WFP Field Level Agreementversion 2012
WFP’s Strategy
WFP's Strategic Plan 2014 – 2017 lays out four strategicobjectives:
1.Save lives and protect livelihoods in emergencies2.Support food security and nutrition and (re)buildlivelihoods in fragile settings and following emergencies3.Reduce risk and enable people, communities andcountries to meet their own food and nutrition needs4.Reduce undernutrition and break the intergenerationalcycle of hunger
WFP aims to bring food assistance to more than 90 millionpeople in 75 countries, guided by these objectives.
Learn more about our work and strategy here.
RESOURCEMANAGEMENT ANDACCOUNTABILITYDEPARTMENT
FINANCE &TREASURY
PERFORM. &MONITORING
MANAGEMENTSERVICES
WFP OrganigramEXECUTIVEDIRECTOR
OFFICE OF THEEXECUTIVE DIRECTOR
OPERATIONSMANAGEMENTDEPARTMENT
OPERATIONS SERVICESDEPARTMENT
PARTNERSHIP ANDGOVERNANCESERVICESDEPARTMENT
BUDGET &PROGRAMM.
BUSINESSINNOVATION
NGOPARTN.SHIPS
STRATEGICPLANNING
SR.NUTRITIONADVISOR
PROCUREMENT
IT
LOGISTICS
POLICY,PROGRAMME &INNOVATION
CENTRE OFEXCELLENCE(BRASILIA)
ROME-BASEDAGENCIES &CFS
ROME-BASEDAGENCIES &CFS
EXECUTIVEBOARDSECRETARIAT
INTER-AGENCYPARTN.SHIPS
PRIVATEPARTN.SHIPSPRIVATEPARTN.SHIPS
GENEVAGOVERNMENPARTN.SHIPS
Addis Ababa,Brussels,Tokyo,Washington,London, Dubai
Beijing, Paris,Berlin, Madrid,Seoul
REGIONAL BUREAUX:Bangkok, Cairo,Johannesburg, Dakar,Nairobi, Panama
EMERGENCYPREPAREDNESS
GENDEROFFICE
FIELDSECURITY
REGIONALBUREUXSUPPORT
COMMUNICATIONS
HUMANRESOURCES
LEGALOFFICE
INSPECTORGENERAL &OVERSIGHT
OFFICE OFEVALUATION
OFFICE OFOMBUDSMAN
ETHICSOFFICE
WFP and NGO Partners
- Partnerships with NGOs or civil society CooperatingPartners are crucial for WFP’s work and theachievement of the organization’s strategic objectives.
- WFP Country Offices manage these partnerships andare the first point of contact for NGOs wishing topartner with WFP.
- WFP Headquarters’ NGO Partnerships Unit providesguidance to Country Offices and partners; managesstrategic partnerships with NGOs at the global level;provides guidance and advice; collates anddisseminates partnership data and organises theAnnual WFP Partnership Consultations.
What is a Field Level Agreement?
- 75% of WFP’s projects are implemented togetherwith Cooperating Partners.
- FLAs are the appropriate agreement format whenthe Cooperating Partnership involves transfer ofWFP resources to the partner organisation or thepartner’s handling of WFP resources.
- One standard FLA is used by WFP globally since2002.
Some FLA History
Emergency Preparedness Mission NepalFebruary 2011
2002: WFP introduces the FLA to help facilitate the alreadyexisting strong cooperation with civil societyorganizations on the ground.
2004: The FLA is revised and a Directive published toprovide guidance to Country Offices and establish somebasic rules surrounding the use of the FLA, particularlyaround budgeting.
2007: A Reinforcement Memo is circulated to ensure theFLA’s consistent application around the world and toclarify key principles guiding programme management,payments, etc.
2012: The FLA template and budget format are revisedin line with WFP’s current strategy and portfolio ofactivities.
FLA Revision 2011-2012
Why? WFP moving from food aid to food assistance withincreasing investments in cash & voucherprogramming and capacity development.
Who? A Working Group with WFP and NGOrepresentatives.
When? The revision took place in 2011 – 2012, with thenew template rolled out at the end of December 2012and made compulsory for all Cooperating Partnershipsin all WFP operations.
Revised Format, Same Principles
Main principles remain largelyunchanged:-Good partnership principles-Main responsibilities and roles ofWFP and the partner, e.g. reporting-Financial procedures-Dealing with pipeline breaksMain changes:-Revised wording and new clauses-Structure split into GeneralConditions & 4 Special Conditions-New budget, payment calculationformulae, 7 % management fee
Structure of the FLA
GENERAL CONDITIONS
ANNEX 2: PLAN OF OPERATIONS
ANNEX 3: PROJECT PROPOSAL
ANNEX 4: BUDGET
ANNEX 1A ANNEX 1B ANNEX 1C ANNEX 1D
ANNEX 5A: AUTHORISATION ANNEX 5B: ADDENDUM
ANNEX 1: SPECIAL CONDITIONS
General Conditions: Clauses
1. purpose and duration2. partner obligations3. WFP obligations4. reporting5. payments6. audit7. liability8. communications;
confidentiality9. prevention of sexual
exploitation andabuse
10. force majeure
11.notices12.anti-terrorism measures;
additional conditions13.anti-fraud and anti-
corruption provisions14.governing law and
settlement of disputes15.privileges and immunities16.other17. termination and
amendments
Blue clauses have been revised, red clauses are new(while they build upon provisions in the previous FLA)
4 Special Conditions
- Meant to accommodate a wider range ofactivities related to food, cash and vouchers.
