KOSOVO MINISTRY OF
YEAR 1 WORKPLAN
JANUARY 1, 2009–FEBRUARY 28, 2010
This publication was produced for review by the United States Agency for International
Development. It was prepared by DAI.
KOSOVO MINISTRY OF
YEAR 1 WORKPLAN
Program Title: Kosovo Ministry of Foreign Affairs Support Project
Sponsoring USAID Office: USAID Kosovo
Contract Number: DFD-I-00-05-00220-00 Task Order No. 8
Date of Publication: January 1, 2009–February 28, 2010
Author: KMFAS Team
The authors’ views expressed in this publication do not necessarily reflect the views of the United
States Agency for International Development or the United States Government.
INTRODUCTION ................................................................................ 1
BACKGROUND ................................................................................. 3
ORGANIZATION OF THE MFA .............................................. 4
KMFAS PROJECT START-UP ............................................... 7
WORKPLAN ASSESSMENT ................................................. 8
WORKPLAN .................................................................................... 11
TASK 1: ESTABLISH FUNCTIONAL KOSOVO DIPLOMATIC AND
CONSULAR MISSIONS AND DEVELOP THE MINISTRY’S MANAGEMENT
CAPACITY TO SUPPORT AND OVERSEE THE MISSIONS .............. 12
BACKGROUND ........................................................................ 12
GENERAL TECHNICAL APPROACH FOR TASK 1 ........................ 12
Task 1.1: Post Openings: Assist MFA to Manage Post
Opening Decisions and Actions in an Orderly, Step-by-
Step manner.............................................................. 13
Task 1.2: Protocol: Help the Ministry Establish Brief,
Effective Guidance for Embassies and Consulates, As Well
As to Improve the Capabilities of Its Domestic Protocol
Staff .......................................................................... 16
Task 1.3: Consular Operations: Support the Development
of Regulations and Procedures Relating to the Protection
and Welfare of Kosovo Citizens Abroad .................... 18
TASK 2: BUILD AND STRENGTHEN THE INSTITUTIONAL CAPACITY OF
THE MINISTRY IN PERFORMING ITS TASKS AND FULFILLING ITS ROLE IN
MANAGING KOSOVO’S FOREIGN AFFAIRS ................................. 20
Background ............................................................... 20
General Technical Approach ..................................... 20
Task 2.1: Assist in the Development of a Strategic
Planning/Policy and Resource Management Process to
Identify Achievable Goals, Bench Marks for Performance
and Human and Financial Resources Required ........ 21
Task 2.2: Provide Advice and Assistance to the Office of
Legal Issues, Treaties and Human Rights to Analyze and
Interpret Laws and Treaties, Draft Laws and Regulations,
and Develop Information-Gathering and Reporting
Mechanisms Regarding Kosovo’s International
Responsibilities in Human Rights .............................. 23
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT i
Task 2.3: Provide Advice and Assistance to the Office of
the Permanent Secretary for the Development of the
MFA’s Management Capabilities to Support Kosovo
Diplomatic and Consular Missions, Maintain a Career
Professional Service, Install Effective Personnel,
Infrastructure and Logistics Systems, and Devise Training
Programs to Support Diplomatic and Consular Operations
Task 2.4: Provide Advice and Assistance to the Office of
the Director General to Improve and Strengthen
Coordination, Tasking and the Content of Daily Decision
Making ...................................................................... 38
TASK 3: ADDRESS SHORT-TERM NEEDS THAT DEVELOP TO AID THE
EFFECTIVE FUNCTIONING OF THE MINISTRY ............................. 39
APPENDIX A: RECOGNITIONS ...................................................... 41
APPENDIX B: MFA TABLE OF ORGANIZATION ........................... 43
APPENDIX C: DESCRIPTION OF RESPONSIBILITIES OF THE MFA
POLICY OFFICES ........................................................................... 45
APPENDIX D: BILATERAL MISSIONS AND INTERNATIONAL
ORGANIZATIONS RESIDENT IN PRISTINA AS OF JANUARY 30,
2009 ................................................................................................. 47
ii KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
CCN Cooperative Country National; local national expert
CEDAW Convention Ending All Forms of Discrimination against Women
CoE Council of Europe
COP Chief of Party
DAI Development Alternatives, Inc.
ERWG External Relations Working Group
EU European Union
EULEX European Union Rule of Law Mission in Kosovo
FOI Freedom of Information
ICCPR International Covenant for Civil and Political Rights
ICJ International Court of Justice
ICO International Civilian Office
IMF International Monetary Fund
IT Information Technology
KMFAS Kosovo Ministry of Foreign Affairs Support Project
LTTA Long-term technical advisor
MFA Ministry of Foreign Affairs
MKSF Ministry for the Kosovo Security Forces
NATO North Atlantic Treaty Organization
NGO Non-government Organization
OCA Office of Consular Affairs
OSCE Organization for Security and Cooperation in Europe
PA/PD Public Affairs/Public Diplomacy
PISG Provisional Institutions of Self-Government
SHAPE Supreme Headquarters Allied Powers Europe
STTA Short-term technical advisor
TAMIS Technical and Administrative Management Information System
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT iii
UDHR Universal Declaration of Human Rights
UN United Nations
UNDP United Nations Development Program
UNHCR United Nations High Commission on Refugees
UNMIK United Nations Mission in Kosovo
USAID United States Agency for International Development
USD United States dollar
WTO World Trade Organization
iv KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
The Kosovo Ministry of Foreign Affairs Support project, known as KMFAS, is a two and a half year
initiative funded by the United States Agency for International Development (USAID) and implemented
under a contract with Development Alternatives, Inc. (DAI) to assist in building capacity in this important
state institution of the Republic of Kosovo. KMFAS is funded solely by the United States Government,
but cooperation and coordination are expected with international entities and donors in Kosovo. The
counterpart is the Ministry of Foreign Affairs (MFA) itself—its leadership, its senior officials, and its
career personnel—in cooperation with other agencies of the Government of Kosovo. Bearing Point, Inc.
is a sub-contractor to DAI for KMFAS.
The overarching objective of KMFAS, as stated in the project task order, is to help the Ministry of
Foreign Affairs become a functioning ministry capable of managing Kosovo’s foreign affairs. All
activities discussed in this Workplan are designed to contribute to this objective. The workplan covers 14
months—from January 1, 2008 to February 28, 2010.
The Workplan is based on in-country project work since November 18, 2008 and a detailed final
assessment by the DAI project team from February 2 to 12, 2009. The Workplan incorporates comments
received from USAID.
The current KMFAS staff consists of Senior Legal Advisor, Ivan Abrams; Senior Diplomacy Expert,
Daniel Santos; Public Administration Expert, Luan Bicaj; Legal Expert, Ardian Kryeziu; and Finance and
Office Manager, Adelina Jakupi. The in-country team is supported by staff in DAI’s home office in
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 1
The legal basis of Ministry of Foreign Affairs (MFA) of the Republic of Kosovo was established on
March 13, 2008, when the National Assembly passed Law No. 03/L-044 on the Ministry for Foreign
Affairs and Diplomatic Service of the Republic of Kosovo. Kosovo declared its independence on
February 17, 2008, as successor to the Provisional Institutions of Self-Government, or PISG, under the
United Nations Interim Administration Mission to Kosovo (UNMIK). As of April 23, 2009, 57 countries,
including the United States and most European states, recognized Kosovo (see Appendix A for a list of
recognitions). The attainment of additional recognitions remains the foremost foreign policy objective of
the Government of Kosovo.
The ministry began skeleton operations in April 2008 with Minister Skender Hyseni and the first civil
service staff members onboard. Administrative Instruction No. 01/2008 specified the ministry’s
The Ministry of Foreign Affairs is responsible for the development and coordination of
responsibilities in relation to other countries. It protects the interests of Kosovo in relation with
other countries and international organizations, in full coordination with other ministries,
depending on their competencies, Office of the President of Kosovo and other institutions of the
Republic of Kosovo, in compliance with the Law on the Ministry of Foreign Affairs and the
Constitution of Kosovo.
The Ministry of Foreign Affairs represents the Republic of Kosovo and its state institutions in
other countries and international inter-governmental organizations, through the embassies,
missions or representative organizations that are determined by the Ministry, in consultation with
the President and Prime Minister of Kosovo.
Two important laws were passed on December 16, 2008:
Law No. 03/L-122 - Law on the Foreign Service of the Republic of Kosovo
Law No. 03/L-125 - Law on Consular Services of Diplomatic and Consular Missions of the Republic
These laws provide the detailed basis for the operation of diplomatic and consular missions, both
embassies and consulates, the legal authorities for performing services for Kosovo citizens overseas,
authorization for program operations of embassies and consulates, the general responsibilities of heads of
mission (ambassadors or chargés d’affaires), and the responsibilities of the ministry in directing its
diplomatic and consular missions.
Other relevant legislation includes:
Law No. 03/L-034 on Citizenship of Kosovo
Law No. 03/L-033 on the Status, Immunities and Privileges of Diplomatic and Consular Missions and
Personnel in Republic of Kosovo and of the International Military Presence and its Personnel
Law No. 03/L-126 on Foreigners
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 3
Draft Law No. XX/2009 for the State Protocol of the Republic of Kosovo
The MFA must operate within the framework of applicable laws and regulations of the Republic of
Kosovo concerning the hiring of employees for the civil service. Ministries and government bodies
important to the functioning of the ministry are the Public Services Ministry, the Treasury, the
Procurement Board, which is an independent statutory body, the Internal Affairs and Justice Ministries,
and other government agencies having an interest in international policy, international organizations and
ORGANIZATION OF THE MFA
As reflected in Appendix B, the current organizational chart of the ministry, MFA is generally patterned
on the European model, having the following features:
The Office of the Minister, which includes the minister’s Cabinet (personal staff) and five political
advisors (economics, political, international law, and the minister’s spokesperson).
The Office of the Deputy Minister including a political advisor.
The Permanent Secretary who is the highest level civil servant in the ministry and chief operating
The Director General who is responsible for the direction of policy operations of the ministry as well as
coordination with overseas posts.
The Office for Coordination with Embassies, a newly staffed office that houses secretariat operations
for communications with embassies and consulates.
