2018-06-11 REF Operational Guidelines
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# Activities Description<br />
Budget for facilitator<br />
5<br />
activities<br />
6 Annual workplan for CF<br />
Holiday and field visit<br />
7<br />
approval of CF<br />
8<br />
Annual performance<br />
review<br />
annual work plan and budget shall be communicated to the<br />
relevant Country Director. Holiday plans and field visits and related<br />
approval by the Program Officer shall be preliminary shared with<br />
the Country Director.<br />
The annual performance review is the responsibility of the Program<br />
Officer. The Program Officer is expected to discuss performance<br />
evaluation, key issues and next year objectives/plans with the<br />
Country Director.<br />
XI. Scholarship Program (Country Coordinator is hosted by <strong>REF</strong> Entity)<br />
1.<br />
Selection of the Country<br />
Coordinator (CC)<br />
2. Contracting CC<br />
Administrative processes<br />
3. (salary payments,<br />
advances, etc.)<br />
CC - Setting and<br />
discussing program<br />
4.<br />
objectives with<br />
coordinators/facilitators<br />
Budget for coordination<br />
5.<br />
activities<br />
6. Annual workplan for CC<br />
Holiday and field visit<br />
7.<br />
approval of CC<br />
8.<br />
Annual performance<br />
review<br />
XII. Project implementation<br />
1. Project design<br />
2.<br />
Partnership agreement or<br />
donation letter defining<br />
roles and responsibilities<br />
within <strong>REF</strong><br />
Selection of the CC is arranged and managed by the respective<br />
Program Officer and approved by the DD/ED. The Country Director<br />
shall be consulted during the selection process in countries where<br />
<strong>REF</strong> Entities operate.<br />
Where <strong>REF</strong> Entities operate, contracting CC is the responsibility of<br />
the Country Director. Contracting terms shall be consulted with the<br />
CFO and approved by DD/ED.<br />
Administrative process (salary payment, advances, expense<br />
reimbursement, alignment with applicable local policies etc.) is the<br />
responsibility of the Country Director<br />
The setting of key objectives, annual work plan and budget for CC<br />
activities are agreed and approved by the responsible Program<br />
Officer. In order to make sure that the Country Director is able to<br />
manage the administrative processes effectively, the objectives,<br />
annual work plan and budget shall be communicated to the<br />
relevant Country Director. Similarly, holiday plans, field visits, and<br />
Program Officer approval shall be preliminary shared with the<br />
Country Director.<br />
The annual performance review is the responsibility of the Program<br />
Officer. The Program Officer is expected to discuss performance<br />
evaluation, key issues and next year objectives/plans with the<br />
Country Director.<br />
According to the processes of the Fundraising Committee the<br />
proposed design of directly implemented strategic projects shall be<br />
always discussed with the relevant program managers of the HQ<br />
and budgeting issues shall be preliminary discussed with the CFO.<br />
In case there are more <strong>REF</strong> Entities are involved in the<br />
implementation in one project and one of the <strong>REF</strong> Entities are a lead<br />
applicant in the project, <strong>REF</strong> Entities shall enter into a partnership<br />
agreement (or donation letter or MOU), which defines the funding,<br />
roles and responsibilities of the participating <strong>REF</strong> Entities.<br />
29