Funding Formula Stage 5

Securing Embassy Grants

1. What are embassy grants?

Embassy grants are different from larger-scale assistance carried out by bilateral agencies and governments, as they specifically target small-scale and grass-roots projects that bring tangible improvements to those most in need. Many embassies in developing countries manage grants that can be useful sources of project finance. Some of these programmes aim to address a specific need, while others are open throughout the year and address broader development challenges.

Grants are limited in funding and time, and don’t usually exceed one year in duration. They are a flexible and fast source of funding, and a good way to access financing for smaller projects. Contracts and partnership terms are generally straightforward and there is typically no interest or repayment as long as resources are properly managed, and the job gets done.

Embassy grants come in various shapes and sizes and are influenced by many different factors:

• the diplomatic mission, and other diplomatic priorities
• regional priorities and preferences
• budget limitations
• host country needs

2. What do embassy grants support?

Grants cover a wide range of sectors such as health, education, rural development, human rights, economic growth and democracy. Some grants are awarded with distinct thematic focuses; others are extremely flexible and support any promising project idea. For example, UK embassies generally manage three types of funds which each address different issues:

• the Prosperity Fund
• the Human Rights Program Fund
• the Bilateral Fund

“I suggest NGOs contact grants coordinators prior to completing an application. I take a lot of phone calls. There are different regulations, and sometimes a variety of funding streams – not all NGOs and projects qualify, so it’s best not to apply before checking”

– Embassy official

— Embassy official The German Embassy in Kenya accepts bids for all types of projects, as long as they demonstrate community commitment and aim to improve the lives of the poor and marginalized. Canadian embassies provide direct assistance to international Civil Society Organizations. There are also different application processes: the USA conducts annual applications with bids being processed several times a year; Australian embassies and high commissions respond to requests individually.

It may also be useful for your Member Association to consult other, similar Civil Society Organizations that have previously been awarded an embassy grant.

3. How to get started?

Find the embassy funding scheme that fits your Member Association’s project: spend time to analyze and compare key features of embassy grants. This will help you find the most suitable scheme. Diplomatic missions often advertise calls for proposals on their websites. In the best of cases, announcements are complemented by instructions, templates and frequently asked questions (FAQs), which will help your initial research.

However, the most up-to-date and comprehensive information about funding opportunities is not always available online. It is therefore important for your Member Association to develop and maintain relationships with embassy staff. Diplomatic missions strongly encourage this approach.

4. How to write a successful project proposal?

Proposal requirements can vary considerably. Following a few simple steps, however, will increase your chances of obtaining funding from a diplomatic mission. SMART criteria — setting specific, measurable, achievable, realistic and timely goals —are reflected in the following tips, and can provide additional guidance for effective proposal writing.

4.1 Meet the conditions and requirements

Embassy grants are generally small, so application processes and proposal writing are not as complex or technical as other sources of funding. But to be successful, your proposal must still meet embassy conditions and requirements. So you should:

• review all instructions and guidelines before writing your application, and check if the embassy specified a proposal format
• address every required aspect, and do not make assumptions about what the embassy may or may not know about your project or your Member Association
• find out if the embassy has any focus areas or priorities for funding:
  • projects that fit within priorities are more likely to be funded
  • reading about projects that the embassy has previously funded can give you an idea of how much it usually gives and what type of activities it supports

If you have any doubts, contact the embassy directly; it may provide a detailed explanation of the rules and assess your project’s eligibility.

“If you are thinking about bidding, first send us a draft or come to the embassy to speak to us about it. Don’t even fill out a form, just share your idea with us … and we will be able to tell you if we think this is what we are looking for or not this year.”

— Steph Lysaght, first secretary and head of the political and economic section at the UK Embassy to the Philippines

4.2 Communicate a clear focus and purpose

“One thing that NGOs really have to keep in mind when writing a project proposal is that it is about outcomes and not activities,” Lysaght emphasized. “We don’t want to just fund activities. Instead, we want to know what gap in the market you have identified, what change you want to make and how you are going to go about making that change.” Often, applicants are rejected because they do not demonstrate what change they want to make and how they plan to achieve it.

In your project proposal, always develop an implementation plan outlining the following:

• the needs that your Member Association has identified within a community
• how your Member Association intends to address them
• the impact that your Member Association anticipates the project will make

4.3 Be rational and realistic

Most embassies do not give grants simply for a good cause — they want indications that your project design has undergone a thorough and well-considered process. To demonstrate this, establish and present forward-looking yet realistic milestones and measurable outputs.

“We like to see projects that are reasonable and can be completed successfully. Projects should be within the grasp of each NGO and be based on actual work that they are already doing effectively – just taking them a few steps forward”

– Embassy official

Embassies state that Civil Society Organizations often try to oversell themselves; this is a common mistake. Instead, channel your enthusiasm into achievable objectives that are in accordance with the amount of money requested and the type of work your Member Association does.

4.4 Establish credibility and trust

Effective organizational management is critical to demonstrating your Member Association’s credibility, and gaining the embassy’s trust. Efficient procedures, strong accounting systems and properly prepared accounts are some of the various things you can highlight to show that you’ll be able to account for the embassy funds and deliver the project. Providing a short history of successfully managed projects is also recommended, and sometimes mandatory. See Stage 2: Credibility for more information about how to demonstrate your Member Association is a trustworthy organization.

4.5 Keep it simple

Painting a simple and understandable picture of your project is fundamental. When writing your funding proposal, try to avoid:

• using grand language
• quoting embassy priorities word for word
• hollow clichés and buzzwords

Instead:

• write as concisely and accurately as possible
• use well-articulated ideas
• include keywords cleverly – these are good ways to highlight the viability of your proposal

Use IPPF’s Guide to Writing Successful Proposals, in Stage 6 to help you write compelling funding proposals.

4.6 Think sustainable

Prospects for sustainability are important principles that guide embassies in their assessment of applications. Your project design should include:

• evidence of solid community involvement: this is an obvious asset for the success of your grant proposal, because the outcome would be more likely to outlive the project
• evidence of the interest of various stakeholders, for example, government agencies or businesses: this is looked upon particularly favourably
• evidence that the proposed project complements other ongoing or planned projects in the community, or secures co-funding

“The embassy puts emphasis on sustainability, partnership contribution and involvement of the beneficiaries in the project implementation, as this sense of ownership will hopefully make the project sustainable for a long time, even after the funding has been used up,” confirmed the German Embassy in the Philippines.