For further information visit: http\\sudan.iom.int or contact the RRF Grant Manager at .
Proposals shall be submitted to the RRF Grant Manager by internationally and/or nationally registered humanitarian organizations operating in Sudan. Proposals should explain and justify the activities for which RRF funding is requested, and demonstrate how the project and organization meet the criteria for eligibility. Proposals will undergo initial review by the RRF Grant Manager and relevant sector leads before being submitted to USAID/OFDA for final review. The maximum allowable grant is USD 250,000 per project application.
Requesting Organization(s) (for applications by more than one agency, please clearly designate the primary and partner organizations) / International/National Registration Information (First-time applicants must enclose official proof of registration) / Amount of Funding Requested (in USD)
Include scanned copy of federal and/or state registration / Make sure amount shown here is exactly the same as the amount shown in the budget
Project Code (for completion by RRF Grant Manager)
Project Title
Make this specific e.g. include the sector proposed and location/emergency you are responding to.
Please remove the notes in light grey font when submitting your final proposal. The notes are simply for guidance.
SECTION I: Sectors of Intervention
Indicate with an “X” the sub-sectors (as per the RRF Guidelines) for which the organization is seeking RRF funding.
Donors strongly encourage organizations to only apply for 1 sector per application. You may apply for up to 2 sectors in a single application, but you must include a strong justification for why an integrated approach is important.
Past, successful grantees may submit as many applications as they like, but new applicants are encouraged to focus on a single one first. / SECTORS
1: Logistics Support / Relief Commodities / 2: Humanitarian Coordination and Information Management / 3: Water, Sanitation, and Hygiene (WASH) / 4: Health / 5: Protection / 6: Shelter and Settlement
SUB-SECTORS / 1.1 NFIs
2.1 Coordination
3.1 Water Supply
3.2 Sanitation
3.3 Hygiene Promotion
4.1 General Health
4.2 Communicable Diseases
4.3 Community Health Education/Behavior Change
5.1 Protection Coordination and Advocacy
5.2 Provision of Items for Vulnerable Persons
6.1 Camp Management and Coordination
6.2 Emergency Shelter
SECTION II:
Direct Beneficiaries
(Disaggregated by sex/age) / Indirect Beneficiaries (if applicable)
(Disaggregated by sex/age)
Total: Present disaggregated data. If this is unavailable, state this in the description of beneficiary’s line, and explain why it is unavailable and how it will be accounted for later on.
Men:
Women:
Children:
Description (type of beneficiaries, such as IDPs, host community, etc.): Describe who the direct beneficiaries are. / Total: Present disaggregated data. If this is unavailable, state this in the description of beneficiary’s line, and explain why it is unavailable and how it will be accounted for later on.
Men:
Women:
Children:
Description (type of beneficiaries, such as host community, humanitarian agencies, etc.): Describe who the indirect beneficiaries are.
Geographic Location(s) (State and/or Localities and Towns) of the RRF Project / RRF Project Duration
State: Locality: Town:
GPS North: East: / Start Date (mm/dd/yy):
Clearly list the state, locality, and all towns/camps targeted. If GPS coordinates are available, list them as well. / End Date (mm/dd/yy): Maximum of 4 months.
Address of Relevant Regional/Country Office (for applications by more than one agency, this should be the primary agency’s information)
RRF Focal Person: Provide all requested address and office information.
Email:
Tel:
Email country director:
Email finance officer:
Address:
SECTION III
A. Geographical Coverage and CapacityClearly and briefly describe the applicant’s existing activities and operational capacities for the relevant sectors/sub-sectors and geographic locations (by state and locality) in which the applicant is seeking RRF assistance. Include the length of time that the organization and its relevant activities have been established in relevant locales, the presence of permanent offices/sub-offices/bases of operations, existing stock, etc.
a. How many years working in the sector applied for? Description of previous projects in that sector. Membership in the sector?
b. How many years working in the target location? Have done previous work in that sector in that location?
c. HQ and sub-offices, particularly in target area. How many staff, what kind of staff (expertise relevant to the project).
d. Previous partners/donors (minimum last 2yrs). Amounts funded and for which projects (to demonstrate capability of handling funds to the amount of the grant ceiling).
e. List any current programs funded by OFDA.
f. State whether or not you have an existing technical agreement under which the proposed project could fall, or the anticipated time it will take to secure a TA once funding is confirmed.
g. Indicate if you have any existing stock.
h. Any trainings attended for financial admin, program development, M&E, etc.
i. Describe current financial admin mechanisms/systems used in your organization.
