English version dec 24 final 1

Implementation Manual
For
United Nations ExCom Agency
Assisted Programmes
In Ethiopia

December 2007
Addis Ababa, Ethiopia

Tabl e of C o n t e n t s

Background...............................................................................................................................................1
2. Implementation arrangement...................................................................................................................2
2.1. Roles and responsibilities of coordinating bodies and
Implementing partners ..........................................................................................................2
2.1.1. The Government Coordinating Body (MoFED) ..................................................2
2.1.2. Federal implementing partners ............................................................................4
2.1.3. Regional implementing partners ..........................................................................5
2.1.4. The United Nations Agencies (the ExCOM) .......................................................8
2.2. Program Management Staffs at Federal level .......................................................................9
2.3. Program Management Staffs at Regional Sector Implementing Partners ............................10
2.4. Program Management Staffs at BoFED ................................................................................10
2.5. Program Management Staffs at Sect oral Woreda Responsible Parties ...............................11
3. Annual Work Plan Formulation and Approval .......................................................................................11
4. Implementation ........................................................................................................................................13
4.1. Implementation Start-up ........................................................................................................13
4.2. Program Budgets and Revisions of AWP .............................................................................14
4.3. Budget Revision .....................................................................................................................15
4.4. Program/ Project Personnel ...................................................................................................16
4.4.1. Project/Program Support Staff (Category One) ...................................................16
4.4.2. Technical Assistance (Category Two) .................................................................17
4.5. Training ..................................................................................................................................23
4.5.1. Fellowships ...........................................................................................................24
4.5.2. Study Tour/ Group Training .................................................................................25
4.5.3. In-Service Training ..............................................................................................27
4.6. Supplies and Equipment ........................................................................................................28
4.6.1. Introduction ..........................................................................................................28
4.6.2. Procurement Principles and Process ....................................................................28
4.6.3. Verification, Placement of Damage and Insurance
Coverage and Claims ..........................................................................................30
4.6.4. Insurance Coverage and Claims – Procurement ..................................................31
4.6.5. Installation and Commissioning of Equipment ...................................................32
4.6.6. Operation and Maintenance of Equipment ..........................................................32
4.6.7. Inventory and Control of Supplies and Equipment .............................................33
4.7. Sub – Contract ........................................................................................................................34
4.7.1. Sub – Contract with Firms ...................................................................................34

5. Financial Management, Accounting and Reporting ...............................................................................35
5.1. Bank Account and Signatories ..............................................................................................35
5.2. Fund Request ..........................................................................................................................35
5.3. Fund release procedure ..........................................................................................................36

5.4. Payment of Programme Funds ..............................................................................................37
5.5. Financial Accounting and Records ........................................................................................40
5.6. Financial Reporting ...............................................................................................................42
5.7. Financial Accountability .......................................................................................................43
5.8. Closing of Bank Account .......................................................................................................44
6. Audit.........................................................................................................................................................44
6.1. Audit Plan and Objectives .....................................................................................................44
6.2 Assignment of Auditors------------------------------------------------------------------------------------45
6.3. The Audit Process ..................................................................................................................46
6.3. Follow – up ............................................................................................................................46
7. Monitoring and Evaluation and Reporting .............................................................................................46
7.1. Purposes of Monitoring and Evaluation ................................................................................46
7.2. Principles of Monitoring and Evaluation ..............................................................................47
7.3. Monitoring .............................................................................................................................48
7.4. Evaluation ..............................................................................................................................52

TA B L E

SALARIES FOR SUPPORT STAFF OF THE PROGRAMME MANAGEMENT SECRETARIAT....21
CHA R T

AWP Preparation, Fund Release, Payment and Reporting ...................56

ANN E X E S

I. Standard Letter of Agreement between the Implementing Partner and a Government
Organization Serving as Responsible Party..........................................................................57
II. Sample Service Contract with Programme/Project Support Staff...................................60
III. Annual Work Plan............................................................................................................63
IV. Funding Authorization and Certificate of Expenditure (FACE)....................................64
V. Sample Contract with Consultants..................................................................................65
VI. Cash Book (Bank Receipt & Disbursement Ledger).......................................................66
VII. Payment Voucher.............................................................................................................67
VIII. Subsidiary Ledger..........................................................................................................68
IX. Receipts & Disbursement Registration Book (control ledger)........................................69
X. Bank Reconciliation...........................................................................................................70
XI. Quarterly Programme/Project Progress Report..............................................................71
XII. Supplies and Equipment Request Form.........................................................................72
XIII. Annual Report of Non-Expendable Equipment............................................................73
XIV. Non-Expendable Property Ledger.................................................................................76
XV. Model Terms of Reference (ToR).....................................................................................77

List of Acronyms
APR Annual Program/ Project Report
AWP Annual Work Plan
BoFED Bureau of Finance and Economic Development
CPAP Country Program Action Plan
CPD Country Program Document
DAG Donor Assistant Group
DSA Daily Subsistence Allowance
FIP Federal Implementing Partners
FACE Funding Authorization and Certificate of Expenditure
GOE Government of Ethiopia
HAP Harmonized Action Plan
HACT Harmonized Cash Transfer
IP Implementing Partner
IMEP Integrated Monitoring and Evaluation Plan
MoFED Ministry of Finance and Economic Development
M&E Monitoring and Evaluation
NEX National Execution
NPC National Program Coordinator
PMO Program Management Office
RIP Regional Implementing Partner
RP Responsible Partner
RPC Regional Program Coordinator
RPMO Regional Program Management Office
RSB Regional Sector Bureau
RBM Result Based Management
TA Technical Assistance
TOR Terms of Reference
TRAC UNDP Regular Resource
UNCT United Nations Country Team
UNDAF United Nations Development Assistance Framework
UNDP United Nations Development Program
UN EXCOM The 4 UN Agencies (UNDP, UNICEF, UNFPA & WFP)
UNFPA United Nations Population Fund
UNICEF United Nations Children’s Fund
WoFED Woreda Finance and Economic Development (Office)
WFP World Food Program
WSO Woreda Sector Office

