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Guidelines for Applicants (For SIDA Grant)

Manusher Jonno Foundation (MJF) House # 47, Road # 35/AGulshan-2, Dhaka-1212www.manusherjonno.org

Guideline for Applicants for SIDA Grants 1

http://www.manusherjonno.org/

Contents

LIST OF ABBREVIATIONS.................................................................................................................. 31. INTRODUCTION........................................................................................................................4

1.1 OVERVIEW................................................................................................................................................41.2 RATIONALE, MISSION AND PROJECT MANAGEMENT............................................................................41.3 MJF PRINCIPLES.....................................................................................................................................51.4 AIM OF THE FUND....................................................................................................................................5

2. ELIGIBILITY CRITERIA.............................................................................................................62.1 CRITERIA OF THE APPLICANTS...............................................................................................................62.2 ENABLING / ACTIVITY FUND OF MJF.....................................................................................................62.3 PROGRAMME AREAS................................................................................................................................72.4. ACTIVITIES/INITIATIVES NOT ELIGIBLE FOR FUNDING.............................................................................82.5. GRANT SIZES (EXCLUDING ORGANIZATION CONTRIBUTION).................................................................82.6. ORGANISATION SPECIFIC CRITERIA ACCORDING TO GRANT SIZE.........................................................82.7. GEOGRAPHIC LOCATION..........................................................................................................................92.8. DURATION OF THE PROJECT...................................................................................................................9

3. APPLICATION AND APPROVAL PROCEDURES....................................................................93.1 MJF FUNDING APPLICATION PROCESS IS AS FOLLOWS........................................................................93.2 PROJECT PROPOSAL SUBMISSION.........................................................................................................93.3 PROCESS FOR APPROVING PROPOSALS..............................................................................................103.4 ARRANGING GRANTS.............................................................................................................................103.5 MAJOR ISSUES TO BE CONSIDERED DURING ASSESSMENT................................................................10

4. FINANCIAL MANAGEMENT AND BUDGET...........................................................................114.1 FINANCIAL MANAGEMENT.....................................................................................................................114.2 BUDGET..................................................................................................................................................11

5. MJF PROPOSAL ASSESSMENT PROCESS……………………………………………………..126. PROJECT PROPOSAL MATRIX…………………………… …………… ……………………….13


List of Abbreviations

CHT-Chittagong Hill Tracts

CSO-Civil Society Organization

DFID- Department for International Development

EUR- Euro

INGO-International Non-governmental Organization

JD-Job Description

LF-Logical Framework

MJF- Manusher Jonno Foundation

MIS-Management Information System

MOU- Memorandum of Understanding

NGO- Non-government Organization

SIDA- Swedish International Development Agency

1. Introduction

1.1 Overview


These guidelines of Manusher Jonno Foundation (MJF) have been prepared to provide relevant, specific and easy to use information to all potential grantees who plan to apply for funding for implementing initiatives on human rights and governance, especially under SIDA grant. The guidelines encompass four major chapters: Introduction; Eligibility Criteria; Application for Funding along with Approval Procedures, Capacity building, Financial Management, Budgeting and Reporting; Evaluation system etc.

The Introduction provides the rationale for undertaking programme by MJF, its goal and its management arrangements. This part also illustrates the basic principles of MJF, its aims, scope and target.

The second chapter i.e. Eligibility Criteria includes detailed information on categories of applicants, requirements for application in regard to different grant sizes, programme areas and also activities not eligible for funding.

The third chapter provides information on requirements for proposal submission, deadlines for applications, approval and grant disbursement and issues to be considered during assessment.

The salient features of financial management and budgeting are mentioned in chapter four.

1.2 Rationale, Mission and Project Management

Manusher Jonno Foundation (MJF) provides funding and capacity building support to organizations working for human rights and governance. Through partnership with CSO’s and other stakeholders, MJF assists in ensuring entitlements of people by building their capacity to demand basic services and raise voice against rights violation. MJF also works on the supply side with duty bearers to ensure their responsiveness towards the demands of people, especially poor and marginalized. MJF’s work includes policy advocacy which has facilitated enactment of some most progressive and pro-poor laws and policies in the past 10 years.

