ADMINISTRATIVEPOLICIES AND
PROCEDURESMANUALTable of Contents
1

GENERAL OFFICE ADMINISTRATION....................................................... 1
1.1
1.2
1.3
1.4
1.5

2

HEALTH AND SAFETY..................................................................................... 4
2.1
2.2
2.3
2.4
2.5
2.6

3

General....................................................................................................................................21
Honoraria ................................................................................................................................22
Thematic Research..................................................................................................................22
Non-Thematic Research..........................................................................................................24
Regional Research ..................................................................................................................24
Special Workshops..................................................................................................................24
Plenary Papers.........................................................................................................................24

MEETINGS......................................................................................................... 25
8.1
8.2
8.3

9

Grants and Awards..................................................................................................................17
Equipment ...............................................................................................................................19
Accounting for Grants.............................................................................................................19
Payment of Grants...................................................................................................................20
Technical Reporting Procedures .............................................................................................20
Supplementary grants and extensions .....................................................................................20

RESEARCH GRANTS ...................................................................................... 21
7.1
7.2
7.3
7.4
7.5
7.6
7.7

8

Purchase requisitions ..............................................................................................................13
Receipt of supplies ..................................................................................................................13
Urgent Purchases ....................................................................................................................14
Engagement of Consultants ....................................................................................................15
Procurement of Consultancy Services ....................................................................................15

PROGRAMME ADMINISTRATION ............................................................. 17
6.1
6.2
6.3
6.4
6.5
6.6

7

Use of Vehicles .......................................................................................................................11
Motor Vehicle Maintenance....................................................................................................12
Motor Vehicle Accidents ........................................................................................................12

PROCUREMENT MANAGEMENT AND PROCEDURES ......................... 13
5.1
5.2
5.3
5.4
5.5

6

Official Travel...........................................................................................................................8
Travel Policy.............................................................................................................................8
Travel Industry Promotions ......................................................................................................8
Travel Advances .......................................................................................................................9
Cancellation or Amendment of Travel......................................................................................9
Allowable Travel ......................................................................................................................9
Completion of Expense Reports................................................................................................9
Insurance Coverage.................................................................................................................10
Medical emergencies...............................................................................................................10

MOTOR VEHICLE ADMINISTRATION...................................................... 11
4.1
4.2
4.3

5

Safety ........................................................................................................................................4First Aid ....................................................................................................................................4
Accidents at Work-Place...........................................................................................................5Fire procedures..........................................................................................................................5Fire Precautions ........................................................................................................................6
Vehicle inspection.....................................................................................................................7

TRAVEL ............................................................................................................... 8
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9

4

Communication.........................................................................................................................1
Office Security ..........................................................................................................................1
Information ...............................................................................................................................2Travel ........................................................................................................................................2
Office Cleaning.........................................................................................................................3

General....................................................................................................................................25
Secretariat-Administered Meetings.........................................................................................25
Recipient-Administered Meetings ..........................................................................................25

PUBLICATIONS................................................................................................ 26
9.2
9.3

Working Paper Series..............................................................................................................26
Special Paper Series................................................................................................................27

9.4
9.5
9.6
9.7

Technopolicy Brief Series.......................................................................................................27
ATPS Books...........................................................................................................................27
Distribution .............................................................................................................................27
Support for Journals................................................................................................................28

10 EVALUATION ................................................................................................... 29
APPENDIX I: CONSULTANT ASSESSMENT FORM....................................... 30
APPENDIX II: ATPS ORGANISATION STRUCTURE ..................................... 33

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1

GENERAL OFFICE ADMINISTRATION

1.1

Communication

1.1.1 ATPS seeks to provide all employees with current information on activities anddevelopments affecting the organization. Staff are strongly encouraged to ask
questions, maintain an active interest in ATPS activities, and offer suggestions. To
promote staff involvement in ATPS’s work, periodic retreats will be arranged by
the Secretariat.
1.1.2 Staff use of photocopying, long distance telephone, telex and fax equipment for
personal needs are to be recorded and reimbursed on a monthly basis. Staff should
limit personal telephone calls and other communications to essential matters.
When absent from the office, staff should provide information as to where they canbe contacted if necessary.
1.1.3 The Messenger handles incoming and outgoing mail under the supervision of the
Receptionist, who arranges for its distribution. All incoming and outgoing mail isregistered in the Mail Register by the Receptionist. A Fax Register is also
maintained by the Receptionist. However, any employee who picks a fax memomust record its particulars in the fax Register.
1.2

Office Security

1.2.1 Access to the offices will be strictly controlled, and visitors will be permitted
access through the Receptionist. The front door will remain locked outside officehours, and suitable security measures taken through the use of alarms and intruder
detection systems. Movement of equipment will be controlled by procedures
operating under the Fixed Assets procedure.
1.2.2 All visitors to the premises will be issued with visitors’ badges at the reception.
Badges must be displayed at all times on the premises. Employees should escort
any person on the premises who is not displaying an identification badge back to
the reception. Visitors will remain at the reception until the appropriate member ofstaff is available to escort them in and out of the office area.
1.2.3 To assist in maintaining office security, the last employee to leave the officeshould ensure that all entrances are locked. No money or valuable property shouldbe left unattended as ATPS insurance coverage does not extend to personal
property.
1.2.4

In the event of a fire or emergency, staff should leave their workstations
immediately and not stop to clear papers or collect personal belongings. Staff
should note the location of fire exits and extinguishers. In the event of fire, lifts
must not be used.

