Grants Distribution & Implementation Procedures Guide
Ensuring Transparency, Accountability, and Effective Coordination
Step 0: Needs Identification
Urgent and prin needs are gathered through representatives from states, localities, and key Emergency Response Rooms (ERRs).
Step 1: Grant Announcement-
Publicly announce the grant, including its nature, objectives, and the type of activities it supports, through outreach to donors and external liaison to the Council.
Step 2: Localization Coordination Council (LCC) – Grants Distribution Committee
Develop a grant distribution model that allocates funds to states and determines percentages based on:
Need: Addressing the most pressing priorities.
Capacity to implement: Ensuring effective implementation by grantees.
Gap Coverage: Filling critical resource gaps.
Management Oversight: Identifying entities responsible for oversight.
Step 3: Representatives announce support
State representatives announce support allocations to states, localities, and core ERRs, ensuring transparency.
Step 4: Core ERRs prepare applications
Technical committees in core ERRs prepare the application form (F1) and submit it to their respective localities and states.
Step 5: Local level review and approval Local representatives and community members review applications (F1) and ensure they align with community priorities. Community approval is documented in Form F2, and applications can be:
Approved
Commented
Rejected with encouragement to reapply.
Step 6: Submission to State Technical Committees
Approved applications (F1 and F2) are sent to the State Technical Committee for review.
Step 7: Memorandum of Understanding
The State Technical Committee presents approved applications to representatives of national NGOs or international NGOs for final approval.
A Memorandum of Understanding is signed between the State, locality, and relevant entities, summarising the total support allocated.
Step 8: Social Contract Agreement:
The Technical Committee signs (F3) with the Core ERRs, confirming the disbursement of funds.
The funds are transferred from the supervising party to the beneficiaries.
Step 9: Confirmation of Receipt of Funds
The beneficiaries acknowledge receipt of funds by signing the confirmations and submitting the attached bank transfer notices.
Step 10: Follow-up Meetings
Follow-up meetings are held between stakeholders to monitor progress and address challenges.
Step 11: Implementation of Activities and Reporting Core ERRs implement activities and submit progress reports using F4 and F5:
The reports are first reviewed by the local.
The reviewed reports are then shared with the Government Technical Committee and supervising parties.
Follow-up meetings are held between stakeholders to monitor progress and address challenges.
Step 12: Review by the Intermediary Party
The Intermediary Party verifies all documents and addresses any outstanding queries to ensure that all required stages are completed.
Step 13: Translation and Final Report
Translate all necessary documents and prepare comprehensive final reports for donors and back-end partners.
Step 14: Regular Review Meetings
Hold regular review meetings to discuss project updates, address donor feedback, and share progress with stakeholders.
Step 15: Grant Closing
Complete all financial reports and comparisons and archive documents to formally close the grant.
Step 16: Monitoring, Evaluation, Accountability, Learning and Feedback
Conduct monitoring, evaluation, accountability and learning activities to assess project impact.
Gather feedback from stakeholders and partners to document lessons learned and inform future planning.
