GENERAL REQUIREMENTS

The Project Proposal should include the standard cover sheet, a one-page table of contents and not more than fifteen pages of text (including any charts or diagrams). A Project Budget Information Sheet should be fully completed and the Proposal in typed form.

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You may also submit additional attachments (not more than ten pages), which may include documents certifying the status of the organization, endorsements of the proposed project, funding commitments or other indicators of participation and support from other institutions, and evidence of community support and participation.

Please ensure that a project proposal and all attachments are legible. All supporting documents (attachments)should also have the name of the project on them. Submit one original copy of the Proposal (soft and hard copy) to National Coordinator, GEF Small GrantsProgramme, [Full address of the SGP Offices]. Keep a copy of your proposal for your own records as the one you submit will not be returned.

In preparing a Project Proposal, you should follow the major (numbered) points of the outline set forth below. These are the major issues which the National Steering Committee (NSC) will consider in reviewing the Proposal. Ensure that the entire bullet points included in the outline is addressed. The number of pages allocated to each section is a guide. The information required can be less but not more than the pages stipulated.

GENERAL INSTRUCTIONS- ii

TABLE OF CONTENTS- iii

PROJECT PROPOSAL COVER SHEET- iv

SAMPLE TABLE OF CONTENTS- v

1.0 PROJECT PROPOSAL OUTLINE AND CONTENT- 1

1.1 Project Summary (2.5 pages) 1

1.2 Organizational Background and Capacity (1 page) 1

1.3 Project Objectives and Expected Results (1.5 pages) 1

1.4 Description of Project Activities (4 pages) 2

1.5 LINK WITH GEF OP5 OUTCOMES AND OBJECTIVES (0.5 PAGES)………

1.5 Implementation Plan and Time Frame (2 pages) 2

1.6 Plan to Ensure Community Participation (1 page) 2

1.7 Risks to Successful Implementation (1 page) 4

1.8 Monitoring and Evaluation Plan and Indicators (1 page) 4

1.9 Sustainability (1 page) 4

2.0 PROJECT BUDGET INFORMATION SHEET- 4

2.1 Project Funding Summary- 5

2.2 Projected Expenditures- 6

2.4 Bank Details- 7

3.0 MAKING A GRANT APPLICATION– 7

aNNEXES

annex 1: PROPOSAL REVIEW PROCESS- 8

aNNEX 2: gRANT CATEGORIES- 8

4.1Demonstration Projects- 8

4.2Capacity Building- 8

ANNEX3: GEF SGP GUIDE TO GLOBAL INDICATORS- 9

5.1Biophysical Indicators- 10

5.2Livelihood Indicators- 10

5.3Empowerment Indicators- ..10.

PROJECT PROPOSAL COVER SHEET

Project No. ________________ (For Official Use. Do not write anything here)

Project Title: _________________ (Use the GEF format, title must capture the essence of project and aligns to GEF focal areas)

Applicant

Name of Organization: _____________________________________________________

Mailing Address: ______________________________________________________

Physical Address: ______________________________________________________

Telephone: ______________________________________________________

Fax: _____________________ E-Mail:_________________________

Principal Officer: ______________________________________________________

(Name and Position)

Project Contact: ______________________________________________________

(Name and Position)

Project

GEF SGP Classification

Thematic/Focal Area (Tick one)		Project Category (Tick one)
	Conservation of Biodiversity		Demonstration Project
	Climate Change		Capacity Development Project
	Land Degradation and Sustainable Forest Management		Applied Research/Policy Analysis
	International Waters		Information/Networking/Policy Dialogue
	Persistent Organic Pollutants(POPs)
	Multi-focal*

* Proposal addresses more than one focal area

Proposed Starting Date: _______________________________________________

(Ideally this should be at least six months after submission)

Proposed Project Duration: _______________________________________________

Finances

Total GEF SGP Request: [local currency] _____ (US$ _______________)

Total from Other Sources: [Local currency] _____________ (US$ _______________)

Total project cost : Local currency] _________________ (US$ _______________)

