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Small-scale projects

Thyroid diagnostic laboratory machine for a rural clinic funded by the German Embassy

Thyroid diagnostic laboratory machine for a rural clinic funded by the German Embassy, © Mabuhay

01.06.2020 - Article

General Information

The German Embassy itself undertakes so-called Small-Scale Projects (“Kleinstprojekte”) in its administrative district which includes the Philippines, Palau, the Marshall Islands and Micronesia. The grants for these projects are financed from the budget of the Federal Foreign Ministry and are intended to directly improve the quality of life of poor families, especially in rural areas (remote islands, mountainous areas).

Possible projects range from infrastructure (e.g. roads, water/energy supply), income generation and food security (especially in agriculture) projects to public health and sanitary facilities as well as education and vocational training.

Examples of Small-Scale Projects:

  • Repair/construction of school building
  • Water supply system for household use and planting activities
  • Procurement and installation of fishing nets for fishing cooperative

Requirements for small-scale project grants include a sizeable number of beneficiaries, that it is possible to implement and complete the project within a period of a few months and a partnership contribution by the implementing organization.

The application procedure involves two stages: 1) the submission of a concept note to present the general project idea, 2) submission of a full proposal with supporting documents. See procedure below for more information.


Project concepts/applications are to be submitted to the following office:
Economic Cooperation Section
Embassy of the Federal Republic of Germany
25/F RCBC Plaza, Tower II
6819 Ayala Avenue cor. Sen. Gil Puyat Ave.
1200 Makati City

Solar powered central kitchen
The Embassy funded the solar electrification of a central kitchen in Sipalay, Negros Occidental. The kitchen serves as commissary kitchen for public schools which provide lunch for undernourished pupils © Communities First

Details of small-scale projects

Conditions

  1. The proponent shall assume full legal and supervisory responsibilities for the effective implementation of the project.
  2. The proponent shall not significantly deviate from the application form, finance plan and objectives of the submitted proposal without the prior written consent of the German Embassy.
  3. Generally projects have to be visited by Embassy staff or a trusted third party before they can be approved.
  4. The amount shall be allocated for the project (subject to signing of respective agreement).
  5. The grant shall be used exclusively for the aforementioned project in accordance with the project proposal, budget and implementation schedule.
  6. The grant shall be released in cheque form in several tranches and issued in the name of the authorized representative of the proponent organization or in the name of the proponent organization.
  7. Only funds needed to achieve the intended purpose of the allocation within the following six weeks may be requested and paid.
  8. Financial assistance shall only be used for project-related costs. Administrative expenses such as salaries, office expenses, utilities, travel, meals, accommodations and related expenses are not to be funded under the Small-Scale Projects Scheme. Contingencies are also ineligible for funding.
  9. Upon completion of the project, the proponent shall submit to the German Embassy a Terminal Report on the Project with photos including all original Official Receipts not later than 31 March 2021.
  10. In case of significant delays in the implementation of the project, the proponent shall immediately inform the Embassy about the progress of the project.
  11. A plaque or sign using the German cooperation logo should indicate that the project has been carried out with the support of the German government.
  12. The German Embassy reserves the right to visit the project anytime before and after completion.
  13. Any misuse or diversion of the grant or any portion thereof shall entitle the German Embassy to revoke the grant and the amount released to the proponent shall be immediately repayable to the German Embassy plus legal interest from date of release of the grant until fully paid.


Procedure

The application procedure involves two stages:

1) the submission of a concept note to present the general project idea
2) submission of a full proposal with supporting documents.

Generally, project concepts (max. 2 pages) should be submitted to the Embassy by the end of each year (deadline 31 December) to be considered for funding the following year. The concept signed by two authorized representatives of the organization should contain the following information:

  • Project name and location
  • Objective
  • Summary of items/activities/measures to be funded by the project
  • Amount requested in Php, own funds and (if applicable) third party funding. Requested amount should be broken down into categories (e.g. materials to be purchased, labor, training etc.)
  • Project duration (project start and conclusion must be in the same year)

Once the Embassy has taken further interest in a project, applicants will be requested to submit a full proposal and detailed finance plan for further evaluation. The announcement for the successful applications is usually within the first quarter of the following year. The submission of the final report is due at the end of the first quarter of the succeeding year (e.g. 31 March 2021 deadline for final report if project was approved and implemented in 2020).

The following is a sample time frame for the course of a typical small-scale project. Please note that there may be variations from case to case.

  • 31 December: Deadline for submission of concepts to be considered for funding the following year
  • By March: Decision on approval and rejection of projects
  • April: Agreement signing, release of first tranche of project grant
  • Interim report by project proponent, and upon positive evaluation release of second tranche of project grant
  • Completion of project by end of the year in which it was approved
  • 31 March of succeeding year: Submission of final report and original receipts to the German Embassy

Please note:
Although this information has been prepared with utmost care, no responsibility for inaccuracies contained herein can be accepted. The information is subject to change without prior notice.


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