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 You are in: Under Secretary for Democracy and Global Affairs > Bureau of Population, Refugees, and Migration > What We Are Saying > Fact Sheets and Newsletters > 2004
Fact Sheet
Bureau of Population, Refugees, and Migration
Washington, DC
January 16, 2004

Non-Governmental Organization Guidelines for the Balkans, FY 2004

The Bureau of Population, Refugees and Migration (PRM) values its continued cooperation with non-governmental organization (NGO) partners worldwide. PRM will accept proposals from any NGO that satisfies the guidelines below.


During the proposal review process, consideration will be given to NGOs that have been involved with PRM in past years, have experience implementing cross-boundary/cross-border returns projects, and have well-established operations in both Serbia and Kosovo. NGOs requesting PRM funding for the first time must provide confirmation that their accounting systems meet U.S. Government accounting requirements and that they are annually audited by appropriate external audit firms. Proposals must list other funding sources, including UNHCR, other USG (such as USAID) or international donors.

In FY2004, PRM will fund projects in Serbia and Montenegro, including Kosovo, and in Macedonia. PRM offers the following additional guidance to NGOs wishing to submit proposals for FY2004 refugee assistance programs in these regions:

Proposal Considerations

In FY2004, minority returns to Kosovo from Serbia and Montenegro and Macedonia will once again be the main focus of PRM’s Balkans NGO assistance. Cross-boundary/cross-border proposals should be consolidated/unified in a single proposal with a single budget. PRM will consider funding two types of proposals:

1.   Returns Projects with Sending and Receiving Components

Competitive proposals will include both a “Sending” component in Serbia and Montenegro and/or Macedonia to identify potential returnees and a “Receiving” component in Kosovo to assist with reintegration of the returnees.

The Sending component should, at a minimum, include:

  • Direct support to potential returnees: go-and-see visits (GSVs), go-and-inform visits (GIVs), transportation of returnees and their effects.
  • Coordination of assistance and services to be provided on the “Receiving” side.
  • Outreach or marketing efforts to make potential beneficiaries aware of services available.
  • Goodbye/farewell kits (complimentary with “Receiving” side)
  • Legal assistance specifically related to return of beneficiaries.
  • How they will evaluate implementation
The Receiving component should, at a minimum, include:

  • Shelter rehabilitation up to Category III* and connection to basic utilities (electricity, water and sewage when a system exists)
  • Income generation and self-reliance assistance and/or training.
  • Returnee household starter kits (complimentary with “Sending” side)
  • Small-scale community improvement projects in multi-ethnic communities* (Specify the type of activities -- such as community stabilization or tolerance-building -- to be carried out.)
  • How implementation will be evaluated
PRM will consider stand-alone proposals that work on only the sending or receiving side but NGOs proposing both sending and receiving components should submit one unified proposal.

*  While PRM cannot fund large-scale shelter reconstruction or major community infrastructure projects, we will consider funding a “partnership”. For example, PRM funds can be used to fund return activities, while funds from another donor are used for Category IV and V housing reconstruction or upgrades to a community’s roads or infrastructure.

2.   Legal Assistance Projects

PRM will also consider stand-alone proposals for legal assistance to IDPs and refugees situated in Serbia and Montenegro (including Kosovo) and/or Macedonia. Legal assistance proposals should describe how they will be coordinated with other existing legal aid projects in the region and how they will evaluate implementation.

Other Possible Components of the Projects Above

  • Programs for Urban Returns of Serbs
    As part of a Kosovo returns project, PRM is requesting that NGOs consider including a component that helps enable the return of Serb IDPs to urban centers where security permits. In addition to the standard return package, such projects could include a greater degree of dialogue facilitation and production or service type income generation activities.

  • Local Integration Option
    PRM recognizes that for many IDPs and refugees the preferred, and sometimes the only, durable solution is local integration in Serbia and Montenegro. PRM invites NGOs to put forward ideas on how to help facilitate local integration -- for example, legal assistance, information and referral, income generation, vocational training, or micro credit. Interested NGOs should provide details on how local integration facilitation might function (especially if it incorporated as a program element in a Returns or Legal Assistance proposal) and an outline of beneficiary selection criteria.

  • Programs for Roma/Ashkalia/Egyptian (RAE)
    As a component of a Kosovo returns project, PRM is requesting that NGOs consider including program elements that specifically address the needs and concerns of Roma/Ashkalia/Egyptian (RAE) IDPs and refugees situated in Serbia and Montenegro and/or Macedonia.