Vision A world free from poverty, exploitation and discrimination where people live in dignity and human security!

Mission Promotion of Human rights and governance through partnership with different stakeholders including duty bearers to ensure dignity and well-being of all people, especially the marginalized!

MJF Expertise The objective of MJF is expressed along three broad dimensions. First, MJF manages a large challenge grant which supports human rights and governance activities of national NGO’s and other stakeholder institutions including supporting coalitions, movements and networks. Second, MJF provides capacity building support to CSO’s for grassroots activism and for enabling them to play a strong role in raising demand for good governance and address human rights violations. Thirdly, MJF with partner organizations gets involved in high level policy advocacy to bring about legislative and policy changes in favour of the


marginalized and discriminated population, such as women, minorities and socially excluded communities. Although the basic mandate of MJF is grant making, being a national high profile CSO committed to socio, cultural and economic development of Bangladesh, MJF is also involved in policy advocacy, making sure that it does not duplicate partners’ efforts, but rather complements their work. The unique role that MJF plays is building synergy between grassroots activism with high level policy advocacy. MJF takes the lead only if it has unique experience and expertise on the issue, such as what it did in the enactment of the Right to Information Act 2009. In other instances, MJF stays in the background and supports other organizations and networks those who have more expertise, credibility and experience to take the lead. MJF works with and brings together government officials, lawmakers, national advocacy and lobbying groups, private sector leaders and representatives of the concerned communities to develop both local and national solutions to the issues of social exclusion, discrimination, democratic practices, transparency and accountability.

1.3 MJF Principles

In the course of its work, MJF has established certain core principles which guide all its work. These are:

Commitment to the principles of Universal Declaration of Human Rights (UDHR) that all human beings have certain rights which are inherent and indivisible;

Respect for the culture and values of particular groups (e.g. minorities, such as ethnic, sexual, religious) in promoting an equitable and just society for all;

Promoting and upholding values of transparency and accountability in order to ensure efficient and equitable use of resources; and

Promoting gender equality and social justice to end discrimination and ensure equity in the distribution of power and privilege in society.

MJF currently supports 250 organizations which include CSOs, NGOs, SHGs, research groups, government entities, etc directly or indirectly selected from over 4000 applications across twelve funding rounds. DFID is MJF’s principal donor; there are other donors such as GCERF, Comic Relief UK and the World Bank.

MJF is recognized as a credible national development institution governed by a 9 member Governing Board comprised of eminent personalities from civil society. In its office at Dhaka, the Executive Director heads an 80-member team of staff and acts as the Chief Executive Officer of the organization.

1.4 Aim of the Fund

MJF promotes interventions with a rights-based approach through providing grants for:

a) Facilitating systems and supporting institutions so that the duty bearers provide quality services to all people;

b) Organizing and mobilizing peoples’ voice to claim rights; and

c) Advocating for laws and policies that will safeguard the rights of the poor and the marginalized.


MJF’s funding is aimed to provide support for innovative ideas and approaches that strengthen such institutions that promote the rights guaranteed in the Constitution and in International instruments.

Along with this MJF looks for best practices in governance and rights issues that could be replicated.

For further information on the categories of potential partners, activities, grant management etc please go through the following chapters. 2. Eligibility Criteria

2.1 Criteria of the Applicants

Manusher Jonno Foundation’s fund is available for organisations, networks, and membership groups, which are willing to contribute towards creating enabling environment for promoting good governance and ensuring human rights of the marginalized, disadvantaged and discriminated, especially the violence victims and climate vulnerable people.

The following kinds of organisations are eligible for applying, particularly who have registration either from NGO Affairs Bureau or Department of Social Welfare. The following are some typical examples:

NGOs, national and local. Coalitions, networking organizations and apex organizations. Research, media communication and professional organisations. Chittagong Hill Tract (CHT) based non-government organisations.

