UNDEF Fourth Round Projects
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This section provides UNDEF grantees with information and tools to manage their UNDEF funded project in accordance with UNDEF requirements. Please review this section carefully.
IF YOUR PROJECT IS A ... |
CSOP PROJECT - Project implemented by a CSO without an executing agency |
You must submit the reports to UNDEF. Please refer to TABLE 1 below. All reports should be sent to UNDEF project officer, with a copy to democracyfund@un.org. |
| CSOP+EA PROJECT - Project implemented by a CSO with a UN Executing Agency |
The Executing Agency reports to UNDEF in consultation with you. Please refer to TABLE 2 below. All reports should be sent to UNDEF project officer, with a copy to democracyfund@un.org. All executed financial reports for CSOP+EA projects should also be copied to trustfund@un.org indicating the type of report and the project number in the heading. |
TABLE 1: CSOP Projects |
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|---|---|---|---|---|
| A. Guidelines | ||||
| Project Proposal Guidelines | ||||
| Project Document Guidelines | ||||
| Monitoring, Reporting, Revision and Extension Guidelines | ||||
| B. Narrative Templates | ||||
| REPORTING TITLE | PREPARED BY | SUBMITTED BY/TO | DEADLINE | |
| Milestone Verification Report | ||||
| UNDEF Monitor | By UNDEF Monitor to UNDEF | Following attendence of milestone activity by UNDEF Monitor | ||
| Mid-Term Progress Report | ||||
CSO |
By CSO to UNDEF |
13 months after PSD (1) |
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| Project Extension Request Form | ||||
| CSO | By CSO to UNDEF | To be submitted at least 2 months before the initially foreseen project termination date. | ||
| Project Budget Revision Request Form | ||||
| CSO | By CSO to UNDEF | To be submitted well in advance for UNDEF's prior approval | ||
| Final Narrative Report | ||||
CSO |
By CSO to UNDEF |
1 month after project end or 25 months after PSD (1) |
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| Evaluation Report | ||||
Independent entity, or as decided by UNDEF in consultation with CSO |
By evaluator to UNDEF |
After submission of Final Narrative Report |
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| C. Financial Templates | ||||
| REPORTING TITLE | PREPARED BY | SUBMITTED BY/TO | DEADLINE | |
| Milestone Financial Utilization Report | ||||
CSO and certified by the designated external Accountant/Auditor |
By CSO to UNDEF |
Completion of each Milestone (#2 and #3) |
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| Final Financial Utilization Report | ||||
CSO and certified by the designated external Accountant/Auditor |
By CSO to UNDEF |
3 months after project end or 27 months after PSD (1) |
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(1)The Project Start Date (PSD) is set by UNDEF according to the date of disbursement of 1st tranche of funds to the CSO or the UN Agency and is indicated on the cover page of the finalized Project Document.
TABLE 2: CSOP + EA |
|---|
| A. Guidelines | ||||
| Project Proposal Guidelines | ||||
| Project Document Guidelines | ||||
| Monitoring, Reporting, Revision and Extension Guidelines | ||||
| B. Narrative Templates | ||||
| REPORTING TITLE | PREPARED BY | SUBMITTED BY/TO | DEADLINE | |
| Mid-term Progress Report | ||||
| UN Agency/CO in consultation with CSO | By UN Agency/CO to UNDEF | 13 months after PSD(1) OR when requesting the 2nd disbursement, whichever is first. | ||
| Project Extension Request Form | ||||
| UN Agency/CO in consultation with CSO | By UN Agency/CO to UNDEF | To be submitted at least 2 months before the initially foreseen project termination date. | ||
| Project Budget Revision Request Form | ||||
| UN Agency/CO in consultation with CSO | By UN Agency/CO to UNDEF | To be submitted well in advance for UNDEF's prior approval | ||
| Final Narrative Report | ||||
| UN Agency/HQ and certified by authorized person | By UN Agency/CO to UNDEF | 3 month after project end or 27 months after PSD (1) | ||
| Evaluation Report | ||||
| By external evaluator appointed by UN Agency/CSO | By UN Agency/CO to UNDEF | After submission of Final Narrative Report | ||
| C. Financial Templates | ||||
| REPORTING TITLE | PREPARED BY | SUBMITTED BY/TO | DEADLINE | |
| Annual Interim Financial Statement | ||||
| UN Agency/CO and certified by authorized UN Agency representative | By UN Agency/CO to UNDEF | By 31st January of each project year | ||
| Annual Certified Financial Statement | ||||
| UN Agency/HQ and certified by authorized UN agency representative at HQ | By UN Agency/HQ to UNDEF | By 31st May of each project year | ||
| Final Interim Financial Statement | ||||
| UN Agency/CO and certified by authorized UN Agency representative | By UN Agency/CO to UNDEF | 3 month after project end or 27 months after PSD (1) | ||
| Final Certified Financial Statement | ||||
| UN Agency/HQ and certified by authorized UN Agency representative at HQ | By UN Agency/HQ to UNDEF | No later than 30th June of the year following the financial closing of the project | ||
(1) The Project Start Date (PSD) is set by UNDEF according to the date of disbursement of 1st tranche of funds to the CSO or the Executing Agency and is indicated on the cover page of the finalized Project Document.
(2) Additional requirements may apply for some UN executed projects and should be contained in an agreement signed between UNDEF and the UN agency/CO. For instance, UNDP executed projects will also refer to the agreement signed between UNDP and UNDEF