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The Project Proposal should include the standard cover sheet, a one-page table of contents and not more than fifteen pages of text (including any charts or diagrams). A Project Budget Information Sheet should be fully completed and the Proposal in typed form.

You may also submit additional attachments (not more than ten pages), which mayinclude documents certifying the status of the organization, endorsements of theproposed project, funding commitments or other indicators of participation andsupport from other institutions, and evidence of community support andparticipation.

Please ensure that a project proposal and all attachments are legible. All supporting documents (attachments) should also have the name of the project on them.Submit one original copy of the Proposal (soft and hard copy) to National Coordinator, GEF Small GrantsProgramme, [Full address of the SGP Offices]. Keep a copy of your proposal for your own records as the one you submit will notbe returned.

In preparing a Project Proposal, you should follow the major (numbered) points of theoutline set forth below. These are the major issues which the National Steering Committee (NSC) will consider in reviewing the Proposal. Ensure that the entire bulletpoints included in the outline is addressed. The number of pages allocated to eachsection is a guide. The information required can be less but not more than the pagesstipulated.

TABLE OF CONTENTS TOC o “1-2” h z u HYPERLINK l “_Toc267561829″GENERAL INSTRUCTIONS PAGEREF _Toc267561829 h ii

HYPERLINK l “_Toc267561830″TABLE OF CONTENTS PAGEREF _Toc267561830 h iii




HYPERLINK l “_Toc267561834″1.1Project Summary (2.5 pages) PAGEREF _Toc267561834 h 1

HYPERLINK l “_Toc267561835″1.2Organizational Background and Capacity (1 page) PAGEREF _Toc267561835 h 1

HYPERLINK l “_Toc267561836″1.3Project Objectives and Expected Results (1.5 pages) PAGEREF _Toc267561836 h 1

HYPERLINK l “_Toc267561837″1.4Description of Project Activities (4 pages) PAGEREF _Toc267561837 h 2


HYPERLINK l “_Toc267561838″1.5Implementation Plan and Time Frame (2 pages) PAGEREF _Toc267561838 h 2

HYPERLINK l “_Toc267561839″1.6Plan to Ensure Community Participation (1 page) PAGEREF _Toc267561839 h 2

HYPERLINK l “_Toc267561840″1.7Risks to Successful Implementation (1 page) PAGEREF _Toc267561840 h 4

HYPERLINK l “_Toc267561841″1.8Monitoring and Evaluation Plan and Indicators (1 page) PAGEREF _Toc267561841 h 4

HYPERLINK l “_Toc267561842″1.9Sustainability (1 page) PAGEREF _Toc267561842 h 4


HYPERLINK l “_Toc267561844″2.1Project Funding Summary PAGEREF _Toc267561844 h 5

HYPERLINK l “_Toc267561845″2.2Projected Expenditures PAGEREF _Toc267561845 h 6

HYPERLINK l “_Toc267561847″2.4Bank Details PAGEREF _Toc267561847 h 7

HYPERLINK l “_Toc267561859″3.0MAKING A GRANT APPLICATION PAGEREF _Toc267561859 h 7


annex 1: HYPERLINK l “_Toc267561848″PROPOSAL REVIEW PROCESS PAGEREF _Toc267561848 h 8

HYPERLINK l “_Toc267561850″aNNEX 2: gRANT CATEGORIES PAGEREF _Toc267561850 h 8

HYPERLINK l “_Toc267561851″4.1Demonstration Projects PAGEREF _Toc267561851 h 8

HYPERLINK l “_Toc267561852″4.2Capacity Building PAGEREF _Toc267561852 h 8


HYPERLINK l “_Toc267561856″5.1Biophysical Indicators10

HYPERLINK l “_Toc267561857″5.2Livelihood Indicators10

HYPERLINK l “_Toc267561858″5.3Empowerment Indicators..10 PAGEREF _Toc267561858 h .

PROJECT PROPOSAL COVER SHEETProject No.________________ (For Official Use. Do not write anything here)

Project Title:_________________ (Use the GEF format, title must capture the essence of project and aligns to GEF focal areas)


Name of Organization: _____________________________________________________

Mailing Address:______________________________________________________

Physical Address:______________________________________________________


Fax: _____________________ E-Mail:_________________________

Principal Officer:______________________________________________________

(Name and Position)

Project Contact: ______________________________________________________

(Name and Position)


GEF SGP Classification

Thematic/Focal Area (Tick one) Project Category (Tick one)

Conservation of Biodiversity Demonstration Project

Climate Change Capacity Development Project

Land Degradation and Sustainable Forest Management Applied Research/Policy Analysis

