SUB-RECIPIENT SELF-ASSESSMENT

SUBRECIPIENT LEGAL NAME: BIRHAN INTEGRATED COMMUNITY DEVELOPMENT

ORGANIZATION

MAILING ADDRESS (include country where located): -

TELEPHONE (include all country and city codes):

+251966359541

FAX NUMBER: -

E-MAIL: bicdo345@gmail.com

Tax ID No.(If applicable): -

DUNS Number (If applicable): -0188

Registered in SAMS: Yes

Incorporated or founded in: (location/date): 1995, ADDIS ABABA, ETHIOPIA

Expiration date of current registration: 2030

Fiscal year (month/date):

INSTRUCTIONS- Accepting an award from Project HOPE creates a legal duty for the sub-recipient to use the
funds according to the award agreement and U.S. federal regulations. Project HOPE is responsible for monitoring
the programmatic, financial and conflict of interest (COI) status of its sub-recipients.

Each question must be answered as completely as possible, using extra pages if necessary, and must be answered in
English.

The purpose of this Questionnaire is to provide Project HOPE with information needed to assess the adequacy of
the financial and accounting systems of your organization and to assess the need for assistance to ensure
accountability of any sub-award issued. This questionnaire is intended to ensure that a sub-recipient possesses the
following capabilities:

 Sound internal controls that provide reasonable assurance that the use of funds provided by Project HOPE
will be used consistent with laws, regulations, and award terms
 Ability to safeguard resources against waste, loss and misuse
 Ability to obtain maintain and fairly disclose reliable data in reports

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I. GENERAL INFORMATION
I-A) Type of Legal Entity (select one):

Non-profit / Non-governmental organization

I-B) Is your organization incorporated or legally registered within the country of operations [Ethiopia]? If no, please
explain. If yes, please supply a copy of your current registration certificate with this Questionnaire.

YES

I-C) Please list the names of the chief executive officers or senior leadership of your organization. This may include the
following positions: President, Chief Executive Officer, Executive Director, Chief Finance Officer:

JEMAL ABEDELA, EXECUTIVE DIRECTOR

I-D) List the number of employees your organization has (by category):
Full-time Employees: 10
Part-time Employees: 12
I-E) Has your organization previously received sources of U.S. Government funding in the past three years, or is
currently receiving? If yes, please provide the below details. For multiple awards please copy and paste the requested
information for the most recent three (3) projects. NO

Name of US Federal Agency

Name & contact information of
representative of donor/prime
Amount
Grant Period
Prime Recipient (if not your
organization)
Start Date & End Date
Location of Implementation
Brief Program Description

I-F.1) Did your organization expend US$ 300,000 or more of U.S.

Yes:
Government funding during the organization’s previous fiscal year?
I-F.2) If yes, did your organization complete a U.S. Government Award
Yes:
audit?

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 II. INTERNAL CONTROLS
Internal controls are procedures that ensure that: 1) financial transactions are approved by an authorized individual and
follow laws, regulations and the organization's policies, 2) assets are kept safely, and 3) accounting records are
complete, accurate and maintained on a regular basis. Please complete the following questions concerning your
organization's internal controls:
II-A) Does your organization have written human resources policies and procedures?

YES
II-B) Does your organization has written job descriptions for all employees along with written letters or contracts
which include the employee’s salary? If not, please explain how you manage employee compensation?

YES
II-C) Does your organization have written conflict of interest policies that are signed by all employees? If no,
please explain how you manage avoidance of conflict of interest.

YES
II-D) Please describe your method of documenting and allocating time for each paid employee working on a
specific project in an implementing office:

TIME SHEET AND ACTIVITY LOG

II-E) Please describe your process and method of dispersing pay to employees:

Performance-Based Pay AND Market-Based Pay

II-F) Please describe any segregation of duties in your implementing offices between those persons making
payments for expenses, and those authorizing such expenditures, and those recording such transactions in an
accounting system:
Persons making payments for expenses- Persons authorizing expenditures- Persons recording transactions in the
accounting system
II-G) Please describe the controls implemented by your organization to prevent the expenditure of funds in excess
of approved budgeted amounts:

Segregation of Duties and Regular Budget Monitoring

III. ACCOUNTING SYSTEM

The purpose of an accounting system is to: 1) accurately record all financial transactions, and 2) ensure that invoices,
timesheets and other documentation support all financial transactions. The type of accounting system often depends
on the size of the organization. Some organizations may have computerized accounting systems, while others use a
manual system to record each transaction in a ledger. In either case, award funds must be properly authorized, used
for the intended purpose and recorded in an organized and consistent manner, and timely and accurately reported to
Project HOPE.
III-A) Does your organization have written accounting policies and procedures? If no, please explain how
transactions are recorded, cash disbursements are made, and account system is managed.

yes
III-B) Please describe the accounting system you use, including name of product system. If you use a manual
system please describe the ledgers you use. peachtree

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 III-C) Please describe how your accounting records separate the receipts and payments of a specific award from
the receipts and payments of your organization's other activities?
we establish separate accounts or funds to track the financial transactions related to the specific award and additionally,
we use unique identifiers or codes to distinguish the award-related transactions from other activities within our
organization.
III-D) Please describe how your accounting records record expenditures on the award according to budget
categories such as salaries, supplies, travel and equipment?

In our accounting records, we separate the expenditures related to the award according to specific budget categories.
This helps us track and analyze how the funds are being utilized and additionally we follow specific guidelines and
instructions provided by the relevant regulations.
III-E) Please describe the documentation you will use to accompany all payments made from award funds:

We use documentation such as invoices, receipts, or purchase orders. These documents provide evidence of the goods
or services received and support the legitimacy and accuracy of the payments.
III-F) How will you record and reconcile grant funds that are advanced to you?
we follow established procedures and best practices. Firstly, we maintain detailed records of the funds received and
returned, as well as the grants or loans originated and disbursed. This includes recording the description, cost, purchase
date, source of funding, location, and condition of any properties or assets acquired with the grant funds.
In terms of reconciliation, we will regularly compare our financial records with the grant agreement and any reporting
requirements outlined by the grantor. Reconciliation can be both internal and external.

IV. AUDITS
Project HOPE may require an audit of your organization's accounting records. An audit is a review of your
accounting records by an independent accountant who works for an accounting firm as to whether the information
presented, including your financial statements, is correct and free of material misstatements. Please provide the
following information on prior audits of your organization.
IV-A) Do you have an audited financial report? If no, what are the reasons (local conditions, laws, or
institutional circumstances) that would prevent an independent accountant from performing an audit of your
organization?

yes

V. COST SHARE
Cost share is an important element of the donor-recipient relationship and is a requirement for this award.
Recipients are required to contribute resources from their own, or other sources for implementation and account for
them in the same manner as grant expenditures.

V-A) Has your organization previously been responsible for cost share, and if so, how did you meet the
requirement?

Yes, we are using resource mobilizing to raise some fund with crowd as well as door to door raise.

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VI. SUB-RECIPIENT MONITORING
A Sub-recipient administering a Project HOPE sub-grant and paying funds to other organizations must have the ability
to monitor the other organization’s activities. Monitoring may include reviewing expenditure documentation,
reviewing and/or compiling financial and narrative reports, providing advice and assistance, performing site visits, and
consulting with Project HOPE when problems are found.
VI-A) Do you have written procedures for monitoring your sub-recipients? If you do not have written procedures,
describe how your organization will monitor the sub-recipients:

yes

VII. COMPLIANCE & SPECIAL CONSIDERATIONS

IX-A) Does your organization engage in lobbying or political activity? No:

IX-B) Your organization agrees that it does not perform or actively promote
abortion as a method of family planning and will not provide financial
support to any other NGO that conducts such activities and will so certify in Yes:
a potential sub-agreement consistent with US Federal government
requirements.

CERTIFICATION: I hereby certify under penalty of perjury that the foregoing is true and accurate:

Name: JEMAL ABDELA

Title: EXECUTIVE DIRECTOR

Email Address: jemal.abdela424@gmail.com

Date: JULY4, 2023

Phone Number: +251966359541

Signature: