JezK

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Envelope-to: zadran@jack.ngo
Delivery-date: Thu, 02 Jun 2022 00:37:46 -0400
From: <mansoor@jack.ngo>
To: <zadran@jack.ngo>
References: <AM8PR07MB7668A448172621C7932BDE4C97C69@AM8PR07MB7668.eurprd07.prod.outlook.com> <014d01d863d9$3e3b5b00$bab21100$@jack.ngo> <001501d875a9$d66efb70$834cf250$@jack.ngo>
In-Reply-To: <001501d875a9$d66efb70$834cf250$@jack.ngo>
Subject: RE: Notification for AHF Project number 21041 and 21380
Date: Wed, 1 Jun 2022 21:37:33 -0700
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Well received Zadran Sahib, thank you

From: zadran@jack.ngo [mailto:zadran@jack.ngo] 
Sent: Wednesday, June 1, 2022 4:22 AM
To: mansoor@jack.ngo
Subject: FW: Notification for AHF Project number 21041 and 21380

FYI

From: obaid.shahzad@jack.ngo <mailto:obaid.shahzad@jack.ngo>
[mailto:obaid.shahzad@jack.ngo] 
Sent: Monday, May 9, 2022 11:46 PM
To: zadran@jack.ngo <mailto:zadran@jack.ngo> ; finance.manager@jack.ngo
<mailto:finance.manager@jack.ngo> ; sadaqat.qahar@jack.ngo
<mailto:sadaqat.qahar@jack.ngo> ; fahim.quraishi@jack.ngo
<mailto:fahim.quraishi@jack.ngo> ; haseeb.shirzada@jack.ngo
<mailto:haseeb.shirzada@jack.ngo> 
Cc: 'Sardar Wali Takal [JACK]'; faiq.sediqi@jack.ngo
<mailto:faiq.sediqi@jack.ngo> 
Subject: FW: Notification for AHF Project number 21041 and 21380

Dear Team mates,

Please consider below email in your high priority.

Thanks

Obaid

From: OCHA-AHF-AFG [mailto:ahf-afg@un.org] 
Sent: Monday, May 9, 2022 10:07 AM
To: obaid.shahzad@jack.ngo <mailto:obaid.shahzad@jack.ngo> ;
dr.aamir@jack.ngo <mailto:dr.aamir@jack.ngo> 
Cc: OCHA-AHF-AFG
Subject: Notification for AHF Project number 21041 and 21380

Dear JACK,

I hope this email finds you well.

We are writing in relation to your new project #  21041 and 21380 (1st
Standard Allocation - 2021) with a reminder of the following:

Grant Agreement: The final document with all required signatures can be
found on the Documents Tab of the project proposal on the Grant Management
System (GMS) <https://chfafghanistan.unocha.org/>
https://chfafghanistan.unocha.org/

Disbursement: The transfer of the installment from OCHA New York has already
been processed. Please contact, Naw Gay, <mailto:htoon@un.org> htoon@un.org
if you have any question.

Contact information: Please keep the Humanitarian Financing Unit (HFU)
informed of any changes in your organization's contacts for the AHF project
to ensure all correspondence is properly received. Please take note of AHF
contact information at the end of this email.

Complaint and Feedback: All complaint and feedback correspondence should be
addressed to the AHF Complaints and Feedback Mechanism email:
<mailto:ahf-afg-complaints@un.org> ahf-afg-complaints@un.org.

Coordination: AHF partners are expected to participate national, regional
and project level meetings with OCHA, relevant clusters, and other agencies
working in the area to share updates and ensure well-coordinated
humanitarian response.

Financial Spot-Check: The OCHA HFU may conduct a financial spot check during
the project period, most likely after the first interim financial report is
submitted to the HFU. The recommendations for your organization will be
checked on during the project audit. AHF finance officer will inform the
concerned persons at your organization in advance of the date for the
financial spot check. For more information, please check AHF manual and
operational modality.

Project Monitoring: Project monitoring is a key pillar of AHF risk
management policy. While all AHF partners must have robust internal
monitoring and reporting policies, OCHA as the Managing Agent of the
contractual relationship with NGO partners, is responsible for ensuring AHF
funded projects are properly managed and monitored. AHF monitoring is
implemented in adherence with pre-determined Operational Modalities. The
modalities (see attached) define the monitoring requirements based on
partner risk level, project duration and total budget.