International Waters Information/Networking/Policy Dialogue

Persistent Organic Pollutants(POPs) Multi-focal* * Proposal addresses more than one focal area

Proposed Starting Date:_______________________________________________

(Ideally this should be at least six months after submission)

Proposed Project Duration: _______________________________________________


Total GEF SGP Request:[local currency] _____(US$ _______________)

Total from Other Sources:[Local currency] _____________ (US$ _______________)

Total project cost:Local currency] _________________ (US$ _______________)

Exchange Rate: ___________________________





1. Project Summary(1 Page)

2. Organizational Background and Capacity(1 Page)

3. Project Objectives and Expected Results(1Page)

4. Description of Project Activities(2.5Page)

5. Implementation Plan and Time-frame(2 Page)

6. Plan to Ensure Community Participation(1Page)


7. Risks to Successful Implementation(0.5 Page)

8. Evaluation Plan and Indicators(1 Page)

9. Sustainability





Section A.

1.0PROJECT PROPOSAL OUTLINE AND CONTENT1.1Project Summary(1 page)The Project Summary should be a brief write up of the key points contained in theProposal. This should include a brief descriptionof the proposing organization,project objectives, activities, indicators of achievement and the context (or rationale/justification) upon which the project is based. This shall also include the relationship of the projectto the GEF/SGP Country Programme Strategy and a statement ofthe total cost of the project, the amount of funding requested from the GEF SmallGrants Programme, how those funds will be used, the amount, nature, and status ofcommunity contributions, and the status and sources of additional funding required.

1.2Organizational Background and Capacity to implement the project (1 page)This section should clearly demonstrate that the proposing organization has theexperience, capacity, and commitment to implement successfully the proposedproject.Among the issues to be covered in this section include:

Nature of the proposing organization – Is it a community-based organization, national or sub-national NGO, research or traininginstitution?

Purpose and core activities of the organization,

Organizational approach (philosophy) for project implementation, i.e. how does the organization deliver its projects?

Length of existence and project management experience

Organizational structure,governance and administrative framework: number of paid staff members,

Membership and affiliation toassociations or umbrella groupings,

Legal status – registration with government approved authority

Target population group (women, indigenous peoples, youth, etc)

Previous experience relevant to the proposed project including: projectsaddressing problems of Biodiversity loss, Climate Change Mitigation and/or Adaptation, land degradation/Sustainable Forest Management andPollution ofInternational Waters. OR experience with projects that focus onenvironment and natural resources management and sustainable development at communitylevel.

1.3Project Objectives and Expected Results (1page)This section should contain a clear and specific statement of what the proposedproject will accomplish. Among the issues to address include:

The problem statement or challenge the project is intended to address

The primary objective and specific objectivesof the proposed project

Therationale (justification) for the project. The rationale should indicate the importanceof the proposed project to the GEF Small Grants Programme in terms of contributing to its overall and or specific focal area objective (s). It shouldalso reflect the relationship of the project to other relevant programmessuch as local, district or national government programmes, other GEF and UNDP projects, multilateral and bilateral aid agency projects, and other community-based, NGO, and/or private sector activities. This ensures that the intervention is not a standalone activity.

The specific results that the project will produce. The expected results are the measurable changes which will have occurred by the end of the project as a result of the planned intervention e.g. land area under forest cover increasing because of tree planting and promotion of natural regeneration of vegetation; etc.

1.4Description of Project Activities (2.5pages)This section should describe what will actually be done to produce the expectedresults and accomplish the project’s objectives. There should be a clear and directlinkage between the activities and the outcomes. (The proponent must ensure that the activitiesare a means to getting to intended outcomes). Note that weakness in this area may be amajor reason for failure to receive funding as this is the actual component to be implemented as a project.

Activity descriptions should be as specific as possible, identifying what will bedone, whowill do it, whenit will be done (beginning, duration, completion), andwhereit will be done.In describing the activities, an indication should be made regarding theorganizations and individuals involved in or benefiting from the activity. An example is below for reference only.

1.5Implementation Plan andTime Frame (2 pages)This section may be presented in graphical (table) form and can be attached as an annex. It should indicate the sequenceof all major activities and implementation milestones, including targetedbeginning and ending dates for each step. Provide as much detail as possible.The Implementation Plan should show a logical flow of steps, indicating that all thethings that must happen have been carefully thought through from the current to the end of project situation. Include in the Implementation Plan all requiredhighlight reports, project reviews and evaluation activities.

