Bureau of Population, Refugees, and Migration
January 13, 2004
Bureau of Population, Refugees, and Migration Guidelines for Non-Governmental Organizations: FY 2004
The mission of the Bureau of Population, Refugees, and Migration (PRM) is to provide protection, life-sustaining relief, and durable solutions for refugees and conflict victims, and promote the interests of the American taxpayer by working multilaterally to achieve operational productivity and burden-sharing.
Successful humanitarian action now and in the future rests on effective U.S. support for multilateral assistance efforts. PRMís primary activities are to support financially and diplomatically the efforts of the key humanitarian organizations that deal with displaced people, conflict victims, and migrants, including the UN High Commissioner for Refugees (UNHCR), the International Committee of the Red Cross (ICRC), the UN Relief and Works Agency for Palestine Refugees in the Near East (UNRWA), and the International Organization for Migration (IOM).
PRM values its cooperation with non-governmental organization (NGO) partners for the implementation of humanitarian assistance activities worldwide. We traditionally fund NGO programs directly, to fill critical gaps and support the multilateral system. In carrying out these activities, we collaborate closely with colleagues at the U.S. Agency for International Development (USAID) to ensure that our respective efforts are mutually reinforcing and make the best use of our respective advantages.
PRMís primary refugee assistance and admissions goals relate to protection and the achievement of durable solutions. With respect to assistance that may be required in the pursuit of these two broad goals, PRMís main objective is to help ensure that refugees have access to basic life-sustaining resources in ways that meet internationally accepted standards of care in shelter, food supply, nutrition, water supply, sanitation, and public health. PRMís program priorities include the promotion of womenís equal access to resources -- and their participation in managing those resources -- especially the distribution of food and other relief items. PRM also focuses considerable attention on meeting the special needs of refugee and returnee children. Security and neutrality of refugee camps and humanitarian structures is also a key concern.
PRM welcomes the receipt of NGO proposals at any time. However, for some regions and issues (e.g. Balkans, Afghanistan, North Caucasus, Iraq, Sexual and Gender-based Violence), the Bureau issues specific policy and program priorities and invites NGOs to submit proposals within a limited period of time for review. Other regions and cross-sectoral issues are handled on a ďrollingĒ basis, that is, NGOs may submit proposals to fill a need as it arises with Bureau consideration granted shortly thereafter.
These guidelines are intended to help NGOs to prepare proposals that target PRMís current funding priorities and follow the required proposal format. NGOs are encouraged to review PRMís FY 2004 Congressional Presentation Document on the PRM website -- www.state.gov/g/prm -- for a snapshot of PRMís regional and functional priority areas for funding. NGO representatives are also encouraged to communicate directly with PRM program officers regarding priorities and funding timelines. NGOs that have never received PRM funding must be prepared to demonstrate that their organizations meet the financial and accounting requirements of the U.S. Government before they can be eligible to receive PRM funding. Proposals that are not consistent with the guidance herein may be rejected without review.
Minimum Humanitarian Standards
Coordination with UN Agencies, Other NGOs, Donors
Codes of Conduct
Each official submission to PRM must include a signed, dated cover letter on NGO letterhead, and the three USG-required certifications mentioned below (available on PRMís website at www.state.gov/g/prm. Organizations should submit their proposals to PRM Washington (after appropriate consultation with PRM field staff, if applicable). Proposals should be no more than 10 pages in length (not including budget, budget narrative, SF 424, SF 424A, SF424B, and required signed certifications). Proposals should provide information on the NGOís experience in the particular region in past years. PRM will fund no more than a 12 month program, but is willing to consider supporting multi-year programs in principle. The budget for the proposed program should identify not only the PRM request, but also those portions funded by the NGO itself, UNHCR, or other UN/IO agencies, USAID, or other donors. The proposal should include a budget narrative with sufficient detail by sector and objective. Applicants should mail submissions from their Headquarters to PRM Washington and send an electronic copy of the proposal by e-mail. Unless the proposal is in response to specific regional or cross-cutting issue guidelines,
NGO should submit proposals no later than June 30 for current fiscal year funding to:
Ms. Nicole Gaertner
Proposals submitted to PRM must be written according to the following format.