Exchange Rate : ___________________________

SAMPLE TABLE OF CONTENTS

GEF SGP PROPOSAL COVER SHEET ……………………..…

TABLE OF CONTENTS ………………………

SECTION A

PROJECT PROPOSAL OUTLINE (12 Pages) ………………………..
Project Summary (1 Page)
Organizational Background and Capacity (1 Page)
Project Objectives and Expected Results (1Page)
Description of Project Activities (2.5Page)
Implementation Plan and Time-frame (2 Page)
Plan to Ensure Community Participation (1Page)

SECTION B

Risks to Successful Implementation (0.5 Page)
Evaluation Plan and Indicators (1 Page)
Sustainability

SECTION C (1 Page)

III. PROJECT BUDGET INFORMATION SHEET ………………………

GRANT CATEGORIES ………………………
SGP GUIDE TO PROJECT LEVEL INDICATORS ………..……………..

Section A.

1.0 PROJECT PROPOSAL OUTLINE AND CONTENT

1.1 Project Summary(1 page)

The Project Summary should be a brief write up of the key points contained in the proposal. This should include a brief description of the proposing organization, project objectives, activities, indicators of achievement and the context (or rationale/justification) upon which the project is based. This shall also include the relationship of the project to the GEF/SGP Country Programme Strategy and a statement of the total cost of the project, the amount of funding requested from the GEF SmallGrants Programme, how those funds will be used, the amount, nature, and status of community contributions, and the status and sources of additional funding required.

1.2 Organizational Background and Capacity to implement the project (1 page)

This section should clearly demonstrate that the proposing organization has the experience, capacity, and commitment to implement successfully the proposed project. Among the issues to be covered in this section include:

Nature of the proposing organization – Is it a community-based organization, national or sub-national NGO, research or training institution?
Purpose and core activities of the organization,
Organizational approach (philosophy) for project implementation, i.e. how does the organization deliver its projects?
Length of existence and project management experience
Organizational structure, governance and administrative framework: number of paid staff members,
Membership and affiliation to associations or umbrella groupings,
Legal status – registration with the government-approved authority
Target population group (women, indigenous peoples, youth, etc)
Previous experience is relevant to the proposed project including projects addressing problems of Biodiversity loss, Climate Change Mitigation and/or Adaptation, land degradation/Sustainable Forest Management and pollution ofInternational Waters. OR experience with projects that focus on environment and natural resources management and sustainable development at the community level.

1.3 Project Objectives and Expected Results (1page)

This section should contain a clear and specific statement of what the proposed project will accomplish. Among the issues to address include:

The problem statement or challenge the project is intended to address
The primary objective and specific objectives of the proposed project
The rationale (justification) for the project. The rationale should indicate the importance of the proposed project to the GEF Small Grants Programme in terms of contributing to its overall and or specific focal area objective (s). It should also reflect the relationship of the project to other relevant programmes such as local, district or national government programs, other GEF and UNDP projects, multilateral and bilateral aid agency projects, and other community-based, NGO, and/or private sector activities. This ensures that the intervention is not a standalone activity.
The specific results that the project will produce. The expected results are the measurable changes which will have occurred by the end of the project as a result of the planned intervention e.g. land area under forest cover increasing because of tree planting and promotion of natural regeneration of vegetation; etc.

1.4 Description of Project Activities (2.5pages)

This section should describe what will actually be done to produce the expected results and accomplish the project’s objectives. There should be clear and direct linkage between the activities and the outcomes. (The proponent must ensure that the activities are a means to getting to intended outcomes). Note that weakness in this area may be a major reason for failure to receive funding as this is the actual component to be implemented as a project.

Activity descriptions should be as specific as possible, identifying what will be done, who will do it, when it will be done (beginning, duration, completion), andwhereit will be done.In describing the activities, an indication should be made regarding the organizations and individuals involved in or benefiting from the activity. An example is below for reference only.

1.5 Implementation Plan and time Frame (2 pages)

This section may be presented in graphical (table) form and can be attached as an annex. It should indicate the sequence of of all major activities and implementation milestones, including targeted beginning and ending dates for each step. Provide as much detail as possible. The Implementation Plan should show a logical flow of steps, indicating that all the things that must happen have been carefully thought through from the current to the end of the project situation. Include in the Implementation Plan all required highlight reports, project reviews and evaluation activities.

