Frequently asked questions

Q. How much will PNDS cost?

National funding for PNDS will amount to approximately US$ 294.3 million over an eight-year period.

Q. How much do suku receive?

Grants are made available for at least one community managed project per year in each of the 442 suku.

Annual grants will have an average value of US$ 50,000 during the first three years, which will increase to an average of US$ 75,000 in later years.

Q. Do all suku receive the same amount?

No.

Suku receive different amounts of funding. The grant value for each suku is guided by objective criteria, such as the village’s degree of remoteness and population and ranges from $40,000 to $70,000 for infrastructure.

The formula for calculating each suku grant is as follows:

		Distance from District Capital
		Not Remote	Remote	Very Remote	Extremely Remote
Suku population		<10km	10 – 30km	30 – 55km	>55km
Less than 2,000	Total Grant	$40,000	$45,000	$50,000	$55,000
	Max. operational	$5,000	$5,500	$6,000	$6,500
2,000 to 4,500	Total Grant	$45,000	$50,000	$55,000	$60,000
	Max. operational	$5,250	$5,750	$6,250	$6,750
4,500 to 7,500	Total Grant
	Max. operational	$50,000	$55,000	$60,000	$65,000
More than 7,500	Total Grant	$5,500	$6,000	$6,500	$7,000
	Max. operational	$5,750	$6,250	$6,750	$7,250

See suku allocations for financial year 2014 (Tetun)

Operational grants fund the planning stages of the project, and infrastructure grants are used to purchase materials and do the construction.

The allocation for subsequent years will be determined in part by community performance. This will be based on the results of the final evaluation and audit and include assessments of social, technical and financial management aspects of the previous years’ project(s).

Q. What happens if a suku does not spend all of the grant money?

Money that has not yet been spent at the end of the project will be used in the following year’s budget (in addition to the standard annual grant amount). However, the new project will not be able to commence until the ongoing project is completed.

If a suku is building up budget appropriations over a number of years due to slow project implementation, their new budget allocation may be reduced until program funds from prior years are fully expended. This will be decided on a case by case basis by the PNDS Secretariat.

Q. Which ministries manage PNDS?

PNDS is an initiative of the Government of Timor Leste, managed by the Ministry of State Administration, in conjunction with the Ministry of Finance. The Ministries of Health, Education, Infrastructure, Agriculture and Fisheries, and the National Development Agency also play a role through the Inter-Ministerial Technical Working Group.

The Technical Working Group’s role is to ensure:

• Proper development and implementation of PNDS.
• Timely allocation of funds to suku
• Oversight of resource allocations to implement PNDS in accordance with its objectives and principles.

Q. Who funds PNDS?

PNDS is a national program funded by the Government of Timor-Leste. Funds for implementing PNDS are transferred by the Ministry of Finance to special bank accounts set up in each suku specifically for PNDS.

PNDS also receives support from the Government of Australia. The PNDS Support Program provides technical assistance and training for the National Secretariat, and will also assist with monitoring and evaluation.

It is intended that donors and development partners will contribute funding to PNDS, particularly for training and technical assistance. Over time the Government will provide more or all of these costs.

Q. What projects can communities build?

PNDS has a menu of allowable activity types. These are public goods based on the criteria set out in the Integrated District Development Planning (PDID) law

1. Access infrastructure, including local roads, bridges, paths, jetties, etc.
2. Small, simple village water systems (for example, gravity systems, wells, rainwater catchment, and spring protection), and may include washing facilities. Sanitation facilities as part of public facilities are allowed.
3. Irrigation and drainage, including check dams, canals, gates etc.
4. Extension, renovation or rehabilitation of local schools, for example, additional classrooms, toilet facilities, furnishings and equipment.
5. Construction or rehabilitation of early childhood centres and kindergartens, including toilet facilities, furnishings and equipment.
6. Extension, renovation or rehabilitation of local health posts/clinics, including, for example, furniture, roofing, painting, basic equipment, water and sanitation facilities.
7. Housing for teachers and health workers co-located with schools or clinics
8. Multi-purpose community halls, though only one new multi-purpose hall in any suku can be built within the initial four cycles of this 8-year PNDS program
9. Other small-scale community public facilities, such as, local markets, electricity supply, children’s playgrounds, and sports facilities.

