AMEND CONTENT

6.2 Documentation and briefing to project implementation and support staff

Documentation and briefing to project implementation and support staff

  • Share copies of the donor contract, including the final version of the proposal (narrative and budget) and IPIA with appropriate CO staff including:
    • programme/project staff
    • finance staff.
  • Ensure that appropriate project, programme and programme support staff is aware of key requirements as specified by the donor contract and IPIA. For example:
    • The Project Manager should be familiar with all requirements as stipulated in the donor contract and IPIA.
    • Programme/project staff must be aware of the reporting format and due dates, and scheduled CARE International Member monitoring visits.
    • Procurement staff must be aware of donor procurement guidelines if they are stricter than the CO standard procedures.
    • Finance staff must be aware of payment schedule and conditions, financial reporting formats and due dates, audit schedule, and scheduled CARE International Member monitoring visits.
  • Ensure that the finance unit requests/creates the:
    • project number (non Pamodzi) or project ID (for Pamodzi) (and fund code)
    • payment of first tranche
    • project coding/Chart of accounts.
  • As and when appropriate, facilitate a ‘start-up’ meeting during which all appropriate staff (including external partner organisations) can agree on expectations, responsibilities and key roles, deadlines for actions, and other important programme-related accountabilities.

Annex 10.2 Chapter Five-Contract compliance, ‘The Basics of Project Implementation-A Guide for Project Managers’ (November 2007), identifies a number of additional compliance issues to be aware of at this stage and throughout the project cycle.