Application form hubs en final

APPROVED UNDP Ukraine Deputy Country Director

____________________ Blerta Cela «10» July 2017

ESTABLISHMENT OF A NETWORK OF REGIONAL CAPACITY-BUILDING HUBS FOR CSO DEVELOPMENT CALL FOR PARTICIPATION IN THE “ORGANIZATIONAL DEVELOPMENT OF REGIONAL CIVIL SOCIETY ORGANIZATIONS” COMPETITION

1

1. BACKGROUND 1.1 About the Programme The new project “Civil Society for Enhanced Democracy and Human Rights in Ukraine” (2017-2022) funded by the Danish Ministry of Foreign Affairs and implemented by UNDP Ukraine builds upon the achievements of the previous Democratization and Human Rights Programme (2013-2016). It is a nation-scale 5-year initiative which runs from 1st April 2017 until 31st March 2022. The overall aim for CSDR is to enhance the institutional capacity of civil society actors in the region in the areas of democracy and human rights to strengthen their impact on the reform processes in the country through better coordination and networking and to contribute to more inclusive, democratic and rights-based governance. One of the work areas of the Programme is nurturing the emergence of a network of Regional Hubs for CSO Development (hereinafter – the Hubs).

In its previous phase, DHRP managed to significantly build the organizational capacity of 8 CSOs as civil society hubs at the subnational level (5 specialized on democratization and 3 with a strong human rights profile). The hubs reformed their internal governance systems, updated their charters, enhanced openness and transparency in reporting to their constituencies and public, increased their budgets by 2-4 times and financial sustainability, strengthened their positions as regional leaders by engaging (cumulatively) over 2,500 civic activists and local officials in public events, and started acting as a network.

Within CSDR, institutional support will be provided to 6 newly selected mid-sized CSOs in the new regions through individually tailored capacity development programmes with consideration of the lessons learnt during the previous phase of DHRP, three of which will be specializing in democratization and three in the human rights area. In addition to the institutional development programme to the new hubs, support will be provided to organizational development and joint thematic activities of a hub’s network consisting of 14 CSOs. Following the “1 plus 1 approach” (your own oblast plus one additional neighrbouring region), the network of hub CSOs is supposed to cover the whole country with its activities aimed at strengthening the civil society organisations in the areas of democracy and human rights.

1.2 General information This call is aimed at regional CSOs that are interested in their own organizational development, have the necessary potential and due foundation for qualitative change and have basic understanding of OD. It is expected that support rendered to such organizations within the framework of this call will help them effectively deliver on the following functions: • • • • •

carry out their missions in the areas of democratization and human rights more effectively, taking up the role of a regional leader in their selected area of work; mobilize local CSOs for carrying out joint initiatives and projects while acting according to the “first amongst the equals” principle (not monopolizing activities, but rather fostering equal development of all partners); foster active networking of organizations at the regional, inter-regional and international level for the issues of democratization and human rights as well as knowledge-exchange in the area of organizational development; serve as an etalon for the smaller grassroots CSOs in the area of organizational development and to motivate them to allot due attention to issues of their growth in this realm; provide other CSOs with consultations and advice as to organizational capacity building; carry out small-grant administration functions for other CSOs (if deemed relevant);

Selected organizations will benefit from an institutional grant which does not exceed USD 80 000 for the goals, in the volume and the conditions, which will be determined by independent assessment of their organizational capacities.

The submission deadline is 15 August 2017.

2. ELIGIBILITY CRITERIA Organizations eligible to receive funding through this Call for Proposals must meet the following basic criteria: 2

▪

▪

▪

▪

▪

▪ ▪

General: o A formally registered civil society organization (as per the State Registry of Non-Governmental Organizations with 005 and 006 codes); o A minimum of 3 years of proven track-record in democratization or human rights, including developing and managing specific projects in those areas; youth organisations with relevant experience are encouraged to apply; o Proven experience on gender (including domestic violence & gender based violence), vulnerable groups and youth will be considered as strong asset; Organizational capacity: o A multi-annual Strategic Plan which indicates the development path of the organization, outlining the key priorities for future financial and human resource and investments; o Functioning and transparent governance and management structure and procedures; o Appropriate office space (rented or owned); Technical capacity: o A team of at least 3 core specialists who are qualified in the main areas covered by the organizational mission; o A minimum of three demonstrated success-stories in democratization / human rights defense realms to showcase; Financial management capacity: o Availability of a qualified bookkeeper to manage the administrative financial aspect of the work; o Demonstrated positive financial history.

