Beneficiaries Implementation Manual Final

8/16/2019 Beneficiaries Implementation Manual Final

http://slidepdf.com/reader/full/beneficiaries-implementation-manual-final 1/16

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BENEFICIARY

IMPLEMENTATION

MANUAL

For

CDTF FUNDED PROJECTS November, 2012.



Contents

BENEFICIARY ..................................................................................................................1IMPLEMENTATION MANUAL..........................................................................................1For......................................................................................................................................1CDTF FUNDED PROJECTS ............................................................................................1

Contents................................................................................................................................2Stage I: A!"#at"on: Con#et Note A!"#at"on For$ %CNAF& S'($"ss"on .............)Stage II CNAF Assess$ent: A*$"n"strat"+e C,e#- an* Te#,n"#a! Assess$ent.. .. .)Stage III: CNAF Aro+a!: F"e!* er"/"#at"on................................................................)Stage I: F'!! Proosa! De+e!o$ent...........................................................................)Stage : F'!! Proosa! A!"#at"on Assess$ent: A*$"n"strat"+e #,e#- an*Te#,n"#a! Assess$ent ....................................................................................................0

Base* on t,e o't#o$e o/ t,e te#,n"#a! assess$ent o/ t,e F'!! Proosa!A!"#at"ons For$s t,e CDTF E+a!'at"on Co$$"ttee ran-s a!! roe#ts a##or*"ng tot,en assess$ent s#ore an* re#o$$en*e* /or /'n*"ng 3"t,"n t,e a+a"!a(!e ('*get

%/"nan#"a! en+e!oe&. A reser+e !"st /o!!o3"ng t,e sa$e #r"ter"a "s reare* an*toget,er 3"t, t,e s,ort !"ste* roe#ts /or /'n*"ng "s resente* to t,e CDTF Boar* o/ Tr'stees %BoT& /or aro+a! or ree#t"on 3"t, or 3"t,o't a$en*$ents. . T,e BoT "st,e /"na! a't,or"t4 /or Aro+"ng or Ree#t"ng roe#ts an* 3"!! g"+e t,e /"na!*e#"s"on on 3,et,er t,e roe#t 3"!! re#e"+e CDTF s'ort or not. ............................05.6 CONDITIONS TO BE FULFILLED BEFORE CDTF RELEASES FUNDS TOPROJECTS............................................................................................................................7

I. PROJECT LAUNC8 9ORS8OP ...............................................................................7II. PROJECT IMPLEMENTATION COMMITTEE %PIC& ELECTION ...............................7

Cr"ter"a /or se!e#t"on o/ PIC.........................................................................................7III. PROJECT BAN ACCOUNT ......................................................................................7

I. COMMUNITY CONTRIBUTION .................................................................................;. <RANT CONTRACT MUST BE SI<NED.....................................................................;I. INOLEMENT OF OT8ER STAE8OLDERS.........................................................;

).6 DISBURSEMENT OF FUNDS TO <ROUP PROJECT ACCOUNTS............................=0.6 E>PENDITURE BY BENEFICIARIES............................................................................?

I. E>PENDITURE ON ADMINISTRATIE E>PENSES ...................................................?II. E>PENDITURE ON SILLED LABOUR .....................................................................?III. E>PENDITURE ON MATERIALS................................................................................?I. E>PENDITURE ON TEC8NICAL SERICES.............................................................?

For ro#'re$ent o/ goo*s an* ser+"#es t,e Bene/"#"ar"es MUST #o$!4 3"t, t,er'!es set o't "n se#t"on 2 to 7 o/ Anne@ I o/ t,e <rant Contra#t an* "n t,e e+ent o/

/a"!'re to #o$!4 3"t, r'!es re/erre* to a(o+e e@en*"t're on t,e oerat"ons "n'est"on "s not ELI<IBLE /or Co$$'n"t4 /"nan#"ng. CDTF 3"!! #arr4 o't e@ ost#,e#-s on Bene/"#"ar"es #o$!"an#e 3"t, t,e r'!es.....................................................167.6 ACCOUNTIN< FOR ALL E>PENDITURES.................................................................11

a&. EEP ALL RECEIPTS AND FINANCE DOCUMENTS SAFELY.............................11(&. SUBMIT COPY OF MONT8LY BAN STATEMENTS TO CDTF............................11#&. SUBMIT MONT8LY PRO<RESS REPORT TO CDTF.............................................11;.6 MONITORIN< AND EALUATION.........................................................................12

=.6 OT8ER <ENERAL CONDITIONS DURIN< PROJECT IMPLEMENTATION.............15I. ERIFICATION OF E>PENDITURE...........................................................................15II. PROJECT SUSTAINABILITY OPERATION AND MAINTENANCE.........................15III. COMPLETION CERTIFICATE...................................................................................15

?.6 CONCLUSION...............................................................................................................1)

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Fa@: %605&26756)?.......................................................................................................1)S'$$ar4 S,eet 1........................................................................................................10

EY CONDITIONS TO BE FULFILLED BEFORE FUNDS ARE ......................................10RELEASED TO PROJECTS...............................................................................................10ACCOUNTIN< FOR PROJECT E>PENDITURES.............................................................17

