National Secretariat Circular - January 2016

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Thursday, January 21, 2016 - 16:30
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National Secretariat Circular - January 2016

Dear colleagues,

The end of 2015 was a busy period for many with EITI Report deadlines. More reports were produced in 2015 than in any previous year - 37 reports published by 29countries. Many countries have gone beyond the minimum requirements of the EITI Standard and are using the EITI to reform policies. The EITI Chair Clare Short is offering an award for the best story of how the EITI is having an impact in your countries and we look forward to you showcasing examples during the National Expo.

Early lessons learnt from implementation of the Standard show that some minor refinements and revisions are needed. The EITI Board welcomes your feedback on the suggested revisions. The aim is to launch the 2016 Standard at the EITI Global Conference.

The Global Conference will mark a change of leadership for the EITI. The Rt Hon Clare Short’s term as the EITI Chair comes to an end, and Fredrik Reinfeldt, the former Prime Minister of Sweden, has been nominated by the Board to be elected as the next Chair. At the Members’ meeting in Lima, the whole Board will be reappointed, following nominations from the constituencies. In the margins of the Conference, there will also be a National Coordinators’ meeting and two Board meetings.

We look forward to seeing you in Lima.

Best wishes,
Jonas Moberg
Head of the International Secretariat




  1. Board nomination elections
  1. Chair’s Awards
  1. Global Conference – 24-25 February
  1. 2016 EITI Workplans
  1. Refinements to the EITI Standard
  1. Annual activity reports
  1. Next EITI Chair
  1. Message book for EITI Chair


1. Board nomination elections

A number of countries have already submitted their votes for elections of implementing country representatives to the EITI Board.  According to the procedures that you approved, nominees have until 23 January before all votes have to be received by the Secretariat. Please remember that voting should be done by the National Coordinator on behalf of the country, but can be done by proxy by whomever the National Coordinator assigns to this purpose.

When submitting your country’s votes, please note that according to your procedures countries have the right to rank up to four nominees in their respective groups. Four points will be attributed to a country’s first choice, three to the second, two to the third and one to the fourth.

After 23 January, the Secretariat will tally the votes. The Secretariat will post the list of the cumulated results on its website and send it to all National Coordinators. The nominee with the highest score in each group will be nominated for the member’s seat allotted to this group, the second ranking nominee the alternate member seat.

If you have any questions or comments related to these elections, please do not hesitate to contact Pablo Valverde (, +47 90 94 76 33) here at the Secretariat.

Good luck to all nominees!

2. Chair’s Awards

2.1 Call for nominations 
Clare Short, EITI Chair, invites all stakeholders to nominate EITI implementing countries that you consider deserves an EITI Chair's Award.
The winners will be announced on 24 February at the EITI Global Conference. The awards will be granted to countries that have shown leadership, determination and resourcefulness in ensuring that EITI implementation improves extractive sector governance. Up to five awards will be given, including awards for the winners of the website and impact story challenges.

The deadline for nominating a country to receive one of the three other Chair’s Awards is 22 January.
Nominations should be submitted to, with "EITI Award Nomination" in the subject line. All EITI candidate and EITI compliant countries are eligible for nomination. Anyone may submit a nomination. In nominating, brief justifications are encouraged.

We encourage anyone wishing to make a nomination to consider the following questions derived from the conference themes:
1. In which country has the EITI led to concrete improvements in policies and practices related to extractive sector governance?
2. Which country has made the most progress in the past three years given the local circumstances?
3. Which country has done the most to ensure that the EITI reporting responds to national priorities and challenges?
4. Which country has been exemplary in making data available in an accessible, usable and interesting manner and promoting the use of EITI data?

2.2. EITI impact story challenge
National secretariats should submit an agreed summary that clearly recounts the story of "impact or results" achieved from EITI implementation. These stories should not only talk about the changes in the EITI process such as better data collection systems, but ideally dig deeper to show how these changes have had an impact on policy reforms and on ordinary citizens. We have developed four questions that you may wish to use as guidance. If you need inspiration we recommend that you take a look at this blog which highlighted some selected stories from different EITI countries. 

Submissions should be sent to with the subject line ‘[Your Country Name]: EITI Impact Story award’ no later than 25 January.  

2.3. EITI website challenge
EITI implementing countries are encouraged to join the EITI website challenge to help make their websites the best possible resource for domestic users who want to learn about their extractive sector.

We have developed five questions that you may wish to use as guidance. These questions will be used as key criteria in making a recommendation to the EITI Chair for the winner of the award. In addition to these questions, we have produced a website checklist to help you make sure that you have covered the basics. 

Once you have made improvements to your website, please send a summary of no more than 150 words on why your website should win the award with reference to the website questions and the website checklist. Submissions should be sent to with the subject line ‘[Your Country Name]: Website Award’ no later than 25 January.

We wish you the best of luck. Full details of the awards can be found here. Please send any questions you may have to

3. Global Conference – 24-25 February

Most implementing countries have confirmed ministerial level participation and over 800 stakeholders from governments, civil society, companies and international organisations have registered. The Conference programme is available on the website. A number of side events, including a National Coordinators’ meeting and a Data Bootcamp will be organised on the pre-conference day 23 February. We will regularly update the schedule of side events as it takes shape. We kindly remind that all participants should register online.