Geographic location: o UNDP will accept applications from CSOs from the following oblasts: Vinnytska, Volyn’ska, Kharkivska, Kyivska (excluding the city of Kyiv), Poltavska, Zaporiz’ka, Zhytomyrska, Mykolayivska, Khmelnytska.

Note – there are 9 regions in the list, but only 6 CSOs will be selected for the organizational development programme.

Experience of grant administration (including micro-granting) will be considered an asset.

Submission of a copy of the latest audit report to testify to the capacities for due financial management will be considered an asset.

3. APPLICATION PROCESS This CFP will be advertised through the web sites of the following organizations: • UNDP Ukraine: www.ua.undp.org • Democratisation and Human Rights Praxis Portal: www.dhrp.org.ua • GURT Resource Center: www.gurt.org.ua • Civic Space Portal: www.civicua.org • Organization development portal: www.ngomarket.org.ua.

Applications must be developed in Ukrainian according to this CFP and the Application Form. The CFP and the Application Form (Attachment I) can be downloaded from the above-mentioned web sites, and requested by email from the UNDP office: olena.ursu@undp.org.

The application package shall consist of: 1. Duly filled out application form with relevant attachments /including the organigram/ (filled in on a computer and sent in Microsoft Word format); 2. Copy of the organization’s statute (PDF, JPEG, TIFF); 3. Copy of the organization’s registration certificate (PDF, JPEG, TIFF); 4. Copy of the organization’s strategic plan for the future years (PDF, JPEG, TIFF); 5. Resumes of three key employees and head account (PDF, JPEG, TIFF); 6. Copy of the organization’s latest audit report (if existing) (PDF, JPEG, TIFF).

Proposals need to be sent to: olena.ursu@undp.org, indicating “Call for participation in the “Organizational development of regional civil society organizations” competition” in the subject line of the letter.

3

Applications that are sent in paper format or violating the requirements set for electronic copies, which are mentioned above, shall not be considered. All applications must arrive to UNDP no later than 18:00 on 15th August, 2017. Applications which come in after the indicated deadline shall not be considered.

4. SELECTION PROCESS 4.1. Assessment procedures After the deadline for expressions of interest has passed, UNDP specialists will check the applications against the abovementioned criteria. At this stage the Programme can request additional information from the applicants at its own discretion.

To ensure full transparency and equity of the process, UNDP forms a Selection Committee (SC) that will appraise the proposals that have made it through the first stage. SC is a temporary authorized body that is responsible for considering, selecting and recommending several CSOs for their potential work as Hubs.

SC members may be invited by UNDP from among leaders of renowned CSOs and recognized experts in the subject area. The Selection Committee may decide to request additional independent expert opinion during the selection process.

Organizations that come in as competition winners will benefit from an organizational capacity- and needsassessment that is necessary to shape an individual OD plan for the upcoming 18 months (the timeline may change).

Based on the shaped plan, the organizations shall receive an institutional grant.

4.2. Criteria for written proposal assessment The proposals shall be assessed by the SC in accordance to the following criteria: ▪ Demonstrated achievements in the area of democratization / human rights; ▪ Quality of the applicant’s strategic plan submitted as part of the CfP package; ▪ Degree to which the application aligns with the goals of this competition; ▪ Demonstrated experience of cooperation with the key stakeholders at the regional level; ▪ Level of engagement in civil society networking, coalitions, advocacy groups; ▪ The quality of financial management systems and processes (e.g. budgeting, monitoring, accounting and reporting, internal control systems, procurement, anti-corruption measures); consistency in bookkeeping practices and high quality of financial records; ▪ Geographic criteria (not more than 1 Hub per region) 5. REPORTING, MONITORING AND EVALUATION 5.1. Monitoring and evaluation, frameworks for OD plan implementation Organizations, which are to receive institutional granting support, shall be responsible for monitoring their achievements in accordance with their individual OD plans. The CSDR Programme shall conduct monitoring through recurring reports, meetings with representatives of the supported organizations and their partners, through participation in project activities and other mechanisms. A more detailed list of monitoring instruments and their application shall be additionally discussed and agreed upon with selected organizations.

