Delegation of the European Union to the
UN and other international organisations in Geneva

Support to ECOWAS Public Finance Management Reforms

07/01/2019 - 13:37
Regional overview

The objective is to support the ECOWAS Commission in implementing its regional strategy and pursuing its mandate in a more effective way, through a better management of its resources.

Expected results:

  • Result 1 (Technical Assistance Provided by ECORYS): Capacities of selected horizontal directorates of the ECOWAS Commission are strengthened and institutional reforms are supported to ensure compliance of ECOWAS procedures with international standards related to the 4 pillars (accounting, auditing, internal control, HR and procurement);
  • Result 2 (Technical Assistance Provided by GOPA): The ECOWAS Commission has an enhanced capacity to fulfil its role of Regional Authorising Officer (RAO) in the implementation of 10th EDF projects in compliance with the applicable financial and contractual procedures;
  • Result 3 (Technical Assistance Provided by GOPA): ECOWAS Commission ensures efficient monitoring of the 10th EDF projects, in coordination with the West African Economic and Monetary Union (WAEMU) Commission and in the context of improved coherence with other donors’ interventions. 

 
Main activities:

Result 1

  • Support integration and implementation of program and project management, document management and audit management modules to the financial, human resource and procurement management modules of ECOLink;
  • Support the review of tender code, financial regulations and accompanying procurement, human resources and accounting policies and procedure;
  • Training in EDF procedures and improvement of management systems at the Finance Directorate, External Funds and Procurement Units;
  • Develop a strategy to improve the work of the Joint Technical Secretariat (JTS). 

 
Result 2

  • Provide induction training on EDF financial and contractual procedures, mainly on the management of grants and service contracts;
  • Provide on-the-job training for the preparation of financial reporting in compliance with EDF procedures and requirements;
  • Set up an internal quality control system that includes the filing-in of the EU checklist for each submission of payment;
  • Support the reinforcement of accounting and payment flows systems. 
  • Assist in the establishment and implementation of an appropriate archiving and filing system
    • Set up an internal manual of procedures for EDF- funded projects, establishing the relationship with the Procurement Unit and the contact points with the EUD for technical and financial matters;
    • Provide induction training on EDF procedures, especially with regard to grants and service contract management;
    • Support the development and implementation of an effective and efficient operational internal organization for EDF-funded projects.

 

Result 3

  • Support monitoring of the 10th EDF RIP projects;
  • Support coordination of the joint  programmes  m  relation  with  ECOWAS  &  WAEMU activities;
  • Supervise the contributions of ECOWAS to the 11th EDF programming exercise, ensuring coordination between PIR and PIN;
  • Support the production of an overview of the 10th EDF projects under implementation;
  • Produce and disseminate an overview of EU funding opportunities. 

Result 1

  • Two short-term framework contracts have been completed, this included support to quality assurance of the ECOLINK project and short-term technical assistance for the external relations directorate;
  • This has provided support to the formulation stage of the RIP. Procurement activities have been completed;
  • Result 1 (Technical Assistance provided by ECORYS): TA team has now been mobilised and is in place within the External Relations and Financial Directorates of the ECOWAS Commission. It has supported ECOWAS in its request to modify the grant requesting for 4 accountants and 2 economists instead of 6 accountants. 

 
Result 2 

  • Finalisation of the tender process and award of contracts for the technical assistance to the ECOWAS for the implementation of 10th EDF TFP II; TA to ECOWAS for the 11th EDF Energy Governance in West Africa, and TA for the 11th EDF Improved Regional Fisheries in Governance in West Africa;
  • Finalisation of the operational PE to support the Infrastructure Department in implementation of the 10th EDF TFP II;
  • Integration of EU funded programmes in the SAP ECOLink Business Intelligence platform ensuring the capture of financial transactions, extraction of reports in prescribed formats and analysis of data captured through SAP (Modern tools for adequate financial management and reporting of the RIP projects have been developed and incorporated into the ECOLink SAP system);
  • Strengthening of systems and processes to facilitate an internal quality control system for the submission of payments;
  • Availability of a positive EDF Training Assessment report for the External Funds Unit and the Procurement Division;
  • Improved coordination between projects, procurement division and the finance directorate;
  • Positive EDF training assessment following induction training on EDF financial and contractual procedures, in the management of grants and service, supplies and works contracts for staff in the finance directorate, procurement division & implementing directorates;
  • Strengthened capacities of the procurement division in contractual procedures through targeted technical assistance (tender launch, evaluation and contract award; programme estimate preparations);  Quick processing and turnaround times through provision of on-the-job training and coaching in financial and contractual procedures to staff directly involved in the implementation of 10th EDF projects;  

 
Result 3

  • Strengthening the network of focal points for monitoring the implementation of projects of the 10th EDF RIP;
  • Perusal of progress reports and mid-term evaluation reports of many projects of the 10th EDF RIP, writing comments and attending Steering Committee meetings in order to spell out progress and key challenges in project implementation;
  • Writing various periodic documents to follow up the 10th EDF portfolio (implementation progress, challenges and recommendations on 10th EDF projects, comments on mid-term evaluation reports) and the 11th EDF pipeline (update of the pipeline, support to project formulation);
  • Scrutinizing monitoring mechanisms of 10th EDF RIP projects in place to allow projects to measure progress on achievement of results (outputs, outcome and impact);
  • In partnership with the Community Computer Centre, upgrading and updating the SharePoint database on 10th and 11th EDF projects information (matrix of contacts, matrix of access to the SPWS, uploading files, addressing technical issues…). This one-stop shop will improve connectivity with project stakeholders (gathering relevant project reports, allowing project managers/focal points to post data regarding performance indicators, i.e. baseline, targets, current value)1. The SharePoint platform, which has been developed by the KE2 and the Community Computer Centre, is a knowledge management platform, which captures, stores and shares information about the RIPs. However, fostering a culture that encourages sharing of information, based on the concept that knowledge is not irrevocable and should be shared and updated to remain relevant is not yet in practice. Time is necessary to ensure a smooth transfer of knowledge;
  • Preparing the integration of the mechanism for monitoring the 10th and 11th EDF RIP projects (in Ecolink Business Information (BI) solution: format, data requirements, quality control on reports for the BI platform, responsibilities, etc.). 

 

 

Source of funds:  10th EDF (CRIS reference: 2013/ 021-523)

Total budget (EUR): 9.8M

Implementation period: 22nd November 2013 – 22nd November 2018 (GOPA-05/02/2016-02/12/2018); (ECORYS-20/08/2016 – 20/05/2019)

Implementing agency: Partially decentralized management with ECOWAS (Support from Technical Assistance Teams comprising of ECORYS (Result 1) and GOPA (Results 2&3)

Geographical region:  West Africa

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