1 Doc No___REPORT of the EACO POSTAL SERVICES

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REPORT OF THE EACO POSTAL SERVICES DEVELOPMENT WORKING GROUP 4 FOR THE MEETING HELD IN KIGALI-RWANDA FROM 8-10 SEPT 2014

1.0 Introduction

The East African Communications Organisation (EACO) held the 3rd meeting of the Working group 4 on Postal Services Development in Kigali, Rwanda from 8-10 September 2014. The meeting had participants from, Burundi Post (NPB), Postal Corporation of Kenya (PCK), Communications Authority of Kenya (CA), Posta Uganda, Uganda Communications Commission (UCC), Tanzania Posts Corporation (TPC), Rwanda Utilities Regulatory Authority (RURA), Rwanda Post (NPO), Agence de Regulation et de Controle de Telecommunications (ARCT) and EACO Secretariat.

1.1 Opening of the meeting

The meeting was opened by the Chair of EACO Working group 4, Dr. Enock Kinara the Post Master General of PCK who welcomed the members to the meeting and wished them fruitful deliberations. The Chair called upon the members to introduce themselves. The list of participants is contained in Annex1.

1.2 Adoption of the agenda

The agenda of the meeting was proposed and adopted with amendments. The agenda and work programme is contained in Annex 2.

1.3 Election of the bureau

The meeting elected the rapporteurs. The bureau was therefore constituted as follows:

Chairperson : Dr. Enock Kinara - Kenya

Vice Chairperson : Mr. James Kafeero – Uganda

1st Rapporteur : Rwanda

2nd Rapporteur : Burundi

2.0 Review of the WG’s Terms of Reference

The revised Terms of Reference are below:

i. To recommend strategies for implementation of the various UPU Postal Strategies within the EAC region. ii. To recommend strategies for modernization and transformation of the postal sector in the region. iii. To recommend strategies for development and harmonization of the National Addressing Systems and Postcodes in the region. iv. To carry out quality performance tests with designated operators and share results within the EAC Member States. v. Recommend strategies for enhancing postal security. vi. To make recommendations on how to develop an efficient Mail Transportation Network across the region. vii. To make recommendations on how EACO Member States can acquire and maintain automated quality of service monitoring equipment and the necessary skills to improve quality of service in the postal sector. viii. To coordinate and follow up the work of the relevant UPU Committee(s) or Council(s) ix. To facilitate the development of regional recommendations or contributions relating to the work of the relevant UPU Committee(s) or Council(s) or other relevant international and regional organization.

3.0 Presentation of the Postal Assembly Report

The Postal Assembly report was presented and action items were assigned to the

relevant Working Parties.

4.0 Working Party Sessions

The four Working Parties held separate sessions and each presented their reports to the

Working Group as annexed.

EACO Postal Payments and E-services – Annex 3 EACO Quality of Service- Annex 4 EACO Postal Security - Annex 5 EACO Courier, Customs and Carriers - Annex 6

The WG considered and approved the recommendations and Action Plans of the Working Parties.

5.0 Review of the WG4 Action Plan

EACO POSTAL SERVICES DEVELOPMENT WG 4 ACTION PLAN

RECOMMENDATION STATUS REMARKS 1 Operators to put up a case to their TPC has screening machine Refer to Postal governments/regulators requesting PCK has made arrangement Security WP report for assistance in purchasing mail to purchase UPL submitted proposal to the scanning machines for the offices regulator for purchase of exchange, entry and exit points NPB not purchased by end of December 2013. 2 Operators to communicate to each TPC- Mrs. Janeth Msofe other the contact persons in charge PCK -Mr. Titus Juma of IFS UPL – Mr. Abbey Semyalo NPB - Ms Daphrose Kamikazi NPO – Marie Grace Mukabera 3 The EACO Secretariat to remind Meetings of at least 2 WP to member countries to continue be held concurrently. The convening WP meetings on pre- meeting will be held for 5 days with 1day for joint session. existing rotational basis.

4 Uganda to convene the next EACO Implemented Postal Payments & E-services WP Meeting held from 10th to 12th meeting. April 2014

5 Tanzania to convene the next Implemented Next QoS WP meeting EACO Quality of Service WP Meeting held in February 2014 shall be held in meeting. Tanzania concurrently with Postal security WP in Dec 2014 6 Kenya to convene the next EACO To be held in February 2015 The meeting to be Courier, Customs & Carriers WP held in Burundi meeting concurrently with Postal Payment and e-services in Jan 2015 7 Tanzania to convene the next To be held by December 2014 Refer to No. 5 above EACO Postal Security WP meeting.

