This procedure defines the processes for implementing, updating, maintaining, and disseminating the MoP. It ensures consistency, compliance, and relevance by defining version control, amendment approval, and validation processes, ensuring that updates are reviewed, approved, and communicated to all relevant stakeholders.

For the MoP (Procedures and Annexes) to be applicable, it must be validated by the Technical Assistance (authorised representative), approved by the Bureau Finance Head or designated representatives in each Region, and receive no objection from the AFD.

Implementing Document records the dates of approval for the MoP, new Annexes, updates to Procedures, as well as the current versions in use.

For additional Procedures and Annexes, or updates, to be applicable, they follow the same process with also the approval of the Administrative Assistance once recruited¹⁾.

For the Implementing Documents to be applicable, they must be validated by the Technical Assistance (authorised representative), Administrative Assistance once recruited (authorised representatives) and approved by the RTF Coordinators of the relevant Bureau. Both Bureaus must approve the administrative and financial aspects of the Implementation Documents.

This MoP will come into effect on the Signing Date and remain in effect until the deadline for the Use of Funds. Expenses may only be incurred and considered as eligible once the relevant Annexes have been finalised and validated through a non-objection notice from the AFD agency. The list of the relevant Annexes required per each category of expenses is presented in Annex Annex AS5 – A1.

The MoP must be signed and validated as a prerequisite for the disbursement of the first instalment, however, additional Annexes canbe jointly prepared by the Regions and the Technical Assistance within one year of the MoP’s signature.

The MoP applies to all relevant stakeholders involved in the PROCEED program’s implementation.

The entire MoP (Procedures, Annexes), along with the Implementing Documents, shall be in English. The Amharic translation is for reference only. In case of any discrepancy, the English version shall prevail.

The MoP shall be disseminated among all members of the Regional and Zonal Technical Steering Committees (Annexe Annex GOV1 – A1) and Task Forces (Annexe Annex ADM3 A1). Its dissemination shall be performed using methods that ensure traceable receipt²⁾.

The RTF Coordinators are responsible for the maintenance and adaptation of the MoP, with the support of the Administrative and Technical Assistances.

Each procedure and annex can be updated separately, with its own versioning.

Implementing Document lists the current version of each Procedure and Annex, along with the date of the revision.

This approach eliminates the need to redistribute the entire MoP whenever updates occur—only the revised Procedures or Annexes are shared. Each time an update is issued, the “Version Tracking” Annex must be attached with the modified Procedures or Annexes to ensure clarity on the latest applicable versions and their modification dates.

For auditing purposes, the date of the expense will serve as the reference to determine the relevant version of the MoP. Previous versions will be archived for reference and compliance purposes. Based on this date, the correspondence can be found in the “Version tracking” Annex.

The MoP (Procedures and Annexes) is binding for all PROCEED actors and may be amended in the following cases:

• To improve procedures for more efficiency and effectiveness;
• When organisational changes justify an adjustment to procedures;
• When new regulations require an update to the MoP and its procedures.

Any amendments must comply with Ethiopian legislation and AFD requirements. Modifications only become applicable once approved, as outlined in paragraph “b. Coming into effect of the MoP and of the Implementing Documents”

The updated version shall be disseminated in accordance with paragraph “f. Dissemination”

The monitoring of non-conformities serves as a quality control tool for PROCEED program’s management and helps identify potential gaps in the MoP. A Nonconformity Form for recording deviations and corrective actions is available in Annex Annex DOC1 – A1. This form is used to document instances where operations do not fully comply with the MoP’s procedures and to track the corrective actions taken. It also serves as a basis for justifying amendments to the MoP or its Implementing Document.

Non-conformities are recorded by the RTF coordinator, with support from the Technical and Administrative Assistance.