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Last revised 2011-02-22

Form for Agreement between a SwedishMember Organization and a PartnerOrganization

Changes can be made and additional terms can be included in this proposed agreement, as

long as they do not revoke any of the paragraphs in this template.

Agreement betweenName of Swedish Member Organization

Organizational number: x

Address: x

Country: x

Contact person: x

Telephone number: x

E-mail address: x

and

Name of Partner Organization

Organizational number: x

Address: x

Country: x

Contact person: x

Telephone number: x

E-mail address: x

1. General Terms

This agreement is regulated by the conditions and rules stated in:

- SMCs Handbook

- SMC Audit Instruction

- The agreement between the Member Organization and SMC.

The approved programme/project application, or plan, including an agreed detailed budget, is

part of this agreement.

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2. The Contribution

Project number: x

Project name: x

Total programme/project budget: x

Total approved SMC contribution: x

Year 1 Year 2 Year 3

Approved SMC contribution per year: x x x

Own contribution: x x x

Other contribution: x x x

Total approved contribution: x x x

The SMC contribution is subject to funding from Sida.

3. Commitment of the Member Organization

a. To pay the agreed funds in due time and in appropriate instalments as the case may be,

and in accordance with the conditions in this agreement.

b. Assist and dialogue with Partner Organization on the implementation, monitoring,

evaluation, reporting and learning process.

c. Provide regular information on strategies, priorities, policies and requirements,

especially when there are changes in these areas, of the Member Organization, or of

SMC, that might affect the partnership with and support to the Partner Organization.

d. Seek to coordinate whenever possible with other actors in order to harmonize

involvement and requirements, and to plan visits with the Partner Organization in

good time before visits.

e. Share the Annual Report of the Member Organizationwiththe Partner Organization.

4. Commitment of the Partner Organization

a. Utilize the funds made available solely for the purpose, goals and measures specifiedin the approved application and budget. Funds are to be used within the year for which

they are approved so as to avoid any balance at year-end. Such balances can be carried

forward only if agreed upon in writing (e.g. mail) by the Member Organization.

b. Only start the programme or project after clearance from the Member Organization.

SMC funds may not be used for activities that have already started, or are carried

through.

c. Report and account regularly for the project. The annual financial and narrative reports

shall be forwarded on as soon as possible, but not later than [ddmmyy]. Any

significant deviation from plans or budgets shall be commented on.


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d. Ensure that the financial system is relevant and the book keeping systematic, reliable

and complete and that it follows internationally accepted accounting principles.

e. Inform the Member Organization on major organizational changes and changes in the

Partner Organization priorities.

f. Ensure that good business practice is observed when procuring goods and services

with SMC contributions. Partner Organization is expected to comply with local

procurement regulations and to have a procurement policy.

The advantage of competition shall be utilized and tenders and tenderisers shall be treated

objectively in order to achieve competition on equal terms. A written comparison shall be

made for all procurements exceeding SEK 50 000. Procurements shall be made in competition

through a tendering process for all procurements of goods with a value exceeding

SEK 85 6001 and for services with a value exceeding SEK 342 4002.

g. Inform all concerned project staff, finance staff and external auditors of the content ofthis Agreement including appendices and documents included in this agreement.

h. In case that the Partner Organization in turn passes on the grant to a partner

organization further down the line, the Partner Organization is responsible for the

sharing of information of the terms of cooperation in this agreement (including SMC

handbook and SMC Audit instructions), as well as of the control that the conditions

are followed, down the line.

5. Changes in the programme or projecta. Major changes in the programme or project (purpose, goals, time, activities, costs) are

acceptable only when mutually agreed and confirmed by the Member Organization in

writing.

b. The Member Organization may at any time withhold or reduce disbursements if

significant deviations from the approved plan and/or budget occur, or if the main

programme or project objectives are endangered.

6. Requisition, disbursement and bank account

a. Funds are transferred upon written request, signed by an authorised representative of

the Partner Organization, to the bank account of the Partner Organization.

The requisition shall include a report on used funds and an estimate of funds needed

for the next coming [xx] months. The final requisition shall include an estimate of

funds needed for the rest of the year.

1 Ska motsvara tv prisbasbelopp. r 2009 r prisbasbeloppet faststllt till SEK 42 800.2 Ska motsvara tta prisbasbelopp.


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Two conditions for the transfer of funds are that previous payments have been

accounted for, and that the Partner Organization has delivered timely and accurate

reports, according to this agreement.

