Agreement between AMREF Kenya and AMREF NL

Agreement between AMREF in the Netherlands and AMREF in Kenya The present agreement concerns the project ‘Alternative Rites of Passage in Kenya and Tanzania’. The funding of this programme by AMREF Netherlands is made possible through the financial contribution of the Dutch Postcode Lottery. For implementation in Kenya, this project builds on the ‘Strengthening Community Health Systems to Improve the Maternal Newborn and Child Health Outcomes in Samburu County, Kenya’ project, as well as the ‘Unite for Body Rights in Kenya’ project. The purpose of this agreement is to establish the terms of collaboration between AMREF in the Netherlands and AMREF in Kenya and the roles and responsibilities of each. This agreement may be modified at any time, provided that such modification is by mutual consent and in writing. Concerning documentation Attached to this agreement is a set of documents related to the project: -

Narrative proposal Logical framework Budget Reporting guidelines Project brief

These documents shall be regarded as binding for all parties. Objectives, activities, outputs, responsibilities and implementation plan are described in these documents. If any adjustments are to be made to these documents, either party will inform the other party/parties in advance and as soon as possible. Should a (additional) back donor be found after the signing of this agreement, all information and necessary changes to reporting or other commitments will be communicated as soon as possible. Those responsible for reporting on the programme/project will be expected to honour the requirements of a new/additional back donor. Project period The project will be implemented during a periode of 3 years, starting in July - 2013, and ending in June – 2016. Concerning budget and payments The total (approved) budget for this project in Kenya and Tanzania is € 1.904.651. For Kenya, the total (approved) budget is € 1.311.201. The contribution of AMREF in the Netherlands will be transfered in 4 tranches following the planning below. AMREF in the Netherlands will receive a detailed budget from AMREF in Kenya for the expenditure per year in advance and as soon as possible. If any changes are to be made to this budget during the project period, AMREF in the Netherlands will be informed in advance and as soon as possible. Year AMREF NL

Tranche (amount in €)

Month of payment

2013 2014 2015

€ 496.933 € 332.671 € 350.477

July 2013 September 2014 September 2015

Page 1 from 4

Agreement between AMREF Kenya and AMREF NL

201

Total contribution (€)

€ 131.120

October 2016 (final payment, 10%)

€ 1.311.201

AMREF in the Netherlands can postpone payments until further notice in case the responsible for the programme (country director or other) is not able to deliver reports and/or deliverables according to planning and formats. Concerning reporting Responsible for the programme(country director or other) shall provide AMREF in the Netherlands with full information on the progress of the programme. To that end, the responsible for the programme (country director or other) will draw up bi-annual narrative and financial reports. Every narrative report will provide a complete account of all aspects of implementation for the period covered and will match with the enclosed project documents. See for specific details concerning the narrative reporting the enclosed reporting guidelines. The financial report will give an elaborated overview of the expenditures on the contributions made by AMREF in the Netherlands, based on the detailed budget.The report will be in Excel-format and contains an audit trail for all expenditures reported on. Each year responsible for the programme (country director or other) will submit a detailed activity plan for the following year before the 1st of June. See the schedule below for more specific information on reporting dates. Kind of report Progress report (narrative and financial) last 6 months Activity plan for year 2 Progress report (narrative and financial) last 12 months Progress report (narrative and financial) last 6 months Activity plan for year 3 Progress report (narrative and financial) last 12 months Progress report (narrative and financial) last 6 months Progress report (narrative and financial) last 12 months Final report and end-evaluation

Frequency Bi-annually Annually Bi-annually Bi-annually Annually Bi-annually Bi-annually Bi-annually

Deadline 15th of February 2014 1st of July 2014 15th of September 2014 15th of February 2015 1st of July 2015 15th of September 2015 15th of February 2016 15th of September 2016 15th of October 2016

The responsible for the programme(country director or other) will contribute, participate and coordinate when needed the following joint activities (including support for implementation of the communication campaign in the Netherlands, as also found in the attachments to the contract) with the office of Tanzania and the Netherlands: -

Combined programme launch Development of overall BCC strategy Leraning exchange on 4S model Develop advocacy and exit strategy Page 2 from 4

Agreement between AMREF Kenya and AMREF NL

-

Operation research & thematic learning Documentation video Biannual review meetings

Based on the reports prepared by AMREF in Kenya, AMREF in the Netherlands will draw up narrative and financial reports to the Dutch Postcode Lottery, in accordance with the requirements of this donor. AMREF in the Netherlands may request additional information, both narrative and financial,at any time during implementation of the project. Concerning monitoring The responsible for the programme (programme director) is willing to host the AMREF Netherlands programme officer in the project area and country office, when needed, at least once a year for monitoring visits. The visits will preferably take place according to a pre-communicated schedule, which will be set up in cooperation with the Country Office.. Visits will be announced a minimum of one month in advance. Apart from assisting with setting up the reports and monitoring protocols, these visits can also serve objectives such as: discuss lessons learned and necessary changes, evaluate the collaboration, discuss future activities and preparation of activity plan. Visits may include a visit from the Dutch Postcode Lottery, media and journalists, supporting the project (incl. Communication plan). Evaluations As described in the project documentation a formal baseline will take place, as well as a final evaluation at the end of the project. AMREF in the Netherlands and AMREF Kenya will agree on the Terms of Reference of the evaluations, and AMREF in the Netherlands will receive the evaluation reports. Sanction policy AMREF in the Netherlands has a sanction policy which comes into effect in the case of late or inadequate reporting both narrative and financial, and in the case of deviations in project execution or implementation of systems and procedures. Details of this sanction policy are available upon request. All further payments in relation to the project in question and all ongoing procedures in relation to the approval of new funding for the country office in question will be deferred as soon as AMREF Netherlands requests involvement of Head Quarters. Concerning withdrawal by AMREF in the Netherlands AMREF in the Netherlands is eligible to withdraw from this agreement when: - AMREF in the Netherlands is faced with serious financial problems, which make it impossible to guarantee (complete) further funding of this project. The problems will be explained in detail to AMREF in Kenya, and further funding by AMREF in the Netherlands will be terminated and/or reduced by the end of the current year, with a minimum term of notice of three months. - In case of Dutch Postcode Lottery deciding to terminate its contribution to this project. - AMREF in Kenya does not send any reports and/or does not reach the set deliverables and/or does not implement the programme in accordance to the annexed documents, without agreement between AMREF in the Netherlands and AMREF in Kenya on the justification for non-delivery. Page 3 from 4

Agreement between AMREF Kenya and AMREF NL

Concerning signing of the agreement: This agreement will be signed by the Director of AMREF in Kenya and the Director of AMREF in The Netherlands, and subsequently, one copy will be kept by AMREF in Kenya and AMREF the Netherlands, and one copy will be send to AMREF Headquarters.

Date: ………………………

Date: ………………………

Drs Jacqueline G.A.M. Lampe

Lennie Bazira

Director AMREF Flying Doctors

Director AMREF in Kenya

The Netherlands

Kenya

…………………………………

…………………………………

Page 4 from 4