Bureau of Population, Refugees, and Migration
June 25, 2003
Guidelines for Submission of Proposals for Activities in the North Caucasus
The Bureau of Population, Refugees, and Migration (PRM) values its cooperation with non-governmental organization (NGO) partners for the implementation of humanitarian assistance activities worldwide. PRM recognizes the importance of explaining its objectives to ensure that NGOs clearly understand the program requirements for preparing detailed plans for responding to the identified needs of the targeted populations.
PRM offers the following guidance to NGOs wishing to submit proposals for the limited FY 2003 funding available for assistance programs for IDPs in the North Caucasus, Russia. This guidance is neither an exclusive nor a binding list of activities. PRM has drawn on input from its partners in the field and its own program observations related to policy priorities in the region in devising this strategy.
PRM will give priority to those proposals from NGOs with a proven track record in IDP assistance programs in Ingushetiya and Chechnya since the current war began in fall 1999. PRM believes the NGOs already experienced in working under the difficult circumstances required for implementing humanitarian activities in the Northern Caucasus will stand the best chance of being funded. Selected NGOs, of course, must meet the financial and accounting requirements of the Bureau in order to receive an award.
In FY 2003, PRM will fund assistance for IDPs in Ingushetiya and Chechnya in the following priority areas:
PRMís main concern in its programming in the North Caucasus is that humanitarian workers not be exposed to undue risks given the extreme security problems of working in the North Caucasus. The U.S. Government strongly recommends that NGOs adhere to the UNís security guidelines for the North Caucasus, which currently require that expatriates traveling in the North Caucasus be accompanied by armed security guards at all times. PRM also recommends reading the U.S. embassyís travel advisory to the region concerning security at: http://travel.state.gov/russia.html. All proposals should attach a copy of the written security protocols that are being followed, particularly for expatriate staff who face a high threat of kidnapping. We strongly urge all NGOs to have all assigned personnel complete training in personal security. Proposals should describe the roles assigned to local staff and how programs can be operated during times of extreme security threat, including when expatriate staff must be evacuated from the region. All security incidents or threats involving NGO staff should be promptly reported to UN Office for the Coordination of Humanitarian Affairs (UNOCHA) and the Office of the UN Security Coordinator (UNSECOORD), in addition to the U.S. embassy in Moscow. Failure to maintain adequate security precautions may result in suspension of PRM funding.
Organizations should define activities in a manner flexible enough to permit them to work in either Ingushetiya or Chechnya, as appropriate and as permitted by the security situation. PRM will not consider projects at this time to assist Chechens in other parts of the Russian Federation, besides the Republics of Ingushetiya and Chechnya, nor in other countries.
Coordination with UN Agencies and Other NGOs
Proposals should demonstrate the extent to which an NGO already coordinates and cooperates with the relevant UN agencies and other NGOs in its sector. Proposals are encouraged from NGOs that are experienced UN implementing partners since they will be able to demonstrate easily how their project fits into the activities planned by UN agencies and other NGOs. Projects must target critical gaps in UN programs.
Requirements for Proposals
Proposals should be consistent with the activities described in the United Nations Consolidated Inter-Agency Appeal for the Northern Caucasus (January-December 2003) and should be coordinated with the appropriate UN agency. Targeted populations are IDPs in Chechnya and Ingushetiya, as well as some 120,000 vulnerables in Chechnya (defined according to the UN High Commissioner for Refugees' (UNHCR) criteria: pregnant or lactating women, children 0-36 months, those with physical or mental disability or disease, elderly over 65 without adequate social support, children up to 14 without adequate social support, and single-parent families). However, the majority of the beneficiaries of each project should be IDPs. PRM supports UNHCR guidelines, including those on the protection of refugee women and children. Proposals should describe measures that ensure that women and children will have access to the program, and that the needs of the vulnerable will be met. Proposals should include details about how beneficiaries will be identified and selected. Host families for IDPs may also receive PRM-funded assistance. All programs in health, nutrition, food, water, sanitation, and shelter must be designed to at least meet the Sphere Standards in those sectors.
Given the tenuous situation in Chechnya, full-scale reconstruction projects in Chechnya will not be considered at this time. Projects that include plans to provide emergency shelter assistance to IDPs in Ingushetiya and to IDPs returning to Chechnya, as security permits, will be considered, but projects should include flexible plans to accommodate the changing security situation in both republics.
NGOs may wish to partner with other international or local NGOs in order to implement proposed activities. Proposals are encouraged that include such partnerships with NGOs with a solid track record in the region and whose on-the-ground experience would prove helpful in project implementation. Include a brief description of the capacity of the local organization to participate in this partnership. While PRM has no plans to award grants directly to local NGOs, PRM encourages international NGOs to partner with local NGOs and provide onward funding and oversight on projects of common interest.
Cooperation with the Russian Government
Proposals will only be accepted from NGOs that can demonstrate that they are already registered with the Russian Government as humanitarian organizations. Proposals should describe the extent to which activities have been coordinated and approved by the Russian Government as well as the procedures used for procurement, importing of goods, paying of taxes, and obtainment of permits. Proposals are encouraged from organizations that already have well-established mechanisms for handling these matters.
Format for Submission of Proposals
Each proposal should include a one-page summary and a section defining the project's goals and objectives. That section should also list clear and measurable indicators for assessing the accomplishment of the objectives, as well as benchmarks describing what level of performance would be satisfactory. The indicators should show the project's impact on the quality of life of IDPs.
Organizations should submit three original copies of their proposals to PRM Washington. Proposals should be no more than 8-10 pages in length, not including the budget and required signed certifications. Descriptions of background information should be succinct. Do not include a general description of the conflict in Chechnya. Proposals should provide information on NGOsí activities in the North Caucasus in past years to demonstrate their track record in the region. At this time, PRM will fund no more than 12 months of activities for a given organization.
Each official submission to PRM Washington should include an original, signed, dated cover letter from the NGOís headquarters on NGO letterhead, and the three USG-required certifications (available from PRM/Washington upon request). Signatures on each document must be originals. The budget for the proposed activities should show not only the PRM-funded portions, but also those portions funded by the NGO itself, UNHCR or other UN agencies, USAID, or European/other donors. The proposal should also include a budget narrative.
Proposals should also include a copy of the NGOís Code of Conduct (which should reflect IASCís six core principles), and a discussion of how the Code of Conduct will be reflected in the project implementation.
Timing for Proposal Submission
Proposals meeting the guidelines above must be received by PRM/Washington in hard copy before 5:00 p.m. EST on Friday, July 11, 2003 in order to be considered. Electronic copies may also be sent by email, but are not required, and are not sufficient to meet the 5:00 p.m. deadline. Proposals received after 5:00 p.m. EST on July 11, 2003 will not be reviewed.
Questions on these Guidelines
NGO representatives with questions on these guidelines may contact the PRM representatives listed below.
Proposals may be sent to:
PRM Moscow (for consultation):