Civil society partnerships

Implementation, monitoring, and reporting

Stage 3: IMPLEMENTATION, MONITORING, REPORTING & AMENDMENTS

 

Requesting funds and supplies

Implementation of the SSFA or PCA begins upon signature of relevant programme documents by both parties. Partners are encouraged to send their first request for cash and supplies when returning the signed programme document to UNICEF. Annex K is used for the supply request.

 

The Funding Authorization and Certification of Expenditures (FACE) form in Annex J, along with the itemized cost estimate, is used to request cash transfers, report on expenditures and certify expenditures. FACE is used for all types of fund transfers; Cash Advance/Direct cash transfers, direct payments and reimbursements. Details of FACE and ICE are outlined in Reference document 3.

Monitoring of activities

As the CSO partner implements the activities stipulated in the PCA programme document or SSFA, the CSO is responsible for monitoring workplan implementation, in collaboration with UNICEF. UNICEF Offices undertake assurance activities as per the UNICEF HACT Procedure or as agreed in the programme document.  Where supplies are provided to partners, programme monitoring includes a review of the safeguarding and proper utilization of those supplies.

Click here to learn more about assurance activities.

Reporting

The FACE form is used for progress reporting using the standard template in the programme document (Annex C Part 2), or as agreed in the SSFA. Annex B is used for progress reporting in humanitarian situations. It is more simple to fill out than Annex C but generally requires more frequent submissions. Additional reporting requirements, frequency and scope, are determined as appropriate to the context taking into account any donor reporting requirements. UNICEF Offices aim to reduce the reporting burden on partners.

 

Joint Review

The annual partnership review meeting focuses on progress made towards achieving the targeted output(s) specified in the programme document by using the established targets and indicators. The partnership review includes discussion on the performance of both UNICEF and the CSO as partners. In the case of a multi-year programme document, the CSO and UNICEF revise activities and budgets for the coming year(s), reflecting lessons learned. Where multiple programme documents are ongoing under a PCA, UNICEF Offices decide if an overall or separate partnership review is required.

Changes/Revisions

Programme document revisions can be proposed either by the CSO or UNICEF. The level of approval needed depends on the type, scope and magnitude of the proposed revision as indicated in the table below:

No prior approval required  
  • Changes within 20% of approved budget line items per activity, with no change in total programme document budget
Prior approval required from UNICEF

 

  • Changes over 20% of approved budget line items per activity (even without change in total budget)
Signature of revised programme document required
  • Changes in programme document results, target population or geographic coverage
  • Changes in total programme document budget
  • Time extension of a programme document without a change in total budget

Details on the approval process for different types of revisions are outlined here.

Changes in the PCA document related to prior given information like authorized officials, duration, and banking should be done by using the PCA Amendment template.


 

 

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