1. BACKGROUND

In preparing the current UNDAF, the government and the United Nations
Country Team (UNCT) in Ethiopia put considerable emphasis on ensuring that
the process is in line with the reform agenda of the UN Secretary General and
that it implements the harmonized programming approach. At the background
of this process there is considerable progress in harmonization in Ethiopia
including the preparation of the Government's Harmonization Action Plan (HAP)
in January 2005 and “Draft Joint Declaration on Harmonization, Alignment
and Aid Effectiveness” prepared by the Government and DAG. The UNCT also
stressed on the need to take the harmonization process beyond project and
programme formulation to a new level, by adopting a common implementation
framework, to the extent possible, in order to reduce transaction costs and
simplify the multiple procedures that currently exist among UN Agencies.
The Government and UNCT have reviewed agency implementation modalities,
including the National Execution (NEX) approach. The UN-supported
programmes and projects will operate within the aligned procedures with
Government systems and implementation procedures in areas such as
implementation arrangements, monitoring and evaluation systems, financial
rules and regulations, auditing and procurement arrangements. Thus the
UNCT has agreed under overall NEX principles and norms to implement UN-
assisted programmes and projects in the coming programme cycle.
In line with the above, it has now been agreed to have a common UN EXCOM
Program Implementation Manual (PIM) which sets out one common set of
procedures and rules that governs the implementation of all UN assisted
programs in Ethiopia, focussing on program formulation, implementation
arrangement, annual work plan preparation, procurement, financial
management and reporting, Technical assistance, monitoring and evaluation,
and auditing.
During the preparation of the PIM the rules, regulations and guidelines of each
UN ExCom have been thoroughly reviewed, peculiarities of each identified and
to the extent possible the differences are accommodated in this guideline.
This Program Implementation Manual is, therefore, prepared to serve as a
guideline for the implementation of all programs of the UN ExComs assisted
programs in Ethiopia.
Areas and situations where specific policies and procedures of each agency to
be applied is presented in this Manual.

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2. IMPLEMENTATION ARRANGEMENT
2.1.Roles and responsibilities of Coordinating Body and Implementing
Partners (IP)

MOFED is the Government coordinating body and assumed ultimate
responsibility on behalf of the Government for overall management and
coordination of UN programming and is ultimately accountable to
ExComs for all UN programming resources under Government
management.

Implementing Partners (IPs) refers to the Federal Implementing Partners
(FIP) and Regional Implementing Partners (RIP). The FIP represented by
the sectoral institutions, which have been selected as partners for the
implementation of UN assisted programs at federal level, while BOFED
and sectoral bureaus represent regional implementing partners each
having distinct role. BOFED is responsible for the financial management
and preparation of substantive and financial reports whereas sector
bureaus are responsible for the preparation of their AWP and delivery of
the results indicated in their AWP.

Implementing partners provide services and carry out activities such as
the procurement and delivery of programme/ project inputs and their
conversion into programme/project output and outcomes.

The Implementing partners (IPs) at Federal level are accountable to
MoFED and the respective UN for quality, timeliness and effectiveness of
services provided to the ultimate beneficiaries and activities carried out,
as well as for the use of funds. Implementing partners at regional levels
are accountable to BoFED's, the respective UN agency and MoFED for
the quality, timeliness and effectiveness of services provided and
activities it carried-out, as well as for the use of funds. BoFED's are
accountable to MoFED and the UN agencies for the quality and
timeliness reports, the use of funds, timely release of resources to the
responsible parties, monitoring and evaluation of progresses. Details of
responsibilities of each actor are indicated below.

2.1.1.The Government Coordinating Body (MOFED):

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The Ministry of Finance and Economic Development assumes
ultimate responsibility on behalf of the Government for overall
management of UN ExComs programming and is ultimately accountable
to ExComs for all agencies programming resources under Government
management.
MoFED through its Multilateral Cooperation Department is the focal
point of the Government for all communications with ExComs on
programmes or projects in Ethiopia. This includes responsibility for the
supervision of performance of the Implementing Partners, assessment of
progress and technical quality, and attainment of objectives.
In close collaboration with ExComs, MOFED is responsible for co-
ordinating the preparation of CPD, CPAP and AWPs. MoFED also receive
all AWPs from regional BoFEDs and forward the AWP to concerned sector
Ministries so that they can compile one AWP for their sectors including
activities to be carried out at Federal level.
MOFED in collaboration with the UN ExComs is responsible for the
allocation of ExComs' resources among programmes/projects as well as
regions based on the Federation grant allocation formula.
MoFED is entrusted with the responsibility of mobilizing resources, and
thus will work closely with the ExComs to mobilize additional resources
that are necessary for achieving the UNDAF as well as the CPAP goals.
MoFED in consultation with ExComs will review and approve all AWPs
received from Sector ministries/institutions.
MoFED signs on the Country Programme Action Plan (CPAP) and Annual
Work Plans (AWP) on behalf of the Government.

MoFED has also the duty of monitoring and evaluating the
implementation of programs as well as achievements of results: holding
annual country programs and UNDAF review meetings. MoFED will also
hold mid-term evaluation of selected programs.

MOFED provides support in the recruitment, selection and management of
program/project personnel and National UNVs.

MOFED supports IP and RP in identifying training institutions and
facilitating various trainings and study tours to be held if requested.

MOFED, in collaboration with BOFED, will carry out timely and continuous
capacity need assessment and will provide necessary capacity building
support.

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MOFED will organize orientation and training workshop on UN policies,
procedures and regulations and Program Implementation Manual to
different federal and regional government implementing partners.

MOFED coordinates the annual program/project audit activities.

MOFED coordinates each IPs to take corrective measures and submit
reports on the action taken based on audit findings.

MOFED opens one bank account for each sector supported by the UN
Excom for Federal IPs and to this end the Federal IPs will submit request
to MoFED.

2.1.2. Federal Implementing Partners:

Federal Implementing partners, who jointly sign on AWP, are
represented by the sectoral ministries and other institutions,
which have been selected as partners for the implementation of UN
assisted programs. They will have the following main duties and
responsibilities.

• Provide strategic guidance and lead the preparation of Annual
Work Plan (AWP) for their respective sectors at the beginning of
each year in consultation with their regional counter parts.
• Prepare one sectoral AWP by compiling all AWPs received from
each region through MoFED by including activities implemented
at Federal level. The compiled sectoral AWP will be submitted
to MOFED.
• Sign on the finalized AWPs
• Implement their sector AWP, assisted by UN, to be implemented
at federal level.
• Follow up, Monitor and evaluate the implementation of the
sector AWP both at Federal, Regional and Woreda level.
• Prepare/compile national sectoral bi-annual and annual
progress reports on the implementation of AWPs, taking into
account activities implemented at Federal level and in regions,
and submit to MoFED and the UN ExCom.
• Prepare quarterly financial and narrative reports for the
activities carried out at federal level and submit to MoFED and
the UN.
• Provide technical assistance to regional and woreda
counterparts as required.
• Responsible for the delivery of activities and achievement of
results indicated in their respective AWPs, for activities to be
implemented at federal level

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• Coordinate and facilitate the auditing of programs as requested
by MoFED in consultation with the UN ExComs.

