ECA project management manual: Partnership and Technical Cooperation Office (PATCO), Office of the Executive Secretary (OES)

E conomic Commissioo f or /\fr iU

ECA Project Management M anual

Partners hip and T ec hn ical Cooperation Office (PATCO)

Offi ce of the E xecutive S ec retary (O E S )

o

Mantagemenl MsnU81by Ecoo:>ml Co 100

U ledNaions ·conomlcCommissionorAfrica,2010 A di Ababa,Ethiopia

FI tp(ntilg August20 0

't anddesigned ECA Cor!ereoceManagarnent

sec

^{(PC S).}

II

1. Preparation endReviewofPro,ectplOP'l els.:_._._..._._._..._._ _._ _. ••_ .2 2. EstablishmentofIII TrustFund(TFIat Ee-.:__. . ._ _._._._ _._. ._. _.5 3. Trust Fund Agreement llncll.ettef '"Agreement:.._ _ _ _ . •_ _•5 4. COStSharlna: _..__ _ ..•..._ _ _ ._ ._ _••6 5. ReceivingPartner5/Donor'. contri butions(payments) IOfProjects: __ 6 6.

sccecterees

and COnftrmlltionsofP1pClg.es:._.•^{M••_ _ _ •••• • • _ ••}6 7. Settlng-upofthe Initial Budgetofthe project: _ _ •••__ •__ __ 7 8. Respons,bihtiuof ProjectMa nagers(Directors of DivisionsjSROS): _ _ 7 9. ResporlSIbllitiesofPertnetllhlp and Technical Co-operation Office (PAlCO).: 8

10. SoecIaI Ci~tHn5tancesand Post-AwardChanges: _ _ 8

11. PriorApj:Iroval

rrom

Pertner/Donor

tor

SubstantiveOfFina ncialCharges: _ ^N 9 12. Pre-Award

Costs:_ ._ .. N..._ ..._ .._..__.N_._._ _._. ._ . ... _ ..

^{_._.~ ~~.~}

_ _ ..

^{_._.~ ~ 9}

13. Sillrnol'lthlyandYMr4nd

Accouftting

Reports: _. .._ _._ _ _ ^{N _} l0 14. Techrnralllnd

Proir_

Reports: _ _ _._ ^{N• ••_ _ ••_ _ _ _} 10

1S. Budget~al'ld8tldgtltCOl'lbolForms:_ _._._._ _ _••_ 11

16. MiscelleneousT8!il<s,I~related 10PnJ;e<:tImplernenta tion:. _.._ ^{N_ _ ._ _} 12

•.R~lal'ldotherPersonfIeIissues:_ _._ _._ .._._._ ._ _ ._ _ 12 b.Staffand Consultafll:T~:..._. .._._ _. .._ ._ ._ _ ._ _._ _ ~13 C.Procure<Mntof Service$:_._._ _._._ _ _ ._ ._._ ._ ._ _ ._._••_ _•_ _•__13 d.CooperativeAIr_nlS.Sub-CoolUactsand Memorandaofl.Inllerstandine.._. 13 e.PeymentId1edUiesandJlfOC8CIuresforSub-Contrae:ts:..._._.._._._._...._ ..._ ....13 f.AeeountOverdrafts,DefK:itand Disallowed Expenses:._._~._ _. _ . _ . _ . _ . _ . _ . _13

a.

^ea"yforw<lrdofUnenc umbered(unspe<lt) Balances and

NQ-COStExtensionofMollorPro}llct:Aa:ounts: .._ ~.~ ~ _ _ _ ._14 h.OperaUonal al'ldFina ncial clos ureofProjectAa:ounts: ~ ~ _ _ _ _..14

J.

Preparat ionofActivityCostPlan: _ _ _ 14

k.Orlel'ltatlon programme fortirst-tlm e project managelS: ~ _.~ _ ~ _ _._.14

11. EvaILllltion:_ _ _ ..15

18 dit: _ .__ _ _ 16

19. QulIlity Assurance ofX8funded Projects: __••_ _ _ _ 16

An nexes

I. UNITEDNAnoNSMODELTECHN ICAl.co.oPf:RTlONTRUSTFUND AGREEMENT _ 17

II. FormlltfOfthe

Lette,

ofAgreement _ _ _ _.__ _.21

A.Example of Initiatil'lgthe Processof tetterofAgreement

tl'f

ECA _ ._ _._..21

B .

ExampleofInitia tingthe Processof tetterofAgreement by. Oonorlind/Of

AcceptanceottheLetterofAgreementl7tECA _ _. ._..23

III.SAMPlEOFCURRENTJOINTFUND AGREEMENT _••_ ._ _••_ _ 25

IV.Extratludgeta ryresourcespro.feeVaet"'rty PROGRESSREPORT _ ••__ _ _31

IV

VGUIOEUNESFOR BUDGETI'tlEPARATlON.,..._.••....•._,••~.•_ ..._ •._ ••_••_._•••_ .•_ _ ••_ . _35 VI. fORIAATFORPROJECTMONITORING SCHEDUL E..••••..••...•..•.••.•.•._.••..• .•._•.•._•••_ ..._•••._._•._.•._ 44

VlLsampleof:

A.: SAIoIIPlEOf SIMPLIFIEDLOGfCALFRAMEWORK _ _.._••.~..•._ 45 B: SAMPLE Of RESUlTBASEDWORK PlAN..•._ _ ••._ _ _ .••41

C:

SAMPlE

or

RESULTBASEDBUDGET•.^H 49

o

SAMPLE

o r

DETAlLEDJUSTlACATION BYOBJECTCODE Sl

E.SAMPlEINOICATORS._ ._.._ .._ •._ _ •._•._ __ 53

VIII.fOR'o4ATFOR BUDGETMONlTOflING fORM 51

IIISAMPlE OfAN AkALYSISTABLE fORMONITORINGAND

AkALYSING PROJECT INCOMEANOEXPENDlTlJRE 58

l(. SAMPlE FOR'o4ATOf fINALREPORT••_ ••_.._..~ _

59

XI.Quail \)'AsslIrClIlOll{lit [ntrylChecklistIOfXB PI'OjeCt5 65

XII.formalof Prepe'atiOflofActiVItyCoslPilll'l 69

Xlii.Glo&>8ryof TermsusedInlheoccumeot 11

ECA Project

Management Manual v

Abbrevia tions and Acronym s

ACAB M ACABQ

cso ru

GA H RSS

IMIS

JFA M OO, M oO NGO

NPPP

P AlCO

PAR

.P

PMO PSC

RB 50 SRO

TA If TfA

UN UNOP UNECA

UNV

xe

AdvISOrY Committeeon AllmlnlstratiWand Budgetary Matters AdvisofyCommittee onAdmlnlstratiYlJ Bod BudgetaryQuestions

CIvil

SocIety Orgaolzatloo

European Union

GetletalAssemblyofthe United Natloos Humall Resources

seoees

sectlon

Integrated Management Information System 101111FinancingAgreement

MillenniumDevelopment

Gaels

Memorandum

of

Uoderstandln&

Non.(>O\ICrnmflnta lOrp nlZlltlon

Nationally RecruitedProjectProfem;ional Pel'5Onnel

Partnership

and Technlcal

ccooe-euce

O1ftce PersonnelAction Request

Protramme Implemer1tationPlan

Programme MaMaement Ofl\cef

ProgrammeSupport

Co5t

RegularBudget

Sec,etary-Geoeral(of the UnnedNations) Sub Regional0I'1'ice

TravelAuthorll8 1ion Trust Funds

TJUSl: Fund Agreement UnitedNations

UnitedNationsDevelQpmentProgramme

Un~ NlItions ECOllOl'l'liC

Commls.sion lor

Africa United Nations

Volunteer

Extr e-

budgeUry Resouralll

I

INTRODUCTION

I II

In the past departments responsible fof XB resource management have developed 'o'l!Irious guidelines and toolsto assist project design, manitO( implemeotaUon and facilitate reporting.