2.2 Enabling / Activity fund of MJF

MJF has created a small amount of enabling fund to support organizations that does not have registration with NGOAB or Department of Social Welfare. The aim of this fund is to assist initiatives which are very important for creating enabling environment for promoting rights and have immense impact on advocating issues at policy level.

Types of organizations which can be supported from the enabling fund are:

Small, local and community based organizations such as women’s organisations, minority community groups (both religious and ethnic), indigenous and local level youth clubs, national and regional platforms, etc.

State organizations including local government, relevant government departments, autonomous/semiautonomous/institution and organizations.

Trade Unions, workers’ organisations and other relevant organisations/institutions.

Research Organisations of public and private sectors.

This is to be noted that getting support from this fund is also competitive and follows the regular assessment process of MJF.


2.3 Programme areas

The project proposal on “Strengthen civil society and public institutions to address combating gender based violence and build community resilience to adopt climate change” supports MJF work on the following programme areas:

1. Reduction in gender based violence in public and private domain Increase especially social and community awareness of men and boys towards

women’s right to safety, security and bodily integrity at homes, community\ies and workplaces.

Strengthen women’s confidence and leadership to prevent VAWG and increase civil society capacity to monitor implementation of legislation, identify and address institutional constraints and develop strategies to prevent VAWG.

Ensure woman workers in RMG sector enjoying security from physical and sexual abuse at the workplaces.

2. Building community resilience to climate change and impacts Support climate vulnerable communities with special emphasis on women in

Coastal, Char and Hilly regions to implement grassroots projects aimed at reducing vulnerability to climate change impacts;

Promote knowledge management within networks of partners and non-partner NGOs and CSOs utilizing best practices for community-based climate change adaptation;

Promote context specific, eco-system friendly and climate adaptive agricultural and livelihood practices in Coastal, Char, and Hilly regions; and

Identify and address vulnerability and insecurity of women left behind due to climate induced men-migration by involving the community, civil society and multilevel stakeholders;

3. Strengthening of public institutions to ensure responsiveness towards gender concerns including VAWG and climate change Strengthen capacity of public service institutions to monitor and implement legal

provisions regarding safety and security of women and girls at workplaces and in society;

Make LGIs and public service providers responsive and accountable to ensure that victims of VAW and climatic hazards can get quality and prompt services;

Establish linkage between demand side and supply side institutions related to climate change.

Proposals must demonstrate how they will contribute to at least one of the thematic areas; otherwise they will not be eligible for funding support .

Further explanation of what is envisaged is set out in the following paragraphs. 2.4. Activities/initiatives not eligible for funding

1. Physical capital and physical infrastructure;


2. Organisations already-receiving grants from SIDA for similar types of activities/ initiatives;

3. Exclusive service delivery; for example, initiatives only dealing with immediate needs without addressing the underlying causes of the problem and demonstrable social transformation. For example, micro-credit, direct health care services, etc;

4. Organisations involved in partisan politics: Organisations those are inclined towards any political party and/or programmes promoting partisan politics and /or head of the organisation holding an official position of a political party;

5. Same organization will not receive grant twice in a year;

6. Scholarship/stipend for study; and

7. Activities/initiatives undertaken by an individual. MJF Grant is available for organizations or organised groups only.

2.5. Grant sizes (excluding organization contribution)

Small grant: Maximum 8 million Taka Medium grant: Maximum 16 million Taka

2.6. Organisation specific criteria according to Grant sizeAll applicants must have registration with NGO Affairs Bureau and/or, Department of Social Welfare.

Grant size (Small) Maximum 8 million Taka Commitment to human rights with basic understanding on governance and/or rights

with especial focus on gender based violence and/or climate change impacts demonstrated by initiatives, approaches, etc;

Has constituency of poor, discriminated and disadvantaged groups in specific project locations;

Minimum 5 (five) years work experience on development issues and 3 (three) years on specific issues, such as gender based violence and/or climate change impacts;

Has effective relationship with multilevel stakeholders including government implementing agencies; and

Maintains basic accounting and reporting system, i.e. separate books of accounts, periodic external audit, compliance with approved accounting/financial manual, etc.

