Application Format for
USAID Small Grants
Small Grants and Ambassador’s Fund Program (SGAFP)
Small Grants and Ambassador’s Fund Programme
G.P.O. POB 2077, Islamabad, Pakistan
T: +92 51 2828421-23; Fax. No. +92 51 2828424
Email: [email protected]
Website: www.sgafp.org.pk
USAID Disclaimer: This application format for Small Grants is made possible with support from the American
people delivered through the United States Agency for International Development (USAID). The contents are the sole responsibility
of National Rural Support Programme (NRSP) and do not necessarily reflect the views of USAID or the United States Government.
USAID Small Grants
Table of Contents
Section A: The Organization .................................................................................................................... 3
1. Contact information ........................................................................................................................ 3
3. Legal Status: (if applicable) ............................................................................................................. 3
4. Organizational Funding Sources ..................................................................................................... 3
5. Details of Ongoing & Completed (donor funded) Projects as direct recipient ............................... 4
Section B: The Proposed Project ............................................................................................................. 5
1. Project Rationale/Justification: ....................................................................................................... 5
2. How is the proposed project aligned with organization’s vision/mission and previous work
experience? ......................................................................................................................................... 5
4. Project Objectives ........................................................................................................................... 6
5. Implementation Methodology:....................................................................................................... 6
6. Proposed Project Beneficiaries ....................................................................................................... 7
7. Details of the Proposed Team for Project Implementation ............................................................ 7
8. Monitoring Strategy ........................................................................................................................ 7
9. Post-Project Management and Sustainability................................................................................. 7
10. Itemized Budget Details of the Proposed Project (Pak. Rupees): ................................................. 8
11. Project Implementation Plan ........................................................................................................ 9
Section C: Declaration from the Applicant ........................................................................................... 10
Section D: Application Checklist ........................................................................................................... 10
Application Format for USAID Small Grants
2
USAID Small Grants
APPLICATION FOR GRANT FUNDING UNDER USAID
SMALL GRANTS
Please submit all applications via email (Word or PDF document) at [email protected] or by
post to:
Deputy Chief of Party
Small Grants and Ambassador’s Fund Program
G.P.O. POB 2077, Islamabad, Pakistan
Islamabad, Pakistan
T: 051 2828421-23
Note:
a. This form is to be filled by an applicant organization only if applicant qualifies the eligibility criteria set for
funding assistance under SGP as explained in Application Guidelines;
b. Provide complete information including supporting documents like cost estimates (where
applicable), NOCs & Letter of Commitments (if required) from concerned line departments and
other stakeholders. Incomplete applications will not be processed further
c.
The space given under each category of the application template is indicative. Applicants are required to
use as much space as needed.
Date of Application: ________________________________
Section A: The Organization
1. Contact information
a. Name of the organization:
b. Type of the organization - CBO/NGO/ Private
Sector/Other – specify):
c. Name of the head of organization:
d. Postal Address:
e. Office phone numbers:
f.
Cell number (organization head):
g. Fax:
h. Email:
i.
Website:
j.
Key Contact person – Name & Designation:
k. Contact number of Key Contact Person:
2. Registration Details of the Applicant Organization: Please attach copy of registration certificate
Registration Date:
Validity of Registration (date):
3. Legal Status: (if applicable)
The Societies Registration Act, 1860
The Voluntary Social Welfare Agencies (Registration and Control) Ordinance, 1961
The Voluntary Social Welfare Agencies (Registration and Control) Rules, 1962
The Cooperative Societies Act, 1925
The Companies Ordinance, 1984 – Section 42
The Social Welfare Agencies (Registration & Regulation) Act, 1996
The Trust Act, 1882
The Charitable Endowment Act, 1890
Others, Please specify:
4. Organizational Funding Sources
Application Format for USAID Small Grants
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USAID Small Grants
What are the major funding sources of your organization? Please Tick the relevant categories:
Donor organizations – national and international
Endowment
Government – federal and/or provincial
Philanthropists/individual donations
Private (corporate) sector
Member’s fee and contributions
Others – specify
5. Details of Ongoing & Completed (donor funded) Projects as direct recipient
Enlist all ongoing and completed projects during last three years, placing the latest projects on the
top.
Project
Donor/
Funding
Source
Major Outputs
Project
duration
(From –
To)
Total
Budget
(Rs.)