A number of BUlleti ns from the Office of the Secretary General (ST/5GB) and AdmInistrative Instructions (Als )have also been Issued lrom the UNHQsNewYorkto

i uide

the establishment and managementof technicalcooperation trust funds.Someofthese Instructions and Guidelines were dated as far back as 198 2. These include ST/5GB/ 188ot 1Ma rctl 19 8 2 on the policies

' Of

establishingend managingtrustfunds; ST/AJ/284on the establishment,ad ministrat ion and controlof geoMal

trust

funds; and ST/A1128 5 on theestablishment,"dmlnistration and centro!

of technical

co-operation

trust fun ds.

In the light of the challenges reese and experience gained on trust

funds

and extra-budgetary projects

management

0\Iel'

the past years. a n

ECA project

ma nagemef1t manual has become

necessary

to

set

out

therules In one

eece -

^{withinwtIictltheprogrammeand pmject}managers will plantheirstrategicdJrecooos.programme theiractivities.budgetandesccetetheirresources.and ensure that the results producedistimely,

cost

effectiye. andofthehigl1eslstandardof quality.

This manual eroooes Clear guidance

to

all programme and adminiStrative person nel who are Involved in the management and implementation

01

programme and project activities,on the management of techn ical

cccpereto n

trust funds and projects. The manual Incorporates all the e~istingST/SGBs and ST/Als on the establishment, management and control of Technical cooperation and generaltrustfunds;and provides operationalguide linesand procedures onthe Projectmanagement

The Manual Is also meant

to

provide hands-on training

to

the new staN of the Com missio nwho are involved In the day·to-day management of

XB nmos

to enable them take-oH on the right footlnabyproYidinaneeded inform ation not only on whatto dobut alsohow

to

goabout it and who

to meet.

As

the Commission and Its managemerrt practicescootinue to 1WOIve. the guidelll'les will also eeeetobeupdated regulartytobefully useful and effective.

2

re",n... atio n

nt-!\J'II-!\N

oPec

p t of e Project.

0 •

v a particular obj ec iv .In such C

.th

objective

c.

. icatkn :

t does the proj c m

chi v

?

How can th

m p cted esults- 0 put, Ou com d Impact:

D fln very clearly ur expectedOu put( ) (short-term results);0 c

nd Imp ct(Ion t m r ).( I r r 0 CA's &EReere nce Fra mewolrk

raj

t

Ac i .

l nd describe above).

out

to

ach

ct

( d

ECA Project

Management Manual II

Not e: Please walk through the formu lated activities

to

ensure that these indeed address the specific out puts and cont ri bute

to

ttleoutcomes and 1MO\'erall ob]ectiveof the project. If they do not, thenredefine your act ivit ies. Also indica te the timeframefor each activity. Whiledefining the time frame, please ensure that you make adeq uate allowa nce (ti me lag) for the required

Pfotect

relatedadministrative, recrcrtment andprocurement actiOn which normally takeslonge r tl'lzln anticipated.

f. Performance Indicators:

Specify

you r output. outcome

and impactlevelIndieatOl'S forthe various\eYels of ltIe expected results, I.e. what evidence is available to show or confirm that pla nned output. ootcome and projectObjectiveresbeenachieved? TheIndk:atorsshouldbe ·SMART"- Specific, Measurable, Achievable,Relevant(Rea listic)and Timebound.Theycan bequantitativeand/ orqualitative.

The challe nge

of

selecting Indicato rs is 10 find measures that can mea ningfully capt ure the keycha nges- bycombining what is subst an tl<llly relevant with what is practiCallyrealistic.The follow ingquestcos may be helpful in selectingtheright indicators:

Valid -

Does

theindicator capturethe

essence

ofthedesired result?

Practical - Are data actuall yavailableat reasonable cost and efforts?

Precise

mee ntng .

do sta keholders agreeonexactly what

to

measure? Clear Direction - arewe sure ...heretheincrease Is goodor bad?

Owned -

Do

sta kehold ers

a gree

thatthiSindicatorma kes senseto use?

Sample IndiCatorsattachedasAnnex-VI-£.

g .

Im p lement ati onStrategy:

Clearly state )'OUr ImplementatiOn strategies.Howshou ld tile im plementationof the

protect

be organized?Ttnswmersc includ e the project mana gement structure/ plan - whotakespart inthe project (partners) and who Is responsible tor what? How do you plan to monitor and evaluate results as the project progresses? Remembe r to sta te the duration of the project and provide for time lag to allow you some breathing space In the course of the proj ect Implementat ion.

(Particula rly where procuremen tand recruitment of new personnel areinvolved.)

It should also inClude advice on strat egy to maxim ize stakeholder Involwment in the project im plementa tio n. as a way

to

optimizequality results

Do

prepa re andattachProject Imple men tation Plan (asan annex)to the project proposal.

4

h. Geographical Coverage:

Indicatethe membef States being covered _u~rthe proposedprojectere the selection criteria used.Themagnltude/Pfevalenceof theproblem thatyour project Intendsto address should nOl be the sole determ ining facto r. While selecting the countries

to

be covered under this project.

atwaysti't~einto lICCountthereglo nar and 18nguage balanceof

the

member States.

I. RisksMllUmptions;

Assessand descrlbetheriSksfactors(inlernalaswellasexternal)thatcould possiblyjeopardize

OfaffecttilesmoothIm plementa t ional t ha project aod propose ways tomitigateor minimizethe risks.

Please ensurethaIassumptions areworded positively, I.e.that they describe the circumstances required to ecnece certain objectives. These assumptions are assessed ecccrmng 10 their relevanceand probability(Howlikelyis itthat a certain condition will exist IntheMure?)

J . Logical Framework Matrix:

Usin g alogicalframewofkapproach(seeAnne~ ~A).providealinkage between,theresu ltbased work plan. resultsbased budget.detailed justificationsanclltle expectedresults(outpu t,outco me and impact).

k. Resources Requirements;

Determ ine and quantify the financialand human resou rces required to carry outthe planned oc::tiviti es. Quantify and costthe lKluipmantand supplies requjred forthe entilltproject.Prepare the project budgetbyactivities and do provideforall)' evaluationcost if required.•

Note: In estimating the proJ8Cl. cost, the budget unee should coneeccoa to planned ecevmee (refe rtoAnnexV);the onlyeccecucosbeingthe miscellaneou sexpendit ureand projectsupport costs(13%)- it is mandatoryfor allUN

protects to

include the 13'1(,overhead cost. f1.S much as possible.include all)'cont ingency costsInto the mainsubstantive activity budgelllnes.

I.

Peer Review;

Share and revew the project document (proposal)with staff memberswithin )'OUr tearTl/div iSion forcommentandfeedback particularlyonthecontent^and scopeof theproject.inaccordance with relevantq...alityessoarceswceroswithin tileorganinltiorl.Experienrehasshown that most projects arevery ambitiOuSespecially

wnen

theyaredealing with buming socroeconome anddevelopment ISSUes andthiS canbeCOHected whenitis COIlet:tivelyreviewed by theteammembers.

Beforethe project document(proposal)ISfinalize<!bythedivision.acopyof the projectdocument should be submi tted to the PATCO/OES officefo rreview and comments. partiCularlyin the areas of content.fo rmat, budget. donor priorities and consetencwcompae rce With the UN rules and

EGA Project

Management Manual

regvlations. Please note that only

PAlCO

office is eutncrued to transmit the finalized project

document to

the donor.

(Please rlOte that a ftnalized "project proposal" becomes a "project document" whiCh can

be

submitted to the

oonors.

2. Establishment of a Trus t Fund (fF) at E GA

Anyproject proposalor draft resolution 10esta blish a general trust fUnd requires the submission of a report on the establishmentand managementof the trust fund as well as ns Impllc8tions

for

the regularbudget, Ifany.

The

trust

fund

proposal

isreviewed

to

determine,whetheritmeets the

couees

and guidelines la id down in

STf$GB fl88.

wt\ethe(advice isrequ ired from other offices and whether there Is anydirect or indirect ftnanCialim plications forthe regula r budget. The findingsofthe Budtet DIvision In UNHQ are InclUded in Ihe report on the proposed trust fund submitted to the General Assembly.FollowingIIpprovalofthe

trust

fund bytheGeneral Assembly,the Controller designates the implementing office.The im plementing offlce completes pan1oftheform F.238 and forwards it to theBudgetDivis ion, together withthe descriptionof the proposed trustfund. a copy ofthe proposed agreementwith the donor(s) and estimates of Incomeand expendrture phased by thecalendar year.