1.6Plan to Ensure Community Participation (1 page)

Describe how the stakeholdercommunities were (and are being) involved in

Project planning and design

Project implementation

Project monitoring and evaluation to ensure efficiency and effectiveness in delivery. This is the basis for generating and understanding project impact.

Section B

Project Work plan and Monitoring Schedule

Project No: Project Name:

Name of Grant Recipient

Brief description of General Objective of Project:

GEF Focal Area: GEF Operational Phase: Project Start and End Dates:

Brief Description of Specific Objective No 1:

List the activities necessary to fulfil this objective. Indicate who is responsible for each activity and an indicator of activity accomplishment. Duration of Activity in Months (or Quarters)

Activity Responsible Party Indicator 1 2 3 4 5 6 7 8 9 10 11 12





Brief Description of Specific Objective No 2:

List the activities necessary to fulfil this objective. Indicate who is responsible for each activity and an indicator of activity accomplishment. Duration of Activity in Months (or Quarters)

Activity Responsible Party Indicator 1 2 3 4 5 6 7 8 9 10 11 12





Indicate Person responsible for Monitoring and progress reports: Monitoring Frequency / Reporting

Monitoring and Record keeping                            

Progress Reports                        

1.7Risks to Successful Implementation (0.5 pages)Identify and list the major risk factors that could result in the project not producingthe expected results. These should include both internal factors (for example, thetechnology involved fails to work as projected) and external factors (for example, significant currency fluctuations resulting into changes in the economics of the project).

Include in this section also the key assumptions on which the project plan is based.In this case, the assumptions are mostly related to external factors (for example,government environmental policy remaining stable) which are anticipated inproject planning, and on which the feasibility of the project depends.

1.8Monitoring and Evaluation Plan and Indicators (1 page)This section should contain an explanation of the plan for monitoring and evaluatingthe project, both during its implementation (formative) and at completion (Summative).Among the key issuesto be addressed are:

How the performance of the project will be tracked in terms ofachievement of the steps and milestones set forth in the ImplementationPlan;

How the impact of the project will be assessed in terms of achieving the project’s objective(s);

How the mid-course correction and adjustment of the project design and plans will be facilitated on the basis of feedback received;

How the participation of community members in the project monitoring and evaluation processes will be achieved.

Propose specific and measurableindicators relating to project performance and impactwhich can form the basis for monitoring and evaluation. These indicators must also speak to the CPS indicators in your country. These indicators will berefined in consultation with the NC, and will form an important part of the contractbetween the proposing organization and the GEF SGP. In addition, identify at least 1 GEB and 1 indicator from each of the 3 categories of biophysical, livelihood and empowerment indicators provided (see pages 9 – 10).

1.9Sustainability (1 page)Sustainability is a critical aspect in all the GEF SGP funded projects. The proposalshould outline the steps to be taken before, during and at the completion of projectimplementation to ensure that once all the SGP funds have been disbursed, theactivities of the project and the organization will continue for many years thereafter.

The funds provided by SGP are primarily seed funds, designed to give the project asignificant boost. However, project proponents should envision the project three oreven five years after SGP has given out the agreed upon funds, and consider thefactors that could contribute to the success and failure of sustainability of theirproject, and address them accordingly.

2.0PROJECT BUDGET INFORMATION SHEETThe Project Budget Information Sheet is an important part of every GEF SGPproject proposal and must be completed prior to consideration of a proposed project forfunding. Once a project has been approved for funding, the budget informationbecomes part of the binding contract between the GEF SGP and the proposingorganization.

The development and management of a realistic budget is an important part ofdeveloping and implementing a successful GEF project. Careful attention to issuesof financial management and integrity will enhance the effectiveness and impact ofthe project. In keeping with the role of the GEF SGP as a support mechanism forcommunity-level initiatives, every effort has been made to keep financialmanagement requirements as straightforward and non-burdensome as possible.The following important principles should be kept in mind in preparing a projectbudget:

Include only costs which directly relate toefficiently carrying out the activities and producing the objectives whichare set forth in the proposal. Other associated costs should be funded fromother sources.

The budget should be realistic. Find out what planned activities willactually cost, and do not assume that you will be able to make do for less.

The budget should include all costs associated with managing andadministering the project. In particular, include the cost of monitoring andevaluation.

“Indirect costs” or administrative overhead costs such as staff salaries and office rent are not funded by the GEF SGP. These therefore should not be part of the funding request.

GEF SGP funds should be spent according to the agreed budget.

Allrelevant, financial records should be made available. These may beindependently audited, and may become public information.

