IOM MISSION – TIMOR-LESTE: CALL FOR EXPRESSION OF INTEREST At International Organization for Migration

IOM MISSION – TIMOR-LESTE

CALL FOR EXPRESSION OF INTEREST

1. Timeline

Call for Expression of interest ID # TL-009/22

Posted (date) 21.06.2022

Application Deadline 05.07.2022

Implementation Start Date 01.08.2022

Implementation End Date 30.11.2022

2. Locations

Timor-Leste (Dili, Bobonaro, Covalima and Oecusse)

3. Sector(s) and area(s) of specialization

Human Security, Immigration and border management, COVID-10 response and recovery

4. Issuing Agency

International Organization for Migration (IOM) with partner United Nations Children’s Fund (UNICEF)

5. Project Background

As a results of the COVID-19 pandemic, international human mobility has been drastically reduced worldwide. With border closures and travel restrictions of unprecedented scale, coupled with changes to visa and/or entry requirements, international and domestic measures have affected internal mobility by significantly impacting regular cross-border movements. Extraordinary mobility restrictions enforced to control the transmission of COVID-19 have had, and continues to have, immediate and potentially long-term impacts, especially for already vulnerable groups and communities around the world.

Cross-border movements in Timor-Leste is a common fact. The population in Indonesia (West Timor) and Timor-Leste sides share common cultural and linguistic roots, as a large number of East Timorese fled to West Timor during the Indonesian occupation and 1999 referendum. Border communities on both the Indonesian and Timor-Leste’s side traditionally cross borders freely for family visits and commercial activities using both authorized and unauthorized paths, where activities such as cross border trade play an important economic role, alleviating poverty and supporting food security.

According to the latest Population Census that was carried out in 2015, the Sucos (villages) sharing a border with Indonesia have a population of 71,058 (35,698 men, 35,360 women), which represents 6% of the total population1 . Many of these communities have poor access to mainstream services and are located in areas that are difficult to reach. Within these municipalities, some border communities (particularly the hard-to-reach ones) face unique and 2 multi-dimensional challenges and vulnerabilities, owing to their remoteness.

Previous reports assessing the various impacts of the COVID-19 in Timor-Leste have identified diverse changes and challenges faced by both vulnerable and non-vulnerable households, primarily looking at municipal levels2 . However, the unique features and context-specific vulnerabilities of the country’s remote border communities remains insufficiently addressed in current response and recovery plans. The specific vulnerabilities and challenges faced by hard-to-reach border communities are numerous, primarily stemming from a lack of access to essential public services, such as health, education, and social security benefits, adequate water, sanitation, and hygiene (WASH) facilities, in turn resulting in limited access to information and knowledge. Combined with weak multi-sectoral coordination and emergency response mechanisms among local stakeholders, border communities face additional risks further increasing their vulnerabilities and need for targeted support and attention. Furthermore, undocumented migrants are often excluded from national programs for health promotion, disease prevention and related social protection schemes for facilitating their access to health and social services.

To ensure more inclusive and comprehensive preparedness, response, and recovery plans, not only related to the COVID-19 pandemic but for any future crisis that could impact border communities and the country at large, it is vital to better understand how borders are managed and analyze current mechanisms in place (if any) to identify critical gaps and vulnerabilities. To address this, IOM and UNICEF together with the Ministry of Interior in Timor-Leste, is implementing the project “Assessing Vulnerabilities and Resilience in Border Communities in Timor-Leste through the Human Security Approach in the Context of COVID-19”, funded by the UN Trust Fund for Human Security The project covers the geographic area and focus of three border communities in Covalima, Bobonaro and the Special Administrative Region of Oecusse-Ambeno. The assessment may also integrate a focus on communities from these border areas who may be temporarily residing in Dili. To ensure more inclusive and comprehensive preparedness, response, and recovery plans, not only related to the COVID-19 pandemic but for any future crisis that could impact border communities and the country at large, it is vital to better understand how borders are managed and analyze current mechanisms in place (if any) to identify critical gaps and vulnerabilities. The concept of human security has been driven by the urgency to better understand people’s needs and vulnerabilities in order to provide a better response that targets the complex and multiple challenges of today’s world, which spills into numerous aspects of people’s lives. Applying the human security approach therefore provides a useful framework to better understand the specific needs of the target focus in the project, the results of this can then then be utilized to facilitate forward-looking, people-centered recommendations that strengthens the resilience and ensures that safety and livelihood of Timor-Leste’s border communities.

