APVOFM Workshop Info

InsideNGO/APVOFM

Announces a One-Day Workshop on

Overview of Contracts for NGOs

October 16, 2008

9:00 a.m. - 5:00 p.m.

Cairo, Egypt

What are the important differences between a contract and a grant? What are the risks in administering a contract? What rules apply to contracts that aren't applicable to grants? These are common questions faced by employees of NGOs who increasingly compete for and win contracts from USAID and other federal agencies.

The very premise of a contract in which the U.S. Government is the buyer entails a stricter relationship than a grantee would usually experience. The risks of non-compliance are significant and the management involvement of the Government in the oversight and management of work is greater. The rules and regulations are quite different.

This one-day overview workshop will give participants an awareness of the issues in dealing with Federal Government contracting. Our emphasis will be on USAID contracts, but the workshop will be just as useful and relevant to organizations receiving contracts from other federal agencies. The emphasis of the workshop is on the administration of contracts, after negotiation and award. At the end of the workshop, the participants will know the differences between contracts and grants and will have a broad understanding of the applicable rules and regulations, especially significant areas of audit risk.

Who Should Attend?

Program Staff – Headquarters and field program staff who are dealing with contract administrations issues on a day-to-day basis. These personnel are the NGO's first line of defense in identifying and resolving compliance issues.

Finance and Administrative Staff – Finance officers, internal auditors, accounting and compliance managers and others who have on-going responsibility for the financial administration of contracts.

Development Staff – Staff members who seek and obtain financial support from the federal government must understand the nature of the relationship that the PVO/NGO is entering with the government.

Outside Independent Auditors – Representative of certified public accounting firms who perform financial audits of private voluntary organizations and NGOs should attend to gain familiarity with applicable contract regulations. (NOTE: CPE credits will be obtained for attendance.)

Plan to attend with colleagues from other units of your organization (or from your independent audit firm). Learn or review the rules together and cut down the internal and external misunderstandings that get in the way of program performance.

What Topics Will Be Covered?

The intent of this workshop is to provide participants with an awareness of the rules, regulations, issues and risk in administering a contract. The participants will receive a broad overview of contracting with the Federal government. They will become broadly familiar with the Federal and USAID Acquisition regulations. There will be a review of the competitive award cycle to serve as a context for the administration of the award.

Emphasis will be on post-award administration. Topics include CTO versus CO responsibilities, managing the relationship with USAID, approvals, budge management, sub-awards and personnel. Contract administration issues related to cost principles, contract performance reviews, branding, audit and allowances will also be addressed.

What Questions Will It Answer?

The workshop will address important questions that NGO employees will have in dealing with contracts. When administering a contract, what changes? And what doesn't? Is this cost allowable under a contract, as it was under a grant? What must be approved by USAID under a contract? How does my working relationship change with USAID? What happens if we make a mistake or cannot deliver on-time? Do I manage my budget differently? Where can I find a rule or regulation and when should I consult with expertise within my organization?

Presenter:

Michael Walsh is the Director of Training and Member Services at the Association of PVO Financial Managers (APVOFM). He joined APVOFM after completing a 25 year career with the U.S. Government. Most recently, Mr. Walsh was the Chief Acquisition Officer and Director of the Office of Acquisition and Assistance at the U.S. Agency for International Development (USAID). Over his 22 years as a Foreign Service Officer with USAID, he has worked as a Contracting Officer in Dhaka , Bangladesh and Cairo , Egypt . He was also the Director of the Regional Contracting Office in USAID/East Africa in Nairobi , Kenya . Mr. Walsh has also worked in USAID/Washington as a Branch Chief in the Office of Acquisition and Assistance, providing support to the Office of Foreign Disaster Assistance (OFDA), the Office of Transition Initiatives (OTI) and the Africa Bureau. Mr. Walsh also served as the Deputy Director of the Office of Food for Peace. Prior to joining USAID, Mr. Walsh worked with the Brothers Brother Foundation. Mr. Walsh began his career in international development as a Peace Corps Volunteer in the Philippines . Mr. Walsh is a proven leader of development-focused contracting and grant-making operations. He is skilled in working across organizations, linking programs with operations to produce optimum results. Over the course of his career he is noted for streamlining processes, leveraging information technology and developing the workforce through coaching and training.

Hotel Reservations:

This workshop will take place at the Ramses Hilton Hotel. Please use the following link to make your hotel reservations: http://www.hilton.com/en/hi/groups/personalized/CAIRHTW_GPNGOB/index.jhtml

Registration and Payment:

Please register as soon as possible. We occasionally have to turn people away from our workshops, so please register as soon as you know you'll be able to attend. For those in the US, please just send along a check with the Payment Form. This form can be found on the Fees/Payment Info page or you can click on the link above. For those working in the field, if you would like to wire the money, please send an email to workshops@apvofm.org and request our Banking Information. You can also arrange for your US office to mail us a check.

What is the Association of PVO Financial Managers?

The Association of PVO Financial Managers began over 30 years ago. The Association has a membership of approximately 200 organizations. Members range in size from the very large (CARE, World Vision, Save The Children) to the very small.

The Association is committed to improving the professional capabilities of staff in PVOs and NGOs. Toward that end the Association organizes workshops for the NGO/PVO community on USAID Rules and Regulations, OMB Circulars, Grant and Contract Compliance issues, Indirect Costs, and basic financial management. In addition, the Association compiles an annual indirect cost survey, a periodic newsletter, and advocates for PVOs and NGOs on issues of importance to appropriate regulatory agencies.

Focus is on the particular needs and concerns of international development/relief groups. The Association is a small non-profit. It is funded by membership dues, fees for workshops and in kind contributions from its members. The Association's large number of members attests to the relevance and importance of the organization to the PVO/NGO community. Over the past seven years, the Association has held similar workshops in Kenya, Mali, Thailand, The Philippines, Hungary, India, The Dominican Republic, Bangladesh, Burkina Faso, El Salvador, and Russia . These workshops have been very favorably received. (See excerpts from evaluations above)

Earn CPE Credits:

For Certified Public Accountants wanting to earn CPE's, The Association of PVO Financial Managers is registered with the National Association of State Boards of Accountancy* as a sponsor of continuing professional education on the National Registry of CPE Sponsors. Participants at the workshop will earn 8 CPE credits for each day of the Workshop (for a total of 24 for the three days) and receive a certificate of attendance. The course level is intermediate. No advance preparation is required. No prerequisites.

*For Certified Public Accountants wanting to earn CPE's, The Association of PVO Financial Managers is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to NASBA, 150 Fourth Avenue North, Suite 700, Nashville, TN 37219-2417, (615) 880-4200. Participants of this workshop will earn 8 CPE credits.

Cancellation Policy

Workshop fee payment is due no later than two (2) weeks before the start of a workshop. There will be a charge for cancellation: $100 until two (2) weeks before the workshop and full fee for a cancellation within two (2) weeks of the workshop. Substitutions may be made at any time without penalty.