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ADMINISTRATION

ADMINISTRATION. http://cerf.un.org. Goals of this session. Understanding of the administrative process for the funding of a CERF project Ability to identify administrative issues which cause the delay of funds disbursement Ability to identify an acceptable budget from an unacceptable budget

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ADMINISTRATION

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  1. ADMINISTRATION http://cerf.un.org

  2. Goals of this session • Understanding of the administrative process for the funding of a CERF project • Ability to identify administrative issues which cause the delay of funds disbursement • Ability to identify an acceptable budget from an unacceptable budget • Successful completion of the Budget Challenge

  3. The Administrative Structure • The CERF is a sub-account of the UN General Trust Fund and is subject to the UN Financial Rules and Regulations, and all internal policies, which govern trust funds • The Controller has oversight of the financial administration of the CERF • CERF disbursements are actually advances, and are not included as expenditures in reports to donors (the Secretary-General report to the General Assembly) until financial reports are received for the funds

  4. The Administrative Process Application arrives in CERF (budget reviewed) Project/budget approved by CERF/CRD Approval letter and blank LOU sent to agency Package to the Office of Programme Planning, Budgets, and Accounts (Controller’s Office) http://cerf.un.org

  5. Project packet to the Controller’s Office The project packet which goes for funding includes: • The project application with budget • The LOU signed by OCHA and the agency • A copy of the project approval letter to the agency • An interoffice memo from OCHA to PPBD requesting the advance of funds to the agency

  6. Why an administrative process for project funding? General Assembly resolution 60/124 of 8 March 2006: “Calls upon the Secretary-General…..to make the necessary managerial and administrative arrangements to facilitate the implementation of the grant element and set up appropriate reporting and accountability mechanisms to ensure that the funds allocated through the Fund are used in the most efficient, effective, and transparent manner possible” http://cerf.un.org

  7. Main areas of administrative delay • Budget - needs to be mathematically sound and transparent (itemization, linked to the narrative, appropriate amount of costs, individual disbursements) • Letter of Understanding (LOU)- should address the basics of the project and the legal agreement concerning the use of the funds http://cerf.un.org

  8. Budget

  9. Most Common Problems • Added incorrectly • Financial requirements don’t match text • Non-transparent/unclear cost line descriptions • Miscalculated Programme Support Costs (PSC) http://cerf.un.org

  10. Programme Support Costs NOT *Please note that 7% of $497,550 is $34,828.50, not $37,450.00 http://cerf.un.org

  11. Letter of Understanding http://cerf.un.org

  12. Most Common Problems • Changed clauses (deleted, added, altered) • Financial amounts do not match amount in approval letter from the ERC to the agency • Implementation period too long • Long time for receipt of LOU from agency and for correspondence for corrections

  13. Exercises http://cerf.un.org

  14. What is wrong with this budget?

  15. What is wrong with this budget? http://cerf.un.org

  16. A Challenge

  17. Fix the project proposal budget

  18. Is this budget acceptable?

  19. The End http://cerf.un.org

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