Four “line” policy offices, which report to the Director General:1
Office of EU and NATO Affairs
Office of Economic Issues and Strategy
Office of Bilateral Relations, International Organization and Security Issues
Office of Regional Issues
Four management support offices, which report to the Permanent Secretary:
Office of Consular Issues
Office of Legal Issues, Treaties and Human Rights
Office of Protocol
Four administrative offices, also under the supervision of the Permanent Secretary:
Office of Budget and Finance
A description of the responsibilities of each of the policy offices is provided in Appendix C.
4 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
Office of Administration, encompassing the Personnel, Language Services, Information Technology
(IT), and Transport and Logistics units
Office of Procurement
Office of the Internal Auditor
As of April 2009, the ministry has approximately 100 employees out of a total of 109 budgeted.
Employees are being hired almost weekly, yet some major positions are unfilled (e.g., internal auditor).
The ministry’s budget for 2008 was approximately 3 million Euro (approximately 3.9 million USD). The
ministry draws funds from the Treasury as needed. Mid-year supplements to the annual budget are
possible. There is a single functional budget for the ministry as a whole; there are no budgets for
individual diplomatic and consular missions.
As Kosovo had few senior civil servants and diplomats under the government of the former Yugoslavia,
the national experience base is thin. However, some senior
ministry officials, including the political advisors to the Diplomatic Posts of the Republic of
minister, obtained on-the-job experience and training under Kosovo
the PISG in general administration, development assistance
coordination, economic affairs, international political affairs, Diplomatic Posts opened in 2008
multilateral organizations, and press and public affairs. Many
officials above the office director level have had international
training: a number worked for international organizations in Tirana, Albania (Mr. Gazmend Pula)
Vienna, Austria (Mr. Sabri Kicmari)
Kosovo, such as the United Nations, OSCE and EU, bilateral Brussels, Belgium (Mr. Iliri Dugolli)
aid donors, and NGO’s, or were educated abroad as part of Paris, France (Mr. Muhamedin
the Kosovo Diaspora. Kullashi)
Berlin, Germany (Mr. Vilson Mirdita)
Education and training of the MFA staff has largely taken Rome, Italy (Mr. Albert Prenkaj)
place at the University of Pristina, especially at the faculties Bern, Switzerland (Mr. Naim Mala)
Ankara, Turkey (Mr. Bekim Sejdiu)
of law, economics and international relations. New recruits London, UK (Mr. Muhamet Hamiti)
for MFA positions have been drawn from a wide variety of Washington, US (Mr. Avni Spahiu)
backgrounds, including from other government agencies, the
Office of the Prime Minister, university faculties, and foreign
Diplomatic Posts to be opened in 2009
development assistance agencies. Minority hiring is a goal of
the MFA, as required by the hiring regulations of the Public
The Czech Republic
Despite these challenges, the MFA is producing policy, is The Kingdom of Sweden
Republic of Slovenia
conducting foreign relations on a daily basis, and is Republic of Croatia
improving its basic capabilities. Continued new hires, Republic of Montenegro
populating the organization chart, and the development of Republic of Macedonia
skills on the job are having results. At the same time, the The Kingdom of the Netherlands
MFA must improve its management performance and Republic of Bulgaria
support capabilities, move toward more cooperative Republic of Colombia
relationships with ministerial staffs internally and externally, Republic of Portugal
improve the vertical information flow, and develop lateral
coordination within the ministry and externally with other
government agencies which will enable it to become a
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 5
unified and purposeful organization.
As of January 30, 2009, 14 countries which accord recognition to Kosovo have established embassies in
Pristina or have upgraded their previous liaison offices from the time of UNMIK administration and the
PISG. A list of diplomatic missions, liaison offices, and international organizations is in Appendix C.
The impact of multilateral organizations in Kosovo is changing. UNMIK’s presence is shrinking, and it
has ceded responsibilities—notably in law enforcement, justice and governance—to EULEX and the ICO,
in which the United States also participates. The EU, various UN agencies (including UNHCR and
UNDP), the OSCE and the Council of Europe maintain offices here, but their engagement with the
foreign ministry is circumscribed because Kosovo is not yet a member state. Some international
organizations as well as countries which recognize Kosovo are brought together by the ICO, headed by
EU and former NATO diplomat Pieter Feith, to discuss representation and policy issues with the MFA
through an external relations working group (ERWG) that meets monthly. MFA participation in the ICO
meetings is on the senior official (Permanent Secretary, Director General) or political advisor level.
KOSOVO DIPLOMATIC AND CONSULAR MISSIONS
In the last quarter of 2008, the ministry established proto-embassies in 10 countries: Albania, Austria,
Belgium, France, Germany, Italy, Switzerland, Turkey, United Kingdom, and the United States. The
current plan is to appoint ambassadors in 2009; previously appointed chargés d’affaires have been
required to reapply for their jobs as heads of mission and to become members of the career Foreign
Service. This process is to be completed in May-June 2009. The final appointment of ambassadors is
subject to political decision by the President, after consultations with the National Assembly.
In the fall of 2008, the MFA assigned two officers to open missions in the capital of each selected nation.
For two months or more, the Kosovo representatives lived and worked in hotels. As of early 2009, all
have relocated and most are working in leased office space. The chief difficulties experienced by these
new posts have been a lack of information from Pristina on local and foreign affairs developments, the
inability to open bank accounts, incomplete guidance on leasing and procurement, a lack of standardized
procedures, and irregular communications with the ministry and others in Pristina. As of this writing, all
diplomatic and consular missions are fully operational. In May 2009, the Ministry increased diplomatic
mission staffing to three, and consular mission staffing to two.
Representation in New York City and the United Nations presents a special problem. Kosovo currently
has not yet identified a prospective head of mission; in addition, there are status problems that hinder
Kosovo’s access to the UN for its legitimate business purposes. The Government of Kosovo believes that
it is desirable to have representation in New York in order to strengthen its identity and for its
representatives to be able to operate in the city’s diplomatic and consular environment. The MFA has
decided to establish a consulate-general in New York, which will give it some social standing as well as
the ability to deliver services to the large number of Kosovo citizens in the metropolitan area and nearby
Minister Skender Hyseni has directed that new embassies be opened in 2009 in the Czech Republic,
Slovenia, Croatia, Montenegro, Macedonia, Japan, Colombia, Bulgaria, Sweden, Netherlands, Portugal
and Hungary. In addition, the Minister has decided that consular offices will be opened as consular
6 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
sections in embassies (E) or as free-standing posts in New York, Berlin (E), Frankfurt, Stuttgart, Zurich,
Bern (E), Geneva, Paris (E), Rome (E), and Vienna (E). Plans for establishing these consular operations
are under development by MFA with support from KMFAS.
MFA expects that there will be an additional round of post openings in 2010; one objective of KMFAS
assistance is to help prepare a post opening plan containing budgetary implications and other operational
considerations. KMFAS has advised the MFA on the preparation of recruitment and hiring procedures for
the 2009 cohort of heads of mission and diplomatic officers to be assigned abroad, together with the
regularization of the status of heads of mission and diplomatic officers appointed by directive of the
Prime Minister in 2008.
KMFAS PROJECT START-UP
Following the signing of the KMFAS contract on September 30, 2008, the deployment of personnel to
Pristina was delayed because of changes in project management personnel and difficulties in recruitment.
Nevertheless, in late October a DAI administrator arrived in Pristina to set up the project office, hire a
Kosovo financial and office manager, advertise for the two KMFAS local national (CCN) expert
positions, canvass for permanent office space, and make financial and other support arrangements.
Temporary office space and minor administrative support initially were provided by the local Bearing
The DAI project manager and chief of party (COP) both arrived in Pristina on November 18, 2008. Their
initial activities included introductory meetings with USAID, Ambassador Tina Kaidanow and others at
the U.S. Embassy, and senior MFA officials. Candidates for the two CCN positions—legal and public
administration experts—were assessed and initial selections we made for referral to USAID and the
ministry. Initial information-gathering meetings in the ministry began on November 28, 2008; in ensuing
weeks, nearly all office directors and higher officials were interviewed. The DAI project manager
departed on November 26 and the DAI administrator completed her work on December 5.
The COP returned to Washington, DC for holiday leave and consultations with DAI, USAID, and the
Department of State on December 22, 2008, returning on January 8, 2009. In addition to continuing
interviews with MFA personnel regarding the ministry’s basic needs and gathering baseline information
for the KMFAS workplan, the COP worked with the permanent secretary and director general on several
1. Drafting input for an MFA regulation on the Competencies of Embassies and Consulates which
stipulates the reciprocal responsibilities of the ministry and diplomatic and consular missions for
diplomatic representation, ambassador/head of mission duties and prerogatives, internal organization
of embassies and consulates, reporting, services to be performed by diplomatic and consular missions,
public diplomacy, communications and archives, security, and post management. The draft regulation
was circulated to the IC external relations working group in January 2009 and was finalized on
February 2, 2009 with few changes. After translation and legal review, the guidance will be approved
by the Minister.
2. A review of the implications of the then-draft Laws on the Foreign Service and Consular Service,
subsequently approved by the National Assembly on December 16, 2008. Passage of the laws
triggered a 90-day period in which the ministry is obliged to promulgate implementing regulations
(i.e., by mid-March 2009).
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 7
3. Alternative proposals for recruitment and hiring procedures, including oral and written assessments,
for the second cohort of chargés d’affaires/heads of mission and diplomatic officers for post openings
in 2009. Decisions on the procedure were included in a recruitment announcement in early February.
4. Design of a strategic planning process for the ministry, a crisis management system, and an inventory
of MFA and post management functions. A comprehensive strategic planning process will be
undertaken in April-May 2009 and be repeated annually. Crisis management and post management
will be subjected to ongoing KMFAS work.
5. An indicative task list for phasing project advisory assistance on ministry operations, post
management, and other institutional needs.
6. Initiation of a weekly seminar series for in-service training on diplomatic operations and international
relations. See Appendix D for a list of seminar presentations and attendance.
The COP also consulted, at their request, with the policy offices on several current issues, including inter-
ministerial coordination on EU and NATO relations, opening a Kosovo office in New York, international
organization membership, the ratification of its agreements and protocols, and protocol regulations for
diplomatic and consular missions.