The requisition can only be made by the following authorized representative/s of the

Partner Organization:

_____________________________________________________________________

_____________________________________________________________________

b. SMC funds shall be held on a separate bank account of the Partner Organization,

unless specific regulations in the country prohibit such arrangements.

The bank details, to which the SMC funds shall be transferred, are as follows:

Name of account holder: ________________________________________

Bank name: ________________________________________

Branch name: ________________________________________

Postal or street address: ________________________________________

Postal code, city, country: ________________________________________

Bank account no: ________________________________________

SWIFTCODE or BIC: ________________________________________

IBAN: ________________________________________

Transfer currency: ________________________________________

c. Upon receipt of each payment the Partner Organization shall without delay

acknowledge receipt, stating the amount in received currency.

d. Interest earned on SMC-funds must be used within the same programme or project forwhich the funds were approved.

7. Reporting

a. Progress Reports, must be compiled annually for all current initiatives, financed with

SMC funds, which have been completed but for which a Final Report has not yet been

submitted. The Progress Report briefly outlines the initiative as it relates to the agreed

budget/plan of activities. The Progress Report shall include corresponding narrative

and financial parts.


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The Progress report must be drawn up using SMCs template for Progress Reports, be

signed by the authorised representative, and should reach the Member Organization on

ddmmyy, at the latest.

Audit Certificates and Audit Memoranda are not required for Progress reports, with

the following exceptions:- In the case of initiatives running for a period of longer than three

years, an Audit Certificate is required to accompany the Progress

report every three years.

- In the case of an extension, in which the initiative will run for a total

period of longer than three years. The audit should then take place

after two years in order to avoid an interruption to the initiative. SMC

will require an Audit Certificate and Audit Memorandum before the

extension can be approved.

b. A Final Report is the concluding report for initiatives financed with SMC funds. The

Final Report presents the initiative as set out in SMCs template for Final Reports andshould be written immediately after the completion of the initiative, at the latest six

months after receipt of the last payment from the Member Organization.

The Final Report shall include corresponding narrative and financial parts.

The narrative part shall show if, and to what extent, the objectives have been reached.

It shall also describe the results and impact of the programme or project and is

intended to include a story of changed attitudes, behaviour and/or situation. The report

must also include an analysis of what has happened, conclusions drawn and lessons

learned.

The financial report shall compare the outcome of the programme or project with the

budget. It must indicate any currency exchange gains or losses as well as any interest

accrued on SMC funds. The gained interest must be used within the programme or

project for which the grant was approved.

The Final report shall be certified by an independent qualified auditor if the SMC

contribution exceeds SEK 200 000. If the total amount is equal to, or less than SEK

200 000 the audit can be performed by an elected auditor.

The Partner Organization shall make sure that the auditor is familiar with, and follows,the SMC Audit instruction.

The Final report, with appended Audit Certificate, and Audit Memorandum for SMC

grants of more than SEK 200 000, shall be signed by the authorised representative of

the Partner Organization and provided to the Member Organization on [ddmmyy].

c. In case that the Partner Organization in turn passes on the grant to a partner

organization further down the line, the Audit Memorandum shall also include the

result of the review of the Partner Organizations internal control regarding the audit

further down the line, as well as the Partner Organizations assessment of its partner

organizations financial management.


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If any such fraud or attempted fraud is discovered, or if any offers, payments, considerations

or benefits of any kind is made, promised, sought or accepted, or become known to have been

made, promised, sought or accepted, the Partner Organization must immediately take proper

action and without delay inform the Member Organization on the matter and on the actions

taken. The Partner Organization must strive to fully investigate any such matter and based onthe findings take proper action including legal action if a criminal offence is suspected.

Failure, or unnecessary delay, to take proper action and/or to inform the Member

Organization will be grounds for the immediate cancellation of this agreement including

possible repayment of received funds to the Member Organization, as well as for additional

civil and/or criminal appropriate actions.

12. Invalidity

Any dispute, controversy or claim arising out of, or relating to, this agreement, or the breach,termination or invalidity hereof shall be settled amicably. If it is not possible to come to a

common understanding any of the parties many declare the agreement invalid. If this occurs

the Member Organization is entitled to reconsider the financial contribution as well as

material or personnel assistance provided.

Two originals of this agreement have been signed, of which the parties have retained one

original each.

Place and date, xx, ddmmyy Place and date, xx, ddmmyy

On behalf of the Swedish Member Organization On behalf of the Partner Organization

________________________________ ________________________________

Signature Signature

________________________________ ________________________________

Clarification of name and title Clarification of name and title

________________________________ ________________________________

Signature Signature

________________________________ ________________________________

Clarification of name and title Clarification of name and title


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