2.1.3.Regional Implementing Partners:

Under this arrangement the Sector Bureaus and BOFED represent
regional implementing partners each having distinct role. While the
sector Bureaus are responsible for the preparation of their AWP,
for the implementation, the delivery of the results indicated in their
AWP and the preparation of reports, the later is responsible for the
financial management, compilation of financial and activity report
and preparation of financial report, the details are indicated below.

2.1.3.1.Bureaus of Finance and Economic Development
(BOFED)

Regional Finance and Economic Development Bureaus are entities
that are mandated by the regional council to coordinate and
manage development activities of each region and accordingly
responsible to allocate resources to woredas, manages all kinds of
public resources, coordinate the preparation of sectoral plans and
prepare and compile development performance reports of a region,
monitor and evaluate the performances of sector institutions etc.
Given these roles by the regional council, the responsibilities of
BOFED, through its Development Cooperation Section, related to
UN ExCom assisted program will be the following.

• Coordinate the preparation of all sectoral AWPs of their
respective regions; submit the plan to MOFED, with copy to the
regional council in June every year.
• Allocate UN resources to selected woredas in consultation with
these line bureaus and other relevant bodies.
• Co-sign on the AWPs for their region.
• Submit quarterly advance requests and financial report using
Funding Authorization Certificate of Expenditure (FACE) format
to the UN, with copy to MoFED and concerned Sector Ministries
based on approved AWPs.
• Compile both activity and financial reports on a quarterly basis
for ExCom assisted programs and submit to the respective UN
ExCom, MoFED and sector ministries.
• Follow up on the implementation progress for each sector AWP
• Hold biannual review meeting for all sector programs assisted
by UN agencies in the region and conduct monthly follow up
meeting focusing on issues.
• Conduct assessments as required, to identify the capacity gaps
of implementing partners and responsible parties in the region

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with the objective of filling the gaps and to facilitate the
implementation of programs (AWPs)

The Development Cooperation Section through Finance Section of
BoFED will perform the following:-

• Manage all financial aspects of the programs.
• Open a bank account for each sector assisted by ExCom.
• Maintain separate ledgers for accounts used by different UN
assisted programs.
• Receive funds from the UN ExCom on behalf of all sectors and
notify the same to the sector bureaus within a week's time for
their subsequent actions.
• Transfer funds to WOFED up on request from concerned sector
bureaus with in a week’s time of the request submission for
activities to be implemented at woreda level.
• Based on approved AWP, transfer funds to Sectoral Bureaus for
activities to be implemented at regional level up on request from
concerned sector bureaus, within week's time of the request.

2.1.3.2.Sectoral Implementing Partners (Sector Bureaus) of
regions

• Facilitate the preparation of the woreda and sectoral annual
work Plans, prepare the regional sectoral bureau workplan,
compile the overall sectoral regional workplan and submit to
BoFED, in May every year.
• Primary responsible body for delivering results indicated in
their AWP.
• Facilitate, monitor and follow up the day-to-day implementation
of their AWP at all levels in the regions.
• Responsible to collect reports from their woreda sector offices
and other responsible parties and compile regional sector
reports on a quarterly basis and submit the same to BoFED
with in 10 days after the end of the quarter.
• Request BoFED to release funds to selected woredas (through
WoFED) for the activities to be carried out at woredas and lower
level.
• Request BoFED to release funds to their account for activities to
be carried out at regional level by the Bureaus.
• Effect payments for activities to be carried out at regional level,
by the Bureau.
• Prepare quarterly financial (FACE format) request and report for
activities to be implemented at regional level by Sector Bureaus
and submit to BOFED with in 10 days after the end of the
quarter.

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• Prepare the documentation and participate in monthly (as
required), biannual and annual review meetings.
• Provide technical assistance to their respective woreda offices
and other responsible parties.
• Settle accounts, every month, with original documents to
BoFED.

2.1.3.3.Woreda Sector Offices:

Woreda Sector Offices are the implementers of programs at the
woreda level and also the ones dealing with all other responsible
parties in implementing programs. The main duties and
responsibilities of the Offices are:

• Preparing their woreda sectoral AWP and submit to their
respective sector bureaus, with copy to the woreda cabine,
before 30th of April of each year.
• Request WOFED to effect payments for activities to be carried
out at woreda and kebele level.
• Implement AWP or enter into agreement with other responsible
parties to implement AWP to ensure that results are met.
• Prepare quarterly woreda sectoral physical reports and submit
to their respective sector bureaus of regions, within 10 days of
the next quarter, to the reporting period.
• Closely follow up the implementation of AWPs by other
responsible parties.

2.1.3.4.WOFED

WOFEDs are responsible for the following main activities.

• Open Bank accounts as requested by BOFED
• Operate bank accounts as per financial management system
indicated in this manual
• Receive resources from BOFED as per the agreed AWP.
• Effect payments within 7 days upon request from Woreda
Sector offices.
• Prepare quarterly financial reports and submit the same to
BoFED within 10 days after the end of the quarter.

2.1.4.The United Nations Agencies (the ExComs):

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The United Nations organisations play a key role in the program by,
among others, allocation of resources to the implementation, monitoring
of activities and evaluation of programs. The main duties and
responsibilities of these agencies will include the following:
• Assign resources for country programs and in collaboration with
sector ministries and MoFED select main thematic areas,
• Mobilize additional resources in consultation with MoFED,
• Provide support to AWP preparation.
• Sign on CPAP and AWP,
• Provide program support and financial assistance,
• Provide technical assistance as per Government TA guideline to
ensure achievement of CPAP and UNDAF results.
• Support in identification and/or recruitment of programme or project
personnel and national UN Volunteers,
• Support in identification and facilitation of training activities,
including fellowship, short-term training and study tours,
• Support in procurement of goods and services as required based on
approved AWP
• Provision of access to ExCom-managed global information systems,
including rosters of consultants and providers of development
services, etc.,
• Access to international knowledge network,
• Access to latest technology as relevant to programs,
• Support in identifying lessons learned and best practices across the
globe,
• Assisting in resource mobilization,
• Direct payments: UN ExComs may also act as paying agents in cases
where the Implementing Partner is not able to effect payments owing
to constraints such as limited flexibility in the banking system or
exchange control regulations, or when it is clearly more cost-effective
for ExComs to make the payment. In these cases, the ExComs will,
upon request, make direct payments,

All support services provided by ExComs will be carried
out in accordance with the regulations, rules and
procedures of ExComs.
The cost of the support services provided by the ExCom
country offices in the implementation of
programme/project will be recovered, on the basis the
CPAP and subsequent agreement with MoFED, from the
budget of the respective programme or project under the
relevant budget line. The amount of such
reimbursement shall be mutually agreed upon between
MoFED and the ExCom country offices on a case-by-

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case basis, depending on the volume and complexity of
the services rendered.

