UNICEF Partner Journey

The following is required for the initiation of a Partnership:

Registration on the UN Partner Portal

The following is required to register your Organisation with UNICEF:

• Please refer to Annex 1 for the steps to follow

PSEA Assessment

The PSEA Assessment is now done within the UN Partner Portal.  Please see the above Section on accessing the Portal.

There is a separate tab for PSEA.

Please download the following Guidance that provides a step-by-step guide on completing the Assessment

• https://supportcso.unpartnerportal.org/hc/en-us/articles/14883257692695-PSEA-Module-User-Guides

Please use the following link to access additional resources.

The ‘Resources to support PSEA capacity strengthening’ link provides templates that can be used for each Core Standard

• https://supportcso.unpartnerportal.org/hc/en-us/categories/12381673911319-IP-Protocol-for-PSEA

Submission of a Vendor Registration

• Please Complete Sections 2,3,4 and 5 per Annex2: Vendor Form
• Please submit an official letter from the Bank confirming Bank account details (Most online banking platforms allow a bank letter to be downloaded)

Please send through to Rory Williams: rwilliams@unicef.org

In instances where the budget exceeds $100 000, a Micro Assessment must be completed by a third-party service provider appointed by UNICEF. The assessment primarily consists of interviews with IP personnel and a review of relevant documentation. Details of this Micro Assessment are included in Annex 3A and Annex 3B.

Off-line formulation of Programme Document

This is a collaborative process, undertaken with the relevant UNICEF focal point to jointly define the Programme Results, with the following documents submitted:

·         Programme Document – Annex 4

·         Results Matrix  – Annex 5 (Worksheet 1 – It is important to refer to Annex 7: Guidance Note for the Results Matrix – to understand the principles and hierarchy in the formulation of Results. It is important that the Results Matrix is drafted and agreed prior to the budget formulation. This includes defining appropriate indicators and targets for each of the agreed outputs.)

·         Detailed Budget – Annex 5 (Worksheet 2 – Please ensure that the Outputs per the Results Matrix are referenced in the Budget, with Activities then formulated per Output)

Please refer to Annex 6 for an example of a Results Matrix and Detailed Budget

• Worksheet 1 – Results Matrix
• Worksheet 2 – Detailed Budget

Entering Programme Document into ePD portal

The Programme Document is now entered into the ePD Portal (whereas previously it was done off-line)

Please refer to the attached Annex 8 – ePD Guidance Note – for the steps to follows.  This notes the respective roles of UNICEF and the CSO Partner

Comprehensive Guidance Videos on the ePD portal can be accessed as follows:

https://etools.zendesk.com/hc/en-us/sections/8610374197780-ePD

Please liaise with the UNICEF Programme Specialist in completing and submitting the FACE form –

• FACE form template – Annex 9

Please note that the Transfer is expected to cover the cash requirements for maximum 4 months

A separate Forecast for the 3-to-4-month period needs to accompany the FACE form.

The easiest way to submit this is:

• Add a column on the right of the original detailed budget
• Add the forecast for the 3-4 months for the relevant line items

UNICEF requires the Partner to report on a quarterly basis for both Programmatic and Financial results.

Programmmatic Reporting

UNICEF has a separate Partner Reporting Portal that requires registration by all partners. For details about how to register and use the reporting portal please see Annex 10.

The portal can be found here (https://www.partnerreportingportal.org/landing/).

Please see Annex 11 for guidance on reporting against Indicators in the portal

Reporting on Financial Results

The Partner is requested to report quarterly – for the same time-period as the Programmatic results reporting.

Annex 12: Expenditure vs Budget Template – provides a worked example of how to report to UNICEF on expenditure incurred.

When reporting on expenditure, the following is required for each submission:

• Worksheet 1 (Sum) – update the amount received from UNICEF and the total reported on to date
• FACE worksheet
  • Column A contains the total authorized amount per the signed Programme Document – at the Activity level
  • Column B contains the cumulative expenditure to date
• Expenditure vs Budget worksheet
  • Input the cumulative expenditure at the Activity level only against the original Budget
• Detailed Expenditure worksheet
  • Obtain from your accounting records the cumulative expenditure to date
  • This needs to contain (at a minimum) the columns per the template
  • This needs to reconcile to your accounting records

As noted per the next ‘Verification of results’ category, UNICEF will undertake a sample of the source documents (invoices/journals etc) to verify that the expenditure has been incurred.

Verification of Programmatic Results

It is the responsibility of the UNICEF Programme focal point to verify the results reported by the Partner through the Partner Reporting Portal. The template used by UNICEF to verify the results is per Annex 13 – Programmatic Check Template.

As per the attached Template, the UNICEF Programme Specialist will:

• Communicate which Outputs/Indicators will be selected for review during the visit
• Request the relevant supporting documentation prior to the visit

Verification of Financial Expenditure

As UNICEF does not require actual invoice documentation when Partners report on expenditure, our guidelines require us to take a sample of source documentation (invoices, journals etc).

The submission of the quarterly financial report (with an extract from the accounting system) is very important therefore for financial monitoring purposes during the duration of the agreement

A UNICEF focal point will undertake an on-site visit on average once a year to review the following:

·        Review of Internal Controls, Management accounting system, segregation of duties

·        On-site review of source documentation based on a sample from the accounting system extract