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UNICEF CSO Procedure Overview of key changes, March 2015

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Presentation on theme: "UNICEF CSO Procedure Overview of key changes, March 2015"— Presentation transcript:

1 UNICEF CSO Procedure Overview of key changes, March 2015

2 Overview Supersedes 2009 PCAs and SSFAs Guidelines (CF/EXD/ ) effective April 1, 2015 For use by Country & Regional Offices All agreements entered into prior to effective date remain valid. Any new agreement/ amendments – except no cost extensions - follow new Procedure Drivers for change: Streamline processes and reduce administrative burden Fast-track humanitarian response when working with CSOs Embed results-based management principles & mainstream with HACT requirements Meet donor requirements Address findings of audits and interagency evaluations in relation to partners’ selection, assessment and management

3 MoU – where there is no transfer of resources
New legal agreements PCA “umbrella” legal agreement to cover duration of the country programme Details of the partnership defined in accompanying programme document(s) – results, work plan, budget SSFA limit raised to $50K Can be used in humanitarian response also for transfer of 3 months supplies Not included MoU – where there is no transfer of resources

4 Clarifies Partnership vs Procurement
UNICEF defines scope of work & results to be achieved. CSO identified through competitive bidding process Institutional contract or Long-Term Arrangement for Services (LTAS) UNICEF and the CSO pool together resources to achieve commonly defined results, sharing costs and benefits Programme Cooperation Agreement (PCA) or Small-Scale Funding Agreement (SSFA) No set amount for contribution but a key requirement for partnership If major components of programmes to be sub- contracted, other options should be considered These modalities can be used concurrently with the same CSO

5 Requires documentation of CSO selection
Open selection Direct selection UNICEF office issues a call for expression of interest Transparent process Supports identification of new partners/ approaches May require more time UNICEF office partners with a CSO for a specific proposal Responsive to specific considerations, such as known expertise, timing/ criticality of intervention, innovation… Limits transparency/ cost effectiveness analysis

6 Clarifies due diligence process
Ability to deliver programme results part of CSO selection process Done by HQ for ICSO By COs for other CSO based on Partner Declaration & check of UN sanctions list Type of agreement Core values HACT/ Micro assessment Programme assessment Simplified financial asses. PCA with regular, contingency or humanitarian) Mandatory before partnership If CSO expected to receive $100K or more/ year before or after PCA onset CO discretion CO discretion when partnership <$100/year (before or after PCA onset) SSFA Not required

7 Simplified programme document
Reduced narrative Results-based workplan & budget in the same table Budget defined at activity – not input level Includes planned assurance activities & partnership review dates

8 Simplified programme document/ humanitarian response
Key features Programme Document Regular programme or emergency response Simplified Humanitarian Doc First 3 months of humanitarian response or L2/L3 emergencies 1. Programme info & CSO overview Basic Very basic 2. Programme description Brief but complete programme rationale & expected results Simplified humanitarian data & targets for the response 3. Workplan & budget Results, performance indicators activities, timeframe & budget Simplified activity based budget with 1 line for ops&mngt costs 4. Partnership review plan Complete plan of reviews with UNICEF Status of assessments & risk management measures (if any) 5. Other Additional reporting & technical guidance N/A Signatures & date Yes

9 Revised budgeting & detailed guidance
Programme costs include a standard output & activities for Effective & Efficient Progr. Management Replace DPSC and the associated 25% cap HQ Support Costs same rate (7% of cash component) payable to INGOs upon reporting actual expenditures – not as advance Payment to national CSOs at Rep. discretion Not applicable to SSFAs Detailed guidance on budgeting, eligible expenses & other fin./ admin. issues (currency, bank account, VAT..)

10 New benchmarks for CSO partnerships
Benchmark of 45 days to operationalize partnership in regular programme 20 days for initial disbursement of donor funs in humanitarian action Benchmark of 10 working days for disbursing funds following submission of properly filled FACE form Accompanied by itemized cost estimate – ICE

11 Guidance on partnership management
Joint Partnership Review meeting if partnership >$100K PCA/Programme document revisions guidance

12 Streamlined reporting
Simple template for quarterly reporting on results aligned to reporting with FACE – no additional report required Additional reporting requirements to be agreed upfront in progr.doc (e.g. monthly reporting in humanitarian situations)

13 Options for onset of humanitarian response
Type of partnership Programme instruments for rapid response Approval Ongoing partnership Contingency PCA/ prog.doc Rep. Simplified humanitarian progr.doc Revision of existing progr.doc New partnership PCA + Simplified humanitarian progr.doc SSFA New role of SSFA to transfer up to 3 months of supplies for immediate distribution

14 In summary – New Procedure Overview
Step 1 Identifying CSO Step 2 Designing & Formalising Relationships Step 3 Implementation, Monitoring & Reporting Step 4 Concluding, Suspension or Termination IDENTIFYING CSO CONCLUDING Procurement vs Partnership: decision tree & list of services CSO selection Core values ICSOs – done by HQ based on Partner Declaration Activity closure & performance review Termination of programme document/ partnership IMPLEMENTATION, MONITORING, REPORTING Assurance activities integrated in the Prg.Doc as per HACT Financial & programmatic quarterly reporting with FACE Annual Partnership Review meeting Guidance for revisions & PCA amendment form DESIGNING & FORMALISING RELATIONSHIP PCA “umbrella” legal agreement covering CP or grant duration SSFA for transfers <$50,000 & 3 months supplies in emergency New Programme doc. Template & Simplified emergency doc Guidance on Budgetary issues

15 Roll-out activities (staff & CSO)
Key 2015 activities Q2 Q3 Q4 Training material/tools 2 pager Overview of key changes for partners & staff 2 pager Overview of CSO Procedure Partner version of the CSO Procedure Training materials (presentation, website, intranet) Working with CSO e-course for staff & partners Capacity building events Dedicated CSO roll-out/TOT trainings Series of webinars Mar-Apr. & on request Orientation on new Procedure mainstreamed in key regional events Feb. onwards  entry point for training of CSO partners at regional level

16 Thank you for your inputs
Global Results Network members HQ divisions, especially EMOPS CSO community Individual country offices WASH specialist Thank you for your inputs

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