Supporting Civil Society in Ukraine: Frequently Asked Questions
Eligibility
Q: What is Strategic Partner Status (“Plusspartner”), and why do Strategic Partners still have to fill out a full application under this Call for Proposals?
A: Norad’s Strategic Partner scheme is an application-based scheme for large, strategically important partners with good systems and procedures. Status as a strategic partner enables a simplified application process for grants, amongst other benefits.
Organisations that have been awarded, have applied or planning to apply for Norad Strategic Partner status, should contact Norad-Forvaltningssystemer@norad.no
Q: If the lead applicant of a consortium is a Strategic Partner to Norad, will the consortium’s application be considered for a simplified application process?
A: Yes, the lead applicant will be Norad’s agreement partner and thus the application submitted by the lead (on behalf of the consortium) is considered Strategic Partner if this status has been awarded. Contact Norad-Forvaltningssystemer@norad.no for any queries related to the simplification of the application process.
Q: Are interventions for Ukrainians outside Ukraine eligible for support?
A: No. Only interventions which take place in Ukraine are eligible for support.
Costs/activities related to international advocacy (including international travels) may be included as long as this does not constitute a considerable portion of total costs and needs to be justified.
Q: The Call for Proposals states that “If the applicant is part of an international organisation or alliance only one entity/chapter/branch may be part of an application”, does that mean that a federation cannot apply as a co-applicant/affiliate with the country office?
A: The formulation in the Call for Proposals in this regard is meant to avoid several applications from the same alliance/federation. Most federations cooperate closely with their relevant country offices, and they may be part of the same application.
Q: The Call for Proposals states that “All single applicants, and all members in a consortium, must be able to document that they are an independent legal entity which has been registered for at least three years (founded 2021 or earlier)”, does this mean that we are not eligible to apply if we were registered in 2022?
A: Yes, this is a requirement and means that your application will be rejected. You may, however, be part of an application as an implementing partner.
Q: The Call for Proposals states that “All single applicants, and at least one member of a consortium, must be able to document that they have physical presence in Ukraine.” What does physical presence in Ukraine entail specifically?
A: Having physical presence in Ukraine entails having national staff and being registered in Ukraine.
Q: Our country office is still being registered as a Ukrainian legal entity, with the process expected to finish in the middle of the summer this year, are we eligible to apply?
A: Yes, you may still apply. Please make a note in the application of the status for the registration. Should your application proceed to full assessment, Norad will request to see the registration documents.
Q: The Call for Proposals states that the main applicant should be registered for at least three years. Does this mean registration in Ukraine or in general?
A: This means that the applicant organisation should be founded in 2021 or earlier and the registration may be from all jurisdictions, not limited to Ukraine.
Q: Can multilateral organisations such as UN organisations be an applicant or receive small scale grants as local partner under the call for proposals?
A: No. UN and UN-affiliated organisations are not considered as civil society organisations and therefore not eligible under this call for proposals – neither as applicant (lead or consortia member) nor as sub-grantee.
Q: Can for-profit actors apply as the main applicant or receive small-scale grants as a local partner under the call for proposal?
A: No. Only civil society organisations as defined in the call for proposals can apply. Recipients of small-scale grants also need to fulfil the criteria for a civil society organisation. Specific deliverables under the project that require expertise from for-profit actors will be subject to the procurement provisions that are part of the grant agreement between Norad and a grantee.
Q: Can public/governmental bodies (such as law enforcement agencies, the judiciary and public universities) be implementing partners and/recipients of small-scale grants?
A: No, public/governmental bodies may not be implementing partners or recipients of small-scale grants. They may, however, receive training, capacity building and be important advisory partners. They may also be contracted based on the procurement provisions as set out in Norad’s Agreement Part III.
Q: Can a Ukrainian Foundation be a member of a consortium?
A: Yes, as long as the eligibility criteria listed in the call are met.
Q: The call states that grants will not be awarded for humanitarian assistance. Will there be a separate call for support to humanitarian assistance through civil society in Ukraine?
A: Norwegian humanitarian assistance is channelled through UN actors, and International and Norwegian humanitarian organisations. Humanitarian grants to civil society in Ukraine are distributed through these actors (with the Ukrainian Humanitarian Fund as one of the main partners). A separate call for humanitarian response through Norwegian civil society organisations is under planning.
Q: Can Norwegian civil society organisations apply for funds under this call?