4

ДОДАТОК І APPLICATION FOR PARTICIPATION IN THE “ORGANIZATIONAL DEVELOPMENT OF REGIONAL CIVIL SOCIETY ORGANIZATIONS” COMPETITION Official full name of CSO CSO legal status Founding and registration year Legal address

Physical address CSO Head / President / Leader Phone Fax E-mail Web-page Number of full-time employees Number of volunteers or part-time employees Activity sphere

☐ Democratization ☐ Human rights

Average annual budget ☐ ☐ ☐ ☐ ☐ ☐

Membership fees Donations International donor grants National donor grants State entities’ or local government grants Other (please specify)

Main sources of funding

☐ No ☐ Yes (please specify) In the last 5 years, has the CSO undergone capacity assessments

5

☐ No ☐ Yes (please specify) In the last 5 years, has the CSO taken part in other projects on organizational development

Premises

☐ Owned ☐ Rented Area (m2):

Equipment (owned)

☐ ☐ ☐ ☐ ☐ ☐ ☐

Personal computers Printers Multifunctional units (printer-copier-fax) Scanners Telephones Office furniture (desks, closets, chairs) Other (please specify)

Please indicate names and contact data for three organizations which can recommend your organization.

Please indicate the focal person for reference contact in each case.

6

Information on your organization and its activities 1. Please describe your mission, organizational goals, directions of work and experience in democratization or human rights (5000 characters with spaces).

7

2. Please explain 3 confirmed success stories of your organization in the areas of democratization / human rights (5000 characters with spaces).

8

3. Please describe your cooperation with main partners (state and non-state entities during the last 3 years).

Please indicate any official or non-official coalitions and advocacy groups your organization is part of (2000 characters with spaces).

4. Add to the application form an organizational diagram as a separate file (structure of your organization and management mechanisms) with short explanations for its structure and reporting lines.

5. Please briefly describe your grant-giving experience (1500 characters with spaces).

9

6. Please explain the expected results from your participation in the project and impact both on the development of your own organization and improvements in the work of the civic sector (democratization/human rights) in your region (5000 characters with spaces).

10

7.

According to you, how much does your CSO today align with the characteristic features of a Hub? If the answer is «Currently working on the issue to ensure alignment», «Aligns to a certain degree but needs improvement» or «Aligns to a large extent but wishes to become a regional leader in this sphere», please provide explanations in the spaces given below the question (800 characters with spaces).

7.1 Organization gives constant attention to aspects of its organizational development (staff goes through trainings on OD, audits take place, organizational decisions are made in a democratic, transparent and open manner, internal institutional rules are regularly reviewed and consistently enforced): ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

7.2 Organization provides trainings for other CSOs in the region, provides them with consultations ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

11

7.3 Organization has a high level of independence from other entities, government, donors ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

7.4 Organization is a recognized leader in certain directions of work in the area of democratization / human rights ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

7.5 Organization fosters networking of CSOs that work on democratization / human rights at the regional level ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

12

7.6 Organization administers granting programmes for other CSOs ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

7.7 Organization fosters synergies of representatives of all societal sectors, is initiator of cross-sectoral cooperation for solving community issues (in areas of democratization and/or human rights): ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

13

7.8 Organization acts openly and transparently in all aspects of its work ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

7.9 Organization continuously informs the constituencies about its activities, incomes and use of funding ☐ Does not yet align ☐ Currently working on the issue to ensure alignment ☐ Aligns to a certain degree but needs improvement ☐ Aligns to a large extent but wishes to become a regional leader in this sphere

14

List of documents, internal policies and instructions that the CSO’s work is guided by Please, check any documents, policies or internal instruction compendia that exist in your CSO •

•

•

•

•

•

•

•

•

•

•

Approved organizational structure description ☐ Yes ☐ No ☐ Under development Approved regulations on internal management mechanisms ☐ Yes ☐ No ☐ Under development Approved policies for human resource recruitment, management and capacity development ☐ Yes ☐ No ☐ Under development Approved job descriptions for each post within the Organization ☐ Yes ☐ No ☐ Under development Approved procurement standard operational procedures ☐ Yes ☐ No ☐ Under development Approved instructions for accounting ☐ Yes ☐ No ☐ Under development Approved travel policy ☐ Yes ☐ No ☐ Under development Approved project management standard operation procedures (internal instructions for planning, M&E) ☐ Yes ☐ No ☐ Under development Approved manual on grant management ☐ Yes ☐ No ☐ Under development Approved corruption prevention policy ☐ Yes ☐ No ☐ Under development Approved communications policy (communications strategy) ☐ Yes ☐ No ☐ Under development

15

•

Other procedures, manuals and policies (add however many you see fit) ☐ Yes ☐ No ☐ Under development

16