Basic Facts and Procedures of GGP

GRANT ASSISTANCE FOR GRASSROOTS Human Security PROJECTS (GGP) 2011/2012 Edition

APPLICATION GUIDE

Contents:

Basic Facts and Procedures of GGP ……….. 1 GGP Application Form ……….……………. 6

1 Basic Facts and Procedures of GGP

1. What is GGP?

In 1989, the Government of Japan introduced Grant Assistance for Human Security Grassroots Projects (GGP) in order to respond to the diverse development needs in less developed countries. The aim of GGP is to provide financial assistance to not- for-profit development organizations for implementing projects at community level.

2. Who can apply for GGP?

Can Any non-profit development organization (1) Community-Based Organizations (2) Local & International NGOs (Non-Governmental Organization) (3) Local authority (Ex. City Council, District) (4) Educational Institutions (ex. School management committee) (5) Medical Institutions (ex. Hospital Management Committee) (6) Research Institutions

Can not (1)Individuals or private companies/groups (2)An organization that is not registered by the relevant government agency e.g. Ministry of social services, NGO Board, registrar of societies etc. (3) Any organization that was registered less than two years at the time of applying. (GGP requests organization to submit the copy of certificate) (4)An organization without a title deed or proof of ownership of land

3. What GGP does/does not fund? DO! - Construction / Renovation of buildings or infrastructures - Supply of Equipment / Furniture

DO NOT！ - Fund for trainings / awareness raising campaign

2 - Fund for programs/ capacity building - Operational / administrative costs - Consumables / disposable equipment (food, stationary, seeds) - Land purchase, Rent, School fees, Travel expenses, Staff salaries - Purchase of livestock, beehives and tree seedlings - General financial assistance - Projects benefiting individuals not the whole targeted community - Borehole drilling

4. What are the areas of focus?

- Primary Education (Priority for school assistance is given to primary schools) - Health Care (including HIV/AIDS) - Water and Sanitation - Environmental Protection - Poverty Reduction - Agriculture/Forestry/Fishery - Disaster and Emergency response

GGP projects are not limited to the above sectors. If the community’s priority need is in different sectors, GGP may consider the proposed project.

Special attention may be given to projects assisting the vulnerable groups (ex. street children, orphans, widows, and people with disabilities)

5. How much is the GGP funding? The maximum amount for GGP funding is approximately US$ 80,000. GGP fund is one time only and is not multi-year funding. There is no top up in case of a budget over-run.

3 (1) (1)Obtain GGP Application Form Application form can be obtained at the Embassy of Japan or downloaded from the Embassy website

(2) Submit Application Application can be submitted by post, email or drop-off at the Embassy of Japan

(3) Application Selection Process The Embassy/GGP screens all the submitted applications within four months of their receipts. Due to the high volume of application we receive, the Embassy/GGP only responds to the applicants whose applications are selected by sending proposal guideline.

(4) Receive GGP Proposal Once an organization received proposal guideline, it is encouraged to submit the proposal within a few months.

(5) Screening of Proposal The screening process for the proposal may take up to 1 year. GGP staff will contact the organization for interview or site visit.

(6) Site Visit or Interview The Embassy/GGP staff will visit the potential project site and/or interview the applicant organization to verify the content of proposal.

(7) Proposal finalized for approval Once proposal is selected, the Embassy/GGP will contact the applicant organization for the preparation of final approval.

4 7. How does the Embassy/GGP select application? (Selection priority) The Embassy will assess all the submitted applications based on; (A) Credibility of the organization (B) Legal Status of organization (Registration Certificate) (C) Financial Status of the organization (Recent Bank Statement) (D) Project Management Capacity of the organization (E) Community Participation & Contribution towards the proposed project (F) Sustainability & Ownership by the beneficial community (G) Project Impact to the beneficial community (H) The quality of the proposal submitted in terms of neatness, focus, verifying documents attached e.g. Photos, bank statements, certificates

The Embassy will send a “Guide to Proposal Writing” only to successful applicants whose application was selected at the application screening. If you do not receive any correspondence within four months from the date of the submission of application, please consider your application unsuccessful.

Our website can provide further information: http://www.ke.emb-japan.go.jp/ggp.htm

6. How to Apply GGP?

An applicant is requested to: A. Read this application carefully to familiarize with GGP scheme and its selection processes.

B. Fill necessary information requested in the application (failure to provide necessary information automatically disqualifies the application)

C. Submit an application form to the Embassy of Japan in Nairobi, Kenya Embassy of Japan (Attn: GGP Section) P.O. Box 60202-00200 Nairobi, Kenya Tel: 020-2898000 / Fax: 020-2898120 Email: [email protected] http://www.ke.emb-japan.go.jp/ggp.htm

5 GGP Application Form (Please type or print clearly)

Application should be typed or written clearly, unreadable and ineligible applications will not be considered.