On December 18, 2008, a lease agreement was concluded for project offices at Rr. Shaban Polluzha #3,
off Rr. Agim Ramadani, close to the government building and MFA offices. The premises were occupied
during the week of January 5, 2009 upon installation of internet, telephone and other services. During the
ensuing two weeks, the offices were furnished, a generator was installed and other improvements were
made. Full IT, document reproduction, and a VOIP telephone system were installed in mid-February.
The project’s expert long-term (LTTA) legal advisor returned to Pristina on January 17, 2009, following
his initial visit in mid-December. Once approvals were obtained from USAID and the ministry, the two
CCN experts were hired. Furthermore, two short-term (STTA) experts arrived on January 19, 2009 to
begin advisory work in the ministry on consular operations and public affairs/public diplomacy. They
departed on February 14.
The KMFAS Assessment Team to perform the final assessment for development of this Workplan
assembled in Pristina on February 2, 2009. Team members included:
Team Leader—Steven Rosenberg, Project Manager, DAI Bethesda
Morgan Whitmire, Project Coordinator, DAI Bethesda
Alphonse F. La Porta, STTA Chief of Party, KMFAS
Ivan Abrams, LTTA Legal Advisor, Bearing Point representative
Daniel Santos, Jr., STTA Management Advisor
Craig J. Stromme, STTA Public Affairs/Public Diplomacy Advisor
Robert A. Callard, STTA Consular Affairs Advisor
Ardian Kryeziu, CCN Legal Expert, Bearing Point
8 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
Luan Bicaj, CCN Public Administration Expert
Adelina Jakupi, CCN Financial and Office Manager
The team undertook a thorough series of consultations within the ministry and with stakeholders,
including other Kosovo Government ministries and selected outside authorities, building on baseline
assessments since the arrival of KMFAS personnel in mid-November 2008. To perform these interviews,
the project team was divided into sub-teams for Executive Direction, Legal Affairs and Management.
During the formal assessment phase, February 2-12, the team validated project findings, identified and
refined individual project activities and sub-tasks, identified opportunities for assistance by other donors
(particularly in training), and found long term systemic issues, including policy formulation and inter-
ministerial coordination. While the work of the KMFAS project basically will be confined to two calendar
years, 2009 and 2010, the ministry should be made aware of longer term needs and relationships. The
final assessment report has been delivered to USAID.
Also, the STTA Management Advisor spent the first two weeks of his six-week term in Pristina working
on the project assessment and design. For the subsequent four weeks, until March 13, 2009, he produced
early deliverables in the post management field and advised the Permanent Secretary.
ASSUMPTIONS AND RISKS
Essential to the achievement of the objectives of KMFAS is to work closely with the ministry to win the
trust and confidence of key MFA personnel through sound accomplishment of the tasks set forth for the
first year. At the same time, there are factors that could either impede the success of the project or render
individual actions ineffective:
A sudden change in government resulting in an overhaul of the MFA’s political leadership. Elections
may occur in 2011, at the end of the project’s anticipated life, but the departure of the current
minister, Skender Hyseni, and Deputy Minister Vlora Citaku could deprive KMFAS of essential
support. The project’s work could be stalled until the support of a new leadership team is secured --
new MFA political leaders may not see benefit in the project’s approach to capacity building.
Departure of the current acting Permanent Secretary and/or the Director General. Their support is
essential to achieve progress. However, a professional and businesslike approach on the part of the
KMFAS project staff could overcome a change in leadership at this critical level. A good grounding
in the ministry’s work flow management, decision-making process, and internal communications
patterns will help to prevent changes at this level from becoming a seriously negative factor.
Unwanted attention to KMFAS as an advisor to the MFA. Little media and virtually no public
attention has been given to the project’s activities or personnel. A continuing effort to assume a low
profile as the internal advisor to MFA as a whole will mitigate this possibility. Senior MFA officials
speak for the ministry; KMFAS personnel do not.
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 9
This workplan covers the fourteen-month period from January 1, 2009 to February 28, 2010.
KMFAS has engaged senior MFA officials, particularly Deputy Minister Vlora Citaku, Permanent
Secretary Fitim Gllareva and Director General Lulzim Mjeku, on MFA management issues and
preparation for the workplan development. These three key senior leaders are fully committed to the
management improvements reflected in this workplan. Their strength of commitment has been
demonstrated in full measure through their actions to implement many components of the plan and
deliverables as of this writing (April 2009) and to make the systemic improvements sustainable.
Moreover, they have not hesitated to take measures to enhance their own effectiveness and to make
changes in a forthright and timely manner.
In addition, Minister Skender Hyseni has specifically requested KMFAS assistance to the development of
recruitment and hiring plans for the intake of heads of mission and diplomatic and consular officers for
the second round of post openings this year. Minister Hyseni also specified the posts, including consulates
and consular units in embassies, to be opened.
Combined with the passage of the Foreign Service and Consular Laws in December, the near-term
management priorities are clear:
Complete basic implementing regulations and plans for the support of diplomatic and consular
missions by the end of April 2009. This will require concentrated advisory assistance by KMFAS on
key financial, procurement, leasing, and personnel directives.
Contribute to the recruitment and hiring plan, together with job advertisements, screening,
assessment/examination, and salary particulars, by early February. Entering salaries will have to be
negotiated with the Public Services Ministry.
Suggest inter-agency coordination procedures on the government-wide management and division of
Propose protocol regulations specific to the operations of diplomatic and consular missions based on
already approved laws and regulations and the draft Law on State Protocol.
Beyond these discrete tasks, senior ministry officials should focus on several threshold issues:
Negotiating a comprehensive system of salaries and allowances for foreign and domestic career
personnel that will shape the design of an Integrated Personnel System—one that would facilitate the
flexible utilization of the MFA’s human capital abroad as well as domestically—for the MFA.
Implementing a system, designed by the Treasury, for disbursements and payments to diplomatic
personnel abroad; this will require the formulation of supporting regulations and procedures, the design
of internet-based forms for expenditure reporting, and a process for reconciling overseas expenditures
with Treasury disbursements.
Improving the information flow within the ministry.
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 11
Designing a plan so that consular offices in embassies and free-standing consulates can be opened
Improving the working relationships between the MFA’s civil service officers and the politically
appointed advisors. This will require direction from the Minister and an alteration of current practices.
There is also room for improvement in relations between the political appointees and the permanent
secretary and director general.
These changes will not come easily or quickly. MFA’s leadership needs to focus on processes to promote
orderly and systemic change. KMFAS will support the MFA to achieve these objectives through targeted
technical assistance. KMFAS activities will be organized around three Tasks:
Task 1: Establish functional Kosovo diplomatic and consular missions and develop the Ministry’s
management capacity to support and oversee the missions.
Task 2: Build and strengthen the institutional capacity of the Ministry in performing its tasks and
fulfilling its role in managing Kosovo’s foreign affairs.
Task 3: Address short-term needs that develop to aid the effective functioning of the Ministry.
TASK 1: ESTABLISH FUNCTIONAL KOSOVO DIPLOMATIC AND
CONSULAR MISSIONS AND DEVELOP THE MINISTRY’S
MANAGEMENT CAPACITY TO SUPPORT AND OVERSEE THE
The establishment of diplomatic and consular missions is the top institution building priority of the MFA
in the short-term. Minister Hyseni has identified the missions to be opened in 2009, and the MFA is
developing and implementing a number of important procedures and processes to achieve this goal.
KMFAS activities under Task 1 will focus on supporting the MFA to open new diplomatic and consular
missions and develop the MFA’s capacity to manage, support and oversee these missions. Thus, the
activities will be targeted. Nonetheless, many of the activities to be undertaken under this Task will
include elements that also impact the longer-term KMFAS objective to build the management capacity of
GENERAL TECHNICAL APPROACH FOR TASK 1
The ten initial post openings in 2008 were undertaken without coherent and codified guidance. To
enhance the effective functioning of the ministry, and especially orderly management and budget
processes, KMFAS will assist the MFA to manage mission/post opening decisions and actions in a more
methodical, step-by-step manner. The project will prepare a Post Management Handbook containing step-
by-step guidance needed to achieve this objective. Other regulations and procedures, including guidance
on Protocol procedures, privileges and immunities, leasing, and locally engaged staff, are also necessary
for the effective operation of embassies and consulates.
Proper protocol practices and the observance of the laws pertaining to privileges and immunities are
important to the smooth functioning of the ministry. Domestic protocol and privileges and immunities for
12 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
diplomatic missions in Kosovo are covered largely by existing laws, to be expanded by the draft Law on
State Protocol and its implementation. However, there is a gap in the law concerning guidance relating to
protocol practices for diplomatic and consular missions. KMFAS will help the MFA establish brief,
effective guidance, beyond the Post Management Handbook, for embassies and consulates, as well as to
improve the capabilities of its domestic Protocol staff.
The consular function is a unique law-based program managed by specially recruited and trained officers.
Of particular importance are the creation of a solid body of consular regulations and a handbook for
training and guidance, as well as training in the consular function for Kosovo’s representatives abroad.
Diplomatic and consular missions must have adequate space for consular operations.
DAI has delineated three subtasks under Task 1:
Task 1.1: Post Openings: Assist MFA to manage post openings in a methodical, step-by-step manner
Task 1.2: Protocol: Help the Ministry establish brief, effective guidance for embassies and consulates,
as well as to improve the capabilities of its domestic Protocol staff.
Task 1.3: Consular Operations: Support the development of regulations and procedures relating to the
protection and welfare of Kosovo citizens abroad.
TASK 1.1: POST OPENINGS: ASSIST MFA TO MANAGE POST OPENING DECISIONS AND
ACTIONS IN AN ORDERLY, STEP-BY-STEP MANNER
KMFAS will prepare a Post Management Handbook containing step-by-step guidance needed to achieve
this objective. Other regulations and procedures, including guidance on Protocol procedures, privileges
and immunities, leasing, and locally engaged staff, are also necessary for the effective operation of
embassies and consulates.
The principal counterpart for KMFAS in these activities is the Ministry’s Office of the Permanent
Secretary. Cooperating partners will include local and international institutions, especially in coordinating
in-service training activities, to avoid duplication of efforts.
