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    Keys to successfully securing embassy grants

    Embassy grants are strategic sources of funding for both international and local development organizations. Here’s how to optimize your chances of winning.

    By Manola De Vos // 25 April 2014
    Winning a small grant is one of the best ways to get a development initiative or project off the ground. Contract and partnership terms are generally more straightforward and there’s typically no interest or repayment as long as resources are properly managed and the job gets done. While development organizations large and small are often tempted and lured by major donor agencies and high-budget projects, you shouldn’t overlook more modest and tactical grants that support a specific one-time project, or finance smaller elements of a bigger program. Many embassies in developing countries manage small grants programs that can be attractive and useful sources of development project finance. Some of these programs aim to address a specific development need, while others are open on a cyclical basis throughout the year and address broader development challenges. Here are a few essential facts and tips to keep in mind if your organization is interested in working with a diplomatic mission. What are embassy grants? Distinct from larger-scale assistance carried out by bilateral agencies and government ministries, embassy grants specifically target small-scale and grass-roots projects aimed at bringing tangible improvements to the living conditions of those most in need. Limited in funding and time, these grants generally don’t exceed tens of thousands of dollars and one year in duration. They are a flexible and fast source of funding, however, and one of the few remaining ways through which smaller projects can access financing. Embassy grants come in various shapes and sizes and are influenced by many different factors, including annual themes determined in advance by the diplomatic mission, other diplomatic priorities, regional priorities and preferences, budget limitations, and host country needs. These grants commonly cover a wide range of sectors such as health, education, rural development, human rights, economic growth, democracy, etc. While some embassy grants are awarded through defined funding schemes with distinct thematic focuses, others are extremely flexible by proposing support for any promising project idea. For example, U.K. embassies generally manage three types of funds — the Prosperity Fund, the Human Rights Program Fund and the Bilateral Fund — each addressing different issues. In contrast, the German Embassy in Kenya accepts bids for all types of projects, as long as they demonstrate community commitment and aim to improve the lives of the poor and marginalized. Although local nongovernmental organizations are generally the primary recipients, embassy grants can be awarded to a wide array of implementers and stakeholders. For instance, U.K. embassies encourage not just NGOs and civil society groups to apply for grants, but also business leaders and governmental agencies. Similarly, the Canada Fund for Local Initiatives managed by Canadian embassies and high commissions worldwide sometimes provides direct assistance to international NGOs and government institutions. Embassy grants are also distinctive because of their application and evaluation processes. While some diplomatic missions — like those of the United States — conduct annual application rounds with bids being processed several times a year, others respond to requests individually. This is also the case with several Australian embassies and high commissions. Because of their diversity, embassy grants can be unpredictable and difficult to track. But it is precisely this variety that offers NGOs a unique range of opportunities which they can evaluate for bidding. There are different regulations, and sometimes a variety of funding streams — not all NGOs and projects qualify, so it’s best not to apply before checking. --— embassy official How to get started? Finding the embassy funding scheme that fits your project is crucial to getting started. Rather than choosing the first embassy that comes along and struggling to make your proposal fit into its format and eligibility criteria, you should allocate enough time to analyzing and comparing the key features of various embassy grants. This will enable you to find the most adequate scheme. Diplomatic missions commonly advertise calls for proposals on their websites. In the best of cases, announcements are complemented by instructions, templates and FAQs, which will facilitate your preliminary research. But the most up-to-date and comprehensive information on ongoing funding opportunities is not always available online, so it’s important to develop and maintain relationships with embassy representatives. The diplomatic missions we talked to while researching this article strongly encourage this approach. “I suggest NGOs contact grants coordinators prior to completing an application. For example, I take a lot of phone calls,” one embassy official told Devex. “There are different regulations, and sometimes a variety of funding streams — not all NGOs and projects qualify, so it’s best not to apply before checking.” It might also be useful for new bidding organizations to consult other like-minded organizations that have previously been awarded an embassy grant. How to write a successful project proposal? Grant bidding requirements can vary considerably depending on the embassy grant you’ve chosen so there is no right or wrong way to apply for a grant program. Following a few simple steps, however, will increase your chances of obtaining funding from a diplomatic mission. It is useful to note that the SMART criteria — an acronym used by many as a guide in the setting of specific, measurable, achievable, realistic and timely goals — is largely reflected in the following tips, and can provide additional guidance for effective proposal writing aimed at embassy grants. Meet the conditions and requirements. Because embassy grants are generally small, application processes and proposal writing are not as complex or technical as with other sources of funding. But to stand a chance, your proposal must still meet embassy conditions and requirements — even more so if you are applying to a well-defined funding scheme with a thematic or sectoral focus. Review all instructions and guidelines before writing your application, and check if the embassy specified a proposal format. Address every required aspect, and do not make assumptions about what the embassy may or may not know about your project or organization. Be sure to research and investigate beforehand if the sponsoring embassy has any focus