Monitoring

Approved by the Decision of the Supervisory Board’s meeting
of the Youth Foundation under the President of the Republic of Azerbaijan
No 03 (11) dated December 5, 2015
  

Rules
for monitoring of the projects funded by the Youth Foundation under the President of the Republic of Azerbaijan

  1. General provisions

1.1. The present rules shall regulate the issues related to monitoring to determine the running state and results of the projects of the youth organizations and individuals aged between 16 and 29 funded by the Youth Foundation under the President of the Republic of Azerbaijan(hereinafter Foundation).

1.2. The rules have been prepared in accordance with the Regulation of the Youth Foundation under the President of the Republic of Azerbaijan approved by decree of the President of the Republic of Azerbaijan No 542 dated December 19, 2011.

  1. Purpose of monitoring

2.1. The purpose of the monitoring is to ensure supervision of the project execution of the youth organizations and individuals in line with the terms and requirements of the contract concluded with the foundation and accountability on state of actions being realized and its results.

  1. Duties of monitoring

3.1. Learning the running state of project through application of appropriate indicators and defining the results;

3.2. Determining the conformity of activities with the project execution plan;

3.3. Determining the conformity of the documentation with the legislation and instructions during execution of the project;

3.4. Determining the issues and gaps which have arisen during execution of the project;

3.5. Preparing the reference on monitoring results.

  1. Conditionsfor monitoring

4.1. The officers of the Foundation’s Administration shall regularly monitor the execution and results of the projects. In special cases, the monitoring can be conducted by members of the Supervisory Board of the Foundation. If necessary, any legal entities and physical persons can be involved in monitoring.

4.2. The members of the Supervisory Board and officers of Administration can be sent on an official trip with a view to monitor the projects to be planned in foreign countries for Category “B” (international projects).

4.3. The monitoring on execution and results of the projects shall be conducted in accordance with the Indicator Table (Appendix 1) approved as appendix to these Rules.

4.4. The monitoring can be performed in place which project is being implemented, in the office buildings of the project and the Foundation.

4.5. The recipient shall do all necessary matters for productive monitoring and inform in advance Administration of the Foundation about date and place of the project.

4.6. The Foundation can monitor the activities still being in running during execution period without informing a recipient.

4.7. The recipient must submit the necessary documents to the Foundation within the required time frame during execution and reporting of the project.

4.8. The travelling expenses related to monitoring shall be borne by the Foundation.

  1. Monitoring Indicators

5.1. These indicators shall reflect the following main items which are important to effectively monitor the execution and results of projects which have been funded by the Foundation.

5.1.1. Title of the youth organization or name of an individual;

5.1.2. Manager of the youth organization and project;

5.1.3. Title of the project;

5.1.4. Number of contract on the project;

5.1.5. Total amount of the project;

5.1.6. Duration for the project;

5.1.7. Place for monitoring;

5.1.8. Date and time for monitoring;

5.1.9. Information on partners and other donors;

5.1.10. Informing Foundation in advance about the activities within the framework of the project;

5.1.11. Showing title and logo of the Foundation during the activities within the framework of the project;

5.1.12. Relevant structure of the project documents;

5.1.13. Orders on a project;

5.1.14. Quantity of employees working in the project, and labour, civil legal and voluntary contracts with employees;

5.1.15. Quantity of project participants;

5.1.16. Quantity and list of special guests invited to the event in the frame of project;

5.1.17. Quantity of local and foreign NGOs, local and foreign participants at events related to international projects held in Azerbaijan and foreign countries and reporting documents with relevant to the instruction;

5.1.18. Keeping people informed about project;

5.1.19. Training, seminar, round table, conference materials, agenda and programmes in the framework of project;

5.1.20. Making a present for the participants and giving them publication materials (book, brochure, booklet, leaflet, disc, memory stick, T-shirt and hat, stationary);

5.1.21. Services in the framework of the project;

5.1.22. Appropriate or inappropriate use of the funds that are allocated;

5.1.27. Issues which may arise during the project execution and force-majeure;

5.1.28. Conformity of the project activity with the execution plan and to determine the fulfilment of the works or failure of performance;

5.1.29. Conformity of subject of the event with the subject of project;

5.1.30. Conducting assessment of participants in the framework of the project.

  1. Accountability on monitoring outcomes

6.1. The Monitoring Reference (Appendix 2)shall be made in duplicate (original and copy) by a person who provides monitoring in accordance with the execution state and outcomes of project taking into account the relevant notes and results. One of the copies shall be presented to the Administration of Foundation and another one to the recipient.

6.2. The executive director of the Foundation shall inform the Supervisory Board of the Foundation on results of the monitoring. In this regard, the Supervisory Board of the Foundation shall make relevant decisions.