Project cooperation in the South Caucasus, Central Asia, Ukraine, Belarus and Moldova 2010

Guidelines for grants for projects in ODA-approved OSCE countries in Eurasia. These include: Georgia, Armenia, Azerbaijan, Kazakhstan, Kyrgyzstan, Uzbekistan, Turkmenistan, Tajikistan, Moldova, Ukraine and Belarus (budget chapter 164.73). The Section for global security issues and the CIS countries is responsible for management of the grant scheme.

Updated: January 2010

General information about the grant scheme

• Projects previously supported by Norway in the CIS countries  

Applications

Deadline for applications in 2010: 15 February 2010

Please send applications electronically to post@mfa.no, with a copy to CIS-projects@mfa.no. It is important to be clear on which grant scheme the application refers to.

Exceptions: 

• The Norwegian Centre for International Cooperation in Higher Education (SIU) manages grants regarding cooperation in education on behalf of the Ministry of Foreign Affairs. SIU has a separate application system and deadline. Please see the Centre's website for more information.  
• Applications for small projects (approx. NOK 100.000) should be addressed to the small grants schemes of the Norwegian embassies in the different countries. Information about these schemes can be found on the embassies’ homepages.

It is not possible to submit applications regarding the same project to more than one application recipient.

Enquiries regarding the grant scheme may be directed to: 

Ministry of Foreign Affairs
Section for Global Security Issues and CIS Countries
P.O. Box 8114 Dep,
NO-0032 Oslo
Norway
s-gsa@mfa.no  Fax: (+47) 22 24 31 86 

Relevant forms:

• Application forms S51(E), S52(E) - These forms are used by the entire Ministry of Foreign Affairs and can be found on the page Guidlines for grants/application_support.
• Progress and final report form for grants given after 1 January 2009 (word form) 
• Progress and final report form for grants given before 1 January 2009 (word form) - (pdf form)

These guidelines include information about

• Objectives for the grant scheme
• Target groups
• Allocation criteria
• General considerations
• Deadlines and application requirements
• Disbursements and follow-up
• Reimbursement of unused funds and accrued interest
• Reporting requirements
• Grant recipients obligations
• Ministry of Foreign Affairs reservations and conditions
• Other sources of information

 

Objectives for the grant scheme
The main objectives of the grant scheme are democracy and development of society. The ODA-approved OSCE countries targeted under this grant scheme are Georgia, Armenia, Azerbaijan, Kazakhstan, Kyrgyzstan, Uzbekistan, Turkmenistan, Tajikistan, Moldova, Ukraine and Belarus. The Ministry’s budget proposal for the budget year in question describes the grant scheme’s intermediate objectives. The grant scheme is designed to support stable and sustainable political and economic development that promotes good governance, democracy, human rights and gender equality in the region. 

Priority is given to the following sectors in 2010:  

• Ukraine: Environment, energy efficiency, good governance, public-sector reforms
• Belarus: democracy and human rights, environment, civil society
• Moldova: rule of law, institution/capacity building regarding statistics and maps, prevention and combating of trafficking in human beings, business incubators
• Georgia: Civil society, environment, energy efficiency, gender equality
• Armenia: Civil society, independent media
• Azerbaijan: Civil society, independent media, environment, energy efficiency
• Kazakhstan: environment, energy efficiency, climate, education, human rights, civil society, independent media
• Kyrgyz Republic: Promotion of female entrepreneurship, human rights, democracy, institution/capacity building regarding statistics, energy efficiency, environment, prevention and combating of trafficking in drugs and human beings
• Tajikistan: Employment, prevention and combating of trafficking in drugs and human beings, good governance, border management
• Turkmenistan: Education, environment/forest sector programs
• Uzbekistan: Education, environment/forest sector programs

See also the Ministry’s budget proposal for the budget year in question.

Target group
The target group for the grant scheme is the general public of the above- mentioned countries.

