CFCA TASKS

The CFCA, under the authority of the Programme Authorising Officer, has the sole responsibility over the payments, accounting, contract administration and financial reporting side of the procurement of services, supplies, and works in the context of the decentralised EC assistance programmes in the Republic of Croatia. The CFCA ensures that the EC rules, regulations and procedures pertaining to the procurement of services, supplies and works are adhered to, and that a proper reporting system and project information system is functioning. Furthermore, the CFCA performs the following tasks:

Tendering

• Receiving project fiches, tender documentation for service, supply, works and grant contracts (including Terms of Reference, Technical Specifications, Bill of Quantities, Technical Specifications, Instructions to Tenderers); proposals for appointment of Evaluation Committee Members from Project Implementation Units
• Preparation of shortlist reports compiled by the Committee for Drafting Reports, for tenders implemented according to international restricted tender procedure
• Drafting and review of the tender documentation for service, supply, work and grant contracts; conciliation with the Project Implementation Units and submission for the request for approval to the EC Delegation

Evaluation/selection of offers

• Review of composition and establishment of Evaluation Committee
• Performing the role of Chairman/Secretary/Observer at tender evaluations
• Drafting Evaluation Reports and, if necessary, receiving additional clarifications from bidders 

Contracting

• Preparation and submission of contracts for endorsement/signature by the Programme Authorising Officer or by another delegated signatory (e.g. Director of CFCA) and by other contracting parties and the EC Delegation, in accordance with PRAG rules, based on requests and technical recommendations of the Project Implementation Units
• Budget cleaning for Grant contracts  

Reporting

• Preparing monthly reports on the status of project implementation, including commitment and disbursement forecasts, to the PIUs, the National Aid Coordinator (NAC), the EC Delegation and Commission Services

Project Implementation 

• Review and approval of contract reports
• Review and approval of other contractual provisions, such as Side letters and Contract addenda  
• Participation on meetings and other events related to each project
• Regular communication and coordination of all stakeholders during project implementation
• Conduction of the on-the-spot checks
• Secondary procurement control for grant contracts

Accounting

• Organization of General Ledger
• Preparation of journal entries
• Recording of transactions
• Control of recorded journal entries
• Filing accounting documents
• Preparation of financial reports

Payments

• Legislative, arithmetic and formal control of incoming invoices, guarantees and other supporting documents
• Verification of compliance of data in payment documents with the data in contracts
• Keeping records on contracts, invoices and bank guarantees
• Monitoring of contract realization
• Preparation of Request for funds from National Fond
• Preparation and execution of payment orders