Grant Size (Medium) Maximum 16 million Taka

Commitment to human rights with basic understanding on governance and/or rights with especial focus on gender based violence and/or climate change impacts demonstrated by initiatives, approaches, etc;

Has constituency of poor, discriminated and disadvantaged groups in specific project locations;

Minimum 8 (eight) years work experience on development issues and 5 (five) years on specific issues such as gender based violence and/or climate change impacts;

Has effective relationship and work experience with multilevel stakeholders including government implementing agencies and capacity of acting at national level advocacy;


Transparent and effective governing board;

Maintain efficient M&E system and financial reporting system, operational guidelines and financial system, such as finance section headed by professional background personnel, accounting/financial manual, minimum last 3 years external audit done by reputed audit company, and cash flow statement for last three years.

2.7. Geographic locationDhaka, Chittagong, Bagerhat, Sathkhira, Barguna, Patuakhali, Bhola, Gaibhanda, Rajshahi, Sirajgonj, Jhenaidah, Kurigram, Bandarban, Rangamati and Khagrachari.

Specific for climate change: Bagerhat, Sathkhira, Barguna, Patuakhali, Bhola, Gaibhanda, Kurigram, Bandarban, Rangamati, Khagrachari and Dhaka.

2.8. Duration of the ProjectGrant agreements will be limited up to maximum of 4 (four) years and 8 (eight) months (56 months)

3. Application and Approval Procedures

3.1 MJF funding application process is as follows: Applicants’ requirements and submitting the application:

Applicants those who are interested to apply for MJF funding must ensure that they meet all minimum requirements as stated above;

For the Institutional Profile, the applicants should provide information and documentations related to their governance, institutional capacity and donor fund handling experiences as per the given format; and

Applicants will have to submit Project Proposal (PP) and Institutional Profile along with last two years audit reports.

3.2 Project Proposal Submission

Potential applicants should submit proposal and organization profile through online following the format provided in annex-1 within three (3) weeks time. PP can be submitted in Bangla or English.

Please note that one organization can submit only one proposal. If any organization submits more than one, then it will not be considered for appraisal.

All PPs will be assessed by a qualified team consisting of MJF staff and Board members. This is a competitive process and maintains extreme confidentiality and neutrality;

MJF encourages applicants to write proposal by themselves. Proposal written by external consultants are highly discouraged. Any kind of persuasion regarding proposal acceptance will be treated as disqualification;

All proposals which are submitted will not necessarily receive grant; only proposals which are successfully qualify the competitive assessment process, will receive grant. It is anticipated that MJF will receive more good proposals than it can support. Only the very best proposals will be successful and some good proposals will not be able to secure funding;


As submission of full proposal does not confirm grant, applicants are requested not to make any commitments with their partners or community during application and approval process.

3.3 Process for approving proposals

MJF reviews proposals by using standard assessment tools. Teams consisting of programme and finance persons visit shortlisted organizations for validation of information given in the PP and organization’s credibility and capability. MJF may invite some organizations to make presentations on submitted proposals. Appraisal team provide recommendations to the Governing Board (GB) and final decision is taken by the GB.

Final decision of approval or rejection is informed to the applicants within four weeks time.

MJF sends letters to all applicants who submitted proposals either confirming grant award or explaining reasons for rejection.

3.4 Arranging grantsSuccessful applicants are sent letter of acceptance. MJF starts necessary actions for getting GOB permission of disbursing funds. Fund disbursement starts only after all GOB formalities are met. Before signing of the Grant Agreement, it is shared with the grantee, discussed and necessary adjustments are done.

3.5 Major issues to be considered during assessment

The proposal should address one or more of the programme areas of MJF for project implementation.

Primary stakeholders, especially women participation in the total process of programming and implementation, such as problem identification, project designing and implementation/monitoring and evaluation are considered mandatory.

The purpose/objective, target and output/outcome should be specific, measurable, realistic and time-bound. Maximum cost effectiveness and logical sequence of value for money are very important factors for proposal assessment. Exit/sustainability strategy should be included in the proposed project.