1.0 BACKGROUND AND INTRODUCTION

The Community Development Trust Fund (CDTF) is a Joint Proramme o! the European

Commission and the "overnment o! #enya $hi%h provides !inan%ial assistan%e& in !orm o! rants&

to support %are!ully tareted %ommunity roups& %ountry$ide& in their e!!ort to alleviate poverty'

CDTF supports oranised %ommunity roups that have identi!ied their priority needs and $illin to

parti%ipate dire%tly in addressin those needs' Communities have to unite (as reistered

roups%ommittees) around a %ommon oal $hi%h is %learly de!ined and a%no$leded *y a

ma+ority in the %ommunity *e!ore seein CDTF assistan%e' The proramme spe%i!i%ally supports pro+e%ts that,

a' are %ommunity *ased-

*' address underlyin %auses o! poverty-

%' are driven *y peoples. enuine demands-

d' promote dire%t *ene!i%iary parti%ipation- and

e' !oster sel!/relian%e'

Community mem*ers $ill *e e0pe%ted to manae their o$n development *y parti%ipatin in pro+e%t

pro%esses $hi%h in%ludes identi!i%ation& plannin& implementation and sustaina*ility' 1n %ases

$here the %ommunity has no %apa%ity to implement& the pro+e%t %ould *e manaed $ith support o! a%%epta*le intermediaries& $ho may in%lude N"Os& C2Os and any other development aen%ies

$hose role $ill *e %omplementary to the %apa%ity *uildin support provided *y CDTF' 3o$ever&

the responsi*ility !or pro+e%t su%%ess lies $ith the %ommunity mem*ers and not the intermediaries'

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2.0 PROJECT APPROVAL PROCEDURES

The pro%edure !or approvin pro+e%ts !ollo$s a !our stae pro%ess& i'e'

Stage I: A!"#at"$%: C$%#et N$te A!"#at"$% F$&' (CNAF) S*+'",,"$%

Oranised roups that have identi!ied their !elt/needs& and have proposed solutions !or addressin

them throuh a via*le pro+e%t& $ill o*tain CDTF Pro+e%t 4ppli%ation Forms (availa*le at any CDTF

o!!i%e or DDO.s o!!i%e) throuh $hi%h they should su*mit their proposals !or %onsideration& a!ter

the pu*li% %all !or proposals''

Stage II CNAF A,,e,,'e%t: A-'"%",t&at"e C/e# a%- Te#/%"#a! A,,e,,'e%t.

On%e the roups %omplete the !orms they should *e returned to the most %onvenient CDTF o!!i%e

(either the Reional O!!i%e or the 3ead5uarters)' On%e re%eived& the Con%ept Note appli%ation $illundero the !irst assessment stae no$n as the administrative %he%($here appli%ations are

su*+e%ted to %he%s lie - timely su*mission- relevant atta%hments& rant %eilins& et%)& !ollo$ed *y

te%hni%al assessment(*ased on set %riteria& lie relevan%e& appli%ant %apa%ity& et%)' 4t this stae& the

CDTF pro+e%t Evaluation Committee de%ides on $hether to re%ommend the pro+e%t !or Field

6eri!i%ation or re+e%tion *y 2oard o! Trustees (2oT)' 4ppli%ants $hose pro+e%ts are not passed !or

Field 6eri!i%ation are noti!ied o! this de%ision in%ludin the reasons'

Stage III: CNAF A&$a!: F"e!- Ve&""#at"$%.

Pro+e%ts approved !or Field 6eri!i%ation are visited !or dis%ussions $ith the appli%ants (%ommunity

mem*ers& "o# relevant departments& N"Os& C2Os& and other staeholders)' Durin the !ield

veri!i%ation the appli%ants. elii*ility and %apa%ity to implement the proposed pro+e%t $ill !urther *e

validated' The !ield veri!i%ation $ill involve elii*ility %he% on the e0isten%e o! a %ommunity&

pro+e%t desin approa%h& need !or the proposed pro+e%t& ender interation and mainstreamin&

partnership arranements& %apa%ity o! the pro+e%t *ene!i%iaries to implement and sustaina*ility

promise o! the pro+e%t' 4ppli%ants $hose %on%ept note appli%ation !orms are su%%ess!ully appraised

$ill *e noti!ied and in!ormed o! the ne0t steps' This $ill in%lude the support in the development o!

!ull proposal appli%ation !orms' The in!ormation %olle%ted at this point ena*les the (CDTF) Pro+e%t

7anaement Unit to mae a !inal re%ommendation on the pro+e%t'

Stage IV: F*!! P&$$,a! Dee!$'e%t

2ased on the out%ome o! the Field 6eri!i%ation& the Pro+e%t Evaluation Committee $ill prepare the

pro+e%t !or presentation to the CDTF 2oard o! Trustees (2oT) $ith their re%ommendation !or either

approval !or !ull proposal development or re+e%tion' Pro+e%ts $hi%h are approved !or !ull proposal

$ill *e assisted *y CDTF to develop the proposal' Other oranisations& in%ludin partners and

asso%iates may assist %ommunities in the preparation o! the !ull proposal appli%ation !orm' This is

done so that appli%ations are o! hih 5uality& address a development need and poverty in a

%omprehensive& e!!i%ient& e!!e%tive and sustaina*le manner and ade5uately interate relevant %ross

%uttin issues'

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Stage V: F*!! P&$$,a! A!"#at"$% A,,e,,'e%t: A-'"%",t&at"e #/e# a%- Te#/%"#a!

