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Efficient Contractual Modalities in Partnership Agreements

Detailed insights into Contribution Agreements, Partnership Statements, and Implementing Partnership Agreements for effective fund transfers and reporting processes between the EC and UNESCO.

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Efficient Contractual Modalities in Partnership Agreements

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  1. MedLiHer Contractual modalities and other administrative aspects Tuesday, 26 May 2009

  2. Contribution Agreement Partnership Statements Implementing Partnership Agreements (IPA) Roles and Obligations Transfer of Funds & Payments Requests Reporting Amendments Important aspects Visibility & Communication 2

  3. 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 3

  4. PartnershipStatement • 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 separateagreement between the Coordinator & each partner 4

  5. 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 5

  6. 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 6

  7. 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 theFinal Report Effectively participate in the review and evaluation of the Project 7

  8. 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 8

  9. 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 9

  10. Reporting Narrative and Financial Progress Reportsubmitted by each partner to UNESCO every six month UNESCO will consolidate themfor further transmission to the EC (on a yearly basis) The reports shall be in the same language as the Agreement (MedLiHer: FR) 10

  11. 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 11

  12. 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 12

  13. Final Report Each partner shall submit to UNESCO a Final Narrative and Financial Reportat 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 13

  14. 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 14

  15. Important1/2 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 15

  16. Important2/2 At least once a year, UNESCO will carry out an assessmentof 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 16

  17. 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 17

  18. 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 18

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