A: All civil society organisations that meet the criteria listed are eligible to apply.
Consortia, Joint Applications and Partnerships
Q: Can we submit more than one application?
A: No, an organization can only be part of one application – either as single applicant, lead or consortia member.
Q: Is it possible to apply jointly with another civil society organisation?
A: You may apply in consortia with other civil society organisations. Please see information under the headline “Who can apply” in the call.
Q: In a consortium with a Ukrainian organisation as lead applicant there is a legal barrier for the Ukrainian organisation to transfer funds from Ukraine to the international consortium partners due to currency limitations. Will it be possible to find flexible solutions where the money is transferred to one of the international consortium partners instead of the Ukrainian lead?
A: In such cases where there is a lead Ukrainian organisation, Norad can accept disbursing funds to a consortium partner that is not consortium lead, as long as this is negotiated as part of the agreement with Norad, and the consortium lead will still be responsible for the funds.
Q: In a consortium with three separate and independent organisations, will it be a conflict of interest if one of the consortium organisations is represented in the board of another consortium partner?
A: In Norad’s assessment it would be a conflict of interest if these organisations had been in competition with each other. In this instance, they are members of the same consortium and will keep the consortium lead responsible for all members of the consortium.
Q: What are the requirements for members of a consortium?
A: The requirements for applicants and members of consortia are specified under the headings «Who can apply» and «applicants». There is also a sub-category with requirements for consortia. Beyond the specified requirements, the consortium may define its own roles, functions and responsibilities.
Q: Do the requirements to upload registration documents, strategic plan and audited reports for the two preceding years also apply to other partners in the consortium, if they are not lead applicants?
A: No, only the lead applicant needs to upload these documents. The lead applicant “must be able to document”, and hence assure that these documents are available from consortia members and have them ready in case Norad should request to see them. They need not be uploaded and are not listed as mandatory attachments.
Q: Do we need to list all implementing partners in the application?
A: The application form and budget format request applicants to list planned implementing partners, as far as possible. It is not a requirement to have a full overview of all implementing partners at the time of submitting the application.
Q: Can an implementing partner in one application also be an implementing partner in another application?
A: Norad wants to limit the number of local organisations being implementing partners as part of more than one application, as far as possible. However, we are aware that within certain specialised fields there are not many organisations with the necessary expertise and capacity.
Q: The call states that the agreement between the consortia members must be attached to the application. Are there any formal requirements to the consortium agreement?
A: There are no formal requirements for the consortia agreement, but a good guideline is the criteria listed in the call, especially for consortiums.
Q: If we apply as a consortium member but not the leading one, should we submit a separate proposal through the portal?
A: No, the lead applicant will register and submit an application on behalf of the consortium. The lead applicant will upload organisational documents as required for their own organisation. The lead organisation should ascertain that members of the consortium comply with the requirements. Norad may request to see these documents for the consortium members so we suggest that the lead organisation keeps them for record.
Q: Are the individuals eligible to receive small grants?
A: Recipients of small-scale grants need to be registered legal entities. If the partnership does not involve transfer of funds, it is not required to be registered.
Theory of change, Objectives and Outcomes, Results and Risks
Q: Must a theory of change be submitted?
A: Yes. Applicants must have a theory of change that clearly explains how the project will contribute to the specific objectives.
Q: Is there a required format for the results framework to be uploaded with the application?
A: No, Norad does not have a required format. Please consult the guidance provided on Norad’s website in relation to results-management: https://www.norad.no/globalassets/filer-2023/sivsa/guidance-note-on-results-and-risk-management-for-applicants2023.pdf
Q: Is there a required format for the risk matrix to be uploaded with the application?
A: No, Norad does not have a required format. Please consult the guidance provided on our website in relation to risk management https://www.norad.no/globalassets/filer-2023/sivsa/guidance-note-on-results-and-risk-management-for-applicants2023.pdf
Q: Can we apply for projects that address just one of the stated outcomes or do we need to include all three outcomes in the application?
A: All Projects funded under this call for proposals must contribute to specific objective 1. In addition, all projects must address at least one of specific objectives 2 and 3. Applicants may also include both specific objective 2 and specific objective 3 in their proposal. Please see information under the headline “Specific objectives and menu of main expected results” in the call for proposals.
Q: Must we use the menu of main expected results listed under each specific outcome?
