Since 2009, the Regional Office for Cross Border Cooperation Suceava hosts of the Joint Technical Secretariat (JTS) of the Programme and assists the Joint Managing Authority (JMA) and the Joint Monitoring Committee (JMC) in carrying out their respective duties. Specifically, JTS:
- Performs secretariat function for the Joint Monitoring Committee (tasks include organizing the meetings, preparation and mailing of the documentation as well as writing minutes of the meetings, preparing Joint Monitoring Committee decisions on project selection);
- Under the JMA supervision, co-ordinates project generation by organizing info-days with public sessions offered to potential applicants regarding the application procedures;
- Supports JMA in preparation of application package;
- Collects and registers all project applications;
- Organizes the evaluation sessions and ensures the secretariat functions for evaluation committees;
- Carries out information and publicity activities and public relations work (e.g. seminars, conferences, partnership forums, creation, maintenance and updating of a web-site, etc.) under the supervision of the Managing Authority, and according to information and communication plan;
- Co-ordinates and supervise the activity of JTS branch offices;
- Co-operates with organizations, institutions and networks relevant for the objectives of the Programme;
- With the support of the JTS branch offices, organizes and co-ordinates the monitoring of the projects, including the corresponding site visits;
- Receives and carries out the operational and financial verification of the requests for payments, submitted by the beneficiaries, together with the report and a checklist of the supporting documents; Sends the verified documents to the JMA with a notification regarding the regularity and compliance with the eligibility rules of the expenditure;
- Introduces the data in the monitoring computerized system;
- Assists the beneficiaries in implementing the projects.
The JTS will function in two locations: Regional Office for Cross Border Cooperation Suceava (headquarters) and Regional Office for Cross Border Cooperation Iasi. The activities of Iasi office will be related to the Romanian counties: Iasi, Vaslui, Galati, Tulcea and Braila, the Ukrainian Oblast Odeska and the whole territory of the Republic of Moldova.
Branch offices in Ukraine and Moldova are hosted by organizations/institutions nominated by national authorities in the partner countries and specific activities are conducted under service contracts concluded between the Regional Office for CBC Suceava and these organizations/institutions.
The JTS branch offices have the following tasks, under the JTS coordination:
- promote the Programme in its area;
- offer assistance in project development and search for partners;
- offer support in project implementation;
- support in project monitoring (involved in carrying out verification on – site, especially in organizing on-site visits to project partners locations in specific area).