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Grant Agreement [TF099878]
Ethiopia
Protection of Basic Services
Social Accountability Program
(ESAP2)
1
SAIPs Finance, Grant and Operation training Presentation May 21,-22, 2013
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.
Challenges in Grant Compliance
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.
Cont.
• 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:
VNG HQ transfers to
SAIPs
Accepted Accepted AcceptedSAIPs submit FR
to MA
MA received
and review
MA sends it to HQ
Complies the reports and
submit it with SOE
WB transfers the fund VNG HQ
VNG HQ transfers to
SAIPs
Cash available at HQ
Financial Reporting
• 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;
Lesson Learnt from Q1 Report
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.
Procurement
Name: Amanuel GrunderTel: +251 (0)11 663 4661 • mob: +251 (0)912 60 07 fax: +251 (0)11 663 2567E-mail: [email protected]
Name: Edmiebirhan Nigussie Tel: +251 (0)11 663 4661 • mob: +251 (0)923 81 4830 fax: +251 (0)11 663 2567E-mail: [email protected]
Reference Organization Reference Organization ESAP2/2012/01 SOS Sahel ESAP2/2012/16 Oromia Development AssociationESAP2/2012/02 NEWA ESAP2/2012/17 Amhara Development AssociationESAP2/2012/03 ILU ESAP2/2013/18 Women Association of TigrayESAP2/2012/04 PICDO ESAP2/2012/19 AFSRESAP2/2012/05 HUNDEE ESAP2/2013/20 Redeem the GenerationESAP2/2012/06 PDN ESAP2/2013/21 Save LivesESAP2/2012/07 NSAC ESAP2/2013/22 Mums for MumsESAP2/2013/08 Hope for Children ESAP2/2013/23 KMGESAP2/2013/09 EOC - DICAC ESAP2/2013/24 Women Support AssociationESAP2/2012/10 Action for Development ESAP2/2013/25 UEWCAESAP2/2013/11 Tigray Youth Association ESAP2/2013/26 JeCCDOESAP2/2012/12 PADET ESAP2/2013/27 AA Women's AssociationESAP2/2013/13 Migbare Senay ESAP2/2013/28 OWDAESAP2/2012/14 WCAT ESAP2/2013/29 Love in ActionESAP2/2012/15 Guraghe Development Association ESAP2/2013/30 VECOD
Responsible Grant Staff