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Description of process

This task is prepared by the COGM according to the ToR schedule. The COG prepares the narrative final report following the country office reporting requirements and reporting forms should be filled out. In some cases the HOGM might introduce some changes on the reporting forms based on donor’s and/or project-specific requirements.

Country office reporting requirements
The country offices are required to submit two types of reports to the REC head office: narrative and financial.

Narrative
The narrative part of the report is prepared by the COGM following the country office reporting requirements. Each of the documents must follow the forms and tables attached to this manual under country office reporting forms. 
The narrative part sent to the HOGM must include:

• country narrative report (see Annex XXX)
• Full Proposals minutes (see Annex XI)
• list of awarded grants including English summaries of approved applications (see Annex XXXI)

Financial report (finance comments)
The financial reports are computer-generated, and a hard copy must be sent to the Finance Department at the REC head office at the end of every month.
The financial part which should include:

• a funds transfer report (including bank account reconciliation)
• a financial summary

The funds transfer report shows all the disbursements for each grant in the donation currency and provides bank account reconciliation for the country office's account. For each grant, the following information is reported in the donation currency:

• NGO name and grant number;
• total grant amount;
• date grant was approved;
• a listing of each NGO funds transfer;
• REC reference number for each funds transfer (optional); and
• the remaining grant balance (grant amount minus total funds transfers).

In addition, a bank reconciliation report (including copies of bank receipts) is required with the following information in the donation currency:

• the account's beginning balance
• less: total NGO funds transfers for the month
• plus: total deposits from REC Head office or donor. In case of nationally funded grant programmes
• the account's ending balance

For the financial summary, the following information is reported for each country in the donation currency:

• total amount of approved grants;
• total amount of instalments paid to date;
• remaining balance (total grants minus instalments); and

Related policies

Reporting policies

Supporting docs

• Annex XI– Full proposals minutes template
• Annex XXX – Country Narrative Report template
• Annex XXXI - List of awarded grants including English summaries of approved applications

Financial