2.2.Programme Management Staffs at Federal Level

A Programme Management Personnel (PMP) that serves all
the UN ExCom programs of a sector shall be provided to
the Implementing partner, where there are critical
manpower gaps.

The project personnel will be placed in the respective IP departments that
are responsible in carrying out coordination, planning, day to day
management, follow up, monitoring and reporting on the UN ExCom
assisted projects and programs.

2.2.1.The Project Personnel which are working under the direct
supervision of the concerned departments are primarily responsible
for the planning and overall management of programme activities,
physical/financial reporting, accounting, monitoring and evaluation
of the programme or project, supervision of the responsible parties,
for the management and audit of the use of ExCom resources and
provide technical assistance to regions.
2.2.2. The PMP will also have duties of compiling all sectoral AWP and
prepare one AWP for the sector including AWP of each region
forwarded through MoFED and activities implemented at Federal
level.
2.2.3.The PMP will also be engaged in preparing quarterly financial and
activity report for activities implemented at Federal level with in 7
days after the end of the quarter. The concerned IP will submit the
report with in 10 days to UN ExCom and MoFED.
2.2.4.Provision of PMP to the IP will take into account the differentiated
need and capacity of each IPs, and the need for quality service
delivery. Therefore, an IP can have the following full time staff
members for smooth programme delivery:
(a) National Program Coordinator (NPC) assigned by the IP
(b) Assistant Program Coordinator (recruited or assigned)
(c) A Finance Officer (recruited or assigned)
(d) A Secretary-Cashier (recruited or assigned)
(e) A Driver/messenger (recruited or assigned)
2.2.5.Training shall be planned and implemented to strengthen the
capacity of PMP.

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2.3. Programme Management Staffs at Regional Sectoral Implementing
Partner

Project personnel will also be provided to the regional
Sectoral IPs who will be fully accountable to and supervised
by the concerned departments of IPs.

2.3.1.Under the guidance and supervision of concerned department, the
Program Management Personnel (PMP) within the regional IP is
responsible for the planning and overall management &
implementation of programme activities, for financial and physical
reporting, monitoring and evaluation of the programme or project,
supervision and for the management and audit of the use of the
ExCom resources.
2.3.2.The Regional IP is accountable to the Regional Bureau of Finance
and Economic Development (BoFED), in terms of submitting timely
annual work-plans, performance reporting and accounting.
2.3.3. A Regional Programme Co-ordinator delegated by the Implementing
Partner shall coordinate activities of project personnel at regional IP
level. Based on the needs assessment and specific requirement of each
Regional government entity, the Regional IP may have the following
staff:
a. Regional Programme Coordinator (RPC) assigned by the relevant
bureau
b. Assistant Programme Officer/s (recruited or assigned)
c. Finance Officer (recruited or assigned)
d. Secretary-Cashier (recruited or assigned)
2.3.4.The recruitment of personnel at regional level should always be
based on the specific need of the concerned office.

2.4.Programme Management Staff at BoFED
2.4.1.Under overall guidance of the Deputy Bureau Head of BoFED
Cooperation Section, the Program Management Personnel at BoFED is
responsible to discharge all duties and responsibilities of BoFED listed
in section 2.1.3.1 above. The Departments that are responsible for UN
ExCom programs shall have the following project staff.
A. Regional Programme Coordinator (RPC) assigned by the
relevant bureau
B. Assistant Programme Officer (recruited or assigned)
C. Accountant/s (recruited or assigned) depending on needs.

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D. One Secretary-Cashier (recruited or assigned) depending on
needs.
2.5. Programme Management Staff at Sectoral Woreda Responsible
Parties

2.5.1. The Implementing Partners, MOFED and the UN ExComs shall give
special emphasis to need-based capacity development at the Woreda
level to fill existing capacity gaps and utilise opportunities created, as
a result of the devolution of power, for the smooth delivery of services
and accountability for the resources allocated to each Wereda or
kebele administration.
2.5.2. When technical staff is required for ExCom assisted
programme/project implementation at the Wereda level, the Regional
Implementing Partner in consultation with the Wereda Council and
other appropriate office at the Wereda may assign (or may recruit) a
focal expert for smooth communication, co-ordination and integration
of ExCom assisted programme/project, as per TA Guideline.
2.5.3. The assignment of personnel and support shall give due
considerations to the specific situation of each wereda. Accordingly,
differentiated support shall be given to woredas to enable them
implement the program by sustainably developing their program
management capabilities.
2.5.4. Each Implementing Partner and Responsible Party shall provide
the required facilities and assign or recruit qualified staff to enable
effective programme/project implementation at Regional and Wereda
level. The capacity Need Assessment should elaborate what is needed
in terms of personnel, particularly and capacity development, in
general at the Regional and Wereda level

3. Annual Work Plan Formulation & Approval

3.1.Lesson learnt from various Periodical Review Meetings elaborated in section
7.3 will serve as input for the preparation of subsequent Annual Work Plans.
Thus as part of the preparation of AWP, at least Annual Review Meetings of
Programs will be conducted immediately before the AWP preparation starts.
3.2.The work plan is a management tool that serves to organize the
implementation of a programme/project in an efficient, systematic and co-
ordinated way. It also serves as a tool for the release of funds, to monitor and
assess results and to link interventions with the strategic results framework.
The work plan consists of physical and financial plans.
3.3.The work plan is elaborated based on the CPAP document and defines or
clarifies the following elements:

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• Expected outputs.
• Major activities (and sub-activities) necessary to achieve each output,
• Indicators or targets set for the work plan period,
• Time schedule: scheduled starting time, finishing time and the expected
duration.
• Responsible parties for implementation
• Resources required for executing the activities

3.4.The preparation of the Annual work plan starts at Woreda level. The Woreda
Sector Offices are responsible to prepare and compile the Woreda sectoral
plans and forward the same to their respective sector bureaus at regional
level. The regional Sector bureaus will consolidate the Woreda plans as well
as activities to be carried out at regional level and submit the sector annual
plan to BoFED. Throughout this process at woreda and regional level, the
Implementing Partner will be responsible to ensure wider consultation and
participation of all relevant stakeholders.