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1.2.5

Staff should ensure that all ATPS materials and correspondence are properly
secured and not accessible to unauthorized persons.

1.2.6

ATPS will not accept liability for loss of employee’s belongings on the premises.
The Finance and Administration Manager will discourage employees frombringing valuables to the workplace. Where this is unavoidable, employees will
be encouraged to safeguard their belongings.

1.3

Information

1.3.1

The confidentiality of the Secretariat’s business is to be maintained at all times.
All letterheads, forms, and other stationery bearing the logo of ATPS are kept
under lock and key. Back-up copies of computer data files are regularly updated
to ensure security of documentation. Hard disks of computers being loaned toother departments, National Chapters or for use at meetings, are to be cleared ofdata. External visitors are not permitted the use of office computers; computers
are available in the library for the use of researchers and students.

1.3.2

Backups of all important documents and records, including computerised
information essential to the basic operation of the Secretariat’s business, ismaintained outside the offices. This ensures ATPS’s ability to continue
unimpeded in the event of major disruptions, such as earthquake, fire, or
prolonged civil disorder. Typically, such records include those pertaining to thetraining and research grants management, publications, the accounts, personnel
contracts, and any other record of a commitment by ATPS.

1.4

Travel

1.4.1

Travellers to ATPS meetings shall be informed in a letter of invitation of:
The subject, venue and dates of the meeting;
Their manner of participation
Travel arrangements with details of the itinerary, accommodation and per
diem;• Insurance coverage details, if any.

•••

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1.4.2

For ATPS employees, travel and per diem details are available from the Financeand Administration Manager and will be administered as detailed in the
Finance Policies and Procedures Manual.

1.5

Office Cleaning

1.5.1

The office shall be cleaned between 7am and 8am before staff officially arriveand again over lunch hour (12.30pm-1.00pm). The Finance and Administration
Manager will be the person responsible for co-ordinating all cleaning activities.
At his/her discretion and after consultation with the Executive Director, he/she
may opt to employ cleaning personnel or engage the services of a cleaning
company.

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2

HEALTH AND SAFETY

2.1

Safety2.1.1

It is ATPS’s intention to provide a safe and healthy working environment. The
health, safety and welfare of employees at work is ATPS’s responsibility. To
meet this obligation, the Finance and Administration Manager will conductperiodic workplace inspections.

2.1.2

A checklist has been developed to ensure a systematic approach for carrying out
the inspections.

2.1.3

Once completed, the workplace inspection form will be held by the person
responsible for co-ordinating health and safety matters so that a record of theinspections carried out can be produced when required. Additionally, if certain
remedial work needs to be carried out, a copy should be forwarded to the
Finance and Administration Manager for authorisation and action.

2.1.4

Corrective action should be taken within a specified and reasonable period oftime by the responsible ATPS representative in collaboration with appropriate
authorities. Failure to take action by the responsible ATPS representative may
result in disciplinary action.

2.2

First Aid

2.2.1

First aid will only be administered either by qualified medical practitioners or
trained first aiders within ATPS

2.2.2

A list of the members of staff trained in first aid will be circulated to all
employees on a periodic basis and at least once a year. New staff will also be
provided with these same lists. When these trained staff are on mission/absent
from the premises, the name(s) of alternate first aiders/safety officers will becirculated. A person, who will be appointed by the Finance and Administration
Manager, will be responsible for co-ordinating health and safety matters in ATPS
and charged with the duty of updating this information.

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2.2.3

A first aider record form has been developed to note when first aiders require
refresher courses and further training.

2.2.4

In the event of an accident, first aid boxes are installed at clearly identified
locations for emergency treatment.

2.3

Accidents at Work-Place

2.3.1

Should an employee be injured in the workplace during office hours, it will be
the responsibility of the employee’s manager together with the Finance andAdministration Manager, to make appropriate arrangements for medical
attention.

2.3.2

Accident reporting procedure:• All incidents involving injury must be reported to the Finance andAdministration Manager.
• The Finance and Administration Manager is responsible for keeping fulland accurate records and investigating the incident as soon as possible.
• Every employee who is injured at work and employees assisting the injured
individual must report the accident as soon as reasonably practical.
• Accident log forms are available for recording all incidents and actions taken
to prevent occurrence of similar incidents.

2.4

Fire procedures

2.4.1

A list of members of staff trained as fire wardens will be circulated to all
employees, including new employees, together with diagrams of the office layout
indicating fire exits, location of fire extinguishers and location at which all
employees and visitors will assemble prior to evacuation of the building. Keys tothe emergency exits will also be prominently displayed.

2.4.2

The procedures to be followed in the event of fire will be displayed in prominent
areas in the corridor/s.

2.4.3

The safety officer or person responsible for co-ordinating health and safety
matters in ATPS will be charged with updating this information.

2.4.4

It is the responsibility of the Finance and Administration Manager to ensure

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require refresher courses and further training.
2.4.5

Emergency exits will be clearly identified and prominently displayed. Firewardens will evacuate their allocated areas of the building. Employees are
required to familiarise themselves with the best escape route in event of an
emergency.

2.4.6

The Receptionist will be responsible for notifying the emergency services.

2.4.7

All employees must be accounted for before employees are permitted to return tothe building or disperse.

2.4.8

No employee will be permitted to return to the building until emergency services
or fire wardens give clearance.

2.4.9

Emergency evacuation exercises will be organised and carried out on a regularbasis by the Finance and Administration Manager and fire wardens.

