Guidelines for applications for grants for peace and reconciliation initiatives in the Western Balkans, item 164.71 of the government budget

11.12.2008

Applications and all questions related to the grant scheme must be directed to Section for Western Balkan Affairs, s-vb@mfa.no  

General framework

The overall objective of Norwegian assistance to the Western Balkans is to promote peace, reconciliation, Rule of Law and democracy in the region. The main purpose of Norway’s project assistance to the countries in the Western Balkans is to continue supporting processes related to regional stabilisation and Euro-Atlantic integration. The stronger institutional links to the EU and the considerable increase in transfer of funds from the EU to the countries in the region, will also have an impact on Norwegian priorities. The Ministry of Foreign Affairs is aiming at increased geographical and thematic concentration of Norwegian assistance. At the same time, Norway should contribute to increased coordination of international assistance, i.e. through closer cooperation with EU and the Nordic countries.

 

The following areas will be given priority in 2009:

• Economic, political and social reform.
• Defence, security and justice sector reform.
• Education sector development, especially in Kosovo.
• Peace and reconciliation, inter ethnic dialogue, i.e. follow-up of UNSCR 1325 on Women, peace and security.
• Promotion of international human rights standards. This includes, among other things, strengthening women’s right to political and economic participation, and their opportunities to engage in paid work
• Development of the private sector, with special attention to job creation for young people, women and vulnerable groups exposed to trafficking in human beings.
• Development of environment-related energy projects, i.e. energy efficiency programs, development of clean energy and climate related projects. 

More specific priorities for the geographical and thematic distribution of the available funds are defined at the beginning of each budget year, but flexibility is maintained all through the year so that rapid changes in the situation in the region can be responded to. Part of the funds is earmarked for bilateral project cooperation with some of the countries in the region, and separate national application procedures apply to these funds. Norway’s Foreign Service missions in Zagreb, Sarajevo, Belgrade, Prishtina and Skopje also administer separate funds for smaller projects aimed at developing civil society. Applications for projects with an annual budget of less than NOK 200 000 (app. € 24.000) should be made to the missions. 

Target Groups

All stakeholders in the Western Balkans that can contribute to achieving the overall objectives of the grant scheme are possible target groups for applications for funding. The target group can therefore be both in public and private sector, civil society and the media. However, ethnic minorities, children, youth and women are given priority for Norwegian assistance. 

Criteria for goal planning

• The project must be in accordance to the main objectives of the grant scheme presented in the Foreign Ministry’s proposition to the Parliament (St.prp. nr. 1).
• Project goals should be operative, result oriented and realistically achievable
• The application shall present indicators on outcome and output level
• The timeframe for Norwegian support to the project shall be clearly defined  

General criteria for assessing applications

• Implementation of projects in the fields of peace and reconciliation and state-building is very demanding. The applicant must document a good understanding of the issues in the region, and have adopted clear, practicable goals for the project.
• Projects supporting reform processes connected to Euro Atlantic integration or promoting other types of regional cooperation will be given priority.
• Coherence with the recipient countries national priorities will be valued.
• Priority will be given to projects that are also able to obtain funding from local or national sources. Applicants should consider how the project fits with other actors’ activities in the same field, and projects that have the potential to create synergies will be given priority.
• The applicant must also be able to document relevant qualifications/expertise, including results of previous work, and also substantiate the added value the applicant will contribute to the project beyond the mere transfer of funds.
• Projects to which the grant recipient is contributing with own resources (financial or other) will be given priority. 

Support for the following activities will usually not be granted:

• financing the export or import of goods or services
• marketing goods or services
• operating expenses beyond initial costs in the start-up phase
• establishing activities in Norway
• developing or testing new technology
• support for the transport of emergency relief shipments 

Cross cutting issues

Gender equality and women’s rights, as well as environmental considerations, must be taken into account in all types of projects. In this connection, reference is made to the Norwegian Government’s Action Plans for the Environment and for Women’s Rights and Gender Equality in Development Cooperation, for the Implementation of the UN Security Council Resolution 1325 on Women, Peace and Security, and the Action Plan to Combat Human Trafficking. The balance between women and men in the recruitment for positions and training programs in connection with the project must be discussed in the application. 

Deadlines and formalities related to the application

The application deadline is 15 February. Applications received after 15 February will only be considered during the second half of the year and provided availability of funds in the budget. 

Applications should, if possible, be submitted by email to post@mfa.no with a copy to s-vb@mfa.no. As a general rule, the Ministry’s application form A must be used for all applications for support under this grant scheme. The application form can be found at the bottom of this page.

The form must contain complete and correct information. Applicants who apply for grants for several projects in the same or in different countries must submit a separate application for each project.  

A complete and detailed budget and financial plan must be submitted, including an overview of funding from other sources. The anticipated number of working hours and travels, and the costs related to these, must be specified in the budget.  

The grant recipient should seek to limit administrative costs (over-head). Over head is meant to cover expenses not directly related to the implementation of the project (auditing, internal control systems, fund raising etc.). Projects with administrative expenses exceeding 5% of the total budget will only receive support in exceptional cases.  

If one or several local partners are the main responsible(s) for the implementation of the project, an explanation of the applicant’s added value to the project must be given. 

The applicant’s latest annual report/accounts, if possible, documentation on internal control systems and cooperation agreement(s) with local partners should be attached to the application, alternatively through a web link. 

The cheapest form of transport must be used in connection with travel. Alternatives to hotel accommodation must be sought for longer stays. 

Grants can be made for projects lasting up to three years subject to the Storting’s (Norwegian Parliament) annual approval of the relevant item in the government budget. In such cases, the application must specify, in addition to the total amount, the amount requested for each budget year.  