Given the technical limitations, especially, in the early years as PNDS staff and communities are developing their skills, suku are encouraged to consider possible extension, rehabilitation or renovation of existing community public infrastructure assets rather than the construction of new facilities.

Q. What type of projects are not supported under PNDS?

Activities not supported under PNDS include:

1. Anything against the laws of the country.
2. Anything having to do with firearms, drugs, tobacco, asbestos or other harmful substances.
3. Activities that utilize land that has contested ownership or involves displacing people.
4. Payment of compensation or rent for use of land.
5. Environmentally damaging activities.
6. Government or suco offices and places of worship.
7. Payment of government salaries or allowances.
8. Any funding for political parties, political activities, campaigning, etc.
9. Minor routine, recurring maintenance cannot to be funded as a stand-alone project by PNDS. (Larger scale and planned Operations and Maintenance may be funded from PNDS. Villagers are encouraged to include tools and equipment necessary for operations and maintenance for the first year(s) in the design stage of the project, if funds are sufficient, to utilize their full grant amount.)
10. Construction of new schools, new clinics or medical facilities, which would require National Ministry provision of staff and equipment. (Rehabilitation or restoring existing infrastructure functionality can be funded with proper coordination with the appropriate technical ministry.)
11. Activities considered too large or complex for the community to construct and maintain.

Q. How can grant money be spent?

Grant funds provided to suku are made up of two parts, operational funds and infrastructure funds.

Operational funds, approximately 10-14% of the total grant, can be used for:

• Incentives for suku team
• Transport,
• Office equipment
• Stationery
• Photocopying
• Communications
• Meeting costs
• Training costs
• Survey and design costs

Infrastructure funds, total suku grant minus the operational funds, can be used for:

• Construction materials
• Labour
• Materials transport
• Tools
• Equipment hire and other services as needed

In addition to the above, each suku will also manage Operations and Maintenance Funds. These are funds collected from each household in the community and are used for the operation or maintenance of infrastructures and works built or rehabilitated through PNDS.

Q. What is the role of Xefe Suku in PNDS?

The Xefe Suku (Village Chief) is the elected and traditional leader of a suku.

Xefe Suku lead socialisation and encourage the participation of men and women from all aldeia.

They review reports and take forward issues or concerns raised by the community. They assist with resolving complaints and settling local conflicts fairly. Xefe Suku report PNDS progress to the Sub-District and District Development Committees.

They also ensure coordination and harmonisation between PNDS projects and other existing programs or projects within the suku.

Xefe Suku do not receive a salary for their work on PNDS.

For more information on traditional leadership roles in Timor-Leste, see Law 3/2009, Community Leaderships and Their Election.

Q. What is EJS (Ekipa Jestaun Suku)?

The Ekipa Jestaun Suku (EJS, or Community Management Team) are democratically elected by the community to oversee the planning and implementation of PNDS in their suku. They work for their community.

The EJS guide the process of choosing and constructing projects together with the community. They also manage the money which the government gives to each suku for PNDS projects. The EJS are trained by sub-district facilitators in administrative and technical skills so they can successfully manage PNDS activities and perform their duties effectively.

The EJS includes three teams: the Planning and Accountability Commission (KPA), Community Implementation Team (EIP) and the Operations and Maintenance Team (EOM), as well as, two Suku Facilitators, one of whom must be a woman.

Suku Facilitators inform their communities about PNDS activities, plans and decisions to actively engage their communities as well as support and promote transparency, accountability and cooperation.

Q. What is KPA? EIP? OEM?

Each suku elects a Community Management Team (EJS, or Ekipa Jestaun Suku) to manage the development process on behalf of the community. The EJS comprises three teams, the Planning and Accountability Commission (KPA, or Komisaun Planeamentu no Akontabilidade), Community Implementation Team (EIP, or Ekipa Implementasaun Programa) and the Operations and Maintenance Team (EOM, or Ekipa Operasaun no Manutensaun).

KPA

The KPA is made up of the entire Suku Council, and an additional representative from each aldeia (neighbourhood) who must be of opposite gender to the existing member. This ensures that men and women from all aldeia have their interests represented. A President, Vice-President and Secretary are elected as office bearers. The KPA are responsible for general oversight and monitoring of PNDS activities and ensuring effective community participation by all members of the community.

