Improvement of Community Based-Protection Project for Displaced Population in the Northern Corridor

1. Summary

On 5 October 2026, JASMAR Human Security Organization conducted a training workshop at its office in Wadi Halfa, Northern State, under the project titled "Provision of Grant to FPDLOs." The workshop targeted representatives of two local organizations: Education for All (EFA) and Wadi Halfa Emergency Organization (EMG).

The training aimed to strengthen the institutional and operational capacities of the participating organizations to ensure effective grant management, sound financial practices, efficient logistical operations, and compliance with administrative and human resource procedures.

The workshop covered four main thematic areas: Programme Management, Finance, Logistics, and Human Resources and Administration (HR & Admin). The sessions focused on enhancing participants' understanding of project planning and implementation, financial accountability, budget management, procurement procedures, asset management, personnel administration, documentation, and reporting requirements.

The workshop also emphasized the importance of transparency, accountability, proper documentation, internal controls, and compliance with organizational policies and donor requirements throughout the implementation of grant-funded activities.

Overall, the training provided an opportunity for the participating organizations to strengthen their knowledge of essential operational procedures and improve their readiness to manage grant-funded projects effectively and responsibly.

2. Background

Local organizations play a vital role in delivering humanitarian assistance and responding to the needs of vulnerable communities. Effective grant management requires more than the implementation of planned activities; it also depends on sound programme management, transparent financial procedures, appropriate procurement and logistics systems, and effective human resource and administrative practices.

Recognizing the importance of these institutional capacities, JASMAR Human Security Organization organized this training workshop under the project "Provision of Grant to FPDLOs." The workshop was designed to support Education for All (EFA) and Wadi Halfa Emergency Organization (EMG) in strengthening their internal systems and improving their ability to manage project resources in accordance with established procedures and accountability standards.

3. Objectives of the Workshop

The main objectives of the training were to:

• Strengthen the programme management capacities of the participating organizations.
• Improve understanding of project planning, implementation, monitoring, and reporting.
• Enhance financial management, budgeting, expenditure tracking, and financial reporting skills.
• Improve knowledge of procurement, logistics, inventory management, and asset control.
• Strengthen human resource management and administrative procedures.
• Promote transparency, accountability, and compliance with organizational policies and donor requirements.
• Improve documentation and recordkeeping practices to support monitoring, verification, and auditing.
• Enhance coordination and communication between programme and support departments.

4. Training Topics and Key Areas Covered

4.1. Programme Management

The programme management session focused on the key stages of project implementation, from planning and activity scheduling to monitoring and reporting.

Key areas included:

• Project planning and activity scheduling.
• Understanding project objectives, expected results, outputs, and indicators.
• Developing and following activity work plans.
• Monitoring project progress against approved plans.
• Preparing activity reports and documenting implementation progress.
• Identifying implementation challenges and proposing corrective actions.
• Maintaining appropriate supporting documentation for project activities.
• Strengthening coordination between programme teams and operational support departments.
• Ensuring that project activities remain aligned with approved proposals and donor requirements.

4.2. Finance and Financial Management

The finance session focused on strengthening financial accountability and ensuring that grant funds are managed transparently, accurately, and in accordance with approved budgets and financial procedures.

Key areas included:

• Understanding approved project budgets and budget lines.
• Budget monitoring and expenditure tracking.
• Financial planning and forecasting.
• Cash management and payment procedures.
• Preparing payment requests and maintaining supporting documents.
• Reviewing invoices, receipts, payment vouchers, and other financial records.
• Maintaining accurate financial records and filing systems.
• Preparing financial reports and expenditure summaries.
• Understanding budget variances and the importance of explaining deviations.
• Ensuring that expenditures are eligible, authorized, and supported by appropriate documentation.
• Strengthening internal controls and preventing errors or unauthorized expenditure.
• Promoting transparency, accountability, and readiness for financial verification and audits.

4.3. Logistics and Procurement

The logistics session addressed the procedures required to ensure that goods and services are procured efficiently, economically, transparently, and in accordance with applicable organizational policies.