All the related documents are prerequisite for online submission. Only submissions within the deadlines are accepted.

Please see annex-5 (the flow chart of approval procedure)


4. Financial Management and Budget

4.1 Financial Management

MJF expects a strong financial management system and mechanism is in place in the applicant’s organization. Applicant intending to be a partner of MJF having transparent and independent financial management system including experience and ability of fund dealings, standard reporting, auditing process, are requested to specify the following in the project proposal:

Describe the role of senior management and governing board of the organization to ensure financial management of the organization;

Describe what instruments are in place in the organization to ensure appropriate grants management and control;

Describe what mechanism the organization has to ensure transparent and accountable procurement system.

Describe reporting system and practice of the organization which are maintained. PLEASE MENTION if there is any computerised accounting system.

Provide a list (on online format) of approved polices and guidelines of the organization and describe its position of practice. When the schedule of the assessment is confirmed, the assessment team will expect that the organization ensure its basic financial information and documents (policy documents, files, registers, vouchers, books of accounts, meeting minutes, bank balances, bank statements, financial reports, audit reports, original and updated legal certificate etc.) are available in the office premises for review.

Describe the recruitment process of external audit, a scan copy of the two most recent external audited reports, including management letter etc (if any) are required to attach with the proposal.

Describe the system in place to assess the administrative capacity, years of experience in the field along with volume of yearly fund dealings.

4.2 Budget

Applicant should describe the mechanism of budget monitoring and its controlling process clearly. The applicant is also required to prepare a proposed budget in a given format (annex-4) for the total period of the project. All direct cost segregating into the ‘Administrative budget’ and ‘Programmatic budget’ should be clearly specified. Successful applicant’s budget will be negotiated and fixed before signing the grant agreement

4.


Grant applicant submits Project Proposal to Manusher Jonno Foundation (MJF)

MJF undertakes financial and Programmatic assessment of

accepted PPs

MJF team and GB appraise the full proposal

Governing Board approves projects which are recommended

by MJF

Unsuccessful applicants are informed with reasons for rejection

List of successful organizations is sent to NGOAB and approval sought. On approval MJF and partners sign agreement.

5. MJF Proposal Assessment Process


6. Project Proposal Matrix

Section-I

Project summary

Title of the project Name of sub-partners (if applicable) Project costs:

a) Total budget of the project (BDT) (b+c)b) Amount requested from MJF (BDT)c) Organization Contribution (BDT)

Organization should contribute at least 5% on total budget of the proposed project in cash and/or kinds.

Programmatic areas of MJF (please check minimum two)

Gender Based Violence Climate Change and Impacts Responsiveness of public Institutions which are related to GBV and Climate change

impact

Section –II

Executive summary

Executive summary will provide a brief overall picture of the proposed project and may include the following:

Rationale ( maximum 100 words/500 characters) Goal ( maximum 50 words/250 characters) Purpose ( maximum 50 words/250 characters) Outcome ( maximum 50 words/250 characters) Output ( maximum 100 words/500 characters) Major activities ( maximum 100 words/500 characters) Targeted1 beneficiaries Targeted Stakeholders Approximate budget (Administrative Cost) Approximate budget (Programme cost)

Section-III

Project description

1. Background and rationale: ( maximum 300 words/1500 characters)2. Problem Analysis in comparison to local and national statistics: ( maximum 200

words/1000 characters)3. Project development methodology ( maximum 200 words/1000 characters)

1 Please provide clarification or basis of calculation of the beneficiary numbers which is provided in proposal


4. Project Goal ( maximum 50 words/250 characters)5. Purpose ( maximum 150 words/750 characters)6. Outcome ( maximum 150 words/750 characters)7. Outputs with specific indicators ( maximum 200 words/1000 characters)8. Project implementation strategies and major activities ( maximum 1500 words/7500

characters)9. Previous experience on proposed project issue ( maximum 200 words/1000

characters)10. Innovation ( maximum 300 words/1500 characters)11. Linkages with SDGs specific goals and targets and plan to achieve ( maximum 150

words/750 characters) 12. Project linkages from micro to macro interventions (100 words/500 characters)13. Brief of stakeholder's analysis & why they need to involve (200 words/1000

characters)14. Gender perspective /consideration: ( maximum 200 words/1000 characters)15. Affiliation with other networks/alliances/platforms (maximum 100 words/1000

characters) 16. Geographic location with targeted direct beneficiaries

Name of district (s)