3.5.BoFED will coordinate the overall preparation of all annual work plans at
regional level and forward the AWPs to MoFED with copy to regional council.
MoFED then will communicate with sector Ministries to finalize their
respective sector AWP.

3.6.Sector ministries will intern compile all Regional and Federal Sectoral AWP
and submit the same to MoFED and UN ExCom.

3.7.MOFED and the ExComs will provide financial and technical assistance to
the preparation process of AWP at regional and national level.

3.8.AWP will be prepared for every 12 months, breakdown into quarterly plans.
To ensure the timeliness of the AWPs, the preparation of AWPs will start three
months before the start of the new AWP period.

3.9.AWP will be approved and signed by MoFED, UN EXCOM, Sector Ministries
and BoFED.

3.10.Programme/project management at both federal and regional levels should
make sure that AWP are breakdown into quarterly financial and activity plan.
The work plans shall be approved 15 days before the start of the period.
3.11.Quarterly work plans shall form the basis for submitting fund requests and
release of funds to the respective programme/project accounts and also the
preparation of quarterly progress reports.

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3.12.There shall be an indication of when specific inputs are needed or expected
to be delivered for each activity or sub-activity.

3.13.The work plan shall also be maintained electronically to facilitate easy
monitoring.

4. IMPLEMENTATION
4.1.Implementation Start-up

4.1.1.Agreement between IP and Responsible Party (if implementers are
other than IPs) should be signed at the start-up of implementation of
programmes/projects as required.
4.1.2.Conduct Financial Training: HACT and FACE/ orientation
workshops shall be organized and conducted to familiarize new
programme staff of the various IPs and RP on financial procedures.
4.1.3.Open Bank Accounts:
• All accounts for Federal partners are opened by MoFED, upon
requested from Federal IPs.
• All accounts for regional partners are opened at and managed
by BoFED – WoFED. Accounts for Sector Bureaus for activities
to be implemented at regional level by the respective Sector
Bureaus can be opened and managed by Sector Bureaus. But
Sector Bureaus receive funds only from BoFED.
• BoFED will open bank account for each UN supported sector
at regional level and WoFED open bank account at woreda
level.
• The account opened for each UN supported sector will be used
for one or more agencies resources. If the account is used for
more than one agency supported activities of a sector then
separate ledgers/records should be maintained at BoFED/
WoFED.

Request Advance of Funds: The IP at Federal and
BoFEDs at regions shall submit quarterly request of
advance for funds (using FACE format) to the ExComs
agencies (UNICEF, UNDP UNFPA and WFP), copy to
MoFED and Sector ministries, based on the approved
annual work plan.

13

4.1.4.Supplies, Equipment, Consultant, Training
(i) Refer to the budget amount in AWP to be delivered during
the year.
(ii) Prepare list of supplies and equipment to be procured
together with specification based on the CPAP and AWP.
(iii) Prepare TOR of consultants to be recruited together with
required qualifications (required educational level, type of
experience and length of experience) and duration of
service.
(iv) Identify countries and institutions for training and study
tour. Develop criteria for selecting candidates and prepare
training plan with detailed cost breakdown.
4.1.5.Identify activities and potential institutions for sub-contract

4.2.Programme Budgets and Revisions of AWP.

4.2.1. Budget source and allocation
4.2.1.1. The budget for UNDP supported programme or project contains
the allocations from TRAC or other UNDP source of funding, as
well as, from cost sharing and Trust fund contributions.
4.2.1.2. The budget for UNICEF supported Programs are allocations from
Regular and other resources.
4.2.1.3. The budget for WFP supported Programs are allocations from
Basic and Supplementary resources.
4.2.1.4. The budget for UNFPA supported Programs are allocations from
Basic and other resources.
4.2.1.5. All Other and Supplementary Resources are to be mobilised by
the ExComs during the Country program period.
4.2.1.6. CPAPs include multi-year, annualized budgets to the
Implementing Partners against which they are authorized to
incur obligations for the current year and forward commitments
against future years.
4.2.1.7. Budget allocation to the Regions and to the IPs is based on
transparent criteria agreed by the Government and the ExComs.
Generally, 80% of the budget is expected to be allocated to the
regions and the remaining 20% to the Federal IPs. Of the total
allocation to the regions, 80% will be allocated to woreda and the
remaining 20% will be allocated to regional bureaus. Budget

14

allocations among the regions would be exercised in accordance
with the federal grant or resource transfer/allocation criteria.
4.2.1.8. In cases where there are similar activities for various program
woredas and implementation of these activities by each woreda
are found to be ineffective and costly, such activities could be
coordinated by the Sector Bureaus, even though budgets are
allocated for woredas.
4.2.1.9. All financial activities of ExCom supported programs revolve
around the AWPs. The programme/project budget shall become
operational only when the AWP has fully been signed by the
Government (MoFED), the Federal IPs and ExComs and BoFED.

4.3.Budget Revisions

4.3.1.Project budgets can be substantively revised within the annual
budget ceiling twice a year, if required. In such cases, one revision
should be done in June in order to reflect budget requirements for the
next Ethiopian fiscal year in conjunction with the work plan. The
second one should be done in November in order to rephase budget
from the current Gregorian calendar year to the following, within the
limits of the budget allocated to the Ethiopian fiscal year.
4.3.2.Annual budgets are not entitlements that can be carried over to the
following years of implementation. Therefore, the budget that transfer
to regions but not utilized will be accounted in and deducted from next
year allocation.
4.3.3.Additional or new requests would normally be accommodated during
annual work plan preparation (June) and during the second budget
revision (November) and when it is jointly agreed upon by
Implementing partner, Responsible parties, MoFED and ExComs.
4.3.4.Budget transfer from one Budget Line to another, when required,
shall normally be undertaken in conjunction with the budget revisions
process.
4.3.5.Federal IP and BoFED will submit budget revision request to MoFED
and concerned ExCom for approval.
4.3.6.Each sector bureaus will submit their budget revision request, if any,
to BoFED for subsequent processing and submission to MoFED and
ExCom.

15

4.4.PROGRAMME/ PROJECT PERSONNEL

The Program/Project Personnel for the ExCom supported programs will
have two main categories, namely, Project Support Staff and Technical
Assistance.

4.4.1.Project/Program Support Staff (Category One)

As agreed in the CPAPs, project support staff, funded from the agreed
project support cost budgets of each agency will be recruited and
managed entirely within the rules and regulations of the UN-ExCom
agencies. However, if the UN ExCom intends to post or assign any of
the Project Support Staff in to IP at all levels then:-

- First, it should be ascertained that the skill gap cannot be filled by
category 2 (TA).
- There has to be a formal request to the donor from the
implementing partner, with a copy to MoFED, asking that skill to be
filled by Project Support Staff.
- The support staff will work for that specific IP.
- The support staff will also be accountable to the IP.

