Project Manual of the Asian Forest Cooperation Organization - Annex 3 - Decision 7-I-18 R

Sep 13, 2026

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Project Manual of the Asian Forest Cooperation Organization (AFoCO) provides comprehensive guidance for all stakeholders involved in project management. It outlines the project manual scope, key definitions, project types, management flow, proposal concepts, appraisal and approval processes, and requirements for funding and fiscal arrangements. The manual also covers legal arrangements such as MOU, project inception, steering and implementation procedures, monitoring and evaluation, suspension and termination conditions, financial audits, and final completion and dissemination. Annexes include multiple templates for documents throughout the project cycle.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages89

Reading Time31 min

AccessFree to download

Introduction

Scope of the Project Manual

Definition of Terms

Project Types and Management Flow

Regular Project

Pre-Project

Approval Process of Projects

Project Proposal

Project Concept Note

Formulation of Project Proposal

Submission of Project Proposal

Project Appraisal

Expert Pool for Project Review

Project Appraisal Panel

Appraisal Procedure

Grading Systems

Modification and Re-submission of Proposal

Project Approval

Project Funding

Fiscal Year and Official Currency

Funding

Project Sunset

Approved Project Without Full Fund Commitment

Funded Projects With Pending Implementation

Notification of Sunset

Legal Arrangement

Memorandum of Understanding (MOU)