1. Applicant Organization

1. Name:………………………………………………………………………………………………

2. Address:………………………………………………………………………………………

3. Telephone No.: ……………………………………………………………………………………

4. Fax No.: ………………………………………………………………………………………..

5. Email Address: …………………………………………………………………………………….

2. Project Description

1. Title of the proposed project …………………………………………………………………………………………………… …

- Is this a new project or expansion of existing project? …………………………………………

2. Project Site: (Province, District, Division, Location, Sub-location, Village) … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … . …………………………………………………………………

3. Distance from the Nearest Town: ……Km from …..………………………………………………...

4. Target Group …………………………………………………………………………………………………… ……………………………………………….

5. Estimate No. of Beneficiaries………………………………………………………………… - If it is a school project, what is the current enrolment rate? ……………… No. of class rooms ………………………. No. of students……………………….

6 6. Why do you need GGP funding? (Issue statement) …………………………………………………………………………………………………… ……………………………………………… …………………………………………………………………………………………………… ……………………………………………… …………………………………………………………………………………………………… ……………......

7. What kind of effort did you and/or beneficiary community make to solve the above problem? …………………………………………………………………………………………………… …………………………………………………………………………………………………… ………………………………………………………………………………………………. ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

8. Items need to be supported by GGP and estimated number of each item. (Ex. Construction of 5 Classrooms, Purchase of equipment etc)

……………………………………………………………………………………………… …………………………………………………… …………………………………………………………………………………………………… ……………………………………………… …………………………………………………………………………………………………… ……………..

9. When project is completed successfully, what benefit does the project bring to the recipient? .……………………………………………………..…………………………………… ……………………………………………………… …………………………………………………………………………………………………… ……………………………………………….

10. Total Project Budget: estimate budget is ok but needs to be realistic

Source of funds Project Activities Amount (KSH) Fund requested from GGP

Contribution from Applicant Organization Contribution from

7 Community Contribution from Other Donors (name them) Total Cost of the Project

11. After the project completion, in order to ensure the project sustainability (ex. repair/maintenance, operation of the facility): who will be responsible for the management of facility/equipment? …………………………………………………………………………………………………… ………………………………………………

3. Information of Organization

1. Basic Information

1. When was the organization established? ……………………..……………………..

2. Select the type of organization? CBO / NGO / School / Other (…………..)

3. When was the organization registered with the government? …………………………..

4. Which ministry has the organization registered under? ……………………………………….…

2. Activities/Goals

1. What is the vision/mission of your organization? ………………………………………………………………………………………………… ………………………………………….... 2. What are the organization’s main activities? …………………………………………………………………………………………………… ………………………………………… …………………………………………………………………………………………………… …………………………………………… …………………………………………………………………………………………………… …………………………………………… …………………………………………………………………………………………………… ………………………………………….. 3. What kind of project(s) has the organization implemented in the past 3 years?

8 Year Activity Beneficiaries Outcome / Self- (start / (no. / group) Impact evaluation end) 2009 2008 2007

9 4. Is the organization collaborating with other organization/donors? YES / NO

Name / Contact Type of Organization Type of Assistance Relation (ex. ABC org, X Ministry) (Local authority, Gov, (ex. moral support, (ex. ongoing, NGO, donor etc) Financial support,,, etc.) end in 2010) 1. 2. 3.

3. Organizational Structure

1. Does the organizationon have a Management Committee? YES / NO

2. How many members does the organization have? ……………….

3. How many staff (paid) does the organization have? …………………

4. How many volunteers (non-paid) does the organization have? ……………..

5. Who are the decision-makers in the organization?

Name Title Role (ex. Mr, ….) (ex. Chairman) (ex. operation, monitoring etc) 1. 2 3.

6. Who is responsible for the submission of this form? Name / Title / Contact (Tel. / email) ……………………………………………………………………………………………………… ……………………………………………………………………………………………………… …………………………………………………………………………………………………..

4. Financial Information

1. Does the organization have a bank account? YES / NO Attach copy of bank statement

2. Who handles financial matters at the organization?

10 3. Name Title Role (Ex. Mr…) (ex. Chairman, (ex. fund raising, cash management, signatory Treasurer, Accountant) of bank, check issue etc) 1. 2 3. Has the organization used an external auditor? YES / NO If Yes, which year? Name of the auditing company? ………………………………………………

4. What was the income / expenditure of last year?

Income

Expenditure

Balance

5. What is the main financial source?

Purpose Financial Source Specify 1. Operational costs Donor Local Gov. CDF 2009 2. Salary Donor NGO ABC (…Kshs monthly) 2007-2009 3. Administrative costs Local Member fees (monthly 200 Kshs)

6. Has the organization received any financial aid from donors?

Date Name of Amount Activities Outcome Funds received Donor (ex. 1 mil (ex. water tank) (ex. completed in July (ex. 01-2007) (Ex. CDF…) Kshs) 08)

11 7. Has the organization received any non-financial aid from donors?

Date given aid Name of Donor Aid Purpose Comment (ex. 01-2008) (Ex. AB…) (ex. ambulance) (ex. emergency) (ex. challenge)

After all the information is filled, the application can be submitted to the Embassy of Japan via post, e-mail or dropped off at the embassy security desk. The application is normally screened within four months. Due to the high volume of submissions, GGP will only contact the organization whose application is selected by sending a GGP proposal guideline. Please note that the Embassy will not return unsuccessful applications or proposals