At the end of each allocation, a monitoring plan is drafted to determine
where, when and how each selected project will be monitored. Projects in
accessible locations are selected for field site visits by OCHA staff.
Projects in hard-to-reach and contested areas are selected for Third-Party
Monitoring (TPM). Peer to Peer (P2P) review and Remote Call Monitoring (RCM)
will be added as additional layers to complement the fund's monitoring
efforts. RCM will be conducted with the primary purpose of reaching areas
accessible neither by site visits nor TPM and P2P. For the purpose of RCM,
AHF partners will be asked to provide different lists of stakeholders to the
HFU. Relevant template and guidance are attached here. This may include
contact details of project staff, people trained, direct project
beneficiaries (i.e. patients, aid recipients, passengers), community elders,
etc.

Please note that time and date of monitoring visits will be coordinated with
implementing partner ahead of time. Project monitoring will most likely
happen during or right after aid distribution or second last month of the
project. The reports with key findings and recommendations from the AHF
monitoring will be shared with your organization, cluster representatives
and OCHA regional offices. The recommendations can be uploaded onto the GMS
for your organization to report on for AHF project narrative reporting.

AHF Reporting: Your organization is required to submit narrative progress
and financial reports through in accordance with the timeline established
within Annex B of the Grant Agreement. AHF partners must also comply with
Cluster reporting requirements, including (but not limited to) the ReportHub
and 3 W (Who Does What, Where).

Audit: Your organization is subject to external audit as per individual
grant agreement. External audits are an oversight mechanism and essential
component of the AHF accountability framework. More details on the audit
process, including timelines for audit is available in the AHF operational
manual.

Human Interest/Success Stories: Your organization is encouraged to submit
human interest/success stories. Please see the attached AHF Communications
and Visibility Guidelines. We would like to include project stories in our
information products and social media sites, in adherence with your
organization's communication/media policy.

Project modifications: Approval from the HFU is required before any changes
are made to the project (implementing partner, activities, work plan,
targets, location, and budget, including changes in quantity, unit cost,
occurrence and percentage charged to AHF), otherwise your organization will
be responsible to cover all related costs. Depending upon the issue, the HFU
will collaborate with the relevant OCHA regional offices and cluster
representatives. If the changes require revision/ amendment to the Grant
Agreement, the approval of the Humanitarian Coordinator is required. Project
revision requests, whether for no-cost extension, budget modification or any
other change, need to be submitted to the AHF via GMS at least four weeks
prior to the end of the project.

Incidents related to insecurity / access constraints, are to be reported
immediately to the OCHA regional office, relevant cluster and HFU.

Incidents related to theft, looting and any other related incidents
resulting in financial losses to the AHF, are to be reported immediately to
the Head of HFU, Jens Oppermann: <mailto:oppermann@un.org> oppermann@un.org
.

AHF Partner Performance Index: The performance of your organization will be
evaluated based upon:

a.	the quality and timeliness of project proposals during the
allocation; 
b.	quality and timeliness of implementation against approved targets
and work plan (monitoring and/or reporting findings); 
c.	coordination with OCHA, clusters and relevant stakeholders; 
d.	quality and timeliness of reporting; 
e.	frequency, timeliness and justification of project revision
requests; 
f.	quality of financial management;

The Performance Index score may raise or lower your organizations risk and
may impact on the review of project proposals submitted by your
organizations in future AHF Allocations.

Finally, please make sure that the sub-implementing partnership (if you have
in the project) updated documents (signed agreement and MoU) are uploaded
onto the GMS.

We look forward to supporting you throughout the project cycle and please
let us know at any time if you have any questions.

Kind regards,

Zamir

Gul Zamir Haqbayan

Humanitarian Financing Unit | Program Officer

United Nations Office for the Coordination of Humanitarian Affairs (OCHA),
Kabul, Afghanistan

Mobile: +93 79 300 1163 | E-mail: <mailto:haqbayan@un.org> haqbayan@un.org
| Skype: gulzamir.haqbayan

<http://www.unocha.org/ahf> www.unocha.org/ahf | <mailto:ahf-afg@un.org>
ahf-afg@un.org