2.4.10 Fire alarms will be tested periodically by the Finance and Administration
Manager.
2.4.11 A minimum of three days’ notice will be given before such testing takes place.
2.5

Fire Precautions

2.5.1

Although some computers need to be left on occassionally, it will be theresponsibility of each member of staff to ensure that all other electricalappliances are switched off at main wall sockets prior to leaving the office at endof the working day.

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2.5.2

Particular attention will be given and periodic inspection will be carried out toensure that flammable materials (paper, liquids) are not being stored on or inclose proximity to electrical equipment (transformers, UPS, voltage regulators,etc.). Any loose switches, faulty plugs or other defective apparatus must bereported immediately to the Finance and Administration Manager or the
person responsible for co-ordinating health and safety matters in ATPS.
Unauthorised personnel should not correct such faults.

2.5.3

Any suspicion of burning or smoldering must be reported to the Finance andAdministration Manager or fire warden, who will be responsible for its
investigation.

2.6

Vehicle inspection

2.6.1

All vehicles operated by ATPS will be checked by the driver on a monthly basis,and prior to use on long or extended trips away from duty station. The inspection
should be carried and noted on the vehicle inspection form, which should be
forwarded to the head of the Finance and Administration Manager.

2.6.2

All trips made by vehicles must be authorised by the Finance andAdministration Manager.

2.6.3

In case a vehicle has to be driven by a member of staff, the staff member musthave a valid Kenyan driving license.

2.6.4

The vehicle checklist is intended to ensure that nothing is overlooked. The
checks on the form are intended to cover most vehicles, but space has been left
for additional checks, which might relate specifically to a particular vehicle.

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3

TRAVEL

3.1

Official Travel

3.1.1

An employee intending to travel on official business should inform the Financeand Administration manager of the intended trip, the destination, travellingitinerary, purpose and duration. This should be done in writing by filling out thetravel requisition form or by email.

3.1.2

The Program Manager or the acting Executive Director in the absence of the
Executive Director should approve the Travel Requisition Form.

3.1.3

Upon receipt of the approved form, the Finance and Administration Manager willthen liase with the Secretary/Administrative Assistant to make reservations withthe appropriate carriers, hotel and car agencies. This process will be greatly
facilitated by using an appointed travel agency.

3.1.4

It should be noted that:(i)Tickets are provided one day prior to the date of departure unless otherwise
requested for.
(ii) Unauthorised routings and stopovers will be at the traveller’s personal
expense.

3.2

Travel Policy

3.2.1

Employees and project advisors of ATPS shall normally travel on the basis of themost direct route.

3.2.2

All employees will be encouraged to travel using the economy class. Businessclass is permitted in the following circumstances:
(iii)
(iv)
(v)
(vi)

Journeys in excess of eight hours’ flying time, and intercontinental
overnight flights
Lack of available space in economy class and lack of alternative flights
Health reasons, including physical handicaps (supported by medical
advice) and medical emergencies;
Civil unrest requiring departure on the first available flight.

3.3

Travel Industry Promotions

3.3.1

Promotional activities in the travel industry are aimed at attracting businesstravelers. Benefits such as vouchers, discount coupons and free trips are offered totravelers as well as to those responsible for making bookings on carriers and incommercial accommodation.

3.3.2

Employees shall not accept, directly or indirectly, for themselves or on behalf ofany person or organisation with whom they are in close social, family or economic
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benefit could possibly influence employees in the exercise of their duties andresponsibilities. All such offers must be reported to the Executive Director who
will determine whether they can be accepted or not.
3.4

Travel Advances

3.4.1

Travel advances will be requested on the Travel Requisition Form, and must be
approved together with the authorisation to travel. Normally, this advance will be
provided as US dollar travelers cheques except where cash payment may berequired e.g. for airport taxes. No travel advances shall be authorised until priortravel advances have been settled.

3.4.2

Employees and project advisors are responsible for acquiring the necessary
foreign currency or travelers cheques and may include exchange and normal bankservice charges in their expense claims.

3.5

Cancellation or Amendment of Travel

3.5.1

The traveller is responsible for canceling flight and hotel reservations whenchanges occur during the course of travel. Otherwise the finance director should
be informed within a reasonable timeframe of intended cancellations so that they
may execute them.

3.5.2

Amendments to the form should be made in time with reasons for such
amendments being given.

3.6

Allowable Travel

3.6.1

ATPS shall pay reasonable travel and living expenses of employees, advisors andconsultants traveling on ATPS business according to the per diem rates
maintained by the Finance and Administration Manager. This Per Diem Scheduleshall be revised annually and shall be similar to that of comparable organisations.

3.6.2

For ATPS employees using the meals/incidentals per diem rates, all otherexpenses including hotel charges are to be accounted for on an actual andreasonable basis. Receipts should be obtained for taxi fares in excess of US$15.

3.6.3

ATPS employees will be reimbursed the costs incurred for necessarycommunications on ATPS business. Such expenses should be supported bydetails as to the purpose of the call.

3.6.4

ATPS will bear any costs incurred in complying with immunisation requirements
for ATPS staff members and accompanying dependents and project advisors
required to travel on ATPS business.