8 The EACO HR Committee to re- EACO Secretariat circulated Chairman of EACO to 3

establish links for sponsorships with liaison statement write to the 3 countries countries that have postal training which may not have institutions such as Egypt, been introduced to Pakistan, India, Tunisia and EACO, to introduce Thailand. A Liaison statement will EACO with its areas of be sent to that effect. concerned.

9 EACO Secretariat to consider To be hosted by Kenya in The ministers forum organising a Conference for the ICT February 2015 will be held during the Ministers to have a forum for them Postal ICT to also share as policy makers in Conference in Kenya the ICT sector in the region and to also appreciate EACO programmes. EACO Secretariat in consultation with EXCOM to consider an appropriate agenda for the conference..

10 Regulators and Operators to Implemented Reminder to be sent continue sensitizing governments to Liaison statement was issued to WG2 so that it can invest in the National Addressing be included in the System infrastructure to support the agenda of their next national socio-economic drivers. meeting This recommendation has been flagged to WG2 through a Liaison statement 11 Uganda to draft a template to Implemented and circulated to Secretariat to send a capture data on the postal statistics all except TPC formal letter to and forward to EACO Secretariat for Secretariat to circulate to TPC members requesting circulation to all member countries the countries to study for their comments and prepare comments on the template for the next QOS WP meeting 12 EACO Secretariat to create a forum Implemented Chairperson’s can be for the integration of all working invited to attend groups through their Chairpersons meetings of WGs where cross cutting issues are discussed. 13 Member countries to prepare the To be handled by the postal Refer to Postal Postal network as an enabler for payments and e-services WP payments and e- financial inclusion services report 14 Rwanda and Burundi to finalize the NPB draft submitted to the Refer to Courier formulation of their national postal relevant ministry Custom and Carriers sector policies report Rwanda have submitted to the government and are awaiting approval 15 Uganda, Kenya and Tanzania to Kenya and Uganda have Refer to Courier review and align their national postal reviewed and incorporated Custom and Carriers sector policies to fully incorporate Tanzania - policy review is report the courier sub-sector under way

16 The WG1 to review the Legal and Implemented Reminder to be sent 4

Regulatory framework to curb Secretariat issued liaison to WG1 to include it in presence of illegal and/or non- statement the agenda of their compliant operators. A Liaison next meeting statement to this effect to be forwarded 17 DOs are encouraged to initiate Implemented Refer to Courier collaborations with competitors and Secretariat issued a statement Custom and Carriers other Public and Private Partners to report improve efficiency in service provisions 18 The WG1 to establish Legal and Implemented Refer to Courier Regulatory framework to facilitate Liaison statement issued Custom and Carriers sharing of infrastructure. A Liaison report statement to this effect to be forwarded.

19 DOs to develop security policies TPCs cyber security is in All other Dos to where none exist. place, to be shared with update their status in members when hosting the the next Postal postal security meeting Security WP meeting I

6.0 Update on the ICT Postal Conference

The ICT Postal Conference will be held from 9-11 February 2015 (tentatively) in Nairobi,

Kenya. The theme of the conference will be Leveraging ICTs in the Transformation of the

Postal & Courier Sector in East Africa. The conference will include an exhibition, ministerial forum, and presentations/discussion on various topics in the postal and courier sector.

7.0 Recommendations

It was recommended that

 Members should take note of the training opportunities in the EACO/AFRALTI training schedule attached as Annex 7.

 EACO members should sponsor ICT/security staff to attend the cyber security training scheduled for 10-14 Nov 2014 in Kigali, Rwanda.

 The WP meetings should be held on rotation and at least 2 WP meetings should be held concurrently. Quality of Service to be held concurrently with Postal Security WP and Postal Payment and E-services to be held concurrently with the Courier, Customs and Carriers WP.

 Designated Operators to nominate members for the taskforce that will work on the regional road transport project.

 The members were informed of EACs initiative towards development of an EAC Postal Development Strategy whose baseline survey had just been concluded. 8.0 Conclusion

The members are requested to take note of the report and implement the actions therein.

Dr. Enock Kinara Chairman - Postal Services Development Working Group 4

......