6. Expected Results

The objective of the project is to enhance the understanding of key policy makers and implementers of the specific needs of remote border regions, leading to a more inclusive and comprehensive COVID-19 response and recovery. The project will achieve the objective through three major components:

1. In-depth assessment in border communities applying Human Security lens

2. Dissemination of the assessment findings and policy recommendations for COVID-19 recovery aimed at policy makers at both local and central levels to strengthen the resilience of these border communities, including suggestions to apply human security approach for other regions/sectors to ensure no one is left behind

3. Enhancing local partnerships and coordination mechanisms to make them more inclusive of communities and stakeholders (including local stakeholder mapping)

7. Other Information

8. Selection Criteria

Name, Description, Weight,

Relevance of proposal to achieving expected results

 Expertise on carrying out research and assessments with a multi-sectoral approach and methodology using the human security approach

 Experience and skills in developing GIS Mapping and developing IEC material

 Experience in organizing consultative and interactive multi-stakeholder workshops

 Experience and knowledge of working in local and remote border communities

 Relevant technical expertise and experience in working in border communities with a different range of stakeholders at national and local levels (50)

Sustainability of intervention

 Experience in cooperating and coordinating with national and local stakeholders such as border management authorities, traditional authorities, local businesses, religious leaders, women’s groups, youth groups and civil society organizations;

 Experience in working at both national and local levels, with existing presence and community relations in target municipalities (preferrable); Management ability; Sustainability of intervention (15)

Other

 Replicability/scalability; Human security approach and Gender mainstreaming skills to be applied throughout the implementation of all project activities programs (15)

Financial proposal

 Full marks are allocated to the lowest priced proposal. The financial scores of the other proposals will be in inverse proportion to the lowest price (20)

9. Attachments

Description URL

ANNEX A – Terms of Reference See page 7.

ANNEX B – Implementing Partner References Checklist See page 6.

ANNEX C – Implementing Partners General Information Questionnaire See page 11.

ANNEX D – Concept Note Template Link

ANNEX – E Financial and Narrative Reporting Templates Link

ANNEX F – Project Implementation Agreement Template Link

10. For more information on this partnership opportunity, and to apply, please visit IOM Intranet: https://www.iom.int

The organizations responding to this call need to demonstrate their capacity to implement all listed activities as a single package. Partial applications for individual activities will not be considered. IOM reserves the right to cancel/reduce the scope of planned activities or to introduce new/broaden the scope of the existing activities. Selected Implementing partner needs to be ready to develop a detailed budget based on submitted proposal in two weeks upon receiving the notification from IOM. All applicants will receive written notification, within the two weeks after the deadline for the submission of Concept Note, of the outcome of the selection process. Should an applicant request further clarification, IOM will provide a response explaining the transparency and integrity of the selection process undertaken. IOM reserves the right to decline disclosure of the specificity of decision derived by the IOM mission due to reasons related to confidentiality. IOM reserves the right to accept or reject any Expression of Interest, and to annul the selection process and reject all Expression of Interest at any time, without thereby incurring any liability to the affected Implementing Partners. For more information, please contact IOM HR Focal Point sending email to hrfocalpoint-timor-leste@iom.int.

Expression of Interest submission guidelines

This document contains instructions on the preparation and submission of the Application including Annex A: IP Information.

1. The Application must be submitted through mail to hrfocalpoint-timor-leste@iom.int no later than 05 July 2022. Late Application will no longer be considered.