Application process

The following procedure applies to the processing of applications by the Ministry of Foreign Affairs:

• The application is registered on receipt.
• The application is evaluated in relation to the general framework and criteria of the grant scheme.
• Once the application has been processed and a decision made, the applicant is informed in writing.
• If the application is successful, an allocation letter is prepared and will set out the conditions for the grant. The letter is prepared in two copies which must both be signed by a person authorised to bind the grant recipient. One copy is kept by the grant recipient, while the other must be returned to the Ministry within one month.
• If the application is refused, the applicant is notified of the reasons thereof in writing. The name of the executive officer will be included in the letter.  

Applications are evaluated throughout the budget year. The Ministry reserves the right to postpone the processing of some applications to the second half of the budget year, even for applications received within the dead line of 15 February, so as to maintain flexibility to respond to unexpected situations in the region. 

Individual decisions regarding project support may be appealed in accordance with Chapter VI of the Public Administration Act. Appeals must be submitted in writing to the Ministry of Foreign Affairs within three weeks of the date on which notification of the decision was received. The parties to the case are entitled to acquaint themselves with the documents in the case in accordance with sections 18 and 19 of the Public Administration Act. The appeal should be argued on the basis of the information on which the Ministry of Foreign Affairs has based its decision. 

Disbursements – management of funds – accounts and auditing

Grants are generally paid in arrears once a year to cover expenses incurred. The grant may be paid out in advance if the grant recipient makes a reasoned request for this.  

If the grant is to be paid out in advance, a separate bank account must be established for all funding from the NMFA.  

Disbursements will be made annually on the basis of a progress report and accounts submitted, which are normally to be presented and discussed at an annual meeting, at which the grant recipient also has to submit a work plan and budget for the coming year. 

Interests accrued and unused funds

Any unused funds, including interest accrued, provided this totals more than NOK 1,000,-, must be repaid to the Ministry at the end of the project. 

Interests accrued on grants to multi-bi projects, projects involving several donors, government to government assistance, as well as support to international and local NGOs can be reallocated to other projects as defined in the respective agreements. 

Reporting

The final report and audited accounts for the project must be sent to the Ministry of Foreign Affairs as soon as possible and at the latest six months after the end of the project. It is important that the final report and accounts are sent together, not separately. The requirements as to the content of the final report will be detailed in an enclosure to the allocation letter. This enclosure is seen as an integral part of the agreement. 

If the implementation of the project is delayed in relation to what was specified in the application, a status report must be sent in good time before the original end date for the project.  

Accounts must be kept in accordance with good accounting practice. As a general rule it must be documented that the auditor’s report is based on the procedures set out in ISA 800 (Auditor’s Report on Special Purpose Audit Engagements).  

Grant recipients that are organs of the Norwegian State are not required to submit audited accounts.

Obligations of the grant recipient

The grant recipient is complied to counteract corrupt practices in the execution of this Agreement. Further, commit itself not to accept, either directly or indirectly, as an inducement or reward in relation to the execution of the Agreement, any kind of offer, gift, payments or benefits which would or could be construed as illegal or corrupt practice. The grant recipient must immediately inform the Ministry of any indication of corruption or misuse of resources related to the project, and undertake to take rapid legal action to initiate investigations of and prosecution against, in accordance with applicable law, any person suspected of corruption or misuse of resources related to the project. 

The grant recipient and cooperation partner(s) must ensure that the project is implemented in the best possible way. Substantial changes in the main items of the budget, even if the total budget remains within its limits, may only be made with the prior written consent of the Ministry. 

It is the responsibility of the grant recipient and, if applicable, any cooperation partner(s) to ensure that equipment, furnishings and personnel financed through the grant are properly insured wherever and whenever this is feasible. 

If equipment, furnishings or buildings are transferred at the end of the project, the grant recipient and the purchaser must sign a transfer document that lists each item and its value. A copy of this document is to be enclosed with the final report.  

The Ministry of Foreign Affairs

In accordance with section 10, second paragraph, of the allocation regulations and section 12 of the Act relating to the Office of the Auditor General, the Ministry of Foreign Affairs and the Office of the Auditor General are entitled to control that the grant is being used as intended. The Ministry will check and assess all information received. This information will also be taken into account when any new applications for support are considered. 

The Ministry will, as required, undertake reviews, field inspections and external evaluations of individual projects and the grant scheme, particularly to evaluate the extent to which objectives have been achieved, as compared with those set out in the application and the reported results. The grant recipient is obliged to make reasonable contributions to such an evaluation at its own expense. 

In the event of unsatisfactory project development or a breach of the conditions set out in these guidelines or in the allocation letter, or if the grant is mismanaged in some other way, the Ministry of Foreign Affairs reserves the right to stop further disbursements and require the repayment of all or part of earlier disbursements. From the moment the grant recipient receives notice of such measures, no payments may be made using grant funds without the specific approval of the Ministry. 

The Ministry will disseminate information on the projects it supports. The projects will therefore be made publicly known unless a confidentiality agreement has been entered into. 

The Ministry is in a process of evaluating its administrative procedures. There might be changes when it comes to repayment of interests accrued and other regulations related to payments.

Other sources of information:

• Foreign Ministry’s proposition to the Parliament No 1 – in Norwegian (St.prp. 1 2008/2009)

Applications

• Application form A (pdf)
• Attachment to Application A (pdf)

The forms are based on Windows XP and Acrobat Reader version 7.0. If you have any kind of problems using the forms, please do the following:
Send an e-mail to jnaw@mfa.no attaching the file causing  problems.

Also give following information:
Your operating system (Windows type xxx and version)
Version of Acrobat Reader