3.7

Completion of Expense Reports

3.7.1 On completion of official duty travel, an employee or project advisor shall submit
an expense statement to the Finance and Administration manager with supporting
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receipts within ten (10) working days.
3.7.2 After verification by the Finance and Administration Manager, the expensestatement shall be forwarded to Finance Assistant for entry into the accounts andfor settlement of any reimbursements.
3.8

Insurance Coverage

3.8.1 Employees and project advisors who travel on behalf of ATPS according to an
approved Travel Authority are covered by an ATPS insurance policy.
3.8.2 Items included for this coverage include currency, money, notes, securities,
railroad, airline or other tickets, passports and other documentation. Also excluded
are jewelry, semi-precious stones, watches and furs totaling together more than
25% of applicable insurance. No more than a maximum of $500 each for any of
the stated category of items. The policy is also subject to the usual terrorist, war
and nuclear exclusion clauses.
3.8.3 A claim should be made immediately in writing with a copy of the first-handreport given to the local applicable authority i.e. police hotel, airport etc.
3.9

Medical emergencies

3.9.1 ATPS shall assist staff members with deferring some of the costs associated withmedical emergencies incurred in the course of ATPS business travel where suchcots are not covered by the staff member’s medical scheme or any additional travel
insurance purchased by ATPS. This would be at the discretion of the Executive
Director. When an ATPS traveler combines personal travel with business travel,
ATPS will assume no responsibility for the costs associated with medical
emergencies which occur during the personal portion of the trip or involving
accompanying dependents who are not traveling on ATPS business.

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4

MOTOR VEHICLE ADMINISTRATIONThe overall administration of motor vehicle falls directly under the administration
department.
Authorisation to drive ATPS vehicles will be granted to those who hold valid
driving licenses and who, in the opinion of management, qualify to do so.

4.1

Use of Vehicles
The Secretariat’s vehicles are meant to be used for ATPS work. However, membersof staff can use ATPS vehicles for private use if the vehicles are available. At all
times, ATPS work must be given priority.
Private mileage is charged at a rate determined by the Finance and Administration
Manager and dependent on the class of vehicle. These charges are available on
request.
There is no private allocation of vehicles to any individual. However, due toparking security reasons, especially after work, no private vehicle shall be left
overnight outside the office.
Employees who are allocated a company vehicle should adhere to the following
instructions

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The vehicle allocated should not be driven by any other party other thanthe employee to whom the vehicle is allocated or by employees of thecompany without the employer’s authority.



Individual employees to whom vehicles are allocated must make surethat details in the log book are properly entered and up to date.



Service booking must be anticipated in advance and requisition for work
to be carried out made in writing to the Finance and Administration
Manager who will arrange for the booking.

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4.2

Motor Vehicle Maintenance
The Finance and Administration Manager will ensure that:4.3

All vehicles have valid insurance, road licenses and other stickers as requiredby law.

All vehicles are in good working condition.

Any dents or other damages on any vehicle are identified in good time for theappropriate action to be taken.

All vehicles are taken for service on a regular basis.

Motor Vehicle Accidents
When an employee is involved in an accident, the following steps must be taken:


Inform the Finance and Administration Manager by phone immediately
and submit a written statement giving full details of the accident within 24
hours.



Note the names of witnesses, the third party and the third party insurance andthe vehicle numberComplete as appropriate the insurance claim form and submit it to the
Finance and Administration Manager.

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5

PROCUREMENT MANAGEMENT AND PROCEDURES

5.1

Purchase requisitions

5.1.1

At the end of each year, each department will identify or determine the supplies
that they need to acquire and use during the course of the coming year.

5.1.2

Once the items required have been determined, reorder and minimum stocklevels will be set for each and every item.

5.1.3

On a periodic basis, each department will requisition for stock through the
Receptionist once the predetermined re-order levels have been reached. In the caseof technical high value supplies, the IT/Network Administrator shall liase with the
Finance and Administration Manager in the requisitioning process.

5.1.4

Where applicable, the major suppliers of identified materials will be approachedand credit facilities established. Negotiations will be carried out with these
suppliers to establish discount terms, bulk discounts and the credit period. These
suppliers will be requested to provide updated price lists (monthly) to ATPS tofacilitate decision-making.

5.1.5

Purchase requisitions in duplicate will be originated by the Receptionist (storesclerk) once the reorder level is reached and must be approved by the responsible
manager. The purchase requisition should contain the specifications of thematerials/items required as well as the proposed price. These details should beavailable from the stores ledger card.

5.1.6

The top copy of the requisition will be sent to the Finance and Administration
Manager for approval of purchase and the second copy filed in the goods in transit
file in the store. Once approved, it will be sent to the Finance Assistant.

5.1.7

The Local Purchase Order (LPO) will be prepared by the Finance Assistant andapproved and signed by the Finance and Administration Manager. If the Financeand Administration Manager is not available the Executive Director will sign the
LPO. The LPO will be attached to the latest price lists of the suppliers. The
decision to select suppliers will rest with the Finance and Administration Manager
and the Executive Director.

5.1.8

The LPO will be in filled in triplicate. The top copy will be sent to the supplierthrough the Receptionist to organise for delivery of the goods, the second copy
filed by the Finance Assistant while the third copy will be retained as a book copy.

5.2

Receipt of supplies

5.2.1

The Receptionist will organise for the delivery of materials and will therefore be
responsible for ensuring that ATPS receives the right quality of materials.

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5.2.2

Once the materials/items are delivered, the Finance Assistant together with the
Receptionist will inspect them (if the goods are technical in nature, the IT/Network
Administrator, where appropriate, will also inspect them). If accepted, theReceptionist will supervise their storage. The delivery note will be matched to the
copy of the purchase requisition in the goods in transit file, and moved to a goods
received file.

5.2.3

A goods received note (GRN) will then be raised by the Receptionist in
duplicate. The original will be sent to the Finance Assistant while the copy will be
filed in the goods received file together with purchase requisition and the delivery
note.