1.6 Plan to Ensure Community Participation (1 page)[1]

Describe how the stakeholder communities were (and are being) involved in

Project planning and design
Project implementation
Project monitoring and evaluation to ensure efficiency and effectiveness in delivery. This is the basis for generating and understanding project impact.

Section B

Project Work plan and Monitoring Schedule
Project No:		Project Name:
Name of Grant Recipient
Brief description of General Objective of Project:
GEF Focal Area:		GEF Operational Phase:				Project Start and End Dates:
Brief Description of Specific Objective No 1:
List the activities necessary to fulfil this objective. Indicate who is responsible for each activity and an indicator of activity accomplishment.			Duration of Activity in Months (or Quarters)
Activity	Responsible Party	Indicator	1	2	3	4	5	6	7	8	9	10	11	12
1.1
1.2
1.3
1.4
Brief Description of Specific Objective No 2:
List the activities necessary to fulfil this objective. Indicate who is responsible for each activity and an indicator of activity accomplishment.			Duration of Activity in Months (or Quarters)
Activity	Responsible Party	Indicator	1	2	3	4	5	6	7	8	9	10	11	12
2.1
2.2
2.3
2.4
Indicate Person responsible for Monitoring and progress reports:			Monitoring Frequency / Reporting
Monitoring and Record keeping
Progress Reports

1.7 Risks to Successful Implementation (0.5 pages)

Identify and list the major risk factors that could result in the project not producing the expected results. These should include both internal factors (for example, the technology involved fails to work as projected) and external factors (for example, significant currency fluctuations resulting into changes in the economics of the project).

Include in this section also the key assumptions on which the project plan is based. In this case, the assumptions are mostly related to external factors (for example, government environmental policy remaining stable) which are anticipated in project planning, and on which the feasibility of the project depends.

1.8 Monitoring and Evaluation Plan and Indicators (1 page)

This section should contain an explanation of the plan for monitoring and evaluating the project, both during its implementation (formative) and at completion (Summative). Among the key issues to be addressed are:

How the performance of the project will be tracked in terms of achievement of the steps and milestones set forth in the implementation plan;
How the impact of the project will be assessed in terms of achieving the project’s objective(s);
How the mid-course correction and adjustment of the project design and plans will be facilitated on the basis of feedback received;
How the participation of community members in the project monitoring and evaluation processes will be achieved.

Propose specific and measurable indicators relating to project performance and impact which can form the basis for monitoring and evaluation. These indicators must also speak to the CPS indicators in your country. These indicators will be refined in consultation with the NC and will form an important part of the contractbetween the proposing organization and the GEF SGP. In addition, identify at least 1 GEB and 1 indicator from each of the 3 categories of biophysical, livelihood and empowerment indicators provided (see pages 9 – 10).

1.9 Sustainability (1 page)

Sustainability is a critical aspect in all the GEF SGP funded projects. The proposal should outline the steps to be taken before, during and at the completion of project implementation to ensure that once all the SGP funds have been disbursed, the activities of the project and the organization will continue for many years thereafter.

The funds provided by SGP are primarily seed funds, designed to give the project asignificant boost. However, project proponents should envision the project three or even five years after SGP has given out the agreed-upon funds, and consider the factors that could contribute to the success and failure of sustainability of their project, and address them accordingly.

2.0 PROJECT BUDGET INFORMATION SHEET

The Project Budget Information Sheet is an important part of every GEF SGPproject proposal and must be completed prior to consideration of a proposed project for funding. Once a project has been approved for funding, the budget information becomes part of the binding contract between the GEF SGP and the proposingorganization.

The development and management of a realistic budget is an important part of developing and implementing a successful GEF project. Careful attention to issues of financial management and integrity will enhance the effectiveness and impact of the project. In keeping with the role of the GEF SGP as a support mechanism forcommunity-level initiatives, every effort has been made to keep financial management requirements as straightforward and non-burdensome as possible. The following important principles should be kept in mind in preparing a project budget:

Include only costs which directly relate to efficiently carrying out the activities and producing the objectives which are set forth in the proposal. Other associated costs should be funded from other sources.

