OCHA Minimum Requirements

DG-ECHO Minimum Requirements

1.  Programme and Overall Management

Proposal essentials:

·  Single form narrative (should be discussed with local ECHO Technical Rep before submission)

·  Logframe (to show evidence of PCM approach)

·  Budget and summary budget

·  Activity schedule

·  Procurement plan (so include logisticians at proposal stage)

·  Requests for derogation from specific procurement rules, if required

Reporting:

·  Exact requirements depend on the type of Decision

·  Interim report one month before contract end (Primary Emergency and Emergency) or mid-term (Ad Hoc and Global Plan)

·  Preliminary Final report one month before contract end (Ad Hoc and Global Plan contracts of more than 6 months)

·  Final report six weeks after contract end (Primary Emergency and Emergency) or three months after contract end (Ad Hoc and Global Plan). Plan ahead how to resource/fund the completion of this report

·  Single Form proposal is updated to form narrative report. The report should clearly report progress/impact against objectives and indicators in the proposal. The budget is updated to form financial report; refer to Guidelines for detailed advice on completion

Preliminary Final report essentials:

·  Narrative report

·  Financial report

·  Inventory of remaining stocks and equipment & request for usage/disposal

·  These requirements also apply to Interim reports for Primary Emergency and Emergency grants

Final report essentials:

As Preliminary Final plus ….

·  Detailed financial report with explanation of variances

·  Expatriate staff list

·  Documentary proof of disposal of remaining stocks and equipment

·  The final report should highlight any missing documents such as receipts in case the project is audited. Failure to do so may result in expenditure not being allowed.

2.  Finance Management

Budgets:

·  Less detail required at proposal stage and interim reports than at final reporting stage. But for adequate financial monitoring, programme should have detailed budget behind proposal budget submitted to ECHO. All figures should be in EUROs.

Co-Financing:

·  ECHO will co-finance budgets. Be careful that the other donor’s procurement rules do not clash. It is best to ask ECHO for 100% or co-finance with unrestricted funds. Underspends on co-financed projects could result in Oxfam receiving less funds from ECHO when final payments are made.

Variance:

·  ECHO allows complete flexibility on individual budget lines so long as movement between Titles 1 and 2 of budget does not exceed 15% of their total

HQ Admin:

·  Budget should include up to 7% of the programme costs

3.  Logistics Management

Procurement rules:

·  All competitive processes (negotiated procedure or any form of tender) require conformity with the Rule of Nationality and the Rule of Origin (Chapter 2 of Annex V).

·  A minimum of 4 quotes is required for negotiated procedures and tenders

·  Derogations from the rules should be requested at proposal stage

Exemptions (see Chapter 5 of Annex V):

·  In Primary Emergency and Emergency projects, orders can be placed based on single quotes but you must justify why a larger consultation was not possible (e.g. due to the urgency of the situation) and obtain permission in advance at proposal stage.

·  Previously-purchased goods in local/regional OGB warehouses are exempt

·  Goods ordered from Bicester warehouse are exempt

·  Goods purchased from ECHO-approved Humanitarian Procurement Centres are exempt. Take advice on use of HPCs from Oxford Logistics

·  If ECHO is funding less than 50% of the project then the rules of the majority donor apply

Asset lists:

·  A detailed inventory should be kept of remaining stocks and equipment with a value greater than Euro200 per item (equipment) or type of item (stocks)

·  A request for usage/disposal must be made at the Interim/Preliminary Final report stage

Ends

ECHO Essential Requirements Dec06.doc