2. Grant Agreement [TF099878] Ethiopia Protection of Basic Services Social Accountability Program (ESAP2) 1 SAIPs Finance, Grant and Operation training Presentation May 21,-22, 2013

3. 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

4. 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.

5. 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 SAIPs 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

6. 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

7. 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

8. SAIPs Communication Protocol

9. Grant Management Monitoring and Evaluation CommunicationOperationInternal AuditFinanceInternal Audit Capacity Building & Training MA structure to handle Grant Management

10. SAIPs Grant team at MA How communication happen with SAIPs

11. Name: Amanuel Grunder Tel: +251 (0)11 663 4661 mob: +251 (0)912 60 07 fax: +251 (0)11 663 2567 E-mail: amanuel.grunder@esap2.org.et Name: Edmiebirhan Nigussie Tel: +251 (0)11 663 4661 mob: +251 (0)923 81 4830 fax: +251 (0)11 663 2567 E-mail: edmiebirhan.nigussie@esap2.org.et ReferenceOrganizationReferenceOrganization ESAP2/2012/01SOS SahelESAP2/2012/16Oromia Development Association ESAP2/2012/02NEWAESAP2/2012/17Amhara Development Association ESAP2/2012/03ILUESAP2/2013/18Women Association of Tigray ESAP2/2012/04PICDOESAP2/2012/19AFSR ESAP2/2012/05HUNDEEESAP2/2013/20Redeem the Generation ESAP2/2012/06PDNESAP2/2013/21Save Lives ESAP2/2012/07 NSAC ESAP2/2013/22 Mums for Mums ESAP2/2013/08Hope for ChildrenESAP2/2013/23KMG ESAP2/2013/09EOC - DICACESAP2/2013/24Women Support Association ESAP2/2012/10Action for DevelopmentESAP2/2013/25UEWCA ESAP2/2013/11 Tigray Youth Association ESAP2/2013/26 JeCCDO ESAP2/2012/12PADETESAP2/2013/27AA Women's Association ESAP2/2013/13 Migbare Senay ESAP2/2013/28 OWDA ESAP2/2012/14 WCAT ESAP2/2013/29 Love in Action ESAP2/2012/15Guraghe Development AssociationESAP2/2013/30VECOD Responsible Grant Staff

12. It could be through: -E-mail; -Phone calls; -Face to face discussion; - Letter; Ways of Communication

13. Comply

14. Thank You