A: The menu of main expected results included in the call for proposals is indicative and may be used in full or in part by applicants. Applicants may also choose not to use any of the expected results listed in the menu of main expected results. Applicants are also free to include additional expected results under each specific objective, if the expected results clearly pertain to the thematic field of the specific objective.
Q: What activities can be included under specific objective 1?
A: Specific objective 1 is mandatory for all applications. Under this objective, activities related to organisational capacity-building of Ukrainian CSOs can be included.
This can relate to for example activities to strengthen the capacity of Ukrainian CSOs in relation to human resource management, financial management, communication, capacity in applying for and report on use of funds and understanding of donor requirements, as well as activities to strengthen joint learning and collaboration between organisations.
The menu of main expected results in the call for proposals is not exhaustive, and applicants may freely choose to include other areas of development relevant to specific objective 1 in their proposals.
Q: What activities can be included under specific objective 2?
A: Under specific objective 2, activities related to inclusive and sustainable recovery across all governance levels (national, regional and local) can be included.
The menu of main expected results foresees activities within the fields of gender equality and inclusion of women; anti-discrimination within social services; increased transparency including through local and regional media; inclusive labour market and activities to build relevant competencies in the workforce; activities to increase social reconciliation and social cohesion as well as environmental protection.
The menu of main expected results in the call for proposals is not exhaustive, and applicants may freely choose to include other areas of development relevant to specific objective 2 in their proposals.
Q: What activities can be included under specific objective 3?
A: Under specific objective 3, activities related to advocacy and policy formulation for and oversight of democratic governance reforms can be included.
The menu of main expected results foresees activities within the fields of research and analysis, anti-corruption, independence of local and regional media as well as civic education.
The menu of main expected results in the call for proposals is not exhaustive, and applicants may freely choose to include other areas of development relevant to specific objective 3 in their proposals.
Q: Are activities under Specific Objectives 2 and 3 limited to capacity-building activities targeting other organisations or they can also include independent activities implemented by the applicant which also contribute strengthening the capacity of CSOs?
A: Under this call for proposals, Norad is looking for applicants with a proven track record of capacity building of civil society organisations through networking, trainings and small-scale grant schemes. Under Objectives 2 and 3 the main area as highlighted in the formulation is capacity-building of local CSOs with a focus on small-scale grant schemes, however, the menu of main expected outcomes is not exhaustive and other activities can thus be foreseen as long as they support the objectives of the call.
Q: Based on the rules of the Call for Proposals, must the project proposal assume coverage of the entire geographical territory of Ukraine, or can the project cover selected regions of Ukraine?
A: The project does not need to cover the whole country, it may cover selected areas/regions – however please state which areas in the proposal.
Q: In its initial phase, can plan to implement an in-depth diagnosis of the needs of CSOs in Ukraine, in terms of forms and methods of support, area of action.
A: You may include such activities in the application however you should keep in mind a good balance of activities (and budget costs) in the sense that the project first year should not be mainly/only in-depth diagnosis, but it can be part of a wider range of activities.
Q: Based on the formulation of the “small-scale grants" component in the Call for Proposals and the budget template, do small grants equal sub-grants to local entities or rather one type of activity/programme modality only.
A: Both options could be considered under this call for proposal. However, please note that under this call for proposals Norad is looking for applicants with a proven track record of capacity building of civil society organisations through networking, trainings and small-scale grant schemes. Under the objectives the main area as highlighted in the formulation is capacity-building of local CSOs with a focus on small-scale grant schemes, however, the menu of main expected outcomes is not exhaustive and other activities can thus be foreseen as long as they support the objectives of the call.
Q: Is there any recommended cap on the size of the small-scale grants per organisation?
A: No, we have no fixed cap on the size of the small-scale grants.
Q: There are two similar questions in application form in relation to the small-scale grant schemes in the chapter "Programmatic approach/strategic relevance" and in the chapter "Experience, competence and capacity to strengthen civil society in Ukraine''. What is the difference between the two questions?
A: With reference to the application form and guidance, the two questions are:
- Brief description of the applicant’s experience and expertise with strengthening civil society with a combination of provision of small-scale grants, trainings and networking.
- Brief description of the applicant’s systems for selection, and monitoring of recipients in small-scale grant schemes, as relevant for the context in Ukraine.
Under the first question applicants are asked to document previous results of capacity-building of local CSOs and small-scale grant schemes. Norad is seeking information about results from previous programmes with similar objectives as this Call for Proposals as well as relevant experience from Ukraine or other similar contexts.
