GGHSP 2015
GUIDELINE
GRANT ASSISTANCE FOR
GRASS-ROOTS HUMAN SECURITY PROJECTS(GGHSP)
2015Edition
EMBASSY OF JAPAN
TO
THE REPUBLIC OF ALBANIA
INTRODUCTION
The Japanese Government offers a financial assistance scheme for development projects designed to meet the diverse needs of developing countries. Known as Grant Assistance for Grass-roots Human Security Projects (GGHSP), this scheme supports projects proposed by such bodies as nongovernmental organizations (NGOs) and local government authorities. The GGHSP has acquired an excellent reputation for providing flexible and timely support to development projects at the grass-roots’ level.
This pamphlet outlines the objectives, procedures, and other requirements for obtaining assistance under GGHSP.
HOW TO APPLY
1. Fully understand the regulations and requirements set under the GGHSP scheme.
2. Write a detailed project proposal. You should describe the details of the project clearly including a cost breakdown to show how the fund will be used and for what kind of items. It is important to consider carefully what the needs of your community are and to develop the concept for the project according to the needs.
3. The deadline for the application in 2015 is 30th September. The applications arrived to the Embassy of Japan after 30th September will be considered for next fiscal year.
On submission of the application form, the following documents will be required to be attached with the application form. (tick the boxes before submission to make sure all documents are enclosed)
□Application form on the website of the Embassy of Japan in Albania
□Project Summary written up by your organization
□Drawings of the project
□Project Site Map
□Photos of your project site.
□Copy of Registration certificate of your organization (If applicant is NGO, CBO etc.)
□Written cost estimation(quotation) by the 3 different supplier. In case the cost estimation is in Albanian, its summary in English translation is required. The translation does not need to be legalized.
The application form should be sent to the Embassy of Japan by post, currier company or delivered personally. Embassy does not accept the application sent by e-mail.
Address:
EMBASSY OF JAPAN
Albania desk
Via Quintino Sella 60,
00187 Roma, Italy
Tel :+39-06-487991
NOTE:
・Your application will be accepted only when all the above documents are attached with the application form.
ELIGIBLE APPLICANT
＊International or local Non-Governmental Organizations (NGOs)
＊Community Based Organizations (CBOs)
＊Local government authorities (District,etc.)
＊Public schools, and hospitals
It is strongly recommended that the application identifies which person will be responsible for the administration, execution and monitoring of the project. Eligible applicants are also required to have the financial capacity to afford to pay for such items that the GGHSP will not cover, which are referred to administrative or “running costs for the sustainability of the proposed project.
NOTE:
・Assistance for Private organizations or Individuals and Central Governmentwill be automatically disqualified.
PREFERABLEPROJECTS
Acquiring of equipment, machinery, furniture
Physical structures (e.g. Construction, Rehabilitation, Expansion)
Sectors:
＊HEALTH
＊EDUCATION(Primary education, vocational training etc.)
＊ENVIRONMENTAL PROTECTION
＊GENDER ISSUES
＊AGRICULTURE
etc.
BUDGET FUND CONSTRAINTS
The maximum amount of Grants which may be funded is 10 million JPY for each project, which is equivalent to approximately 71,000 euro by the exchange rate established by the Ministry of Foreign Affairs.
NOTE:
・Please design the budget based on the essentials of the proposed project. Do not include the items, which fall outside the scope of the GGHSP funding, as this will automatically disqualify your application.
・Embassy of Japan reserves the right to claim a refund of the grant if it is used for any purpose other than the execution of the intended project.
・It is an obligation for the recipient organization to maintain separate accounting for the implementation of the project in order to facilitate auditing of the grant. After the approval of the project, the recipient organization is required to open a separate bank account subjected to the project payment.
・When the project will be completed, the Embassy will ask completion report together with auditing report by authorized external auditor. The cost of the auditing can be included in the project cost.
・In order to ensure the transparency monitoring and the follow-up of the funded project might take place.
PROJECTSCONSIDERED NOTELIGIBLE FORGGHSPFUNDING.
＊Projects with stated costs that cannot be fully justified, or those that contain retroactive costs.
＊Projects requesting military equipment and facilities, or those promoting violence;
Political or religious activities; individual income generating or leisure activities.
＊Projects that have no financial inputs from the community. The Government of Japan only provides complementary financial assistance. The community itself has to provide and obtain its self-help efforts for the project.
＊Projects for the institution of higher education.
＊Private/individual/commercial based projects. Business oriented projects (e.g. plantations, poultry farms, etc)
＊The project of which implementation period will exceed one year.
THE GGSPH FUND CANNOTBE USED FOR:
＊Contingency funds
＊Consumable goods
＊Office electronic equipment such as PC, printer, photo copy machine etc.
＊Small goods or small itemsthat are hard to track and monitor
＊Labour fees, transportation, salaries and allowances
＊Holding fees for seminar/workshop
＊Purchase of land
＊Live stocks
＊Utility costs (telephone/electricity/water/ internet etc.)
＊Rent and maintenance fees for building
＊Vehicles for general use. Specialized vehicles such as ambulance, fire engine, garbage collection vehicles etc are eligible.
＊Scholarships
＊Vaccine
＊Any kind of taxes such as VAT, custom fee etc. The Japanese government cannot finance VAT which delivers from the project.
NOTE:
・Notification of acceptance or rejection of your project on the first screening will be sent to the applicants within 3 months after the submission.
CONTACTS FOR FURTHER INQUIRIES
EMBASSY OF JAPAN
Albania desk
Via Quintino Sella 60,
00187 Roma, Italy
Tel :+39-06-487991
Fax:+39-06-4873316
E-mail:
Embassy of Japan
GGHSP 2015
FLOW CHART OF GGHSP PROCESS
Submission of application form
Screening of application form
regret
meeting with applicant
regret
Evaluation of project site
regret
screening in Headquarter, Tokyo
regret
APPROVAL
Signing Grant Contract
Signing Procurement Contract
Disbursement of fund
Implementation of the project
Reports, Auditing
Site Visit (Evaluation) by our
programme officers
Embassy of Japan