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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
February 5, 2004

Prevention of Gender-Based Violence, FY 2004 Migration and Refugee Assistance Account


The Bureau of Population, Refugees, and Migration (PRM) is interested in supporting programs to address gender-based violence (GBV), including sexual abuse and exploitation, in refugee situations in a manner that respects the dignity of the individual and the culture in which s/he lives.

PRM has primary responsibility within the U.S. Government for administering U.S. refugee assistance and admissions programs, and takes a leading role in formulating U.S. foreign policy on population and migration issues. One of PRM's key priorities is the protection of refugees, particularly women and children, from gender-based violence.

PRM values its continued cooperation with international and non-governmental organizations worldwide. PRM recognizes that clear communication enhances cooperation and that IOs and NGOs can plan more easily when they understand donorsí objectives.

PRM offers the following guidance to those organizations wishing to submit GBV-related proposals for FY 2004. PRM will accept proposals from any IO or NGO that satisfies the objectives below. However, funding priority will be given to those organizations with a proven track record in refugee assistance programs dealing with GBV.


The FY 2000-2001 Foreign Relations authorization conference report included an earmark for $1,000,000 for assistance to victims of gender-based violence. While there is no longer such report language, PRM remains committed to funding GBV projects.

Priorities (in no particular order):

To create an ongoing capacity to respond to GBV quickly. Organizations should focus on deploying the right mix of health, psychosocial and social resources to work with local partners as part of the international communityís response to emergencies. Mechanisms that are common to other emergency response, such as development of standby rosters, training for local staff or refugees themselves in prevention, recognition, and treatment of GBV (including counseling victims), or activities to enhance the timeliness of response to GBV could also be considered.

To support measures to prevent GBV, including sexual abuse and exploitation, through public information and rights awareness campaigns among conflict victims and refugees, with an emphasis on working to involve men in GBV awareness and prevention activities.

To respond to current, identified needs in the field through a multi-sector approach: combining protection, community services, and health services. This would be done in order to establish best practices, which can be disseminated, in order to better integrate these into refugee assistance operations.

To support measures to raise awareness as a means of effectively protecting victims of GBV. Workshops, training programs, field missions, or other targeted activities to enhance consciousness among refugee health, community services, and protection workers about GBV could be supported.

Please note that PRM plays a limited role in support of overall USG policy and program activities concerning trafficking in persons. Funding for IOM, the Bureauís chosen implementing partner for anti-trafficking activities, is addressed separately. We therefore will not be considering trafficking proposals under this initiative and request that project submissions be refugee-oriented.

Requirements for Proposals

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 Web site 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, S.F. 424, and required signed certifications). Descriptions of background information should be succinct. 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. 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, if possible.

Proposal Format

As stated in ďPRM NGO Guidelines Ė FY 2004,Ē 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:

  • Name of organization;
  • Contact information (headquarters and in-country);
  • Point of contact, titles;
  • Project title;
  • Countries/regions targeted by project;
  • Number and description of beneficiaries;
  • Proposed period of activity;
  • Total dollar amount of project Ė include a breakdown of the dollar amount requested from PRM, the dollar amount provided through other sources, and the dollar amount of in-kind contributions;
  • Budget summary;
  • Brief project description Ė in one succinct paragraph describe the problem and how it will be addressed. Also state the goal and expected results of the project.

II. Problem Analysis

This section should provide the rationale and justification for the proposal as follows:

    1. Background
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.

    1. Analysis
Provide a synthesis of assessments or other descriptive and analytical efforts that have been conducted to determine the nature of the problem. Indicate dates, sources of information, and describe the most critical needs, vulnerabilities, or capacities that were identified.

    1. Profile of the Target Population
At-risk populations should be qualified by number, current location, health status, length of time they have been in country of first asylum, percentage of beneficiaries who are refugees, IDPs, returnees, etc., and demographic characteristics including gender, age, and ethnicity (where political circumstances allow), and any other unique or germane factors distinguishing the population. Please explain, where appropriate, the relationships between direct and indirect beneficiaries. Please cite information sources.

    1. Need
Show how this proposal fills a gap in UNHCR or another IOís coverage of the beneficiary population.

III. Program Goals and Objectives

A. Program Goal
Define the goal, objectives and assumptions of the program. Organize the proposal based on the stated objectives that, in turn, should be distinct, quantifiable and measurable. 

B. Indicators
Provide measurable indicators for assessing progress toward achievement of each objective and explain how they are to be measured. SPHERE Minimum Standards in Humanitarian Response should be used in developing indicators. For health projects, NGOs should use Crude Mortality Rate and Nutritional Status Under Five indicators for their programs.

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
For each objective, provide a detailed implementation plan. Identify the targeted population. Describe any goods and services to be provided, and the standard of delivery used (i.e. SPHERE). If the standard of delivery differs from an accepted international standard, provide justification for the variance. 

B. Suggested Elements:

  1. Context-Specific Programming.
  • Ensure that the proposal reflects an understanding of the particular characteristics of the humanitarian emergency context. 
  1. 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.  
  1. 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. 
  1. 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.
  1. Management and Security 
  2. 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. Security
    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.
  1. 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.
  2. 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.
Indicators and details on how they will be measured, including frequency of the measurements, units of measure, dates when indicators will be met, etc.
Monitoring tools such as clinic records, rapid assessment surveys, etc.
  1. 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.

VI. Budget

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 S.F. 424). 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 family planning activities, whether those subgrantees are foreign-based.

Administrative Requirements

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:
  1. Certification Regarding Lobbying
  2. Certification Regarding Debarment, Suspension and Other Responsibility Matters
  3. Certification Regarding Drug-free Workplace Requirements
  • Completed Standard Form 424 budget breakdown
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.

Timing for Proposal Submission

PRM/Washington must receive proposals meeting the guidance above in hard copy before 5:00 p.m. on Monday, March 15, 2004 to be considered. No exceptions.

Questions on these Guidelines

NGO representatives with questions on these guidelines may contact the PRM representative listed below.

Proposals should be sent to:

Nicole Gaertner
Department of State
Bureau of Population, Refugees and Migration
2401 E Street, NW
Suite L505
Washington, D.C. 20522-0105
Telephone: (202) 663-1481
Fax: (202) 663-1061

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