The following activities will be carried out under Task 1.1:
1.1.1: Systematize the decision-making process for future diplomatic and consular post openings.
1.1.2: Formalize post opening procedures, incorporating lessons learned from the opening of posts in
1.1.3: Develop budget estimates for post openings and continuing operations.
1.1.4: Establish post management training programs for heads of mission and other diplomatic and
1.1.5: Provide specific guidance on supporting diplomatic and consular missions
1.1.6: Assist the Ministry to develop a plan for secondary accreditations
1.1.7: Assist in the establishment of a 24-hour duty office system for the Ministry
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 13
1.1.1: Systematize The Decision-Making Process For Future Diplomatic And Consular Post Openings
Handbooks should be developed and used to create a standard decision making process, by assessing the
available resources, both human and financial. The process should take into consideration available and
recruitable human capital; standard testing and interview best practices; available and developing
infrastructure; and logistical and operational considerations. For example, the size of the Kosovo direct-
hire staff should only be determined after considering whether locally engaged personnel may be used to
carry out functional and substantive work. Moreover, the size and number of diplomatic and consular
missions in any given country should be related to the number of Kosovo citizens residing in the area.
1.1.2: Formalize Post Opening Procedures, Incorporating Lessons Learned From The Opening Of Posts In
A Post Opening Handbook will be formalized and questionnaire results on lessons learned from current
post openings will be used for future in-service training. The Post Opening Handbook must develop into
regulations and other sub-normative acts derived from lessons learned and the increasing sophistication of
the foreign affairs establishment. For example, the Handbook covers multiple areas of interest such as
protocol, personnel and financial management, which must be integrated into, or make reference to,
regulations which have been developed since its inception.
1.1.3: Develop Budget Estimates For Post Openings And Continuing Operations
KMFAS will assist in estimating budgets for post openings and operations, by providing forms to be
filled in and guidance how to facilitate the process. Embassy personnel should be trained by either the
MFA or the Treasury in recurring requirements such as the annual budget call, and in the use of the
Simple Embassy Budget tool that KMFAS has developed and delivered to the MFA. Particular emphasis
must be put on internal controls. Answers to the Needs Assessment Questionnaire developed by KMFAS
and sent out by the MFA in April 2009 should prove useful for the development of more accurate
1.1.4: Establish Post Management Training Programs For Heads Of Mission And Other Diplomatic And
KMFAS will provide post management training programs for heads of mission and other diplomatic and
consular personnel, potentially in partnership with the Kosovo Institute for Public Administration (KIPA),
American University of Kosovo (AUK), University of Pristina (UP), and other independent local and
international experts who are willing to support the MFA. Current and planned in-service training, as well
as new personnel orientation programs may be useful in this respect. Taking into consideration that most
personnel assigned to diplomatic and consular missions have little if any management expertise, modules
on leasing, logistics management, and petty cash operations can be integrated into prescribed training.
Likewise, training facilities such as KIPA classrooms and auditoriums may provide a low cost solution to
space requirements. The Heads of Mission Seminar may also be used for management training.
14 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
1.1.5: Guidance To Support Operations Of Diplomatic And Consular Missions
To improve internal communications and information flow, KMFAS will encourage creation of a
cooperative environment to promote information sharing, including:2
Develop an IT platform for improved e-mail communication, distribution, data-retrieval, the
maintenance of official archives and decision-making; advise the MFA on appropriate software to
facilitate communications with diplomatic and consular missions, the dissemination of information
within the MFA, financial reporting, logistics management, overseas travel, personnel management,
and other management support operations.
KMFAS proposed that MFA adopt TAMIS as an IT platform. Although the MFA expressed a strong
interest in TAMIS, it has been decided that the MFA will adopt the government-wide platform that is
being developed by the Ministry of Public Affairs. KMFAS will support the MFA to ensure that this
platform also meets the specific requirements of the MFA in its communications with diplomatic and
consular missions. As a result, this activity may be cancelled.
Help the Office of Coordination with Posts Abroad to create effective communications; help transform
this office into a secretariat for MFA operations.
Enhance policy coordination and communications with diplomatic and consular missions through
messaging and distribution protocols.
1.1.6: Assist The Ministry To Develop A Plan For Secondary Accreditations
KMFAS will support the drafting and implementation of the Plan for of Secondary Accreditations and
Consular Districts. As the opening of the next batch of 10 posts progresses, the MFA should be mentored
in consulting with host nations prior to determining secondary accreditations and consular districts, to
preclude political and other difficulties. Secondary accreditations, in particular, must be well thought out
and take into consideration political and historical relationships, ease of travel, modes of conveyance, and
other practical considerations. Consular districts should also take into consideration the size of the
Kosovo émigré population.
1.1.7: Assist In The Establishment Of A 24-Hour Duty Office System For The Ministry
KMFAS will support the drafting and implementation of a 24-hour duty office system that enables the
MFA to be constantly on stand-by to support diplomatic and consular missions. The system could be as
simple as the passing of the duty cell phone from one officer to another at alternating weeks. The
mission’s after hours recording should contain a reference of the number to call in an emergency. As the
MFA’s sophistication develops, whatever 24/7 system is designed, there should be able to monitor the
posts’ duty systems.
The activities described here are also included in Task 2.1.2 because they are critical both to the immediate need to establish,
support and oversee diplomatic and consular missions (Task 1.1.5) and to the longer-term strategic planning needs of the MFA
(Task 2.1.2). Any IT platform adopted by the MFA should achieve both objectives, providing a consistent and seamless system for
communication, data-retrieval and maintenance, as well as facilitating dissemination of information.
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 15
Task 1.1 Year 1-Activities and
1.1.1 Post Management Handbook √
1.1.2 Design Simple Budget Tool for
diplomatic and consular missions √
1.1.3 Plan for openings new diplomatic
and consular missions
1.1.4 Plan budget system for
diplomatic and consular missions
1.1.5 Design diplomatic and consular
mission management training
1.1.6 List of Secondary Accreditations
and Consular Districts √
1.1.7 Plan for 24-hour duty officer
Task 1.1 Deliverables:
Post management handbook (completed)
Budget tool for diplomatic and consular missions (completed)
Plan for openings of new diplomatic and consular missions
Budget system for diplomatic and consular missions
Diplomatic and consular mission management training module
List of secondary accreditations and consular districts (completed)
Plan for 24-hour duty officer system
TASK 1.2: PROTOCOL: HELP THE MINISTRY ESTABLISH BRIEF, EFFECTIVE GUIDANCE
FOR EMBASSIES AND CONSULATES, AS WELL AS TO IMPROVE THE CAPABILITIES OF
ITS DOMESTIC PROTOCOL STAFF
The following activities will be carried out under Task 1.2:
1.2.1: Provide guidance to support operations of diplomatic and consular missions.
1.2.2: Support the expansion of staff capabilities of the Office of Protocol.
1.2.3: Consult on the implementation of the draft Law on State Protocol
16 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
1.2.1: Provide Guidance To Support Operations Of Diplomatic And Consular Missions
Effective policy formulation and communication from the MFA to the diplomatic and consular missions
is necessary for the optimal functioning of those missions. Currently, the MFA lacks a system for rapid
response to overseas developments, whether of a policy nature, consular emergency, or an urgent call for
assistance from one of the missions. As more embassies and consulates are established, the odds of
emergencies occurring rise accordingly.
Coordination with higher levels in the MFA, notably the political advisors to the minister, as well as
collaborative relationships with other offices, will be evaluated and remedies proposed where necessary.
Methods of providing policy support to and managing communications with diplomatic and consular
missions will also be developed. Relatively simple guidelines can play an instrumental role in freeing up
communications within the MFA.
To achieve this goal, the MFA should institutionalize a duty officer system in the Office of Coordination
with Posts Abroad, as well as a focal point of contact in the Office of Consular Affairs. KMFAS
assistance can help integrate crisis management concepts and contingency planning into the ministry’s
annual Strategic Plan and the plan for developing the Office of Coordination with Posts Abroad under the
Anticipated activities include:
Improving the relationship between the Ministry’s rank-and-file officers and the political advisors
Promoting the open flow of information on policy matters and decision-making.
Establishing guidelines for the lateral coordination of policy documents.
Establishing guidelines for the routing and clearance of documents.
Evaluating coordination with higher levels in the Ministry and collaborative relationships with other
offices, and propose remedies.
Facilitating inter-ministerial coordination, timely policy planning, and risk assessment.
Presenting options for the establishment of a crisis management system for the ministry.
1.2.2: Support The Expansion Of Staff Capabilities Of The Office Of Protocol
Proper protocol practices and the observance of the laws pertaining to privileges and immunities are
important to the smooth functioning of the MFA. There is a gap, however, in the law and guidance
relating to protocol practices for diplomatic and consular missions. KMFAS will help the MFA establish
brief, effective guidance for embassies and consulates, as well as to improve the capabilities of its
domestic Protocol staff.
Anticipated activities include:
Guidance to support the operations of diplomatic and consular missions.
Expand the staff capabilities of the Office of Protocol.
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 17
1.2.3: Consult On The Implementation Of The Draft Law On State Protocol
The Law on State Protocol was adopted by the National Assembly and came into force on April 26, 2009.
KMFAS will support the implementation of the Law by facilitating discussions on how to best implement
it following drafting and approval of the protocol regulations, and assign resources and prioritize tasks in
order to reach results within limited timeframe. (Note: Domestic protocol and privileges and immunities
for diplomatic missions in Kosovo are covered by existing laws, and were expanded upon in the Law on
Task 1.2 Year 1-Activities and
1.2.1 Draft Protocol Regulation for
diplomatic and consular missions √
1.2.2 Develop training plan for new
Office of Protocol staff
1.2.3 Advise on implementation of new
Law on State Protocol
Task 1.2 Deliverables:
Protocol regulation for diplomatic and consular mission (completed)
Training plan for new Office of Protocol staff
TASK 1.3: CONSULAR OPERATIONS: SUPPORT THE DEVELOPMENT OF REGULATIONS
AND PROCEDURES RELATING TO THE PROTECTION AND WELFARE OF KOSOVO
One of the most important tasks of a foreign affairs establishment is to provide for the protection and
welfare of its citizens abroad. Traditionally, these functions have been carried out by consular officers,
although in locations where there are no consular officers available it is common for diplomatic and even
locally engaged personnel to do them. Early reports from the newly established Kosovo diplomatic posts
indicate that a growing and important part of their portfolio is the protection and welfare of the Kosovo
Diaspora. Indeed, the MFA’s Office of Consular Affairs is often visited by Kosovo citizens who resided
abroad and are home on vacation. The common theme appears to be: when will consular services be
established where I live? KMFAS will support the MFA in the development of appropriate consular
The following activities will be carried out under Task 1.3
1.3.1: Support the development of regulations and procedures relating to the protection and welfare of
Kosovo citizens abroad.