Key areas included:

• Understanding procurement planning and requisition procedures.
• Preparing purchase requests and specifications.
• Obtaining and comparing quotations in accordance with applicable procurement thresholds.
• Conducting transparent supplier selection and documenting procurement decisions.
• Preparing purchase orders and maintaining procurement files.
• Verifying the receipt and quality of goods and services.
• Managing inventory, stock records, and warehouse documentation.
• Maintaining asset registers and tracking organizational property.
• Managing transportation, vehicle use, and related documentation.
• Monitoring the delivery of goods and services against approved requests.
• Maintaining complete supporting documents for procurement and logistics transactions.
• Coordinating with finance and programme teams to ensure that purchases meet project needs and budget requirements.

4.4. Human Resources and Administration (HR & Admin)

The HR and Administration session focused on strengthening personnel management, administrative compliance, and the proper maintenance of organizational records.

Key areas included:

• Understanding recruitment and personnel management procedures.
• Maintaining complete and confidential employee files.
• Preparing and maintaining employment contracts and personnel records.
• Staff attendance, timesheets, and leave management.
• Payroll preparation, review, and supporting documentation.
• Clarifying staff roles, responsibilities, and reporting lines.
• Promoting professional conduct and compliance with organizational policies.
• Maintaining administrative correspondence and official records.
• Organizing document filing systems and ensuring the safe storage of records.
• Supporting office management and the appropriate use of organizational resources.
• Strengthening confidentiality, data protection, and responsible information management.
• Ensuring coordination between HR, Finance, Logistics, and Programme departments.

5. Cross-Cutting Themes

In addition to the main training modules, the workshop emphasized several cross-cutting principles essential to effective grant management:

Accountability and Transparency: Ensuring that decisions, expenditures, and project activities are properly documented and can be verified.

Compliance: Following applicable organizational procedures, approved budgets, grant conditions, and donor requirements.

Coordination and Communication: Improving information-sharing between programme and support teams to avoid delays and operational gaps.

Documentation and Recordkeeping: Maintaining complete, accurate, and accessible records for project activities, financial transactions, procurement, and personnel management.

Risk Management and Internal Controls: Identifying potential operational and financial risks and applying appropriate preventive and corrective measures.

Value for Money: Ensuring that project resources are used efficiently, economically, and for their intended purposes.

6. Expected Outcomes

The workshop was designed to contribute to the following outcomes:

• Improved understanding of grant management requirements among representatives of EFA and EMG.
• Strengthened programme planning, implementation, monitoring, and reporting practices.
• Improved financial documentation, budget monitoring, and expenditure control.
• Better understanding of procurement, inventory, and asset management procedures.
• Enhanced personnel administration and recordkeeping practices.
• Improved coordination between programme, finance, logistics, and administrative functions.
• Increased awareness of accountability, transparency, and compliance requirements.
• Strengthened institutional readiness to manage grant-funded activities effectively.

7. Conclusion

The training workshop conducted by JASMAR Human Security Organization on 5 October 2026 provided a structured opportunity to strengthen the institutional and operational capacities of Education for All (EFA) and Wadi Halfa Emergency Organization (EMG) under the project "Provision of Grant to FPDLOs."

By addressing Programme Management, Finance, Logistics, and Human Resources and Administration, the workshop highlighted the importance of integrating programme implementation with strong financial controls, efficient operational systems, and sound administrative practices.

These areas are essential to ensuring that grant resources are managed responsibly, project activities are implemented effectively, and organizational operations remain transparent and accountable.

Continued application of the procedures and principles discussed during the workshop is expected to support the participating organizations in improving their internal systems and strengthening their capacity to implement grant-funded activities in line with applicable requirements.

Prepared by: JASMAR Human Security Organization – Northern State Office

Activity : Provision of Grant to FPDLOs

Date of Workshop: 5 October 2026

Venue: JASMAR Human Security Organization Office, Wadi Halfa, Northern State, Sudan