Name Upazilla

(s)Number of

UnionsNumbers of

VillagesNumber of

MenNumber of

Woen

Section –IV

Project Management:

1. Staff Management:a. Organogram of the project and describe management and implementation

arrangements [pdf format]b. Project office location [regional/district/field] with male female staffc. Brief description of the project key staff ( maximum 150 words/750

characters)

30% OF THE STAFF AT ALL LEVEL SHOULD BE WOMEN, THIS IS MANDATORY FOR MJF FUNDING

2. Supervision/ Monitoring:(Please write this part answering the following questions-)

a. Who, how and in what frequency will the project be monitored and reviewed? ( maximum 150 words/750 characters)

b. What will be the reporting system of the organization? This should include interval, type and responsible person for reporting ( maximum 150 words/750 characters)

c. What will be the follow-up mechanism of supervision/ monitoring? ( maximum 150 words/750 characters)


d. At which level(s) the stakeholders are involved in this system? Data validation how, who will be responsible? ( maximum 150 words/750 characters)

3. Evaluation: (Please write part by answering the following questions)a. Does the project plan for baseline assessment, midterm and final evaluation

exist? ( maximum 200 words/1000 characters) b. Does this plan include involvement of all stakeholders? If yes, how) ( maximum

150 words/750 characters) 4. Exit strategy and Sustainability plan :

(Please write part by answering the following questionsa. Describe how the project will gradually phase out? ( maximum 100 words/500

characters)

b. How the project will be sustainable after completion? ( maximum 100 words/500 characters)

5. Analysis of risks and mitigation plan : (What are the possible risks that can hinder expected results of the project? What measures will be taken to mitigate these risks?)

6. Value For Money (VFM) analysis : (How the project will generate monitory value in terms of impact/benefit?) ( maximum 150 words/750 characters)

7. Project work plan & phasing: (Describe what activities will be carried out in what time frame)

Section-V

Financial Management

Board approved audited financial statements (scan copy) for the past 2 years : * (N.B. Only JPG,JPEG,PNG & PDF file)

Annual turnover except micro credit over the past 3 years in BDT

Section-VI

Annex

Please provide these as annex with project proposal:

Annex-1: Logical FrameworkAnnex-2: Job specification of the project personal who are involved in management of

the project 2

Annex-3: Project Budget Annex-4: Approved constitution & article of incorporation

2 Do not provide name of the person to be involved rather provide title/designation of the post with responsibilities or provide any CV.


Annex-1: Logical Framework matrix

Narrative summary

Objective verifiable indicators

Means of verification

Assumption and risk

Goal:(The long term impact of the project )

Variable(s) that shows changes

Sources of information/data that will be used to assess the indicators

Main external factors necessary to sustain objectives in the long run.

Purpose:(Direct outcome(s) of the project)

Variables for measuring changes over time

The means of measuring achievement.

Key conditions and assumptions that need to be met if the project is to contribute to the goal; and risk that could hinder or prevent the purpose from being achieved

Output:(Results that the project will deliver)

The specific end results the project will deliver (Indicator of quality, quantity and time)

The means of measuring the output

Key conditions and assumptions that need to be met for the purpose to be achieved; and the risks that could hinder or prevent the outputs from being achieved.

Activities:(Tasks of the project will carry out to produce outputs)

Sources of information/data will be used to assess the indicators

Key conditions and assumptions that need to be met for the activities to produce the outputs; and the risks that could hinder or prevent the activities being carried out.


Declaration:We are solemnly declared that the information and documents provided in the project proposal are completely true and authentic to the best of our knowledge. If needed, we can place the original documents and papers for further verification.


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