1.3.2: Support planning for the establishment of the Consular Service based on the recently
promulgated law and survey space requirements of diplomatic and consular missions.
1.3.3: Facilitate capacity building for the Office of Consular Affairs
18 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
1.3.4: Prepare a training plan and handbook to implement the new consular regulations, and facilitate
1.3.5: Plan for a consular duty officer system in the Office of Consular Affairs.
1.3.6: Advise on the location of consular posts, including consular sections in embassies and free-
standing consulates (or consulates-general).
1.3.7: Plan for the monitoring of Kosovo consular operations at diplomatic and consular missions.
1.3.8: Help the Ministry to design and obtain unique consular forms and equipment.
Task 1.3 Year 1-Activities and
1.3.1 Draft Consular Regulations and √
1.3.2 Consular service plan established √
1.3.2 List of Secondary Accreditations
and Consular Districts √
1.3.3 Recruitment announcement for √
consular officers (Completed)
1.3.4 Develop a training plan for new
1.3.4 Provide training in consular
1.3.3 Hiring Decision Tool for Consular
1.3.5 Install and train consular duty
officer at MFA
1.3.7 Distance training for back-up
consular officers abroad
1.3.7 Establish regional consular officer
1.3.8 Complete consular forms and
Task 1.3 Deliverables:
Draft Consular Regulations and Handbook (Completed)
Consular service plan established (Completed)
List of Secondary Accreditations and Consular Districts (Completed)
Recruitment announcement for consular officers (Completed)
Training plan for new consular officers
Hiring Decision Tool for Consular Officers
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 19
Complete consular forms and equipment procurement
TASK 2: BUILD AND STRENGTHEN THE INSTITUTIONAL CAPACITY
OF THE MINISTRY IN PERFORMING ITS TASKS AND FULFILLING ITS
ROLE IN MANAGING KOSOVO’S FOREIGN AFFAIRS
Building and strengthening the institutional capacity of a foreign ministry involves two discreet functions.
Capacity building really means the creation of the institutional identity based on political designs and
constitutional authorities. Once the political will is in place, it is fairly easy to adapt a series of
infrastructure measures common to most other ministries, such as the offices of the Minister and the
Deputy Minister, a secretariat lead by a Secretary General, logistics, budget and personnel offices, etc. By
its very nature, a foreign ministry is distinct in that part of its operation takes place outside of the
boundaries of the state, which creates needs that other ministries do not have. For example, in the case of
the MFA, the laws governing procurement did not foresee operations being carried out abroad. Likewise
personnel law and regulations apply differently abroad because some employees will to be subject to the
labor laws of the host country. Thus, a foreign ministry faces challenges that other ministries do not.
GENERAL TECHNICAL APPROACH
KMFAS will provide support to build the capacity of the Permanent Secretary and the Director General,
through selected offices that report to each of them, to build their organization and effectiveness. Under
the Permanent Secretary, KMFAS will provide assistance to the offices of Legal Affairs, Consular
Affairs, Protocol, Finance, Procurement, and others, as requested and in coordination with the Permanent
Secretary. As described above, KMFAS will also work with a number of these offices on a short-term
basis under Task 1 to assist in the establishment of diplomatic and consular missions.
Under the Director General, we will provide support to the four policy offices to develop processes and
procedures to establish and improve intra-ministry communications, as well as communications from the
MFA to its diplomatic and consular missions, foreign missions and international organizations established
in Kosovo, and other Kosovo ministries and agencies to enhance inter-ministerial communications.
Initially, KMFAS will support the Office of Legal Issues, Treaties and Human Rights to develop a plan
for the review, analysis, and drafting of legal documents to meet Kosovo’s international commitments.
KMFAS will work closely with officers in the Legal Office to enhance sustainability of the analytical
process and assist the Ministry in the development of its approach to modifications to existing treaties and
the creation of new treaties and agreements.
In all cases, KMFAS will focus on providing technical assistance to formulate and develop processes and
procedures that will enable the MFA to increase its ability to perform its tasks and fulfill its role in
managing Kosovo’s foreign affairs.
DAI has delineated four subtasks under Task 2:
Task 2.1: Assist in the development of a strategic planning/policy and resource management process to
identify achievable goals, bench marks for performance and human and financial resources required.
20 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
Task 2.2: Provide advice and assistance to the Office of Legal Issues, Treaties and Human Rights to
analyze and interpret laws and treaties, draft laws and regulations, and develop information-gathering
and reporting mechanisms regarding Kosovo’s international responsibilities in human rights.
Task 2.3: Provide advice and assistance to the Office of the Permanent Secretary to the development of
the MFA’s management capabilities to support diplomatic and consular missions, maintain a career
professional service, install effective personnel, infrastructure and logistics systems, and devise training
programs to support diplomatic and consular operations.
Task 2.4: Provide advice and assistance to the Office of the Director General to improve and strengthen
coordination, tasking and the content of daily decision making and communication.
TASK 2.1: ASSIST IN THE DEVELOPMENT OF A STRATEGIC PLANNING/POLICY AND
RESOURCE MANAGEMENT PROCESS TO IDENTIFY ACHIEVABLE GOALS, BENCH
MARKS FOR PERFORMANCE AND HUMAN AND FINANCIAL RESOURCES REQUIRED
As described above, the MFA leadership is clearly committed to the development of MFA management
capacity to support diplomatic and consular missions and build a capable and well functioning ministry.
Currently, there are a number of key processes and mechanisms within MFA that should be clearly
defined and strengthened to ensure an effective and transparent decision making process. In addition, the
internal and external flow of information, interagency coordination on foreign policy management and
division of labor should be clarified and streamlined. While KMFAS’s early contributions to public
diplomacy processes are certain to significantly impact the effectiveness of the MDA’s external
communications, there remain gaps in information outflow interagency trust-building, and a clear
delineation of duties among government agencies. Improvements in this area will include reversing
operational paradigms by, for example, seeking input from other agencies and ministries on issues that are
of an exclusive foreign affairs nature. In this vein, strategic planning may modify he current “top-down”
policy making process to include some “bottom-up” inputs.
The following activities will be carried out under Task 2.1:
2.1.1: Strategic planning and policy and resource management
2.1.2: Assist in the implementation of an information management system to encourage adoption of a
cooperation environment and promoting information sharing
2.1.1: Strategic Planning And Policy And Resource Management
Institution of a comprehensive strategic planning process, in particular, should be designed and managed
to unite the MFA in achieving of its essential goals, improve top-to-bottom communications within the
MFA, and link policy actions to available resources. While assisted by improved information technology
and appropriate software, strategic planning primarily is a policy and resource management process that
should clearly identify achievable goals, benchmarks for performance, and the human and financial
resources required. The strategic planning process, while focusing primarily on policies and achievements
for the next calendar year, would also include a mid-term component of three years, e.g., a plan and goals
and objectives for 2010, accompanied by 2011-2013 planning projections and resource estimates.
Separately, better coordination of training is required to ensure that training is spread among all officers
requiring it, improve access to higher levels skills training, and identify areas for support by the
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 21
Task 2.1.1 Year 1-Activities and Deliverables
Comprehensive training plan (Completed) √
Advise on designation of MFA training
Strategic Plan for 2010
Progress reports on mentoring in the Permanent
Task 2.1.1 Deliverables:
Comprehensive Training Plan (completed)
Strategic Plan for 2010
2.1.2: Assist In The Implementation Of An Information Management System To Encourage Adoption Of A
Cooperative Environment And Promoting Information Sharing
Essential to the improvement of the Ministry’s performance and capabilities is the installation of an
effective intranet system, not only for communicating with the expanding number of overseas posts, but
also to improve workflow management, information-sharing, and decision-making. The basic Kosovo
government platform (KS-gov.net) may be inadequate for the MFA’s use and not have the capacity,
flexibility or reliability to effectively support diplomatic and consular operations. A new multi-faceted
software system may be needed to provide reliable, secure, compartmented, and sufficiently robust
support. As noted above, KMFAS has proposed that MFA adopt TAMIS as an IT platform. Although the
MFA has expressed a strong interest in TAMIS, it has been decided that MFA will adopt the government-
wide platform that is being developed by the Ministry of Public Affairs. KMFAS will support the MFA to
ensure that this platform also meets the specific requirements of the MFA in its communications with
diplomatic and consular missions.
Anticipated activities include:3
Assist in the development of an intranet platform for improved e-mail communication, distribution,
data-retrieval, archives and decision-making; advise the MFA on appropriate software to facilitate
communications with diplomatic and consular missions, the dissemination of information within the
MFA, financial reporting, logistics management, overseas travel, personnel management, and other
Please see the note to Task 1.1.5 above.
22 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
management support operations. As a result of the developments noted above, this activity may be
Assist in the development of a COMSEC Policy having compartmentation and security features for
private or sensitive communications, as well as the capability to handle increasing volumes of traffic as
new overseas posts are opened.
Help the Office of Coordination with Posts Abroad to create effective communications; transforming
this office into a secretariat for MFA operations.
Enhance policy coordination and communications with Kosovo diplomatic and consular missions
through messaging and distribution protocols.