2. A detailed description must be provided on how the requirements specified in the Call for Expression of Interest (CEI) issued by IOM will be matched by the capabilities, experience, knowledge, and expertise of the Implementing Partners

3. The Application must be submitted in one original and one copy and envelop must be marked “Original” and “Copy” as appropriate. If there are any discrepancies between the original and the copy the original governs. Both envelopes shall be placed in an outer envelope and sealed. The outer envelope shall be labeled with the submission address, reference number and title of the Project and name of the Implementing Partner.

4. The Application must be submitted in the English language and in the format prescribed by IOM within the CEI. All required information must be provided, responding clearly and concisely to all the points set out. Any application which does not fully and comprehensively address this CEI requirements may be rejected.

5. The Application document should comprise of the following:

a. Cover letter

b. Technical Proposal including workplan (Noting that for efficient implementation activities do not need to follow the sequence of the outlined deliverables but can be carried out in conjunction and/or as per the institution’s preferred structure and planning) i. Section on ethical considerations and how any such risks will be mitigated should be included in the Technical Proposal. (Please refer to UNICEF Procedure for Ethical Standards in Research, Evaluation and Data Collection and Analysis)

c. Financial Proposal (template accessible through link, see page 4)

d. Activity Timeline

e. Duly accomplished application documentation as outlined within the CEI signed on all pages by the Implementing Partner’s Authorized Representative; and

f. Any other relevant documents 5

6. Applications may be modified or withdrawn in writing, prior to the closing time specified in this Request for CEI. Applications shall not be modified or withdrawn after the deadline.

7. The Implementing partner shall bear all costs associated with the preparation and submission of the Application and IOM will not in any case be responsible and liable for the costs incurred.

8. IOM at no occasion will ask an application fee from Implementing Partners.

9. All information given in writing to or verbally shared with the Implementing Partners in connection with this CEI is to be treated as strictly confidential. The Implementing Partner shall not share or invoke such information to any third party without the prior written approval of IOM. This obligation shall continue after the selection process has been completed whether or not the Implementing Partner application is successful.

10. IOM will treat all information (or that marked proprietary/sensitive/financial) received from Implementing Partners as confidential and any personal data in accordance with its Data Protection Principles.

11. The Implementing Partner by submitting an application gives consent to IOM to share information with those who need to know for the purposes of evaluating and managing the proposal.

12. IOM reserves the right to accept or reject any Application, and to cancel the process and reject all Applications, at any time without thereby incurring any liability to the affected Implementing partner or any obligation to inform the affected Implementing partner of the ground for IOM’s action.

IMPLEMENTING PARTNER REFERENCES CHECKLIST

The below information is requested to be include in the response to the CEI issued by IOM:

TABLE 1 – MAIN IMPLEMENTING PARTNER EXPERIENCE IN LAST THREE YEARS (free format)

• Starting Month/ Year

• Ending Month / Year

• Donor / Lead partner

• Description of projects

• Contract Amount Remarks (Provide documentary evidence)

TABLE 2 – SIMILAR EXPERIENCE IN LAST THREE YEARS (free format)

• Year

• Donor / Lead partner

• Description of projects

• Contract Amount

• Remarks (Provide documentary evidence (*))

TABLE 3 – LIST OF KEY STAFF MEMBERS (free format)

• Name

• Designation Qualification

• No. of Years of Experience Provide an organizational chart and detailed CVs for key management and personnel in the Organization

TABLE 4 – ANY OTHER INFORMATION (free format) In addition to the required information, Implementing Partners may provide any other related documents

IOM Mission – Timor-Leste

IOM Call for Expression of Interest ID#: TL-009/22

Terms of Reference

Introduction Timor-Leste’s municipalities and border communities, particularly the hard-to-reach ones, face unique and multi-dimensional challenges and vulnerabilities, owing to their remoteness and limited access to public services. To support the Government of Timor-Leste efforts to ensure a more inclusive and comprehensive emergency response and recovery, it requires an increased understanding of the specific needs and gaps of the remote border regions and vulnerable populations that reside therein. In order to achieve this objective and promote effective socio economic recovery, a multi-sectoral approach is required, involving a wide segment of society such as border management authorities, traditional authorities, businesses, religious leaders, women’s groups, youth groups and civil society organizations that all play an important role in current as well as future disaster risk reduction, prevention, and response efforts at the local level. IOM and UNICEF have identified the human security approach as an effective mechanism to bring stakeholders together to find comprehensive solutions to pressing and deep-rooted challenges that the border communities face. The project related to this CEI therefore aims to support the Government of Timor-Leste’s efforts contribute to more inclusive COVID-19 response and recovery, using the approach to ensure a people-centered, comprehensive, context specific and prevention oriented aspects are considered throughout the implementation of all activities.

Background – The Human Security Approach

The Human security concept and approach places the focus individual as the referent object of security and underscores the need to consider the survival, livelihood, and dignity of individuals as the fundamental basis for national, regional, and international peace and development. It is a multisectoral and flexible concept that facilitates the sharing of experiences and analysis of the diverse challenges faced in the border areas. Better understanding of the vulnerability of each group, and their diverse coping mechanisms, will be key to refine future preparedness and response actions, both in the context of COVID-19 and other potential threats that may arise in border areas. Guided by five fundamental principles: People-centered, comprehensive, context-specific, prevention oriented and protection and empowerment, the approach provides a useful tool and framework to better understand the specific needs and for developing a step-by-step analytical process for implementation of human security initiatives.

Resources for Human Security Concept including Tools, and Guidance:

– Developing Assessment and Tools Applying the Human Security Approach (Annex 1)

– UNTFHS Website: https://www.un.org/humansecurity/what-is-human-security/

– UNTFHS Human Security Handbook: https://www.un.org/humansecurity/wpcontent/uploads/2017/10/h2.pdf

– Human Security Video Gallery: https://www.un.org/humansecurity/video-gallery/

Project and Donor information:

Title of the Program: Assessing vulnerabilities and resilience in border communities in Timor-Leste through the human security approach in the context of COVID-19

Implementing UN organization(s): International Organization for Migration (IOM), United Nations Children’s Fund (UNICEF) Donor: United Nations Trust Fund for Human Security (UNTFHS)

Target SGD’s: SDG1, SDG3, SDG5, SDG10, SDG16

Objective:

Deliverables:

Through this project IOM, on behalf of the donor and in partnership with UNICEF, intends to hire a local institution as the implementing partner to conduct the project activities in close coordination with the Government of Timor-Leste’s Ministry of Interior as well as local authorities and stakeholders in the targeted municipalities.

The selected institution will be responsible for the implementation of the project activities outlined below between (tentatively) 1 August 2022 to 30 November 2022 (4 months in total). Geographically it will cover border areas in Covalima, Bobonaro and the Special Administrative Region of Oecusse-Ambeno and may also integrate a focus on communities from these border areas who may be temporarily residing in Dili. The selected institution will work under the overall supervision of a program management team comprised of the technical experts from the partnering UN agencies (IOM and UNICEF) and the Human Security Unit in New York.

The institution will be expected to perform the following activities and deliverables during the project duration:

Activity Deliverables Tentative payment schedule –

– Take UNSSC’s human security online training course – –

– Conduct desk review on relevant materials related to border areas, and initial interviews as needed –

– Organize three inception meetings/workshops (one in each target municipality)

1. Inception report including key findings from workshops, draft assessment framework, ethical considerations, data collection tools, and detailed timeline 25%

– Lead an initial discussion with Human Security Unit and/or share assessment framework with the Unit for inputs prior to conducting the assessment.