3. Trust Fu n d Agreement and Letter of Agreement:

ReceiPtand adminiStration of funds in respect 01anyprojectrequiresa proper agreement or a letter of agreement between ECA and the prospective donor.

An

agreement is usually oone for funding a projectconsistingofmany activities. Suc h agreementhasto bein conformitywith the provisions of the model agreement set out InAnne~ I. The model agreementis intend ed 10

set out

the purpose of the projectand the modalitiesfor the payments,receipt and expendttureof the funds. For onetimeactivitylike ADF.or aworkshop, aletterofagreement(An~II)may serve as a documentforECAto receive and administer donor',cont ribut ion.

All projects arecharged for progfa mm esupportfunctiol'lsesecctee by ECA.

The

standa rd rate of Programme Support

Cost

(PSC)

is

13%of the TF expenditures..

PATCO Should beccnscnecInthe peepe-enon of theagreement

to

review andensurettleuniform applica t ion of bas ic policies and proced ures. andconformitywith theUN rules and regulations All draft proj ect agree ment or Letter

of

Agreement shall first be submitted to

PAlCO

for review and for forwardi ngto the Executive Secretaryor his designated officiarsapproval.

6

Pleasese he atach Anne Ifor ast n Ann /I or st dard lette ofagreern ntus

4. C ost haring:

Tee nical Coope atlonTrust

v ^{E CA .}

dA reementand

It has nobserved that manygovernme

a

enciesare prevented by a fro

pa

in he en ire

cost of n ra -supported proj ec Th • r ers require ass ra ce C . s e ecuting

agen h

s

^{sh red in e cost of} un ed proj c . picall ^I cos sharin is eri d from the e ec ling agen 's salaries and ages a h projec manager and s ff dr c I ngaged i implemen '

g

p

ol

ct. including all applic fringe benefitsa di direc cos .

In h event

ttl

t he project manage ds toprovide cost sharing, ther vi

w

nd approvalof th clrcc or ofthedivision is required .Th cost haringamount and arrangern ns for deposits and dlsbu rs m

ts

mus edocument don 1 propo alapproval form and iustb ign d by II co cer d ontributingagencies. Please

b

awar th t voluntarycost sharI

g

is

di

couraged.

5. Receivin Partners/Donor Co tor Pro' c s:

ib ions (paymen s

Contri U Ion for

as

projects take e or of direc advancepay ent of funds required for t e acn ltl s ov r an agreed period. All proj ct funds are to be wire ransm itte directly into th d ign ted CA bank account. h d t Us 0 ECA bank account ar pr s nt in the signed a re m .Occasionallycan rlbutlo ch qu s r rroneously addressedto tl rej ect manager or r s ctlv divisionchief.Thesechequessho Id be immediately anded overto the Fi nc S ctio n for depositInto CA's bank accoun . The c eque m s 0 ccomp nied y a memo Indicating l donor, e c eque numb r nd date, p oj ect account u r (if already established),the projecttitle and theproject ran ger' me.

6 . Aeee t nces n Conti ation of Pie e '

S ould a donor p rd

c

de to make a pedg In d ofa can ribution, it mustb n

wri

en form, sign dby a pan ible representative andshould dtcetethe amou .tnetypeofcur ncy, the me od and x ct d da es ofpayment and condition

a

^achedbythe donor.

If special conditions

r

aeh d to the pled

e,

no

ckn

made until eace pt

!Ii

of sue conditIo 5 s n PATCO and CAm n em n.

I dge ent of the p d oroughl studiedand determl

be

7 , Setting -up of the I nitial Budget of the project:

Upontheconllrmellofl of

the

re<:elj)tofdonor'SoontrlbutiOn Into EGA's account,the implementing diviSion wlll receive 8 communication lromPAlCO

to

submit

for

apprv.tel an Initial budget

of the

projectIn line with activitiesdetailed Insigned pro;ect document. Thebodgetshould

be

pre~re<l

U5ingthestllndardDlJdgetlinesfor XB protectsascletailed In Anoex V.

The

initial

bud&et shook!

be submitted

to

PATCO alongwith;

8j Appro.edProject cIocumont Gl'Id/orAide Memoir:

bl Result B4sedWor\l. Plan:(Anoex VlIB)

cl Ofaft Budget: and

til Ful'\O$ allocationand/or fundsrecei pt advice{available

with

Cashier"soffice).

TheaboveOOCUmentsI rereviewed and

eeoc-sec

^byPAlCO,before belogforwardedtotheRnan08

Section for

the settlng up

at

the

Il'OteCt

account

These

Include: aliOWngli project number,a

PfOtect

accountand entering

the budget

allotit'lem$

into

IMIS.

On the

completionof the IlboYe exercise,the fund s canthen

be

ecceseee and eceocee bytheimplementilll division.

8, R esponsibilities of Pr oject Mana gers ( Directors of DivisionS/SROs):

The project/programme mana ger or his/hef

de5ig.nated of1IClal

II

responsible for

tne teetlnlcal.

adminis t rative.and financialIfIlInagementofa pro;ect.inCIu(hna::

al Fa mtlla mywith appllcllble partner/cklroorand UN rules and regUlations;

b) conducting

the worII.ln.

timelymanner and wlth professionalcompetence;

cl Complylnlwit hthetelmaand_cood~ofthe_{~ ~} ell _~uringthe expendttum complyand areIntlnewithappl'(Mldbl.Id&et;

e) Maint a ining budgetary control through departmentalbookkocPlnlancl~ ODtltn:III)'Stems

\lSiI'll

t he

il"\COlTle/expenditureanalysis tabla inAnnex. IX;

t) Certifying

that

aU

costs charled

to

the

l)fOjeI;teccoentbMetlts theproject; and

III

Complyingwithallrepol1lna lequllen'lelUl,wtllctllndudepeOodlcPIOiressfeport$,8SWfI11ltl finaltechnica landfinancialreports.

8

9 . Responsibili t ies of P artnership and Technical Co-operation Office (PATCO):

Tile

r es eoos.o uues

include:

a} Re-.lew project

proposal

and ensure compliance withpertJlers,ldonof's requirements andln linewlt h l ne UN rulesandregu la tions.

I) SigningtheprojectptOpOSlIll.continu ationproposalSandbudgetrevrsiona;

cl Negotiatm gthe terms and conditkll1s of tne project agreement. In!efPtetln&and Info rming divisions of me terms and conditions

of

the project agreement and partners/donor requirementsobligatory

to

thegrant;

d) Transm ittingtheoffiCial

Si &ned

projectdocument a oo apptOlledbul:lget

to

thedlYiaionas_"

as

to

thedooor.

e) Actingas. liaISOnWIththe douol,

f) Establishing the project account in ECA's financial system;

g) Regularly monitor ongoing projects

to

ensure that the funas are used lor the Inte nded

purposes.

III RNiewtna the budget and sutBequent

budeet

^revisions

to

cletermi ne cooseteocv Will'!the -escn basedworkplanandUNrolesandregulatiorls;

I) Req uesting for prepat1fl1 the e:w.pe ncliture reportS flQl'n the accounts section. sharing the same wit hdIviSionsbelore 5ubmm lng

to

the donor;

JI Providesupportlor MonitOfing.evaluation, rePOrting and folloW-up ofthe im plementa\10nof projects:

II) Coordll'\8tJnl respQI Se9

to

theaudi treports;and

II PnMdil'lg tNlNlgetnef1t and guidancetodMskloalproject mana gersregarding management

01 ecrce

^fund$,

10 . Special Circumstances and Post-Award Changes:

The extentto ...hi(:1'1a projecVproeramrne mana ger can authorizeeXpendituresthatdiffet lrom those

set forth

in the project's approved budget 8nd scope of worIIvaries from case to case aod

Pa rtner

to Partner, In some C&SM, any deviation from the apptOYe(l budget and scope of work requires

Partners'

prior approval. Thetel ore. It is absolutely necessary that the j)fo,ect manager arlOlOl'C1lYlS1on representative tI'lOrOuIhly understand th" 8pplO>«l terms

01

eectI specificagreement belore processing eny eJ.pendlture transactionthatdeviatefrom theoriginal approYed budget Whene'o'er there is any doubt. the

pro;ect

^{maneget or division}representative shou ld refe r to the donor's agreement as _ II as discuss with PATCO. II II budget

revI!.lon Is

required

to

accommodatethe expenditure.then _~TCOshouldbe rontacteO

to

ooorclinate and effect anybudgetc/'Iarlges.