The budget should be realistic. Find out what planned activities will actually cost and do not assume that you will be able to make do for less.

The budget should include all costs associated with managing and administering the project. In particular, include the cost of monitoring and evaluation.

“Indirect costs” or administrative overhead costs such as staff salaries and office rent are not funded by the GEF SGP. These, therefore, should not be part of the funding request.

GEF SGP funds should be spent according to the agreed budget.

All relevant, financial records should be made available. These may be independently audited and may become public information.

The budget line items are general categories intended to assist in thinking through where money will be spent. If a planned expenditure does not appear to fit in any of the standard line item categories, list the item under other costs, and state what the money is to be used for.

The figures contained in the Budget Information Sheet should agree with those on the Proposal Cover Sheet and in the text of the proposal.

GEF SGP grant requests should not exceed fifty thousand United States Dollars (US$50,000) per project.

Section C

2.1 Project Funding Summary

Funding Source	Funding Plan, [local currency]		Total (local currency)	Total US$
Funding Source	Year 1	Year 2	Total (local currency)	Total US$
a. GEF SGP
b. Community
c. Proposing Organization
d. Other co-financiers
Total Project Cost

Community Contribution

All cost -sharing contributions (cash and in-kind) should be itemized as below. This should include sources and nature of the contribution (e.g. Youth Organization contributing labour, land, cash, etc). Please indicate whether the contribution is already committed or just a projection.

Sources of Community Contribution	Type	Committed or Projected?*	Value, in local currency
1.
2.
Total

* Write ‘C’ for committed and ‘P’ for projected funds

Proposing Organization Contribution

The GEF SGP believes in cost sharing. It is therefore important that proposing organizations make some contribution towards the cost of the project. Contributions can be outlined as follows:

Sources of Contribution	Type	Committed or Projected?*	Value, local currency
1.
2.
Total

* Write ‘C’ for committed and ‘P’ for projected funds

Other Contributions

Sources of Contribution	Type	Committed or Projected?*	Value, local currency
1.
2.
Total

* Write ‘C’ for committed and ‘P’ for projected funds

2.2 Projected Expenditures

Expenditure Category	Year 1, [local currency]	Year 2, [local currency	Total, [local currency	US$	% Total
1. Personnel / Labour
2. Equipment / Materials
3. Training / Seminars / Travel Workshops
4. Contracts
5. Other costs**
6. Incidentals
7. Other support requested[2]
7. Contingency (5%)
Total Project Cost

**Specify here (category and cost): ____________________________________

____________________________________

Exchange Rate ([local currency/US $): ___________________________________

Notes and Remarks:

________________________________________________________________________

2.4 Bank Details

Provide information on any of the Organization’s bank account. Upon being successful, a separate bank account would have to be opened for handling of grant funds – No combining of funds is allowed in the GEF SGP.

Account Name : _______________________________________________

Title (current, savings, etc): _______________________________________________

Account Number : _______________________________________________

Branch/Service Centre: _______________________________________________

Bank Name & Address: _______________________________________________

6.0 MAKING A GRANT APPLICATION

National and local NGOs and CBOs may propose projects for grant support underthe GEF Small Grants Programme. Procedures for project proposal screening andapproval are generally as follows:

The project proponent contacts the SGP National Coordinator to receive projectapplication guidelines.

The project proponent prepares a project concept paper and submits it to GEF SGP National Coordinator (NC). NC reviews concept paper and recommends it to the National Steering Committee (NSC) for further review and approval.

Approved concept paper is developed into a full proposal by project proponent, who later submits it to the GEF SGP National Coordinator

Completed and appraised project proposals submitted by the NCto the NSC for further review and approval.

The NSC reviews the proposal and agrees to accept, rejector return it to the proponent with a request that further work be done to refine the project proposal.

An approved proposal enters the national GEF SGP work program for that particular year.

Grants are usually paid in three or four installments.