Experience of Implementing Similar Projects
Enlist all projects undertaken by the applicant, prior to the last three years, that are similar to the
proposed project intervention
Project
Donor/
Total
duration
Project
Funding
Major Outputs
Budget
(From –
Source
(Rs.)
To)
Application Format for USAID Small Grants
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USAID Small Grants
Section B: The Proposed Project
Project Title:
Project Duration:
Sector: Please tick () the relevant box
Let Girls Learn
Civic Participation
(Project worth up to US $200,000)
A. Improved Early Grade Reading
Outcomes
B. Increased Equitable Access to Basic
Education
(Project worth up to US $200,000)
A. Capacity Building of Civil Society to
Support Government Institutions for
Essential Services
B. Citizen Participation and Oversight
C. Strengthen Worker Unions and
Corporate Accountability
Project Location (District/Tehsil/Union Council/village):
1. Project Rationale/Justification:
Describe in detail the situation/circumstances which have led to the need to develop the proposed project.
Support your arguments with primary and/or secondary research and statistics. Please give complete and
appropriate, references where required. Please note that USAID encourages demand oriented projects.
2. How is the proposed project aligned with organization’s vision/mission and previous
work experience?
3. How is the proposed project unique and innovative?
Is the proposed idea or approach original, innovative i.e. has not been experimented before in the proposed
geographical area and proposes to address the problem in a non-conventional way? If yes, please elaborate.
Application Format for USAID Small Grants
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USAID Small Grants
4. Project Objectives
Please provide details of the key project outputs for every objective (in case of multiple objectives) along with
a list if activities. The objectives must be SMART i.e. Specific, Measureable, Achievable, Realistic and Timebound
Project Objective
Key Outputs
Activities
Objective No. 1:
1)
2)
3)
Objective No. 2:
1)
2)
3)
Objective No. 3:
1)
2)
3)
Objective No. 4:
1)
2)
3)
Note: Please create additional space for activities/outputs where needed.
5. Implementation Methodology:
Please give a detailed implementation methodology (preferably supported with a process flow chart) while
focusing on the following:
● How will your organization implement the project (this should cover details like who, what, why,
when, how, where);
● Provide a sequential flow of proposed interventions/activities;
● In case the proposed project calls for partnership(s) with other stakeholders, explain in detail the
distribution of roles and responsibilities.
Note:
a) Please provide NOCs/permission/other relevant documents if required from the concerned
authorities to carry out the proposed activity.
Application Format for USAID Small Grants
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USAID Small Grants
6. Proposed Project Beneficiaries
A. Please elaborate how the proposed beneficiaries (individuals, households, institutions etc.) will be
selected.
B. Provide gender disaggregated details of the proposed beneficiaries.
C. Will this project benefit minorities, disabled and other disadvantaged groups? If yes, please elaborate
briefly.
For Let Girls Learn (Education)
Beneficiary Type
Already Enrolled in Schools
or Non Formal Setup
New Enrollment or ReEnrolled in Schools or
Non Formal Setup
Adolescent Girls (Age 10-14 years)
Adolescent Girls (Age 15-19 years)
Others*
* Please provide bifurcation for all other beneficiaries including Teachers, Parents, Community members,
PTA/SMCs/VECs, Government Representatives, Civil Society and any other Stakeholders.
For Civic Participation
Beneficiary Type
Male
Female
Government Representatives
Civil Society Members
Local elected Representatives
General Public
Others
7. Details of the Proposed Team for Project Implementation
Please provide information of key staff proposed for the project with relevant technical skills and details of
responsibilities. Also attach as annexure their CVs (not more than four pages each) indicating background
information and stating all relevant experience.
S.
No.
Name
Proposed
Position
Qualification
Total
Working
Experience
Currently working
with your
organization (Y/N)
8. Monitoring Strategy
Please explain how your organization will ensure following:
A. Operational transparency (programmatic & financial), and
B. Information management for reporting purposes and improvement of proposed interventions
9. Post-Project Management and Sustainability
Application Format for USAID Small Grants
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USAID Small Grants
Explain how your organization plans to ensure that the project interventions and benefits will sustain after
the completion of project. Enlist concrete measures that your organization will take in the post-project period
to monitor project interventions and provide assistance to project beneficiaries. Also indicate recurring cost, if
any, needed to manage post-project operations and indicate how this cost will be managed by your
organization.
Note: in case post-project sustainability calls for assistance from other stakeholders, such as
government entities etc., please provide letter of support/commitment
10. Itemized Budget Details of the Proposed Project (Pak. Rupees):
Specify each activity, total estimated cost and cost share. Please carefully read the instructions before
budget preparation.