Subtask 2.1.2 Year 1-Activities and
Briefing on TAMIS software (Completed) √
Assist MFA to develop and install appropriate
software system, including training and post
installation support (this activity may be
cancelled by agreement with the MFA and
Advise on the drafting and support
implementation of a COMSEC policy plan for
Office of Coordination with diplomatic and
Training on COMSEC policy
Task 2.1.2 Deliverables:
Briefing on TAMIS software (Completed)
Develop and install appropriate software system, including training and post installation support (this
activity may be cancelled by agreement with the MFA and USAID)
Draft COMSEC policy plan for Office of Coordination with diplomatic and consular missions
Training on COMSEC policy
TASK 2.2: PROVIDE ADVICE AND ASSISTANCE TO THE OFFICE OF LEGAL ISSUES,
TREATIES AND HUMAN RIGHTS TO ANALYZE AND INTERPRET LAWS AND TREATIES,
DRAFT LAWS AND REGULATIONS, AND DEVELOP INFORMATION-GATHERING AND
REPORTING MECHANISMS REGARDING KOSOVO’S INTERNATIONAL
RESPONSIBILITIES IN HUMAN RIGHTS
Technical assistance from KMFAS will help the MFA to determine the future course and scope of
Kosovo's treaty obligations, as well as to successfully accede and adhere to the conventions that protect
human rights worldwide.
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 23
The following activities will be carried out under Task 2.2:
2.2.1: Assist in Reviewing, Analyzing, and Recommending Existing Treaties and International
2.2.2: Provide technical assistance with ongoing legal research and analytical training in the field of
2.2.3: Assist in harmonizing domestic legislation with international law and practice.
2.2.4: Provide technical assistance and support to the Legal Office as it drafts the ministry’s Annual
Legal Strategy and its submission for inclusion in the government-wide Annual Legal Strategy.
2.2.5: Assist in the drafting and adoption of secondary legislation and sub-normative acts on the
Consular Service relating to the establishment of Embassy consular sections, Consulates General and
2.2.6: Assist the Ministry of Foreign Affairs in the drafting and adoption of secondary legislation and
sub-normative acts on the Law of the Foreign Service, working with relevant government legal offices.
2.2.1: Assist in Reviewing, Analyzing, and Recommending Existing Treaties and International Agreements
KMFAS, in conjunction with the Legal Office, will review and analyze existing treaties, generate reports
and recommendations, determine obligations, benefits, detriments, and status in the following priority
Bilateral treaties and agreements (non-EU)
Regional agreements (non-EU)
UN Specialized Agencies
Environmental agreements (2010)
Together with the legal officer assigned to the treaty and international agreements section of the legal
office, KMFAS will apply best international practices and procedures to ensure that:
All treaties, covenants, conventions and instruments which have been concluded between the former
Yugoslavia and its predecessor states, as well as the successors to that nation at such time as Kosovo
was a part, and which could have impact or implication for the Republic of Kosovo, will be obtained,
read and reviewed;
Appropriate legal research and analysis will be conducted to determine orders of succession,
completion of obligations, cancellation, obsolescence, modification, benefits and detriments, or
withdrawal of signatories or affected parties from the treaties and conventions;
Those instruments which are still applicable and/or relevant to Kosovo will be critically evaluated as to
issue, applicable rule, impact, and collateral effect of those issues;
24 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
Conclusions and recommendations will be prepared by the MFA-KMFAS team, and presented to the
Legal Office and from there to the Ministry’s senior management.
As a new nation, Kosovo should profit from the experience of others in analyzing the full range of
international treaties and agreements to accede to those which enhance the country’s international image
and understanding and are not subject to limitations such as UN membership. To that end, KMFAS will
present a series of in-service legal training sessions at appropriate intervals, based upon assessed needs,
and incorporate it into project activities. It is anticipated that these activities will be conducted by existing
KMFAS staff, plus other donors.
Task 2.2.1 Year 1-Activities and Deliverables
Review of and recommendations for bilateral
treaties and agreements
Review of and recommendations for sub-regional
Review of and recommendations for UN
Review of and recommendations for law
Review of and recommendations for consular
Task 2.2.1 Deliverables:
Recommendations for bilateral treaties and agreements
Recommendations for sub-regional agreements
Recommendations for UN specialized agencies
Recommendations for law enforcement agreements
Recommendations for consular agreements
2.2.2: Provide Technical Assistance With Ongoing Legal Research And Analytical Training In The Field Of
Working closely with the Legal Office, KMFAS will assist MFA legal officers to determine the nature
and scope of Kosovo’s existing human rights reporting obligations. KMFAS also will support the
expansion of a knowledge base regarding human rights protection and reporting requirements, and assist
MFA legal officers to comply, in a timely and professional manner, with Kosovo’s human rights
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 25
The Legal Office is already seized with the legal aspects of compliance in the human rights field. This
will be a continuing responsibility and concern of the Ministry. It is expected that these activities will
continue through the term of the project (March 2011).
Task 2.2.2 Year 1-009 Activities and
Determine requirements for adoption of and
adherence to international human rights
protection and reporting mechanisms
Assist in developing, drafting and submitting
human rights reporting compliance
Assist MFA legal officers to comply with Kosovo's
human rights reporting obligations
Task 2.2.2 Deliverables:
Recommendations for draft human rights reporting compliance
2.2.3: Assist In Harmonizing Domestic Legislation With International Law And Practice
The domestic legal effect of treaties, international agreements and other undertakings will be a continuing
concern for Kosovo lawmakers. The intent of this activity is to assist the Ministry’s Legal Office to adopt
international best practices and to facilitate their translation into domestic law and practice.
Anticipated activities include:
Assist in the development and implementation of a needs analysis and subsequent promulgation of
Assist in the introduction and adoption of international best practices to ensure that new legislation is in
harmony with contemporary standards and practice.
It is expected that these activities will continue through the term of the project (March 2011).
Task 2.2.3 Year 1-Activities and Deliverables
Assist the Legal Office in assessing needs and
procedures for the international harmonization
Assist in drafting and submitting legal
documents necessary to enhance or expedite
the harmonization of laws
Task 2.2.3 Deliverables:
Recommendations for draft legal documents
26 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
2.2.4: Provide Technical Assistance And Support To The Legal Office As It Drafts The Ministry’s Annual
Legal Strategy And Its Submission For Inclusion In The Government-Wide Annual Legal Strategy
The Annual Legal Strategy is a recurring requirement of the Ministry of Justice and is a program to
identify new laws, amendments of existing laws, and other legal requirements to be approved by the
Government and subsequently submitted to the National Assembly for action. KMFAS will support the
Legal Office to respond to this annual requirement, specifically by helping to prioritize legislative action.
2.2.5: Assist In The Drafting And Adoption Of Secondary Legislation And Sub-Normative Acts On The
Consular Service Relating To The Establishment Of Embassy Consular Sections, Consulates General And
The consular regulations have been drafted and approved by an inter-ministerial review committee. This
process has involved the Ministries of Internal Affairs and Justice. To ensure effective and consistent
implementation of these regulations, KFMAS activities will include:
Consult with MFA legal officers to ensure the consistent implementation of the Law on Consular
Assist the ministry to prioritize secondary legislation to ensure legal coherence and proper
implementation of the consular regulations according to international law and best practices.
Task 2.2.5 Year 1-Activities and
Assist the Legal Office with the drafting and
implementation of regulations and sub-
normative acts in support of the Law on the
Task 2.2.5 Deliverables:
Recommendations for sub-normative acts for the Law on Consular Services
2.2.6: Assist The MFA In The Drafting And Adoption Of Secondary Legislation And Sub-Normative Acts On
The Law Of The Foreign Service, Working With Relevant Government Legal Offices
The Legal Office has identified certain features of the Law on the Foreign Service that require
implementing legislation and procedures. KMFAS activities in support of this will include:
Consult with Ministry of Foreign Affairs legal officers to ensure consistent implementation on the Law
the Foreign Service.
Assist the Ministry to prioritize secondary legislation to ensure the legal coherence and proper
implementation of the Foreign Service regulations according to international law and best practices.
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 27
Task 2.2.6 Year 1-Activities and
Assist the Legal Office with the drafting and
implementation of regulations and sub-
normative acts in support of the Law on the
Task 2.2.6 Deliverables:
Recommendations for regulations and sub-normative acts for the Law on the Foreign Service
TASK 2.3: PROVIDE ADVICE AND ASSISTANCE TO THE OFFICE OF THE PERMANENT
SECRETARY FOR THE DEVELOPMENT OF THE MFA’S MANAGEMENT CAPABILITIES TO
SUPPORT KOSOVO DIPLOMATIC AND CONSULAR MISSIONS, MAINTAIN A CAREER
PROFESSIONAL SERVICE, INSTALL EFFECTIVE PERSONNEL, INFRASTRUCTURE AND
LOGISTICS SYSTEMS, AND DEVISE TRAINING PROGRAMS TO SUPPORT DIPLOMATIC
AND CONSULAR OPERATIONS
The Office of the Permanent Secretary oversees directly the operational offices of the MFA. Under Task
2.3, KMFAS will assist in the development of these operational offices to fully and effectively support
the implementation of Kosovo’s foreign policy and the diplomatic and consular missions. KMFAS
anticipates working with most of the operational offices that report to the Permanent Secretary to help
build their capacity and develop regulations governing their specific areas of responsibility. Specifically,
KMFAS anticipates carrying out some of the following activities in Year 1, depending on MFA requests
and KMFAS resources:
2.3.1: Support development of management regulations and systems
2.3.2: Support development of integrated personnel system
2.3.3: Strengthen financial disbursements systems
2.3.4: Support development of an appropriate salaries and allowances regime
2.3.5: Support development of local staff regulations
2.3.6: Develop and strengthen ethics, accountability and policy regulations and systems
2.3.7: Establish in-service training programs
2.3.1: Support Development Of Management Regulations And Systems
A body of regulations covering management functions is necessary for the effective operation and support
of diplomatic and consular missions. The laws on the Foreign and Consular Services, passed in December
2008, require that implementing regulations be promulgated within 90 days of the passage. KMFAS will
assist the MFA to draft these regulations. Specifically, KMFAS will assist in the formulation of
management regulations and support systems in the following areas:
28 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
Financial management and reporting and record retention
MFA budgeting for diplomatic and consular missions
Inspections and auditing
Human resource management
2.3.1(a): Financial Management And Reporting And Record Retention
Currently, the MFA lacks many of the important systems necessary for successful sustained operations.