Coordination and Other Donor Support

Proposals with multiple funding sources will be more favorably considered. Proposals should describe links with other local and international NGOs, CCK, HPD, UNHCR, the ORC and the Rapid Response Returns Facility (RRRF) and other donors as well as sustainability factors.

PRM expects that information in any databases developed or used will be available to be shared with UNHCR, Coordination Center for Kosovo (CCK), Office of Returns and Communities (ORC) and the Housing and Property Directorate (HPD) as well as other local and international NGOs.


PRM wishes to preserve the ability of its NGO partners to respond to spontaneous or unexpected returns. Therefore, NGOs do not have to specify all locations for assistance in their proposals. To maintain flexibility, NGOs should include a statement in their proposals that they agree to first consult with the Bureau and obtain its approval before initiating a flexible response project.

PRM also encourages returns to communities in Kosovo where few minorities have yet to return. To help facilitate this, proposals should be written broadly enough to encompass return areas throughout Kosovo as security conditions allow.

Requirements for 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. The indicators should show the project’s impact on returns or other durable solutions.

For all FY 2004 proposals, NGOs should include UNHCR’s views in the proposal as well as describing related activities by UNHCR, USAID and European/other donors. PRM hopes that its funding will continue to act as a catalyst that results in follow-on return activity funded by other donors and accompanying increased return movements. NGOs should include an assessment in their proposals of their program’s FY 2003 success in meeting these goals.

PRM supports UNHCR’s guidelines, including those on protection of refugee women and children. Proposals should describe measures that ensure that women and children will have access to the program, and NGOs will meet the needs of the vulnerable. Proposals should also define the criteria that will be used to determine whether an individual is eligible for assistance. In addition, all proposals must include a copy of the NGO’s Code of Conduct (which should reflect the IASC’s six core principles), and a statement of how the Code of Conduct will be reflected in the project implementation.

PRM strongly supports Sphere standards for assistance. NGO proposals should indicate how their proposed projects would meet these or other internationally recognized standards. A brief (half page or less) “Do Not Harm” assessment will also be appreciated, but is not required. If the proposed project will work with or through local implementing partners, a description of the work to be performed by local NGOs and the nature of their qualifications.

Three certificates must also be included:

  • Certification Regarding Debarment, Suspension, and Other Responsibilities
  • Certification Regarding Drug-Free Workplace Requirements
  • Certification Regarding Lobbying

These can be found on http://www.state.gov/g/prm/rls/fs/2004/28158.htm or from PRM in Washington.

In addition, if the NGO has not been previously funded by PRM, the following are then required:

  • Indirect Cost Rate Agreement
  • Confirmation of 501(C)3 status
  • Articles of Incorporation
  • A-133 Audit

Format for Submission of Proposals

Only one copy of the formal proposal is required. Proposals should be no more than 5-7 pages in length. Descriptions of background information should be succinct. Do not include a general description of the conflicts in the Balkans. Proposals should only provide information on the NGO’s activities in the Balkans in past years if that information is relevant to the FY2004 proposal.

Each official submission to PRM should include a signed, dated cover letter 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, USAID or European/other donors.

All budgets should be submitted in the format prescribed on the S.F. 424.

Timing for Proposal Submission

PRM/Washington must receive proposals meeting the guidelines above in hard copy before 5:00 p.m. on February 29, 2004 to be considered.

Electronic (email) versions should be submitted simultaneously to all contacts listed below.

Questions on These Guidelines

NGO representatives with questions on these guidelines may contact PRM representatives listed below:

Proposals should be sent to:

Tom Targos
Refugee Officer
U. S. Department of State
Bureau of Population, Refugees and Migration
2401 E St. NW
Suite L505
Washington, DC 20522-0105
Telephone (202) 663-3068
email address: targosts@state.gov

Overall policy questions may be directed to:

Tom Targos
Refugee Officer
U. S. Department of State
Bureau of Population, Refugees and Migration
2401 E St. NW
Suite L505
Washington, DC 20522-0105
Telephone (202) 663-3068
email address: targosts@state.gov

PRM field offices (for consultation):
(Programming in Macedonia, Serbia and Montenegro)
David Salazar
U.S. Embassy Belgrade
Belgrade, Serbia and Montenegro
Telephone (381) 11-306-4811
email address: SalazarDR@state.gov

(Programming in Kosovo)
Brett Jones
U.S. Office Pristina
Pristina, Kosovo
Telephone (381) 38-549-516, ext 3730
email address: JonesBX@state.gov

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