B. Problem Statement
Briefly describe the humanitarian situation in the specific location(s) where RRF-funded activities are planned. Briefly describe the geographic area(s) of intervention. Please attach all relevant assessment report(s) specifically related to the emergency needs addressed by this proposal.
Describe any gaps in the current response and the reasons for the gaps (e.g. access, security, funding). Analysis should include gender issues, reflecting the impact of the crisis/emergency on different groups (women, men, boys and girls), and any specific risks for vulnerable groups.
1. The RRF is for new emergencies, or for ongoing emergencies that have recently and significantly worsened. It is therefore mandatory to state clearly what event(s) has happened to create a new emergency or worsened an existing one. The date must be stated, and should be no more than 2 months before an application is submitted.
1.1. Who are the actors involved? Where exactly did the event(s) occur?
1.2. How many people were affected/displaced? From where to where? How were your beneficiary numbers calculated? Can you cite and attach a report confirming these events and numbers?
1.3. What problems has this event caused? For example, a conflict between 2 villages displaced 2,000 people, which moved into Camp A. Camp A already had 10,000 IDPs, with 10 water points, 5 of which are broken. Water usage before the influx was already below Sphere standards (5 l/p/d), and with the influx the already overburdened water sources are now critical, with only 3 l/p/d. The problem statement should clearly set up the justification and rationale for your proposed activities. Any reports supporting these needs is important to cite and attach.
2. What other organizations in the area are/have been implementing projects in the target sector and location? What gaps exist despite these projects? Do not state that there are no other organizations without providing evidence of this. The applicant must coordinate ahead of time with other agencies in the response to identify the needs and gaps, as the RRF requires applications to be in line with Sector priorities, thus preventing duplication and resource wastage.
2.1. The RRF is not to fill gaps in funding for longer-term projects. It is only for short-term response to a new emergency whilst longer-term solutions are being developed.
2.2. The RRF is not for chronic needs, but for new, short-term, emergency needs. This makes it important to clearly state the above information regarding the emergency and resulting need.
2.3. Why does this gap exist? Why is the sector unable to respond?
3. Has your organization been active at Sector Level (both Khartoum and at State level where appropriate)?
3.1. Consult the RRF Guidelines for requirements and priorities. A requirement should be addressed in the problem statement. State how the sector are unable to respond, why they are unable to respond, and requests/support from them for your organization’s intervention. Priorities are in your interest to address. For example, if women and other vulnerable groups are a priority, clearly state how the emergency has especially impacted them, and how they require special consideration in the response.
C. Project Summary
Briefly describe the project, its activities, how these activities will address the critical needs and gaps of the intended beneficiaries, anticipated outputs or goals, and a strategy for ending or transitioning activities once the project period has ended. If applicable, also explain how this project will fit into existing community resources to promote sustainable results beyond the project period.
1. Project Description- the description of the project should directly correlate to the problem statement. It should be clearly stated how the project and its specific activities will address the problem stated in Part B.
2. Outcome- state the intended outcome of your project and how you propose to contribute to this outcome. Outcomes should work towards building community stabilisation and increasing the resilience of the beneficiaries.
3. Outputs- state the intended outputs of the project and how they contribute to the outcome. Also state your targets.
4. Activities
a. Not all activities, regardless of whether or not they are common practice for that sector in responding to an emergency, will be funded. Please see the RRF Guidelines for your specific sector for examples of activities that are eligible for funding. It is possible, however, to still include those activities that are not funded by the RRF, in the overall project framework (if you think it is important) as long as you clearly state what other resources will be dedicated to those activities.
5. Addressing Needs and Gaps
a. Clearly state how the proposed activities will address the gap and needs identified in the problem statement.