5.2.4

When the invoice is received it will be handled exclusively by the Finance andAdministration Department. They will retrieve their copy of the Local Purchase
Order (LPO) and attach it to the goods received note (GRN) from the stores as wellas the invoice. The liability for the goods will be noted in the GL (General
Ledger) as well as in the Creditors Ledger. Thereafter, the invoice and its
attachments will be filed in an aging file waiting for payment.

5.2.5

Once the payment is made the documents plus the payment voucher will be filed
in the suppliers file while the cheque and its remittance advice will be sent to the
supplier through mail or messenger.

5.2.6

Suppliers will be encouraged to collect their cheques whenever possible. In all
instances a cheque register will be used to indicate the date the cheque wasprepared, date the cheque was sent out and how it was dispatched.

5.3

Urgent Purchases

5.3.1

A threshold should be created to enable a manager purchase goods (items)
quickly and efficiently.

5.3.2

On identification of such a need, a petty cash voucher would be raised and passed
on to the Finance and Administration Manager to approve it and advance themoney to the manager for immediate purchase.

5.3.3

A cash sale or invoice stamped paid would be obtained and immediately passed
back to the Finance Assistant. This would be attached to the petty cash voucher
and used as evidence to support petty cash replenishments. This should be done at
the latest within two working days of the Finance and Administration Manager
disbursing the cash.

5.3.4

At the end of every month the Finance and Administration Manager should
receive a report prepared by the Finance Assistant, detailing the items purchased
and amounts. The Finance and Administration Manager should then file the reportand action on it as the need arises.

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5.3.5This facility, however, should not be misused for items that would ordinarily
have been stocked.

5.4

Engagement of Consultants

5.4.1

ATPS may, for a designated time period engage consultants to undertake
specified tasks, which may include;• Reviewing research and policy issues in a given field;• Studying different types of training requirements;• Advising on administrative and managerial procedures; and• Provide specialized services in support of ATPS programs and National
Chapters.

5.4.2

Requests for consultancy services will be initiated by the Board of Directors or
the Executive Director and co-ordinated by the Executive Director. The costs ofconsultancy services will be agreed on between the consultant and the Executive
Director the following having taken into consideration:• The experience and qualifications of the consultant• The prevailing market rates applicable in the consultant’s locality.

5.5

Procurement of Consultancy Services

5.5.1

The Executive Director upon mutual agreement between the said Director andthe consultant will assign consultancy services. This agreement will be in the formof a signed contract.

5.5.2

The letter of contract to a consultant will state the following:• Date of commencement and termination of the contract;• Terms of reference including the work to be carried out;
• Maximum number of consulting days;• Consultancy fee;
• Terms of reference including details of travel;• Amount available for disbursements e.g. travel and other expenses;• Mobilization fee details, if applicable;

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by ATPS;• Required notice for termination of the contract by either party;• Obligation of the consultant to comply with legislation in his or her country ofresidence, particularly with regard to tax regulations and any countries to bevisited;• Statement to the effect that any reports are the property of ATPS;• Statement clarifying that the consultant is not an employee and restricting
their benefits to only those stated in the contact. It should also be made clearthat the consultant is responsible for their own taxes levied by the government;• Details of ATPS and that they are a company limited by guarantee andincorporated in Kenya.
5.5.3

It will also be required that the consultant provide their PIN or Social security
number before any payment is made.

5.5.4

The Executive Director will, with the assistance of the relevant Departmental
Head, maintain a roster of consultants, which will be updated every two years.

5.5.5

Once the consultants work is completed, the evaluation form in Appendix I will
be used to evaluate their work. On completion of the assignment and submission ofa satisfactory report by the consultant, the final contract fee will be paid.

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6

PROGRAMME ADMINISTRATION

6.1

Grants and Awards

6.1.1

ATPS offers grants and awards to institutions and individuals to implement
activities in accordance with the approved Programme of Work and Budget.

6.1.2

Grants will only be considered after a formal request has been submitted except
where commissioned by the Secretariat itself. This formal request should give:• The purpose/objective of the grant• A description of the proposed activity and its implementation• The individual/s or institution receiving the grant; and• A proposed budget

6.1.3

The request shall identify the grant recipient who will subsequently be
responsible for financial and technical reports.

6.1.4

Approval of the grant shall be communicated to the recipient by means of a grantletter stating the:• Objectives of the grant including reference to any other documentation;• Date of commitment of the grant and its duration;• List of participating researchers;• Individual or institutional recipient of funds;• Budget; and• Schedule of payments and reporting procedures.

6.1.5

The grant letter shall state that the grant has been given in accordance with
ATPS’s objectives and where applicable, it shall also state that the results of theactivity should not be construed as reflecting the view’s of ATPS’s Secretariat orits Board of Directors.

6.1.6

The grant shall state that it is the responsibility of the recipient to comply withany relevant legislation as may pertain to the implementation of the activity,
including income tax, customs, immigration, exchange control or research
clearance.

6.1.7

Where applicable the grant research shall state that ATPS, by virtue of its supportof the activity in question, has right of prior refusal of publishing the results.

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6.1.8

Approval of the grant will also be communicated to the recipient’s national
chapter.

6.1.9

The Executive Director may, at his discretion terminate any grants and where sojustified demand repayment of grant for the following reasons:• Failure to undertake the agreed activity within the specified and agreed
period;• Failure to undertake the activity in accordance with the grant letter andrelevant documentation;• Evidence of misappropriation of funds; and• Failure to comply with other conditions stated in the grant letter e.g.
compliance with national legislation pertaining to taxation, customs,
immigration, exchange control and research clearance.

