Tool

Assigning roles and responsibilities

Assign all roles and responsibilities for project implementation and O&M/project follow-up at the outset of the project

To assign roles and responsibilities the different tasks at hand in a given project are identified. On this basis it is agreed with stakeholder(s) who will take responsibility for their implementation.

Purpose and link to IQC

Assigning roles and responsibilities around the project to specific stakeholders is needed to coordinate tasks that are essential for the project’s success and avoid that official mandates are undermined or conflicts arise. It also allows managing expectations, identifying concerns about required contributions from stakeholders of the project and helps establishing consensus about responsibilities for the follow-up of the project outputs.

How to

1.   Analyse key tasks and responsibilities related to your project

In a first step you should map all key tasks that are required for the management and implementation of your project. Brainstorm to create a simple list of all tasks. Check with colleagues if any important tasks are missing.

2.   Match responsibilities and project stakeholders

In a next step you should match the specific responsibilities related to your project to suitable stakeholders using the table below. Keep in mind that different stakeholder groups may be more suitable for certain responsibilities within your project. Reflecting on the following questions can support the process of identifying the right actor for each task:

  • What responsibilities will the stakeholder wish to adopt, share or transfer regarding the project?
  • What other responsibilities does the stakeholder have that may conflict with the project?
  • Are there any overlaps between your organization’s role and and the responsibilities of other project stakeholders?
  • What are the relationships between the different stakeholders and how do these relationships influence their willingness and ability to fulfil certain responsibilities?
Stakeholder Responsibilities
Planning Implementation O&M/follow-up
CSO – facilitate project planning

– succession planning

– selection of contractor

– technical monitoring of construction works

– training of community members

– ensure responsibilities are handed over

– technical support or (in case of service provision agreement) support to ensure functioning service provision

Contractor – submit proposal – performance of construction works
Final user – engage in the planning process – (in-kind) contribution to the project implementation – organization of electricity supply and repair works
Local government – establish MoU or service agreement with CSO – approve construction works – ensure service provision
Future service provider

3.   Engage stakeholders

Lastly you need to engage the different stakeholders to take responsibility for the tasks at hand. This requires different types of engagement ranging from informing specific actors, consulting institutions and communities or establishing partnerships. Make them signed their commitments.

Template

References & Further Readings

  • WORLD AGROFORESTRY CENTER. 2003. Carrying our a stakeholder analysis (web): http://www.cglrc.cgiar.org/icraf/toolkit/default.htm#Carrying_out_a_stakeholder_analysis.htm
  • SSWM, The Sustainable Sanitation and Water Management Toolbox. Stakeholder Strategy Plan (web): http://www.sswm.info/category/planning-process-tools/exploring/exploring-tools/stakeholder-analysis/stakeholder-strategy-
Last updated 12 April 2018

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