Fifth 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.

 

IF YOUR PROJECT IS A ...
CSOP PROJECT - Project implemented by a civil society organization 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 civil society organization 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
Project implemented by a CSO without an executing agency

 

A. Guidelines
Project Proposal Guidelines
Project Document GuidelinesExcel Budget (Annex III)
Monitoring, Reporting, Revision and Extension Guidelines
B. Narrative Templates
REPORTING TITLE  PREPARED BY  SUBMITTED BY/TO  DEADLINE
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.
 Project Budget Revision Request Form CSO By CSO to UNDEF   
Final Narrative Report CSO By CSO to UNDEF 1 month after project end or 25 months after PSD (1)
Evaluation Report Independent entity, or as decided by UNDEF in consultation with CSO By evaluator to UNDEF After submission of Final Narrative Report
C. Financial Templates
REPORTING TITLE  PREPARED BY  SUBMITTED BY/TO  DEADLINE
Milestone Financial Utilization Report CSO and certified by an external Accountant/Auditor By CSO to UNDEF Completion of each Milestone (#2 and #3)
Final Financial Utilization Report 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.

  

TABLE 2: CSOP + EA
Project implemented by a CSO with a UN Executing Agency

 

A. Guidelines
Project Proposal Guidelines
Project Document Guidelines; Excel Budget (Annex III)
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 UNDEF in consultation with UN Agency/CO and CSO  By UNDEF appointed evaluator to UNDEF  After submission of Evaluation 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. 
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