EIDHR European Instrument for Democracy

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EIDHREuropean Instrument for Democracy Human
Rights

• INFORMATION SESSION

Presentation By Cristina Martin Rodriguez-
Programme Manager Emilie Larese - Programme
Manager Ayman Goussous - Contractual Financial
Officer Asier Bengoa Geisler - Contractual
Financial Officer
AQABA 14/06/2009 MAAN 15/06/2009 AMMAN
17/06/2009 IRBID 18/06/2009
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OperationalAspects
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EIDHR
What is the EIDHR Programme ?

• In 1994, the European Parliament created the
  European Initiative (became Instrument) for
  Democracy and Human Rights (EIDHR)
• Political recognition of the vital contribution
  by Civil Society Organizations, and particularly
  NGOs, in the development and consolidation of
  democracy and the rule of law, and respect for
  human rights and fundamental freedoms
• This assistance is independent from the consent
  of third country governments and other public
  authorities

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Objectives of the EIDHR

• 5 objectives for the period 2007-2013
• 1 - Enhancing respect for human rights and
  fundamental freedoms in countries and regions
  where they are most at risk
• 2 - Strengthening the role of civil society in
  promoting human rights and democratic reform, in
  supporting the peaceful conciliation of group
  interests and in consolidating political
  participation and representation (JORDAN)
• 3 - Supporting actions on human rights and
  democracy issues in areas covered by EU
  guidelines, including on human rights dialogue,
  on human rights defenders, on the death penalty,
  on torture, and on children in armed conflicts
• 4 - Supporting and strengthening the
  international and regional framework for the
  protection of human rights, justice, the rule of
  law and the promotion of democracy
• 5 - Building confidence in and enhancing the
  reliability and transparency of democratic
  electoral processes, in particular through
  election observation

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EIDHR
Reaching the Objective 2

• Mean 72 Country-based Support Schemes (CBSS)
  are financed worldwide
• An overall amount of 45.9M euros (1.8M euros for
  Jordan) is being distributed in grants for the
  period 2009-2010
• EC Delegations are organizing local calls for
  proposals

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Call for Proposal in Jordan Component 1
Priorities

• Human Rights Component
• To prevent any form of violence against women and
  girls, in the perspective of the implementation
  of the new EU Guidelines on violence against
  women and girls
• To raise awareness on issues related to children
  (child labour, children in conflict with the law,
  discriminations, domestic violence).
• To advance rights and working/living conditions
  of vulnerable groups subject to various forms of
  exploitation, harassment, human trafficking and
  other forms of violations of human rights
  (migrant workers, refugees)

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Call for Proposal in Jordan Component 2
Priorities

• Democratic Process Component
• To enhance women's political participation in
  politics, particularly in the ongoing reforms in
  the country to increase their representation in
  politics to advance civil society lobbying
  efforts for a legal framework that contributes to
  eliminate any form of discrimination against
  women to promote wider participation of women in
  economic life and un-discriminatory access to
  labour market
• In view of 2011 elections, to promote voter
  education on current national and local electoral
  system and to raise awareness on the importance
  of voting, especially among youth to support
  fair and free election process.

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Who can apply ?

• Priority is given to Jordanian CSOs cooperating
  with CBOs, Jordanian Royal NGOs or International
  NGOs
• Requirements
• direct experience in designing and managing
  projects
• stable financial capacity

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What kind of projects will be selected ?

• The EC will finance up to 90 maximum of the
  overall budget
• EC grants will range from 100.000 to 200.000
  euros maximum this amount will constitute 90
  maximum of the total cost
• Projects will run from 12 to 36 months
• Focus will be on
• targeting vulnerable groups, nationwide (e.g.
  remote areas)
• supporting Civil Rights fora networks on
  advocacy or awareness raising
• promoting institutional sustainability and
  multiplier effects (e.g. Training Of Trainers)

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How to apply to the Call for Proposal?
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Step 1 Registering in PADOR

• Applicants can submit only one proposal
• (with the possibility to combine both components
  1 and 2)
• Registration in PADOR is compulsory for
  applicants and for partners
• Website
• http//ec.europa.eu/europeaid/work/onlineservices/
  pador/index_en.htm
• The Field offices of international NGOs can
  register in PADOR only if they are legal
  entities.

