Bureau of Population, Refugees, and Migration
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, 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:
* 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.
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:
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:
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:
Overall policy questions may be directed to:
PRM field offices (for consultation):
(Programming in Kosovo)