KMFAS will assist the MFA to establish such systems as requested by the MFA. In particular, for the
diplomatic and consular missions to function effectively, regulations on leasing, procurement and
budgeting, and tools and training on their implementation are necessary. KMFAS will assist the MFA to
develop and draft regulations on leasing and procurement, and will design and provide training on how to
apply those regulations. KMFAS also will design a training module and provide training on budgeting
and financial management to strengthen the capacity of diplomatic and consular missions to effectively
carry out these functions.
The MFA places great importance on the physical archiving of documents, correspondence and other
information, but lacks know-how in setting up an electronic archive for day-to-day use and open data-
retrieval. Guidance and procedures on archiving are also necessary for diplomatic and consular missions.
Furthermore, establishment of an electronic and hard copy treaty depository is necessary as the Legal
Office expands its operations and research. KMFAS will assist the MFA to develop a procedure for an
electronic archive, a central repository for major documents, a law library, and treaty depository. Archives
should be secure and resistant to fire and natural disasters.
Subtask 2.3.1(a) Year 1-Activities and
Draft leasing regulations and model contracts √
Budgeting and Financial Management
Procurement and leasing training module
Design electronic archiving system
Establish Treaty Depository
Establish law library
Task 2.3.1(a) Deliverables:
Leasing regulations and model contracts (completed)
Budgeting and financial management training module
Procurement and leasing training module
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 29
Electronic archiving system design
2.3.1(b): MFA Budgeting For Diplomatic And Consular Missions
Each year in June, all government agencies are asked for input to the Treasury strategic plan for
formulating the overall budget to be submitted to the National Assembly. This budget call is important
also to justify any mid-year budget adjustments. KMFAS will assist the MFA in the preparation of its
budget estimates to achieve its policy and management goals and strengthen the budget justification.
Subtask 2.3.1(b) Year 1-Activities and
Develop MFA budget estimates for Treasury
Task 2.3.1(b) Deliverables:
MFA budget estimates
2.3.1(c): Inspections And Auditing
An effective diplomatic and consular mission inspection system is essential to prevent financial
malfeasance, inappropriate activities, and proper supervision. To date, the Internal Audit office director
position has not been filled but in due course, and especially after career personnel, ethics and
accountability policies are in place, assistance will be needed to establish an appropriate audit function,
together with a system of inspections of all diplomatic and consular missions. These systems should be
harmonized with domestic laws, regulation and procedures, and adapted to the special needs of operations
abroad. KMFAS will assist the MFA to design a reporting and monitoring system, internal audit and post
inspection procedures. It is expected that related activities will continue through the term of the project
Subtask 2.3.1(c) Year 1-Activities and
Plan internal audit system
Plan self-assessment system for diplomatic
and consular missions
Develop post inspection plan for 2010
Task 2.3.1(c) Deliverables:
Plan for internal audit system
Post inspection plan for 2010
30 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
2.3.1(d): Human Resource Management
At present, the personnel unit is a sub-office under the Director of Administration. Human resources
management should be a policy director level because of its importance as plans are developed for a
career management system to include assignments, performance evaluation, promotion, discipline and
related systems. A highly qualified Director of Human Resources should manage this important function.
KMFAS will encourage consideration of the reorganization of the Office of Personnel, to be headed by an
office director, reporting to the Permanent Secretary rather than the Head of Administration.
Subtask 2.3.1(d) Year 1-Activities and
Assist in establishment of Human Resources
Office under Permanent Secretary and
Assess training needs of Human Resources
Training in performance evaluation system
Establish inventory of positions abroad
Determine 2010 recruitment and hiring needs
Task 2.3.1(d) Deliverables:
Performance evaluation training
Inventory of positions abroad
Determination of 2010 recruitment and hiring needs
2.3.2: Support Development Of Integrated Personnel System
Flexibility is required in the design of a comprehensive career personnel system, and rigidities such as
establishing separate overseas and domestic systems should be avoided. Realistically, however, some
MFA personnel, especially on the management and logistics side, are unlikely to aspire to overseas
service. Thus a comprehensive career management system should carefully take into account the
applicability of assignment and retention rules, specifying tours of duty, performance appraisal
requirements, personnel emergencies, and other necessary features. KMFAS will provide this kind of
input based on international best practices, including:
Development of a “single service” approach covering domestic professional staff, diplomatic officers
and consular officers, together with in-service training parallel to the development of career tracks and
Advise on recruitment and hiring plans for 2009 and 2010:
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 31
Senior Officer hiring plan—Provide alternative proposals for recruitment and hiring procedures,
including oral and written assessments, for the second cohort of ambassadors/chargés
d’affaires/heads of mission for new post openings.
Diplomatic and Consular Officer hiring plans—Complete a recruitment and hiring plan, together
with job advertisements, screening, assessments/examinations, and salary particulars, to include
planning for in-service training.
Design and implement an annual Performance Evaluation system for career personnel, to include in-
service training that is compatible with government-wide civil service regulations.
Initiate an annual criteria-based Promotion and Rotational Assignments system, to include in-service
It is expected that related activities will continue through the term of the project (March 2011).
Subtask 2.3.2 Year 1-Activities and
Outline recruitment and hiring system for new √
Design integrated personnel system
Develop Hiring Decision Tool for New Heads √
of Mission (Completed)
Train assessment panel for new heads of √
mission hiring (Completed)
Develop Hiring Design Tools for Consular √
Officers and Diplomatic Staff (Completed)
Train assessment panel for consular officer
Train assessment panel for diplomatic staff
Support implementation of integrated
personnel system - performance evaluation
Determine post openings and positions
abroad vacancies for 2010
Advertise for outside hiring
Task 2.3.2 Deliverables:
Outline of recruitment and hiring system for new personnel (completed)
Design for integrated personnel system (completed)
Hiring Decision Tool for new heads of mission (completed)
Training for assessment panel on heads of mission Hiring Decision Tool (completed)
32 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
Develop Hiring Design Hiring Decision Tools for Consular Officers and Diplomatic Staff
Training for assessment panel on consular Hiring Decision Tool
Training for assessment panel on diplomatic staff Hiring Decision Tool
2.3.3: Strengthen Financial Disbursements Systems
Sound financial procedures, ongoing training and monitoring of performance at overseas posts are
necessary to maintain integrity in the ministry’s management system. The Treasury is cooperating with
the MFA to develop an effective system of handling disbursements for overseas personal and post
expenditures, including salaries and allowances. KMFAS will assist in promoting cooperation between
MFA and the Treasury and help to establish relatively uncomplicated yet functional systems. Specifically,
Facilitate the development and deployment of a disbursement system, designed by the Treasury, for
payments abroad to diplomatic personnel, including formulation of supporting regulations and
procedures, the design of internet-based forms for expenditure reporting, and a process for reconciling
overseas expenditures with Treasury disbursements.
Integrate training in financial management and operation of the disbursement system into trainings for
heads of mission, diplomatic staff and consular officers.
Subtask 2.3.3 Year 1-Activities and
Establish procedures for overseas
Design training module for disbursement
Incorporate financial reporting system into
TAMIS software (to be cancelled)
Develop reconciliation system with bank and
Treasury for diplomatic and consular missions
Treasury-MFA disbursement system fully in
place for diplomatic and consular missions
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 33
Task 2.3.3 Deliverables:
Develop procedures for overseas disbursement system
Training module for disbursement system
Reconciliation system with bank and Treasury for diplomatic and consular mission
Establishment of Treasury-MFA disbursement system
2.3.4: Support Development Of An Appropriate Salaries And Allowances Regime
The establishment of an adequate scale of salaries and allowances is essential not only to provide for
appropriate compensation for overseas living expenses, but also to create performance incentives and
upward mobility in the career service. A new salaries law is under development by the Public Services
Ministry which will have an impact on the ministry’s compensation schedule when relevant legislation is
passed. However, any compensation schedule for the MFA should take account of the unique aspects of
living abroad, official representation (entertainment) requirements, and other post needs. KMFAS will
assist in the development and formulation of a system of salaries and allowances that addresses the
particularities of foreign and domestic career personnel, while ensuring that the salary and allowances
schedule is compatible with government-wide compensation.
Subtask 2.3.4 Year 1-Activities and
Draft administrative instruction on Personal Jul
Allowances for Personnel Abroad √
Assist in drafting of salaries and allowances
comparability table (completed)
Support decision on salary and allowances √
Review and update salaries and allowances
Task 2.3.4 Deliverables:
Draft administrative instruction on personal allowances (Completed)
Comments on draft salaries and allowances comparability table (Completed)
Review/update of salaries and allowances
2.3.5: Support Development Of Local Staff Regulations
A local national personnel system has been identified as a “must” for the near term promulgation of
regulations to implement the Foreign Service and Consular laws. While the development of a single set of
regulations and procedures cannot take account of local conditions in all the countries where there is
Kosovo representation, baseline requirements would be useful in guiding diplomatic and consular
34 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
missions. Procedures for locally engaged staff also should be harmonized with procedures for seconding
MFA career staff members to Kosovo’s diplomatic and consular mission for specified tours of duty.
Provide advice and assistance on the development of a personnel system for locally-engaged overseas
staff who are not career civil servants of Kosovo.
Advise the MFA on overseas recruitment and hiring, compensation, benefits, performance evaluation,
merit promotion, awards, and retirement.
Prepare a sample work agreement for locally engaged staff that can be adapted to local employment
laws and practices.
Help to ensure that any local national personnel procedures are compatible with Public Services
Subtask 2.3.5 Year 1-Activities and
Draft Regulations for Administrative and
Technical Staff and Locally Engaged
Personnel, including a sample work √
Training module for administrative and
technical staff and locally engaged personnel
Task 2.3.5 Deliverables:
Draft regulations for administrative and technical staff and locally engaged personnel (Completed)
Training module for administrative and technical staff and locally engaged personnel system
2.3.6: Develop And Strengthen Ethics, Accountability And Policy Regulations And Systems
The MFA presently does not currently have an Integrity and Accountability system although there is
provision for the creation of a Commission on Awards and Discipline. Full development of an ethics
program, including regulations and training, is needed. Policies are also lacking for the acceptance of gifts
and outside donations to support official events and activities. Likewise, there is no Kosovo government-
wide awards system. KMFAS can provide input regarding best practices in this area. Specifically,
Assist in the development of an Ethics program, including an assets disclosure procedure, guidelines
for limitations and recusals, political impartiality, disciplinary measures, and in-service training and
Assist in formulating the duties of a MFA Ethics Officer.
