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Request for Mali Service Center Financial and Administrative Assistance

Standard Operating Procedure Table of Contents

Purpose

To provide guidance to NIH ICs, other than NIAID, on requesting services by the Mali Service Center (MSC) in managing program funds.

Procedure

Requesting IC

  • Contact NIAID's MSC contracting officer's representative, listed below, for approval. Include the following information:
    • Explanation of project and points of contact
    • Amount of funds to be managed in Mali as well as the performance period, i.e., length of the project
    • Services required
    • Expected deliverables, e.g., quarterly expenditure reports, petty cash management
  • Identify project, domestic and Malian researchers, and research institution in Mali
  • Develop preliminary budget indicating amount of in-country funds available for work in Mali
  • Obtain an agreement co-signed by the Malian institution's rector, vice-rector or equivalent (not the Malian investigator) which states that both parties agree to use the MSC to manage and disburse program funds. This agreement also authorizes the MSC to undertake this task
  • Forward preliminary budget and signed agreement to MSC along with any instructions once funds have been obligated
  • Contact the MSC contracting officer's representative to extend performance period or to increase funding amount
  • Notify IC administrative officer (AO) of the request and obtain clearance for the proposed action

MSC Contracting Officer's Representative

  • Review requests and modify as needed
  • Confer with NIAID contract specialist and administrative officer to discuss requests and allowable services
  • Approve requests
  • Draft a work assignment for the MSC to detail services requested
  • Submit work assignment to the NIAID MSC contract specialist for review and contract officer for approval
  • Inform NIAID administrative officer of request
  • Authorize MSC to start task once all approvals and clearances are in place

Requesting IC's Administrative Officer

  • Complete Direct CAN Citation form
  • Obtain IC director's approval and signature
  • Forward to NIAID administrative officer noted on the form

NIAID's Administrative Officer

  • Complete NIAID portion of Direct CAN Citation and forward to requesting IC's AO
  • Process Direct CAN Citation
  • Inform MSC contracting officer's representative, listed below, when funds have been transferred to NIAID CAN

Mali Service Center

  • Notify requestor of plans to begin an activity. Copy the MSC contracting officer's representative.
  • Provide requestor with the MSC SOP for the approved service
  • Notify requestor of anticipated end date for the work assignment, 60 days before that date. If needed, notify again 30 days before end.
  • Communicate with the requestor as needed or agreed
  • Update and alert MSC contracting officer's representative to any potential issues

Contacts

MSC Contracting Officer's Representative

Ydrissa Sow

MSC Project Director

Salif Camara
BP E302
S/C Faculte de Medicine, de Pharmacie et d’odonto-Stomatologie (FMPOS)
Point G, Bamako, Mali
Phone: +223-2023-83-13
Email: scamara@maliservicecenter.org

Last Updated October 30, 2013

Last Reviewed December 05, 2011