I. Executive Summary
The executive summary should include the following information and be limited to one page:
II. Problem Analysis
This section should provide the rationale and justification for the proposal as follows:
Describe the anticipated and/or known elements of the humanitarian emergency and/or problem, but only as they relate to the proposed project. Do not provide a general description of the humanitarian situation.
C. Profile of the Target Population
III. Program Goals and Objectives
A. Program Goal
IV. Program Description
This is the core of a proposal. It should clearly and concisely outline the implementation plan for each objective including those elements described below, as appropriate. It should reflect a thorough understanding of the problem described in Section II.
A. Implementation Plan
B. Suggested Elements:
1. Context-Specific Programming
∑ Ensure that the proposal reflects an understanding of the particular characteristics of the humanitarian emergency context.
2. Beneficiary Interaction and Capacity Building
∑ Explain how the activity fits within, and enhances, the existing capacities of the beneficiary population. Indicate how the program draws upon and supports traditional coping mechanisms and involves the targeted population in its design and implementation.
3. Coordination Efforts
∑ Indicate if this program will stand alone, or if it is part of a larger country program. Describe how the program fits into the broader country program, if applicable. Explain efforts to coordinate with UNHCR and other international organizations or NGOs to prevent overlap and duplication. Explain how the program will interface with and complement these programs, as applicable.
∑ Describe what other NGOs are doing in the same region, identify any links between their programs and yours, and explain how your activities are coordinated.
∑ Describe the proposed initiativeís possible regional (cross-border) implications.
4. Codes of Conduct
∑ Proposals must include a copy of the NGOís Codes of Conduct (which should reflect the IASCís six core principles), and a discussion of how the codes of conduct will be reflected in project implementation.
5. Management and Security
A. Program management. Provide details on the following areas of the programís management:
1. Describe the organizationís management structure. Describe how this structure will be used to achieve the stated objectives.
2. Provide examples of past performance that demonstrate the organizationís success in implementing similar programs.
1. Describe the current security situation in the region of the programís operation.
2. Provide details on the organizationís ability to achieve program objectives given the current level of insecurity. Describe how the program will respond to a deterioration of the security situation.
3. Identify indicators that will be used to assess when program objectives cannot be met, and when the program would be suspended, due to security concerns.
4. State whether or not your organization and its Board of Directors have adopted the InterAction Security Planning Guidelines. If not, explain.
V. Monitoring and Performance Measurement
A. Monitoring Plan
Describe your monitoring plan. Include, at a minimum, the following elements in the description:
1. A time line to help PRM track the programís progress.
2. Indicators and details on how they will be measured, including frequency of the measurements, units of measure, dates when indicators will be met, etc.
3. Monitoring tools such as clinic records, rapid assessment surveys, etc.
4. Organizations that received FY 2003 funding from PRM should also include an assessment of their programsí success in meeting their goals.
B. Performance measurement
Establish, where possible, baseline and expected performance targets for each objective.
Include a detailed budget that is broken down by each objective of the proposed program. Where possible, also break out budget by sector of activity (this should be facilitated by submission of SF 424, SF 424A, and SF424B). Staffing and office needs often cannot be easily allotted to specific objectives/sectors and can be given for the whole program, if more appropriate. Be sure the budget also includes a breakdown of the dollar amount requested from PRM, the dollar amount(s) coming from other sources (including your own organization) and the dollar amount of in-kind contributions. Indicate clearly the funding source for each activity. The budget must also be accompanied by a summary budget of the major line items and a budget narrative. Identify subgrantees, if applicable, and in the case of health/family planning activities, whether those subgrantees are foreign-based.
All submissions must include the following:
∑ Original proposal in triplicate
∑ Copy of the organizationís U.S. Government Negotiated Indirect Cost Rate Agreement (NICRA), if applicable.
∑ The following U.S. Government Certifications, signed and dated:
∑ Completed Standard Form 424, Application for Federal Assistance; Standard Form 424-A, Budget Information for Non-Construction Programs; and Standard Form 424-B, Assurances for Non-Construction Programs
∑ Information in support of any cost-sharing/cost-matching arrangements
∑ Information detailing the source of any in-kind contributions
∑ Details on any sub-agreements associated with the program (should be part of the budget submission as noted above)
∑ Copy of the organizationís Code of Conduct, which should reflect the IASCís six core principles
∑ If the organization has not previously received funding from PRM, copies of 1) the most recent external financial audit, 2) incorporation papers and 3) confirmation of non-profit tax status.