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Step 2 Transmitting the Concept Note

• Document of 4 full pages maximum (A4 size, Arial
  10 characters with 2 cm margins (no specific
  template see the Guidelines)
• The CN is a photograph of the proposal, as clear
  as possible and underlining why this proposal can
  make a difference
• It focuses on the substance of the project and
  avoids details in all different components (ex
  the detailed budget is not provided).
• Messages to convey relevance of the action
  description of the action and its effectiveness
  sustainability of the action
• To be received by the EC Delegation on Thursday
  16 July 2009, 3.00 pm at the latest

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Step 3 Transmitting the Full Application

• If CN is short-listed, the EC Delegation will
  contact you to submit the Full Application
• Deadline Thursday 1st October, 3.00pm
• Structure
• Description of the Action
• Logical Framework
• Budget
• Applicant
• Partners

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Description of the action

• To be clear and precise on Title, Locations,
  Cost, Summary, Objectives, Relevance, Description
  of the action, Methodology, Duration and
  indicative action plan, Sustainability, Logical
  framework
• To describe legally binding commitments (e.g.
  activities to be implemented) rather than general
  aspirations.
• To include indicators of performance/milestones
• This document will be the Annex I of the grant
  contract, if the proposal is selected.

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Clarifications

• What is the difference between beneficiaries
  and target groups?
• Beneficiaries the people who will ultimately
  benefit from the
• project activities
• Target groups the people who will participate
  directly in the
• project.
• In some projects, they can be the same.
• Example proposal to raise the awareness of
  judges and politicians about the rights of women,
• the target groups will be judges and politicians,
  
• the final beneficiaries will be the women

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Clarifications

• Expected results describe how the action
  will improve the situation of target groups the
  technical and management capacities of target
  groups or partners (where applicable)
• Outputs be specific and quantify outputs as
  much as possible.
• Multiplier effects explain the
  possibilities for replication and extension of
  the action outcomes.

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Clarifications

• Partners
• Applicants have to act with partner
  organizations.
• The number of partners and/or associated
  organizations is not limited but should be duly
  justified by the logic and needs of the project.
• Proposals with no partnership will be rejected

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Clarifications

• What about the Methodology?
• Methodology refers to the structure and design of
  the project
• It establishes a clear link between proposed
  activities and expected results
• It justifies why these activities are the most
  efficient method for achieving the expected
  results
• To fill methods of implementation
  prolongation of a previous project potential
  synergies with other initiatives
  internal/external evaluation participation of
  actors and stakeholders organisational
  structure and team (by function no need to
  include the names of individuals) ? main means
  (equipment, tools) role of partners

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Clarifications

• Duration and action plan
• Action from 12 to 36 months
• Indication of "month 1", "month 2", etc (not real
  dates).
• no detailed descriptions of activities, but just
  their title.

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Clarifications

• Sustainability
• 3 dimensions must be envisaged to evaluate the
  expected short and long-term impact of the
  Action
• Financial level how will activities be financed
  when the grant ends?
• Institutional level will structures allowing
  the activities continue to be in place at the end
  of the action? Will there be local "ownership" of
  action outcomes?
• Policy level what structural impact will the
  action have - e.g. will it lead to improved
  legislation, codes of conduct, methods, etc?

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The Logical Framework

• The main tool in the preparation of the
  application
• Not a burden - but a help, a guide!
• It helps thinking about the different dimensions
  and phases of the projects and about their
  articulation

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EU Visibility

• Visibility is about raising awareness on the EU
  support to the project
• A special effort has to be made by applicants on
  communication and visibility actions planned
  during the projects lifetime
• Projects should follow the new EC visibility
  guidelines to ensure an appropriate written and
  visual identity of the EU (e.g. use of the flag,
  how to draft a press release)
• Guidelines are available on AIDCO website
  http//ec.europa.eu/europeaid/work/visibility/inde
  x_en.htm

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How to transmit the proposal ?

• The Concept Note and then the Full Application
  must be transmitted
• in 1 original and 3 copies in A4 size, each bound
  in electronic format (CD-Rom)
• the Checklist and the Declaration by the
  applicant must be stapled separately and enclosed
  in the envelope.
• in a sealed envelope the outer envelope must
  bear the reference number and the title of the
  call for proposals, together with the title, the
  full name and address of the applicant, and the
  words "Not to be opened before the opening
  session
• exclusively by registered mail, private courier
  service or by hand-delivery
• delivered to the Delegation of the European
  Commission
• Incomplete applications may be rejected.
• Deadlines
• Concept Notes Thursday 16 July 2009, 3.00 pm
• Full applications Thursday, 1st October 2009,
  3.00 pm

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How is conducted the evaluation process?