4.4.2.Technical Assistance (Category Two)

The Technical Assistance Personnel will be reflected in approved AWP
of a program and will be recruited based on Government Technical
Assistance Guideline. TAs will be deployed or posted in IPs or RPs at
all levels based on need and demand.

Such Technical Assistance Personnel shall be categorized as follows:

(i) Internationally recruited long-term experts or short-term
consultants;
(ii) Locally recruited long-term experts or short-term
consultants;
(iii) National and International UN Volunteers;
(iv) Program personnel;
(v) Administrative personnel.

4.4.2.1.Principles:

16

The following principle must be followed with respect to
the recruitment process of TA:
(i) Competitiveness - The recruitment must be made on the
basis of a wide search for the most qualified candidates, and
selection of highly qualified and experienced personnel
according to the job description and the CPAP and AWP.
(ii) Transparency - The recruitment process must be
transparent and open, giving full and equal information to
all candidates, with clear criteria for selection, and with the
participation of several individuals in the decision-making
process, for example through a committee.
(iii) Gender balance- the criteria set for recruitment should
favorably encourage female experts/ consultants and
contractors to apply and compete. Generally, the provisions
of the Ethiopian civil service rule related to gender equality
would apply during recruitment.
(iv) The ExCom Country Offices must be kept informed of the
system and process of recruitment through the established
mechanisms of consultation, and/or through progress
reports, terms of reference, recruitment committee decisions
and any other relevant means.
(v) Consultants/experts shall start their consultancy work only
after signing Service Contract.
(vi) A detailed work plan should be drawn up for
experts/consultants to ensure optimal utilization of the
personnel component.

4.4.2.2.Selection and Recruitment of Local Personnel Process

4.4.2.2.1.The IP and the RP shall advertise the existing vacancies
in the local media stating the following:
(i) Post to be filled and level of position
(ii) Requisite academic/professional qualifications
and experience and core/functional
competencies
(iii) Duties and responsibilities
(iv) Duration of the position and the duty station of
the position
(v) Supervision, other position related to the work
function and office setting
(vi) Deadline for submitting applications.

17

4.4.2.2.2.The IP and the RP can also apply the short-listing
selection method incases of urgency
4.4.2.2.3.The IP and RP will be responsible for the selection and
recruitment of programme/project personnel for the
respective vacancies advertised.
4.4.2.2.4.The IP and RP shall assess applications received and
prepare a short list of suitable candidates for interview.
4.4.2.2.5.Short listed applicants shall be invited to appear before
the Programme/Project Recruitment Committee for
interview.

4.4.2.3.Selection and Recruitment of International Personnel Process

(i) The IP and RP shall advertise the existing vacancies in the
local as well as international media and follow the same
process indicated in 4.4.2.2.1. through 4.4.2.2.5.
(ii) When Special type of program personnel and TA is required,
the IP may submit request to the ExCom to select and
recruit program personnel and TA, as per the TA Guideline.
In such cases; even though the ExCom rules and regulation
applies for recruitment process and remuneration; the IP:-
a) will prepare and endorse ToR with support of
MoFED and the UN ExCom.
b) will participate in the selection process and
c) finally will endorse the selection in writing
(iii) The selected international program personnel and TA will be
directly accountable to the IP and will work under the direct
supervision of program coordinator assigned by the IP.

4.4.2.4.Service Contract

(i) The IP/RP is required to enter into a contract with the
selected person clarifying the nature of his/her services,
duties and responsibilities, terms of payment, duration and
other terms and conditions considered necessary for the
circumstances.

18

(ii) The contract with International Consultant/Experts should
be sent to the expert/consultant for his/her approval. If
modifications are requested by the expert/consultant, the IP
should review these changes. The contract may be amended
taking into consideration the agreed amendments in view of
the objectives of his/her mission.
(iii) The contract with Programme/Technical Assistance should
consist, among others, the probation period; leave provisions
(annual leave, sick leave, maternity leave), disciplinary
measures, which will be in accordance with the government’s
rules and procedures.
(iv) When the ExComs are requested to enter into contract on
behalf of the IP/RP the ExCom rules and procedures will
apply.
(v) All local appointments of Technical Assistance shall be
subject to a period of probationary assessment lasting three
months. Employees working on part-time and consultancy
appointments shall not be subjected to probation.
(vi) Project/programme-based TA is paid salaries. No top-ups,
over-time & part-time payments shall be made to civil
servants for performing tasks under ExCom assisted
programmes/projects.
(vii) Performance Evaluation Form for Individual Consultant shall
be completed at the end of the contract period and
submitted to the relevant ExCom agency and MoFED.

4.4.2.5.Remuneration and allowances
(i) IP, RP shall pay salaries of the Technical Assistance at
national and regional levels, other than those selected by the
ExComs, in accordance with the approved salary structure.
(ii) National programme/project TA personnel are not exempted
from paying taxes. It shall be a joint responsibility of the
Programme/Project Manager and the Programme/Project
Finance Officer/Accountant to ensure that taxes are properly
and promptly deducted from each Programme/Project TA
personnel salaries and remitted to the Ministry of Inland
Revenue or the relevant Regional tax collecting body as per
Government rules and procedures.

19

SALARIES FOR PROJECT STAFF (TA) IN THE IPs/RPs

Duration of Base salary Salary Ceiling
Title of Post Qualification & Experience Birr Birr
Assignment
Assistant Bachelor degree and a minimum of 8 years of One year with 3,500 4, 000
National experience or Masters degree and 6 years of possibility of
Programme experience or PhD and 4 years of experience, extension
Coordinator at out of which at least half of the experience
Federal Level should be in project/programme management.
Finance BA in accounting with eight years of experience One year with
3,500 4, 000
Officer/ out of which at least half of the experience possibility of
should be in project finance administration. extension
Accountant at
Computer skill is essential.
Federal Level
Assistant College Diploma and a minimum of 5 years One year with
experience Bachelor degree and 3 years of 2,500 3,000
Regional possibility of
Programme experience or Masters and 4 years of experience or extension
Coordinator PhD and 1 year of experience, out of out of which
at least half of the experience should be in
project/programme management.
Accountant College Diploma in accounting with 4 years One year with
2,500 3,000
experience out of which at least half of the possibility of
(Regional)
experience should be in project accounting. extension
Accountant College Diploma in accounting, depending on One year with
1,300 2,000
the Woreda peculiarity possibility of
(Woreda)
extension
Secretary- College Diploma in Secretarial Sciences from One year with
1,500 2,000
Cashier recognized College with three years of possibility of
experience and computer skills in office extension
applications.
Driver/ 12th grade completes with a third grade driving One year with
1,000 1,800
Messenger license or above and age 35 years and above possibility of
extension