Annex 1: List of Participants

Communications for all in East Africa

3rd Meeting of WORKING GROUP 4: POSTAL SERVICES DEVELOPMENT 8th - 10th September 2014 EACO HQs, KIGALI, RWANDA

LIST OF PARTICIPANTS

No Names Position & Institution Country Phone No E-mail 1. Ms Ndayishimiye Chief Financial/Economics/ Burundi +25779922578 elintegre@gmail. Eliane ARCT Burundi com

2. Ms Ndayishimiye Head of Inspection/ Régie Burundi +257 rosendayis2020 Rose Nationale des Postes 78110019 @gmail.com

3. Ms. Godelieve Assistant Production/ Régie Burundi +25778110045 godemanira@gm Manirakiza Nationale des Postes ; ail.com +25779962383 4. Dr. Enock Kinara Postmaster Kenya +25472272725 [email protected] General/CEO/PCK 3 o.ke;

[email protected] e 5. Mrs.Jolly C. M/Postal Courier Licensing/ Kenya +25472002394 [email protected] Sogomo CA 2 e

6. Mr. Richard K. M/Competition Regulation& Kenya +25472583347 [email protected]; Tonui Tariff Analysis/ CA 0 [email protected] 7. Mr. Peter Omondi Manager/ Government Kenya +25472244209 [email protected] Abuya Business &Personal 1 o.ke; Assistant /PCK peterabuya@hot mail.com 8. Mr. Emily B. Manager, Strategy/ PCK Kenya +25472240857 [email protected]. MENGE 5 ke

9. Mr. Fulgence Director of Operations/NPO Rwanda +25078848988 fulgence.kabunde Kabundege Rwanda 0 [email protected]

10 Mr. Matsiko Postal Regulation Officer- Rwanda +25078884199 gonzague.matsik . Gonzague RURA 8 [email protected]

11 Ms. Caroline Koech LM/ICT/ EACO Secretariat Rwanda +25078726359 [email protected] . 5 12 Mr. Fortunatus General Manager/Business Tanzania +255 kapingaff@posta. . Kapinga Operation/ TPC 684887952 co.tz

13 Mr.Kafeero/T.Jam Head Postal Regulation/ Uganda +25677250010 [email protected]. . es UCC 4 ug

14 Mr. James Mpango Postal Licensing Specialist Uganda +25678203106 [email protected] . /UCC 6 .ug

15 Ms.Jessica Uwera Manager Projects & Uganda +25677235867 juwera@ugapost. . International Relations/ 9 co.ug Posta Uganda 16 Mr.Emmanuel Head of Finance/ Posta Uganda +25678733859 eokurut@ugapost . Okurut Uganda 8 .co.ug

Annex 2: Agenda and Work Programme EACO POSTAL SERVICES DEVELOPMENT WORKING GROUP 4 DRAFT AGENDA 8-10 September 2014 :

S/No Agenda Item

1 Opening of the Meeting

2 Adoption of the Agenda

3 Election of Bureau (1st and 2nd Rapporteurs)

4 Review of the WG’s Terms of Reference

5 Presentation of the Postal Assembly Report

6 Working Party Sessions

7 Working Party Status Reports

8 Review of the WG4 Action Plan

9 Update on the ICT Postal Conference

Report writing and Adoption

Closure of the Meeting

WORK PROGRAMME FOR THE EACO WORKING GROUP 4 MEETING TO BE HELD IN KIGALI, RWANDA, 8-10 September 2014

DAY 1

TIME ACTIVITY/AGENDA ITEM RESPONSIBILITY

09:00 - 09:30 Arrivals, Greetings and Registrations ALL of Participants

09:30- 09:45 Welcome Note and Opening Plenary EACO Secretariat of the meeting 09:45 - 09:55 Introductions ALL

09:55 - 10:15 Review and Adoption of the Work ALL Program;

10:15 - 10:30 Election of the Bureau ALL DAY2 10:30 - 11:00 TEA/COFFEE BREAK

11:00- 11:30 Review of the WG’s Terms of Reference ALL

11:30 - 13:00 Presentation of Postal Assembly Report ALL

13:00 - 14:00 LUNCH BREAK ALL

14:15 -15:45 Postal Payments & E-service WP Session Respective EACO WG 4 Working Parties 15:45 - 16:00 TEA BREAK

16:00 - 17:00 Postal Payments & E-service WP Session Rapporteurs

TIME ACTIVITY/AGENDA ITEM RESPONSIBILITY

09:00 - 10:30 Quality of Service WP Session Respective EACO WG 4 Working Parties

10:30 - TEA/COFFEE BREAK ALL 11:00

11:00 - 12:30 Postal Security WP Session Respective EACO WG 4 Working Parties

13:00 - 14:00 LUNCH BREAK ALL

14:15 -15:45 Courier, Customs and Carriers WP Respective EACO WG 4 Reports Working Parties 15:45 - 16:00 TEA BREAK