ECA Project

Management Manual •

11. Prior Approval from Partner/Donor for Substantive or Financial Charges:

Maoy pro;ect agreemeots require ECA

to

obtain spectllc written approYlll from Partner/Donor before substantive or finanCial changes are

made. PriOr

Ilpproval Is necessary when major changes are required in the budget and scope of

wot1\.

In some cases even minor

ch ana"

require

priof

approval In sud1 cases, PAlCO

win

a dvise

thenext

course of action.

When pOor approval

is

required. the project maflilgerIsresponsible for

initlatini

the request In writingand Justifying

the

required changes. The written request must

be

signed and 'orwarde(l to PArcofor

revIeW.

IfencIofsed byPAlCO. the request will be forwarded

to

the partner/donor wtlh

justifications ana ex planation. on

why

the change

is

being requested. Changes 10 the

project will

oat be

made until writteo approva l from the Partner/donor is received. Please note thai some selected

Partners gral'lt E CA

anexca ooec authoritytoapprove some

01'

the abovechanges withoutobtaining prior approval.If anyfurther information

is

needed.pleasecontact PATCO.

12 . Pre-Award Costs:

Unclef

certain circumstances. sometimes

the

partner/donor

allowll ECAto inctH expenditures on8 proj ectbeforetheactualstartdate.

Some

0000f$are very PM1lCulllr llboutIncutTinl C05tS

on

pro1eet$

until

8 fomlal

agreement

has

been

signed.

Ho. _ r .

It Is

recognized that

It

may be

oeeessarytD incur costs beforetheSl8rt

date.

Justi1Icatiorlsto IncurPIli award COlt may Include, fT\allltl!lnlog the continUIty

of

lin ongoiogproject.Ofto

obtain

necessery start-upequipment Of supplies

tot

a

new

pn:ljectto takeoff.

The

^avthont)'

to

incurpre-award costsmUSl firstbeot:Jtajned from

the

Comp!roIler.

Thefirst

requ;refT--.!.

(or

any

pr_n:lspendifll,8ppro1181l1

pertner /dol'lot·. auu-tzatlc)n. "

the partner/donoralloWsEC\to

Inc:uf

plll _n:l costs, the

followln&

conclrtlOnSmust

be met:

a)

11

firm comrni\lT1ent, In wntina.'romthe

partnet/donor

torelease the grant;

b) DocumentlltiOnItSan

e-oidellOe to

prow

of

anessetltialneedto

IIdwnce

or comlTlltthefunds;

.""

c) ldentil\catlon

of

an alternate

funding

10 coYefthe riskof a delayed startdateor 'ailure

01

the partner/dol'lotto maketheantlcipated releMeof pOl

10

13. Six monthly and Year- end Accoun ting Reports :

TheFil\8 _ secteeprepares six monthly(JOJune)aridendof

the

year(31December)financial report5loreach projectwhiCh aresent

to

Ulefinancingdonorsand partners 8S well8S distributed

to

theimplementingdiVisionstonotify the latest financialstatus

of the

project. Withtheassistance

of the

drvlsion°s projectofficer,theproject managermust ensurethat expendrtures cha rged

to the

projectaocountare accurately reflected. It1$also important

that

charges are submitted

to

eeer

the

unliquidated oblip tioosas quickly as possible. Inaddition

to

m monthly and

end

of rear statements, Ole proJect mana ger can always request for an Interimfinancialstatementas and whenrequired.

14. T echnical and Progress Reports :

ItismandalOfylor ECAtoprovide periodic

repon

toits PBrtnetsanddoootsonhow the

pl o;ects

lhat

are flnancecl lrom

extra

buOeetary Ie50Urces are

bl:lIng,~.

These

peOodic reports

are:

a) Six monthlyfinancialrepcwu;

b) $emi

-a

nnuaVannual

progress

narrawe reports on theprogress of projedactivrties; and c) Termina lor nnalpro;ect reportS at

tne

completionofall projectactivities.

Toensure Ullifot'mityand strict adher ence

to

boththeU~

Secretariat

alld Partners requirements and sttJnd8 rOs,it

is I mportant

thatall ptOf,re$$and llna lreporton all xa projects and activitieS follow a uniform and stand ardizedreport lormat ThePATCO has oewloped a standard report lonnatin line

with the

Result BasedManapmenttrameworlland

th iS

IsattltC hed as AnnexIV.

Thepreparauon of thesemi-alVlual and anoual

PfOlV8SS

reports 8Swell as

the

protect terminal repartsIsthe direct_{resPOOSib~rty}

of

therespectiveproject managers.Alldraftdonor reparts Should first

be

forwarded

to

PATCO

for review

and

to

ensurethat It

meets

Partnef'S{dooor'sas well as

m-

house standa rdexpectations.Thesubmitted reparts WIn

be reviewed

andreturned

to the

conc:emed DivisionforIlnynecessaryCOfl'eCtIonand finalization.Thefinalized documentshouldbe retumedto PATCO

for

finalreview

and

lor

onward

transmiSSion tothe coocemed donor/Partn er.

Some Partners have diHaren t and specIfic repo rt ", lt lormat which is quite different from ot her doo(ll'partners.

The

preparatio n 01boththe progress andtermi nalreports lor this groupofPartne rs tho ugh scecsc.willeiscfollowtheabove-mentioned review and finalization proced ure.

ECA Project

Management Manual

5. Budge Re isio sand Bu e Can rol Form

anexpec:ted

p

B

a) b

c

d

Justll:lCatifOns

P I o.

Revision

n 8D10f'O'lfed

anowed

0

Re\irfsJon

d

p

ProQfaJmm ers n ca

1 2

Whileraisinga budgetmonitOring

form

forsignat ures of PAl CO,thefo llowing documents should beattach edtottle

form;

• For Staff Travel: Evidence of ect ueror estimated cost of travel like booking slips from UN travel agent.and a copy

of

the approved travelplan ofthe Division mustbe attached;

• ForCon$ult ant Travel: Evidence of actual cost of travel like bookingslips from

agent

and a copy

01

thesignedand approved$SA mustbe attac hed;

• Recruitment of iii Consultant and/or Project staff: The Terms of Refere nce and app roved memofrom HRSSmust beattached;

• FOftransfer01fundstothelmpl8menl lngpartner/agen cy: The requestmustbeaccompanied bythe relevant ProjectAgree ment or MOUwith Ihe partner/agellC)l and a formal request for disbursementclearly stating the amountinvolved.

• For othe rpayme nt.:The appropriatesource document andrelatedinvoic e statingcleartythe amou nt involved most be attached.

16. Miscellaneo us Tasks/ I ssues rel ated to Pro ject I m plementation :

a.

Recruitm ent lindother Personnel Iss ues:

For hiringconsultants and othersupport staff,the projectmanagerIsrequired toecnereto UN PersonnelPolicl8Sregard ing the appointmentofpersonnel onprojects.

For

hinng a

new

employee on II project ecccue t, the Terms

of

Reference and approval memo from HRS$ along with [he

signed budget monitori ng fom1should be completed beroee irlitiating the recruitment process.

Pro,iectmanagers/directors must clea rly understand that an Ind ividualisnotcoosoereceligible 10 behired untilallhiring approvalsh~beenoffictallygranted.

In addition totheabove,any- proposedpostattheP-6 or[)'1levellind llboYemustbeendOfSedby tileController,whowUI transmittherequesttoACABQtoobtainItsccncurreoce.Theconcurrence of ACABQ forsuch postsmust beobtained PlJfSU8nt

to

General Assembly decision 35/217.

