MedLiHerContractual modalities and

other administrative aspects

Tuesday, 26 May 2009

Contribution Agreement Partnership Statements Implementing Partnership Agreements (IPA)

Roles and Obligations

Transfer of Funds & Payments Requests Reporting Amendments Important aspects Visibility & Communication

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Contribution Agreement

• Between the EC (Contracting Authority) and UNESCO (lead Applicant, now Coordinator)

• Composed by the Special Conditions: duration, total EC contribution, UNESCO co-funding, etc.

... and Annexes:

Annex I - Description of the Action/Project

Annex II - General Conditions: EC standard administrative & financial provisions

Annex III - Budget breakdown in Euros

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• already signed by each partner• involving shared responsibilities • including agreed principles of good

partnership practices• helping understanding its role

In addition, the EC strongly recommends the signature of a separate agreement between the Coordinator & each partner

Partnership Statement

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Implementing Partnership Agreement (IPA)

• UNESCO shall have sole responsibility vis-à-vis the EC for complying with the legal obligations

• However, UNESCO, through the signature of the IPA, delegates the implementation of activities and responsibility to each Partner

• The expenditures incurred by the Partners are eligible under the same conditions as those incurred by UNESCO

Role and Obligations: UNESCO

as Coordinator of the project…

• Ensures overall management and coordination

• Represents the partners in all dealings with the EC

• Transfers part of the funds to the Partners

• Consults with the partners regularly

• Consolidates narrative and financial reports for further transmission to the EC

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Role and Obligations: the Partners

• Agree to the Project description

• Actively contribute and participate in the Project implementing concrete activities

• Keep separate books of its own expenses on the financial resources transferred by UNESCO

• Be accountable to UNESCO

• Submit to UNESCO every six month a Narrative and Financial Report and the Final Report

• Effectively participate in the review and evaluation of the Project

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Transfer of funds• UNESCO will transfer the funds received from

the EC to each partner by instalments

• Each following instalment will be transferred by UNESCO only if the relevant contribution from the EC has been received and the partner has succeed an evaluation on

- activities implemented

- results achieved

- quality of narrative report

- certified financial reports

Payment requests

• First instalment received

• Each further request for payment is transmitted by UNESCO to the Commission when 70% of the immediately preceding payment (and 100% of previous payments if any) has been incurred as proven by the relevant report

• For the last payment, the EC will pay the remaining balance within 45 days of approving the Final report

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Reporting

• Narrative and Financial Progress Report submitted by each partner to UNESCO every six month

• UNESCO will consolidate them for further transmission to the EC (on a yearly basis)

• The reports shall be in the same language as the Agreement (MedLiHer: FR)

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Narrative Reports

Focused on progress achieved in the

implementation of activities & including:

•Context

•Activities carried out during the reporting period

•Achievements and results

•Eventual difficulties encountered and remedial actions proposed or taken

•Work plan for the following period

•Eventual changes to be introduced in the Agreement and/or the Project

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Financial Reports

• Duly certified by the Partner’s own financial authority

• Expenditures as per the approved work plan

• Respect the EC principle of eligible costs

use the model financial report included in the IPA

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Final Report

• Each partner shall submit to UNESCO a Final Narrative and Financial Report at the end of the implementation period (MedLiHer: 3-years)

• The Final Financial Report shall be audited by the external auditor of the Partner

• The name and address of the external auditor shall be communicated to UNESCO

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Amendments

• Changes to the Project (e.g. activities) shall be agreed by all Partners before submission to the Commission

• All requests for modification shall be transmitted by UNESCO to the EC for eventual approval one month before the amendment is intended to enter into force

 

• Changes shall not be made without having the prior written authorisation from UNESCO / EC

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Important 1/2

• UNESCO and the Partners shall ensure that the Project is carried out in accordance with Contribution Agreement signed with the EC

• Expenditures incurred by each partner will be under the direct responsibility of the partner

• UNESCO shall have the right to undertake evaluations and audits

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Important 2/2

• At least once a year, UNESCO will carry out an assessment of the Partner’s performance

• If non-satisfactory, UNESCO will consult the Partner and propose rectifying measures

• UNESCO shall have the right to require reimbursement of funds

• Unspent funds at the termination of the Project shall be reimbursed to UNESCO and will be declared as such to the Commission

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Visibility / Communication

• Announce that the Project is implemented “with funding by the European Union”in all documents, publications and other communication tools and display in an appropriate way the European logo

• Do not use UNESCO’s name and logo without the prior written authorization from UNESCO’s Secretariat

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THANK YOU

Margarida Tor

Focal Point for the Cooperation with the EC Division of Cooperation with Extrabudgetary Funding Sources

Sector for External Relations and Cooperation

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