20

REMUNERATION SCALE FOR NATIONAL CONSULTANTS

The recruitment and remuneration rate for national consultants should be set
based on results expected, complexity of the assignment and the quality of the
work and the competencies, qualifications and years of experience required to
discharge the duties in the TOR.
Additionally, the following points should be taken into account when
negotiating the rate with the national consultants/experts:
1.The expected output and the methodology used as elaborated in the ToR or
technical proposal submitted by the consultant/expert
2.The technical/professional competence (relevance) of the consultant/expert
for the assignment
3.The experience of the consultant (or firm) as elaborated in the CV or profile
4.Performance Evaluation record of the consultant/experts/firms, if the
consultant has had work prior experience with ExCom assisted
programmes/projects or other organization
5.Feedback given by references or former employers about his/her performance
6.Payment history of the consultant/firm in similar or comparable
institution(s) and or positions
7.The remuneration rate for national consultants/experts payable by the
Implementing Partner/Responsible party shall range up to Birr 1,500/day,
including taxes.
8.If the experts are employees of a government institution they should provide
evidence that they are on leave.
9.If such consultancy is managed by the UN-ExCom, the personnel shall have
a valid life insurance policy as well as medical certificate of fitness for the
duration of the assignment as well as pass the UN advanced Field Security
Course and any other conditions stipulated by the UN agency rules and
regulations as at time of the contract
10.All other costs of the consultancy work other than the remuneration shall
be born by the Contractor or reimbursed to the consultant up on prior
agreement by the contractor and provision of original receipts.

4.4.2.6.The remuneration rate for national consultants payable by the IP
and RP shall be set on a competitive basis taking into account the
following.

21

1. Expected output and the methodology used as
elaborated in the ToR or technical proposal submitted
by the consultant/expert
2. Technical/professional competence (relevance) for the
assignment and complexity of the tasks assigned
3. Experience of the consultant (and /or firm)
4. Feedback given by references or former employers about
his/her performance or performance records in ExCom
assisted programmes
5. Payment history of the consultant in similar or
comparable institution(s).
4.4.2.7.When ExComs are requested to recruit on behalf of the IP/RP, the
remuneration rate of ExComs shall apply.
4.4.2.8.Remuneration for International Consultants/Experts
(consultancy fee) to be paid to International Consultants/ Experts
will depend on his/her experience, technical competence, field of
expertise, ToR, etc. The IP may use the proforma costs of major UN
agencies for this component while negotiating the remuneration
with the international experts/consultants.
4.4.2.9.International travel costs, daily subsistence allowance and
terminal allowances for Programme Management staff, other
experts, and consultants will be paid according to UN rates, rules
and procedures.
4.4.2.10.The initial rate of Daily Subsistence Allowance (DSA) for travel
within Ethiopia for national professional and support staff of the
program and national consultant is given below. These rates shall
be subject to periodic reviews.
 For professional staff- Birr 150 per day.
 For administrative staff (secretary/ cashier, Driver/
messenger, etc)- Birr 100 per day.
 For missions of duration of less than 10 hours or that
would be completed before mid night only 50% of the
applicable DSA shall be paid.
 DSA payment for others (farmers, community members
etc) as per government rules and regulations.

4.5.TRAINING
All training planned and executed under ExCom assistance should be
based on relevance to the output and outcome results of the
CPAPs/UNDAF and contribute to sustainable capacity building at the
service provider levels for the relevant institution and personnel. The
aim is to enhance the professional skills of the trainees to deliver services
related to the MDGs and UNDAF/PASDEP outcomes. Typically, the

22

training component under ExCom sub-programmes comprises individual
fellowships, other training including group training and in-service
training. All training should be based on training needs assessment, and
the IP and RP should assess the training needs of the programme
personnel which should be part of the AWP. The following describes in
detail how the different training should be administered.

4.5.1.Fellowships

4.5.1.1.Usually, training at a single location abroad, lasting over a month
qualifies as a fellowship. Candidates shall be selected for fellowship
based on the objectives and budget provisions in the AWP with clear
relevance and link to the CPAP/UNDAF results.
4.5.1.2.Candidates shall be nominated for fellowship/study tours by the
concerned IP/RP as per the existing government rules and
procedures.
4.5.1.3.The ExCom country office shall directly charge the budget line for
the fellowship/study tour and inform the IP/RP of the premiums paid
for information and records. The IP/RP would provide the ExCom
agencies with an authority, by letter or agreement at the beginning of
each calendar (Gregorian) year for this expenditure to be incurred
directly.
4.5.1.4.The beneficiary trainee and or his/her institution shall take
responsibility for the insurance, medical and ancillary costs such as
death, disability etc. as per the prevailing rules and regulations of the
UN.
4.5.1.5.The UN ExCom funds and or agencies shall be utilized or
responsible for insurance, medical and ancillary costs for non UN
staff.
4.5.1.6.The IP/RP will negotiate with foreign training institutions with
regard to the training fees.
4.5.1.7.A formal undertaking shall be entered into by the institution from
which the trainee is selected to ensure that he/she continues to serve
the institution/organization for a minimum period required as per
government rules after return from training, and that in the event of
their leaving the institution/organization before the stipulated
duration, they would reimburse to the institution the actual cost of
the training.
4.5.1.8.Stipend and/or allowances for staff on training abroad shall be
paid according to rates established by the UN. The stipend that the
officials receive while on training is not a salary or an honorarium.
Therefore, during the fellow's training abroad, IP/RP should continue
to pay his/her salary and allowances at home as per the relevant
regulations set by the Federal Civil Service Agency.

23

4.5.1.9.All personnel or staff who participated in local or foreign training
courses shall be required to submit a fellowship training Report upon
return.
4.5.1.10.Insurance: Participants and or their institution shall provide
coverage for medical expenses, death and permanent disability of
fellows/study tour officials during their travel and training/visit.
4.5.1.11.The ultimate responsibility for insurance coverage lies with the IP.
4.5.1.12.Extension and Cancellation of Fellowships: The
programme/project authorities should inform ExCom agencies
promptly of any extension or cancellation of a fellowship/study tour
and follow up arrangements, otherwise funding may not be assured
for such deferment as funding sources may expire.
4.5.1.13.Application for Claims: Application for agreed and authentic
claims with the signed mission report (in standard format prescribed
by the UN agency) under the fellowship should be sent, to the
ExComs offices in Addis Ababa within three weeks. Any claim
submitted later than 3 weeks shall be forfeited.

