Bureau of Population, Refugees, and Migration
February 9, 2004
FY 2004 PRM Guidelines for NGO Projects: Emergency Relief for Afghan Refugees and Returnees
The Bureau of Population, Refugees, and Migration (PRM) has primary responsibility within the U.S. Government for formulating U.S. foreign policy on population, refugees, and migration, and for administering U.S. refugee assistance and admissions programs. In this capacity, PRM has the lead role within the State Department in responding to complex humanitarian emergencies around the world. The Bureau also is responsible for policy leadership on the U.S. Governmentís international population policies and programs, and it serves as the focal point within the U.S. Government for multilateral coordination of international migration policies and programs.
PRMís primary refugee assistance and admissions goals relate to protection and the achievement of durable solutions. A key PRM objective is to guarantee that refugees and returning refugees worldwide 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 refugee and returnee womenís equal access to resources -- and their participation in managing those resources. 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 relies mainly on UNHCR and other international organizations (IOs) to provide the basic framework of assistance to refugees and returnees, but it traditionally funds a number of NGO programs directly to fill critical gaps.
Afghan Humanitarian Situation
The repatriation of Afghans since October 2001 represents a major success of the international communityís efforts. Afghan refugees have placed their faith in the efforts of the transitional government and international community to bring stability, peace, and prosperity to Afghanistan. An estimated 2.8 million Afghan refugees have returned to their homeland since the fall of the Taliban in December 2001, and UNHCR expects that a further one million refugees will return to Afghanistan during 2004. While this represents an overall positive development, most of these returnees, as well as many other segments of the Afghan population, continue to require humanitarian assistance. It is currently estimated that as much as 20% of Afghanistanís population of 26 million remains dependent on some form of humanitarian relief, with persons at risk thought to be about 5.2 million. Moreover, UNHCR estimates that at least 1.5 million Afghan refugees currently remain in Pakistan and Iran. Due to the security situation, effects of the recent long-term drought, persecution of certain ethnic groups, and a lack of adequate reintegration assistance, a significant number of Afghan refugees likely will remain in countries neighboring Afghanistan and will continue to require protection and assistance during the year and beyond.
The U.S. Government has consistently been the leading donor of humanitarian assistance to Afghans and provided $161 million in FY 2003 alone. Of this amount, PRM contributed $90 million for programs benefiting Afghan refugees, returnees, IDPs, and conflict victims. While most of PRMís share of funding goes toward the funding appeals of UN agencies and other IOs, a portion is made available for the direct funding of NGO programs for emergency relief to Afghan refugees and returnees.
PRM regards UNHCR as the lead humanitarian agency for Afghan refugee and returnee assistance. Nevertheless, UNHCR cannot cover all refugee/returnee needs and looks to NGOs to fill critical gaps. These guidelines are intended to help NGOs prepare proposals that target PRMís current funding priorities and follow the required proposal format. PRM will accept proposals from any NGO that is able to satisfy these guidelines, although given our budgetary constraints priority will be given to proposals from those organizations with an established presence in the region and a proven track record in providing assistance to Afghans. Proposals must present evidence of coordination with UNHCR, and other lead international organizations, as appropriate. Project proposals should also be coordinated with relevant governments. 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 will be eligible to receive PRM funding.
Current Funding Priorities
At the present time, PRM seeks to focus its funding for Afghans on the following activities, in general order of priority:
Reintegration assistance for Afghan returnees. PRM will support the efforts of UNHCR and its partners to ensure that returnees from 2002 and 2003 will become anchored in their home communities. To this end, PRM will support NGO projects that provide reintegration assistance to recent and future returnees and will particularly support projects that complement UNHCRís activities and fill critical gaps in existing assistance programs. NGO projects should aim to anchor returnees in Afghanistan, enable communities to better support those refugees who have returned home, and build capacity to absorb additional returnees. Within this category, PRM will give priority to NGO projects that provide life-saving, life-sustaining or other critical reintegration support to recent returnees, with emphasis on one or more of the following activities:
Assistance to old-caseload refugees. Over the years, PRM has funded a number of NGO programs to assist old-caseload refugees in Pakistan and Iran. The majority of these programs have focused on vulnerable and underserved groups among the refugee population with highly focused activities. PRM is interested in supporting programs for those vulnerable and underserved refugees that continue to require assistance, and will consider proposals for the continuation of activities benefiting old-caseload refugees. Within this category, PRM will give priority to programs that focus on one or more of the following activities:
PRM expects that many NGO projects will focus on mixed communities composed of refugees (or returnees), IDPs, and members of local populations. Proposed projects should demonstrate that at least 50% of the beneficiary population is expected to be refugees or returning refugees.
NGOs are encouraged to propose programs that include a mix of elements from the above categories. Although the list is not intended to be exclusive or binding, and PRM remains open to considering a broad range of NGO activities, priority will be given to programs that include one or more of these elements.
Applicants may submit concept papers prior to a full proposal if they are unsure whether or not the proposed activity is consistent with PRMís current priorities.
Proposals will be reviewed and processed in two stages. PRM will review and approve a first tranche of proposals that are received no later than March 12, 2004. Proposals that are received by PRM after the first tranche will be reviewed shortly after May 15, 2004, which is the final deadline for submission of NGO proposals. Proposals should be written in font size no smaller than 11 point and be no longer than 20 pages, including budgets and annexes. Each official submission to PRM must include a signed, dated cover letter on NGO letterhead, and the three USG -- required certifications mentioned below (available from PRM/Washington upon request -- not included in the 20 page limit). Applicants should mail submissions from their Headquarters to PRM at the Washington, DC address listed below, and send an electronic copy of the proposal by e-mail. The PRM addressee must be made aware that the proposal is on its way by mail, or the package risks being turned away by security screening. Questions can also be addressed to the individuals listed below.
Please address proposals or questions to:
WalkupRM@state.gov Mailing address:
Department of State
PRM field offices (for questions and coordination):
Proposals submitted to PRM must be written according to the following format. Proposals that do not follow the format will be returned to the applicant.
I. Executive Summary
The executive summary should include the following information and be limited to one page:
This section should provide the rational and justification for the proposal as follows:
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
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
2. Beneficiary Interaction and Capacity Building
3. Coordination Efforts
Explain efforts to coordinate with government ministries, 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. 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.
V. Management and Security
A. Program management
1. Describe the organizationís management structure. Describe how this structure will be used to achieve the stated objectives.
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.
VI. Monitoring and Performance Measurement
A. Monitoring Plan
1. A time line to help PRM track the programís progress and indications of what reporting you will provide to PRM.
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 FY2002 funding from PRM should also include an assessment of their programsí success in meeting their goals.
B. Performance measurement
Include a detailed budget that is broken down by each objective of the proposed program. Staffing and office needs often cannot be easily allotted to specific objectives 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.
VIII. Administrative Requirements
All submissions must include the following: