AGDI Administrative and Financial Processes Workshop Summary
Explore the detailed administrative and financial processes involved in the African Gender and Development Index (AGDI) methodology workshop for Phase 4. Understand the steps from developing the Letter of Agreement (LoA) to fund transfer and reporting. Learn about the roles and responsibilities of the Economic Commission for Africa (ECA) and Member States in completing the process efficiently.
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Presentation Transcript
AGDI -Administrative and financial processes METHODOLOGY WORKSHOP FOR PHASE 4 OF THE AFRICAN GENDER AND DEVELOPMENT INDEX 7 to 8 June 2016 Addis Ababa, Ethiopia
AGDI -Administrative and financial processes What does the administrative and Finance process of AGDI entails? Developing the Letter of Agreement (LoA) Signing of LoA Transfer of fund and reporting
Developing the Letter of Agreement (LoA) Ministry communicates to ECA: - Name of person to sign LoA - Preferred fund transfer option - Bank details Ministry formally accepts to be part of the AGDI process Ministry discusses with Treasury, UNDP Country Office Ministry reviews LoA and amend as required LoA in draft Final LoA ECA s ECA drafts LoA Partnership and Legal Offices clear LoA. Signing the Letter of Agreement (LoA) Signed LoA with signatures of ECA and Ministry ECA sends original LoA with its signature to Ministry LoA with ECA s signature Ministry signs LoA Ministry sends original copies of signed LoA to ECA ECA processes signed LoA through Umoja ECA signs LoA Transferring of funds and reporting Ministry confirms receipt of 1st installment of funds within 7 days of receipt of funds Ministry confirms receipt of 2nd installment of funds within 7 days of receipt of funds Ministry submits final report including certified financial statements for the project to ECA ECA ECA Ministry implements AGDI activities based on agreed work plan Ministry implements AGDI activities based on agreed work plan processes 1st installment of funds to Ministry and informs Ministry Ministry submits progress report for the project to ECA processes 2nd installment of funds to Ministry and informs Ministry Final project report ECA closes project Accountability mechanisms Document Process Preparation Start/finish
AGDI -Administrative and financial processes To complete the whole process , what do we need to do? Roles and responsibilities of ECA and Members States
AGDI -Administrative and financial processes (i) LoA - ECA o Fund the implementation of AGDI activities o Draft the LoA and share with member states and get their approval o ECA signs the LoA and sends it to member States
AGDI -Administrative and financial processes LOA MSs o Provide the required info for the LoA (bank details, name and address of signatories, fund transfer options) o Review the draft LoA and return to ECA on time o Sign the original LoA and send back to ECA
AGDI -Administrative and financial processes (ii) Transfer of funds and reporting ECA oTransfer of the 1st installment oFollowing the receipt of the reports from MSs 2nd installment will be transferred
AGDI -Administrative and financial processes Transfer of funds and reporting MSs o Acknowledge the receipt of the 1st installment o Implement the AGDI activities and send both substantive and financial reports to ECA as per the templates on the LoA.
