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Direct Financing of Communities

Tanzania Social Action FundParticipatory, demand responsive projects aim to achieve sustainability of services at the local level by incorporating institutional mechanisms that ensure community control of decisions and resources during all stages of the subproject cycle. These projects can be broadly classified as local infrastructure (e.g., schools, health centers, water supply and sanitation, electrification, local roads, small bridges), social services (e.g., day care centers, orphanages, schools, health posts) and productive subprojects (e.g., small-scale community agro-processing, communal tractors, minor irrigation schemes).

This section focuses on the design of programs providing direct financing to communities.  It describes one particular set of arrangements – those where the responsibilities for managing financial resources and contracting service providers is vested in community organizations.

Direct financing of communities is a process by which a funding agency (e.g., social fund, sector line agency, or local government) provides funds directly to communities responsible for managing the implementation of subprojects.  A community includes groups of individuals living in close proximity to each other and/or other social groups, grassroots entrepreneurs, or associations able to identify a need and come together to access project funds. The size of the community varies depending on the type of subproject and includes people from all areas that make direct use of the subproject.  The community is usually represented by some form of community-based organization or local project committee.  Therefore it is not the “community” per se that enters into a contract with the funding agency, but the group representing that community.

Key Cycle Stage

Institution & Activities Taken

 

Community

Implementing Entity
(Project Management Commmittee)

Local Government
(if it is not the funding agency)

Funding Agency 

Preparation

Identify and prioritise needs
Elect project management committee
Plan project and prepare application including maintenance planRaise awareness among local leaders/communities Assist community with preparing projectDevelop overall information and education campaign targeting key stakeholders including contractors/suppliers and local leaders
  Agree on community contribution and project plansDevelop community contribution planAgree on local govt. contribution and maintenance plan

Develop annual program of support to communities
Develop procedures and policies for implementation of subprojects

  Confirm understanding of project costs/benefitsSubmit application for fundingConduct desk appraisal/Coordinate with local development plansFacilitate technical review of subproject proposals (desk/field)
  Participate in field appraisalPresent project plan at field appraisalParticipate in field appraisal
Approve subproject proposal
Final approval of subproject proposal

Implementation

Mobilize community contributionMonitor community contributionProvide capacity building and training for community/local leadersDevelop and implement capacity building and training for key stakeholders
  Attend project launch ceremonyOrganize project launch ceremony
Sign financing agreement
Participate in project launch ceremonySign financing agreement
  Attend subproject meetings
Monitor project mgmt. committee Monitor subproject implementation
Manage and supervise project implementationTrain project management committee membersFacilitate procurement of goods/services at community level (maintain unit cost database, list of pre-qualified contractors, develop standard designs)
  Monitor accounting of subproject funds Monitor project implementationVerify subproject expenditures
  Monitor procurement of materials/services Ensure that audits (internal/external)
are conducted
Handle accounting of subproject funds
Engage auditors (internal or external) for audit review of financial reports
Provide technical supervisionFacilitate timely financial disbursements to communities Provide/Coordinate tecimical supervision visits
Oversee procurement of materials/services
    Procure materials/servicesResolve conflicts as necessaryMonitor operations against targets
   Contract independent technical supervisionFoster effective working relationship between communities and local level institutionsAppraise and monitor subprojects/review progress reports
    Contract labor (skilled and unskilled)  Carry out internal audits/contract external audits
    Report to community, local government and funding agency  Update relevant implementation manuals
    Day-to-day monitoring of project implementation   

Completion

Agree on maintenance plan and feesPut in place maintenance plan and feesEnsure implementation of maintenance plan and feesEnsure implementation of maintenance plan and fees
  Attend inauguration ceremonyOrganize inauguration ceremonyCertify completed projectsCertification of completed project
  Maintain project assets after completion (ensure maintenance committee/fund is in place)Sign off on completed projectsSign off on completed projectsSign off on completed projects Ensure maintenance committee/fund is in place)

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