Transcript MedLiHer Contractual modalities and other administrative aspects Tuesday, 26 May 2009  Contribution Agreement  Partnership Statements  Implementing Partnership Agreements (IPA) Roles and Obligations      Transfer of.

MedLiHer
Contractual modalities and
other administrative aspects
Tuesday, 26 May 2009
 Contribution Agreement
 Partnership Statements
 Implementing Partnership Agreements (IPA)
Roles and Obligations
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Transfer of Funds & Payments Requests
Reporting
Amendments
Important aspects
Visibility & Communication
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Contribution Agreement
• Between the EC (Contracting Authority) and
UNESCO (lead Applicant, now Coordinator)
• Composed by the Special Conditions: duration,
total EC contribution, UNESCO co-funding, etc.
... and Annexes:
Annex I - Description of the Action/Project
Annex II - General Conditions: EC standard
administrative & financial provisions
Annex III - Budget breakdown in Euros
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Partnership Statement
• already signed by each partner
• involving shared responsibilities
• including agreed principles of good
partnership practices
• helping understanding its role
In addition, the EC strongly
recommends the signature of a
separate agreement between
the Coordinator & each partner
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Implementing Partnership Agreement
(IPA)
• UNESCO shall have sole
responsibility vis-à-vis the EC for
complying with the legal obligations
• However, UNESCO, through the
signature of the IPA, delegates the
implementation of activities and
responsibility to each Partner
• The expenditures incurred by the
Partners are eligible under the
same conditions as those incurred
by UNESCO
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Role and Obligations: UNESCO
as Coordinator of the project…
• Ensures overall management and coordination
• Represents the partners in all dealings with the EC
• Transfers part of the funds to the Partners
• Consults with the partners regularly
• Consolidates narrative and financial reports for
further transmission to the EC
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Role and Obligations: the Partners
• Agree to the Project description
• Actively contribute and participate in the
Project implementing concrete activities
• Keep separate books of its own expenses on
the financial resources transferred by UNESCO
• Be accountable to UNESCO
• Submit to UNESCO every six month a Narrative
and Financial Report and the Final Report
• Effectively participate in the review and
evaluation of the Project
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Transfer of funds
• UNESCO will transfer the funds received from
the EC to each partner by instalments
• Each following instalment will be transferred by
UNESCO only if the relevant contribution
from the EC has been received and the
partner has succeed an evaluation on
- activities implemented
- results achieved
- quality of narrative report
- certified financial reports
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Payment requests
• First instalment received
• Each further request for payment is transmitted
by UNESCO to the Commission when 70% of
the immediately preceding payment (and
100% of previous payments if any) has been
incurred as proven by the relevant report
• For the last payment, the EC will pay the
remaining balance within 45 days of approving
the Final report
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Reporting
• Narrative and Financial Progress Report
submitted by each partner to UNESCO every
six month
• UNESCO will consolidate them for further
transmission to the EC (on a yearly basis)
• The reports shall be in the same language as
the Agreement (MedLiHer: FR)
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Narrative Reports
Focused on progress achieved in the
implementation of activities & including:
• Context
• Activities carried out during the reporting period
• Achievements and results
• Eventual difficulties encountered and remedial
actions proposed or taken
• Work plan for the following period
• Eventual changes to be introduced in the
Agreement and/or the Project
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Financial Reports
• Duly certified by the Partner’s own financial
authority
• Expenditures as per the approved work plan
• Respect the EC principle of eligible costs
use the model financial
report included in the IPA
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Final Report
• Each partner shall submit to UNESCO a Final
Narrative and Financial Report at the end of
the implementation period (MedLiHer: 3-years)
• The Final Financial Report shall be audited by
the external auditor of the Partner
• The name and address of the external auditor
shall be communicated to UNESCO
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Amendments
• Changes to the Project (e.g. activities) shall be
agreed by all Partners before submission to the
Commission
• All requests for modification shall be transmitted
by UNESCO to the EC for eventual approval
one month before the amendment is intended
to enter into force
• Changes shall not be made without having the
prior written authorisation from UNESCO / EC
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Important 1/2
• UNESCO and the Partners shall ensure that the
Project is carried out in accordance with
Contribution Agreement signed with the EC
• Expenditures incurred by each partner will be
under the direct responsibility of the partner
• UNESCO shall have the right to undertake
evaluations and audits
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Important 2/2
• At least once a year, UNESCO will carry out an
assessment of the Partner’s performance
• If non-satisfactory, UNESCO will consult the
Partner and propose rectifying measures
• UNESCO shall have the right to require
reimbursement of funds
• Unspent funds at the termination of the Project
shall be reimbursed to UNESCO and will be
declared as such to the Commission
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Visibility / Communication
• Announce that the Project is implemented
“with funding by the European Union”
in all documents, publications and other
communication tools and display in an
appropriate way the European logo
• Do not use UNESCO’s name and logo
without the prior written authorization
from UNESCO’s Secretariat
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THANK YOU
Margarida Tor
Focal Point for the Cooperation with the EC
Division of Cooperation
with Extrabudgetary Funding Sources
Sector for External Relations and Cooperation
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