The budget line items are general categories intended to assist in thinkingthrough where money will be spent. If a planned expenditure does notappear to fit in any of the standard line item categories, list the item under other costs, and state what the money is to be used for.

The figures contained in the Budget Information Sheet should agree withthose on the Proposal Cover Sheet and in the text of the proposal.

GEF SGP grant requestsshould not exceed fifty thousand United States Dollars (US$50,000) per project.

Section C

2.1Project Funding SummaryFunding Source Funding Plan, [local currency] Total (local currency) Total US$

Year 1 Year 2 a. GEF SGP b. Community c. Proposing Organization d. Other co-financiers Total Project Cost a. Community Contribution

All cost -sharing contributions (cash and in-kind) should be itemized as below. This should include sources and nature of the contribution (e.g. Youth Organization contributing labour, land, cash, etc). Please indicate whether the contribution is already committed or just a projection.

Sources of Community Contribution Type Committed or Projected?* Value, in local currency

1. 2. Total * Write ‘C’ for committed and ‘P’ for projected funds

b. Proposing Organization Contribution

The GEF SGP believes in cost sharing. It is therefore important that proposing organizations make some contribution towards the cost of the project. Contributions can be outlined as follows:

Sources of Contribution Type Committed or Projected?* Value, local currency

1. 2. Total * Write ‘C’ for committed and ‘P’ for projected funds

c. Other Contributions

Sources of Contribution Type Committed or Projected?* Value, local currency

1. 2. Total * Write ‘C’ for committed and ‘P’ for projected funds2.2Projected ExpendituresExpenditure Category Year 1, [local currency] Year 2, [local currency Total, [local currency US$ % Total

1. Personnel / Labour 2. Equipment / Materials 3. Training / Seminars / Travel

Workshops 4. Contracts 5. Other costs** 6. Incidentals 7. Other support requested 7. Contingency (5%) Total Project Cost

**Specify here (category and cost):____________________________________


Exchange Rate ([local currency/US $): ___________________________________

Notes and Remarks:


2.4Bank DetailsProvide information on any of the Organization’s bank account. Upon being successful, a separate bank account would have to be opened for handling of grant funds – No combining of funds is allowed in the GEF SGP.

Account Name:_______________________________________________

Title (current, savings, etc):_______________________________________________

Account Number:_______________________________________________

Branch/Service Centre:_______________________________________________

Bank Name & Address:_______________________________________________

6.0MAKING A GRANT APPLICATIONNational and local NGOs and CBOs may propose projects for grant support underthe GEF Small Grants Programme. Procedures for project proposal screening andapproval are generally as follows:

1.The project proponent contacts the SGP National Coordinator to receive projectapplication guidelines.

The project proponent prepares a project concept paper and submits it to GEF SGP National Coordinator (NC). NC reviews concept paper and recommends it to National Steering Committee (NSC) for further review and approval.

Approved concept paper is developed into a full proposal by project proponent, who later submits it to theGEF SGP National Coordinator

Completed and appraised project proposalis submitted by the NCto theNSC for further review and approval.

The NSC reviews the proposal and agrees to accept,rejector return it to the proponent with a request that further work be done to refine the project proposal.

An approved proposal enters the national GEF SGP work programme for that particular year.

Grants areusually paid in three or four installments.

Forproposal submission and more information, contact:

National Coordinator,GEF Small Grants Programme,

[Full Address and Email of the GEF SGP country requesting to programme for a particular year]

Completed proposals (in both soft and hard copies) should be received by the SGP National Coordinator no later than [indicate deadline date]

Annex 1:PROPOSAL REVIEW PROCESSThe review of project proposals is the responsibility of the National Steering Committee (NSC) with assistance from the GEF SGP National Coordinator (NC). Upon receiving project proposals, the NC acknowledges receipt of the same to the proposing organization(s) and prepares a list of project proposals for consideration of the NSC. This preparation may include discussions with the proposing Organization in refining the proposal if necessary. NC then presents the project proposal to the NSC. The NC may also present, for consideration by the NSC additional information about the proposed project, including the results of consultations or site visits. The NSC is structured to provide a full and substantive (independent) discussion, including the sharing of all relevant concerns and points of view.

The NSC shall make its decisions based on a consensus-building process, rather than by formal voting. Final deliberations regarding a project shall take place in the absence of the project proposing organization. In a related development, NSC members with special interest in a particular proposal will be asked to declare their interest and excuse (disqualify) themselves from the decision making process about the said proposal.

The decision of the NSC may be to recommend that the project:

Be awarded a grant for immediate funding and implementation;

Be rejected and cannot receive GEF SGP support;

Be further developed for reconsideration at a later date.