16:00 - 17:00 Report Writing Rapporteurs

DAY 3

TIME ACTIVITY/AGENDA ITEM RESPONSIBILITY

09:00 - 10:30 Review of the WG4 Action Plan Respective EACO WG 4 Working Parties

10:30 - 11:00 Update on the ICT Postal Conference

11:00 - TEA/COFFEE BREAK ALL 11:30

11:30 - 13:00 Report Writing Respective EACO WG 4 Working Parties

13:00 – LUNCH BREAK ALL 14:00

14:15 - 15:15 Adoption of the Report ALL

16:00 TEA BREAK

Annex 3: EACO Postal Payments and E-services EACO POSTAL SERVICES DEVELOPMENT - WG4

REPORT OF THE MEETING OF THE EACO POSTAL PAYMENT & E- SERVICES WORKING PARTY 8-9 SEPTEMBER 2014

9.0 Introduction

The 2nd meeting for the EACO Postal Payments and E-services Working Party was held on 8-9 September 2014 in Kigali Rwanda. The meeting had participants from, Burundi Post, Postal Corporation of Kenya (PCK), Communications Commission of Kenya (CCK), Posta Uganda, Uganda Communications Commission (UCC), Tanzania Posts Corporation (TPC), Tanzania Communication Regulatory Authority (TCRA) and EACO Secretariat.

10.0 Opening of the meeting

The meeting was opened by the Chairman of the Working Party Mr. Emmanuel Okurut by welcoming the members to the meeting and wishing them fruitful deliberations.

11.0 Adoption of the Agenda

The Working Programme was adopted with amendments as indicated in Annex1.

12.0 Election of the bureau

The meeting which was chaired by Uganda elected the Rapporteurs. The Bureau elected was as follows: Chair: Uganda – Emmanuel Okurut 1st Rapporteur: Kenya – Peter Abuya 2nd Rapporteur: Burundi – Rose Ndayishimiye

13.0 Review of the WP TORs

The TORs of the WP were reviewed and were found to be relevant as discussed in the last meeting held in Kampala. It was recommended to include regulations for postal payment services in the region. It was also recommended that the last TOR should be broken into two for clarity. TOR number one was added with regard to postal payments and e services. The final TORs are included in Annex 2.

14.0 Review Report of the Last Meeting

The report of the previous meeting was reviewed and the Action Plan was

updated as indicated in Annex 3

15.0 Consideration of the Recommendations of the Postal Assembly

1. Members noted that IFS requires branding and marketing, therefore it should be interfaced with mobile partners to make it viable 2. PCK to provide leadership in re-conceptualization of the financial services. In the interim, member countries are encouraged to identify alternative systems for integration 3. Members to establish the existence of e-payment policy and regulations, lobby Central Bank for one where none exists. 4. Members to market their networks as an infrastructure for use by other partners. 5. A study aimed at lowering cost of payment services in EAC region should be conducted and payment plans put in place.

16.0 Date and venue of the next meeting

Burundi to host the next meeting in January, 2015.

17.0 Closing

ANNEX 1

AGENDA

1. Opening of the meeting 2. Election of the Bureau 3. Review of the WP TORs 4. Review report of the last meeting 5. Consideration of Recommendations of the Postal Assembly 6. Date and venue of the next meeting 7. Closing

ANNEX 2

TERMS OF REFERENCE I. To recommend strategies for implementation of the various UPU Postal Strategies

within the EAC region with regard to postal payments and e-services.

II. To recommend strategies for modernization and transformation of the postal

payments and e-services in the region.

III. To recommend regulations for postal payments services in the region IV. To coordinate and follow up the work of the relevant UPU Committee(s) or Councils(s) V. Facilitate the development of regional recommendations or contributions relating to work of the relevant UPU Committee(s) or Council(s) or other relevant international and regional organization.