6.1.10 The Secretariat shall maintain accurate records for each request and grant, in
accordance with general and specific grant procedures.
6.1.11 The Executive Director and Research Co-ordinator shall at their discretion treat
certain correspondence, as confidential and such items shall not be filed as part of
the general correspondence/records.

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6.2

Equipment

6.2.1

Whereas small items of equipment with a net value of USD 100 can be retained,
significant items of equipment shall be transferred upon completion of the projectto the activity or institution that the Executive Director will have stated in the grantletter.

6.2.2

The grant letter will state that such equipment will be properly used andmaintained, suitably insured, and that it cannot be removed, sold or otherwise
disposed of without prior written consent of ATPS.

6.3

Accounting for Grants

6.3.1

The recipient shall report expenditures in local currency and US dollars, andindicate the relevant exchange rate. Expenditures made in a currency other thanthat of the recipient’s locality should be reported in US dollars.

6.3.2

The recipient must substantiate any expenditure in excess of USD 100 with theitemised receipts.

6.3.3

The recipients should submit financial reports according to the reporting
schedule set out in the grant letter. This report should state the:• Estimated total expenditure (Per approved budget);• Actual expenditure to date;• Committed expenditure so far; and• Projected expenditure to completion of the activity.

6.3.4

For individuals, itemised receipts will be required. Institutions will also be
required to keep receipts to facilitate audits and submit signed financial reports,
where these may be requested by the donor. The signatories to these reports willbe the institution’s Accountant and another representative.

6.3.5

Upon satisfactory completion of the financial report and receipt of a satisfactory
technical report, the Secretariat can release the next scheduled payment.

6.3.6

Should the financial analysis so indicate, the Programme Manager may postpone
release of payment, or release a partial payment, pending receipt of further
information from the recipient.

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6.4

Payment of Research Grants

6.4.1

The following represents the payment schedule that will be used in the paymentof grants:•••

50% on presentation of a signed contract;
30% on presentation of an interim technical and financial report and;
20% upon satisfactory completion.

6.5

Technical Reporting Procedures

6.5.1

The recipient shall submit technical reports in accordance with a schedule set out
in the grant letter. Usually this shall be submitted together with the financial report.

6.5.2

In the case of research activities, a paper containing a full satisfactory account ofinterim or final results presented at a workshop can be considered a technicalreport.

6.5.3

In other cases, the technical report should contain a detailed account of activities
undertaken under the terms of the grant.

6.6

Supplementary grants and extensions

6.6.1

In general, the ATPS’s policy is to discourage requests or expenditure in excessof that set out in the original grant or award.

6.6.2

The National Chapters or the Secretariat may recommend a supplementary grant
where such results are considered justified. Requests for a supplementary grantshall be governed by the relevant general and specific procedures applicable to the
grant in question.

6.6.3

The Executive Director may however, extend the duration of a grant and alter theoriginal schedules of payments and reports accordingly. The reasons for any
extension shall be documented and the revised schedules communicated to thereceipt.

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7

RESEARCH GRANTS

7.1

General

7.1.1

ATPS provides grants for "thematic", "non-thematic" and "Regional" research, aswell as thematic Plenary paper and Special Workshops in accordance with theapproved Programme of Work and Budget.

7.1.2

Grants for thematic research on a designated theme are given to individual teamsof researchers, linked together by means of a network.

7.1.3

Themes are determined through the work of the National Coordinators andapproved by the Board. In selecting a given theme, the National Coordinators shallbe guided by such criteria as:
•
•
•
•
•
•

its relevance to their countries;
its relevance to science and technology policy making;whether it is researchable;
whether it is doable, in terms of research skills and data;
financial resources time frame
and its continuity with other research supported by ATPS.

7.1.4

Grants for non-thematic research are provided on an exceptional basis, and assuch, are subject to different procedures than those for thematic research. Such
grants shall be offered to successful proposals following a recommendation by the
Board.

7.1.5

In all cases, research grants must be formally recommended by the Research
Coordinator to the Executive Director, who is responsible for the disbursement offunds. The Executive Director may delegate responsibility for disbursement of an
approved budget to the Programme Manager.

7.1.6

For consideration, research proposals must meet the ATPS’s guidelines forpresenting research proposals.

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7.2

Honoraria

7.2.1

Research grants may provide for honoraria. The purpose of such honoraria is not
to compensate researchers at commercial rates, but rather to enable them to devote
sufficient time to research of immediate interest to themselves and ATPS.

7.2.2

The researchers receiving honoraria shall be identified in an appendix to the
grant letter.

7.2.3

Honoraria shall be payable upon (100%) satisfactory completion of a project.

7.2.4

The following maximum levels shall apply for thematic research:• $1,000 for the principal researcher, who will normally also be the grantrecipient; and• $800 for other designated researchers.

7.2.5

These levels shall be reviewed periodically by the Executive Director in
consultation with the Research Coordinator.

Grant Approval Procedures
7.3

Thematic Research

7.3.1

The Executive Director at his discretion may approve grants of less than $5,000
for the purposes of:•preparing a research proposal for possible financing by the ATPS;•

engaging in preliminary research;•undertaking a research project; and•preparing the results of research for publication in the Research Papers series,
a scholarly journal, or a monograph/book.

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7.3.2 All other grants for thematic research recommended by the National Chapters shallfirst be subject to review by the Research Coordinator who will also document it.
7.3.3

The purpose of external review is to ensure that:• the proposal has scientific merit, both in its definition of the research issue andproposed methods of analysis;• the researcher(s) is/are made aware of any other relevant literature andstudies; and• the research will ultimately contribute to further knowledge or public policy.

