4.7 Project management guidance
4.7.1 Joint Secretariat Desk Officer
Each approved project has an assigned Joint Secretariat Desk Officer, which is the main contact to programme for the project Lead Partner.
The JS Desk Officer guides the project through the pre-contracting phase after MC approval. Once the project is up and running, the JS Desk Officer can provide project management advice and feedback, both in response to direct questions, as well as the project progress reports.
The JS Desk Officer can also be instrumental in providing contacts to other projects, other programme bodies, and other programmes. In addition, they can promote your project’s success stories to a wider EU/Arctic audience.
Expectations for the project’s relationship with the programme:
The Lead Partner is the main organisation contacting the programme, not the entire partnership.
The Lead Partner joins the relevant programme networks, e.g. Basecamp for Lead Partners.
The Lead Partner contacts the JS if they are unsure about programme procedures / Jems.
The Lead Partner gets in touch if they have a project/partnership issue they cannot solve alone. The Lead Partner should not wait too long to let a situation get out of hand.
The Lead Partner notifies the JS before making changes to the project implementation.
The Lead Partner shares project success stories with the JS and RCPs.
4.7.2. Events
The Lead Partners and partners of Interreg NPA projects are expected to attend NPA events.
Expected attendance at NPA events during the project lifetime:
Lead Partner seminars (once a year). Participation in this event is mandatory for main projects.
Partner seminars organised in each of the partner countries (once a year)
One thematic seminar e.g. Annual Conference
One Communication Managers meeting
The Interreg NPA programme encourages peer-to-peer learning and the fostering of a community of Interreg NPA project practitioners. For this reason, the programme invites projects to actively contribute to these events.
All the NPA events will take place within the programme area, or on the premises of the Joint Secretariat in Copenhagen.
Lead Partner Seminar
The Joint Secretariat and Managing Authority organise a special seminar for project managers at least once a year, normally after the Monitoring Committee has made new project decisions.
The purpose of this event is to explain the responsibilities of a Lead Partner, and to go through the different procedures and requirements, such as Partner reporting, claiming expenditure and project communication requirements. It is also a good opportunity for project managers to meet their Joint Secretariat Desk Officer, their Financial Controller from the MA, Regional Contact Points and managers of other approved projects.
All main project managers are expected to attend the Lead Partner seminar after project approval, and then once a year. Depending on the focus of the event, it may be appropriate to bring the project’s finance officer or communications officer.
Project managers are expected to pass on all important information or instructions to the rest of the project partnership. Seminar materials are made available on the programme website after each event.
Regional partner seminars
Regional Contact Points in each of the programme partner countries will organise seminars for project partners in their region once a year. They will be able to answer questions and give the latest information about the programme in your own language. Regional partner seminars will be announced on the programme website and by e-mail invitations.
Thematic and training events
The Joint Secretariat may organise events about specific themes addressed under the priorities of the Interreg Northern Periphery and Arctic Programme 2021-2027. In addition, the Joint Secretariat may organise special training events for projects on topics such as communications. Once a year, the programme also organises an annual meeting or conference with a specific theme. All projects are welcome to attend, and they may be asked to play a specific role at such an event.
All events will be announced on the programme website.
Note: It may be necessary for the Joint Secretariat to demand a participant fee for these events. All projects are asked to budget approx. 2 000 EUR per project for attendance of this type of events as part of the publicity requirements.