– Conduct an in-depth, multi-sectoral

2. Assessment report with findings, analysis, and recommendations

3. Interactive mapping of mobility, access to services and markets

4. Mapping of local stakeholders to raise the visibility of local groups, including government authorities, professional

46% 9 human security assessment in border and at-risk communities in target Sucos applying a human security approach. The assessment should incorporate the guidelines in Annex I. associations, faith-based organizations, women’s organizations and youth groups

– Develop a policy brief, and provide inputs for a professional video, to inform local, national, and transnational decision-making – Organize 4 dissemination workshops with local and national stakeholders on the findings and recommendations of the assessment (one in each target municipality plus one at national level)

5. Policy brief presenting the concept of human security, a summary of the assessment findings and analysis, as well as recommended policy and programming options, in English and two to four local languages

6. Workshop report including pre- and post

survey of participants to evidence improved understanding of border community vulnerabilities using human security approach 13%

– Organize consultation meetings with relevant stakeholders to discuss assessment results and lessons learnt from the COVID-19 crisis and how to enhance future emergency preparedness plans and actions using the human security approach

– Deliver 12 capacity-building sessions (four/municipality) to strengthen local coordination, preparedness, and emergency management mechanisms, based on gaps identified through assessment and consultations

7. Consultation report including a summary analysis from consultation meetings with at least 60 stakeholders from diverse groups including professional associations, faith-based organizations, women’s organizations and youth groups and number of preparedness and emergency management mechanisms developed and/or strengthened (at least 3);

A comprehensive training report including results from the capacity building sessions.

Overarching Outcomes:

The project has been designed in an integrated manner, with significant synergies between the activities, outputs, and outcomes. As such, outcome 1 will contribute to outcome 2 in that the assessment and mapping will feed into the collective reflection process undertaken under outcome 2. Likewise, the policy briefs and recommendations from outcome 1 will also inform the capacity building and support to coordination, preparedness, and emergency mechanisms under outcome 2. The projects overarching outcomes are formulated as follows:

Outcome 1: Enhanced understanding of the specific needs and gaps of remote border and at-risk communities

Outcome 2: Strengthened partnerships and coordination among local stakeholders in border regions

Expected results:

The objective of this project is to contribute to more inclusive and comprehensive COVID-19 response and recovery by enhancing the understanding of key policymakers of the specific needs and gaps of the remote border regions, using the human security approach. As current COVID-19 response plans in Timor-Leste do not fully take into consideration the specific needs and gaps of border communities and vulnerable minorities such as undocumented migrants, the project aims to complement existing national and local plans and strategies by applying the Human Security (HS) approach. The expected result and impact are better understanding among government stakeholders and policymakers regarding the unique vulnerabilities and needs of border communities, in turn contributing to enhanced future preparedness and response actions, both in the context of COVID-19 and any other potential emergencies.

Impact

See above paragraph

Partnerships and collaboration

As the lead agency, IOM is responsible for the overall implementation of the project in close coordination with UNICEF and Government partners at central and subnational levels. Throughout the IOM and UNICEF will conduct joint monitoring, involving the Government whenever possible, to follow up closely on project implementation and support the institution where needed.

Proposed timeline: 1 August 2022 – 30 November 2022 (4 months)

Qualification and experience:

The interested institution shall have the following competencies:

 Expertise on carrying out in-depth research and assessments with a multi-sectoral approach

 Ability to develop GIS Mapping and IEC material

 Experience in organizing consultative and interactive multi-stakeholder workshops

 Experience and knowledge of working in local and remote border communities with a different range of stakeholders at national and local levels

 Experience in border community outreach activities and familiarity with migration and border management

 Excellent coordination and communication skills and readiness to keep partnering organizations updated and consulted on the progress and challenges encountered

Submission of the project proposal N/A

Deadline for completion of activities

30-Nov-2022

Annex I: Developing Assessment and Tools Applying the Human Security Approach

1. Human security applied to the content, methodology and recommendations

a. In developing an assessment tool, the human security framework will guide decisions on:

i. The design and content of the assessment tool (variables, topics, etc.)

ii. The methodology used to implement the tool (processes)

iii. Considerations on how the information gathered from the tool is used to develop actions or recommendations (solutions)

b. The human security framework can also function as a broader umbrella under which existing tools and data collection instruments (or data) can be brought together and connected.

