SayPro Financial Monitoring and Capacity Building for Implementing Partners

Terms of Reference
Financial Monitoring and Capacity Building for Implementing Partners

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a) Background**
IOM hopes to address the root causes of irregular migration in Guatemala through a program that will take a flexible and adaptive approach to support community stabilization and resilience in areas with high rates of irregular migration, with a special focus on the needs of women, youth, and indigenous populations.

On April 23, 2021, the United States Agency of International Development (USAID) and the International Organization for Migration (IOM) started the Addressing the Root Causes of Irregular Migration Project in Guatemala. In this Project, USAID and IOM are committed to working in close partnership with a variety of civil society organizations, including community-based and indigenous organizations and groups.

So far, the Project will be counting on 45 implementing partner organizations, that will be implementing a variety of development projects in various regions of Guatemala, through subgrants for implementing partners. This is the expected number of organizations the Service Provider/Consulting Firm should consider as target.
The project duration of each subgrant is approximately 12 months with an estimated budget of USD 100,000 – USD 400,000 in any Department of the Republic of Guatemala.

These implementing partners to support are small and medium local organizations, that in some cases might not have previous experience with grant mechanisms management, meaning that they will require a close accompaniment and training in administrative and financial processes.

After the approval of the project, the organizations will sign an agreement with IOM Guatemala to receive their funds for the implementation of their project. IOM Guatemala has established a mechanism of disbursement by tranches (generally 3), each tranche being associated to different milestones, narrative, and financial reports.

Interim and final reports need to be filled out and guidelines to be taken in consideration for the submission of supporting documents, such as invoices, etc.

Considering that the Project will be working with different types of organizations, an assessment of the financial capacities of each one will be necessary to be conducted, to determine which ones will require a close accompaniment, that will include regular field visits.

Other considerations
• Budgets are worked in GTQ.
• 95% of the organizations speak Spanish.
• The number of organizations in the pipeline may increase in the following months.

b) Objectives
The objective of this service is to provide to each organization the necessary support and training to produce their financial reports on the due time and to be able to share in electronic and physical way all the documentation including invoices and supporting documents. Moreover, the selected entity for this service will oversee capacity building and trainings in order to support the Implementing Partners in administrative and financial areas to implement the project and comply with IOM’s, USAIDs, and local regulations.

c) Scope of the Services
• Monitoring and Evaluation of financial documentation and requirements due from the Implementing Partners.
• Ensure that the financial reports are dully completed, accordingly to IOM’s, USAIDs, and local regulations.
• Support the Implementing Partners during the implementation of their projects funded by the Project in terms of finance and administration.
• Assist the Implementing Partners to upload all the financial documentation to the IOM’s grants management system, following the requirements and to submit physical documentation if required.
• Do onsite training and capacity building in administration and finance and prove the relevant increase in productivity.
• Ensure that the implementing partners are applying proper internal control measures as well as anti-fraud and anti- corruption mechanisms. Also, having in place an efficient fund management system.
• Assign focal points to address daily or periodic queries from Implementing Partners.

e) Reports and Time Schedule
The selected entity will provide to IOM quarterly reports with the following details:
e.1 Assessments of the Implementing Partners
e.2 Reports on financial and administrative follow up and monitoring of Implementing Partners
e.3 Reports on capacity building and training given to the Implementing Partners
e. 4 Other related details

f) Data, Local Services, Personnel and Facilities to be provided by IOM
IOM will provide to the selected entity all available documentation including agreements and related information. Regular meetings will be organized with the Grant, Procurement and Financial-Administrative Teams on a quarterly basis and upon requests.

g) Expected duration of the services
One year