Transcript Grants Management
Ethiopia Protection of Basic Services Social Accountability Program (ESAP2) Grant Agreement [TF099878]
SAIPs Finance, Grant and Operation training Presentation May 21,-22, 2013 1
Challenges in Grant Compliance
Timeliness
- 12 SAIPs have met the reporting deadline which MA appreciates very much. However, the rest 18 SAIPs did not meet the deadline. -
Completeness
- Some SAIPs sent only a soft copy of the financial report. - Expenditure receipt was not attached by most SAIPs.
- Supporting documents like timesheet, contract agreement were not attached. - Some SAIPs didn’t attach Narrative report.
- Most SAIPs didn’t attach advance request form. - Some SAIPs didn’t fill the forecast table.
MA format receipt was not filled as per the instruction. Some SAIPs remove SOE sheet ; change the formats; forecast sheet Most SAIPs didn’t attach checklist.
Cont.
Accuracy
- Some SAIPs have reported April 2013 expenses as first quarter expense.
- Ineligible costs like top-up was paid and reported as expense.
- The amount listed in the invoice ledger doesn’t match with Statement of Expenditure because linkage was not maintain.
Financial Reporting
• It is important because the MA cant get fund from WB without submitting those report; • Timely reporting will also help us to avoid cash shortage; • The fundflow is as follows: SAIPs submit FR to MA MA received and review
Accepted
MA sends it to HQ
Accepted
Complies the reports and submit it with SOE
Accepted Cash available at HQ
VNG HQ transfers to SAIPs WB transfers the fund VNG HQ VNG HQ transfers to SAIPs
Lesson Learnt from Q1 Report
• Good internal control systems of SAIPs; • Good understanding on the financial templates and overall financial reporting requirements; • Willingness to take the comments of the MA; • Refresher training to the lead SAIPs and good improvement afterward; • Less supervision by the lead SAIPs; • Understanding gaps on the documentation requirements; • Improper use of the Financial Reporting Template(alteration or modification on the templates); • Less responsive and delay in submitting the revised reports after the MA comments – few organizations; • Understanding on the contingency and admin costs calculation and use; • Some adjustments on the Cash Forecast;
Procurement
Highlights:
• What does the SAIPs PP includes? i.e. Goods, Consultant and staff/employees (permanent and temporary), • No procurement shall be undertaken unless indicated in the agreed procurement plan & obtained prior approval of MA/WB, • Procurement plan shall be updated at least annually and follow the same approval process,
Procurement plan revision requires:
• When additional activities are encountered during the implementation period. If that is the case: Revised procurement plan needs to be submitted.
Contract registration has to be attached. (Refer. Operation manual)
Challenges:
• Delay in submitting procurement plan.
• Misunderstanding on the procurement templates.
SAIPs Communication Protocol
MA structure to handle Grant Management
Monitoring and Evaluation Capacity Building & Training Communication Grant Management Internal Audit Operation Finance Internal Audit
How communication happen with SAIPs
Grant team at MA
SAIPs
Responsible Grant Staff
Name: Amanuel Grunder Tel: +251 (0)11 663 4661 • mob: +251 (0)912 60 07 fax: +251 (0)11 663 2567 E-mail: [email protected]
Reference Organization ESAP2/2012/01 SOS Sahel ESAP2/2012/02 NEWA ESAP2/2012/03 ILU ESAP2/2012/04 PICDO ESAP2/2012/05 HUNDEE ESAP2/2012/06 PDN ESAP2/2012/07 NSAC ESAP2/2013/08 Hope for Children ESAP2/2013/09 EOC - DICAC ESAP2/2012/10 Action for Development ESAP2/2013/11 Tigray Youth Association ESAP2/2012/12 PADET ESAP2/2013/13 Migbare Senay ESAP2/2012/14 WCAT ESAP2/2012/15 Guraghe Development Association Name: Edmiebirhan Nigussie Tel: +251 (0)11 663 4661 • mob: +251 (0)923 81 4830 fax: +251 (0)11 663 2567 E-mail: [email protected]
Reference Organization ESAP2/2012/16 Oromia Development Association ESAP2/2012/17 Amhara Development Association ESAP2/2013/18 Women Association of Tigray ESAP2/2012/19 AFSR ESAP2/2013/20 Redeem the Generation ESAP2/2013/21 Save Lives ESAP2/2013/22 Mums for Mums ESAP2/2013/23 KMG ESAP2/2013/24 Women Support Association ESAP2/2013/25 UEWCA ESAP2/2013/26 JeCCDO ESAP2/2013/27 AA Women's Association ESAP2/2013/28 OWDA ESAP2/2013/29 Love in Action ESAP2/2013/30 VECOD
Ways of Communication
It could be
through:
- E-mail; - Phone calls; - Face to face
discussion; - Letter;
Reporting Period
Comply
Operational Manual Financial Reporting Formats