In the second question, applicants are asked to present the routines and systems the applicant has in place to manage small-grants schemes (selection criteria, control system etc.). This section is hence designed to cover a general programmatic approach to the management and monitoring of small-scale grant schemes.
Agreement Period
Q: What is the support/implementation agreement period?
A: The implementation period is 2024-2027. Implementation of projects must commence in 2024. Agreements will cover the implementation period.
Q: When are the results of the Call for Proposals planned to be announced and when is it possible to plan the project start date in 2024?
A: The results of the Call for Proposals will be announced sometime during the fall, and disbursements for successful applicants will be early December at the latest. The call states that: The implementation period is 2024-2027. Implementation of projects must commence in 2024. The agreement may state a project period starting earlier than the signing of the agreement (e.g. signing of an agreement 1 December for a project period starting 1 November).
Budget and Cost Distribution
Q: What is the potential grant size?
A: Norad cannot give clear indications of grant size. Norad intends to enter into a limited number of agreements and currently do not foresee an annual grant size of less than NOK 10 million and more than NOK 70 million. The budget allocation for support to civil society in Ukraine is NOK 70 million for 2024.
Q: When applying as a consortium of organisations, is it possible to spread the overhead/indirect costs among all the participating organisations?
A: Grants may include a contribution towards the applicant’s indirect operating costs (overheads). Funding for indirect operating costs should not exceed 7 % of the total direct costs of the project.
For consortia where one of the participating organisations is the lead and agreement partner, indirect costs may be shared among the organisations in the consortium.
All costs at target group level (Ukrainian CSOs) will be looked upon as direct project costs in this respect, and they cannot embed indirect costs in their daily rates. Norad will make a thorough assessment of cost efficiency and value added of every segment / partner in the partnership involved in any application.
Q: Is there a minimum percentage for partners’ own contribution to supplement Norad’s funding?
A: This grant scheme does not have a requirement for own contribution. However, own contributions or co-financing with other donors is allowed. Other contributions should then be included in the budget.
Q: Does Norad have guidelines on currency calculations in the budget?
A: Norad prefers applications to budget using a functional currency, using the currency rate at the time of submitting the application. Norad intends to enter into agreements with an overall budget in NOK. Norad will assess the currency rates used, and that the rates do not deviate more than 10 per cent from the actual rates at the time of the submission of the application. The value of the grant will fluctuate according to fluctuations of currency rates. Reporting and payments will be done in NOK.
Q: The Call for Proposals requests applicants to attach "Audited accounts for 2022 and 2023 from the applying organisation", what does this mean?
A: By audited accounts Norad means the results of the audit, not annual income reports. Further, an organisational audit for the last two years is required, a project audit is not considered sufficient.
Q: Please clarify what is meant by “Capacity to absorb grants in the range NOK 10 – 70 million annually.” Does it mean that the annual turnover of the lead applicant is at least 10 million NOK or that the yearly budget for a single project in the lead applicant’s portfolio is at least 10 million NOK? Also, is the capacity measured by the lead applicant or by the joint capacities of the organizations within the project consortium?
A: This means that the applicant organisation or the consortium as a whole (in total) must be able to implement a project in the range of NOK 10 - 70MNOK. The capacity is measured against the audited accounts of the applicant organisation(s) and hence the total turnover each calendar year of the organisation(s). It is the joint capacity we will be looking at specifically. Additionally, capacity to implement is understood as what range of project and turnover your organisation or consortium earlier have managed in a calendar year. Norad usually make payments of the annual grant amount twice in a year, first upon agreement signature and later upon proven financial need from the applicant.
Q: Our audited accounts for 2023 will not be ready in time for the application deadline, may we submit it after the deadline has passed?
A: If your audited accounts 2023 will not be finalized by the application deadline, you may submit the 2023 audited accounts before the end of July. Please make a note of this in your application.
Q: The budget template states that salary and personnel costs can be included. Are pro-rata support costs, here understood as pro-rata shares of direct expenses (rent, standard equipment, insurances, support costs etc.), eligible under this Call for Proposals?
A: Norad will allow a pro-rata fair share of apportioned costs to the budget as long as the costs included are direct costs. This means costs directly associated to the specific project, and not costs of an indirect character that cannot be associated to the specific project.