ANNEX 3

ACTION PLAN STATUS

DEVELOPMENT OF UPU ELECTRONIC POSTAL PAYMENT SERVICES Recommendation Status Timelines A National 1 EACO member countries to TPC and PCK have business By December 2014 come up with Business Plans plans and National Action Plans for UPL and NPB work in progress provision of electronic money transfer services. 2 EACO member countries to As above Uganda to synchronize their National coordinate and Action Plans. report before December 2014. 3 Re conceptualization of IFS Rwanda: experiencing low traffic. December 2014  Shelf life  Integration with other systems  Branding

4 IFS to be integrated with the PCK in process of integrating all Members to liaise other systems. PTC to domestic system on the switch with PTC. facilitate. solution Update by March UPL in process of integration 2015 TPC not integrated with domestic NPB to fully implement IFS 5 Participating countries to Rwanda and Burundi to sign up Members to confirm ensure that they sign the UPU by Nov 2014 by November 2014 Postal Payment Services Agreement. PCK,TPC and UPL signed

6 Countries to identify and Ongoing as we update the Ongoing. Update prioritize their potential business plans by Dec 2014 by December 2014 corridors. 7 Designated postal operators to TPC migrating domestic system Update by next put in place proper accounting to mobile platform meeting and costing systems to support Electronic Money PCK to implement using ERP Transfer Services. system

UPL has a cost accounting system in place 8 Ring fencing of customer Uganda, Tanzania Kenya: Update by next funds to safe-guard and Dedicated bank accounts for meeting

ensure proper use of the customer funds. customer funds. Burundi, Rwanda - Not yet

Burundi informed Kenya of their bank account details

Tanzania hosted delegation from Kenya on the issue of settlement

Uganda: payment plan has not been honoured but committed to bring the accounts up to date

Rwanda does not owe the other countries much money

9 Designated postal operators to All sign bilateral agreements in Update of new follow up and finalize their the region. partners by next pending Bilateral Agreements meeting and to initiate Bilateral Uganda has signed with Agreement with new partners. Emirates post and South Africa Burundi has signed with Emirates

10 Designated postal operators to WIP at PTC Update before embrace the use of UPU IFS Member countries are December 2014 mobile applications in encouraged to integrate with provision of money transfer alternative systems. services. 11 Countries that wish to join the Not yet joined. Viability should be Status by PPS Clearing Settlement key for those countries December 2014. System to notify the UPU considering joining the PPS International Bureau as soon system as possible. B EACO POSTAL PAYMENTS & E-SERVICE WORKING PARTY 12 Develop security policy where Burundi, Uganda, Rwanda : WIP To be updated by none exists e.g. put in place next meeting appropriate firewalls to prevent cyber crimes, physical security of the system.

13 Policy review where it exists Continuous Updated in every based on benchmarking on meeting best practices. Kenya benchmarked with India

14 Infrastructure development Ongoing December 2014 e.g. broadband connectivity Kenya: National Broadband and power Strategy is being implemented 18

UPL, TPC: Pending Burundi,: Policy is being developed. Rwanda : Policy is being developed by Central Bank.

Northern Corridor initiative on postal in progress. Uganda to follow up on the recommendations of the Kampala (Northern Corridor) meeting

14 E-payment Policy Ongoing December 2014 development PCK: developing a policy. CA: WIP UPL, : pending TPC : pending NPB: policy being developed by the Central Bank Rwanda: Pending

15 Develop e-services UPL has implemented the Update by next products/services dot.post. meeting TPC and NPB to benchmark - Sign up the dot.post platform with PCK

- an integrated e-commerce UPL benchmarked with PCK platform

-All the other member countries to benchmark with Kenya on e-commerce 16 Members to take advantage of On going Update every opportunities in the region to meeting enhance financial inclusion. UPL:has engaged government to the level of Parliament - preparing the network as an enabler financial inclusion TPC: has engaged govt (power, connectivity, media coverage, partnership with Burundi: working with Foreign Government etc) Affairs to facilitate money - inclusion of the post in the transfer with the Diaspora Government program to support financial inclusion

17 Participating countries to come PCK (strategy, R&D) to take the December 2014 up with a regional vision and lead brand name for Electronic To work with Money Transfer Services. James Mpango - Uganda 19

Fortunatus Kapinga - Tz Abbey - Uganda Mukabera - Rwanda Godelive Manirakiza - Burundi

18 Member Countries to PCK, Rwanda have subscribed. December 2014 subscribe to the proposed Brand name yet to be unveiled. UPU IFS brand name 19 Lobby the relevant authorities TPC, PCK , Rwanda Post and UPL to give update to ensure that agency banking NPB have next meeting regulations are fast tracked UPL still lobbying

20 Engage governments to Viability of this action to be December 2014 facilitate the establishment of revisited with the purpose of postal savings services to developing the best model and support social and financial best practice of financial inclusion inclusion