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<html xmlns:v=3D"urn:schemas-microsoft-com:vml" xmlns:o=3D"urn:schemas-micr=
osoft-com:office:office" xmlns:w=3D"urn:schemas-microsoft-com:office:word" =
xmlns:m=3D"http://schemas.microsoft.com/office/2004/12/omml" xmlns=3D"http:=
//www.w3.org/TR/REC-html40"><head><META HTTP-EQUIV=3D"Content-Type" CONTENT=
=3D"text/html; charset=3Dus-ascii"><meta name=3DGenerator content=3D"Micros=
oft Word 15 (filtered medium)"><style></style></head><body lang=3DEN-US link=3D"#0563C1=
" vlink=3D"#954F72"><div class=3DWordSection1>Well received Zadran Sahib, thank you<o:p></o:p></spa=
n><o:p>&nbsp;</o:p><=
/span><div><div style=3D'border:none;border-top:solid #E1E1E1 1.0pt;pad=
ding:3.0pt 0in 0in 0in'>From: zadran@jack.ngo [=
mailto:zadran@jack.ngo] Sent: Wednesday, June 1, 2022 4:22 AM<br=
>To: mansoor@jack.ngo Subject: FW: Notification for AHF Pr=
oject number 21041 and 21380<o:p></o:p></div></div><o:p>&nbsp;</o:p>FY=
I<o:p></o:p><a name=3D"_MailEndCompose"></a=
><o:p>&nbsp;</o:p><div><div style=
=3D'border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in'><=
p class=3DMsoNormal>From: <a href=3D"mailto:obaid.shahzad@jack.ngo">=
obaid.shahzad@jack.ngo</a> [<a href=3D"mailto:obaid.shahzad@jack.ngo">mailt=
o:obaid.shahzad@jack.ngo</a>] Sent: Monday, May 9, 2022 11:46 PM=
 To: <a href=3D"mailto:zadran@jack.ngo">zadran@jack.ngo</a>; <a h=
ref=3D"mailto:finance.manager@jack.ngo">finance.manager@jack.ngo</a>; <a hr=
ef=3D"mailto:sadaqat.qahar@jack.ngo">sadaqat.qahar@jack.ngo</a>; <a href=3D=
"mailto:fahim.quraishi@jack.ngo">fahim.quraishi@jack.ngo</a>; <a href=3D"ma=
ilto:haseeb.shirzada@jack.ngo">haseeb.shirzada@jack.ngo</a> Cc: '=
Sardar Wali Takal [JACK]'; <a href=3D"mailto:faiq.sediqi@jack.ngo">faiq.sed=
iqi@jack.ngo</a> Subject: FW: Notification for AHF Project number=
 21041 and 21380<o:p></o:p></div></div><o:p>&nbsp;=
</o:p>Dear Team mate=
s, <o:p></o:p><o:p>&nbsp;</o:p>Please consider below email in your high priority. <o:p></o:p><=
/p><o:p>&nbsp;</o:p></sp=
an>Thanks <o:p></o:p=
>Obaid <o:p><=
/o:p><o:p>&nb=
sp;</o:p><div><div style=3D'border:none;border-top:solid #E1E1E1=
 1.0pt;padding:3.0pt 0in 0in 0in'>From: OCHA-AH=
F-AFG [<a href=3D"mailto:ahf-afg@un.org">mailto:ahf-afg@un.org</a>] =
Sent: Monday, May 9, 2022 10:07 AM To: <a href=3D"mailto:obai=
d.shahzad@jack.ngo">obaid.shahzad@jack.ngo</a>; <a href=3D"mailto:dr.aamir@=
jack.ngo">dr.aamir@jack.ngo</a> Cc: OCHA-AHF-AFG Subject:</=
b> Notification for AHF Project number 21041 and 21380<o:p></o:p></div>=
</div><o:p>&nbsp;</o:p>Dear JACK,<o:p></o:p>I hope th=
is email finds you well. <o:p></o:p>We are writing in relation to your new project # &nbsp;21041 and 213=
80 (1st Standard Allocation &#8211; 2021) with a reminder of=
 the following:<o:p></o:p>Gr=
ant Agreement: =
The final document with all required=
 signatures can be found on the Documents Tab of the project proposal on th=
e Grant Management System (GMS) <a href=3D"https://chfafghanistan.un=
ocha.org/">https://chfa=
fghanistan.unocha.org/</a> <o:p><=
/o:p>Disbursement:</u=
> The transfer of the installment fr=
om OCHA New York has already been processed. Please contact, Naw Gay, </spa=
n><a href=3D"mailto:htoon@un.org">htoon@un.org</a> if yo=
u have any question. <o:p></o:p>Contact information: Please keep the Humanitarian Financing Unit (HFU) informed of=
 any changes in your organization&#8217;s contacts for the AHF project to e=
nsure all correspondence is properly received. Please take note of AHF cont=
act information at the end of this email.<o:p></o:p>Complaint and Feedback:&nbsp; All complaint and feedback correspondence sh=
ould be addressed to the AHF Complaints and Feedback Mechanism email: </spa=
n><a href=3D"mailto:ahf-afg-complaints@un.org">ahf-afg-complaints@un.org</a>. <o:p></o:p>Coordination: </s=
pan>AHF partners are expected to par=
