Emergency Response FundGuidelines

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Emergency Response FundGuidelines

Step by Step Guide for the project application and approval process

Applicants develop a proposal based on needs assessments together with the clusters and the field.

Applicants submit the project proposals with cluster endorsement to ERF Unit at the OCHA Country Office (CO).

Preliminary screening
If a project fits the criteria as laid out in the Fund’s mandate, the following steps are taken:
Steps / Who / Timeframe
  1. Request the following documentation from submitting agency and provide the templates:
  • Project proposal including the workplan and logframe
  • ERF Budget tool
/ ERF Fund
Manager (FM) / As soon as FM receives project proposal
  1. Add proposal to project tracking table
/ FM / As soon as FM receives project proposal
  1. Review content against criteria, the technicality of the project proposal and the cluster endorsement; if needed ask for revision regarding budget and running costs.
/ FM
Cluster/sector lead respective field office / As soon as FM receives project proposal
Depending on the situation: timeline for preliminary screening should be no more than 24 hours during a crisis; while during a “calm” period 72 hours is considered a reasonable deadline for feedback.
  1. If necessary, OCHA forwards feedback to applicant. The applicant will make the amendments and resubmit the application (back to point 3).
/ FM /
Applicant / 24 hours / 72 hours
Project proposals which pass the preliminary screening and technical review are forwarded by OCHA to the ERF Review Board (RB)
Steps / Who / Timeframe
  1. Request the following documentation from submitting agency:
  • Third party request form (if it is a new NGO) and banking information form (for new NGO and to modify the current banking information for existing NGO).
  • A sample bank statement of NGO to verify the information provided in banking information form.
/ FM / As soon as FM receives project proposal
  1. Submit the proposal top the RB members
  • The RB will undertake a further review of the proposal, taking account of the appropriateness of the proposal in relation to the overall impact on population, its feasibility, the expected impact and other technical considerations.
  • Remind members of the RB of the 72 hours deadline for their feedback. In acute emergencies, OCHA may request that the project be processed within 24 hours.
/ RB members / 24 hours / 72 hours
Following deadline for feedback
  1. In cases where there is a disagreement amongst the RB over recommending a project for funding, an ad hoc meeting may be arranged, at the earliest convenient time, to further discuss the matter.
/ FM
RB members / Following deadline for feedback
  1. If a consensus still cannot be reached, then the proposed project will go forward to the Humanitarian Coordinator (HC) who will make the final decision on funding for the project.
/ FM / Following deadline for feedback
Following the review by the RB and consideration of their feedback and recommendations, the HC will make the final decision on approval and endorsement of proposed projects
Upon receiving HC approval the following documents need to be prepared
Documents to prepare / Who / Timeframe
  1. Request to Endorse from the HC - Prepare a copy for HC signature. In the event the HC is unavailable the Head of Office or OIC will sign on his/her behalf.
/ FM / As soon as the RB agrees
  1. Prepare and an UN agency Agreement / NGO memorandum of understanding (MoU) with the HC, specifying the terms and conditions applicable to the approved
Update the project tracking table and give the project a project code / reference number in sequence with the last project approved (ERF/OPT/0355/0XX)
There are two different agreements/MoUs: one for an UN Agency and one for a NGO. / FM / As soon as the RB agrees
  1. Send agreement/MoU for clearance by email to the OCHA Administrative Services Branch Geneva (ASB) with the following documents:
  • Project document
  • ERF budget tool
  • Draft MoU
  • HC endorsement
  • Bank certificate
  • IMIS form
  • Bank info form
  • Third Party Request Form and Banking Information Form for new NGOs
  • FTS template send to FTS
At a later stage the original signed agreement/MOU has to be sent to ASB / FM
HC / A maximum of two days following receiving HC approval
  1. Prepare a Request to Transfer of the ERF Grant for the HoO signature and send it to ASB OCHA
The request needs to include:
Signed agreement document including project proposal and budget tool
HC endorsement memo
HoO payment request memo
In the event the HoO is unavailable the OIC will sign on his/her behalf / FM
HoO / A maximum of two days following receiving the cleared agreement/MOU from Geneva
Upon receiving cleared Agreement / MoU from OCHA ASB (that includes OCHA ASB signature)
Steps / Who / Timeframe
  1. Send the agreement/MoU by email to the HC requesting signature
/ FM
HC / As soon as receiving cleared agreement/MOU from OCHA ASB – return in a max. of two days
  1. Send to NGO / UN Agency for signature, inform that their signature and stamp is required on two pages as indicated in the template or the agency / organization might chose to sign on each page
The agency / organization signs all three copies and keep one / FM
Applicant agency / As soon as received the agreement/MOU signed by HC
within the same day
  1. Scan final agreement/MOU and send to OCHA ASB
/ FM / As soon as received all signatures to agreement/MOU
16. Send to OCHA ASB by pouch:
  • One original of the agreement/MoU
  • One original of the Memo Request to Endorse
  • One original of the Memo Request for Transfer of Funds
Update the data with FTS if necessary / FM / Within the same week

All the required templates are attached to the Global ERF Guidelines as annexes.

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