For proposal submission and more information, contact:

National Coordinator, GEF Small Grants Programme,

[Full Address and Email of the GEF SGP country requesting to programme for a particular year]

Completed proposals (in both soft and hard copies) should be received by the SGP National Coordinator no later than [indicate deadline date]

Annex 1: PROPOSAL REVIEW PROCESS

The review of project proposals is the responsibility of the National Steering Committee (NSC) with assistance from the GEF SGP National Coordinator (NC). Upon receiving project proposals, the NC acknowledges receipt of the same to the proposing organization(s) and prepares a list of project proposals for consideration of the NSC. This preparation may include discussions with the proposing Organization in refining the proposal if necessary. NC then presents the project proposal to the NSC. The NC may also present, for consideration by the NSC additional information about the proposed project, including the results of consultations or site visits. The NSC is structured to provide a full and substantive (independent) discussion, including the sharing of all relevant concerns and points of view.

The NSC shall make its decisions based on a consensus-building process, rather than by formal voting. Final deliberations regarding a project shall take place in the absence of the project proposing an organization. In a related development, NSC members with a special interest in a particular proposal will be asked to declare their interest and excuse (disqualify) themselves from the decision making the process about the said proposal.

The decision of the NSC may be to recommend that the project:

Be awarded a grant for immediate funding and implementation;
Be rejected and cannot receive GEF SGP support;
Be further developed for reconsideration at a later date.

In all cases, the rationale for the decision shall be documented and communicated to the project proposing organization by the NC on behalf of the NSC. Please see a copy of a typical review sheet annexed to this proposal (annex 1).

Annex 2: GRANT CATEGORIES

The GEF SGP provides support for community-based projects in line with its Global Strategic Framework and Country Programme Strategy in four broad categories:

4.1 Demonstration Projects

Demonstration projects test and demonstrate community-level approaches and technologies in one of the five GEF SGP focal areas (Biodiversity, Land Degradation, and Sustainable Forest Management, Climate Change, International waters, and POPS). These projects should serve as laboratories and catalysts for the development and dissemination of new approaches and innovative solutions.

4.2 Capacity Development

Capacity development projects seek to increase the ability of NGOs and CBOs to address GEF related to global environmental concerns. Such projects may or may not be associated with a specific demonstration project, approach, or activity. They will often involve training, networking, and organizational strengthening, with the global goal of increasing the commitment and abilities of communities to address global environmental and sustainable livelihood issues in an effective and integrated manner. This will also include some projects relevant to information dissemination, monitoring and policy impact analysis and policy implementation dialogues.

The above categories cut across the GEF focal areas:

FOCAL AREA →

PROJECT TYPE

↓

Biodiversity

Climate Change

Land Degradation and Sustainable Forest Management

International Waters

POPs

Demonstration

♣

Capacity Development

♣

Annex 3: GEF SGP OP 5 GUIDE TO PROJECT LEVEL INDICATORS

Biodiversity (BD)

Hectares of indigenous and community conserved areas (ICCAs) influenced
Hectares of protected areas influenced
Hectares of significant ecosystems with improved conservation status
Hectares of production landscapes/seascapes applying sustainable use practices
Total value of biodiversity products/ecosystem services produced (US dollar equivalent)

Climate Change (CC)

Tonnes of CO2 avoided by implementing low carbon technologies
- Renewable energy measures (please specify)
- Low carbon transport practices (please specify)
- Energy efficiency measures (please specify)
- Other (please specify)
Number of community members demonstrating or deploying low-GHG technologies
Total value of energy, technology and transport services provided (US dollar equivalent)
Hectares of land under improved land use and climate-proofing practices
Tonnes of CO2 avoided through improved land use and climate-proofing practices

Land degradation (LD) & Sustainable Forest Management (SFM)

Hectares of land applying sustainable forest, agricultural and water management practices
Hectares of degraded land restored and rehabilitated
Number of communities demonstrating sustainable land and forest management practices

International Waters (IW)

Hectares of river/lake basins applying sustainable management practices and contributing to the implementation of SAPs
Hectares of marine/coastal areas or fishing grounds managed sustainably
Tonnes of land-based pollution avoided

Persistent organic pollutants (POPs)

Tonnes of solid waste prevented from burning by alternative disposal
Kilograms of obsolete pesticides disposed of appropriately
Kilograms of harmful chemicals avoided from utilization or release

Policy Influence, Capacity Development & Innovations (all focal areas)

Number of community-based environmental monitoring systems demonstrated