GGHSP 2009

GUIDELINE

GRANT ASSISTANCE FOR

GRASS-ROOTS HUMAN SECURITY PROJECTS(GGHSP)

2009Edition

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. Understandfully 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. You can submit application form throughout the year. However, any applications submitted to the Embassy on and after 1stSeptember, 2009 will be put forward to the screening for next fiscal year 2010.

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 supplied by the Embassy of Japan

□Project Proposal written up by your organization

□Drawings of the project

□Project Site Map

□Photos of your project site (small size is preferable).

□Detailed Cost Breakdown

□List of any other incidental cost (e.g. Transportation, Unskilled/skilled

Labour etc.)

□Copy of Registration certificate of your organization (If applicant is NGO, CBO etc.)

Application Form can be obtained by emailing to.

NOTE:

・Your application will be accepted only when all the above documents are attached with the application form.

ELIGIBLE APPLICANT

Applications can only be received from non-profit organizations. Eligible non-profit organizations include, but may not be limited to;

＊International or local Non-Governmental Organizations (NGOs)

＊Community Based Organizations (CBOs)

＊Local government authorities (District,etc.)

＊Schools, and hospitals

＊Research/Medical Institutions

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

 Physical structures (e.g. Construction, Rehabilitation, Expansion)

Sectors:

＊HEALTH

＊BASIC EDUCATION

＊ENVIRONMENT

BUDGET FUND CONSTRAINTS

The maximum amount of Grants which may be funded is normally 70,000 euro for each project.

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.

PROJECTS/COMPONENTSNOTCONSIDEREDFORGGHSPFUNDING.

＊Projects with stated costs that cannot be fully justified, or those that contain retroactive costs.

＊Contingency funds

＊Consumable goods such as office supplies (e.g. personal computers, photocopy machines, fax machines, stationery, etc.)

＊Small equipments such as medical, agricultural, and educational equipments may not be acceptable since it is difficult to monitor them after being funded.

＊Labour fees, transportation, salaries and allowances

＊Holding fees for seminar/workshop

＊Running costs (telephone/electricity/water costs)

＊Rent and maintenance fees for building (repair, upkeep, fees, licenses, etc.)

＊Projects requesting military equipment and facilities, or those promoting violence;

political and religious activities; individual income generating or leisure activities.

＊Vehicles for general use, Tractors

＊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)

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 2009

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