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Training on Project Management and Implementation
for Grant Beneficiaries and Partners TC Programme MD-UA
Establishing good working relations
with the project partners &
planning of start-up activities
Tatiana Udrea, EaPTC MA, GIZ
PARTNERSHIP
Partnership working principles
Active contribution to project activities and results
Cooperation and mutual support
Compliance with Programme requirements
Shared responsibilities
Partnership Agreement (1)
The Document:
• annex IX of the Grant Contract
• describes the relationship between project partners, mutual rights, duties
and responsibilities, main provisions for project implementation
Purpose:
•
•
•
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clearly defines responsibilities and procedures to be followed by Partners
ensures smooth project implementation
minimizes various types of risks during implementation
ensures correctness and compliance of activities and expenditures with
Grant Contract provisions
Partnership Agreement (2)
Annexes:
• Annex 1: Division of tasks between the partners
• Annex 2: Schedule for programmed activities
• Annex 3: Budget of the Action to be implemented by every partner
• Annex 4: Schedule for requests for payment and reports
IMPORTANT! The Annexes are part of the Partnership Agreement and
cannot be modified unilaterally.
Responsibilities of the Beneficiary (1)
Communication with the MA/TS:
• Beneficiary is the only entity entitled to contact the MA/TS.
• On behalf of its partners, the beneficiary applies to the MA/TS for
information concerning correct implementation of their part of the
Project.
The Grant Contract:
• Provides all the Partners with a copy of the grant contract.
• Seeks for the Partners’ consent before initiating any modification of the
grant contract.
Responsibilities of the Beneficiary (2)
Implementation of the Grant Contract:
•
General coordination, management and implementation of the entire Action
before the MA.
•
Correct management of the contract.
•
Ensures co-financing of the Action during its implementation, as provided in the
Partnership Statement and the Partnership Agreement
•
Receives pre-financing from the MA and transfers shares to its partners,
according to the contract.
•
Monitors progress and quality of the Project outputs and results.
•
Notifies the TS/MA on any events that may delay or hamper the project.
•
Notifies all partners on any situation that may affect the project implementation
Reporting:
• Notifies the partners about deadlines for submitting the reports
• Collects documents and information from all the project partners with a
view to report about the progress of the project and checks their
correctness.
• Sends copies of the reports submitted to the TS/MA.
IMPORTANT! For reporting the progress, request your project partners to use the
format provided by the contract (Annex VI – Narrative report).
Monitoring on-site visits:
• Centralizes supporting evidence of the activities performed (from all the
Partners) to be available at request during monitoring on-site visits.
Responsibilities of the Partners (1)
Communication with the Beneficiary:
• Respond to any request of the Beneficiary within the deadline.
Implementation of the grant contract:
• Implement their share of the Action, according to the Grant Contract.
• Are responsible for the budget up to the amount they participate in the
action.
• Inform the Beneficiary about the co-financing provided and spent
during the project implementation,
• Notify the Beneficiary on any situation that may affect the project.
Responsibilities of the Partners (2)
Reporting:
• Give support the Beneficiary in drawing reports by providing the
required data on time.
• Send to the Beneficiary the corresponding reports for their share of
Action in due time .
• Submit to the Beneficiary any documents or information requested by
the MA/TS.
• Present documents related to the expenditures to the auditor before
forwarding the report and the payment request to the Beneficiary.
Responsibilities of the Partners (3)
Monitoring on-site visits:
 Provide evidence of the activities performed, to be available at request
during on-site visits.
 Ensure access to their premises and documents, if they are notified
about on-site visit.
 Ensure that the measures included in the Action Plan resulted from the
audit missions of the EC, MA, TS, and any controller or external
auditor, is implemented within the deadlines.
Good to know !
Even if you have already a signed partnership agreement, ensure
that you list all tasks and responsibilities among partners
Communication is the key for good partnership: establish good
and clear communication procedures
Good internal communication is a pre-requisite for efficient
external communication
Regularly meet (in person and via telecom tools), make minutes
of those meetings and use them as working documents!
Agree on communication procedures
Agree on when and how and on what are you and
your partners communicating
Make a format for (monthly) internal reports
Agree on tools that will be used: e-mail, internal
newsletters, skype meetings, real meetings
Agree on who is responsible for the website and
who and when will contribute for the updates
Get ready to start activities!
Plan a project kick off meeting with all partners
Agree or confirm there on exact roles of each partner and on
reporting obligations (including reporting deadline for
partners to Beneficiary)
Appoint or confirm overall coordinator, but also coordinators
at partner level
Appoint or confirm overall financial manager, but also
financial managers at partner level
Before starting the implementation of your project, be sure that:
All partners have a common understanding of the project goals,
activities and expected results and the working plan. Revise and
complement your Partnership Agreement if necessary.
All partners have at least one financial manager with a good
understanding of the rules and the contractual obligations.
Communication procedures, both internal and external, have been
established
You know who to ask in TS when doubts arise...because they will arise!!