ticipate national, regional and project level meetings with OCHA, relevant =
clusters, and other agencies working in the area to share updates and ensur=
e well-coordinated humanitarian response. <o:p></o:p>Financial Spot-Check: The OCHA HFU may conduct a financial spot check durin=
g the project period, most likely after the first interim financial report =
is submitted to the HFU. The recommendations for your organization will be =
checked on during the project audit. AHF finance officer will inform the co=
ncerned persons at your organization in advance of the date for the financi=
al spot check. For more information, please check AHF manual and operationa=
l modality. <o:p></o:p>Proje=
ct Monitoring: Project mo=
nitoring is a key pillar of AHF risk management policy. While all AHF partn=
ers must have robust internal monitoring and reporting policies, OCHA as&nb=
sp;the&nbsp;Managing Agent&nbsp;of&nbsp;the&nbsp;contractual relationship w=
ith&nbsp;NGO&nbsp;partners, is&nbsp;responsible&nbsp;for ensuring AHF funde=
d projects are properly managed and monitored. AHF monitoring is implemente=
d in adherence with pre-determined Operational Modalities. The modalities (=
see attached) define the monitoring requirements based on partner risk leve=
l, project duration and total budget. <o:p></o:p>At the end of each allocation, a monitoring plan is drafted =
to determine where, when and how each selected project will be monitored. P=
rojects in accessible locations are selected for field site visits by OCHA =
staff. Projects in hard-to-reach and contested areas are selected for Third=
-Party Monitoring (TPM). Peer to Peer (P2P) review and Remote Call Monitori=
ng (RCM) will be added as additional layers to complement the fund&#8217;s =
monitoring efforts. RCM will be conducted with the primary purpose of reach=
ing areas accessible neither by site visits nor TPM and P2P. For the purpos=
e of RCM, AHF partners will be asked to provide different lists of stakehol=
ders to the HFU. Relevant template and guidance are attached here. This may=
 include contact details of project staff, people trained, direct project b=
eneficiaries (i.e. patients, aid recipients, passengers), community elders,=
 etc. <o:p></o:p>Please note that =
time and date of monitoring visits will be coordinated with implementing pa=
rtner ahead of time. Project monitoring will most likely happen during or r=
ight after aid distribution or second last month of the project. The report=
s with key findings and recommendations from the AHF monitoring will be sha=
red with your organization, cluster representatives and OCHA regional offic=
es. The recommendations can be uploaded onto the GMS for your organization =
to report on for AHF project narrative reporting.<o:p></o:p><sp=
an style=3D'font-family:Ebrima'>AHF Reporting: Your organization is required to submit narrative pro=
gress and financial reports through in accordance with the timeline establi=
shed within Annex B of the Grant Agreement. AHF partners must also comply w=
ith Cluster reporting requirements, including (but not limited to) the Repo=
rtHub and 3 W (Who Does What, Where).<o:p></o:p>Audit=
: Your organization is subject to external audit as per individual grant ag=
reement. External audits are an oversight mechanism and essential component=
 of the AHF accountability framework. More details on the audit process, in=
cluding timelines for audit is available in the AHF operational manual. <o:=
p></o:p>Human Interest/Succe=
ss Stories: Your organiza=
tion is encouraged to submit human interest/success stories. Please see the=
 attached AHF Communications and Visibility Guidelines. We would like to in=
clude project stories in our information products and social media sites, i=
n adherence with your organization&#8217;s communication/media policy. <o:p=
></o:p>Project modifications=
: Approval from the HF=
U is required before any changes are made to the project (implementing =
