2nd Round Monitoring and Reporting Guidelines     [français]

Below, you will find the 2nd round project monitoring and reporting guidelines for the UN Democracy Fund.

Monitoring and Reporting Guidelines

 

2nd Round Reporting Timetable

These reporting requirements apply for projects under the following management arrangements:

  • CSO-Implemented projects without Executing Agency (CSOP) (TABLE 1)
  • CSO-Implemented projects with Executing Agency (CSOP + EA) (TABLE 2)

Detailed information on these requirements can be found in UNDEF Monitoring and Reporting Guidelines 2nd Round.
Where applicable, templates for the reports mentioned below are available under the 2nd Round Reporting Template section of the UNDEF website or simply by clicking on the name of the report below.

All reports should be sent to UNDEF project officer, with a copy to democracyfund@un.org. In addition, all UN-executed financial reports should also be copied to trustfund@un.org indicating the type of report and the project number in the heading.


 

Table 1: CSOP Projects

 

Report Title

Prepared By

Submitted By/To

Deadline

Financial Utilization Report (FUR)

CSO and certified by an external Accountant/Auditor
 

By CSO to UNDEF

Completion of each Milestone (#2 and #3)

Mid-term Progress Report
 

CSO

By CSO to UNDEF

13 months after PSD (1)

Final Narrative Report

CSO

By CSO to UNDEF
 

1 month after project end or 25 months after PSD (1)

Final Financial Utilization Report (FFUR)

CSO and certified by an external Accountant/Auditor
 

By CSO to UNDEF

3 months after project end or 27 months after PSD (1)

Evaluation Report

UNDEF in consulation with CSO

By Evaluator to UNDEF

After submission of Final Narrative Report
 

 

Extension Status Report (if applicable)

CSO

By CSO to UNDEF

For extensions of 4 months or longer 1/2 way through extension period.



Table 2: CSOP + EA Projects (2)

 

Report Title

Prepared By

Submitted By/To

Deadline

Project Status Report and Status of funds utilized to date

UN Agency/CO in consultation with CSO
 

By UN Agency/CO to UNDEF

At time of requeest for second disbursement of the grant

Annual Substantive Progress Report

UN Agency/CO in consultation with CSO

By UN Agency/CO to UNDEF

By 31st January of each project year

Interim Financial Statements
(as of 31st December)

UN Agency/CO and certified by authorized person

By UN Agency/CO to UNDEF
 

By 31st January of each project year

Certified Financial Report (as of 31st December)

UN Agency HQ and certified by authorized person

By UN Agency HQ to UNDEF

By 31st May for the previous calendar year (1)

Final Narrative Report

UN Agency/CO in consultation with CSO
 

By UN Agency/CO to UNDEF

3 months after project end or 27 months after PSD (1)

Final Interim Financial Report

UN Agency/CO and certified by authorized person

By UN Agency/CO to UNDEF
 

3 months after project end or 27 months after PSD (1)

Evaluation Report

Independent Entity (recommended)
 

By UN Agency/CO to UNDEF

3 months after project end or 27 months after PSD (1)

Final Certified Financial Statement

UN Agency HQ and certified by authorized person

By UN Agency HQ to UNDEF

No later than 30th June of the year following the financial closing of the project

 

UNDEF Evaluation Report
(if applicable)

UNDEF in consultation with UN Agency/CO and CSO

By Evaluator to UNDEF

After submission of Evaluation Report

Extension Status Report
(if applicable)

UN Agency/CO in consultation with CSO

By UN Agency/CO to UNDEF

For extensions of 4 months or longer 1/2 way through extension period.


(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.

(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.

February 2009


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