A,,e,,'e%t

On%e the roups su*mit the !ull proposal appli%ation !orm& an administration %he% is %arried out *y

%onsiderin the !ollo$in !a%tors,

• The su*mission deadline has *een respe%ted& i! not the appli%ation $ill automati%ally *ere+e%ted'

• The !ull proposal appli%ation !orm satis!ies all the %riteria spe%i!ied in the %he% list' 1! any

o! the re5uested in!ormation is missin or is in%orre%t& the appli%ation $ill *e re+e%ted on

that sole *asis and the appli%ation $ill not *e evaluated !urther'

To ensure transparen%y& independen%e and neutrality& CDTF personnel $ho provided assistan%e to

%ommunities are not allo$ed assess the Full Proposal 4ppli%ation Forms o! the same %ommunities'

The te%hni%al assessment o! the Full Proposal 4ppli%ation Form& in%ludin the proposed *udet&

and the %apa%ity o! the appli%ant and its partners& is %arried out in a%%ordan%e $ith the (evaluation)

%riteria *elo$-

• Finan%ial and Operational %apa%ity/ ma0imum s%ore 89

• Relevan%e/ ma0imum s%ore 8:

• 4ssessment o! appropriateness& %onsisten%y& %omprehensiveness& %oheren%e and !easi*ility/

ma0imum s%ore 8:

• Sustaina*ility ;ma0imum s%ore <:

• 2udet& e!!i%ien%y and e!!e%tiveness/ ma0imum s%ore <:'

Only Full Proposal 4ppli%ation Forms $ith a minimum s%ore o! <8 points !or its !inan%ial and

operational %apa%ity $ill *e %onsidered'

2ased on the out%ome o! the te%hni%al assessment o! the Full Proposal 4ppli%ations Forms& the

CDTF Evaluation Committee rans all pro+e%ts a%%ordin to then assessment s%ore and

re%ommended !or !undin $ithin the availa*le *udet (!inan%ial envelope)' 4 reserve list!ollo$in the same %riteria is prepared and toether $ith the short listed pro+e%ts !or !undin

is presented to the CDTF 2oard o! Trustees (2oT) !or approval or re+e%tion $ith or $ithout

amendments' ' The 2oT is the !inal authority !or 4pprovin or Re+e%tin pro+e%ts and $ill

ive the !inal de%ision on $hether the pro+e%t $ill re%eive CDTF support or not'

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.0 CONDITIONS TO BE FULFILLED BEFORE CDTF RELEASES FUNDS TO

PROJECTS

2ene!i%iaries o! pro+e%ts that are approved *y the 2oT $ill *e in!ormed o! this de%ision& spe%i!yin

the tarets to *e !unded in the pro+e%t and the amount o! money a$arded *y CDTF' The

*ene!i%iaries must& ho$ever& meet %ertain %onditions *e!ore pro+e%t !unds are dis*ursed' The!ollo$in are eneral %onditions that must *e met *y any roup approved !or CDTF !undin'

Spe%ial %onditions pertainin to dis*ursements o! !unds $ill *e %onsidered on a %ase *y %ase *asis'

I. PROJECT LAUNC3 4ORKS3OP

Pro+e%t pre/laun%h and laun%h $orshops are !a%ilitated *y CDTF o!!i%ials' These $orshops are

attended *y all mem*ers o! the %ommunity $ho $ill *e e0pe%ted to %ontri*ute sini!i%antly to the

implementation o! the pro+e%t& in%ludin Partners and 4sso%iates' The main o*+e%tive o! these

$orshops is to mae sure that,

• *ene!itin %ommunity mem*ers et as mu%h in!ormation as possi*le a*out the pro+e%t-

•%ommunity mem*ers and CDTF aree on ho$ the pro+e%t is oin to *e implemented-

•%ommunity understands in detail their o$n e0pe%ted %ontri*ution to$ards the pro+e%t-

•%ommunity %ommitment is as%ertained-

• planned outputs (tarets)& implementation plans and S%hedule o! 7aterials are %orre%t as

presented *y %ommunity- e0plain a%%ounta*ility and !inan%ial manaement o! pro+e%t'

•%ommunity mem*ers sele%t a pro+e%t implementation %ommittee (P1C) $ho sin the "rant

Contra%t on their *ehal!& in their presen%e'

II. PROJECT IMPLEMENTATION COMMITTEE (PIC) ELECTION

4ny roup re%eivin assistan%e !rom CDTF must have a demo%rati%ally ele%ted %ommittee in pla%e *e!ore CDTF dis*urses any !unds to the roup.s a%%ount' The role o! su%h a %ommittee is to ensure

that %ommunity *ased pro+e%ts are manaed in a demo%rati% manner and to mo*ilise e0pe%ted

%ommunity %ontri*utionresour%es $ith limited %hallenes CDTF emphasises this %ondition to *e

sure that those $ho sin the "rant Contra%t are real %ommunity representatives and $ill al$ays *e

a%%ounta*le to the same %ommunity'