7.3.4 In selecting proposals for review, the Research Coordinator will be guided by the
results of prior exchanges with the researcher(s) and in consultation with membersof the Board of Directors and other recognised authorities in the field.
7.3.5 The review itself in the case of individual grants will normally take place in twostages:(i)presentation of the proposals to the National Chapters and selection of asuitable number of proposals, currently 15, for review by the Board.

(ii) an assessment of the National Chapters’ proposal by the Board of Directors.
The assessment will indicate whether the proposal is rejected, accepted or acceptedsubject to revision.
7.3.6 The National Chapters may also recommend that rejected proposals be resubmitted
at a later date, subject to agreed revisions.
7.3.7 Subsequent to the assessment of individual proposals, the Research Coordinatormay also rank approved proposals in order of merit, should financial constraints so
dictate.
7.3.8 Where this review procedure is not feasible, e.g. because it may entail an
unnecessarily long delay, or because the researchers, for acceptable reasons,cannot attend a workshop, external review will be undertaken by the Research
Coordinator or Executive Director through telephone and written exchanges with
the National Chapters which will later be documented.
7.3.9 Recommended grants to individuals in excess of $40,000 must be approved
separately by the Chairman of the Board.

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7.4

Non-Thematic Research

7.4.1 All grant requests for non-thematic research must first be referred to the Board of
Directors for approval in principle. Where this referral cannot be conducted at a
meeting of the Board, the Research Coordinator shall forward a copy of the
proposal to members, requesting a written response within three weeks ofreceiving the proposal.
7.4.2 A proposal approved in principle by the Board of Directors shall be governed by
the same procedures for review that apply to thematic research.
7.5

Regional Research

7.5.1 In certain circumstances, ATPS would undertake special projects cutting acrossdifferent National Chapters and hence requiring special funding. Efforts would
therefore be made to seek special funding where no allocations have been madefrom the core funding. Regional research may however be thematic in nature.
7.5.2 It will be coordinated by the Secretariat through the National Chapters.
7.6

Special Workshops

7.6.1 The Research Coordinator is responsible for special workshops which aregoverned by the same procedures that apply to thematic research.
7.6.2 In implementing special workshops, the Research Coordinator will be guided by
the results of prior exchanges with the researcher(s) and will consult as necessary
with the Executive Director, the Steering Committees and the Board of Directors.
7.6.3 Special workshops will be subject to regular review at scheduled workshops.
7.7

Plenary Papers

7.7.1 In selecting a given topic, the Research Coordinator will be guided by such criteria
as is relevant to science and technology policy making following consultation with
the Executive Director and the Board of Directors.
7.7.2 In selecting authors for plenary papers, the Research Coordinator will be guided by
the results of prior exchanges with potential authors, and the Executive Director.
7.7.3 Grants for plenary papers are given to individuals or a team of experts to work on adesignated topic.
7.7.4 The Research Coordinator will document all decisions and maintain records ofgrant actions.

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8
8.1

MEETINGS
General8.1.1 ATPS finances various types of meetings in accordance with the approved
Programme of Work and Budget.
8.1.2 These meetings may be administered by the Secretariat or a designated recipient,
but in both cases, in accordance with the ATPS 's travel procedures.
8.2

Secretariat-Administered Meetings

8.2.1 ATPS typically administers research workshops, senior policy seminars, special
meetings, training and other technical workshops or exchanges related to ATPS 's
supported research.
8.2.2 ATPS may, from time to time and on a selective basis, finance the participation of
an individual researcher in meetings other than those sponsored by ATPS for the
purposes of presenting research findings to other scholars and policy makers andfor establishing contacts with other researchers.
8.3

Recipient-Administered Meetings

8.3.1 Meetings financed by ATPS may be administered directly by a designatedrecipient.
8.3.2 Funds will be expended in accordance with ATPS 's guidelines for Travel and as
stipulated in the grant agreement, or the recipient's procedures, as approved by the
Executive Director.
8.3.3 Requests for grants for such meetings shall contain the following information:•

object, venue, duration, participants and outcome;•institution or association administering the meeting; and•an itemized budget setting out travel and administrative costs.

8.3.4 The ATPS 's grant letter to the recipient shall state:•

the agreed objective and outcome of the meeting;•an itemized budget; and•submission of detailed financial and technical reports of the meeting.

8.3.5 Grant requests shall be approved by the Executive Director upon therecommendation of the Programme Manager.

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9

PUBLICATIONS

9.1.1

ATPS supports publishing activities for the purposes of:• disseminating the results of research and of other studies to researchers,
institutions and policy makers;• promoting scholarly exchanges and an informed discussion of public policy;and• enhancing the professional status of African researchers.

9.1.2

These publications include:
•
•
•
•
•
•
•
•
•
•

Research Paper SeriesSpecial Papers Series and derivatives therefrom
Technology Brief Series
Research Newsletters
Books
An Annual Report
A biannual ATPS Network Newsletter
Brochures
Executive summaries andSelective support for local publications.

