Partner Capacity Development Program Vietnam Contract # AID‐440‐TO‐14‐00001 Quarterly Report
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Partner Capacity Development Program Vietnam Contract # AID‐440‐TO‐14‐00001 Quarterly Report April to June 2018 Submitted by: Robert Letchford Project Director USAID Partner Capacity Development Program Implemented by Institute of International Education (IIE) Van Phuc Diplomatic Compound 298 Kim Ma, Ba Dinh, Hanoi, Vietnam Phone +84 (0) 128‐239‐1758 |Fax +84 4‐3726‐2523 [email protected]| www.iie.org Submitted on: July 31, 2018 I. Introduction USAID Vietnam awarded the five‐year Partner Capacity Development Program to IIE on July 10, 2014. The purpose of the Task Order is to provide the USAID/Vietnam Mission with implementation and management support for capacity building and participant training program activities undertaken by its Development Objectives (DO) teams. PCD builds the capacity of Vietnamese organizations and individuals through a range of administrative, technical, and management interventions, including technical assistance (TA) and participant training. PCD will equip key organizations and individuals to better achieve program objectives in the areas of economic growth and inclusion, private sector partnerships and innovation, HIV/AIDS, climate change and disaster risk reduction, disability and vulnerable populations, avian and pandemic influenza, education, and environmental remediation. II. Program Highlights (achievements and major activities) A. Administrative highlights this quarter include: Realignment Budget and VAT Refund Waiver On April 26, 2018 PCD project and IIE home office staff participated in a phone conference with USAID/Vietnam to discuss the following: 1. Realignment budget for PCD. 2. General VAT waiver for PCD. Meeting participants: Mr. Robert Letchford, PCD Project Director Mr. Van Hoang, PCD Program Manager Ms. Thuy Nguyen, USAID COR Ms. Katelin Maher, USAID Acting COR Mr. Michael Capobianco, USAID CO Mr. David Simpson, IIE USAID Programs Director Ms. Magdalena Biela‐Juenge, IIE Senior Program Officer Mr. Elton Talka, IIE Grants and Contracts Summary of Meeting Minutes Realignment Budget It was agreed that there was no need for IIE to submit a realignment budget to USAID/Vietnam for the PCD Program. General VAT Waiver It was agreed that IIE should submit a memo to USAID/Vietnam requesting a VAT waiver documenting IIE efforts to secure VAT refunds for the PCD program. The USAID/CO also noted that PCD’s COR needed to document internally within the Mission that the PCD program would not be able to achieve project registration in Vietnam and obtain relevant approvals internally. This would then enable the USAID/Vietnam/CO to consider IIE’s request for a VAT waiver. PCD submitted a draft memo to PCD’s COR on May 1, 2018. Task Orders for Local Subcontractor, PEAPROS PCD issued Task Order #11 for the period April to July 2018 to PEAPROS for the provision of human resource technical assistance to ACDC (Action to the Community Development Center) to draft a new annual staff performance management system. PCD issued Task Order #12 for the period August to October 2018 to PEAPROS for the provision of fundraising and proposal writing technical assistance to DRD (Disability Research and Capacity Development Center) to draft a proposal to seek funding for the development of a disabilities center in HCMC. Task Orders for Local Subcontractor, MDF Management and Consulting PCD issued Task Order #4 for the period March 2018 to January 2019 for the provision of four (4) technical trainings and two (2) leadership forums for the Organizational Development Trail (ODT) program. Subcontract for Asian Institute Technology Centre Vietnam (AITCV) PCD issued a subcontract to AITCV for the period May to December 2018 to deliver three (3) technical trainings for the Vietnam Union of Science and Technology Associations (VUSTA). Program Highlights COMPONENT 1: INSTITUTIONAL CAPACITY BUILDING FOR TARGET ORGANIZATIONS The Sustainable Health Development Center (VietHealth), Financial Management Technical Assistance In Q1, VietHealth confirmed the need to implement financial management technical assistance. In Q2, PCD drafted a scope of works (SOW) in consultation with VietHealth and obtained USAID/Vietnam approval for this expenditure. In Q3, PCD followed up with VietHealth to commence this financial management consultancy the week of June 4‐8 as agreed at a kick‐off meeting held on March 9, 2018. The kickoff meeting was attended by: Mr. Le Quang Duong, VietHealth Director Ms. Pham Thi Minh, VietHealth Senior Accountant Ms. Le Hoa, USAID/ESDO Mr. David King, PEAPROS Financial Management Consultant Ms. Pham Minh Nguyet, PEAPROS Financial Management Consultant Mr. Robert Letchford, PCD Project Director Ms. Ly Hue Phuong, PCD