Instructions for Budget Preparation:
i. Provide detailed breakdown of budget, do not give a lump-sum budget.
ii. Provide detailed breakdown of the project activities as mentioned in the project proposal
and provide budget for each activity separately.
iii. The SGAFP will fund direct project related costs and only those administrative/management
related costs that indirectly support project implementation.
iv. The budget should be in Pakistani Rupees,
v. Use additional sheets for detailed budget while strictly following this template.
vi. Please provide budget narratives, where required, by explaining the Units and Unit Costs.
A. Detailed Itemized Budget
Attach a detailed breakdown of the cost or itemized budget in Pak rupees (PKR). This is an essential part of the
application. The itemized budget must be presented on the following format:
Activity
Unit
Type
Unit
No.
Unit
Cost
Total
Estimated
Cost
Funds
Applicant
requested
Cost
from
Share *
USAID
A. Program Cost **
B. Administrative Cost
***
Total
* The applicant cost share under Small Grants is not mandatory. However SGAFP strongly encourages applicant’s cost
share in cash or in kind. In case of 3rd Party Cost Share, add a separate column.
** Program Cost includes direct project related costs such as: staff working full time on project implementation; rent of
the office directly overseeing project activities; material, equipment, stationary, utilities, vehicle rental and POL to be used
only for project implementation, and USAID’s branding & marking related cost (plaques/signboards/banners etc.)
*** Administrative Cost includes expenses that indirectly support project implementation such as: support staff cost
(finance persons, M&E, management etc.); rent of organization’s other office(s); project’s audit; etc.
Application Format for USAID Small Grants
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USAID Small Grants
Note:
i)_ In event of their being any third party contribution, please add another column. The cost breakdown listed therein
should be in accordance with the guidelines given above.
ii) The cost proposed should be realistic and based on recent market surveys/trends. SGAFP reserves the right to
independently verify proposed cost estimates.
11. Project Implementation Plan
Provide a time-bound implementation plan for all project activities. Distribute the targets on monthly basis
and highlight/shade the timeline accordingly. The timeline for every activity must be consistent with monthly
budget sheet.
S.
No.
Activity
Total
Targets
Application Format for USAID Small Grants
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2
Month-wise Implementation Timeline
3
4
5
6
7
8
9
10
11
12
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USAID Small Grants
Section C: Declaration from the Applicant
S.
Statements
No.
Yes
1.
The organization will need necessary permissions such as: /No Objection Certificate
(NOC)/Letter of Commitments (LoC)/Memorandum of Understanding (MOU) from
government and/or other stakeholders to implement the project, and the same have
been provided.
2.
The organization will be able to implement the proposed project without creating any
local conflict
3.
The organization will fully comply with USAID’s branding & marking requirements as
explained at SGAFP’s website
4.
The organization confirms that the project location is safe and subject to the approval
of project, SGAFP’s staff can undertake monitoring visits safely.
5
The organization declares that none of its office bearers hold any political office or is
involved in political activities and that USAID’s assistance will not be used to gain any
political mileage for the organization or any office bearers.
6
The organization confirms that the project design does not include activity(ies) given in
the “List of Ineligible Activities” and/or procurement(s) given in the “List of Ineligible &
Restricted Procurements”, as explained in the Application Guidelines.
No.
N/A
Section D: Application Checklist
S.
No.
1
2
3
4
Particulars
Yes No N/A
All sections of the applications have been filled as per given directions
Copy of valid registration certificate is attached
Resumes of the proposed team members are attached
Necessary permissions/NOCs/LoCs/MOUs (if required) have been obtained and
attached
5
Detailed and itemized budget is attached
6
In case organization has undergone an external organizational evaluation in the
last five years, its report has been attached with the application
7
If applicant organization has implemented a USAID funded project, its project
completion report has been attached. (In case of an ongoing project, attach last
progress report)
8
In case organization has conducted a baseline/need assessment/rapid assessment
of the proposed project area and/or beneficiaries, its final report has been
attached.
9
Organization has attached reference letters obtained from two of its largest
donors (Government, INGOs, Donor Organizations, Corporations etc.) with
whom it has worked during the last 3 years. These letters should have complete
contact details of the referees.
To the best of my knowledge, I declare that all the above information is true and accurate.
Sincerely,
Name:
Signatures:
(To be signed by head of organization)
Application Format for USAID Small Grants
Designation:
Date:
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