SECTOR: Project Support (SECTOR Grants)

Description of process

This part of the process is only applicable for national grants initiated by the head office.

The briefing is a meeting to which all relevant staff from the applicable country offices are invited. The aim of the briefing is to ensure that country office staff involved in the project have a good understanding of the objectives and expectations of the national grants. During the meeting the staff sets indicators for measuring the success of the project, and agrees on evaluation criteria and methodology for national grants across offices.

The meeting will cover (but is not be limited to):

briefing the grants managers and other staff working on the grants in the REC country offices on the objectives and content of the project;
setting indicators of success and developing the evaluation methodology for the national grants;
discussing and commenting on the national grants guidelines and announcement sent to country offices prior to the meeting; and
discussing the grant topics in order to ensure a common understanding at the country offices as to what they expect from the NGOs.

At the briefing, the terms of references (ToR) for the country offices indicating tasks and responsibilities as well as allocated funds for the national grants are agreed and distributed (see Annex III).

Task	Responsibility	Days
Before the briefing: Agree on meeting day with country offices.	HOGM
Arrange all logistics for head office and country offices.	HOPO	1
Prepare agenda for the meeting.	HOGM	1
Finalise and distribute all relevant documents (announcements, guidelines, indicators, selection criteria).	HOGM	5
At the briefing: Discuss objectives, guidelines, announcement procedure and timing.	HOGM and COGM	2-3
Set indicators and develelop the grants evaluation methodology (Briefing can include training on setting indicators and the evaluation methodology).	HOGM and COGM
Discussing other relevant project issues.	HOGM and COGM
After the briefing: Prepare minutes.	HOGM/HOPO	1/2
Carry out follow-up activities.	HOGM	2-3

Related policies

The REC Administration Manual applies for travel-related issues connected to briefing.

Supporting docs

Annex III - ToR template

Financial

Participants’ travel expenses are charged under the project code given by the HOGM.