In all cases, the rationale for the decision shall be documented and communicated to the project proposing organization by the NC on behalf of the NSC. Please see a copy of a typical review sheet annexed to this proposal (annex 1).

Annex 2:GRANT CATEGORIESThe GEF SGP provides support for community based projects in line with its Global Strategic Framework and Country Programme Strategy in four broad categories:

4.1Demonstration ProjectsDemonstration projects test and demonstrate community -level approaches and technologies in one of the five GEF SGP focal areas (Biodiversity, Land Degradation and Sustainable Forest Management, Climate Change, International waters and POPS). These projects should serve as laboratories and catalysts for the development and dissemination of new approaches and innovative solutions.

4.2Capacity Development

Capacity development projects seek to increase the ability of NGOs and CBOs to address GEF related global environmental concerns. Such projects may or may not be associated with specific demonstration project, approach, or activity. They will often involve training, networking, and organizational strengthening, with the global goal of increasing the commitment and abilities of communities to address global environmental and sustainable livelihood issues in an effective and integrated manner. This will also include some projects relevant to information dissemination, monitoring and policy impact analysis and policy implementation dialogues.

The above categories cut across the GEF focal areas:



↓ Biodiversity Climate Change Land Degradation and Sustainable Forest Management International Waters POPs

Demonstration ♣

♣ ♣ ♣ ♣

Capacity Development ♣ ♣ ♣ ♣ ♣


Hectares of indigenous and community conserved areas (ICCAs) influenced

Hectares of protected areas influenced

Hectares of significant ecosystems with improved conservation status

Hectares of production landscapes/seascapes applying sustainable use practices

Total value of biodiversity products/ecosystem services produced (US dollar equivalent)

Climate Change (CC)

Tonnes of CO2 avoided by implementing low carbon technologies

Renewable energy measures (please specify)

Low carbon transport practices (please specify)

Energy efficiency measures (please specify)

Other (please specify)

Number of community members demonstrating or deploying low-GHG technologies

Total value of energy, technology and transport services provided (US dollar equivalent)

Hectares of land under improved land use and climate proofing practices

Tonnes of CO2 avoided through improved land use and climate proofing practices

Land degradation (LD) & Sustainable Forest Management (SFM)

Hectares of land applying sustainable forest, agricultural and water management practices

Hectares of degraded land restored and rehabilitated

Number of communities demonstrating sustainable land and forest management practices

International Waters (IW)

Hectares of river/lake basins applying sustainable management practices and contributing to implementation of SAPs

Hectares of marine/coastal areas or fishing grounds managed sustainably

Tonnes of land-based pollution avoided

Persistent OrganicPollutants (POPs)

Tonnes of solid waste prevented from burning by alternative disposal

Kilograms of obsolete pesticides disposed of appropriately

Kilograms of harmful chemicals avoided from utilization or release

Policy Influence, Capacity Development & Innovations (all focal areas)

Number of community-based environmental monitoring systems demonstrated

please specify (1 example per entry)

Number of consultative mechanisms established for Rio convention frameworks

please specify (1 example per entry)

Number of innovations or new technologies developed/applied

please specify (1 example per entry)

Number of local or regional policies influenced (level of influence 0 – 1 – 2 – 3 – 4 )

please specify (1 example per entry)

Number of national policies influenced (level of influence 0 – 1 – 2 – 3 – 4 )

please specify (1 example per entry)

Livelihoods & Sustainable Development (all projects)

Number of participating community members (gender disaggregated) * mandatory for all projects

Number of days of food shortage period reduced

Number of increased student days participating in schools

Number of households who get access to clean drinking water

Increase in purchasing power by reduced spending, increased income, and/or other means (US dollar equivalent)

Empowerment (all projects)

Number of NGOs/CBOs formed or registered

Number of indigenous peoples directly supported

Number of women-led projects directly supported

Number of quality standards/labels achieved or innovative financial mechanisms put in place

Annex 4 : Project Proposal Review Sheet

The following issues represent major points of inquiry for the NSC in considering each project proposal (provided as a guide to the ta1king points for the discussion, NSC may include other points not presented here).

Evaluation Area Score:

3=Highly, 2=Moderately, 1=Partially and 0=Not At All General Remarks

a. Applicant


1. Does the organization meet the basic eligibility

requirement for GEF SGP OP5 support? 2. Has the organization demonstrated adequate capacity and experience to successfully implement the project?

b. Project Objectives

(………………..Points) 3. Does the proposed project meet the basic eligibility criteria as set forth in the GEF SGP OP 5 Country Program

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