21 EACO to engage UPU PTC to Member countries to identify the December 2014 organize a joint training in ICT skills gaps prior to the training and IFS operations for all designated operators in Kigali. EACO Secretariat to coordinate/ Member countries to Designated operators contribute to this initiative 22 Member countries to To be held in Feb 2015 in Kenya. By February 2015 benchmark with Kenya Huduma Initiative Centres EACO Secretariat EACO Secretariat to include Designated operators this on the Agenda of the Regulators Ministers’ ICT forum Responsible Ministries

Annex 4: EACO Quality of Service THE EACO QUALITY OF SERVICE WORKING PARTY AGENDA

8. Opening of the meeting 9. Election of the Bureau 10. Review of the WP TORs 11. Review report of the last meeting 12. Recommendations of the Postal Assembly 13. Date and venue of the next meeting 14. Closing

TORS

EACO Quality of Service Working Party TORs

I. To recommend strategies for implementation of the various UPU Postal Strategies within the EAC region with regard to QoS

II. To recommend strategies for modernization and transformation of the postal sector in the region with regard to QoS

III. To recommend strategies for development and harmonization of the National Addressing Systems and Postcodes in the region.

IV. To carry out quality performance tests and share results within the EAC member states.

V. To make recommendations on how EACO member states can acquire and maintain automated quality of service monitoring equipment and the necessary skills to improve quality of service in the postal sector.

VI. To coordinate and follow up the work of the relevant UPU Committee(s) or Councils(s) Vi. To develop regional recommendations or contributions relating to work of relevant UPU Committee(s) or Council(s) or other relevant international and regional organization.

EACO QUALITY OF SERVICE WP ACTION PLAN

Recommendation Status Timelines 1 All DOs to improve service Burundi: Network expansion On going delivery within their respective from 34 to 141 over a period networks to earn customer of 5 years. IPS Light for track confidence. and trace. Scanners in the  Access to services office of exchange.  Speed and Reliability Dedicated section for (e.g.UPU delivery standards) Customer Care. J+3  Security standard locally and J+5 for  Customer care upcountry Kenya: Mystery shopper survey, ERP, periodic reporting to govt oversight arm (ombudsman) in relation to customer complaints , customer service charter and customer service desks at every outlet. GET MORE INPUT FROM CA. Rwanda: 17 access points. Tanzania: 300 offices in the country. UAF established and will be used to expand the network. Scanners for mail in Dar es salaam. Customer service center being established by Dec 2014. Automation Uganda: Qos policy in place, standards published.

2 All DOs to carry out aggressive Ongoing – handled by the By June 2015 marketing for parcels and EMS Courier WP services to increase volumes 3 All DOs to review service level -Encourage reviews to suit By November 2014 agreements with airlines the postal operational continuously to conform with environment. UPU -IATA structure. -Rwanda already in agreement with some airlines- To be handled by Courier WP. 4 All DOs to continually monitor -As evident by Rwanda other On going and engage more competitive regions should identify airlines for mail conveyance alternative airlines that offer quality service 5 DOs to consider establishing mail Postal operators should By December 2014 processing centers at Mailing ensure mail on transit is not 22

Unit at for quick processing of dumped at their offices. mail especially for EMS items. Courier WP to handle 6 DOs should organize training for Liaison statement sent to HR December 2014 security personnel of the committee, training schedule respective DOs in harmony with received and circulated to Aviation Security for proper and member countries. thorough scrutiny of items conveyed. EACO Secretariat to issue a Liaison statement. 7 Operators and Regulators should Commitment on sharing of Continuous share reports of the test results report outcomes towards service delivery improvement. 8 All member states consider With reference to Kenya’s By June 2015 hosting forums for all example member states are stakeholders at national levels. encouraged to benchmark. - The Regulator identified as the most appropriate. -Operators should identify opportunities/ forums to engage stakeholders as regularly imitated by CA of Kenya. 9 EACO secretariat to follow up -EACO already By November 2014 with Rwanda Post to attend and communicated to member participate in the EACO activities countries with a schedule for all meetings. -EACO to intervene on behalf of member countries to secure authority for travelling on time taking into consideration the unique requirements of different countries. 10 · The next sequential tests be -Ongoing conducted from 8th to 26th September, 2014 · The end to end tests be conducted from 15th to 26th September, 2014

11 Regional QSF projects for EACO -WP to scrutinise the UPU / PAPU regional priorities -Member countries identify regional projects in view of our operational environment. WP to take up the issue in the next meeting (based on reports from the R & D task force from each member 23

country; UG: Lucy Abulo Kenya: Jonstone Senete Rwanda: Martin Gatorano Tanzania : David Andrea Burundi: Alexandre Bambasi 12 The study on Terminal dues EACO member countries to January 2015 system identify experts to understand and interpret issues pertaining to the Terminal dues (Mr. Ocama of Ug to chair the group). 13 National Addressing System Burundi: Consultant from UPU engaged and outcome used as a basis by the government agencies. So far adopted within the city centre. Kenya: Work in progress Rwanda: Some areas already established. Tanzania: Three cities covered as post aligns its operations to the system. To implement the process by end of the year Uganda: With 80% coverage on implementation of the pilot project of NAS. Test mail in the pilot project to be carried out in Entebbe.

