Basic Facts and Procedures of GGP

APPLICATION GUIDE

Rwanda

Contents:

Basic Facts and Procedures of GGP……………...... 2

GGP Application Form ……….…………….6

Basic Facts and Procedures of GGP

1. What is GGP?

In 1989, the Government of Japan introduced Grant Assistance for Human Security Grassroots Projects (GGP) in order to respond to the diverse development needs in less developed countries. The aim of GGP is to provide financial assistance to not-for-profit development organizations for implementing projects at community level.

2. Who can apply for GGP?

Can

Any non-profit development organization

(1) Community-Based Organizations

(2) Local & International NGOs (Non-Governmental Organization)

(3) Local authority (Ex. City Council, District)

(4) Educational Institutions (ex. School management committee)

(5) Medical Institutions (ex. Hospital Management Committee)

(6) Research Institutions

Can not

• Individuals or private companies and groups

• Organization does not have certificate of registration or registered less than two years of applying date (GGP requests organization to submit the copy of certificate)
• Organization without title deed or proof of ownership

3. What GGP does/does not fund?

DO!

- Construction / Renovation of buildings/facilities

- Supply of Equipment / Furniture

DO NOT！

- Fund for Trainings */ Awareness Raising Campaign

- Operational / Administrative Costs

- Consumables / Disposable Equipment (food, stationary, seeds)

- Land purchase, Rent, School fees, Travel expenses, Staff salaries

- Purchase of Livestock and Beehives

- General financial assistance

* Operational training for a building facility such as water supply system can be supported.

4. What are the areas of focus?

- Primary Education

- Water and Sanitation

- Agriculture

- Energy/ Infrustructure

- Poverty Reduction

Special attention may be given to projects assisting vulnerable groups (ex. street children, orphans, widows, and people with disability)

5. How much is the Budget?

The maximum amount for GGP funding is JPY 10,000,000 = approximately USD 75,000 (2016) *the total amount in USD as well as in local currency varies every year depending on the exchange rate.

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7. How is application selected?

GGP will assess submitted application based on;

(A) Credibility of the organization

(B) Legal Status of organization (Registration Certificate)

(C) Financial Status of the organization

(D) Project Management Capacity of the organization

(E) Community Participation & Contribution towards the Project

(F) Sustainability & Ownership by the Community

(G) Project Impact to the Community

6. How to Apply for GGP?

An applicant is requested to:

1. Read this Application Guide carefully to familiarize yourself with GGP scheme and its selection process
2. Submit an application form to the reception of the Embassy of Japan in Kigali Rwanda

Embassy of Japan (Attn: GGP Section)

P.O. Box 3072, Kigali-Rwanda

Tel: 250-(0)25-250-0884

Fax: 250-(0)25-250-0885

Email:

GGP application Form

(Please type or print clearly)

1. Applicant Organization

1. Name:………………………………………………………………………………………………

2. Address:………………………………………………………………………………………

3. Telephone No.: ……………………………………………………………………………………

4. Fax No.: ………………………………………………………………………………………..

5. Email Address: …………………………………………………………………………………….

2. Project Description

1. Title of the proposed project

………………………………………………………………………………………………………

- Is this a new project or expansion of existing project? …………………………………

1. Project Site: (Province, District, Division, Location, Sub-location, Village)

……………………………………………………………………………….………………………

1. Social-Economic Condition (population size, lifestyle, level of education, employment, average income of the community etc.)

…………………………………………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………………………………………….

4. Distance from the Nearest Town: ……Km from …..…………………………………..

Distance from Kigali City: ……Km

5. Statement of Problem (Background of the project)

……………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………….

6. Objectives of the Project

…………………………………………………………………………………………………………………………………………..

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….

7. Project Description

.……………………………………………………..…………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………………………………………….

8. Target Population (beneficiaries)

……………………………………………………………………………………………………………………………………………………

9. Estimate No. of Beneficiaries (direct and indirect)

…………………………………………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………………………………………….

10. Project Impact

…………………………………………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………………………………………….

11. Project Implementation Time Table

Implementation Time Table

12. Total Project Budget:

(Estimate budget but needs to be realistic)

13. Items GGP needs to support: (ex. Construction of 5 Classrooms, Purchase of equipment etc)

- Please give the estimated number of each item and be specific (a separate sheet can be attached)

14. Project budget details (a separate sheet can be attached)

GRAND TOTAL

15. Management structure (Describe how to manage the project and conduct the monitoring and follow up)

16. Operational plan (after the completion, including financial and maintenance)

3. Information of Organization

1. Basic Information

1. When was the organization established? ………………

2. Select the type of organization? CBO / NGO / PTA / Other (………..)

3. Has the organization registered with the government? YES / NO

4. When was it registered? …………

*Please attached a copy of Registration Certificate

2. Activities / Goals

1. What is the vision/mission of organization?

……………………………………………………………………………………..

2. What are the organization’s main activities?

……………………………………………………………………………

1. What kind of project has the organization implemented in the past 3 years?

Ex.

4. Is the organization collaborating with other organization/donors? YES / NO

Ex.

3. Organizational Structure (attach your organizational structure)

1. Does the organizationon have a Management Committee? YES / NO

2. How many members does the organization have? ……………….

3. How many staff (paid) does the organization have? …………………

1. How many volunteers (non-paid) does the organization have? ……………..

1. Who are the decision-makers in the organization?

Ex.

6. Who is responsible for the submission of this form?

…………Name / Title / Contact (Tel. / email)

4. Financial Information

1. Does the organization have a bank account? YES / NO

1. Who are handling financial matter at the organization?

Ex.

3. Has the organization used an external auditor? YES / NO

If Yes, which year? Name of the auditing company? ………………………………………………

1. What were the income / expenditure in 2014/2015?

Ex.

5. What is the main financial source?

Ex.

6. Has the organization received any financial aid from donors?

Ex.

7. Has the organization received any non-financial aid from donors?

Ex.

4. Other required documents:

The applicant organization is requested to submit the following documents.

☆ Registration Certificate from the relevant Ministry

☆ Title Deed (authorization) for any construction/renovation projects

☆ Letter(s) of support from the local authority

☆ Past Project Completion Certificates from the donors whom you worked with

(At least two certificates)

☆ Three quotations from the construction companies for all the construction work with their CVs

☆ Three pro-forma invoices for purchase of equipment/furniture from the relevant suppliers

☆ Drawing or blue print, in case of a construction project (certified and stamped)

☆ Photos (if any) showing the project site (e.g. current condition of buildings and equipment)

If available, also attach a copy of brochure that explains your organization or other documentation to reinforce your cause (e.g. government reports).

After all the information is filled, the application can be submitted to the Embassy of Japan via post or by dropping off at the embassy. The application is normally screened within two-three months. GGP staff will only contact the organization whose application is selected as one of candidates for further requests/questions.

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