Primer on Internal Operating Procedures for the development

of an MoU/Agreements

Hellen Ochieng, Program Officer,Partnerships & Impact Directorate

Outline of the Presentation• Definition of an MoU• Purpose of an MoU• General guidelines for developing an MoU• Stages in the process of developing an MoU/Agreements• Timeframe for developing MoUs• Benefits of following MoU procedures• Risks of ignoring MoU procedures• Tips and traps on MoUs• Conclusion

Definition of MoU• A formal non-legal binding agreement between

two or more parties requiring or desiring to enter into a contractual relationship as equal partners

• Include a variety of topics and issues• Inputs from each partner required• Ranges from one to several pages and has to be

signed by both parties

Purpose of an MoU• Formalize and strengthen partnerships between

two or more organizations• Protect both parties against differing

interpretations of expectations by either party• Establish potential formal relationships with

influential agencies• Reduce potential friction over turf issues by

specifying responsibilities

General guidelines for developing an MoU

• Identify key people• Keep the goals and objectives broad and the

language simple• Set realistic expectations• Be specific regarding the agreements and functions• Set review dates• Clearly specify procedures for amending the MoU• Handle the process well for the first time to avoid

re-negotiating

Stages in the process of developing MoUs

• Initiation stage • Draft review stage• Partnerships & Impact review

stage• Final revisions, endorsements

and signatures stages

Timeframe for developing MoU from Initiation to signatures stages

• Draft stage – 7 days• Review stage – 7 days• Expert stage – 5 days• Cleared for endorsement – 2 days• Signature stage – 2 days

Vi Agroforestry Partners

Benefits of following MoU Procedures

• Safeguard the organization against risks from exposure of legal interpretation• Build healthy and transparent

partnerships• Foster organizational growth

Risks of ignoring MoU procedures

• Risks to legal exposure and loss of credibility• Reputational risks• Risks of increasing institutional

exposure

Tips and Traps on MoUs

• Intellectual Property Rights• Confidentiality• Dispute Resolution• Individual contributions for the

specified projects/activities

Thank You