MULTI-PARTNER TRUST FUND OFFICE
Efficiency | Transparency | Accountability
Peacebuilding Fund
Guidance for IRF and PRF
Project Extensions (Cost or
No-Cost)
Overview
The Peacebuilding Support Office (PBSO) and the MultiPartner Trust Fund Office (MPTF Office) of UNDP, as
Administrative Agent (AA) of the PBF, have further elaborated the process and templates for IRF project costextension requests as described in the 2013 PBF guidelines
and in accordance with the Memorandum of Understanding
(MOU) signed between the Recipient UN Organizations
(RUNOs) and the AA of the Fund.
IRF projects should normally be completed and operationally closed within 18 months of the initial receipt of funds. If,
however, it is anticipated that the project cannot achieve its
planned results or respond to immediate emerging needs
within its allotted budget and/or time span, exceptionally a
request for a cost or a no-cost extension can be requested to
the PBSO at least three months prior to its expected closure.
Informally, discussions may be initiated between the field
and PBSO to gauge the likely level of support for an extension/ revised proposal. The aim of these discussions is to
ensure, as far as possible, that the proposition is in line with
the strategic principles for IRF funding.
Steps for Project Extension
Procedures for the IRF project extension follow the regular
project approval process but use specific templates (see links
to templates below). The below steps are to be followed. If
it is a no-cost extension, only steps 1 to 3 and 6 are followed
and the submission is noted as a no-cost extension.
1. RUNOs revise the project document and highlight
the new emerging needs based on lessons learned
and performance from the first phase. The revised
proposal will contain at least a revised result framework, activity logframe and budget;
2. The revised project document is reviewed by the
PBSO Proposal Appraisal Committee (PAC) against
the strategic criteria and project specific criteria set
for the IRF in the PBF Guidelines;
3. Based on the PAC recommendation, the extension
is approved or not by the Head of PBSO. In the
event it is approved, PBSO transfers the submission
form and the revised project document to the
MPTF Office.
4. The MPTF Office reviews the revised project document to ensure compliance with the provisions of
the PBF MOU and the Standard Administrative Arrangements with donors. It then proceeds with the
transfer and payment notification to the RUNOs,
using the same programme reference number. The
project factsheet webpage in the GATEWAY reflects the cost extension and is updated with the
new details.
5. The RUNOs apply the additional funds to the Separate Ledger account initially established for the project.
6. Regular narrative and financial reporting requirement applies for the new total allocation/ total duration of this specific IRF project.
Links to Required Templates
 2013 PBF Guidelines
[http://mptf.undp.org/document/download/XXX]
 IRF revised project document Template
[http://mptf.undp.org/document/download/XXX]
 IRF Submission form Template for cost extension
PBSO, Peacebuilding Support Office 730 Third Avenue, 7th Floor New York, NY 10017, USA URL: .unpbf.org
MPTF Office, Bureau of Management, UNDP, 730 Third Avenue, 20th Floor, New York, NY 10017, USA URL: mptf.undp.org
[http://mptf.undp.org/document/download/XXX]
For more information visit: unpbf.org and mptf.undp.org.
Steps for Project Cost / Non-Cost -Extension
PBSO, Peacebuilding Support Office 730 Third Avenue, 7th Floor New York, NY 10017, USA URL: mptf.undp.org
MPTF Office, Bureau of Management, UNDP, 730 Third Avenue, 20th Floor, New York, NY 10017, USA URL: unpbf.org