3.1 EITI Members Meeting (invitation to register)
A new EITI Board will be elected at an EITI Members’ meeting to be held at the Lima Conference Centre on Tuesday 23 February. Each implementing country is entitled to have one representative as a member of the EITI Association. At the Members’ meeting held in 2013, the National Coordinators became members of the EITI Association unless where the country was represented by a Board member who was not the National Coordinator. The Implementing Countries Constituency is reminded to ensure that the register of members is up to date ahead of the Members’ meeting. If you would like to register someone, other than yourself, as a member of the EITI Association, then please send an e-mail to Leah Krogsund (Lkrogsund@eiti.orgby 29 January. After the deadline, it will be assumed that the National Coordinator/Board member will become the member of the EITI Association.  Only members of the EITI Association will be able to vote.

The Articles of Association (article 5) state that “a member of the EITI Association is a personal representative of a country (meaning state), company, organisation or legal entity that is appointed by a constituency”.

The updated member’s register will be made available on the EITI’s webpage. The last updated register is available here.

3.2 EITI National Expo
We expect the over 800 Conference participants to walk through the National Expo. You are encouraged to plan accordingly with any handouts and materials to distribute. Set up for the National Expo will begin on 23 February. Detailed information about the National Expo can be found in the National Expo Manual. For any question, please contact Kjerstin Andreasen (

3.3 Visas
Citizens from a number of mainly American and European countries do not require a visa to travel to Peru. For citizens of countries for which a Peruvian visa is required, and who do not have a Peruvian consulate in their country of residence, the Peruvian authorities will grant a visa on arrival.

Participants who require a visa to enter Peru and reside in a country that does not have a Peruvian consulate are kindly requested to send a copy of the data page of their passport to no later than 22 January in order to be pre-approved for visa on arrival. Invitation letters will then be issued and sent to you, stating that the Peruvian authority will provide a visa on arrival. You should bring with you to Lima a copy of this letter, as well as a passport-size photo. If they have not received a visa letter by 18 February despite sending their passport information, they should contact Sofia Mazariegos ( The cost of a visa on arrival is USD 37.50 and needs to be paid in cash.

Those who do require a visa, and have a Peruvian consulate in their country, need to apply for a visa at the consulate. Please contact Sofia Mazariegos ( for an invitation letter for applying for a visa at the consulate in their country of residence.

For further general information on visa requirements, visit the official website of the Ministry of Foreign Affairs of Peru here.

3.4 Accommodation
Participants who are not part of the delegation sponsored by the International Secretariat, need to book their own accommodation in Lima. The hotels in which we have preferential rates are listed on the website. We recommend that you book your room urgently to ensure that your preferred choice is available. The sponsored delegates have been informed about the hotel they will be staying in.

3.5 National Coordinators Meeting 
A National Coordinators Meeting (NCM) will be held on Tuesday 23 February 2016 8:30 to 13:00. This year there will be a specific focus on the development of sub-constituency guidelines for implementing countries; refinements and new presentation of the EITI Standard; as well as discussions on the new validation model. A more detailed agenda will follow in a subsequent NSC. For further information on the NCM, please contact Gisela Granado (  You are kindly asked to participate in this survey, which will feed into the sub-constituency guidelines. Please contact Michele at for further information.

3.6 Invitation to the ‘Data Storytelling Bootcamp’ 23 February
A key priority of the EITI in many countries is exploring how to unlock the data in the reports by developing digital tools that make the data accessible to more groups of people, and the analysis and stories that can inform the public debate.

The ‘Data Storytelling Bootcamp’ brings together stakeholders from EITI countries, data journalists, IT specialists, web developers and graphic designers for a day-long event, to share experiences and to work together in groups to develop new uses of extractives data.

Members of national secretariats and MSGs are invited to join this event which will be held on Tuesday 23 February 10:00-18:00. While participation at the full day is recommended, NCs that are required to participate at the NCM may join the event 13:30.

If you are interested in presenting a data project that you have, please get in touch with Anders Kråkenes (

To register or learn more about the event, please visit

4. 2016 EITI Workplans

The Secretariat reminds all implementing countries to maintain an up-to-date work plan for 2016, in accordance with EITI Requirement 1.4. As you know, the EITI Work plan forms the foundation for all EITI activities in implementing countries and ensures that implementation activities are targeted to deliver the desired results by stakeholders. Maintaining a current and fully costed work plan can also be useful in mobilising financial and human resources necessary to carry out the identified activities.

The Secretariat proposes the following five-step approach to developing a work plan: (i) identify national priorities through wide stakeholder consultations; (ii) define objectives for EITI implementation; (iii) agree the activities needed to achieve these objectives; (iv) endorse and publish the workplan ; and (v) monitor and revise. For more information on how to develop a work plan, and examples of good practice, please refer to EITI Guidance Note #2. The Secretariat is available to provide feedback and comments, upon request. Implementing countries are also encouraged to consult a country of their choice for peer review of their respective work plans.  

5. Refinements to the EITI Standard

As you know, the EITI Board has been considering how the EITI might evolve over the next 3-5 years. The EITI Board agreed that although it is not desirable to undertake any substantive revisions of the EITI Standard, early lessons learnt from implementation of the Standard show that some minor refinements and revisions are needed, mainly to clarify ambiguities and inconsistencies.
At its meeting in Kiev in December, the EITI Board agreed in principle to a number of smaller refinements to the EITI Standard. Many of you have of course been consulted on these revisions over the last months through consultations conducted by Board members. However, the Board welcomes your feedback on the final suggested revisions, which have been reflected in the draft 2016 EITI Standard, available here: (Kindly note that the French, Russian and Spanish versions are being translated and will be uploaded as soon as possible). The deadline for feedback is Wednesday 27 January, although comments received after this date are also welcome. You can send your comments to
The five key revisions are as follows:

  1. The requirements have been restructured in accordance with the extractive industry value chain.  In the current EITI Standard, the seven EITI Requirements follow the structure of the EITI process, which is not necessarily intuitive to stakeholders working in the extractive sector. Mapping the EITI disclosure requirements across the extractive industry value chain is proposed as a more logical way of illustrating how the EITI is relevant to the various issues in the extractive sector. It also ensures consistency with the framework for assessing the requirements during validation, and increase opportunities for strengthen linkages with other initiatives and reform processes. No text has been omitted from the current standard, nor have any requirements been added. For ease of reference, we have indicated in comment boxes how the various requirements have been re-numbered.
  1. A number of smaller refinements have been made to the following requirements: MSG governance, workplans, license allocations, license registers, state-participation, production and export data, data timeliness, data quality, in-kind payments, quasi-fiscal expenditures and annual activity reports.  For ease of reference, we have indicated these revisions in red font. We emphasize again that these revisions are only intended to clarify ambiguities and do not constitute any new requirements. The rationale and explanation for these revisions can be found in EITI Board paper 31-8 Refinements to the EITI Standard, available here:
  1. Provisions to enable mainstreaming transparency have been added.In the long term, extractive industry transparency should not be confined to the EITI, but become an integral part of how governments manage their sector. Rather than simply relying on the EITI reporting mechanism to bring about transparency, governments implementing the EITI could to a greater extent make the information required by the EITI Standard available through government and corporate reporting systems such as databases, websites, annual reports, portals etc. In some cases there might already be reporting mechanisms in place that the EITI can build on. In other cases such systems may not exist and need to be built, or are incomplete and require improvement. To this end, the majority of the current EITI requirement 5 outlining procedures for producing EITI reports have been moved to the standard TOR for Independent Administrators. In addition, the EITI Board has developed an agreed upon procedure for mainstreamed disclosures, which outlines the steps that countries need to follow if they wish to move away from conventional EITI reporting would need to follow (
  1. The provisions on beneficial ownership have been revised (section 2.5).  In 2013 the EITI Board agreed that the EITI will in the future require disclosure of beneficial ownership and that subject to successful piloting, the EITI Board will develop detailed provisions with a view to make this a requirement from 1 January 2016. The EITI Board has agreed new provisions on beneficial ownership, but is still discussing the dates for when this requirement will come into effect. A separate consultation with representatives from your governments is ongoing.

New Validation procedures (section 8.3). While the current Validation system has served the EITI relatively well in the past, some stakeholders have expressed concerned that the Validation process is no longer fit for purpose as the EITI continues to expand both in membership and in scope. In response to the consultation that many of you participated in as well as the five pilot validations undertaken in Ghana, Mongolia, Sao Tome & Principe, Solomon Islands and Timor-Lese, the EITI Board has elaborated new validation procedures. While the final details are still being discussed, important progress has been made on how the requirements should be assessed, on the consequences of non-compliance and on timeframes for achieving compliance. It is anticipated that the final details will be agreed at the global conference in Lima.

6. Annual activity reports

In accordance with the EITI Requirements, the previous year’s annual activity reports are required to be published by 31 December of the following year. A reminder that the annual activity report must include a summary of EITI activities, an assessment of progress, an overview of the MSG’s responses, and a narrative account of efforts to strengthen EITI implementation. A country risks suspension if this requirement is not met.

7. Next EITI Chair

At its meeting in December, the EITI Board nominated Fredrik Reinfeldt, former Prime Minister of Sweden, as the next EITI Chair. The election will take place at the EITI Members’ Meeting on 23 February.

8. Message book for EITI Chair

A message book is being prepared to be presented to the Rt Hon Clare Short as she, after five years, steps down as the EITI Chair in Lima in February.

All EITI stakeholders are invited to submit messages. Messages can be submitted in word files and should be no longer than 100 words and they can be submitted in Arabic, English, French, Spanish or Russian. PDF files with pictures, emblems and signatures can also be submitted, provided that they can easily be fitted onto a single A4 page.

Submissions should be sent to Kjerstin Andreasen ( no later than26 January..

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