C&"te&"a $& ,e!e#t"$% $ PIC

• To *e demo%rati%ally ele%ted

• = mem*ers to *e ele%ted

• 4t least one third o! ele%ted mem*ers should *e o! either ender

• >itera%y levels ; a*ility to $rite and read'

• 7em*ers ele%ted should *e lo%al and not livin remotely' (Should *e livin $ithin the

pro+e%t area)'

• Community to ele%t mem*ers o! interity

III. PROJECT BANK ACCOUNT

The *ene!i%iaries (P1C) must open a #*&&e%t *an a%%ount& $ith any o! the lo%al %ommer%ial *ans&

!or the sole purpose o! re%eivin pro+e%t !unds !rom CDTF' 4 Current 4%%ount $ill allo$%ommunity mem*ers to $ithdra$ the money they re5uire at ao& and as many times as they $ish& in

any iven period' They $ill also *e a*le to transa%t throuh %he5ues $ith su%h an a%%ount' This

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$ill mae it easier to transa%t $ithout delays and provide sa!e transa%tions sin%e they don.t have to

handle %ash'

?ithdra$als !rom the Pro+e%t a%%ount must *e approved *y the pro+e%t %ommittee and minuted'

There should *e !ive *an sinatories to the a%%ount and any three must sin' The a%%ount $ill *e

e5#!*,"e!6 !or CDTF !unds and ATM #a&-, a&e NOT a!!$7e-.

IV. COMMUNITY CONTRIBUTION

4t the time o! applyin !or !undin& %ommunities are re5uired to state very %learly $hat their

%ontri*ution to$ards the pro+e%t $ill *e (in terms o! la*our& materials andor %ash)' CDTF re5uires

that %ommunities must demonstrate their %ommitment to this %ontri*ution *e!ore CDTF *eins

dis*ursin !unds' 1n %ases $here *ene!i%iaries have %ontri*utions in !orm o! %ash& CDTF $ill

re5uire that the %ash is sho$n up/!ront' ?here *ene!i%iaries are %ontri*utin lo%al materials& su%h

materials must *e assem*led at the pro+e%t site' CDTF is %ommitted to assistin oranised roups

$ho have sho$n %ommitment and $illinness to o an e0tra mile to implement their pro+e%t

sustaina*ly' 2e!ore release o! the !irst instalment& %ommunities must %ontri*ute <9@ o! their

%ommunity %ontri*utions' Communities $ill *e iven a ma0imum o! A9 days to mo*iliBe their %ontri*utions'

V. GRANT CONTRACT MUST BE SIGNED

2ene!i%iaries $ill have to aree to the terms o! the "rant Contra%t dra$n up *et$een the CDTF and

the roup and demonstrate this *y sinin the %ontra%t' Sinin o! the "rant Contra%t %on!irms

that the *ene!i%iaries $ill a*ide *y all the rules and reulations pertainin to pro+e%t !undin *y

CDTF' Failure to sin the %ontra%t means %ommunity mem*ers $ill not meet their o*liations and

CDTF should not dis*urse any !unds'

The "rant Contra%t should *e seen as the most important do%ument in the relationship *et$een

CDTF and the roup& and !ailure to a*ide *y it %an lead to pro+e%t %an%ellation or suspension o!

dis*ursements' 2ene!i%iaries must there!ore thorouhly understand the %ontents o! this do%ument

*e!ore sinin it durin pro+e%t laun%h' One oriinal %opy o! the sined "rant Contra%t $ill remain

$ith the roup $hile the other %opy is retained at CDTF 3ead5uarters'

VI. INVOLVEMENT OF OT3ER STAKE3OLDERS

Other development aen%ies su%h as N"Os& C2Os (Partners) or "o# departments (4sso%iates) may

*e involved in the pro+e%t implementation& parti%ularly $here the *ene!i%iaries do not have the

%apa%ity to implement the pro+e%t' 1nvolvement o! su%h aen%ies should *e $ell dis%ussed $ith the%ommunity mem*ers to mae sure that ea%h party understands its role very %learly' 4ny CDTF

!unds to *e e0pended *y the intermediaries $ill *e thorouhly s%rutinised !or +usti!i%ation and $ill

need to *e $ell a%%ounted !or' 4 $ell prepared $rite/up should indi%ate& very %learly& the inputs o!

su%h an intermediary and the *udet !or those inputs' CDTF $ill normally assess the suita*ility o!

su%h aen%ies *e!ore approvin their parti%ipation'

Nevertheless& *ene!i%iaries $ill still remain the manaers o! their o$n pro+e%t' 4ll intermediaries

involved in a pro+e%t $ill *e re5uired to re%onise the "rant Contra%t *et$een CDTF and the

%on%erned %ommunity' 1n %ases $here CDTF !unds $ill *e released to an aen%y& the aen%y has to

sin a 7emorandum o! Understandin $ith the *ene!i%iary %ommunities' 1n the %ase o!

%olla*oration $ith "o# department& the *ene!i%iary must +usti!y in $ritin to the 3ead o! therelevant department $ith a %opy to the CDTF'

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8.0 DISBURSEMENT OF FUNDS TO GROUP PROJECT ACCOUNTS.

