Guidelines for Project Preparation

and Submission

COMCEC Coordination Office

May 24th, 2017

Burak KaragölDirector

Purpose and Importance of the Project Submission

Guidel ines

Crit ical Issues in the Guidel ines

Actors & Roles

Project Types and Eligible Activ i t ies

Human Resources

Financial Issues

Monitoring Documents

Select ion Cri teria

Outline

Basic document to give guidance to Project Owners on rules

and procedures of the COMCEC Project Funding

Explains al l detai ls about preparat ion, submission, appraisal ,

and implementat ion phases of COMCEC Funded Projects

Of cri t ical importance for ;

Finding project ideas

Designing project act iv i t ies

Hiring right project personnel

Consistency with select ion cri teria

Compliance with financial and technical procedures

Project Submission Guidelines

Responsible

Authority

Contact

Person

Project

Owner

Major Actors & Their Roles - I

Responsible

Authority

high level representative of the

PO

performs administrative and

technical management of

project activities

assists the Responsible

Authority

supervises project personnel

checks the conformity of

reports and documents

submitted by the PO

Contact

Person

Project

Owner

Major Actors & Their Roles - I

Development Bank of Turkey

Financing

Monitoring

COMCEC Coordination Office

Project Select ion

Overal l Management of the Program

Major Actors & Their Roles - II

Activity-

based

Projects

Research

Projects

COMCEC

Funded

Projects

Project Types

Activity-

based

Projects

Trainings

Workshops

Conference and Seminars

Study visits

Publicity meeting

Feasibility Studies

Preparation of audio, visual

and written promotion

materials

Preparation of a research

study

Field trips related to the

research

Research

Projects

COMCEC

Funded

Projects

Project Types

Project Budget

Minimum Limit

(USD)

Project Budget

Maximum Limit

(USD)

Minimum

Co-Finance Rates

by the PO

CCO Grant Limits

(USD)

Member

Countries

100.000 250.000 10% 90.000-225.000

OIC Institutions50.000 100.000 25% 37.500-75.000

Project Budget Limits

Activity-based Projects

Activity-based

Projects

Project

Coordinator

Employment of the Project Personnel

Trainer (s)

Activity-based

Projects

Project

Coordinator

Employment of the Project Personnel

Trainer (s)

The PO cannot candidate a public servant as a

project coordinator.

Advanced degree in the relevant f ield (M.A., MSc., PhD, etc.)

Publicat ion in the relevant f ield

Fluency in oral and wri t ten Engl ish

At least 5 years of experience in the relevant f ield

Previous experience in coordinating international projects

Strong communicat ion, administrat ive and organizat ion ski l ls

Full computer l i terate

Preferably an OIC member country nat ional

Qualifications of the Project Coordinator

Overal l management and coordinat ion of a l l projec t ac t iv i t ies

Prepar ing the Deta i led Work Plan

Draf t ing moni tor ing reports

Extending of f ic ia l inv i ta t ions to the par tner countr ies

Checking t ra ining mater ia l s that are prepared by Trainer(s )

Attending COMCEC events and other re levant internat ional meet ings

to present projec t ac t iv i t ies and outcomes

Responsibilities of the Project Coordinator

At least PhD degree (handicraft and similar ski l l -based

training excluded)

Publicat ion in the relevant f ield (handicraft and similar

ski l l -based training excluded)

Fluency in oral and wri t ten Engl ish

At least 5 years of experience in the relevant f ield

Professional command of local language(s) of the target

countries is an asset

Preferably an OIC member country

national

Qualifications of the Project Trainer(s)

Contributing to the preparat ion of the Detai led Work Plan and

Activi ty Reports

Collect ing and analyzing data which is essential to preparat ion of

training program through study vis i ts , interviews, etc.

Preparing the content , program and materials of the training

Training relevant target groups on the specif ic subject(s) s tated

in the Project Fiche

Responsibilities of the Project Trainer(s)

Monitoring Documents - I

Detai led Work Plan

- to be submitted in the f irs t month of the project

- includes al l sub -act iv i t ies to be undertaken during the impl.

Monthly Progress Report

- to be submitted in each month

- ref lects the technical progress in the relevant month

Timesheet(s)

- to be submitted in each month

- ref lects the works made by project personnel

Financial Progress Report

- to be submitted after undertaking a main act iv i ty

- ref lects the financial progress in the project

Activi ty Report

- to be submitted after undertaking a main project act iv i ty

- ref lects the detai ls about the act iv i ty

Training Materials

- Draft version (at least one month ago)

- Final version (at least two weeks ago)

Project Completion Report

- to be submitted within last month of the project

- summarizes al l f inancial and technical information

Monitoring Documents - II

Research Projects

Research

Projects

Project Lead

Researcher

Employment of the Project Personnel

Research

Projects

Project Lead

Researcher

Employment of the Project Personnel

PO can only hire a Project Lead Researcher.

Qualifications of the Project Lead Researcher

PhD. degree or a t leas t 10 years of exper ience in the re levant f ie ld

Publ ica t ions in the leading academic journals in the re levant f ie ld

Fluency in ora l and wri t ten Engl i sh (TOEFL iBT -min. 100 - or IELTS

-min 7.0 - scores are preferred)

Previous exper ience in coordinat ing internat ional projec ts

Research exper ience wi th a leading internat ional organizat ion i s an

asset

Strong adminis t ra t ive and organiz ing ski l l

Responsibilities of the Project Lead Researcher

Overal l management and coordinat ion of a l l projec t ac t iv i t ies

Bui lding the research team (hir ing researchers , ass i s tants e tc . )

Col lec t ing and analyz ing data

Conduct ing necessary surveys and f ie ld v i s i t s

Prepar ing draf t and f ina l vers ion of the research report

Ensuring that the projec t outputs are in accordance wi th the Technica l

and Financia l Proposal

Developing and mainta ining c lose working re la t ions wi th re levant

of f ic ia l s f rom partner countr ies

Monitoring Documents

ToR

- to be submitted in prel iminary project submission period

- includes al l sub -act iv i t ies to be undertaken during the impl.

Monthly Progress Report

- to be submitted in each month

- ref lects the technical progress in the relevant month

Draft and Final Version of the Research Report

- to be submitted relevant dates s tated in the ToR

- reflects the technical progress in the project

Relevance to the COMCEC Stra tegy

Principles

Stra teg ic Object ive of Respect ive Cooperat ion Area

Output Areas of Respect ive Cooperat ion Area

Compliance wi th the supported sectora l themes

Promot ion of mul t i la tera l cooperat ion

Regular par t ic ipat ion to the Working Group Meet ings

Fi l l ing out the Project Fiche properly and wi th suf f ic ient deta i l s

Qual i f ica t ions of the proposed projec t personnel

Real i s t ic cost es t imat ions in the projec t budget

Cooperat ion and communicat ion wi th the CCO

Connect ion wi th previous COMCEC funded projec ts implemented

by the PO

Project Selection Criteria

THANK YOU

www.comcec.org/en/pcm pcm@comcec.org