Allocation criteria
The project must comply with the criteria set out in the Ministry’s budget proposal. Priority is further given to:

• projects which include an effort to promote cooperation with and integration into Euro-Atlantic structures, as well as other regional cooperation;
• projects which are in line with the recipient country’s overall priorities. The involvement of the authorities is considered important, and is required in large-scale projects;
• projects in which the applicant can document having established close contact with (a) local cooperation partner(s) in the country in question. The applicant should consider how the project fits in with other actors’ activities in the same field, and projects that create synergies will be given priority. Priority will be given to projects that qualify for funding and support from other sources at local or national level;
• projects with a long-term perspective and sustainability. Projects should become self-sustaining within a reasonable period of time, and thus be able to continue without Norwegian governmental funding. The applicant must be able to show this to be probable. The applicants should demonstrate that they have good insight into regional issues, and should set clear and realistic goals for the project;
• projects in which the applicant can document relevant qualifications and competence, including, if relevant, results of previous endeavors, and must specify the added value brought to the project in addition to financial support;
• projects where the applicant will contribute financially or in kind;
• projects where the applicant can document that due consideration is given to women’s rights, gender equality and the environment.

Funding cannot be expected for the following:   

• Financing of export or import of goods or services.
• Marketing of goods or services.
• Commercial activities.
• General operating costs beyond the start-up phase.
• The establishment or operation of activities in Norway.
• The development or testing of new technology.
• Transport for relief supplies. 
• Activities carried out by political parties

General considerations
Consideration of the environment and gender equality is important in all projects. In this connection, reference is made to the Government’s Action Plan for Environment in Development Cooperation; the Government’s Action Plan for the Implementation of UN Security Council Resolution 1325 (2000) on Women, Peace and Security; and the Plan of Action to Combat Human Trafficking. The balance between women and men in recruitment and training related to the project should also be indicated in the application.  

Deadlines and application requirements
Applications are received between January 1st and February 15th. Applications received after this deadline will be considered if funding is still available within the budget.

Applications are to be submitted in the form of the Ministry’s Application forms S01 (Norwegian)/S51 (English). For applications regarding support to training and seminars, the Ministry’s Simplified Application forms S02 (Norwegian)/S52 (English) can be used.

A separate application is to be submitted for each project. All relevant information must be in the application form, which must include complete and accurate information. Attachments other than those specifically mentioned in the application form should not be submitted.

A full, detailed budget and financing plan, including an overview of funding from other sources, must be submitted. The budget is to be presented in such a way that it is possible to assess progress in relation to it, and to judge whether funds have been used according to the application. Please see guidelines for the application format for more information. Estimated man hours, details of any travel and related costs must be indicated in the budget. The cheapest form of transport must be used if the project involves travel. Alternatives to hotel accommodation must be sought in the event of longer stays.

The applicant should seek to limit administrative costs. Projects with pure administrative costs of more than 7 per cent of the total budget will only in exceptional cases receive support. Priority will be given to projects where the applicants contribute financing out of own capital.

Grants can be given for up to three years, subject to annual budget approval by the Norwegian Parliament. In this case, the application must specify the amount for each budget year in addition to the total amount for the project. Work plans and budgets for the first year must be specified, while work plans and budgets for the following years are to be indicated.

Grants are given in NOK, and can only in exceptional cases be given in other currencies.

The application process

1. The application is received and registered in the Ministry.
2. When the application has been processed and a decision has been made, the applicant will receive either a grant letter or a letter of rejection.
3. If a grant is given, a written acceptance of the conditions stated in the grant letter must be given by a person with authority to represent the grant recipient. The acceptance must be returned to the Ministry within one month.  The acceptance form is included in the grant letter.

It should be noted that the processing time for different applications will vary. However, the Ministry aims at processing applications received within the deadline during the first half of the budget year.

Decisions regarding project funding may be appealed against in accordance with Chapter VI of the Public Administration Act. Appeals must be lodged in writing to the Ministry of Foreign Affairs within three weeks from 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 Act. The appeal should be based on the information on which the Ministry has based its decision.  

Disbursements and follow-up
All grant recipients, except public/governmental recipients and multilateral organizations, must set up a separate bank account for grants received from the Ministry.