Pro+e%t !unds $ill *e normally dis*ursed in instalments (or portions) as stipulated in the "rant

Contra%t 4rti%le ''<' The amount to *e released in ea%h instalment $ill depend on the !ore%ast

*udet prepared *y the "roup' 1t is only in very e0%eptional %ases that CDTF $ill dis*urse !unds inone instalment' For e0ample& i! a roup is *uyin a $ater pump& the money $ill *e released at on%e

*e%ause hal! a pump %annot *e pur%hased'

The instalment system indi%ated a*ove operates as !ollo$s,

1! a roup $as to re%eive a total o! #shs'<8&999&999'99 !rom CDTF !or a pro+e%t to *e implemented

in < months& and the !ore%ast *udet !or the !irst <8 months is #shs' &999&999'99 the instalment

$ill *e as !ollo$s'

F"&,t "%,ta!'e%t: The !irst instalment $ill *e :9@ o! (the approved CDTF %ontri*ution) #shs'

&999&999'99 $hi%h is #shs' &999&999'99 and $ill *e released $ithin 9 days& as !rom the date o! re%eption *y the CDTF o! the sined Contra%t and %onditional upon, 4 satis!a%tory proo! o! the

availa*ility o! <9@ o! *ene!i%iaries %ontri*ution& su%%ess!ul %ompletion o! pro+e%t laun%h $orshop

and openin a %urrent *an a%%ount e0%lusively !or pro+e%t.s operations *y the *ene!i%iary'

S*+,e9*e%t "%,ta!'e%t: The su*se5uent instalments $ill *e *ased on the !ore%ast *udet !or

the su*se5uent <8/month period or o! the remainin period i! it is shorter and $ill *e released only

$hen at least 9@ o! the !irst instalment (#shs' 8&99&999'99) is a%tually in%urred and properly

a%%ounted !or' Payment $ill *e made $ithin : days o! the CDTF approvin an interim report as

indi%ated in 4rti%le o! the Spe%ial Conditions'

F"%a! a6'e%t: :@ o! the !ore%ast *udet !inan%ed *y CDTF (#shs' A99&999) $ill *e

released $ithin : days o! the CDTF approvin the "%a! &e$&t su*mitted *y the *ene!i%iaries in

a%%ordan%e $ith 4rti%le <:'8 o! the "eneral Conditions'

The Pro+e%t $ill *e termed %omplete $hen <99@ o! the total pro+e%t %ost (i'e'& #sh'<8&999&999) is

a%%ounted !or in !ull and all relevant a%%ountin do%uments veri!ied'

=



.0 E;PENDITURE BY BENEFICIARIES

2ene!i%iaries $ill spend !unds allo%ated to them *y payin !or servi%es and materials needed to

%arry out the planned pro+e%t a%tivities' 2ene!i%iaries $ill *e e0pe%ted to !ollo$ the uidelines

provided to no$ $here to %hare their e0penditure'

I. E;PENDITURE ON ADMINISTRATIVE E;PENSES

2ene!i%iaries may pay !or administrative e0penses !rom the pro+e%t !unds' Su%h e0penses in%lude

salaries !or a%%ounts assistant- pro+e%t supervisor- pur%hase o! stationery !or re%ord eepin-

photo%opyin- travellin e0penses to the *an and %onsultation on pro+e%t matters- e0penses on

meals $hile on trips- and a%%ommodation e0penses i! at all in%urred& and $here appli%a*le&

pur%hase o! %omputer and printer' '

II. E;PENDITURE ON SKILLED LABOUR

Silled la*our $ill *e enaed %are!ully and sele%tively and $ill *e paid !rom pro+e%t !unds (as

areed in the "rant Contra%t)' Payment !or su%h servi%es should *e $ell do%umented to mae sure

that all payments are proportionate to the $or done' The hirin o! silled la*our should *e done in

a %ompetitive manner to et the *est value !or money& and %ontra%t should *e sined $ith the

su%%ess!ul sill la*our provider' Committee mem*ers should not attempt to apply !avouritism in

a$ardin su%h %ontra%ts'

III. E;PENDITURE ON MATERIALS

7ost pro+e%ts $ill re5uire pro%urement o! materials' The materials should *e pur%hased in the most

%ompetitive manner possi*le to mae sure that the *est 5uality and pri%e is a%hieved' 1n %ases

$here pro%urement is in *ul& the tender do%uments must *e dra!ted in a%%ordan%e $ith *est lo%al

pra%ti%e' The Community Development Trust Fund $ill provide the relevant support to the pro+e%t

*ene!i%iaries'

The time/limits !or re%eipt o! tenders and re5uests to parti%ipate must *e lon enouh to allo$

interested parties a reasona*le and appropriate period to prepare and su*mit their tenders'

4ll re5uests to parti%ipate and tenders de%lared as satis!yin the re5uirements must *e evaluated and

raned *y an evaluation %ommittee on the *asis o! the e0%lusion& sele%tion and a$ard %riteria

announ%ed in advan%e' This %ommittee must have an odd num*er o! mem*ers& at least three& $ith

all the te%hni%al and administrative %apa%ities ne%essary to ive an in!ormed opinion on the tenders'

4ll materials pro%ured should *e entered in a St$&e, Le-ge& (Sto% *oo) and re%eipts !or the same$ell !iled !or a%%ounta*ility purposes' 4ny issues o! pro+e%t materials should also *e $ell re%orded

