Basic Facts and Procedures of GGP s1

GRANT ASSISTANCE FOR GRASSROOTS Human Security PROJECTS (GGP) 2016/2017 Edition

APPLICATION GUIDE

SEYCHELLES

Contents:

Basic Facts and Procedures of GGP ……….. 1

Project Selection Process ……….………….. 4

GGP Application Form ……….……………. 5

1 Basic Facts and Procedures of GGP

1. What is GGP?

In 1989, the Government of Japan introduced Grant Assistance for Grassroots Human Security 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 non-profit development organizations for implementing projects at community level.

2. Who can apply for GGP?

Can Any non-profit development organization such as; (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

2 DO NOT ！ - Trainings / Awareness raising campaign - Programmes/ 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 of GGP Funding per project changes slightly every year. For reference, in 2015 the maximum amount for one project was JPY 8,500,000 which was equivalent to USD 85,000 or Seychellois Rupees 1,140,000

*The amount in local currency is subject to change due to the change in Exchange Rate. *GGP fund is provided ONE TIME ONLY and is NOT MULTI-YEAR funding. *There is NO TOP UP in case of a budget over-run. The applicants have to pay any additional cost not mentioned in the proposals.

3 6. How does the Embassy select the Applications? (Selection Criteria)

The Embassy will assess all the submitted applications based on;

(A) Credibility of the Organization (B) Legal Status of the Organization (Registration Certificate needed) (C) Financial Status of the Organization (Recent Bank Statement) (D) Project Management Capacity of the Organization (E) Community Participation and Contribution towards the Proposed Project (F) Sustainability and Ownership by the Beneficial Community (G) Project Impact to the Beneficial Community (H)The Quality of the Proposal submitted in terms of Neatness, Focus, and Attachment of Verified documents ex. 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 three months from the date of the submission of application, please consider your application unsuccessful. *We reject application forms which are not filled by applicants themselves.

7. How to Apply to the GGP Scheme?

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

B. Fill in the 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: 020-289 8000 / Fax: 020-289 8120 Email: [email protected]

4 (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 Email, post or dropped-off at the Embassy

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

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

(5) Submit Proposal Proposal can be submitted by post or dropped-off at the Embassy.

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

(7) 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.

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

5 GGP Application Form (Please type or print clearly)

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

Filling Date : / / .

1. Applicant Organization

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

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

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

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

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

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

2. Project Description

1. Title of the proposed project

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

2. Project Site: (Island, District, Location)

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

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

6 5. Estimate No. of Beneficiaries……………………………………………………………………………………… - If it is a school project, Current number of students? ……………… No. of classrooms? ………………………… 6. Why do you need GGP funding? (Issue statement)

…………………………………………………………………………………………………… ………………………………………………

…………………………………………………………………………………………………… ……………………………………………

7. If this is an existing program, what is the state of current facility/equipments? (Attach pictures if possible).

…………………………………………………………………………………………………… ………………………………………………

8. What kind of effort has the beneficiary community made to solve the above problem?

…………………………………………………………………………………………………… ………………………………………………

9. Total Project Budget: *Estimate budget is ok but it should be realistic Source of Funds Project Activities / Items Amount (KSH) GGP 1.

7 (Note: GGP does not fund for 2. live stock, food, medicines, 3. seedlings, uniform, school fee, 4. drilling borehole, admin & Total of GGP fund operational cost) Contribution from Applicant Contribution from Community Contribution from Other Donors (name them) Total Cost of the Project

10. Sustainability: *After completion of the project, who will be responsible for the management of facility or equipment in order to ensure the sustainability of the project? (ex. repair, maintenance and operation of the facility) How will the organization ensure financial sustainability of the project? (ex. collect fee from patients)

…………………………………………………………………………………………………… ………………………………………………

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 been registered under? …………………………

8 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?

Year Project Detail / Activity Beneficiaries Outcome / Impact Self- (No. / type) evaluation

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 2014)

9 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 in Organization Role 1. 2 3.

4. Financial Information

1) Does the organization have a bank account? YES / NO *If YES, attach the copy of bank statement

2) What were the Income and Expenditure of last three years?

Previous year Two years ago Three years ago Income Expenditure Balance

3) What is the main financial source?

Purpose Financial Source Specify (ex. SCR XXX/year (ex. salary, admin cost) (ex. donor, Gov, member fee) from Gvt, member fee SCR XXX/month)

10 4) Has the organization received any financial aid from donors?

Date Name of Amount Activities Outcome Funds received Donor (ex. water tank) (ex. completed in July (ex. 01-2007) 08)

5) Has the organization received any Non-Financial Aid from donors?

Date given aid Name of Donor Type of Aid Purpose Comment/Current (ex. 2008) (ex. AB…) (ex. ambulance) (ex. emergency) status

**After completion of the form, the application can be submitted with the relevant attached documents to the Embassy of Japan in Kenya via post or email.

**The application is normally screened within three months. Due to the high volume of submissions, GGP will only contact organizations whose applications are selected by sending a GGP proposal guideline.

**Please note that the Embassy will not return unsuccessful applications.

Attention!!

GGP Scheme accepts application forms which are filled by applicant organization only. We strictly reject any proposals written by someone else, such as consultants, agents or brokers.

List of attachment to the application form:

11 □ Pictures of the current facilities / situation □ Copy of organisation’s certificate □ Copy of bank statement □ Copy of Title Deed