NEPAD/Spanish Fund for African Women s empowerment

NEPAD/Spanish Fund for African Women s empowerment Project Proposal Format Annex 0 1 P age

Proposal Format Proposal Cover Page: PROPOSAL TO THE NEPAD- SPANISH FUND FOR AFRICAN WOMEN s EMPOWERMENT Organization Details: Name of Organization Type of Organization/ Legal Status NGO, Government Agency, Cooperative, etc Physical Address Postal Address Legal Representative Director/ CEO & Contact Details Project details Name of the Project Focus of Project Geographical Coverage of the project (country, exact location within country) Project Duration (start date, finish date, and total duration in months) Total project budget Total funding requested from the NEPAD Spanish Fund Other Contributors Date Submitted For Office Use Only: Date Received and Stamp Assigned Proposal Number 2 P age

Proposal text: 1. Executive summary (one and half pages) Provide a brief and informative summary of proposal. Include summary information from each of the main sections of the proposal 2. Background, context and proposal justification (Half page) Briefly describe the background situation within the geographical area where the project will be implemented. Discuss the context and the factors that you intend to address with this project. 3. Beneficiaries (one page) Describe the direct and indirect beneficiaries of the project. How will they be identified? Provide some information on the socio economic background of the intended beneficiaries of the project. Also state the location of the beneficiaries. If possible provide a map which shows the exact location(s) of the beneficiaries. Include number of beneficiaries and this must be disaggregated by sex and age. 4. Problem statement (one page) Mention the specific problems faced by the beneficiaries and what their needs are. In this respect you can highlight the factors which negatively affect the position of women and girls in the communities targeted. Describe if and how problems and needs are different for men and women. Describe any constraints which could affect the proposed intervention by your project (these may include socio political factors in the area; threats to the beneficiaries; or others who may negatively influence the beneficiaries). Include baseline data collected that will serve as starting point to monitor the future performance during the project, tracking the progress and indicators. 5. Addressing the problems & the overall gender approach (one page) Describe the main approaches within the project. Application of gender analysis. How will the approaches address the problems and needs identified in this proposal? Describe the gender approach that will be used in this project and how it will lead to the outcomes of empowering women. Describe any risks that the interventions may pose to the beneficiaries, and how you will address these risks. Describe how the project approach will unlock the potential of women. 6. Management details/ Description of implementing organization (two pages) 3 P age

Provide information about the organization which is applying for funding. The information provided can include the following: If any, its experience in the sector mentioned, and also its previous experience in the area of promoting gender equality and women empowerment The capacity of the organization to implement the project and to manage funds being requested Information on how the project will be managed Any partnerships/ collaboration in the implementation of the project List the technical assistance and capacity building support that the organization may require as part of this project (e.g. training, hiring staff, etc) 7. General Objective and Specific objectives (Half page) List the general objective/ purpose and specific objectives of the project. It is strongly recommended that each project must have only one specific objective. However in total specific objectives must not exceed 3. The general objective represents a longer term change in the quality of life amongst beneficiaries and society as a whole. It is likely that the project in itself will not achieve the goal stated. However the specific objectives developed must contribute towards attainment of the overall general objective/ purpose. All specific objectives must be specific, measurable, attainable, realistic, and time bound (SMART) considering the length of the funding. 8. Expected outcomes (one page) Describe the expected outcomes of the project. What overall changes will occur as a result of the project? List the outcomes and outputs expected for each specific objective. Outcomes relate to medium to long term changes that will occur as a result of the project. Outputs relate to immediate results achieved as a result of implementing activities. You must include specific targets for each outcome and output listed. Indicators listed for outputs and objectives can be quantitative or qualitative. 9. Project activities (two and half page) State what activities are being proposed. It is recommended that you should arrange activities by objective and output. In this case for each objective, list what are the expected outputs. And then for each output list the activities. Provide a very brief narrative which must justify the activities being proposed in order to meet the objectives. Use the format below to list the activities: Specific Objective 1: [list the objective here] Output 1: [list the output] 4 P age

Output 2: [list the output] Activities for Output 1: [list all the activities for each output] Activities for Output 2: Etc 10. Logical framework for the project (maximum five pages) A logical framework must be attached. See the format below: [Logical Framework] Intervention logic General Objective/ Purpose of the Project Describe the overall long term objective of the project Specific Objectives: What are the specific objectives of the project? Objectively Verifiable Indicators (OVIs) Measures for monitoring realization of the purpose/ general objective of the project Measures for monitoring realization of the project specific objectives Sources of Verification Insert sources of information for the indicators e.g. surveys, reports, etc Insert the sources of information for the indicators Frequency of data collection How often will data be collected? E.g. Monthly, Quarterly, Annually How often will data be collected for the indicators? Opportunities, Assumptions and Risks It may include the required economic, social and political conditions to enable the implementation of the project; and also risks that may negatively influence successful implementation of the project It is recommended that a project must have one specific objective. In total the number of specific objectives must not exceed 3. Outputs/ Results: List the expected outputs for the realization of objectives. Each Specific objective must have its own outputs Measures for monitoring realization of the project outputs. Insert the sources of information for the indicators How often will data be collected for the indicators? Activities) List activities under each output Measures for monitoring realization of the project activities Insert sources information the of for How often will data be collected for the 5 P age