partner, activities, work plan, targets, location, and budget, including ch=
anges in quantity, unit cost, occurrence and percentage charged to AHF), ot=
herwise your organization will be responsible to cover all related costs. D=
epending upon the issue, the HFU will collaborate with the relevant OCHA re=
gional offices and cluster representatives. If the changes require revision=
/ amendment to the Grant Agreement, the approval of the Humanitarian Coordi=
nator is required. Project revision requests, whether for no-cost extension=
, budget modification or any other change, need to be submitted to the AHF =
via GMS at least four weeks prior to the end of the project.<o:p></o:p></sp=
an>Incidents related to insecurity / acce=
ss constraints, are to be reported immediately to the OCHA regional office,=
 relevant cluster and HFU. <o:p></o:p>Incidents related to theft, looting and any other related incidents res=
ulting in financial losses to the AHF, are to be reported immediately to th=
e Head of HFU, Jens Oppermann: <a href=3D"mailto:oppermann@un.org"><=
span style=3D'font-family:Ebrima;color:windowtext'>oppermann@un.org<=
/a> . <o:p=
></o:p>AHF Partner Performance Index: The performanc=
e of your organization will be evaluated based upon: <o:p></o:p>=
<ol style=3D'margin-top:0in' start=3D1 type=3Da><li class=3DMsoNormalCxSpMi=
ddle style=3D'margin-bottom:6.0pt;mso-add-space:auto;text-align:justify;mso=
-list:l1 level1 lfo3;text-autospace:none'>the quality and timeliness of project proposals during the allocation; <o=
:p></o:p></li><li class=3DMsoNormalCxSpMiddle style=3D'margin-bottom=
:6.0pt;mso-add-space:auto;text-align:justify;mso-list:l1 level1 lfo3;text-a=
utospace:none'>quality and timeliness of=
 implementation against approved targets and work plan (monitoring and/or r=
eporting findings); <o:p></o:p></li><li class=3DMsoNormalCxSpMiddle =
style=3D'margin-bottom:6.0pt;mso-add-space:auto;text-align:justify;mso-list=
:l1 level1 lfo3;text-autospace:none'>coo=
rdination with OCHA, clusters and relevant stakeholders; <o:p></o:p>=
</li><li class=3DMsoNormalCxSpMiddle style=3D'margin-bottom:6.0pt;mso-add-s=
pace:auto;text-align:justify;mso-list:l1 level1 lfo3;text-autospace:none'><=
span style=3D'font-family:Ebrima'>quality and timeliness of reporting; <o:p=
></o:p></li><li class=3DMsoNormalCxSpMiddle style=3D'margin-bottom:6=
=2E0pt;mso-add-space:auto;text-align:justify;mso-list:l1 level1 lfo3;text-a=
utospace:none'>frequency, timeliness and=
 justification of project revision requests; <o:p></o:p></li><li cla=
ss=3DMsoNormalCxSpMiddle style=3D'margin-bottom:6.0pt;mso-add-space:auto;te=
xt-align:justify;mso-list:l1 level1 lfo3;text-autospace:none'>quality of financial management; <o:p></o:p>=
</li></ol>The Performance=
 Index score may raise or lower your organizations risk and may impact on t=
he review of project proposals submitted by your organizations in future AH=
F Allocations.<o:p></o:p>Finally, =
please make sure that the sub-implementing partnership (if you have in the =
project) updated documents (signed agreement and MoU) are uploaded onto the=
 GMS. <o:p></o:p>We look forward t=
o supporting you throughout the project cycle and please let us know at any=
 time if you have any questions. <o:p></o:p><o:p>&nbsp;</o:p>Kind regards,=
<o:p></o:p>Zamir<o:p></o=
:p>&nbsp;<o:p></o:p></sp=
an>Gul Zamir Haqbayan=
<o:p></o:p>Humanitarian Financing Unit | Program Officer<o:p></o:p></=
p>United Nations Office for the Coo=
rdination of Humanitarian Affairs (OCHA), Kabul, Afghanistan&nbsp;<o:p></o:=
p>Mobile: +93 79 300 116=
3 | E-mail: <a href=3D"mailto:haqbayan@un.org">ha=
qbayan@un.org</a>&nbsp;| Skype: gulzamir.haqbayan=
<o:p></o:p><a href=3D"http://www.unocha.org=
/ahf">www.unocha.org/ahf</a> |=
 <a href=3D"mailto:ahf-afg@un.org">ahf-afg@un.org=
</a><o:p></o:p>=
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