- One or more are attached to the FLAdocument, depending on the combination ofactivities under the FLA (Note: in special casesno Annex 1 may be necessary)
Annex 1-A Food Distribution and RelatedAnnex 1-B Cash Distribution ActivitiesAnnex 1-C Vouchers MonetizationAnnex 1-D C&V Implementation and Monitoring
Special Conditions: Clauses
Annex 1A Food
1. Special obligations of the CP2. Special obligations of WFP3. Special provisions on reporting4. Cargo losses and damage5. Special provisions on payments
Annex 1B Cash
1. Special obligations of the CP2. Special obligations of WFP3. Status of funds earmarked as
benefits4. Special provisions on reporting5. Losses6. Special provisions on payments
Annex 1C Vouchers
1. Special obligations of the CP2. Special obligations of WFP3. Status of funds earmarked as
Retailer Funds4. Special provisions on reporting5. Losses6. Special provisions on payments
Annex 1D C&V Implem.
1. Special obligations of the CP2. Special obligations of WFP3. Special provisions on reporting4. Losses5. Special provisions on payments
Other Annexes
- Annexes 2-4 always apply- Annex 5 applies only when the cooperating partner
considers it necessary
Annex 2 Plan of Operations: summarises keyfeatures of the agreement, e.g. outputs.
Annex 3 Project Proposal: describes the activities.Annex 4 Budget: composed of an excel workbook
(structure should not be modified) and narrative.Annex 5A&B Letter of Authorisation & Addendum:
fundraising and implementing offices of afederated NGO declare joint responsibility forobligations under the FLA.
Cooperating Partner CostsTools
Food C&V OtherI. Landside transport, storage,handling
N/A N/A
II. Cash and voucher delivery N/A N/A
III. Technical/specialist services
IV. Management andadministration
V. Management fee (7%)
Budget
• 3 columns for 3 ‘tools’ of assistance: food, cash andvouchers, and capacity development (other), in linewith WFP’s new Financial Framework.
• Not all cost types apply to all tools, see below:
Schedule1 - Cooperating Partner's BudgetPartner Int. NGO ABC
Food C&V Other Total CP Total
Transfer Value - Food, Cash, VouchersTransfers - Metric Tons of Food
Cooperating Partner's Costs $ $ $ $ $ $Note A
Handling, casual labour - -Warehouse staff (see schedule 3) - - -Warehouse rental - -Pallets - -Cleaning - -Fumigation - -Other (specify) - -
Food Mgmt & ServicesRebagging - -Reconditioning - -Provision of empty bags/tins/jerry cans, etc. - -Computer equipment for commodity tracking - -Other (Specify) - -
Transport and Distribution ServicesTruck rental - -Truck running costs - -Contracted transport - -Transport and distribution staff (see schedule 3) - - -Other (specify) - -
Total LTSH - - - -LTSH rate per MT -
II. Cash and Voucher Delivery Note BIT hardware and software 19,000 19,000 19,000Consumables 15,000 15,000 15,000Commercial service fees - -Distribution costs 6,000 6,000 6,000Cash & voucher distribution staff (see schedule 3) 35,000 35,000 35,000
Total C&V Delivery 75,000 75,000 - 75,000
III. Technical/Specialist Services (attached detailed budget) Note B Note B Note BAssessments/pre-appraisal 5,000 5,000 5,000Evaluations/surveys - -Studies and missions 15,000 15,000 15,000Capacity development 5,000 5,000 5,000Food Transformation (e.g. Milling) - -Other - describe - -
Total Technical/Specialist Services - 25,000 - 25,000 - 25,000
IV. Management and Administration Note A Note C Note DStaff and related costs
Administrative staff (see schedule 3) - - - - - -Programme staff (see schedule 3) - 24,000 24,000 - 24,000Travel - 6,000 - 6,000 - 6,000Training - 5,000 - 5,000 - 5,000Staff security - - - - - -Other (Specify) - - - - - -
Recurring costsRental of facility - - - - - -Utilities - - - - - -Communications fees - - - - - -Office supplies - - - - - -Light vehicle running costs - - - - - -Office security - - - - - -Other (Specify) - - - - - -
Equipment and OtherLight vehicles - - - - - -Computer and communications equipment - - - - - -Office furnishings and other equipment - - - - - -Non-food Items for beneficiaries (including storage/handling) - - - - - -
Total Management and Administration - 35,000 - 35,000 - 35,000Mgmt and Admin rate per MT -
35% 0%
Total Cooperating Partner's Direct Costs (I + II + III + IV) - 135,000 - 135,000 - 135,000V. Management Fee 7%(Note E) - 9,450 - 9,450 9,450Total Cooperating Partner's Costs (I + II + III + IV + V) - 144,450 - 144,450 - 144,450
Period (No. of Months)
Mgmt & Admin %(see notes C and D)
Funded by WFP
I. Landside Transport, Storage and Handling (LTSH)Storage-related Equipment and Services
Budget: Overview
Three worksheetslinked togetherthrough formulae
-Yellow cells filledin by user-Green cells cannotbe filled in asautomaticallygenerated throughformula, orprotected-Grey cells notapplicable to thetool
Payments
Different methods to calculate payments topartners are used:
Cooperating Partner CostsTools
Food C&V Other
I. LTSH Rate/MT N/A N/A
II. Cash and voucher deliveryN/A Actual
costN/A
III. Technical/specialist servicesActualcost
Actualcost
Actualcost
IV. Management and adminRate/MT % of
II+III% of III
V. Management fee (7%)7% ofabove
7% ofabove
7% ofabove
Guidance
FLA guidance pack•Reinforcement Memo (2013) - for WFPinternal use•Budget Guidance Note (2013) – for WFPand partner use•Frequently Asked Questions (2013) – forWFP and partner useHow to Work with WFP book (2005):outdated, but still a source of guidance,available online for all usersPGM on NGO Partnerships: will be revised– for WFP internal useQuestions or Issues? Contact the NGOPartnerships Office: [email protected]