4.5.2.Study Tours/ Group Training

4.5.2.1.Training, learning and study tour abroad at several locations in one
go or at a single location for a group qualifies as a study tour.
Usually this is arranged for a group of counterpart personnel, making
it group training, experience sharing or learning. The main purpose
is learning by seeing. The duration is less than a month.
4.5.2.2.Study tours are organized in accordance with the
programme/project work plan. Implementing partner/ responsible
party must ensure external travel by the most economical route and
that allowances do not exceed prevailing rates of the United Nations
system;
4.5.2.3.While preparing the programme for study tour, the IP/RP and UN
agency should keep in view the following considerations.
(i) Study tours should be kept to a minimum and the
composition of study teams should not be overly large.
They should be of limited duration normally not
exceeding a month but preferably less.
(ii) Study tours should be limited to not more than two or
three countries in a region at a time except where
limited opportunities compel choices to certain
locations.
4.5.2.4.Payment for Study Tour

24

(i) Officials going on study tours are entitled to Daily
Subsistence Allowance (DSA) applicable to the places
visited and Terminal Allowance. DSA is calculated on
the basis of number of nights spent at each place. The
UN rules and regulation would be followed in DSA
payment.
(ii) The Terminal Allowance for international travel will be
paid according to Each Exocms regulations. This
allowance is to cover taxi charges, etc.
(iii) The official shall submit, within fifteen days after return,
a travel claim with mission report in the prescribed
format of the UN agency.
4.5.2.5.Study Tour Report: It is mandatory for the officials to submit a
report about the study tour abroad within fifteen days of their return.
A copy of each report should be sent to the concerned IP and ExCom
Addis Ababa
4.5.2.6.The organizing institution should be encouraged to organise a
discussion forum for study tour teams to share experiences and
lessons with relevant experts/institutions at federal and regional
levels within one month of return. Similar discussion forum may be
organised at the regional level by the respective study tour
participants and the regional IP.
4.5.2.7.The procedures and regulations of insurance, extension and
cancellation of fellowships, and application of claims specified for
fellowships also apply for Study Tours participants (ref.
4.5.1.1-4.5.1.13 above).

4.5.3.In-Service Training

4.5.3.1.In-country training (seminars, workshops and other) is organized
by the IP/RP and UN in accordance with the approved annual work
plan and a mutually agreed-upon budget. In-service training consists
of training programmes for specific groups to enhance their skills and
knowledge or experience.
4.5.3.2.In-service training procedures are listed below:-
(i) The national staff responsible for the training programme
has to prepare a detailed proposal for the in-service
training including the objective of the training, duration
and specific dates of the programme, participants/target
group for the training, resource persons, topics to be
covered, expected output and outcome results of the
training, venue and detailed cost breakdown of the
programme and criteria/ qualifications for selecting

25

trainees/participants, plan for evaluation of training
output and outcome results including follow up actions
(specifying who, when , where etc).
(ii) The proposal shall be submitted to the National
Programme Co-ordinator/ Regional Programme Co-
ordinator who will review it to make sure that it is prepared
in accordance with the this manual.
(iii) Selected institutions shall be contacted to serve as venue
for the training. Negotiations regarding cost of
accommodation and mode of payment shall be made by the
institution (IP, RP and UN) organizing the event.
(iv) When an in-service training activity is conducted at a
location other than the participant’s duty station, the
participant is normally entitled to daily subsistence
allowance (DSA) in accordance with DSA rates specified
in this manual. No DSA will be paid if training is
conducted at the participants’ duty station. If the training
is conducted outside of trainees’ compound, a transport
allowance of Birr 50 per day shall be paid to each
participant. In cases where training is arranged with full
boarding and lodging then, trainees are only entitled 20%
of the DSA rate for incidental expenses.
4.5.3.3.At the end of a training activity, the participants take part in an
evaluation exercise to indicate to what extent their learning goals and
expectations have been met by the training activity as well as the
quality of the materials and pedagogy. Normally a questionnaire is
used to conduct this evaluation. The training report must include an
analysis of the training evaluation.
4.5.3.4.Action will be taken as required to ensure effective utilization of
training activity, e.g. proper reassignment of trainees.
4.5.3.5.In combination with in-service training or separately, the IP/RP
shall organise experience-sharing visits among implementing
partners or among woredas/zones within the region on best practices
and lessons learned.
4.5.3.6.When an in-service training is organised and resource persons are
engaged from the IP/RP or other relevant institutions, a reasonable
allowance (in line with provision in 4.4.5.3 above) shall be considered
for preparing training materials and conducting the training or for
giving presentations, provided that such training is not part of the
responsibility of organizer/provider.

26

4.6.SUPPLIES and EQUIPMENT

4.6.1.Introduction

4.6.1.1.ExComs provide supplies and equipment as part of the support
programs,
4.6.1.2.The supply and equipment component shall comprise locally and
off-share procured expendable and non-expendable supplies and
equipment such as medical equipments, medical facilities, teaching
materials, heavy water drilling machines, water schemes
maintenance equipments, vehicles, spare parts, office furniture, filing
cabinets, office machines, cameras, projectors, briefcases or other
items as determined by the Government. Cost for the procurement of
supplies and equipment shall be budgeted in AWPs. Local
procurement includes equipment procured through local agents or
from local suppliers in the open market.

4.6.2.Procurement Principles and Processes
4.6.2.1.All procurement requirements should be indicated in the approved
AWP.
4.6.2.2.Economy, efficiency, transparency and competitiveness shall be
given due consideration in carrying out procurement function.
4.6.2.3.Procurement of goods and services shall be based on value-for-
money principle and guided by competitive bidding.
4.6.2.4.Price, quality, delivery time and procurement feasibility shall
determine the procurement source, modality and delivery mode of the
equipment and supply.
4.6.2.5.All supplies and equipment procured by the government entities
will follow government procurement rules and regulation.
4.6.2.6.At a written request of the IP, the UN ExCom will procure using
agency specific rules and regulation. In such cases the requesting IP
shall:
(i) Ensure approval and availability of fund to cover cost
from program/project as well as allocation of fund to
cover tax from government budget.
(ii) Timely identify in qualitative and quantitative terms,
goods and services to be procured and prepare
purchase requisitions with technical
specifications/descriptions indicating the essential
characteristics of each item

27

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