2. Content/variables of the assessment:

a. In designing the assessment framework, consider:

i. Risks and threats across human security dimensions as well as from where they originate (global, regional, national, local)

ii. The impacts of these risks and crises on institutions and on people (across human security dimensions) –plus ways to consider how they are interconnected or compounding (domino effect)

iii. Needs and vulnerability (current and potential status). Consider perceived need, expressed need, absolute need and relative need.

iv. Disaggregated data by subgroup

v. What exists! Institutional and community assets, resources and capacities –policies, programs, people, organizations, structures, services, etc.

3. The processes or methodology for undertaking the assessment:

a. In defining how the assessment will be undertaken, consider

i. Consultations to develop the assessment framework, define its scope and relevant components, including with communities ii. Instruments or sources to capture quantitative/administrative data and qualitative data (existing and new)

iii. Inclusive and representative engagement in data collection, as feasible.

iv. Post-assessment consultative and inclusive validation of findings as well as sustained dialogue mechanisms for collaborative planning/decision-making

v. Establishing mechanisms for ongoing data collection?

4. Outputs of the assessment: Recommendations and solutions:

a. A human security assessment should also guide how data is used to develop recommendations and solutions. To this end consider

i. Integrated solutions and entry points with the most positive multiplier effects on other HS dimensions (combined outputs of multiple stakeholders)

ii. A whole-of-society approach (levels and sectors) at the local level to promote and implement solutions

iii. Comprehensive responses that also contain targeted elements as necessary to reach those furthest behind or most vulnerable

iv. Link efforts to strengthen the policy/institutional environment with community-based solutions (protection and empowerment) v. Building on what exists at the local level and enhancing capacities to manage/resilience to emerging and likely future risks

vi. To the extent possible, tackle root and underlying causes for greater impact and sustainability

5. Other considerations:

i. What assessments and data collection processes already exist? How can the human security framework connect existing information, and/or help identify additional data or processes necessary to connect multiple assessment processes?

ii. Are all components/steps suited to all stakeholders? How to be inclusive and comprehensive while also being targeted and efficient.

iii. Structure and participation of consultative processes to address sensitivities of information and vulnerability of certain groups.

iv. While achieving all the elements outlined may not be feasible, the principles must be applied 12 together and not ‘cherry picked’ when considering the design/content, methodology/processes or solutions/recommendations.

IOM Mission – Timor-Leste

IOM Call for Expression of Interest ID#: TL-009/22

Implementing Partners General Information Questionnaire

Call for Interest ID number:

Full name of the Organization and abbreviation:

Address and e-mail of contact person:

Date of completion:

Existing partnership with IOM?

If yes, when did the cooperation with start?

A. BACKGROUND AND GOVERNANCE:

Is your organization legally registered in the country(ies) of implementation? If yes, please provide registration number/proof. If not, please explain.
What is the status of the organization (e.g. IO/iNGO, NGO, etc)?
Does the organization produce an annual audited financial statement that is publicly available? If not please explain.
Does the organization`s management or ownership have any affiliation to IOM that would result in a conflict of interest?
Who has influence over the organization?
When was the Organization founded?
When was the Organization last assessed by IOM or another UN entity?
Date of last external evaluation and the name of the evaluator. Can the evaluation be shared with IOM?

B. ORGANIZATIONAL STRUCTURE:

Is an updated organizational structure/chart and the CVs of key personnel attached to the application?
Where does the organization work in the country and what is its in-country structure and field presence?
How many staff members work in the country office/programme?
Are the all the main operational functions adequately staffed and resourced (finance, logistics, implementation, M&E)?
Does the organization have personnel guidelines?
Does the organization have personnel security procedures?