• Step 1 administrative check
• Step 2 evaluation of the Concept Note
• - relevance x/15 (minimum 12/15), effectiveness
  x/25, sustainability x/10
• - minimum 30/50 to pass
• Step 3 evaluation of the Full Application
• - Financial and operational capacity x/20
  (12/20 minimum)
• - Relevance x/25 (20/25 minimum)
• - Methodology x/25
• - Sustainability x/15
• - Budget and cost-effectiveness x/15
• Step 4 eligibility verification (supporting
  documents)
• Step 5 award of grants

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End of Part 1

• Useful links
• EC Delegation in Jordan - Programme Officers
• Mrs Cristina Martin Rodriguez, cristina.martin-rod
  riguez_at_ec.europa.eu
• Mrs Emilie Larese, emilie.larese_at_ec.europa.eu
• Visit our website http//ec.europa.eu/delegation
  s/deljor/en/index.htm
• EuropeAid Directorate-General of the European
  Commission, in charge of the external aid
• Website http//ec.europa.eu/europeaid
• Thank You for your attention
• Time to answer your questions
• Any more questions ?
• Kindly send by e-mail your questions by Thursday
  25 June 2009 at the latest

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Contractual Financial Aspects
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Topics

• PADOR
• Legal Entity Form
• Financial Identification Form
• Procurement
• Budget Preparation
• Financial Reporting
• Payments Request
• Audits

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PADOR how to apply and the procedures to follow

• Prior registration in PADOR for applicants and
  their partners for this Call for proposal is
  obligatory.
• PADOR is an on-line database in which
  organisations register and update their data.
• Data in PADOR is used by the EC for checking the
  eligibility of the organisations.
• In PADOR, organisations introduce the same data
  that is requested in the chapters II (for the
  main applicants) and III (for the partners of the
  main applicant) of the paper application form.
• Data concerns the organisation itself, it is not
  linked to the project proposal.

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PADOR how to apply and the procedures to follow

• Organisations obtain their EuropeAid ID after
  having completed the registration process.
• The registration process consists in encoding,
  saving submitting data such as
• Sectorial experience
• Geographical experience
• Financial data
• etc.

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PADOR how to apply and the procedures to follow

• Before starting the registration in PADOR, please
  check
• the Frequently Asked Questions
• the PADOR user's guide
• the e-training 
• These 3 documents are available on the website
• http//ec.europa.eu/europeaid/work/onlineservices/
  pador/index_en.htm
• Also, please check if your organisation is
  already registered before.
• Helpdesk for questions related to the functioning
  of PADOR Europeaid-ON-LINE-REGISTRATION-HD_at_ec.eu
  ropa.eu

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The Legal Entity Form

• If you have submitted LEF before
• No. 6000 ----
• Ask EC Delegation for your number (CF Officer)

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Bank Identification

• NGO Information
• Bank Information
• NGO Sign Stamp
• Bank Sign Stamp
• This is Contractual
• Changed by Addendums

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Procurement Regulations

• This is a thematic instruments. So Procurement
  can be done from
• The 27 Member States of the EC, from an official
  candidate country or from a Member State of the
  European Economic Area
• From any developing country in the sense of the
  (very long) OECD DAC list

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Procurement Regulations

• OECD List
• Development Assistance Committee list of aid
  recipients
• Rules of Origin exceptions- (Derogation)

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Procurement Regulations

• RULES APPLICABLE TO SERVICE CONTRACTS
• Contracts of 200 000 or more (N/A)
• Contracts under 200 000
• Service contracts worth less than 200 000 must
  be awarded by means of a negotiated procedure
  without publication, in which the Beneficiary
  consults at least three service providers of its
  choice and negotiates the terms of the contract
  with one or more of them.
• For services of a value of 10 000 or less, the
  Beneficiary may place orders on the basis of a
  single tender.

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Procurement Regulations

• RULES APPLICABLE TO SUPPLY CONTRACTS
• Contracts of 150 000 or more (N/A)
• Contracts between 60 000 and 150 000 are
  awarded by means of an open tender procedure
  published locally.
• Contracts under 60 000 must be awarded by means
  of a negotiated procedure without publication, in
  which the Beneficiary consults at least three
  suppliers of its choice and negotiates the terms
  with one or more of them.
• For supplies of a value of 10 000 or less, the
  Beneficiary may place orders on the basis of a
  single tender.

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Budget Preparation

• At Concept stage you need an estimate and
• required from EC (80-90)
• Can not vary more than 20 when finalizing the
  budget at Full Proposal stage.

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Budget Preparation
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Budget Preparation
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Payments Requests

• To Head of Delegation
• Type of Payment
• Amount
• Reporting
• Bank Account
• Signature
• 70 of previous payment and 100 of other payments

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Audit Reports

• Required with Request for payment of the balance
  in the case of a grant of more than EUR 100 000
• Less than 100,000 can be audited by Delegation
  Staff at any time

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• Thank You for your attention
• Questions???