9.1.3 ATPS Research Papers, Special Papers and books include a statement of theConsortium's aims and a disclaimer to the effect that views are those of theauthor(s) alone and should not be attributed to ATPS 's sponsoring Members,
National Chapters or Secretariat.
9.2

Working Paper Series

9.2.1 The ATPS Working Paper series is directed toward the effective and timely
dissemination of research results among scholars and policy makers in a suitableprofessional format.
9.2.2 The Working Papers series contains the results of research financed by ATPS.
Papers are published after positive internal and external reviews. Prior to external
review, a technically-edited Final Report is distributed in limited numbers tofacilitate timely dissemination to policy makers and teachers.
9.2.3 Research grant letters encourage authors to use material contained in Working
Papers for other publications including journal articles, monographs and bookswith appropriate acknowledgment of ATPS 's support.
9.2.4 The manuscript of a final report is reviewed initially by the Regional Coordinatorfollowing technical editing for language, clarity and format. The Regional

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Coordinator determines whether to reject the manuscript, suggest revisions or
forward it for external review.
9.2.5 External review is conducted by two reviewers selected by the Regional
Coordinator . At the discretion of the Executive Director, a modest honorarium
may be paid to ensure a careful and rapid reading of the manuscript. Reviewers
are normally expected to return the manuscript to the Regional Coordinator within
six weeks of its receipt by them. The reviewer's comments are then forwarded tothe authors along with any revisions suggested by the Regional Coordinator.
9.2.6 An externally reviewed and revised manuscript must be approved by the Regional
Coordinator for publication in a distinctive cover bearing ATPS logo.
9.2.7 For each Working Paper, authors also prepare an abstract to facilitate cataloguing
and a two to three page non-technical executive summary for policy makers andothers.
9.3

Special Paper Series

9.3.1 The special paper series are publications presenting research work commissioned
to experts covering a specified area of interest to ATPS and its interests.
9.3.2 Procedures followed in the approval and eventual publication of this paper are thesame as those for the Working Paper Series.
9.4

Technopolicy Brief Series

9.4.1 At certain times, ATPS will commission experts to undertake a specific study withthe aim of contributing to a specific policy. The research findings are summarisedin the brief document (max 12-page document), Technopolicy Brief Series.
9.5

ATPS Books

9.5.1 ATPS’s books may contain a synthesis of ATPS -supported research on specificthemes; the results of research financed by ATPS; and other books commissioned
by ATPS for teaching purposes. Materials recommended for publication are
reviewed by the Secretariat and approved by the Executive Director. Publication
may also be undertaken jointly with commercial publishers.
9.6

Distribution

9.6.1 ATPS maintains a comprehensive mailing list to ensure effective dissemination ofits various publications to researchers, policy makers, institutions, libraries andteachers. No charge is levied for ATPS publications distributed to Africa-based

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researchers and institutions. Charges for publications distributed outside Africa
are intended to recoup the cost of distribution, except in those cases where theSecretariat has arranged for exchange on a reciprocal basis.
9.7

Support for Journals

9.7.1 ATPS support is guided by the following criteria, namely:•

regional purview in terms of ownership, content, and readership;•

likely contribution to the dissemination of research findings and an informed
discussion of public policy;•

evidence of sound editorial and financial management; and•potential access to additional sources of financial support.

9.7.2 The Board of Directors approves support for journals as part of the annual
Programme of Work and Budget.

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10

EVALUATION

10.1.1 The Board of Directors conducts an evaluation of each four-year phase of workwith a view to:(i)Assess the validity of the objectives set for the phase;(ii)

Determine the extent to which the objectives are being achieved in a
cost-effective fashion; and(iii)

Use the insights and information of the evaluation in planning the
programme of work for the next triennial phase.

10.1.2 The cost of the evaluation is budgeted in the Programme of Work and Budget
under Programme Management. The Executive Director is responsible to theBoard for its implementation.
10.1.3 At the Board's discretion the results of the evaluation may be published orotherwise disseminated by ATPS.
10.1.4 The implementation of any other evaluations, pursuant to the regulations orrequests of a contributing Member of ATPS is scheduled with due regard to thepriorities, capacity, and finances of the Secretariat.

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Appendix I: Consultant Assessment FormAFRICAN TECHNOLOG POLICY STUDIES NETWORKSCONSULTANT ASSESSMENT FORM
Name of Consultant

Nature of Work Commissioned

Actual Date Completed

Agreed Completion Date

Comments on quality and thoroughness of work

Good
Adequate
Poor

RatingFee Payable(Exceeds desired standards)(Meets desired standards)(Fails to meet desired standards)

US$

I request that payment of the above fee is made
SignedPositionDate

I request that payment of the above fees is deferred pending satisfactory completion of
the work agreed.
SignedPosition

Date

APPENDIX II: ATPS ORGANISATION STRUCTUREExecutive Director
Research Department
Programme Manager
Research
Officers

Research
Assistants
Research
Assistant
Interns

Post Doctoral
Research Officers

Finance and Administration
Department

Finance and Admin
Officer

Secretary to the Executive
Director-Receptionist

Finance and
Admin
Assistants

Finance and
AdminInterns

Logistics
Officer andDriverSupportstaff

Communication andOutreach
Department
Communication andOutreach Officer

ICT
Consultant

Communication
Assistants
Communication andOutreach Interns

The African Technology Policy Studies Network (ATPS) is atransdisciplinary network of researchers, policymakers, private
sector actors and the civil society promoting the generation,dissemination, use and mastery of Science, Technology andInnovations (STI) for African development, environmental
sustainability and global inclusion. In collaboration with likeminded institutions, ATPS provides platforms for regionalandinternational researchand knowledge sharingin order to build
Africa’s capabilities in STI policy research, policymaking andimplementation for sustainable development.

Phone+254 020 2714092

Mail

info@atpsnet.org

Site

https://atpsnet.org/

AddressP.O Box 10081 - 00100, Nairobi, Kenya
8th Floor, The Chancery, Valley Rd,
Nairobi, Kenya.