Administrative guidelines for Danish organisations with ...

download Administrative guidelines for Danish organisations with ...

of 23

  • date post

    05-Jan-2017
  • Category

    Documents

  • view

    215
  • download

    0

Embed Size (px)

Transcript of Administrative guidelines for Danish organisations with ...

  • Administrative guidelines for Danish organisations with humanitarian partnership agreements with the Ministry of Foreign Affairs July 2015

    1 | S i d e

    Administrative guidelines for Danish organisations with humanitarian partnership agreements with the Danish

    Ministry of Foreign Affairs

    July 2015

  • Administrative guidelines for Danish organisations with humanitarian partnership agreements with the Ministry of Foreign Affairs July 2015

    2 | S i d e

    List of contents

    1. INTRODUCTION ............................................................................................................................................... 4 2. OVERALL OBJECTIVE OF THE PARTNERSHIP FACILITY ............................................................................................... 4 3. GENERAL DEMANDS ON THE PARTNERSHIP ORGANISATION ..................................................................................... 4 4. PARTNERSHIP AGREEMENT ............................................................................................................................... 6 5. OVERALL CONDITIONS ON RESPONSIBILITIES OF PARTNERSHIP ORGANISATIONS .......................................................... 6 6. REPORTING AND ANNUAL CONSULTATIONS .......................................................................................................... 7 7. SPECIFIC GUIDELINES FOR THE USE OF FLEXIBLE FUNDS ......................................................................................... 10 8. PRINCIPLES FOR THE ADMINISTRATION OF THE BUDGET ........................................................................................ 13 9. COOPERATION WITH PARTNERS IN DEVELOPING COUNTRIES ................................................................................. 16 10. REPORTING TO THE MINISTRY OF FOREIGN AFFAIRS .......................................................................................... 17 11. RELEASE OF PAYMENTS UNDER THE PARTNERSHIP AGREEMENT ........................................................................... 18 12. PRESENTATION OF ACCOUNTS ....................................................................................................................... 19 13. AUDIT AND MONITORING ............................................................................................................................. 21 14. THE PARTNERSHIP ORGANISATIONS INTERNAL ADMINISTRATION ......................................................................... 22 15. THE SUPERVISION BY THE MINISTRY OF FOREIGN AFFAIRS .................................................................................. 23 16. OVERVIEW OF REPORTING AND ACCOUNTING DEADLINES ................................................................................... 23

  • Administrative guidelines for Danish organisations with humanitarian partnership agreements with the Ministry of Foreign Affairs July 2015

    3 | S i d e

    List of annexes

    Annex 1: Format for partnership agreements

    Annex 2: Format for presentation of budget

    Annex 3: Format for presentation of accounts

    Annex 4: Format for performance report

    Annex 5: Form for requesting release of payments

    Annex 6: Auditing instructions

    Annex 7: Administrative check list

    Annex 8: Overview of reporting and accounting deadlines during the year

    Annex 9: Guidelines for disbursements and reimbursements

    Annex 10: Form for reporting suspicion of irregularities

    Annex 11: Seniority-based maximum rates for remuneration of activity specific

    technical assistance

    Annex 12: Form for reporting on the release of flexible funds

    Annex 13: Format for proposal

    Annex 14: Form for OpenAid/DAC reporting

  • Administrative guidelines for Danish organisations with humanitarian partnership agreements with the Ministry of Foreign Affairs July 2015

    4 | S i d e

    NOTE: These guidelines were prepared in Danish and translated to English.

    In case of discrepancies or doubt, the Danish version will prevail.

    1. Introduction

    These guidelines describe the administrative and technical requirements that the Danish Minis-

    try of Foreign Affairs impose on organisations with a humanitarian partnership agreement

    (partnership organisations) in order for these to meet the overall responsibilities related to

    grants and to establish a solid basis for the ministrys supervision.

    The guidelines concern processes related to the cooperation in the partnership and outline the

    partnership organisations responsibilities and duties in this regard. Attached to the guidelines

    are a template for partnership agreements and audit instructions as well as a number of tem-

    plates for use in the ongoing cooperation between the organisations and the Ministry of For-

    eign Affairs.

    The administrative guidelines form part of the overall guidelines of the Ministry of Foreign Af-

    fairs for Danish bilateral aid http://um.dk/da/danida/samarb/hum-org/stoette/partner-aft/,

    and should be regarded as a living document that will be continuously revised by the ministry as

    needed. It is the responsibility of the partnership organisations to keep themselves informed of

    any changes to the guidelines.

    2. Overall objective of the partnership facility

    The objective of the partnership facility is to provide organisations (which over time have

    demonstrated necessary technical and administrative capacity) with improved predictability and

    a greater degree of flexibility - while the organisations in return plan and document results in

    accordance with Denmarks humanitarian priorities.

    3. General demands on the partnership organisation

    The partnership organisations must at any given time full-fill the following basic requirements:

    The partnership organisation must be able to document longstanding engagement and

    continuity in the planning of its interventions and be able to describe its core competen-

    cies and areas of focus.

    The partnership organisations humanitarian activities financed under the partnership

    agreement, including choice of partner countries, partners, target groups, specific areas

    of interventions and activities, must be based on the at any given time relevant strategy

    for Denmarks humanitarian efforts and contribute to the fulfilment of Danish devel-

    opment objectives, ea., as expressed in the current strategy for Denmarks development

    http://um.dk/da/danida/samarb/hum-org/stoette/partner-aft/

  • Administrative guidelines for Danish organisations with humanitarian partnership agreements with the Ministry of Foreign Affairs July 2015

    5 | S i d e

    cooperation. Other specific guidelines and strategies may also apply following possible

    changes and adjustments in the Danish development policy.

    The partnership organisation must focus its long term interventions financed from the

    partnership agreement in countries covered by the list of prioritised protracted crises

    announced by the Ministry of Foreign Affairs and it must develop a strategic frame for

    these interventions. To facilitate the planning and preparation of revolving plans by the

    partnership organisation, the ministry will on the basis of consultations with the partner-

    ship organisation as early as possible and no later than 1st July make public a list of pri-

    oritised protracted crises for the following year.

    The partnership organisation must to the extent possible cooperate and coordinate with

    relevant international and national actors, including through participation in UN cluster

    coordination, consolidated appeals (CAPs) or similar coordination mechanisms.

    The partnership organisation must ensure that activities, also those implemented by lo-

    cal partner organisations, are implemented in accordance with basic principles and

    guidelines for Denmarks humanitarian action.

    The partnership organisation must to the extent possible support the capacity of local

    partners for efficient implementation of activities.

    The partnership organisation must maintain and further develop a satisfactory internal

    level of administrative and technical capacity for the implementation and quality assur-

    ance of interventions, including ensuring a professional preparation, implementation,

    monitoring and evaluation of activities.

    The partnership organisation must ensure that local partners and others that receive part

    of the grant funds are not included on the UN or EU list of designated terrorist groups.

    The partnership organisation must ensure sound administration and exercise cost-

    awareness in the administration of grant funds.

    Procurement has to be undertaken on the most efficient basis in terms of price, time

    and quality and the partnership organisation must, if queried, be able to document ap-

    plied procedures for purchases.

    The partnership organisation must adhere to good international practise for procure-

    ment, as per relevant guidelines and directives from, i.a., DG ECHO and other parts of

    EU, the World Bank and UNHCR.

    The partnership organisation must have developed an anti-corruption policy as well as

    an ethical codex to be applied in its work and in the management of funds.

    The partnership organisation must document the results of its interventions and ensure

    a high level of quality in the humanitarian activities.

    The partnership organisation must be able to document fulfilment of minimum stand