If

exrstm g

employees aretransl erredinwholeor inparttoaprojectaccount,theproject manager/

division director is rescoosnse for oompleting a -ee-scooer Action Request" (PAR) fo rm . By promptly comple ting thePAR for m,theemployee'ssalarywillbeapportio nedbetwee nmevenoos

&CCOUnts towhich effortisdevoted .In thecase ofII current employee,the proj ect reenegermay

contact

the Finance Section toobtain

a co py

of anemployee'smost recent account dlstfl bu tion.

ThiSwillsavelimein assurin gthat theappropriateaccounts are changed.ThePAR is then routed

throo ghapp ropria te Signature Channel.

EGA Project

Management Manual

b. S·a and ConsultantTravel:

ve tr velon XB budget mus r lateto n xpec ed d II rab orol ec ndapprop lat Iy j stl I he R I Based ork Plan. II 8 Sta unded ro XB resources must r c ve approval of the Office of h cu ive S cretary. A 81 ned budge monitor ln orm ust be obtainedfromPATCOandsubmltedto theTravelUnitinthe Gener I5 rvtc Sec on, for a Trav I Authortza on (T. )ca P d.In he cas 0 Co sunant' el, a copyof th I ned a dapp d SSA a co pany er ues for bud t moni a Ingform approval.

c. Procur ment of

S .

rvlc

Procur e

t

of 0 5 an ces rem ns a ce II ed actl

i

1 the Commission. d Is go em the U rules as stat d In UN procur m ntman I nd und r th UN Fin ncial ules nd regula ions. T e former provides delegatio to he ES wi11respect 0 con racts nd purch :thelaterindicatesth resholdII its h organlza

ton,

anag r r uirin oods and rvlces or proje ct Impl mentation hould forw rd elr re u to th P curem

nt

Unit in th Gener I S rvices Sec on under Oi lslon 0

Ad mmlst atio . TheSRO Direc a are gi n a hort to roc re g s and e ices p to certain lim . (Seer a no e on I ionof u horttytoSRO)

d. Coop ative Agre men s Sub-Contrac s and Memoranda ofUnderstan in In m ny c Sf nawar Involvessu bco tractin

th terms dco di' a e

p

me a rd sho Id include the sea of work d budg fo

ubmission.

Any

subco

tract

at was not lnclu

p

rovalb for i can cu d. T

pro iect

m d

go

·8·

at coo agr

ts,subcon

. Payment schedul and proc dures forSub-Contr

ct .

hepaym

t

schedul d proc du e oral co rati ea entsand subcon ct should b agre d upon at me ⁰ loping and negotlatl ng such agr ments. Car should b

en ~hil makingpaym nts for such agreem n a ensur tha at I a t30%of h can ract umis paya I only on comple ion 0 theassignmen andsubmission a r Ie n niealand naneial r ports. Asfar as possibl .the pa ent ho Id fee ed/ rout throu e SRO o ce in on or UNO? offic

i f

SRO of IC inthe re ion can no ndlethe nsaction.

is recomm nded a when paym nts remad 0 me s tutionalcontractors co ies of se uchers s auldb

traeto s well a

f.

Accoun Overdraft ,0 ficit and Disallow d Expen e

he project m n gerIs personall r ponsiblef r ssuring th t eprojec x ^ensesremai ithin t Ifmitsof p ro edbu getandassuchhe/ eispersonallyliable for ede cl authorized

agains any proje ct l der his/he purvie .I is ther for his/her r ponsibili y ^\.0 seeur u ds from divisio 's0 er XB r so urces to r ctify the ov rdratt or isallowed penses.

g. Carryfa ard of Unencu bered (unspent) B lancesand No-cost or Project Accounts:

Carryov rof un ncu be ed ala cesf om one bu

g

t period to a otheroft prior pprova fro donor. Differentdonorshave diff r nt rules

g

rdingfu a thee d of a b dget inamul l- ar projec .

xtension ofMoU

n requires writt e t

at a e

unspent

Sho Id a roject m na er unabl e to utiliz an un ber d balane , h / e s ould noti fy PATCO

wit J

stifi tlons, at l ast 90 d ys prior 0 th end of h project p rlod, PATCOwill then s form I r est 0 pa r/do or for a no-cost nsion of h g ee en or MoU.

he request for o-cost xtension u t ree ' d ell in im 0 al0 s cte for r Q iredco ulta ions^t nd approvala th Par ner/Donor

h. OperationaJ and In cialcia re of Proj Accoun Ate end O·the pro] ct, the partn r/donor sually require

Inal fi and I eport d tiling pro] ct expe itur 5 and r sui achi eo.T e n r/cono m alsor t for.oth

in e loris t ere e In he course of i pie en

m st be p ovided

wi tli

90daysaf hee

c

ot he pro] ct.

he executing age c o s b i al sub t nt ive repor of he

r

Items, such

s ols cto ur of a y

on of pr ject. h eports

e rep ratio r p ctive proj

I (t

rmm

I) repo t ⁰ the proec he dir c resp o slbflity of

A projectwill beopera i lly clos

w

enallth plannedproj ct activi h vebeen ornpteted:

an financia ll closed h nall p y ns av enmad d outstan fng oblfg ns on h project ull liquidat ed. A projee dee ed to b operat 0 II a d nanciall cl sed n the abov wo condi 'on have b et, and th rna doryfi 81fin nclal and In Inarrativ tee ical ports tran mh edto h p rtner/donor,

j. Prepara ion of ActivityCost PI n:

While prep ring a ae ivity cost pi n,act a cost 0 all possible tasks,duties, chor s and jobs requir for theactlvi mustbe included. Th formati ached a nAnnex XII.

k. Ori ntation p gr mme for first-timeproject m na ers:

PATCOor anizes a tral Ingsessio or all inco ingfirs-u me ma egers.

7.

^L..Vro.lll"'~,

uO

ECA Prolsct

Managefllent Manual 15

tes

nd

completion, on

e

o

'ca.

{PIAJf'l~

o so,Whorepos~ible In

rormeuon

n d

o

auons a

In e

U N

0

chi nd

lop

. Q l ity A J r co X f rOJ C

is proc

chi;les and

e cu eo throu

Q

propose assessed 0 he ba i the

ReIlevan ;

ic

outcomes

Rbrnrv: stakehol

r

in 01 me

roj

assessee

⁰

in

proJlcet

management; resoorce ro

stBtteh<>lder management;

•

Q

^I Assessmelnt0 OuLJ.''U_~ a d

~ .--~~"~""""",,,,-

/4.n1l8X I

- - - - ---~~--

U I ED ATIO S 00 L EC NI CAL CO-OPERTIO N T RUST FU AGREEM T

W ER S

e

o ce)",and

a ions, re re t b (Her ina er r ment of (recipien co ntry):

Ha agr to

co-o

rate n . pi nta"0 0 a ro (s) In. (r cpi country) en I d

(" relnaft f rr d to as th proj ec (

n.

^{whlc project( ) s} summarized n achm nt A

h.r to [and I more fUllydescr dIn a jeetd ument() dat d"] :

WHEREAS th Go rn nt of (h reinaf r referre to s" h donor ov mmen ) h sin~ rmed th United Nat ions 0 I s willin ness to contrlbu fun ds 0 meet costs of e pro ct(s)

( n eba j of e ro docu (s) da daco 0 Ich h enp 0 'd tor res

a he donor 0 rnm nt);

n the United ations and e donor Gave nment onsibl nder term's 0 this A r men he donor Gov rnmen tomee th costs of h pro] ct(s) he do 0 ave m nt r

y

agr d s fo10 :

EREAS It has b n agre d bet t e (1m I mentin 0 ce) h II b man geme of he funds contrib uted byt NOWTHE OR th United '0 sand

Artic le

a.The dono 0 r me t sh II. n e o n parag ph 2 b I , plac a d posal of he (Imp menting office) sum of U and t e Impl me

ung

0 he ) shall use suchfunds 0 eet the costs 0 heproj ec ( )as hown ina achrnent A;

se au in currenci of and addr ss b. The donor Governmen s all, in accordance i h the hedule 0 paym n

a chment B to thl Agreem

nt,

depo It the a oresaid funds in convert bl unr trict due. to n ccoun d gnat d the(I I me ng a ee) a e(n o n of de sit);

c. Th (Impl men in of c ) sh II stab ish st u under FinancialRegulat ns nd ul of

eUn ed tio s fa ree n ad Inisuation 0 th resa d unds;

(lmplem n log nd direc

nd

serv

ces

es

^{lat ions,}

d. Th trustfund and th ac ivitle nanc d h ref edmlnts reobyth

o c in accordance i the p licab U ted a ons regu a n . ru es

Accordingly.p rsonnel hall be ngaged nd adm ni tered; uipment , uppli purchased; and contrac entered into in ceorda c with he provisions of sue ru and d r c j es; an

e.