Activities for output 1: 1. the indicators indicators? Instructions: Each project must have only one general objective or purpose. It is highly recommended that each project must have one specific objective. However where a project has more than one specific objectives, each specific objective must have its own outputs. Only up to 3 specific objectives/outcomes are acceptable. Each output listed must have its own set of activities. Specification of gender equality results goal in logframe Use of gender disaggregated data for the indicators The statement of objectives with a gender focus Participation of women in designing the intervention Identification of specific actions to empower women Specification of gender sensitive impact indicators In total the whole logical framework must not exceed 5 pages 11. Project Work plan (Maximum four pages) Using the table below present the proposed project work plan with a time schedule. The proposed activities must be linked to specific objectives for which they relate. For projects that are more than 12 months, please use the format below to complete the work plan for each year of implementation. The boxes in the work plan below have been completed as examples only. All work plans must follow the format shown below: 6 P age

[Insert: name of Organization] Standard work plan format Project Start Up Activities [Start up activities) Specific Objective One: [list objective here] Year: [Insert duration of work plan] Months Activities 1 2 3 4 5 6 7 8 9 10 11 12 [list all key activities to be completed under each specific objective] Specific objective two: [List the second objective here] [list all key activities to be completed under this specific objective] *Please include as many boxes as necessary for your work plan. The work plan can also be included as a separate attachment. Provide a work plan for the entire duration of the project. If the project is for more than 12 months provide a detailed work plan for the first year (per month). The work plan for the subsequent years can show activities by quarter rather than per month 7 P age

12. Measurable Performance Indicators The table below must be filled with targets as part of this proposal. The performance indicators can be qualitative or quantitative. Focus mainly on the main outputs/process indicators of the project. Use the table below to show the targets by quarter: Outcomes Targets Summary Table Specific Outcome: Objective/ Key Performance Indicators Targets Quarter 1 Targets Quarter 2 Targets Quarter 3 Targets Quarter 4 Targets Quarter 5 Targets Quarter 6 Targets Quarter 7 Total Include as many rows as necessary. Also add as many quarters as possible depending on the duration of the project. For example a 2 year project should show targets in 8 quarters 8 P age

13. Learning, Monitoring and Evaluation (one and half pages maximum) Describe the internal systems used to undertake project monitoring and evaluation. Monitoring is an ongoing assessment on progress being made. On the other hand evaluation is an assessment (as systematic and objective as possible) for an ongoing or completed project. The baseline data collected and included at the project proposal will be used as starting point,or guide, by which to monitor future performance. Baseline are the first critical measurement of the indicators. The FUND request all projects to include plans for baseline data collection and end of project evaluation. All monitoring and evaluation activities must promote participation of all the key stakeholders including project beneficiaries, staff, partners, and other participants within the project. Please include a strategy to promote learning and documentation of successes and challenges. Each proposal must include a deliberate plan on how the project will be evaluated at the end. The cost of such a final external evaluation can be included as part of the budget. An external audit should also be budgeted for. Project Monitoring and Evaluation Plan Outcome Indicators Baseline How will progress be measured? & Who will measure? Timing/ frequency of measurement 1. 2. 3. Include as many rows as necessary 9 P age

Checklist for Monitoring and Evaluation Form Check Do the indicators include qualitative and quantitative targets and measures? Are the indicators SMART (specific, measurable, achievable, relevant and time bound)? Do the indicators identify a change in relation to a measured baseline? Are the plans for measurement and frequency of monitoring realistic? Will project beneficiaries be involved in the monitoring and evaluation process? Are the necessary resources (human, budgetary etc.) available to undertake the proposed M&E activities? Will an external evaluation be undertaken and when? Will an external audits be undertaken and when? Is proper budgeted allocated for that? 14. Sustainability of the proposed interventions (One page maximum) Please explain how the project interventions or outcomes will be sustained after the end of funding from the NEPAD Spanish FUND. How will you finally sustain the interventions? Or how will the interventions sustain themselves? How will the interventions be sustained in both medium and long term? 10 P age

15. Implementation Strategy Please outline an implementation strategy for the project. What are the opportunities and risks in the implementation of this project? How will the opportunities be maximized and risks mitigated? 16. Budget (Format Budget) Annex 1. In this section please only provide a summary budget which outlines the key areas as follows; a) Total expected income: minimum amount of EUR 50,000 and maximum of EUR 350,000. Under exceptional circumstances the Fund will finance projects up to EUR 500,000. Co funding requested: For projects under 200,000 Euro a contribution of the 5% of the total of budget is requested from the grantee. For projects from 200,000 Euro to 350,000 Euro a contribution of the 10% of the total budget is requested from the grantee. For exceptional projects over 350,000 Euro and up to 500,000 Euro the contribution requested will be of the 12% of the total budget and will be required from the grantee. b) Total Operational Costs (must be both in Euro and Local currency) and will include the following: Staff cost Project activities cost Monitoring and evaluation cost Communication and publication cost External Audit: A final external audit need to be budgeted for project proposals with a total budget of 100,000 Eu or over this amount. In cases that the total budget is 250,000 Eu or over this amount an external audit will be request an the end of each fiscal year and budget must to be allocated for that. 11 P age

