WORKING WITH DG ECHO AS AN NGO PARTNER | 2021 - 2027
This chapter offers the possibility to explain how resources (human resources, supplies and time, etc.) will be mobilised to ensure a successful implementation of the Action.
10.1 HUMAN RESOURCES AND MANAGEMENT CAPACITIES
The partner must explain briefly how human resources (both expatriate and local) will be mobilised to ensure an effective and efficient implementation of the Action. It will explain for instance the organisational and management structure put in place (e.g. at the Action's locations, at capital level, at regional level, or in exceptional cases the structures in place for remote management).
When applicable in the context of the Action, the partner will also specify if specific technical qualifications will be required.
10.2 DO YOU INTEND TO DEPLOY EU AID VOLUNTEERS IN THE FRAMEWORK OF THE ACTION?
The use of volunteers is not referred to in the Model Grant Agreement or in the budget: the default answer to the question is "No".
10.3.1 ARE YOU OVERSEEING YOUR ENTIRE SUPPLY CHAIN?
The partner is expected to answer "No" only if it is relying on other entities (e.g. Humanitarian Procurement Centre, Global Logistics Cluster, through joint procurement initiatives etc.) to oversee the supply chain either fully or partially.
10.3.2 PLEASE BRIEFLY DESCRIBE THE APPROACHES YOU ARE USING. IF USED, PLEASE ALSO PROVIDE DETAILS ON THE HUMANITARIAN PROCUREMENT CENTRE
This section emphasizes the importance of the appropriate monitoring of the supply chain.
This question aims to assess the level of reliability in terms of timing of the logistics, to understand if the planning to implement the operation is realistic all along the supply chain up to the final delivery, and to foresee any possible obstacles or risks along the entire supply chain, so that DG ECHO and the partner can have a better understanding of these together during implementation of the project.
Partner is invited to check the eligibility rules of equipment and goods.
The partner is expected to provide information, inter alia, on:
- specific procurement arrangements, e.g. use of common or pooled services; , use of particular environmentally sustainable approaches etc; if applicable, use of Humanitarian Procurement Centre;
- information related to the procurement of the main/essential equipment and goods, such as where the goods will be procured (internationally, regionally, locally) and by whom, consideration of elements such as cost efficiency and quality of the goods procured, and information relating to the environmental dimension of the procurement and delivery.
In those cases where the partner intends to purchase food or medical supplies, without the support of one of the Humanitarian Procurement Centres, it will indicate here briefly how it intends to ensure the quality standards of the items purchased.
The partner can provide here also information on possible market analysis made in relation to the purchase of food locally.
The partner may also provide information about the necessity of expensive support equipment in case the partner does not intend to apply depreciation.
10.4.1 DO YOU ANTICIPATE ANY IMPLEMENTATION CHALLENGES IN THE SUPPLY CHAIN?
The partner has to select the most appropriate option relevant to its situation in respect to anticipated challenges to supply chain management which could include inter alia procurement challenges, customs delays, access issues, difficulties in last mile delivery, or environmental damage caused by the procurement.
The by-default answer is “NO”, but if the “YES” option is chosen an additional field will be displayed.
10.4.2 PLEASE DESCRIBE SHORTLY THESE CHALLENGES AND INDICATE HOW YOU FORESEE TO MITIGATE THEM
the partner has to provide information on the main foreseen/envisaged challenges linked to the procurement/supply of essential equipment and goods, along the entire supply chain, including the green/environmental dimension.
Work plan reminds the partner that it has to attach a work plan to the proposal. The work plan is an important tool to assess the feasibility of the Action. A common way to present a work plan is through a Gantt chart. Other possibilities exist and can be used as long as they are clearly presented and commented upon.
OTHER PARTICIPANTS IN THE ACTION
Partners may entrust tasks forming part of DG ECHO-funded actions to one or several other entities, on a non-profit basis. This can be done provided that the prospect of having recourse to partners is presented, explained and justified in the Single Form, together with the estimated budget share that would be allocated to the partners. The Organisation is responsible for ensuring that the conditions applicable to it under the Agreement, including accountability and effective internal control systems, are also extended to its partners.
Definition of co-partner
A co-partner is another certified entity which will cooperate with the certified partner submitting the proposal: it will be registered as “co-beneficiary” in the grant agreement to be concluded with the Commission.
Definition of Implementing Partner
An IP is any (legal) non certified entity other than the certified partner (i.e. the Partner signing the grant agreement with DG ECHO), to which the Partner entrusts any task under an ECHO-funded action, and transfers the corresponding financing. In this respect, an IP is any of the following entities:
1. Entities affiliated to the grant-holder or with which the latter is affiliated (e.g. NGO families, networks, federations, etc.). Such entities may be involved in the implementation of an action, for example with the following functions (not mutually exclusive):
- Performing administrative and programmatic tasks;
- Performing operational tasks, e.g. implementing the action as the registered entity in the country of implementation.
2. Local entities: entities established in the country of implementation of the action (e.g. local or grassroots organisations).
3. Non-local entities: entities, which are neither affiliated to the grant-holder nor established in the country of implementation of the action.
Information on Implementing Partners to be provided in Single Form
At proposal stage: Partners provide provisional, but comprehensive, list of IPs (including their name, address, type, share of the budget allocated etc.)
(NGO ONLY) 10.6. ARE THERE ANY OTHER PARTICIPANTS IN THE ACTION?
The partner has to indicate first whether it intends to work with other entities or not. The default answer is “No”.
-  If the answer is “No”, the partner can go directly to section 11. The partner will have the possibility to modify this statement later during the Action implementation. Note that a change in co-partner will be considered as a substantial change to the grant agreement, whereas IPs can be added in the course of implementation.
- If the answer is “Yes”, the sections below will be displayed and the partner will be invited to answer the questions.
10.6.1 IMPLEMENTING PARTNERS / CO-PARTNERS
Type: the partner has to select the type of participating organisation, making the choice between "certified partner" (co-partner) and "non certified-partner" (implementing partner). A co-partner is a "certified partner" associated with the partner submitting the proposal for implementation of this action.
Name: if the partner selected the option co-partner it will have to select the name of the organisation from the provided drop-down list. If the partner selected the option implementing partner it will have to provide the name of the implementing partner.
Address: this field is only visible in case of implementing partners.
Status: this field is only visible in case of implementing partners. The partner will have to select the status of the implementing partner from a pre-defined list including: national no profit organisations, local authorities, national authorities, regional or international actors, international NGOs, other. In case the option other is chosen, additional clarifications should be provided.
Estimated amount of the budget allocated: the partner has to provide an estimated amount of the budget that will be allocated to implementing partners or co-partners, , including both goods and services directly transferred to beneficiaries AND the associated costs to implement by the participating organisation. This figures should match the budget attached to the Single Form.
In case the amount allocated to an implementing partner is above 60,000 EUR, in application of article 204 of the Financial Regulation, a justification will have to be selected from the three mentioned in the guidelines:
- only a limited number of non-profit non-governmental organisations have the capacity, skills or expertise;
- only a limited number of non-profit non-governmental organisations are established in the country of operation or in the region(s) where the action takes place;
- in confederation, family or network context, the partner would rely on other members of the confederation, family or network as this set-up would ensure geographical coverage while minimising costs and avoiding duplications.
Added value, role and main tasks: this field is only visible in case of implementing partners. This section invites the partner to explain how the fact of working with implementing partners will contribute to the achievement of the Action.
Coordination, supervision and controls: this field is only visible in case of implementing partners. In this section, the partner will explain what are the overall mechanisms of coordination, supervision and control put in place in relation to various implementing partners. In particular, the partner will explain how it intends to screen the risks of fraud and what are the measures taken to minimise them.