Management Agency Structure
The MA grants unit is responsible for managing the project’s large grants program and ensures that project funds are used in compliance with GOE, World Bank donor and ESAP policies, rules and regulations. The unit is responsible to coordinate the selections of implementing partners (grantees); the negotiation of grants terms and deliverables; and facilitate disbursements to grantees.
Once a grantee’s quarterly financial report is cleared by the ESAP MA Finance unit, ‘Grants’ processes the disbursement in consultation with MA units. ‘Grants’ ensures compliance with policies, procedures, rules and MA instructions as stated in the grant agreement and the ‘operational manual for implementing partners’.
‘Grants’ also is responsible for providing technical support to SAIPs in grants management and compliance through training and on-the-ground mentoring and coaching to enhance the capacity of implementing partners and to make them aware of the rules and regulations of the grant award.
The operational manual guides partners in the implementation of the ESAP-3 project grants and includes the rules and regulations applicable under the ESAP-3 grant implementation scheme. The manual also clarifies what is expected from the partners and what partners can expect from the MA to ensure smooth implementation of the social accountability activities as per agreed upon plans.
The capacity development (CD) unit works to develop and strengthen the technical capacity of ESAP implementing partners (IPs), such as CSOs, the media, and other types of organizations that are responsible for managing the SA interventions in ESAP operational woredas. CD supports IPs in their role to establish collaborative engagement between citizens and service providers to ensure that citizens receive the government services that they are entitled to and that respond to citizen needs. The CD unit coordinates action-research that aims to foster knowledge and experience sharing and collaboration between all stakeholders.
CD also is tasked with identifying capacity development needs of SA stakeholders (citizens and their institutions, service providers, government oversight bodies and IPs) and, based on this identification, undertake tailor-made capacity development interventions, training, coaching and SA system strengthening activities.
Monitoring, Evaluation and Learning
Managing a complex program like ESAP requires access to reliable and actionable data. Therefore, the MA puts a strong emphasis on monitoring, evaluation and learning (MEL). The M&E unit monitors project performance to ensure continuous improvement in implementation. It collects and verifies data, assists with data analysis together with other MA units, and contributes to accurate reporting which is important for holding ESAP to account to citizens and to its development partners (donors). The M&E unit is responsible for finding a balance between collecting data that are essential for the project to optimally function, data that may be good to have but are not essential, and the resources required to collect the data.
Guiding pillars of the MEL system include:
Forming an integral part of continuous reflection and learning
Forming a link with knowledge management
Being based on a qualitative-quantitative design
The primary tasks of the M&E unit are:
Developing and implementing an M&E system, including adequate resources (M&E guides, manuals, tools)
Collecting and analyzing data and contributing to reporting
Capacity building of other MA units and implementing partners
Liaise with M&E systems/approaches in other SA programs and projects in Africa and globally
The main function of the Internal Audit (IA) unit is to support management in ensuring that rules and procedures are sound, effective and implemented as required. To that end, IA conducts auditing and general control of the MA operations and finances, as well as of the ESAP implementing partners.
IA functions as part of the ESAP MA’s risk management, governance and internal control processes.
The Financial Management unit has a twofold function.
First, it manages the day-to-day financial administration of the MA office in Addis Ababa. It ensures that funds are used efficiently and reported according to the MA internal as well as the World Bank policies, rules and procedures.
Second, the unit monitors the use of funds provided to implementing partners through review of financial reports on the parameters of completeness, accuracy, and acceptability of expenditures. In doing so, it contributes to ensuring effective financial management including efficient and effective budget utilization.
The Communications unit has evolved from working primarily on supporting the public relations (PR) function of the MA into one that engages actively in SA activity implementation by using communications as strategy. ESAP3 makes increasingly use of the media, especially community radio stations, to educate the public about SA and to create a platform for citizens and government to engage with each other. But other communications methods and tools also can be used for SA to reach more people, make it better understood by citizens, and add a playful element to the SA concept that can help to target specific audiences, including young people, certain vulnerable or marginalized groups, or any other special group. This could include the use of community theater, dance groups, films and video, and other creative interventions.
External communications and PR are also part of the Communications unit functions, and include the writing of newsletters, keeping the ESAP website up-to-date, and maintaining relationships with the news media such as radio and TV, the printed media and social media.
The operations unit is responsible for human resources, administration, logistics, ICT support and procurement. It is responsible for ensuring that the MA, for these functions, works in compliance with policies, rules and regulations of the World Bank and VNG International. The unit also coordinates recruitment of new MA staff.
As part of its administrative tasks, the unit is responsible for maintaining and archiving files on general administration, contracts and agreements, personnel, and technical and programmatic documents, both electronically and hardcopy files.
Operations makes logistic arrangements for all events like workshops and training. The operations unit also ensures that the MA registration is renewed on time, handles all matters related to office lease and operations, and supports visiting expatriate experts with all logistical matters as needed.