All financi I ccountsands t ments sh IIbe pr ssedin UnitedS tesdoll r .

1 8 ECA Project , Management Manual

a. ru

or b. trus (impl

sh I

'cle 2

ncurred h (lrnp: men In 0 C ) n he

. Ih (if pi m nUn 0 Ice ) sh II eomm nee and continu to con du op r A r en onthe r ip ofcon ibution Inaccord nee rh sch dul of

c m

8;

ou

mak any commi men abov

h (lrnplern

Artiel 4

ns.

amounts sp c d for

ry ch

11th

be~Neen

valuatl

pro i io

Art icl e 5

s trust u

d.

includin jo nt evalu tlon

by

ipie G ernm all d

rta

e

chme

A c e 6

extemal-auc 'ng oroceour I d

nlted N lions.

nt lh e 0110 N tlons accoun 'ng n

I a m l rwith resp o

e.

ExIJ1eoc:lltures.

a d I b'l es as of

y

the dono, and

port and al ncl of isAr!.leeln en .

o lreuo ot

e (lm nlerna

cl 8

d Go m n he . i eo n0 0 the

epurposes for

w

ieh th t ustfund establl hed have b r aHz d.

loa

Ion s all b deem

0

be d

t

of explr tion of i Agreeme ^t c in rc of lcle10 for the u pos s en ed.

This Agreem en may b ubject th lnuance

Artl

e

t d byei

r

of 'cJ

o d ys' wri ten oleeto purp sest e ta ed.

er pa •

Artiel 0

On ter in n or exp r ion of his reernen under Artlc!

Id Cmp em

ng

c ) nti aI ndi resi have be tisfied fro 5 eh funds. Thereafter any surpl e[disco d of asIndie

ted by

th· donorGovernm n] (u (Implem nin ofiice)Inc n uJ ti ith th d nor Go rn

or .

^{th II ontinu} 0 urred

i

pie n in office 5 remaining

I

the trust fund shall

for a p rpo edetermin d byth

ent].

Arrete 11 his ntsh II n rInto

r

c upon signature.

Art ete 12

n d,b In uly u ortzeothe etc,hay sign d

t

epr s nt

n u Int o e .

sa

ay of- - -

55 WH R OF,t

e

und r

e n shand - -

WIT

ree

Da e:

- - - - - - - - - ^o

F a ma for the Le er 0 Agre en

A. Exam Ie of nitiat'ng t e Process of Le er 0 Agr

D arMr./ Ms ,

Subject: Lett er of Un e tandln

en y E GA

Realizln e lm rtance of om ' health as tresse in t e D s.ICPD nd Beijin and Da ar PI orms for Action, to lrnprov the maternal and neo atal re of mot ers, h

O r anlzat

⁰

name)

nd the United Nations Economic Commissio for Afric (UNECA) ar organlzl trainin orkshop on 'W men's RI hts a d a ernal Mortality R ducUon' ith ob

ec l ve

⁰ nsurin ha all omen ho de op Ii

e-tnrea

en n obstetric complications re supp rted with the em rgency care required to ve worn n's lives.

A a reement I beln r ached 0 financ the training workshop, which will b held In

...2010.

The major objectiv ofthe Conferenc re the ollowing:

• I ntify he prority problems to enhance mat rn I and onatal surv val n South rn Sudan;

• Id ntify n .onal competenci clinical ⁰ cers ho hav en pr viously acting with c r ean s Cions) W 0 Iready ave ecute sur teal inte entio b cause of I ck of m dical0 C rs;

• Identifytrainln needs0 s affr qulred in Souther Sudan 0 sc Ie upcurre in rv nUon to nhance m temal d neon Isurvi I;

• Exp nd the evid nce b S6insuppor of effectivemaemal an neonatal mortalityinSouthern Sudan;and

• Incr se reco 'li on a acceptan e of e ca egory amo

g

n ·0 at polio m rs and op nlon tead

arne: .

Title: .

Organization:

dress:

Tel:

22 ECA Project

Managernent Manual

rks tKlO

...to m pe

m n

to co m a d

h ( r niz on n

I. Upo s

gna

u

(...•...•..••...••Dollars).

final nd i I r r

tran erred.

II. Upon recelp 0 funds ro CA (Or unds:

n co

im

g

onn m II

u

dpur

I net I statement

th

c rtl d

^{cl I}

aternent:

copy

~ rm 0 thl by I ingand r ur ing

Yours nc rely,

te: _

- ^-

^{.... ~ - ~.}

AnnexU ²³

~

--

^-

p a o t

'-V'~

r"I""Ir"\1 0

I

I

nd/ or Acce....

^T....n

B .

Don r y CA

ubj

m )

No th r fore, Or nl t on , )would I 0 can rm a WII CA

um

0 U

KING

c

U

h III clud provi I n

C st ot dmlni

)

am )

uth ori

E C

o u e con lbu nt 0

u

e

^{r ic}

f) nter in 0 force upon lgnatur of oth pa rtl , (Org m

e) rti d n ncial

a

m

11) m

W okforw rdto delib r lng

wi

hyo rorganl on durin til

rnport

wo kshop.

NOlme .

TItle: .

Th undersigned 0 ganization, a

n

ort conom Comnnlssl,

N

m

II :

Dat : - - - - - -- -

Annex III

SAMPLE OF CURRENT JOINT FINANCIAL AGREEMENT

JOINT FINANCING ARRANGEMENT (JFA) BETWEEN

THE UNITED NATIONS ECONOMIC COMMISSION FOR AFRICA AND

THE POOL· FUND PARTNERS

The

United Nat ion sEconomic Commission

for

Africa(hereinafter referred

to

asUNECAIana the Govemmentof Oer1mark,

Sweden ,

Norwayandthe United Kingdomof Great Britainand Northern Ireland (hereinafter referredtoas Pooled Fund Partners).desiringto work together in aspirit of partnership In order

to

address Africa's development challenges and support the development prioritiesofAfricanUniOn(AU)anditsNEPAQ progr ammethrouih supportfor

the

implementation of the

U NE:CA

Business Plan 201()'2012,

Agree

to

adhere 10 the following:

Section 1

Objectives and Definitions

1.

The overall obje cti ve of this Joint FinancingArrangement (JFA)Is toassist and facilitate the work afECAInsupport of theAUandthe RegklnalEcooomicCommunities (RECs) and Member countries as antiCipated intheUNECABusinessPlan 2Ql().2012.

with

particu larfocus00: Promotll'lgregiQOaIinte grationinIlUpporl oftNtAU vision andpriorities.

Meeting AfriCa's speci al needs and the emerii ng global challen ges. particularly wiUlin the contextolllch ievingthe MOOs.

2. This JFAspecificallycovers extra..tJudgetary cont ributions from

the

Pooled Fund partners who have agreed

to

provide their funding through the mechanism of 8 pooled lund. Any

new partners are

welcomeas a signatory to this JFA and to providefUnding to the pooled fund.

3. Areas

to be

financed

b'i

the Pooled Fund Partnershall

be

outlined In an agreed Pooled Fund Partnership I='rogramme. c:overing8periodofthree years. Bilateralagreements will

be

establiShed lhl'OUfJ'l letters

d exchange that a re

oompatible

with

thespirit

and

provisionsof thisJFA.

, """'--'-"--"T

ECA _R "qI~t,;,

Managoo..erlt. _{MarJUa l ~,.}

~ '__ -...:1 I ~__~ .

Section 2

0' 0 d Con u ion

Polle 10 u :

1, uch (ADF) and h ig Table provl ^S

u ^I and mobilization CA wi I

co ti .

in

Po

led und P ners, 0 i r and5 n t

n

nd Implem n tlon 0 its outcomes, These arums n worl ⁰ UNECA, Itwill Iso enco rageI proved rna n I upp r to Arlcan countries nd major

res rch ,praetiUon nd policym k particulart inAkca I t ral part n uch as the Pool d Fund Partn rs,will n -th nk" n re osl ory⁰ knowledgeoncritical

In rac and ar Inf ion en

no

undsen ru a he Comml ion Ingdevelopment priorities for A rica as

prio iti ,

Th matic war in roups of ttl Partners Foru 'II facllltat di cusslons and r i of pro r on coord n ted par n r psand on caner t etivi I s d project, D lib rations

n a 0 v a

i

forum should furt r en tc e rs ippro e .

Annex I II

ired.

T

ndcon ula ions n ion(i 2.3a d above)are

2.

3.

S c 'on 3

C ribu io

o

pa

con r bu 10

Ofsub-theme

r main IInll'et.~'t'1

ur

Pm,ar:R mm •or .

h

rsin pro

m

-

.-

28 ECA _Proje~ ,

Management Manuat ,

- -

--

lu on

1.

u

r

s

o ol'O'/lde

orw rd

w

thout undue o r nln to c lviti roe,Jramm •

layto the 00\ d Fund u ded un rthi

J

o activiI se rried au rs Pro m •

nt requested

2.

he pro ramme eyel ,U. ECA and Pool d und P rt ners, k the Inrtia Iv to review h e 0 er Ion und rhl

deter mine ...erforrn c and a ⁰ nh nc ng h p rn rs Ip,

Sect io n 5

partin ^I i ncla 5 at m nts n Audit.

n to ach r

rt w II

followth

Annex I II 29

sub- h m t analysis of fun anticipated

v

us funds ree i d, contribution

r

Pool d nd Partners and oth r ources and a erpe ine infor on.

3. Brief u tes0 progr groups.

prepared forth bl- nnual me tin

s

of h hematlcworkln

4. FInane Itr sact ion and nei Istaternen h II be subject to t Internal and m 1 audi p oc dures as pro id d or In e U nancal r gutaIOns.rules nd direc i

o he a d anciat sta m n 0 e U h II submitted 0 th artneras d th come a ailabl .

5. UNECA will p rform all recur ment of good and cervices in accord nee with the UN procurem n gulatlons.

Sec f on 6

isput e settl m nt

1. Any dis u •which may arise b tw e Signalerl s s to the Inte rpr on, application or implem n I thl Jo nt An n lng Arrangem nt, he Signatories III consul . h ea a herin eord rto see an am solutlon.

Section 7

Final provisio

ThisJFAshall erI toforceu on I turebyall Pa

2. e JFA ay b mend dthro gh n changeof I e between th Sign tortes,followl g approprlate con ultations.

3. This JFAshall rem ini forceunlesst rmina ed bymut ual r men b all Signatories. 0 Pooled Fund Partn j hdra '/ ermi ate his support b gi ng oth r 51 atortes ree (3 ) onths ri

nymodificationto thePoo ed Fund PartnershipProgram me/ budget bythejoining of a new

00

ed Fund Partn ^I should be approved by

tile

Signatoriesof thisJFA.

5. T e Pooled und P rt ners rese es h righ to disco tInu transfer of funds.

i

co tracual and/or report ng and accounting oblig tio sare 0 m t;I here aresubsta n 'al d faions

magreed plan d budge i 0 rlor consutta ion: or

r

^{doub aris I h ardto}

t

- --.-, 'r ", ,-. :... , '",. _ ....

30 EtA . Proje9t.·;

Marl~~ .eme!,t. ~~nu~t'

pro er use of funds under this JFA orP rt ers ip. Beforeclaiming repa ment. ThePooled

J d Partners and UN CAs all co suit with a view toreachin f.l solutio for matter.

6. U ECAshall info m e Pooled Fund Part n s immediately of n illegala corrupt practicein any activity Ina ce nder his

J •

e eror no u derU EGA'srespo sibili .

For theGovernment of-

For he Go ern ent of-

For Gove nment of

or the Governme of-

Fo t e nited atio s conomic Commission or frica ECA)

4 _ _ - _ ... ~ -;;.=--= .. - - I

Annex 1\/

. . ~I~W_-·~ _~^{...1,_ I}

Extra e ary resour s project/activity PROGR SS REPORT

COVER P GE 0 TH REPORT SHOULD HAVE THE FOL OW G:

PROJ C TITLE: PROJ CTDURATION:

REPORTING PERIODCOY R 0:

INANCIALIMPLEMEN ATIO RATE(in

%

ofthe totalbUdge tasperannex1 J ures)

U OF1 p eT:

(Should

no

exceed

3

ara raphs).

~~~ot~.:Forpro}

c

In

e

^fly

stages,

^it

i

u this could be

a

de crlptJonofactivities.

tood hat heremight JImt dImpa ct and

~

32 ECA Project

Manaqernent Manual

1. REVIEW OF EXP CT 0 ACCO PUS H E TS AN CTIVITIES IN EWITH 0 FRAM ATRIX AS E R PROJECT DOCUMENT

W II preparingth trlx pI se en urethat r vi

w

lncludes all ctlvlti project document,

n ct arty

st atingthe

ac

iviti

s

which have be n compl

no/ or heactivities

w

Ichar underimplemen on ( 0 k-in-progress)in lin Work plan).

A. ACCO P ISH TS

1.

Include details II

Quali ac A .2.

completed I

2)

per he approved d/accomp[she

I h he ro] c

-

Annex IV

· PROBLE S E co TE ED

execuuon

0

b. ionstaken 0 r

3. SU STAI ASI fTY

· REVlSO 0

as 10

OJ EC 0

pi

I .

submtsslon?

^{hanges 0}

· WO P N R TH REMAINING ACTIV S

t

m n

duleofcom I Ion.

Duration/ Dateofcompleti on

EAi:

A1.1

A1.2 I

EA2:

A2.1

A2 .2

. ADDI 10 L I ORMATIO (AVAILAB UPO R U 811

I :

e

ror 0 ep j

) )

c)

d)

. BUDG EX - DITU S I CO A 0 o rr R ORT

an ary - Decem r 2 08

Ti I

-

^I

- -

^{nur N U}

^P

ⁿ

ro _.,...r

AclMiY BuclgsC -J July j n- B11'III1~O

5 m

n m

I A'l '18X V 35

GUIDELINES FOR BUDGET PREPARATION

The lollowlng paragraphs explain the use 011111ccoceroeo blJdget lineswithcletaileddescription andpurposeas related

to XB

fUndlne..

1.0

Budget

Unes

wtth

Descnptlon

and Purpose:

1.1 Project Personnel Compo nent: Budgel Uno 1000

Under thisbudget line. estimatet relaled only

to

project

eJ.P8rts

should

be

recoroed. Relevant costs are budgeled byarllde on~ bltsisof ptO-lorm&008ts ptOYIded byBudgetUnit

lBU}.

The costs

0'

experts are

budgeted lIS

/I slngle

"lure

tor each post and

the

budget line shoukl

be

bloken clown under 1101. 110 2 etc.according

to t he

number of differentesperrs required.

Each expert shouldbeidentifiedbyBseparate budget'r.~8r'lCl

the

t:l

t ,

^{alpUon ofthe postshould}

beclea rlyecen

O1Jt

In

the

projectdocument.

The

numbarof man-months

to be

deI"'e redUf\Oef81Kheq>ertpostshouldbe shownwtthin each annuII'!Oeamentofthe~ wil.h. oonaspondil\&pro.tormeC06l.

tx pe-ts

appointed for en Init ial appointment of less than

I IJ.

t61monthsshould be treated as

"consultants' (see below~ It the dut&lion is eJrtencled be'jOl'I(l

six

monU....

the

postahould

be

transferredtoan individual

expen

lineatthetime

01 the

nextbudptreYlsIon or rephrasing.

The

concerned servce DivisiOns

^invofo,oed

er e:

Partnership

and

Technical Cooperation Office (PATCO) In

the

Offtceof the Eaecutr.oe

Secretary

(O£S), Budget Unit In OPM and the Huma n

Aesou~

Services

SectIon(HRSSlandAceount$UnitInthe FlnaI'1OOSoalollof

DOA..

1.1.1.

Conwltants: Budget

Une

1150through 1199

Each offflf

for

consu ltanc:, assiC'lment

which Is,xpecte<l1Olastone IIlOflthor moreshou ld be shownon.Ssep&1lI1e llUb-fineusing1150through1196aarequiredand with the moetecculllle estimele ofthe oorresponding merwnoothsand

woO<.

ConsuItal'lCM!Swithdurationof lessthan one month should

be

reeectee unclet budgllt lil'lfl 1198 meant!of'Ihort·term Conauttandes.

In

the

above two

cases. the

appointmenttraveland repatriation travel must be budgetecl undef

the

oooesponcIirIg

Hne.

In

the PJOtec:t

bul:tget. separate subtota ls shoold be drawn for expetU (su b-llne 1149) and COflSUlt8nlll(su b-llne 1198) and the subtotal for expertsand consult ants should be combi ~

end

-eee-eee

^{unti e-11'If! 1199.}

, ^.

ted N 400

rtntemeuone A'''1''UlIJ'1 C

Thi

c

1 .5

Thi

5

o

c ts:

nn toni

h

ci ed t do or o o r m n

L5.

on0 ert~rnln evaluatlc r ues d

n r

to

7

rofess lo I P onn I

(t\lPI=)P):

B dg

t

701

These fel loWships ale'Ofthe specific purpose iCentilied In the plojectdocument, such as,to achieveinstitut ion - building. They are Inter'ldedto upgrade th e capability ot neucoer project statf rather th!ln to provide a mean by which the

vernee

^{can Obta in a}n academIC deglee.

Nevertheless, for certain sceeee PIOjectS. such as strengthening a dePllrtment ir1 an educationand l1ainlrtgIn st itution,degree orien tedfellow shipm~

be

appropriateptOVidedthe benefi ciary,the exac1lngagem.ilnd thedono rconsidefitto beessential for the achievem ent 01the pro;ectobjectives.

Afellowship

may

include:

SP"dany designed trelnlr1l PfOllrammn Involvl nl the transfer

of

kn.ow-how and technical knO\Ooledge;

scaoe rmc

shldy,In~1wl1l.participlltionln

regula r

01 illdMd ualiled

ceursesc

Fe4 klw5.hip should be worI<ed

out

ill detail

once

the candidate

nee

boon des-goaled. Detailed traill,n&reqalrementashou ldbe establiShed ()flthe baSIS01}DbdescriptIOns, actualperformance on the Job lind theformal edUcaUOfy'proleSSIOnelOiIckground afthecandidate:and

rre

^administration includi ll& estimati<lIl

01

fellowship lleCeS$itates the \ISEI

of

pl'O'forma

costs

^lfl

line with theUNrule!> andregulations.

1.8.2

GroupT,ainl ngtStudyTou~: Budgel

Line 3200

This lil'e ISreservedfor

group

^{trallllll&0YeI'00easorIII thecountry,III ceoer}

to :

Attend.weciftcatlydeSl[VM!<I prec ticaltrelrllrlgcoursu.aemlrlars.sympos ia, woti<sl1ops and/

or:and

Participate Ina groupstudytouror observaOOIl tour10exam ine reieve nt iI'lforrnalionabroad, asWI'IIas toexchanll.e Information .

ProposalfOI grouptrail'llng should be eocom~nied by a full det ailed 'Cost Plan" inco rpo rating all

aspects

or th\ltramlltgtrc m recrunment ofconsuitantsto participantstravel,interpteta tion, repcrtmg etc, directly connected to the project concerned. This cost plan

is

a necessary pl'econdit'on foreXilmin inggrou p-trainong request at

£0..

Stud y Tours provides support mainly 10 Senior Management and tecrmcer personnel for undertaking viSits to selectedcountries and Instltuliorrslora ma~i mlJrn

of

two I'I'lOf"thsinordel

to

eccuee knowlellge 01direct relevance 10the function and resoonsibliilies

of

the peI'SOf1

IJndenaking t1letou r.

8.3

Annex V

budl~el

n

Ico

ordsan t main d nd s at

ry

suppl s•

.9.2

Th

.3

00

ith th Divison of

()() throuah di

300StlOllld sed 0 'rna p

B o IIequlpmen components

.10

e

ing

Un s

d

o to

^{53 0}

u ler

misceuaneous

co

po

1.10.1 0 era Ion

Cos fl ea 0

byth P eject5 outd

• O . R C

0.3

n USSS()O Id

Annex V

1.12 T otal Pro;ect: Bud get uee 9900

Theline isthegfilnd total

of

aUproject components including programme support

cost.

Plea se note that gl,lidellnes given eccve relate g<:l!nerall)' 10 a single partner. In case

of

several

fuOOiIl(

partners, project cost s narini arra nge ments

will be worked-outusing

the

following

budgeHnes:

1.13 Cost Shari ng :

Budget

Unes 101

10

159

,

\

^{BudgetLine 101to 108 -} Donor Cost Sharing

These lineswill reflectthecostsharingcontribution 01 each partner.

\ \ 8Udget line 109 istilesub-totalforall CostSharingcontributions.

1.14 Cost Sharing Support Costs: Budget Une 150

~pport

cost for

each parttletS' cost-sharing contrlbutiorl should

sub-lines 151 tt1rough 158.

Budget

line

159

isthesub-total forallcost sharing

Support costs.

2.0 Conclusloo

be reflected uflder the

Pillase

note

the!1111the informatIOn provided aboVe relateto the preparation of project budgets flJnded b)o bi-lateral and multilateral partners andUN sy.;tem only. A sample of the CURR ENT budgetformat In use

ts

attached as 8 readyretererce.

Should you need any additIOnal clarillcation or Information on the preparat ion and use of these budget~nes.please contactPAlCOOffice.

•

- - -

, EGA Prciect M anagement 'M anual

_ ~_~' 1 _ £

BUdgetLines andADSRelmb urso m ent Rates for

I

New Regime Projects

Description of Cluster

CLUSTER1 INTERNATIONAL PERSONNEL

B L

1..:11 ' 11.51-119 1197

4xx

2

P )

THAN 2 M) J

I

CLUSTER 2 NATIONALPERSONNEL

7 - 748 1751-1796 1797

BL

2 01·27xx

ClUSTER 4 FELLOWSHIPS

B

3 0 ·31xx

I I

^d

^v

^{ualFello hlp}

CLUSTER 5 OTHERmAINI~G SERVICES

Group nin y't rs

In rv T ining CLUSTER 6 LOCALPROCUREMENT BL

50 5 IP rernent o qu'pme

IncludIng0 rationand mtenanc of Equip nt(Bl 51foroldregimepro cts)

CLUSTER 7 INTERNATIONAL PROCUREMTNT

Bl

460 6l<X 4701 7'1J(

MISCEUANEOUS

f' - - '.

Annex V

I

HIGHUGHTON CHANGES

or

BUDGET LINES Bt

A UNIT: OCA POI NT;

L

l

CH

- - I

RI '

o

o

I .••••••••••~_ P J C I ORGA IZATI

RTI GO _ .

R P

2^nd I inde ..

Su ton du :.", ^{1 +}

I·J...·_· I

AI:: ) 1 18X V II

A PLE a ^{8 1 PLIFI} OGICAL F A EWOR

• Sourceof

Interventionlogic ObJectr-ul )'~clr l fla ble Indll:i110rS lfi I Rl~ks:AssumpUoJ\tI

\'or ica t on

l_

1 .n Iizn en of h ckground docum n on land lndi 01"5

Main ctlvit •r vewand refine In tor

studies or rna rms

lngprogress hanIs fof·