PCK, NPB, UPL to consider Kenya: Work in progress approaching the regulators in UG: Yet to make submission acquiring screening through government. machines. Rwanda: Yet to request. Burundi: To contact government Tanzania: Yet to contact.

Date and venue of the next meeting: Dar es salaam on tentatively 1st or 2nd week of December 2014.

Annex 5: EACO Postal Security THE EACO POSTAL SECURITY WORKING PARTY

AGENDA

15. Opening of the meeting 16. Election of the Bureau 17. Review of the WP TORs 18. Review `report of the last meeting 19. Consideration of Recommendations of the Postal Assembly 20. Date and venue of the next meeting 21. Closing

1.1 EACO Postal Security Working Party TORs

I. To recommend strategies for implementation of the various UPU Postal Strategies within the EAC region with regard to postal security. II. To recommend strategies for modernization and transformation of the postal security in the region. III. To coordinate and follow up the work of the relevant UPU Committee(s) or Councils(s) IV. Facilitate the development of regional recommendations or contributions relating to work of the relevant UPU Committee(s) or Council(s) or other relevant international and regional organization.

EACO POSTAL SECURITY WP ACTION PLAN

Recommendation Status Timelines Recommenda tion 1 Purchase and install Kenya: Walk through machines By June 2015 scanning machines at have been installed. Due diligence offices of for the suppliers of the mail exchange/border screening machines for the offices points to detect of exchange dangerous and Uganda: To acquire a mail prohibited goods. scanner through QSF. Tanzania: Screening machines installed in Daresalaam. Engage state security in case sniffer dogs are required Burundi: Order placed to purchase scanning machines to be placed in the office of exchange by 25

Dec 2014 Rwanda: Scanning machines in use at the airport. More machines to be purchased 2 Establish Post- Kenya: Contact with all security By December Security National organs in place. 2014 Contact Committees Uganda: Internal committee in place that engages other security organs Tanzania: contact with the state security in place Burundi: Internal security team in place. Rwanda: Contact with magerwa (warehouse for goods from abroad) 3 Establish Post- Kenya: Committee not in place. By December Establish Aviation Contact WIP 2014 whether the Committees Uganda: Committee not in place. airlines have The team engages the civil an association aviation authority when necessary which we can Tanzania: To be confirmed work with Burundi: Committee in place which works with the civil aviation. Planning to pursue training in security in Sept 2014 Rwanda: Contact with the civil aviation, rwandair (agent handling for other companies)

4 Encourage member Tanzania : 3 staff certified Continuous states to take Rwanda: Training ongoing, and advantage of the UPU some staff have certified online training on Burundi: Training ongoing. 15 TRAINPOST people pursuing the training at the Burundi training center Kenya: Has a training center where staff are trained. Uganda: 1 staff undergoing security training 5 Review our security Tanzania: to be confirmed Continuous standards to conform Rwanda: to benchmark with other with the EU and UPU countries Postal Security Kenya: benchmarked with India guidelines post. Burundi: benchmarked with Uganda Uganda: in the process of reviewing its security standards in line with the UPU guidelines 26

6 Continuously monitor Tanzania: to be confirmed Continuous activities of the UPU Kenya: in contact with UPU Postal Postal Security Group Security Group Burundi: to be confirmed Uganda: to be confirmed Rwanda: to be confirmed

Annex 6: EACO Courier, Customs and Carriers THE EACO , Customs & Carrier Working Party AGENDA

22. Opening of the meeting 23. Election of the Bureau 24. Review of the WP TORs 25. Review `report of the last meeting 26. Consideration of recommendations of the Postal Assembly 27. Date and venue of the next meeting 28. Closing

EACO Courier, Customs & Carrier Working Party TORs I. To recommend strategies for implementation of the various UPU Postal Strategies within the EAC region with regard to courier, customs and carriers. II. To recommend strategies for modernization and transformation of the processes and procedures in the courier supply chain in the region. III. To coordinate and follow up the work of the relevant UPU Committee(s) or Councils(s) IV. To develop regional recommendations or contributions relating to work of this Committee(s) or Council(s) or other relevant international and regional organization.

