Training on Donor Compliance and Grant Management for NGOs

Module 1: The Humanitarian Funding Landscape

• Major institutional donors: USAID/BHA, ECHO, FCDO, GFFO, UN agencies (WFP, UNICEF, UNHCR), and pooled funds (CBPF, CERF).

• Private donors: foundations, corporations, and individual giving.

• Funding mechanisms: grants, contracts, cooperative agreements, and awards.

• Case Study/Hands-on Exercise: Map the funding landscape for a specific humanitarian response, identifying the major donors and their funding priorities.

Module 2: USAID/BHA Compliance Essentials

• The US government grant framework: 2 CFR 200 and ADS series.

• Award types: cooperative agreements, grants, and contracts.

• Key compliance areas: allowability, allocability, reasonableness of costs, and marking.

• Case Study/Hands-on Exercise: Review a sample USAID award document, identify key compliance clauses, and develop a compliance checklist for a program team.

Module 3: ECHO and FCDO Grant Management

• ECHO's Financial and Contractual Framework (FCF) and Visibility Guidelines.

• FCDO's grant management standards and reporting requirements.

• Key compliance areas: co-financing, audit requirements, and procurement.

• Case Study/Hands-on Exercise: Prepare a financial report for an ECHO grant, ensuring compliance with cost eligibility rules and visibility requirements.

Module 4: UN Agency Grant Management

• UN agreements: UNHCR, WFP, UNICEF, and OCHA.

• Cost-sharing and contribution agreements.

• Reporting and financial management under UN frameworks.

• Case Study/Hands-on Exercise: Review a UNHCR contribution agreement, identify reporting schedules and financial compliance requirements, and develop a compliance tracker.

Module 5: Grant Lifecycle Management

• Pre-award: proposal development, budgeting, and due diligence.

• Award negotiation: reviewing terms, conditions, and special clauses.

• Implementation: compliance monitoring, reporting, and modifications.

• Case Study/Hands-on Exercise: Develop a grant management tracker for a portfolio of three donor grants, including reporting deadlines, compliance requirements, and key contacts.

Module 6: Financial Compliance and Cost Eligibility

• Allowable costs: direct vs. indirect, personnel, travel, equipment, and sub-grants.

• Unallowable costs: examples and consequences.

• Cost allocation and time and effort reporting.

• Case Study/Hands-on Exercise: Review a sample expense report, identify potentially unallowable or non-compliant costs, and propose corrective actions.

Module 7: Procurement and Sub-Grant Compliance

• Donor procurement rules: competition, thresholds, and documentation.

• Sub-grant management: partner selection, agreements, monitoring, and audits.

• Ensuring downstream compliance through the value chain.

• Case Study/Hands-on Exercise: Develop a sub-grant management plan, including partner capacity assessment, monitoring schedule, and reporting requirements.

Module 8: Reporting and Communication with Donors

• Narrative reporting: progress against indicators, success stories, and challenges.

• Financial reporting: budget vs. actual, variance analysis, and forecasting.

• Building relationships with donor representatives: communication, transparency, and problem-solving.

• Case Study/Hands-on Exercise: Draft a donor progress report narrative based on monitoring data, including achievements, challenges, and a response to a specific donor inquiry.

Module 9: Audit Management and Investigations

• Types of audits: financial, programmatic, and investigative.

• Preparing for a donor audit: documentation, staff readiness, and corrective actions.

• Managing audit findings, disallowances, and appeals.

• Case Study/Hands-on Exercise: Simulate an audit entrance conference, prepare audit documentation files, and respond to a sample audit finding.

Module 10: Grant Close-Out and Lessons Learned

• Grant close-out procedures: final reports, asset disposition, and records retention.

• Managing no-cost extensions and budget realignments.

• Learning and knowledge management across grants.

• Case Study/Hands-on Exercise: Develop a grant close-out plan, including final reporting timeline, asset handover, and a lessons learned workshop agenda.