Q: According to the grant agreement template, the final disbursement will be made in arrears upon Norad’s receipt and approval of the final report and a financial report covering the entire Support Period. What is the potential amount of this final disbursement that will need to be prefinanced?
A: Disbursements are usually done twice a year, so the amount to be disbursed in arrears will usually be 50% of the annual amount for the final year in the agreement.
Q: Does the amount applied for Year 1 (2024) need to be spent by the end of 2024?
A: Disbursements are done on a 6-month basis. This means that funds disbursed 1 December may cover the period December – May.
Q: Can the project capacity-building component for Ukrainian CSOs include thematic international study trips (for example of Ukrainian CSO representatives residing in Ukraine to Poland or Norway?).
A: It may, but it will be subject to a cost-effective assessment.
Q: How shall we calculate expenses for 2024 and 2025, if we start the project on December 1st and funds are disbursed on 6-month basis?
A: The budget follows calendar years and is to reflect your planned costs in these different calendar years. These budget figures are irrespective of disbursement made from Norad, that as the FAQ says covers 6 months ahead only. But cost eligibility of fund's disbursed follows the contract and is not limited to 6 months.
Q: Should we break down the costs for the 1st year for the period from the 1st of December till the End of May 2025 (or alternatively from the 1st of November till the end of April) – 6 months?
A: If you chose to start year 1 in 2024, then the cost in the “Breakdown” sheet should be 2024 only. This due to linking into year 1 (calendar year) in the “overall Budget” sheet. If you plan to start the project in 2025, this will be your year 1 and the breakdown sheet should reflect costs for this calendar year only. As stated in the call for proposal, the project must commence in 2024 and this will very likely also mean costs are to incur in 2024 for the applicant. Technically it could be the case that the project starts in 2024, but costs only start to incur or accumulate in 2025. In that case year 1 would be 2025, but the application should emphasize that activities start in 2024.
Grants Portal and Application Process
Q: What should we fill in the application form relating to “OECD description”?
A: The OECD description is a brief project summary that may be shared with OECD and publicly.
Q: The project description should be a separate file of maximum 10 pages, font size 11. Are there any requirements as to the font type and line spacing?
A: All requirements are listed in the call. However, the file submitted must be legible.
Q: In the application form there is space to describe the organisation’s policies. Should these documents be provided in English, or is a local language also acceptable?
A: All documentation must be submitted in Norwegian or English. All policies and non-legal documents may be translated in an arbitrary form. Please see further information below regarding registration documents.
Q: Is a notarized translation necessary for Ukrainian registration documents, or is a translation in an arbitrary form sufficient?
A: Norad prefers all uploaded attachments to be in either Norwegian or English language. All policies and non-legal documents may be translated in an arbitrary form. Legal documents, such as registration forms, should ideally be in a notarized translation. Should you not be able to get a notarised translation in time, please submit your Ukrainian registration document and Norad will request a translation should your application proceed to the final round of assessments.
Q: Is having a gender equality policy a requirement for this Call for Proposals?
All required documents are listed in the call for proposals, any other documentation is not mandatory, such as for example a gender equality policy. Please note that Norway has an action plan for women’s rights and gender equality. The action plan shows how gender equality is a main priority in Norway’s foreign and development policy. Please also note that the Call for Proposal states that applications which demonstrate “Solid contextual and problem analysis, including a gender analysis and human rights-based approach to inform all stages of the project cycle.” and “Inclusion of at least one gender equality and/or women’s rights target at the outcome and/or output level.” will be prioritised. In addition, gender equality is a cross-cutting issue which shall be addressed in any Norway funded project.
Q: What is the typical timeline for the review and approval process for funding applications?
A: The timeline of processing applications depends on the number of applications received but the process will be completed by 1 December at the latest. All applicants will receive their response at the same time when all applications are assessed and concluded.
Q: How can I access and work on an application in the Grants Portal?
A: You will find a link to the online Grants Portal on the website. Before you start working on the application, you must be a registered user in the Grants Portal. Information on registration and roles in the portal is available under “Help”, in the Grants Portal. Here you will also find user guidelines related specifically to “new user” registration in the portal, overview of the portal, and the steps in submitting an application.
Q: Can an application be reopened and revised once it is already submitted?
A: The application will be automatically saved while you are working on it. When the application is submitted, you may still reopen and revise the application within the deadline. The application must then be resubmitted before the deadline.
Q: I’m having technical difficulties, who should I contact?
A: Please contact support.grants.portal@mfa.no