REVIEW `REPORT OF THE LAST MEETING Recommendation Status Timelines 1 Urge Rwanda and Burundi to Rwanda: Process ongoing. Draft with By next meeting formulate national postal line Minister. sector policies as they do not Burundi: Draft submitted to the have; Minister. Expected to be issued by October 2014. 2 A Liaison statement to be Liaison statement sent. Reminder to By December 2014 sent to WG1 to review the be forwarded to WG 1 Legal and Regulatory framework to curb presence of illegal and/or non-compliant operators;

3 DOs to initiate collaborations Burundi: To confirm Continuous with competitors and other Kenya: Collaboration with couriers to Public-Private partners to enhance last mile delivery. improve efficiency in services Rwanda: Negotiations ongoing. Lack

provisions;-continuous of framework to guide negotiations. Consultative meeting to be held at end of September 2014 Tanzania: Negotiations ongoing Uganda: Negotiations and benchmarking ongoing. 4 Develop innovative last mile Burundi: Committee to initiate Continuous. delivery systems for e- ecommerce has been set up. Updates at the next commerce; Kenya: Partnering with a youth meeting. group and other merchants in delivering ecommerce. Rwanda: Undertaking benchmarks. Tanzania: Establishing potential partners in the B-to-C segment. Engaged an ICT company to develop ecommerce platform. Uganda: E-philately services pilot project with the UPU. PPP negotiations on an electronic payment solution for ecommerce. 5 Members to explore ways of Meeting yet to take place. By June 2015 exchanging cross-border mails on bilateral/multilateral arrangements;

6 Establish Postal-Customs Burundi: Yet to be established Continuous Contact Committees; Kenya: Committee to be reactivated. Rwanda: Informal engagements ongoing. MoU on parcels handling to be implemented. Tanzania: Committee established and meeting regularly. Uganda: Committee in place. 7 DOs recommended that Appropriate recommendation (No. 4) Immediate postal assembly facilitate and to be made. sustain continuous engagement Post-Customs contact Committee;

8 Sign MOUs with airlines and Burundi: To confirm Continuous customs using the UPU-WCO Kenya: Work in progress on and UPU-IATA; customs. MoUs with airlines in place. Rwanda: MoU with Rwanda Revenue Authority signed. Agreements with various airlines signed. Tanzania: Agreement with Turkish Airlines. Work ongoing. Uganda: Signed with Turkish & Ethiopian Airlines. MoU with customs is in progress. 29

9 Engage Customs with a view Appropriate recommendation (No. 4) Immediate. to implementing the Customs to be made. Declaration System (CDS),

10 Engage airlines with a view to Process ongoing (recommendation December 2014 exchanging EDI messages No.5). with airlines; 11 Continuous monitoring of Process ongoing Continuous activities of the UPU EMS Cooperative and those relating to courier, customs and carriers-Continuous.

12 Bilateral Agreements on Mail Recommendation No. 3 Transfers across borders

13 Courier Opportunities and Refer to status item No. 4 above Challenges

14 To ensure that the liaison National addressing and postcode statement on national system to be handled by the QoS addressing incorporates Working Party benchmarking aspect with best practices.

15 MoU on Postal Courier Opportunities available to members Curriculum between EACO in the EAC region. (Sec to confirm) and AFRALTI

RECOMMENDATIONS

1. Regulators to ensure regulations encourage interconnectivity among licensed operators. Operators to file copies of interconnection contractual agreements with the Regulators. A Liaison statement to be sent to WG1. 2. Member countries to benchmark with Kenya on last mile delivery systems in relation to ecommerce during the forthcoming ICT conference. 3. Proposal by Uganda on exchanging cross-border mails on bilateral/multilateral arrangements to be considered at the next WP meeting to be held in Burundi. 4. Regulators to intervene where necessary to ensure formation and sustenance of Post-Customs committees in line with the UPU-WCO guidelines. Discussions to include adoption of Customs Declaration Systems. A Liaison statement to be sent to WG1. 5. Request Postal Corporation of Kenya to engage IATA on behalf of EACO on exchanging of EDI messages and any other issues relating to airlines

CONSIDERATION OF RECOMMENDATIONS OF THE POSTAL ASSEMBLY See items 12. – 15 in matrix above.

DATE AND VENUE OF THE NEXT MEETING The next Working Party meeting will be held in January 2015, in Bujumbura, Burundi.