$here the issuin and re%eivin person sins' 4ll the materials to *e pro%ured should *e indi%ated

in the pro+e%t do%uments' 4ny deviation may lead to %an%ellation o! the %ontra%t' The roup

%ommittee should also mae sure that the riht amounts are *ouht and mi0in is in the riht ratios'

IV. E;PENDITURE ON TEC3NICAL SERVICES

Some pro+e%ts $ill re5uire te%hni%al input !rom 5uali!ied personnel' 4 ood e0ample o! su%h a

pro+e%t is the %onstru%tion o! a *ride' For su%h Pro+e%ts& %ontra%ts should *e dra$n *et$een the

*ene!i%iaries and the e0perts%onsultants' Su%h %ontra%ts should have %lear Terms o! Re!eren%estatin the spe%i!i% assinments to *e done *y the %onsultants& duration and e0pe%ted s%hedule o!

payments' 4ll the payments !or su%h servi%es should *e *ased on the dra$n sined %ontra%t' No

?



payments should *e made !or $or not done' Su%h payments miht result into %an%ellation o! the

"rant Contra%t and suspension o! dis*ursements'

NB,

F$& &$#*&e'e%t $ g$$-, a%- ,e&"#e,< t/e Be%e"#"a&"e, MUST #$'!6 7"t/ t/e &*!e, ,et $*t

"% ,e#t"$% 2 t$ = $ A%%e5 IV $ t/e G&a%t C$%t&a#t< a%- "% t/e ee%t $ a"!*&e t$ #$'!67"t/ &*!e, &ee&&e- t$ a+$e< e5e%-"t*&e $% t/e $e&at"$%, "% 9*e,t"$% ", %$t ELIGIBLE

$& C$''*%"t6 "%a%#"%g. CDTF 7"!! #a&&6 $*t e5 $,t #/e#, $% Be%e"#"a&"e,>

#$'!"a%#e 7"t/ t/e &*!e,.

16



=.0 ACCOUNTING FOR ALL E;PENDITURES

4%%ountin !or all e0penditures in%urred *y *ene!i%iaries is mandatory in all CDTF !unded pro+e%ts'

This %on!irms proper utiliBation o! !unds allo%ated !or pro+e%ts and ena*les %ommunity mem*ers to

et more !unds in !orm o! su*se5uent instalment' 2ene!i%iaries should !ollo$ the !ollo$in

uidelines in order to a%%ount !or their e0penditure easily,

a). KEEP ALL RECEIPTS AND FINANCE DOCUMENTS SAFELY

2ene!i%iaries are re5uired to eep all re%eipts !or servi%es and materials paid !or very sa!ely' These

re%eipts should *e produ%ed at a short noti%e i! re5uired !or veri!i%ation' 1n %ases $here re%eipts are

not availa*le& sined do%uments should *e !iled sho$in re%eipt o! !unds *y the %on%erned party !or

the nature o! $or done& indi%atin the individuals Full names and 1dentity Card num*er' ?here

payment is to *e made to a "overnment o!!i%er& the said o!!i%er.s name& +o* title and personal

num*er should *e indi%ated on the payment do%ument'

+). SUBMIT COPY OF MONT3LY BANK STATEMENTS TO CDTF

2ene!i%iaries $ill also *e re5uired to !ile %opies o! 7onthly 2an Statements' CDTF must re%eive

a %opy o! the pro+e%t 2an 4%%ount every month' The Statements $ill sho$ all the $ithdra$als

!rom the a%%ount and deposits' The amounts sho$n in the 2an Statement should mat%h the

e0penditure o! a%tivities so !ar implemented' 1! 9@ o! the *udeted !unds have *een spent it

should *e physi%ally veri!ied that 9@ o! the planned tarets have *een realised'

#). SUBMIT MONT3LY PROGRESS REPORT TO CDTF

7onthly summary proress reports $ill serve as other a%%ountin support do%uments !or all

e0penditures in%urred *y the pro+e%t' 2ene!i%iaries must prepare a monthly summary report on the

proress o! implementation' 1n addition to these *ene!i%iaries $ill su*mit narrative and !inan%ial

report every A months and an interim report every months as indi%ated in 4rti%le '< o! the

Spe%ial Conditions'

The reports should provide all relevant in!ormation related to pro+e%t implementation' They should

sho$ ho$ mu%h money has *een spent at the time o! reportin and $hat a%tivities have *een

a%%omplished' The *ene!i%iaries should al$ays !ile one %opy o! the report !or their o$n use and

!uture re!eren%es' Preparation o! reports should not *e seen to *e a routine e0er%ise *ut should *e

taen very seriously as a pro+e%t monitorin a%tivity' Failure to prepare either the !inan%ial report or

the narrative report on a monthly *asis shall lead to suspension o! dis*ursements'

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?.0 MONITORING AND EVALUATION

CDTF en%ouraes parti%ipatory monitorin and evaluation o! pro+e%ts under implementation'

2ene!i%iaries there!ore have a ma+or role to play in monitorin the pro+e%ts on a day to day *asis'