Assist in formulating a Code of Conduct specific to the MFA and career diplomatic and consular
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 35
Help create a policy for outside sponsorship of activities of the MFA and diplomatic and consular
missions, the receipt and accounting for donations, and the handling of official gifts, to include an in-
service training module.
Develop an employee Merit Awards and recognition program for the MFA and diplomatic and consular
missions, to include an in-service training module.
Subtask 2.3.6 Year 1-Activities and
Draft regulation on Awards and Disciplinary √
Ethics policy and Handbook
Draft Code of Conduct for Foreign Ministry
and Personnel Abroad and Sponsorship and
Ethics Officer designated and trained
Develop Merit Awards and Recognition policy
Task 2.3.6 Deliverables:
Draft regulation on awards and disciplinary commission (Completed)
Draft code of conduct
Draft Merit Awards and Recognition policy
2.3.7: Establish In-Service Training Programs
Training and indoctrination are essential to the development of a capable foreign ministry. Training at all
levels should be ingrained early in the life of the MFA and in the careers of individual officers. Individual
career training plans should be developed for all officers. The in-service training courses identified below
would consist of thematic training in Kosovo history and foreign policy, diplomatic practice, international
relations, post management, personnel, and the full range of administrative systems. Management and
supervisory skills training should be incorporated into training programs devised for heads of mission,
other diplomatic and consular officers, and domestic management personnel. Emphasis will be placed on
devising training modules to be taught by senior officers of the Ministry, supported by instructor training,
course planning and development by KMFAS. It is expected that the training courses will be well-
established after two iterations. Moreover, practical applications for diplomatic and consular missions will
be developed using distance learning techniques.
New ambassador/chargé d’affaires/head of mission seminar
New Consular Officer course
36 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
New Diplomatic Staff Officer course
New Employee Orientation (quarterly)
Annual Head of Mission conference, including leadership and management training
Professional Development: KMFAS staff will conduct desk-level mentoring for the policy officers,
advise on professional drafting and communications, supervisory skills, the refinement of individual
office terms of reference, lateral and inter-ministerial coordination, policy planning, and risk
Management Training Series (monthly)
It is expected that related activities will continue through the term of the project (March 2011).
Task 2.3.7 Year 1-Activities and Deliverables
Implement quarterly new employee orientations √
Implement monthly management seminars for
all MFA personnel
Consular officer training course
Professional development plans for policy √
New heads of mission seminar √
Annual heads of mission conference in Pristina
Individual training continuums for policy officers
Task 2.3.7 Deliverables:
Quarterly new employee orientations (on-going)
Monthly management seminars for all MFA personnel (on-going)
Training course for consular officers
Seminar for new heads of mission
Annual heads of mission conference in Pristina
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 37
TASK 2.4: PROVIDE ADVICE AND ASSISTANCE TO THE OFFICE OF THE DIRECTOR
GENERAL TO IMPROVE AND STRENGTHEN COORDINATION, TASKING AND THE
CONTENT OF DAILY DECISION MAKING
KMFAS will work with the office of the Director General to build the capacity of the policy offices to
communicate Kosovo’s foreign policy to its diplomatic and consular missions, foreign missions/posts and
international organizations established in Kosovo, as well as other Kosovo ministries and agencies.
The policy offices within the MFA are still developing and they do not yet appear to have a clear grasp of
the full range of issues within their areas of responsibility. The process for handling important day-to-day
issues and providing advice to the Minister should be improved. The Deputy Minister is making an effort
of engaging the policy offices by holding weekly meetings with the office directors, but challenges
remain. Lower level MFA officers are only occasionally included in high level meetings or visits, and
contacts with resident diplomatic missions are sporadic.
Improving the role and abilities of the policy offices not only involves building capacity, but also changes
to the attitudes of both the senior and professional levels of the ministry. The minister and deputy minister
should ensure, for example, that line officers (directors or other officers in the policy officers) are
included in relevant meetings, especially with ambassadors and visiting delegations, ideally as note takers
so that the information flow to the professional level can be improved. Policy office directors should be
included in foreign visits of the ministers and other senior government officials as resource and support
officers. There should also be consultation and discussions between the political advisors and the line
officers to ensure that the career officers are given an opportunity to advise or provide information on
policy matters. The policy officers, in fact, should be a resource for research and other information of use
in advising the minister or the preparation of policy proposals for higher levels. Likewise, the Permanent
Secretary and Director General should ensure that there is a regular information flow to the policy offices
and that “secrecy” considerations do not prevent the office directors from being fully informed.
As an initial step to build the capacity of the policy offices, KMFAS will assist the MFA to establish a
workflow management map showing the processes needed to facilitate a bottom up approach, where the
line offices initiate proposal inputs and defend them up the chain of command up to and including policy
implementation levels. Also, KMFAS will help the MFA devise a decision making matrix that would
enable it to facilitate the decision making process more efficiently and in a timely manner, involving all
the major offices at MFA and in the interagency process.
Task 2.4 Year 1-Activities and Deliverables
Analysis of workflow within MFA
Preparation of workflow management map
Task 2.4 Deliverables:
MFA workflow analysis
MFA workflow management map
38 KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT
TASK 3: ADDRESS SHORT-TERM NEEDS THAT DEVELOP TO AID
THE EFFECTIVE FUNCTIONING OF THE MINISTRY
Activities under Task 3 will be developed based on requests for short-term assistance from senior MFA
officials, policy officers and key management officials, depending upon requirements imposed by the
offices of the President and Prime Minister, the National Assembly and its foreign affairs and defense
committee, inter-ministerial policies and actions, and the needs of the increasing number overseas posts.
Such assistance should take the form of technical support as distinct from policy guidance or assuming
the roles and duties of MFA officers.
Short-term requests are likely to be unpredictable and may come from various sources within the MFA.
KMFAS project management will have to ensure that any one off-program requests are carefully assessed
and tracked to ensure that they are reflected in project time and cost management systems. It is anticipated
that short-term technical assistance already undertaken will continue through the term of the project.
Task 3 Year 1-Activities and Deliverables
Short-Term Technical Assistance in Public
Affairs and Public Diplomacy (Completed)
Short-Term Technical Assistance in Consular
Short-Term Technical Assistance in Diplomatic
Post Management (Completed)
Task 3 Deliverables:
Model/templates for press announcements, media guidance, and press releases (completed)
System for recording and transcription of statements and press conferences (completed)
System to coordinate public diplomacy aspects of overseas travel by President and Prime Minister
Proposal for reorganization of Office of Media to better manage public affairs issues (completed)
Improved MFA website (completed)
Inception of public diplomacy planning process for diplomatic and consular missions (completed)
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 39
APPENDIX A: RECOGNITIONS
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 41
APPENDIX B: MFA TABLE OF
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 43
APPENDIX C: DESCRIPTION OF
RESPONSIBILITIES OF THE MFA
Office of EU and NATO Affairs—manages all aspects of Kosovo’s diplomatic relations with the
EU and NATO, the two international organizations of central importance to the new country.
Operational responsibilities include advising the minister on policy matters, liaison with EU and
NATO representatives in Pristina, liaison in Brussels (and eventually in Mons when a military liaison
office is established in SHAPE) through Kosovo’s mission there, serving as a conduit for information
sent to and from these organizations by domestic agencies, the accreditation of delegations to EU and
NATO intergovernmental meetings, reporting on meetings and political matters before NATO and the
EU, and supporting the visits of government delegations from Pristina. An Agency for EU Integration
is being established under the Office of the Prime Minister and efforts are being made to define the
relative responsibilities of MFA in relation to this office and the domestic ministries and agencies
having direct interest in NATO and the EU. Three officers are currently assigned to this office.
Office of Economic Issues and Strategy—advises the minister on economic affairs and coordinates
with the economic and trade ministries and other government organizations. A key goal is attaining
Kosovo membership in the IMF and World Bank (which could occur at the spring Bank/Fund
meetings in Washington in late April). The Economic Office would be responsible for supporting
Kosovo delegations to these and other international organizations, participating in planning for
Kosovo’s eventual accession to the WTO (some years off), promoting Kosovo trade and investment
relations, and liaising with international economic organizations represented in Pristina. Three
officers are currently assigned to this office.
Office of Bilateral Relations, International Organizations and Security Issues—advises the
minister on bilateral relations and international organizations outside the mandates of the other policy
offices. This office covers the rest of the world beyond Kosovo’s near neighbors, the EU and NATO.
Significant international organizations in this category include the OSCE, Council of Europe (CoE),
and the UN family of organizations and specialized agencies. Membership and representation in the
United Nations falls within this office’s responsibilities. Three officers are currently assigned to this
Office of Regional Issues—advises the minister and serves as the ministry’s main contact point for
relations with the near neighbors (Serbia, Montenegro, Bosnia-Herzegovina, Macedonia, Croatia and
Albania). Day-to-day developments involving Serbia occupy great attention and relations with
Kosovo’s friendly neighbors are “thickening” as new missions are established in Pristina (e.g.,
Croatia appointed an ambassador in January) and progress is made on Kosovo’s participation in
regional compacts. Additional responsibilities for this office will result from the projected
establishment in Kosovo diplomatic missions in the neighboring countries this year. Two officers are
currently assigned to this office.
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 45
APPENDIX D: BILATERAL
IN PRISTINA AS OF
JANUARY 30, 2009
Embassies Liaison Offices
1. France 1. Saudi Arabia
2. Germany 2. Belgium
3. Italy 3. Bulgaria
4. Great Britain 4. Finland
5. United States 5. Greece
6. Albania 6. Japan
7. Austria 7. Luxembourg
8. Croatia 8. Macedonia (FYROM)
9. Hungary 9. Malaysia
10. Norway 10. Netherlands
11. Slovenia 11. Romania
12. Czech Republic 12. Russia
13. Switzerland 13. Slovakia
14. Turkey 14. Sweden
1. European Commission Liaison Office
2. International Civilian Office/Office of the EU Special Representative
3. European Union Planning Team for Kosovo
4. Council of Europe Office
KOSOVO MINISTRY OF FOREIGN AFFAIRS SUPPORT PROJECT 47