Second Round

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.

You can for instance access detailed information on branding and visibility of your UNDEF funding or what are the required steps to ask for a project extension.

All relevant documents, guidelines and templates can be downloaded from the tables below.

Furthermore, as an UNDEF grantee you have several monitoring, evaluation and reporting obligations towards UNDEF. For detailed information on UNDEF’s monitoring, reporting and evaluation requirements please refer to UNDEF 2nd Round Monitoring and Reporting Guidelines.

Please note that responsibility for project monitoring, reporting and evaluation, as well as the necessary documentation to be submitted, differs according to the type of management arrangement chosen for your project at the project document negotiation stage (please refer to your project document cover page to determine the management arrangement of your project):

 

IF YOUR PROJECT IS A ...
CSOP PROJECT - Projects implemented by a CSO without an executing agency
The Implementing Agency must submit the reports to UNDEF. Please refer to TABLE 1 below to download the required templates and corresponding guidelines.
CSOP+EA PROJECT - Project implemented by a CSO with a UN Executing Agency
The Executing Agency must submit the reports to UNDEF in consultation with the Implementing Agency. Please refer to TABLE 2 below to download the required templates and corresponding guidelines.

All reports should be sent to UNDEF project officer, with a copy to democracyfund@un.org. In addition, 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
Project implemented by a CSO without an executing agency
       
A. Guidelines        
Project Proposal Guidelines        
Project Document Guidelines        
Monitoring and Reporting Guidelines        
Project Revision and Extension Guidelines        
Evaluation Guidelines        
         
B. Narrative Templates        
  REPORTING TITLE  PREPARED BY  SUBMITTED BY/TO  DEADLINE
  Milestone Verification Mission 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)
  Project Extension Request Form CSO By CSO to UNDEF  To be submitted at least 2 months before the initially foreseen project termination date.
  Final Narrative Report CSO By CSO to UNDEF 1 month after project end or 25 months after PSD (1)
  Evaluation Report UNDEF in consultation with CSO By UNDEF appointed evaluator to UNDEF After submission of Final Narrative Report

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C. Financial Templates      
  PREPARED BY  SUBMITTED BY/TO  DEADLINE
  CSO and certified by an external Accountant/Auditor By CSO to UNDEF Completion of each Milestone (#2 and #3)
  CSO and certified by an external Accountant/Auditor By CSO to UNDEF 3 months after project end or 27 months after PSD (1)
       

(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.

 

A. Guidelines
Project Proposal Guidelines
Project Document Guidelines 
Monitoring and Reporting Guidelines
 Project Revision and Extension Guidelines

 

B. Narrative Templates        
  REPORTING TITLE  PREPARED BY  SUBMITTED BY/TO  DEADLINE
  Annual Substantive Progress Report UN Agency/CO in consultation with CSO  By UN Agency/CO to UNDEF  By 31st January of each project year
  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 request for second tranche of the grant (if Annual Substantive Progress Report timing does not correspond to the disbursement timing)
  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   
  Extension Status Report UN Agency/HQ and certified by authorized person  By UN Agency/CO to UNDEF For extensions of 4 months or longer 1/2 way through extension period.
  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 in consultation with CSO  By UN Agency/CO to UNDEF  By 31st January of each project year and when requesting the second tranche of the grant
  Annual Certified Financial Statement UN Agency/CO in consultation with CSO  By UN Agency/CO to UNDEF  By 31st May of each project year of implementation. To be signed by the authorized UN Agency’s financial person at HQ.
  Final Interim Financial Statement UN Agency/CO in consultation with CSO  By UN Agency/CO to UNDEF  3 month after project end or 27 months after PSD (1)
  Final Certified Financial Statement UN Agency/CO in consultation with CSO  By UN Agency/CO 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