Description of process
Letter on rejection of full proposal
If the application is turned down, a rejection letter is sent to the applicant, explaining briefly the reason for the rejection according to the minutes of the meeting (see Annex XVII). The rejection letter is sent within two weeks after full proposal evaluation meeting and should follow the rejection letter form. If possible, other sources of funding should be recommended.
Letter on approval of a full proposal
If the application is approved, an approval letter is sent to the applicant,along with an award agreement (see Annex XIX and XX). The approval letter is the official notification to the NGO that the grant has been awarded and indicates the comments of the evaluation meeting according to the minutes. The letter follows the sample included in this manual. As stated in this letter, the first payment of the grant award will be disbursed upon receipt of the award agreement signed by the NGO project manager. The approval letter also refers to the full disbursement schedule, the reporting requirements, and any special conditions that are stated in the award agreement.
Award agreement
When signed by both the grantee and the COD/R, the award agreement is a legally binding contract. The award agreement states the approved budget for the grant, the disbursement schedule, the reporting requirements, and any other conditions. Two original copies of the award agreement are sent to the NGO project manager who signs and returns both of them to the REC's country office. When the signed copies of the award agreement are received, the COD/R accepts and signs them, placing one in the grant file and returning the other to the NGO project manager.
The award agreement also states that the grantee has to undertake the project as described in the grant application. Any substantial change of the project proposal must be submitted in writing in advance to the COD/R and must be approved in writing by the COD/R. Financial changes include a budget variance of 10 percent or more, a change in the dates of project implementation, and significant changes to the nature of the project.
All award agreements of grants financially supported through the REC head office should be in the currency of the donation (not in local currency), and should be in English (or bilingual, English and local language), since these projects are financially audited in the REC head office by auditors who need to understand these documents.
Task |
Responsibility |
Days |
Send the minutes of the evaluation meeting |
COGM |
|
Notify applicants on the results by official letters within 2 weeks after the full proposal evaluation meeting |
COGM |
|
Write Award letters making recommendations on content, indicators for evaluation and finances to improve the quality of the project implementation proposal according to the full proposal local advisory board Minutes; |
COGM |
|
Prepare Award Agreements |
COGM |
|
Send Minutes of the Evaluation Meeting together with the AA copies to HO Finance and REC GM together with the Progress/Final Report |
COGM |
|
Related policies
Supporting docs
Financial