Finance Officer Ms. Phan Truc Quynh, PCD Senior Program Officer At the kickoff meeting it was agreed that the consultancy would commence in June, after VietHealth staff had returned from maternity leave. The financial management consultants, Mr. David King and Ms. Nguyet Minh, prepared a training needs assessment (TNA) form that was given to VietHealth staff responsible for financial management activities. Responses were provided back to the consultants, who prepared a draft agenda for the week June 4‐8, which was shared with VietHealth for their concurrence. A formal meeting for the commencement of the consultancy was also held on June 4, which was attended by: Ms. Nguyen Hong Linh, VietHealth Deputy Director Mr. Nguyen Van Quyet, VietHealth Chairman Ms. Pham Thi Minh, VietHealth Senior Accountant Mr. David King, PEAPROS Financial Management Consultant Ms. Pham Minh Nguyet, PEAPROS Financial Management Consultant Mr. Robert Letchford, PCD Project Director Ms. Phan Truc Quynh, PCD Senior Program Officer At this meeting it was agreed that the consultants would work with VietHealth staff to discuss key topics identified through the TNA, so that the consultants could learn more about the real‐world situation of VietHealth from financial management perspective. It was also agreed that week one of the three‐week consultancy would be exploratory allowing the consultants to learn about VietHealth’s systems, procedures, 3 processes and build relationships. The consultants drafted a report1 at the end of week 1, which documented the activities undertaken prior to and including June 4‐8. The draft report identified financial management gaps, made recommendations for week 2 and 3 activities, and identified other financial management activities that fell outside the existing scope of work. The draft report also included options for the timing of weeks 2 and 3 of the consultancy and detailed workplan. Challenges and Next Steps VietHealth requested financial management technical assistance from PCD, but it has been very difficult to make significant progress to date. It has taken considerable time to agree with VietHealth on dates to implement this consultancy and then subsequently for VietHealth to respond to draft reports, recommendations and suggested dates for weeks 2 and 3 of this consultancy. PCD will continue to work closely with the consultants, PEAPROS and VietHealth to manage these works, to ensure that they are completed. PCD also expects that additional works may be identified and those additional works will be detailed in a final report for this consultancy. Disability Research & Capacity Development Centre (DRD), Fundraising Proposal (One‐for‐Change Program) Technical Assistance On May 15, 2018 the PCD Project Director, Mr. Robert Letchford and PCD Senior Program Officer, Ms. Phan Thi Truc Quynh held a phone conference with DRD Director, Ms. Yen Vo to discuss DRD requirements for technical assistance in FY2018. In particular, the need for technical assistance to support DRD to develop a fundraising program for DRD’s One‐For‐Change program designed to fund the construction of a disabilities facility was discussed. It was determined that DRD was not requesting staff augmentation, but rather wanted to work with suitably qualified consultants who could assist DRD to draft a funding proposal. DRD would then use its own internal capacity to communicate the funding proposal with potential donors who may be interested in funding the construction of DRD’s proposed disabilities center in Ho Chi Minh City. PCD drafted a Scope of Work (SOW) that was shared with DRD for their feedback and concurrence. Simultaneously, PCD sought to identify qualified resources that would be available to work with DRD to draft the required fundraising proposal for the DRD One‐For‐Change program. PCD identified two qualified resources (Mr. Wim De Groof and Ms. Griet De Bosscher), that could be contracted through PCD’s local subcontractor PEAPROS. PCD then organized a phone conference on June 15 with DRD and the proposed resources to see if there was a good fit. As a result of the phone conference, it was agreed that PCD would work with USAID/Vietnam to seek approval for the agreed SOW and budget to fund this technical assistance. On June 21, PCD received USAID/Vietnam approval and on June 22 issued PEAPROS with Task Order #12. Challenges and Next Steps The main challenge will be for DRD to provide contracted consultants sufficient detailed information about the proposed disabilities center i.e. financial estimates and/or projections for costs related to construction and delivery of services. PCD will coordinate with PEAPROS and DRD to ensure that the consultancy commences as planned the week of September 3, 2018. PCD will make travel arrangements for the consultants as required. 1 See Annex 2, VietHealth