C. EXTERNAL ENGAGEMENT AND INFLUENCE

Networks and coordination

Is the organization involved in networking with other Civil Society Organizations, humanitarian organizations or networks? If yes, please provide details.
Does the organization coordinate its work with other Civil Society Organizations (local, national, international)? If yes, please provide details.
How does the organization interact with beneficiaries and communities?
Does the organization coordinate with the government/authorities?
Does the organization engage in public or political processes (i.e. national and local government policy or budget discussions / decisions)

Information and advocacy:

Does the organization produce information materials regularly? If yes, please describe.
Does the organization hold public events for fundraising or other purposes? If yes, please describe.
Does the organization work through the media?
Does the organization use advocacy as a foundation of its work? If yes, please describe.
Does the organization perform any lobbying activities? If yes, please describe.

C. PROGRAMMATIC CAPACITY

Does the organization have a stated mission and vision? Please provide the link if publicly available.
What are the target group(s)/ beneficiaries of the organization?
What is the geographical focus of the organization?
What is the programmatic focus of the organization?
Does the organization have a documented risk register and a risk management process?

Does the organization:

Uphold and abide by the humanitarian principles?
Support the provision of impartial assistance solely based on needs?
Operate independently without the imposition of a political agenda?
Uphold a do-no-harm approach?
Have a long-term plan/strategy in place?
Have a framework for Accountability to Affected Populations?
Have a Code of Conduct or other ethics policy?
Have policies and procedures to prevent sexual exploitation and abuse?

FINANCIAL CAPACITY:

What donors are currently supporting the organization’s programmatic activities?
What is the current overall budget for the organization’s activities?
Has the organization faced any liquidity or solvency related challenges during the past three years? If yes, how was it resolved?

Accounting system:

Does the organization have detailed policies documenting its accounting standards, rules and procedures?
Which accounting standards the organization follows (IPSAS; IFRS, national)?
Which accounting software does the organization use and is it integrated with other functions (e.g. HR, procurement, etc.)?
What is the document retention policy in relation to accounting and supporting documents? How does the organization ensure a safety of archives from theft, fire, flooding etc.? Were there any challenges faced in this respect during the last three years?
Are all costs booked in the organizations accounts in a timely manner?
Can the organization provide periodic financial reports at the project level?

Financial control:

Does the organization have its own bank account registered in its own name?
Does the organization have established internal audit functions?
Is there a regular requirement for external audit on the companies accounts and if yes, is it carried out in a timely manner?
Does the organization comply with the audit recommendations received?
What are the main characteristics of the internal control system in place? Were there any challenges faced in this respect during the last three years?
How does the organization ensure sufficient segregation of duties?
Is there a system in place to avoid double reporting of expenses to donors? Des the organization have a project accounting solution in place to facilitate related controls?

Cost effectiveness:

Is the organization cost conscious? What principles are followed to minimize costs?
Are quotations or invoices collected before purchases are made?

E. PROCUREMENT AND SUPPLY CHAIN CAPACITY:

Describe the logistical setup of the organization.
Does the organization have and follow counterterrorism policies requiring systematically vetting partners and suppliers against recognized lists of terrorists?

Procurement:

Does the organization have clear procurement regulations? If yes, please share a copy.
Was the organization’s procurement policy reviewed and accepted by other organizations and/or donors?
Does the organization have a clear policy for segregation of duties and delegation of authority in the procurement process?
Does the organization have (and use) a procurement plan?
Does the organization uses ERP system to post procurement transactions?

Asset and warehouse management:

Does the organization have an asset database?
Does the organization have established protocols for handing over, write-off, sales and disposals of assets?
Does the organization have procedures for managing stocks and warehouses?

I, the undersigned, warrant that the information provided in this form is correct and, in the event of changes, details will be provided as soon as possible: ______________________ __________________ ____________ Name/ Signature/ Date