The Suku council, a form of traditional governance, includes the Xefe Suku (village chief), all Xefe Aldeia (neighbourhood leaders), two youth representatives (17-30 years), one elder (60 years, or older) and a lian nain (traditional leader who passes on oral history). For more information on traditional leadership roles in Timor-Leste, see Law 3/2009, Community Leaderships and Their Election.

EIP

The Community Implementation Team (EIP) has three executive members, a president, secretary and treasurer. At least one executive member must be a woman. The EIP are responsible for the design, planning and implementation of PNDS projects.

EOM

The Operations and Maintenance Team (EOM) has three executive members: a president, secretary and treasurer. At least one executive member must be a woman.  The EOM are responsible for the operation and maintenance of the infrastructure.

Q. How is EJS (Ekipa Jestaun Suku) selected?

Ekipa Jestaun Suku (EJS, or, Community Management Teams) are democratically elected by the community through secret ballot.

First, each aldeia (neighbourhood) meets and nominates a person to represent their aldeia on the Planning and Accountability Commission (KPA, or Komisaun Planeamentu no Akontabilidade). The KPA is made up of the existing Suku Council, and the additional representative from each aldeia who must be of opposite gender to the existing member. This ensures that men and women from all aldeia have their interests represented.

The Suku council, a form of traditional governance, includes the Xefe Suku (village chief), all Xefe Aldeia (neighbourhood leaders), two youth representatives (17-30 years), one elder (60 years, or older) and a lian nain (traditional leader who passes on oral history). For more information on traditional leadership roles in Timor-Leste, see Law 3/2009, Community Leaderships and Their Election.

Each aldeia also nominates candidates for the Community Implementation Team (EIP, or Ekipa Implementasaun Programa), Operations and Maintenance Team (EOM, or Ekipa Operasaun no Manutensaun) and Suku Facilitators. The minimum number of nominees selected by each aldeia depends on the number of aldeia in the suku (see table below). An equal number of men and women should be nominated.

The officer holders are elected, by secret vote, by the KPA members from the nominees from all aldeia who are present at the time of the vote. At least one member of both the EIP and EOM must be a woman, as well as one of the two Suku Facilitators. Officers of the three teams (KPA, EIP, and EOM) cannot be close relatives and cannot be from the same immediate family or household. The KPA members and the nominated candidates for the Ekipa Jestaun Suku teams are publicly posted in each aldeia.

 

Q. How long are EJS office bearers elected for? Can suku change their representatives?

Elections for the Ekipa Jestaun Suku (EJS, or, Community Management Team) take place at a minimum every 3 years.

The team’s performance is reviewed annually by the community with the assistance of sub-district social facilitators. The review occurs in sub-district and suku socialisation meetings the following year, as part of a wider assessment of what worked and what didn’t. If the annual review determines high levels of community dissatisfaction with performance, a new election is held and required training provided for new members.

Replacements of team members may also be required due to resignation, death, illness, or other reasons. Replacement of KPA members should be of the same gender and from the same aldeia. To replace members of the EIP, EOM, or suku facilitators, the KPA can appointment the next ranked candidate from earlier voting, or hold a new election.

Q. Who can get paid through PNDS?

Labourers involved in a PNDS project can receive an incentive from PNDS (not a salary or wages). The daily rate paid is determined by the Community Implementation Team (EIP, or Ekipa Implementasaun Programa) and agreed to by the community.

Suku are encouraged to employ local community members and tradesmen.  Work is open to all who want to work (men and women). Women are paid the same as men. Special efforts should be made to include people with disabilities who wish to participate and work on the project. In exceptional cases skilled labour, if not available in the suku, can be hired from nearby suku.

Elected office bearers in the Ekipa Jestaun Suku (EJS, or, Community Management Team) are paid a small monthly incentive as compensation for their time spent on PNDS. The amount paid depends on the amount of work allocated to the position, see the table below:

Ekipa Jestaun Suku members	Monthly Incentive	Notes
KPA President, KPA Vice President and KPA Secretary	$20 per month	Only payable if these persons are not already members of Suku Council
EIP Head, Secretary and Treasurer	$30 per month
Suku Facilitators	$20 per month
EOM Head, Secretary and Treasurer	$10 per month

Ekipa Jestaun Suku members are able to participate in the labour for the projects as unskilled labourers (and therefore receive labour incentives), but only when labour is shared equally with other community members.