6. Exit/Transition Strategy
a. As the RRF is intended to be short-term, it must have a strong exit strategy. This is important as OFDA adheres to “do no harm”, and does not want to worsen an emergency by creating dependency on non-sustainable resources, or create pull-factors that can be detrimental. It is therefore important to state how the project will be phased out, if it will be completed and require no follow-up after the original implementation, or how activities will transition into other long-term programs or practices to support the provision of ongoing services, where needed. This is particularly important in certain cases like water tankering, which will only be supported in the short-term, and must have a clear exit strategy. Exit strategies should support community stabilization and resilience as much as possible.
D. Monitoring and Reporting Plan
1) Briefly describe your organization’s existing monitoring, evaluation, and reporting mechanisms. 2) Explain how you will monitor and report on project results in the beginning, throughout, and upon completion of the project. Include information on how the organization will monitor achievement of its specific goals based on the indicators included in the below Logical Framework (e.g. if an indicator is the construction of 10 latrines, how will this be monitored?).
1. What existing M&E framework does your organization have?
2. The final evaluation of your project will focus on accountability to beneficiaries, so this must be well demonstrated in your proposal- for example, active involvement of beneficiaries at the start of the project and a robust complaints mechanisms are compulsory minimums.
3. Who will report to whom, how often, using what tools?
4. Who will monitor, how often, using what tools and methods?
IOM expects the applicant to undertake a mid-term monitoring report (on IOM_RRF template) and IOM will undertake a final evaluation of the project, so ensure that you have strong M&E mechanisms and dedicated staff in place.
RRF website: https://sudan.iom.int/rapid-response-fund Emails: or
SECTION IV:
Logical FrameworkComplete the below table to demonstrate how the specific activities will lead to the expected outputs and overall objective of the project. Include indicators of the impact of the project, how they will be verified (using what tools/sources), and any related assumptions. (Add rows to the table for additional Results and Activities as needed) /
No. / DESCRIPTION / INDICATORS / SOURCE OF VERIFICATION / ASSUMPTIONS /
Outcome/Objective (The expected effect of the intervention, that contributes to improvement in the condition, behavior, capacity of the beneficiaries)
1. The logframe must reflect the outcome/objective, outputs, and activities listed in the project description. Nothing new should be introduced here.
2. Indicators should indicate the baseline and target.
3. All cells should be completed, including assumptions.
Results/Output 1 (Specific and measurable achievements during the project period)
1
Activities:
1.1
1.2
1.3
Results/Output 2 (Specific and measurable achievements during the project period)
2
Activities:
2.1
2.2
2.3
Results/Output 3 (Specific and measurable achievements during the project period)
3
Activities:
3.1
3.2
3.3
* IF THE ALLOCATED SPACE IS INSUFFICIENT, YOU MAY ATTACH ADDITIONAL PAGES (IN THE SAME FORMAT) AS AN ANNEX
Section V:
PROJECT WORK PLANThis section must include a work plan with clear indications of the specific timeline for each main activity and sub-activity (if applicable).
The work plan must be outlined with reference to the quarters of the calendar year.
Choose the 1-4 months during which the project will take place. /
Outcome/Objective
This should match the logframe, with all outputs and activities accounted for. / Q1 / 2015 / Q2 / 2015 / Q3 / 2015 / Q4 / 2015 /
Jan / Feb / Mar / Apr / May / Jun / Jul / Aug / Sept / Oct / Nov / Dec
Result/Output 1
Activity (1.1)
* TIMELINE FOR EACH SPECIFIC ACTIVITY MUST BE MARKED WITH AN X
** IF THE ALLOCATED SPACE IS INSUFFICIENT, YOU MAY ATTACH ADDITIONAL PAGES (IN THE SAME FORMAT) AS AN ANNEX
Section VI:
The budget must be detailed. For example, staff costs should include percentage of time dedicated to this project, and thus the percentage of their overall salary. Activities should be broken down by individual materials. For example, NFI kits should be broken down by each material included and the costs for each. Pharmaceuticals and medical supplies must be stated in a list, with costs per each. Latrines should state the kind of materials needed for each latrine, and costs per each, etc…
Items purchased must be in line with Sector-recommended prices, where available. Otherwise additional detail is required (e.g. supplier quotations attached or budget demonstrating the cost based on your previous project etc…). Costs must bear in mind the fluctuation of market prices, as the RRF will not accept a reduction of outputs to compensate for inflation of prices once the project commences.