Project cycle management

1. Project identification, formulation and signature

Following the approval of allocations by the Ministerial Committee of the COMESA Fund, a 5 month period for project identification, formulation and finalization is allocated which involves;

1. Identification of potential project support areas by Member States through consultation with the NIMCC and other relevant institutions.
2. In parallel, Secretariat is also expected through the divisions to identify relevant areas of support for the respective countries based on the COMESA agreed programmes and the country specific status of implementation.
3. Supporting Member States in the programming, identification and formulation of projects in line with the COMESA Adjustment Facility (CAF) procedures, European Development Fund (EDF) Procedures and other procedures as applicable;
4. Additional consultations with divisions and units at the COMESA Secretariat to ensure consistency and coherence of selected projects with existing COMESA (and EAC) programmes and policies;
5. Undertake Consultations with COMESA’s development partners and other stakeholders, including but not limited to the national and regional European Union Delegations in the respective Member States throughout project cycle process;
6.  Country missions and/or workshops are then undertaken to get clarity on areas of support, get consensus on selected areas and where feasible commence project formulation;
7. The Member States then produces a zero-draft project document over an agreed period and submits to Secretariat for comments at technical level;
8. Following review and additional follow up where required, a draft project document is formally submitted to secretariat;
9. Final comments are made and full project/Grant agreement is prepared for signature;
10. Project is submitted to SG for signature and sent under cover letter to Member States for counter signature.
11. Ensure that Member States submit project logical frameworks, work-plans, budgets and narrative and financial reports as required;
12. In collaboration with the COMESA Finance Division, ensure that work plans, budgets and reports are submitted on time and in line with stipulated procedures;

Technical support is available throughout the process from Secretariat to the Member States covering missions, national workshops with the NIMCC and other relevant institutions to identify areas of support and/or national consultants to assist with the drafting of the document. Consultations with National EU Delegations is also encouraged and where feasible, Secretariat meets EU delegations during missions to brief or consult on project areas. Following signature, the documents are submitted to the EU with request for disbursements.

2. Project Set Up

Once projects are signed, the MS is requested to start the project set up process, which includes the following:

• Submission of the signed form identifying the Imprest Administer and Imprest Accounting Officers and their deputies;
• Opening of Bank accounts and submission of financial identification fiche;
• Preparation and submission of procurement plan;
• Recruitment of the Project implementation unit Team;

3. Project Monitoring and evaluation Support
   

• Formulate and/or improve templates for project implementation which may include project manuals, logical framework templates, work-plan templates, reporting formats and budget templates;
• upport the overall monitoring of implementation of programme activities, particularly those under project-based support, and highlighting high risk areas for management attention; this covers both technical and financial aspects of the project
• Ensure that Member States submit project logical frameworks, work-plans, budgets and narrative and financial reports as required;
• In collaboration with the COMESA Finance Division, ensure that work plans, budgets and reports are submitted on time and in line with stipulated procedures;
•  Support finalisation and management of grant contracts or agreements with Member States and/or implementing institutions in line with agreed procedures;
• Attend project management and steering committee meetings, and propose actions where necessary;
• Ensure that audits and evaluation of projects are undertaken in a timely manner, internally endorsed within the COMAid/RISM Unit and transmitted for final institutional approvals;
• Work closely with other divisions (legal, finance, audit, M&E etc…) to ensure that all donor requirements including contract and procurement procedures are met;
• Support the recruitment of project support/technical assistance in the Member States for project implementation;
• Contribute to the development of project procedures required for the full project cycle;
  

4. Project Closure
   

Project closure involves audits, final narrative and financial reports, evaluations, submission of assets lists, assets transfer requests, reimbursement/recovery of balances on project accounts and closure of project accounts, handover of assets etc…

5. COMESA Adjustment Facility Implementation:
   

• Support the implementation of the COMESA Adjustment Facility (CAF) and Aid for Trade (AfT) Strategy including monitoring and reporting of the RISM programme;
  

6. Visibility:

Ensure that visibility and publicity activities are integrated into Member State project documents and work-plans, and are undertaken.