Incentives are not paid to persons who are already members of the Suku Council, including the Xefe Suku (village chief), as they already receive an incentive from the Government.

Q. What is the role of Sub-District Facilitators?

Sub-district facilitators are civil servants who work directly with communities to help implement the PNDS project.

They assist communities to plan and design projects, oversee construction and financial accountability, as well as providing mentoring, monitoring and evaluation. A key role of the sub-district facilitators is to train the Ekipa Jestun Suku (EJS, or Community Management Team) in basic administrative and technical skills so they can successfully manage PNDS activities.

There are three different sub-district facilitators: social, technical and finance.

Social facilitators

Sub-district social facilitators provide management support. They ensure gender equality and social inclusion of women, people with disabilities, and others people who are traditionally marginalized. They also monitor the functioning of the EJS and assist with performance evaluations of these teams and their members.

Technical facilitators

Sub-district technical facilitators assist communities to decide what infrastructure they need. They assist communities to construct the project themselves (without the use of contractors), helping with proposals, designs and budgets and procurement. They train members of the Ekipa Jestun Suku in design and construction, and assist with the training of construction and work teams.

Finance facilitators

Sub-district finance facilitators ensure communities have a clear understanding of financial management processes, including procurement rules. They assist the Ekipa Jestun Suku to plan, request, utilize and account for operational and infrastructure funds provided. They also ensure finance updates to the community are clear and easy to understand. They check suku financial reports to verify expenses and assist with project audits. They also train members of the Ekipa Jestun Suku in financial management, bookkeeping and reporting.

Q. How is corruption prevented? What monitoring is in place?

PNDS has multiple layers of financial reporting and monitoring, designed to ensure the transparent and accountable use of all funds.

Monitoring at the community level

It is the community’s right to be informed about PNDS, including financial information, as it is their money. Each suku holds two formal accountability meetings in an implementation cycle, one during project construction, and one after the project is completed. Community members are told how much money was spent, and on what. All community members (men and women) are invited to ask questions, raise concerns or make suggestions. Monthly financial reports are also posted on community noticeboards throughout the implementation process. A key aim is to ensure financial information is easy to understand for the whole community.

If community members believe funds have been misused, they can contact the suku Planning and Accountability Commission (KPA, or Komisaun Planeamentu no Akontabilidade) or the District Development Commission (KDD, or Komisaun Dezenvolvimentu Distritu), or a facilitator they trust.

Accountability to the Government

Each Ekipa Jestaun Suku (EJS, or Community Management Team) submits a monthly financial report at the sub-district monthly management meeting. From this data, regular reports are made to both the Ministry of State Administration (MAE) and Ministry of Finance (MoF).

Sub-district financial facilitators and the PNDS district accountant conduct regular monitoring visits to suku to confirm funds are being properly managed. Random spot-checks are conducted to check procurements and other payments, and ensure all transactions are properly accounted for. Instances of non-compliance are immediately reported to the PNDS District Coordinator.

The Office of Inspection and Internal Audit of the Ministry of State Administration is responsible for auditing within PNDS. PNDS funds may also be subject to Audit by the Chamber of Auditors of the Administrative, Fiscal and Auditors High Court.

Q. How does the Australian Government support PNDS?

Australia has supported PNDS since 2011, and will provide $55 million over 5 years (2012-17), with $40 million committed for the next 3 years (2014-17).

The funding will be spent on training, technical advice and support, and monitoring and evaluation.

Australian-funded advisers are working with the Ministry of State Administration, Ministry of Finance and Civil Service Commission to develop and strengthen the corporate systems that allow PNDS to get grants to suku. This includes financial systems, human resource management, work planning, logistics and information management.

In 2013, working with Timorese training organisations, Australia trained over 400 people to work as sub-district facilitators. In 2014 Australia will provide mentoring and training to PNDS staff in all districts to support their work with communities.

Australia and Timor-Leste are also working together to build a monitoring and evaluation system to ensure the program works.

Through their annual budget, the Government of Timor-Leste supplies the operational and infrastructure funds that communities use for planning and building.