Other Contracts and Legal Arrangements

Project Inception

Project Steering Committee

Project Implementation

Annual Work Plan and Budget

Budget Request

Regular Reports

Financial Report

Mid-Year Report

Annual Report

Special Report

Procurement of Goods and Services

Revision of Work Plan and Budget

Management of Project Personnel

Project Extension

Project Monitoring and Evaluation

Monitoring

Evaluation

Project Suspension

Conditions for Suspension

Procedures for Suspension

Lifting Suspension

Project Termination

Conditions for Termination

Procedure for Termination

Financial Audits

Project Completion

Final Coordination and Evaluation Meeting

Completion Report

Closure of the Project

Dissemination of Project Accomplishments

Annex 3 ( Decision 7-I-18 R) Project Manual of the Asian Forest Cooperation Organization Project Manual CONTENTS 1. INTRODUCTION 1 1.1 SCOPE OF THE PROJECT MANUAL 1 1.2 DEFINITION OF TERMS 1 2. PROJECT TYPES AND MANAGEMENT FLOW 2 2.1 REGULAR PROJECT 2 2.2 PRE-PROJECT 2 2.3 APPROVAL PROCESS OF PROJECTS 3 3. PROJECT PROPOSAL 5 3.1 PROJECT CONCEPT NOTE 5 3.2 FORMULATION OF PROJECT PROPOSAL 6 3.3 SUBMISSION OF PROJECT PROPOSAL 7 4. PROJECT APPRAISAL 7 4.1 EXPERT POOL FOR PROJECT REVIEW 7 4.2 PROJECT APPRAISAL PANEL 8 4.3 APPRAISAL PROCEDURE 8 4.4 GRADING SYSTEMS 8 4.5 MODIFICATION AND RE-SUBMISSION OF PROPOSAL 9 5. PROJECT APPROVAL 10 6. PROJECT FUNDING 10 6.1 FISCAL YEAR AND OFFICIAL CURRENCY 10 i Project Manual 6.2 FUNDING 10 6.3 PROJECT SUNSET 10 6.3.1 APPROVED PROJECT WITHOUT FULL FUND COMMITMENT 10 6.3.2 FUNDED PROJECTS WITH PENDING IMPLEMENTATION 10 6.3.3 NOTIFICATION OF SUNSET 11 7. LEGAL ARRANGEMENT 11 7.1 MEMORANDUM OF UNDERSTANDING ( MOU) 11 7.2 OTHER CONTRACTS AND LEGAL ARRANGEMENTS 11 8. PROJECT INCEPTION 12 9. PROJECT STEERING COMMITTEE 12 10. PROJECT IMPLEMENTATION 12 10.1 ANNUAL WORK PLAN AND BUDGET 13 10.2 BUDGET REQUEST 13 10.3 REGULAR REPORTS 13 10.3.1 FINANCIAL REPORT 13 10.3.2 MID-YEAR REPORT 14 10.3.3 ANNUAL REPORT 14 10.4 SPECIAL REPORT 14 10.5 PROCUREMENT OF GOODS AND SERVICES 14 10.6 REVISION OF WORK PLAN AND BUDGET 14 10.7 MANAGEMENT OF PROJECT PERSONNEL 15 10.8 PROJECT EXTENSION 15 11. PROJECT MONITORING AND EVALUATION 15 11.1 MONITORING 15 ii Project Manual 11.2 EVALUATION 16 12. PROJECT SUSPENSION 17 12.1 CONDITIONS FOR SUSPENSION 17 12.2 PROCEDURES FOR SUSPENSION 17 12.3 LIFTING SUSPENSION 18 13. PROJECT TERMINATION 18 13.1 CONDITIONS FOR TERMINATION 18 13.2 PROCEDURE FOR TERMINATION 18 14. FINANCIAL AUDITS 19 15. PROJECT COMPLETION 20 15.1 FINAL COORDINATION AND EVALUATION MEETING 20 15.2 COMPLETION REPORT 20 15.3 CLOSURE OF THE PROJECT 20 15.4 DISSEMINATION OF PROJECT ACCOMPLISHMENTS 21 ANNEX 1. TEMPLATE FOR PROJECT CONCEPT NOTE 22 ANNEX 2. TEMPLATE FOR PROJECT PROPOSAL 26 ANNEX 3. TEMPLATE FOR PRE-PROJECT PROPOSAL 40 ANNEX 4. TEMPLATE FOR GRADING SHEET FOR PROJECT APPRAISAL 42 ANNEX 5. TEMPLATE FOR PROJECT MEMORANDUM OF UNDERSTANDING 44 ANNEX 6. TEMPLATE FOR RULES OF PROCEDURES AND MEETING REPORT OF PROJECT STEERING COMMITTEE 50 iii Project Manual ANNEX 7. TEMPLATES FOR ANNUAL WORK PLAN AND ANNUAL BUDGET 54 ANNEX 8. TEMPLATE FOR BUDGET REQUEST 56 ANNEX 9. TEMPLATE FOR FRONT PAGE OF THE DOCUMENTS 58 ANNEX 10. TEMPLATE FOR FINANCIAL RECEIPT AND ATTENDANCE SHEET 60 ANNEX 11. TEMPLATE FOR FINANCIAL REPORT 62 ANNEX 12. TEMPLATE FOR MID-YEAR REPORT 68 ANNEX 13. TEMPLATE FOR ANNUAL REPORT 72 ANNEX 14. TEMPLATE FOR COMPLETION REPORT 78 iv Project Manual 1. Introduction 1. 1 Scope of the Project Manual This manual provides guidelines for all stakeholders for management of projects under the Asian Forest Cooperation Organization (AFoCO) . Stakeholders include, among others, the National Focal Point ( NFP) , the Secretariat, project implementers, consultants, suppliers of goods and services, monitoring team, evaluation team, and financial auditors. The manual exemplifies procedures and methodologies to be applied in the project management process from the stage of concept note development until closure of the project. If deemed necessary, the Assembly of AFoCO can overrule and make separate guidelines for specific projects. Joint projects with other institution(s) or organization(s) should generally follow the basic principles of this manual. 1.2 Definition of Terms For applying this manual: a) “AFoCO” means the Organization established under the Agreement on the Establishment of the Asian Forest Cooperation Organization (AFoCO) . b) “Assembly” means the highest decision-making organ of AFoCO comprising representatives appointed by

FAQs

What is the purpose of this AFoCO Project Manual for stakeholders?

It provides guidelines for stakeholders to manage AFoCO projects across the full lifecycle, from project concept note development through closure.

How are projects proposed and approved under the manual?

Projects are normally proposed by member countries through the NFP and then approved by the AFoCO Assembly.

What documents and procedures are involved in project proposal appraisal and approval?

The process includes submission of a project concept note and project proposal for appraisal, evaluation by a project appraisal panel, and then subsequent approval by the Assembly.

Sep 13, 2026

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