areas of intervention. Projects that fit within priorities are more likely to be funded. Also, studying projects that the sponsoring embassy has previously funded can give you a more accurate idea of how much it usually gives and what type of activities it usually supports. If you have any doubts, do not hesitate to directly contact embassies. Though many don’t have the capacity to offer coaching in writing and submitting proposals, they can still provide a detailed explanation of the rules and assess your project’s eligibility. “If you are thinking about bidding, you shouldn’t hesitate to first send us a draft or come to the embassy to speak to us about it,” Steph Lysaght, first secretary and head of the political and economic section at the U.K. Embassy to the Philippines, explained. “Don’t even fill out a form, just share your idea with us ... and we will be able to tell you if we think this is what we are looking for or not this year.” If you are thinking about bidding … come to the embassy to speak to us about it. We will be able to tell if we think this is what we are looking for or not this year. --— Steph Lysaght, first secretary and head of the political and economic section at the U.K. Embassy to the Philippines Communicate a clear focus and purpose. In a lot of cases, applicants are rejected because they fail to demonstrate what change they want to make and how they plan on achieving it. “One thing that NGOs really have to keep in mind when writing a project proposal is that it is about outcomes and not activities,” Lysaght emphasized. “We don’t want to just fund activities. Instead, we want to know what gap in the market you have identified, what change you want to make and how you are going to go about making that change.” In your project proposal, always develop an implementation plan outlining the needs you’ve identified within a community, how you intend to address them, and the anticipated impact. Ensure that you communicate very clearly the why, the how, the who and the when. Be rational and realistic. Most embassies don’t give out grants simply for a good cause — they want indications that your project design has undergone a thorough and well-considered process. To demonstrate this, establish and present forward-looking yet realistic milestones and measurable outputs. One common mistake cited by embassy officials is that NGOs often try to oversell themselves. Instead, channel your enthusiasm into achievable objectives that are in accordance with the amount of money requested and the type of work your NGO does. “We like to see projects that are reasonable and can be completed successfully,” one embassy grant coordinator explained. “Projects should be within the grasp of each NGO, and be based on actual work they are already doing effectively — just taking them a few steps forward.” Establish credibility and trust. Displaying effective organizational management and discipline is critical to establishing the credibility and trust necessary to secure and capitalize on a grant. Efficient procedures, strong accounting systems and properly prepared accounts are some of the various things you can highlight to show that you’ll be able to account for the embassy funds and deliver the project. Providing a short history of successfully managed projects is also recommended, and sometimes mandatory. Keep it simple. Painting a simple and understandable picture of your project is fundamental. Refrain from using grand language or quoting embassy priorities word for word. Instead, write as concisely and accurately as possible, and avoid hollow cliches and buzzwords. Well-articulated ideas and the smart use of keywords are good ways to underscore the viability of your proposal. “A good proposal should not need a lot of words to come to the point of addressing the issue and the proposed intervention,” the Embassy of the Netherlands in Nigeria insisted. The embassy puts emphasis on sustainability, partnership contribution and involvement of the beneficiaries in the project implementation, as this sense of ownership will hopefully make the project sustainable for a long time. --— German Embassy in the Philippines Think sustainable. Prospects for sustainability are an important principle guiding embassies in their assessment of applications. Evidence of solid community involvement in your project design is an obvious asset for the success of your grant proposal, because the outcome would be more likely to outlive the project. Likewise, demonstrating the interest of various stakeholders — such as governmental agencies or business entities — is looked upon particularly favorably. Chances are your project will also score better if it complements other ongoing or planned projects in the community, or secures co-funding. “The embassy puts emphasis on sustainability, partnership contribution and involvement of the beneficiaries in the project implementation, as this sense of ownership will hopefully make the project sustainable for a long time, even after the funding has been used up,” confirmed the German Embassy in the Philippines. Join the Devex community and access more in-depth analysis, breaking news and business advice — and a host of other services — on international development, humanitarian aid and global health.

    Winning a small grant is one of the best ways to get a development initiative or project off the ground. Contract and partnership terms are generally more straightforward and there’s typically no interest or repayment as long as resources are properly managed and the job gets done.

    While development organizations large and small are often tempted and lured by major donor agencies and high-budget projects, you shouldn’t overlook more modest and tactical grants that support a specific one-time project, or finance smaller elements of a bigger program.

    Many embassies in developing countries manage small grants programs that can be attractive and useful sources of development project finance. Some of these programs aim to address a specific development need, while others are open on a cyclical basis throughout the year and address broader development challenges.

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    About the author

    • Manola De Vos

      Manola De Vos

      Manola De Vos is an Engagement Lead for Devex’s Analytics team in Manila. She leads and designs customized research and analysis for some of the world’s most well-respected organizations, providing the solutions and data they need to grow their partner base, work more efficiently, and drive lasting results. Prior to joining Devex, Manola worked in conflict analysis and political affairs for the United Nations, International Crisis Group and the EU.

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