OCHA’s Country-Based Pooled Funds (CBPF) Financial Management Training Course

Introduction

This intensive 5-day training course provides a comprehensive and practical exploration of the financial management intricacies of OCHA’s Country-Based Pooled Funds (CBPFs). As a cornerstone of humanitarian financing reform, CBPFs are vital instruments for delivering timely, flexible, and context-specific aid, particularly in complex emergencies and protracted crises. Understanding their unique financial architecture, from allocation processes and risk management to meticulous reporting and audit requirements, is paramount for organizations seeking to access and effectively manage these critical funds. This program will equip participants with the essential knowledge and practical skills to navigate the CBPF financial landscape, ensuring robust accountability, transparent resource utilization, and ultimately, a greater impact on affected populations.

The course goes beyond a general overview of humanitarian finance, focusing specifically on the operational nuances and compliance demands associated with CBPFs. Through interactive case studies of real-world fund allocations, hands-on exercises in budget development and financial reporting for CBPF projects, and in-depth discussions on managing audits and preventing fraud within pooled fund contexts, attendees will learn to interpret specific CBPF guidelines, establish strong internal financial controls, mitigate risks, and contribute to the efficient and effective deployment of flexible humanitarian funding. Whether you are a finance officer, grants manager, program coordinator, internal auditor, or a senior leader in an organization engaging with CBPFs, this program offers an unparalleled opportunity to master the critical aspects of OCHA’s CBPF financial management.

Duration: 5 days

Target Audience:

  • Finance Managers and Accountants of NGOs/CSOs working with CBPFs
  • Grants and Contracts Managers involved in CBPF projects
  • Project Managers and Coordinators in CBPF-funded programs
  • Compliance Officers and Internal Auditors
  • Program Directors and Senior Leadership in organizations seeking CBPF funding
  • OCHA Field Finance Staff and Pooled Fund Managers
  • Donor Representatives interested in CBPF mechanisms
  • Professionals involved in humanitarian financial reform

Objectives:

  • To provide a comprehensive understanding of the structure, purpose, and financial management principles of OCHA’s CBPFs.
  • To equip participants with the knowledge and skills to effectively navigate the CBPF allocation processes and financial life cycle.
  • To understand best practices in budgeting, expense eligibility, and documentation specific to CBPF grants.
  • To develop proficiency in preparing accurate, timely, and compliant financial and narrative reports for CBPF projects.
  • To explore strategies for managing CBPF audits, mitigating financial risks, and ensuring robust accountability in pooled fund management.

Course Modules:

Introduction

  • The evolution of humanitarian financing and the role of pooled funds.
  • Defining OCHA’s Country-Based Pooled Funds (CBPFs): purpose, structure, and value proposition.
  • The importance of financial management for efficient and accountable CBPF utilization.
  • Key stakeholders in CBPF management: OCHA, HCs, Advisory Boards, implementing partners.
  • Course objectives and an outline of the modules.

CBPF Architecture and Allocation Processes

  • CBPF Governance: Role of the Humanitarian Coordinator (HC), Advisory Board, and OCHA Pooled Fund Management Unit (PFMU).
  • Allocation Types: Standard allocations (first/second rounds), reserve allocations (emergencies), strategic allocations.
  • Prioritization and Strategic Planning: How needs assessments inform funding decisions.
  • Project Proposal Submission: Navigating the Grant Management System (GMS) and proposal requirements.
  • Due Diligence and Capacity Assessments: Pre-qualification process for implementing partners.

Financial Management Framework of CBPFs

  • CBPF Operational Manual: The guiding document for all financial rules and procedures.
  • Eligibility of Costs: Understanding direct costs, indirect costs, administrative overheads, and eligible expenses.
  • Allowability and Reasonableness: Principles for expenditure recognition.
  • Specific Financial Rules: Per diems, procurement guidelines, asset management.
  • Currency Management: Handling foreign exchange fluctuations in CBPF grants.

Budgeting for CBPF Projects

  • Developing a CBPF-Compliant Budget: Aligning budget lines with the CBPF template and guidelines.
  • Detailed Cost Breakdowns: Providing sufficient granularity for review.
  • Budget Narratives and Justifications: Explaining the rationale for proposed expenditures.
  • Budget Revisions and Modifications: Understanding the process for changes and approvals.
  • Cost Sharing and Co-financing: How other funding sources integrate with CBPF budgets.

Financial Reporting to CBPFs

  • Interim and Final Financial Reports: Timelines, formats, and required documentation.
  • Reporting on Expenditures: Accurate classification and reconciliation with accounting records.
  • Variance Analysis: Explaining significant deviations from the approved budget.
  • Financial Tracking and Reconciliation: Ensuring consistency between internal systems and CBPF reports.
  • GMS Reporting Features: Navigating the online platform for financial submissions.

Risk Management and Fraud Prevention in CBPFs

  • Identifying Financial Risks: Fraud, misappropriation, ineligible expenditures, exchange rate risks.
  • Operational Risks impacting Finance: Security, logistics, capacity limitations of partners.
  • Internal Control Frameworks: Establishing robust systems (segregation of duties, authorizations) for CBPF funds.
  • Fraud Prevention Policies: Whistleblower mechanisms, clear codes of conduct for staff.
  • Due Diligence and Monitoring: Ensuring financial integrity of sub-implementing partners.

Audits and Accountability in CBPFs

  • CBPF Audit Requirements: Understanding external audit scopes, timelines, and reporting.
  • Preparing for a CBPF Audit: Documentation, staff readiness, responding to auditor requests.
  • Common Audit Findings and Recommendations: Learning from past experiences.
  • Follow-up on Audit Recommendations: Implementing corrective actions.
  • External and Internal Oversight: Ensuring accountability to OCHA, donors, and affected populations.

Strategic Engagement with CBPFs

  • Maximizing Access to CBPF Funding: Strategies for effective proposal development and engagement.
  • Building Relationships: Collaborating with OCHA PFMU and Advisory Board members.
  • Leveraging CBPFs for Localization: Supporting direct funding to national and local organizations.
  • Advocacy for Flexible Funding: Contributing to broader humanitarian financing reform discussions.
  • Best practices from successful CBPF-funded operations.

CERTIFICATION

  • Upon successful completion of this training, participants will be issued with Macskills Training and Development Institute Certificate

TRAINING VENUE

  • Training will be held at Macskills Training Centre. We also tailor make the training upon request at different locations across the world.

AIRPORT PICK UP AND ACCOMMODATION

  • Airport pick up and accommodation is arranged upon request

TERMS OF PAYMENT

Payment should be made to Macskills Development Institute bank account before the start of the training and receipts sent to info@macskillsdevelopment.com

 

Ocha’s Country-based Pooled Funds (cbpf) Financial Management Training Course in Kenya
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