Governance Structure
A transparent governance framework following the EU Lumpsum scheme, ensuring effective project delivery and consortium accountability.
Project Governance & Financial Management
Key takeaways from the EDCTP Association presentations at the Kick-Off Meeting (Kigali, July 2026) — how the project is governed and reported, and how the Horizon Europe lump sum funding works.
Governance, Reporting & Monitoring
SlidesEDCTP Association — Coordinator
WP1 · M1–60- Monitors that all actions are implemented properly (timelines, deliverable submissions)
- Submits deliverables and reports to Global Health EDCTP3
- Intermediary between beneficiaries and the granting authority (with the Scientific Project Leader)
- Distributes payments received from EDCTP3 to beneficiaries
Scientific Project Leader — University of Rwanda
Post-award- Key contact point for scientific action governance; steers and oversees scientific actions
- Supports the Coordinator in monitoring project progress
- Reviews the action's deliverables and reports
- Leads the work packages related to scientific project leadership
Continuous reporting
Article 21.1- Runs in the Continuous Reporting Module of the EC Funding & Tenders Portal
- Each beneficiary uploads its own deliverables and milestones per the Annex 1 schedule
- Covers progress, public summary updates, critical risks, publications and communication activities
- Delays? Inform EDCTP3 (deliverable, months, reason) — no amendment needed for short delays
Periodic reports
60 days after each period- Part A — structured data from the continuous reporting module (summary, deliverables, milestones, risks, impact questionnaire)
- Part B — narrative PDF: work carried out, progress overview, deviations from Annex 1
Work package status & assessment
Completed / Not completed- The Coordinator declares each WP Completed or Not completed, justified by the technical report
- The GH EDCTP3 Project Officer assesses each declared WP; incomplete WPs can be paid in a later period
- At the final period, WPs may be declared Partially Completed with a percentage of completion
- Before rejecting a WP you get the opportunity to react to the observations
Amendments
Group changes together- Needed to add/remove a beneficiary, affiliated entity or partner, or to change the Description of the Action
- Requests must state the reasons and include supporting documents
- Enter into force on signature by the receiving party; take effect on the agreed date
Source: Nuraan Fakier, EDCTP Association — Kick-Off Meeting, 10 July 2026
Financial Management — Lump Sum Funding
SlidesLump sum — basic principles
No actual-cost reporting- Removes all obligations on actual cost reporting and financial ex-post audits
- Designed to reduce administrative burden and financial errors
- Ex-post checks focus only on proper technical implementation and non-financial obligations
What you don't need — and what to keep
No CFS / audit certificate- Not required: timesheets, payslips or contracts, depreciation policy, invoices, cost tables, CFS
- Payment is based on the budget per work package — not on costs incurred
- Do keep: technical evidence that the work was done, deliverable/milestone records, and anything national law or statutory audits require
Budget
Annex 2 of the GA- The overall lump sum is fixed in the Grant Agreement, broken down per beneficiary and per work package
- The detailed proposal budget does not become part of the Grant Agreement
- Transfers between WPs are possible only if the WPs are not yet completed and the transfer is justified technically (Art. 5.5)
Payments
Pre-financing → interim → balance- Pre-financing is fixed in the GA; the Mutual Insurance Mechanism contribution is retained from it
- Interim payments reimburse completed WPs approved by the Project Officer (ceiling: 90% of the maximum grant)
- Final payment (balance) after approval of the final report — due 90 days from receipt; the report itself is due 60 days after the final period ends
- Partially completed WPs can still be paid at the final payment
Financial reporting
Largely automated- Financial statements are auto-generated from the accepted work packages and their lump sum shares
- Contributions for not-yet-completed WPs roll into the next reporting period
- No "use of resources" explanations and no certificates on financial statements required
Source: Mary Jane Coloma-Egelink (GFO), EDCTP Association — Kick-Off Meeting, July 2026
Consortium Bodies
The organisational structure of the consortium comprises the following Consortium Bodies, meeting physically or digitally.
General Assembly
Decision-making body
The General Assembly is the decision-making body of the consortium. It is responsible for strategic direction, approval of major decisions, and overall governance of the EpiScientia project.
Coordinator
Intermediary with Granting Authority
The Coordinator is the legal entity acting as the intermediary between the Parties and the Granting Authority. The Coordinator shall, in addition to its responsibilities as a Party, perform the tasks assigned to it as described in the Grant Agreement and the Consortium Agreement.
Work Package Leaders Group
Assessment group
The Work Package Leaders Group is an assessment group of the Consortium without formal decision-making power. It shall assess the individual and overall implementation of the Project.
For more information about our governance structure or to contact project leadership:
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