For one year-agreements a disbursement will be made when the Ministry has received written acceptance of the grant and any other conditions stated in the grant letter are fulfilled, and in accordance with the agreement throughout the year.

For multiple year-agreements, an annual meeting between the grant recipient and the Ministry will normally be held each year of the agreement period. Before this meeting, the grant recipient will normally be required to submit progress and financial reporting for the previous period and plans and budgets for the coming period in accordance with the agreement. These documents will be discussed in the annual meeting, and the Ministry’s approval of them will release further disbursements.

For all agreements, other follow-up measures such as meetings, project visits and further reporting may be required. The grant letter describes provisions for the final disbursement and follow-up routines for each grant.

Reimbursement of unused funds and accrued interest
Accrued interest and unused funds of more than NOK 1000,- are to be reimbursed to the Ministry as soon as possible after completion of the agreement period. Reimbursements are to be made to the Ministry of Foreign Affairs’ bank account no 76940512618, and must refer to the given agreement number.

Accrued interest and unused funds are to be mentioned in the project reporting. Accrued interest on grants given to multibilateral cooperation and state-to-state projects, as well as to international and local non-governmental actors, may be used for activities as specified in the agreement between the grant recipient and the Ministry.

Reporting requirements
Requirements regarding status, progress and final reporting as well as financial reporting and auditing will be determined after the Ministry’s assessment of the application, and described in the grant letter.

The grant recipient must use the Ministry’s reporting form.

Failure to document the correct use of the grant will trigger an obligation to return disbursed funds.

Grant recipients’ obligations
The grant recipient must organize its operations in such a way as to counter corruption, misuse of funds and other irregularities. The grant recipient must, without undue delay, inform the Ministry of any indications of corruption or misuse of funds brought to the grant recipients attention during the project implementation.

The grant recipient must not accept any form of gift, offer, payment or other advantages which involve illegal or corrupt practices while implementing the project.

The grant recipient is responsible to the Ministry for ensuring that the grant is used in accordance with the objective, activities and budget set out in the grant letter.

Major changes to the main items of the budget within the total budget can only be made after prior written consent from the Ministry. 

The grant recipient and its cooperation partner(s) must ensure that the project is implemented in the best possible way. The grant recipient is obliged to familiarize the cooperation partner(s) with the basis of the grant, and with the guidelines for the grant scheme. 

It is the responsibility of the grant recipient and the cooperation partner(s) to ensure that any equipment, fittings and posted personnel financed through the grant are properly insured, when possible and necessary. 

If equipment, fittings or buildings are conveyed when a project is completed, the grant recipient and buyer must sign a conveyance document listing the objects and their value. A copy of this document is to be enclosed when submitting final reporting to the Ministry.

Ministry of Foreign Affairs reservations and conditions
Generally, the Ministry of Foreign Affairs and the Norwegian Auditor General refers the right to carry out control with all grants. In this connection, reference is made to the Norwegian Public State Finance Regulations (Bevilgningsreglementet) §10, 2nd paragraph, and the Norwegian General Auditing Practices Law §12. These rules are subject to individual consideration depending on the status of individual international grant recipients. The Ministry will control and assess all information, and this may be used when processing new applications for grants.

The Ministry will, when relevant, undertake reviews, project visits and external evaluations of projects and of the grant scheme. The grant recipient is, to a reasonable extent, obliged to assist the Ministry in such undertakings at own cost.

In case of poor development of a project, if conditions in these guidelines or in the grant letter are not adhered to, or if the administration of the grant is in any other way unsatisfactory, the Ministry reserves the right to stop further disbursements and, if relevant, demand full or partial reimbursement of already disbursed funds. Upon receipt of such information from the Ministry, the grant recipient cannot use already disbursed funds unless this is specifically approved by the Ministry.

The Ministry will give information about grants given under this scheme. The projects and information about the grant recipients will therefore be made publicly known unless specific measures of confidentiality have been agreed.

Other sources of information
Other important sources of information on this grant scheme are: 

The Ministry’s budget proposal (Proposition No. 1 to the Norwegian Parliament) for the budget year in question.