Local community leaders of beneficiaries Usually done by selected members of the community together with IO staff and verified afterwards. ⧠ Electronic database of the list of beneficiaries with key profile and vulnerability criteria indicated per beneficiary. Information on clan is usually sensitive but the reality of Somalia is articulated around the clan balance. if possible, this information should be collected. It would help to understand inclusion and exclusion factor applied during the registration process. Information per village. ⧠ Number of beneficiaries per targeted village. ⧠ Number of households living in the targeted villages. ⧠ Geo reference per village? list of beneficiaries IO Thumb printed/Signed Verification list Biometric identification systems Phone numbers Hard copy of signed verification list to be filed update of beneficiaries list IO Local community leaders ⧠ Protocol for updating the list of beneficiaries. Remark: updating the list should focus whether targeted beneficiaries are still fit the selection criteria and/or still living in the targeted locations. This approach will contribute to the reduction of the level of ghost beneficiaries and will exclude some beneficiaries whose situation has changed (returned IDPs who went back to IDPs camps to receive assistance, …) or more accurate information on their status of vulnerability. Updates should only be done under a very specific protocol validated by the communities and appreciated from a risk point of view (managing the exclusion of beneficiaries). Selection of suppliers (As needed) Activities Responsible Accountability Remark List of potential suppliers IO ⧠ List of eligible companies with justification. ⧠ List of prequalified suppliers Verification of the list of suppliers to recommendations or verification of past Based on the specific profiles of favour specific groups of suppliers.
suppliers will benefit from it. It is therefore important to reduce the level or number of pre qualifications if the context is not too risky to include mid-sized suppliers as part of the stakeholders of the project. Inclusion of fresh vegetables in a voucher project, for example, would increase access of mid-sized suppliers/farmers into the project. Ask RMU / the cluster about the track record of your local implementing partners ALWAYS due your basic due diligence: Check references with previous donors / (I) NGOs / partners! Verify financial capacity, legal validation, warranty of the suppliers anti-terror law,) Submit quotation to pre-selected suppliers IO Signed list of number of suppliers received Quotations. Signed certificate of nondisclosure Market price survey report Information to collect during the quotation. ⧠ Price per unit. ⧠ Time of delivery ⧠ Warranty system provided per company. This information is very important and level of responsibility per branch, process to warranty accountability per branch should be clearly asked to supplier. ⧠ Mechanisms in place for anti-fraud, anti-corruption, anti-terrorist. ⧠ Clear description of the required Service/Goods. Filled quotations Suppliers ⧠ Quotations submitted by suppliers Bid analysis IO ⧠ Bid analysis report justifying the selection of suppliers. ⧠ BID opening minute Box to be opened in front of the bid committee, to prepare the checklist for the requirements of the service Contract IO – suppliers ⧠ Signed Contract ⧠ Signed Purchase order The contract should contain all the support documents foreseen to be filled by the contractor. The IO should consider what the monitoring strategy would be and ask the supplier to provide specific documents as part of accountability strategy. Gender issues, power relations and vulnerable groups selection of beneficiaries Mitigation strategy Means of verification