2ene!i%iaries should mae sure that durin pro+e%t implementation all re5uired inputs are availed ontime to !a%ilitate timely realisation o! results' "roup mem*ers should %ome up $ith a supervision

s%hedule amon themselves to *e a*le to ather as mu%h in!ormation as possi*le on pro+e%t

implementation' Su%h in!ormation $ill !a%ilitate smooth pro+e%t implementation and provide early

$arnin sinals in %ase thins are oin $ron some$here' Urent de%isions and %orre%tive

measures %an *e taen *ased on su%h in!ormation and all ey players in pro+e%t implementation %an

*e involved in ood time' For instan%e& %ontinuous monitorin $ill ena*le the *ene!i%iaries to no$

$hether their o$n %ontri*ution is !orth%omin as indi%ated in the "rant Contra%t or it is %ausin

delays in meetin pro+e%t tarets' 2ene!i%iaries $ill also *e a*le to no$ $hether CDTF

%ontri*ution is *ein used in the areed items to avoid suspension o! dis*ursement o! !unds'

2ene!i%iaries are also e0pe%ted to evaluate the implementation pro%ess and %omment on $hether thee0pe%ted outputsimpa%t are liely to *e a%hieved i! the same trend %ontinues' 1! there is a !eelin

that thins are not on the riht tra%& CDTF should *e in!ormed immediately' E!!orts should *e

made to identi!y the liely %auses o! the !oreseen pro*lems' These %ould *e *e%ause the %onditions

(assumptions) at the round have %haned'

2ene!i%iaries are !ree to $rite reports and !ile them !or their use' These reports %ould *e done usin

a !ormat that $ill *e easily understood *y all the mem*ers' The report %ould also *e done in a

lanuae that all the mem*ers %an understand' 1t should *e noted that su%h reports are !or use *y

*ene!i%iaries only'

For 7onthly summary reports to *e su*mitted to CDTF *y *ene!i%iaries& the re%ommended

reportin !ormats should *e !ollo$ed' The !ormats and e0amples on ho$ to prepare the monthly

reports are anne0ed in the "rant Contra%t' The reports to *e su*mitted are in t$o !orms- !inan%ial

and narrative reports. Financial reports sho$ ho$ the !unds have *een spent and the *alan%es' The

Narrative reports $ill provide details o! all the a%tivities that have *een implemented durin the

reportin month and $ill also sho$ the %onstraints *ein e0perien%ed (i! any) durin pro+e%t

implementation'

12



@.0 OT3ER GENERAL CONDITIONS DURING PROJECT IMPLEMENTATION

I. VERIFICATION OF E;PENDITURE

4ll !unds iven to 2ene!i%iaries are pu*li% !unds and should *e put into proper use' The !unds have *een iven to the "overnment o! #enya ("o#) *y the European Commission (EC) to support

poverty alleviation e!!orts in the %ountry' 2ene!i%iaries should tae note that the !unds iven to

them are pu*li% !unds and may only *e used on the set tarets aimed at assistin %ommunity e!!orts

in %om*atin poverty' 4ny pro+e%t !unds !ound to have *een spent inappropriately $ill have to *e

reim*ursed to CDTF *y the *ene!i%iaries'

2ene!i%iary roups should note the !ollo$in,

i. 2oth the "o# and EC %an send independent auditors to inspe%t all pro+e%t a%tivities and

%orrespondin e0penditures' 2ene!i%iaries should al$ays *e prepared $ith a%%ountin

do%uments !or su%h inspe%tion'ii. CDTF has appointed independent auditors $ho %an visit pro+e%ts and re5uest !or all relevant

do%uments' 2ene!i%iaries $ill& ho$ever& *e in!ormed o! su%h visits ($ith short noti%e) *y CDTF

in $ritin'

iii. 7onitorin *y lo%al overnment aen%iesG Community roups should not allo$

unauthorised people to inter!ere $ith their pro+e%t do%uments'

iv. The County 4dministration& the DDO and other mem*ers o! the DDC are involved in

pro+e%ts !or plannin and monitorin development& and in!ormation purposes and not supervision

o! implementation' Supervisory role is the responsi*ility o! the *ene!i%iaries'

v. 4ll pro+e%ts $ith a *udet o! #sh <9 million and a*ove 7UST undero e0penditure veri!i%ation'

II. PROJECT SUSTAINABILITY< OPERATION AND MAINTENANCE

One o! the ma+or o*+e%tives o! CDTF is to !oster sel! relian%e' For all pro+e%ts !unded& CDTF $ill

demand a very $ell de!ined sustaina*ility stratey& to in%lude an operation and maintenan%e plan

$here appli%a*le' Past e0perien%e has sho$n that pro+e%ts do very $ell $hen the donor is still

!undin the pro+e%t& *ut *e%ome non/ operational on%e the donor pulls out' To avoid this& CDTF

insists on %ommunities developin a sustaina*ility stratey lon *e!ore pro+e%t implementation

starts' 1! sustaina*ility is not uaranteed& CDTF $ill not involve itsel! in !undin the pro+e%t'

2ene!i%iaries should there!ore mae sure that their pro+e%ts $ill %ontinue to deliver lon a!ter CDTF!undin has stopped' For e0ample& i! a shallo$ $ell is sun in a villae and a pump installed&