External Final evaluation: An external Final evaluation need to be budgeted for project proposals with a total budget of 200,00 Eu or over this amount. c) Total Administrative cost (must not exceed 10%) d) Total Project Budget (must be in Euros and local currency) e) If a project is for more than 12 months please provide the total budget for each year as follows; Total Budget Year One= Total Budget Year Two= Etc. f) A full budget must be attached using the NEPAD Spanish Fund format (Annex 1). Please also provide budget notes. Budget notes must provide rationale/ justification for your budget. g) A procurement plan must also be attached (Annex 5). The procurement plan will provide details about any equipment the project may procure during its duration. Budget and procurement plan templates are available as attachments in windows excel. 17. Proposed project team (one page) Using the table below presents the project team. Include all paid staff, volunteers, and consultants who will work on this project regardless whether they are to be financed through the NEPAD Spanish FUND or not. If volunteers will be involved, please explain how these individuals will be recruited and supported by the project. If you are planning to recruit new positions please fill just the positions, summary of responsibilities and proportion of time that the person will spend on this project. 12 P age

Use the table below to show the project team: PROPOSED PROJECT TEAM NAME POSITION SUMMARY OF TASKS/ RESPONSIBILITIES QUALIFICATIONS AND EXPERIENCE % OF TIME ON THIS PROJECT [How much time will the individual spend on this project per month?] 18. Annexes and supporting documentation request: 13 P age 1. Budget format (Annex1) 2. Declaration by the applicant (Annex 2) 3. Legal entity sheet (Annex 3) duly completed and signed by the applicant, accompanied by the justifying documents which are requested therein. 4. Financial identification form(annex 4) 5. Cover letter: This letter should be on a letterhead of your institution. It should provide a brief description of your institution, registration status, its current activities and status. The letter should also contain the name, phone numbers (including cell phone) and email address of the contact person for the proposal. It should also provide details for any partners. Finally it must provide a brief description of the proposal and what you intend to achieve within the project duration. 6. Constitution or ground rules of the organization. The statutes of association of the applicant organisation. 7. Copy of the applicant s latest accounts ((income and expenditure and the balance sheet for the 2 previous financial year for which the accounts have been closed) and the lastest audit report of the organization/institution. 8. Administration and Finance Manual procedures of the organization/institution. 9. Copy of the registration: If it is not a government body, a copy of registration status should be provided where possible. 10. Organigram of the organization: Include an organigram which provides details for the positions within the organization.

14 P age 11. Summary of previous or current activities and achievements of the organization and list of donors: Provide brief description of current or previous project activities and achievements. Please also provide a list of current or previous donors 1.5 pages maximum (mandatory) 12. Letters of support/ collaboration: All projects that will involve working with partners should include letters of support from the key partners that are mentioned in the project proposal. 13. Letters of recommendation: Organizations may also wish to include letters of recommendation from Networks or Coalitions that they belong to, or from the Ministry of Women/ Gender in the country of implementation. 14. Procurement plan (Annex 5)

Questions to guide you in formulating a successful proposal to the Fund 1. Are women represented within the organization structure including in management positions? (Are women involved at all levels in the planning and implementation of the project?) 2. Does the proposed project have women empowerment or gender equality objectives? (How do the objectives address the needs and concerns of women?) 3. Have these gender equality and women empowerment objectives been translated into specific objectives, purpose, activities, and results? 4. What programs, services and activities does the project have to ensure that gender needs and concerns will be addressed? (How will the activities and services include women s participation?) 5. In what ways will these services and activities benefit women? 6. Does the proposal reflect gender related choices? And is gender analysis the basis for these choices? 7. Does the proposal include information about each population group targeted and women in particular? 8. To what extent have women or women groups been involved in the formulation of priorities within the project proposal? 9. Have there been consultations with people whose lives will be affected by the project, and what attention has been given to women in the process? 10. Does the organization have capacity in women empowerment or gender equality thematic areas? What capacities are required to implement this project? 11. How will women have access to opportunities and services which the project provides? 12. Are project resources adequate to provide these services for women? 13. Does the project proposal outline any obstacles that could prevent women from participating in the project? Are there plans to address these obstacles? 15 P age

14. Are female personnel available for technical staff positions within the project? 15. How will the project affect women s time? (Will their workload increase or decrease as a result of innovations or changes? Will the project lead to loss of income for women due to allocation of time for project activities?) 16. Does the project have a monitoring and evaluation plan to detect and evaluate the effects of the project on women? 16 P age