Upon the issuance of the letter of appointment, the Foreign and Overseas Chinese Affairs Office of the People's Government of Hunan Province shall look after the friendly representatives' affairs. The office shall monitor the friendly representatives and collect information about their activities. The information shall be compiled, archived and published by the Office. The information will be managed territory-wise namely Europe, Asia/Africa, and America. The office shall also collect feedback about these activities and perform the follow-up.
The routine liaison, such as the notification of events in Hunan Province, the introduction of related projects and the collection of information from where the friendly representatives are stationed, shall be supervised by the recommendation authority. Upon the return of the friendly representatives to the country or Hunan, the recommendation authority shall deliver a prompt report to the Sister City Office at the Foreign and Overseas Chinese Affairs Office of the People's Government of Hunan Province, and the Sister City Office will arrange meetings or symposiums with the provincial leaders promptly.
2.Organizing Events or Activities
Certain friendly representatives shall be invited to attend the major events concerning foreign affairs, culture, sports, tourism, economy and trade in the province. The Sister City Office shall be in charge of the nomination and the corresponding recommendation authority shall invite the nominated friendly representatives. The Sister City Office may request the friendly representatives' assistance in arranging the foreign survey trips of provincial leaders.
The friendly representatives shall provide assorted information and the corresponding recommendation authority shall promptly report their findings to the Foreign and Overseas Chinese Affairs Office of the People's Government of Hunan Province for further action which may include implementation, recommendation, contact or follow-ups (if not within its working scope) .
4. Evaluation of the work
The recommendation authority shall make a consolidated report about the progress of friendly representatives to the Foreign and Overseas Chinese Affairs Office of the People's Government of Hunan Province before Dec. 10 every year. Afterwards, the Foreign and Overseas office shall submit the report to the directors meeting. The evaluation and awards distribution will be conducted every two years.
1)Mechanism: A joint conference will be held biannually to report the progress of friendly representatives so that they can share their experience and devise future strategies.
An account has been set up to facilitate and fund the activities. Based on the solicited ideas from the recommendation authorities in the beginning of the year, new working plan shall be formulated and the funds re-allocated, which shall come into force after the approval in the directors meeting.