*ene!i%iaries should %olle%t monthly %ontri*utions !rom mem*ers !or its operation and maintenan%e'

Su%h a !und $ill *e used to *uy spare parts or pay the pump attendant& and %ommunity mem*ers

$ill *e assured o! %onstant supply o! $ater' The operation and maintenan%e !und miht ro$ to a

level $here another shallo$ $ell miht *e sun *y %ommunity mem*ers $ithout any e0ternal

assistan%e' This promotes repli%ation& thus in%reasin the num*er o! $ater points in a spe%i!i% area

and in%reasin the results o! the !irst'

III. COMPLETION CERTIFICATE

On%e a roup%ommunity has a%hieved all the set tarets and properly a%%ounted !or all the !unds

iven *y CDTF& a pro+e%t Completion Certi!i%ate is issued to the roup' The %erti!i%ate %on!irms

15



that the roup has per!ormed $ell and CDTF is satis!ied $ith the su%%ess!ul implementation'

2ene!i%iaries $ill therea!ter tae %hare o! the %ompleted pro+e%t to ensure maintenan%e and

sustaina*ility' CDTF or its !ounders (i'e'& EC and "o#) $ill %ontinue to visit the pro+e%ts lon a!ter

%ompletion to determine $hether *ene!i%iaries are still operatin and *ene!itin !rom the pro+e%t as

intended' 1t $ill *e very un!ortunate to !ind %ompleted pro+e%ts not operational due to !ailure to

sustain them *y *ene!i%iaries'

.0 CONCLUSION

2ene!i%iaries are en%ouraed to see assistan%e or %lari!i%ation on issues %on%ernin their pro+e%t

!rom any o! the !ollo$in CDTF o!!i%es& either in the reions or the 3ead5uarters in Nairo*i'

CDTF 3ea-9*a&te&, (Na"&$+") M$'+a,a O"#e

Josem Trust 3ouse& 8nd Floor #C2 3ouse&2unyala7asa*a Road Treasury S5uare/<st Floor

P O 2o0 A8<==/99899& Nairo*i P O 2o0 8<A/9<99& 7om*asa

Tel, (989)8A< : Tel, (9<) 888:<

Fa0, (98) 8=A Fa0, (9<) 888:A

Me&* O"#e E!-$&et O"#e

7eru7aua Road #iptai%h 3ouse& Ath Floor

(Opp' Jehova.s ?itness Chur%h/#aaa Central 2an 2uildin

P O 2o0 8=/A9899& 7eru P O 2o0 A:=/9<99& Eldoret

Tel, (989)89=9& (989)898A Tel, (9:)89A<<A

Fa0, (9:)89A9=

1)



10

Pa&t"#"ate "% t/e P&$e#t

La*%#/ 4$&,/$This $orshop must *e attended *y all

Community and other ey players(mem*ers) in the pro+e%t'

P&$"-e L",t $ O"#e Bea&e&,"roups re%eivin assistan%e !rom CDTF

must have demo%rati%ally ele%ted o!!i%e

*earers' 4 list o! names o! theseo!!i%ials must *e presented to CDTF

Oe% a Ba% A##$*%tThe roup must open a %urrent *ana%%ount $hi%h $ill *e dedi%ated $holly

!or money to *e used !or this pro+e%tonly' No other transa%tions should *e

made throuh this a%%ount.

E"-e%#e $ C$''*%"t6

C$%t&"+*t"$%,CDTF re5uires the %ommunity to

%ontri*ute a %ertain per%entae o! theresour%es re5uired !or the pro+e%t'

Eviden%e o! this must *e availa*le

S"g%"%g $ G&a%t C$%t&a#t2ene!i%iaries $ill have to aree $ith the

terms outlined in the "rant Contra%t andmust do this *y puttin theirrepresentatives. sinatures on the

areement'

I%$!e'e%t $ Ot/e&

Dee!$'e%t Age%t,Community roups may involve otherdevelopment aents (su%h as N"O H

4sso%iates) to o!!er spe%ialised %apa%ity$here needed' This should *e %learly

stated'

< 8

: A

S*''a&6 S/eet 1

KEY CONDITIONS TO BE FULFILLED BEFORE FUNDS ARE

RELEASED TO PROJECTS



ACCOUNTING FOR PROJECT E;PENDITURES

T3REE SIMPLE STEPS TO FOLLO4:

1.

2.

.

17

Kee a!! Re#e"t, a%- F"%a%#e

D$#*'e%t, "% a ,ae !a#e

This $ill assist you to sho$ ho$

the money $as spent on ea%h item

in %ase o! any 5ueries

S*+'"t C$6 $ M$%t/!6 Ba%

State'e%t t$ CDTF

This $ill *e a %lear $ay o! sho$in

all $ithdra$als and deposits o! %ash

related to the pro+e%t

S*+'"t M$%t/!6 P&$g&e,, Re$&t

T$ CDTF

2ene!i%iaries must prepare a !inan%ial

report sho$in pro+e%t e0penditure anda $ritten report on proress o!

implementation& to *e su*mitted toCDTF every month (see samples in

"rant Contra%t)'

S*''a&6 S/eet 2

Beneficiaries Implementation Manual Final

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Transcript of Beneficiaries Implementation Manual Final