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Roles
& Responsibilities
Based on a management proposal, each year,
FDI Board of Directors approves the composition
and the number of Grant Review Committees.
The FDI board also reviews and agrees grants
processes, procedures and policies.
The Grant Review Committee (GRC) is authorized
by the FDI Board as the main authority to
decide on grants. However, in cases when an
applicant makes an official complaint regarding
a grant decision of the GRC, the FDI Board
will review the GRC decision.
All GRC members must sign the Conflict of
Interest Policy document in order to ensure
the transparency and openness in decision
making process.
Additionally, it is the responsibility of
every member to reveal - in advance of a meeting
-if they have a conflict of interest relating
to a particular applicant.
The Board has the authority to review the
overall process of grant making including
the work of the GRC and to take decisions
regarding changes in grants approval policies
and procedures.
If the GRC becomes aware of significant information
regarding an approved grant or grantee, information
which, if known earlier, might have influenced
the decision taken, this information must
be provided to the Board without delay, with
a request for re-evaluation for that specific
project or applicant.
In those cases in which final grant decisions
are to be taken outside of FDI (USAID and
other donors, FDI board), the Executive Director
or/and the deputy director will prepare summaries
(assisted by the responsible Program Manager)
based on the GRC recommendations.
Grant review process
It is expected that decisions will be taken
for each grant round by the same composition
of the GRC and during the duration of one
meeting;
FDI management will send all the applications
at least 7 (seven) days before the GRC meeting;
Prior to meeting, members of GRC who are affiliated
to an organization that has applied will reveal
to the Program Manager any conflicts of interest
they may have related to an applicant;
GRC members come in the meeting with their
shortlists of project proposals;
FDI hopes to see the GRC reach consensus on
each of its grant decisions. In cases when
such a consensus is not reached, GRC members
will decide by voting using the score sheets.
The grants that collect the biggest number
of points will be considered as approved;
In cases when GRC decides to ask for additional
information regarding a project or applicant,
GRC shall authorize FDI management to collect
the requested information and send it back
online to the GRC members. The GRC will decide
if there is a need to meet in these cases
or if voting by email is sufficient for approval
or rejection;
FDI GRANTS PROCEDURE
Program Manager(s) prepare(s) the media announcement
text, including the deadline for applications,
grant conditions, potential applicants, and
other relevant information;
Program Manager(s) and Deputy Director ensure(s)
that the announcement is published in daily
newspapers and posted on the FDI website;
Program Manager/s organizes (s) and conduct(s)
field visits in order to explain the FDI Call
for Proposals and to introduce FDI programs
and long-term objectives. Whenever possible,
FDI’s Executive Director and Deputy
Director will join the Program Manager on
these visits;
The Program Manager(s) and Executive Director
will select and appoint community advisors
to cover the main regions of Kosovo. The role
of these community advisors is to inform,
disseminate and evaluate the community performance
of NGOs, community associations, etc;
FDI representatives (Program Manager(s), Deputy
Director and Executive Director) will meet
or will be in frequent contact with community
advisors to discuss their ideas, project proposals
and the capacities of applicants;
Potential applicants will submit their project
– proposals directly at the FDI premises
or via e-mail;
Reviewing the project proposals
The following criteria:
• Projects that show a basic understanding
of their communities;
• Projects that demonstrate they are
based on a community situational analysis
and problem solving approach;
• Projects that reach out to the community’s
power structure and use this power for community
benefits;
• Projects that demonstrate principles
of good community development practice, such
as: inclusion, respect, coalition building,
shared leadership, broad-based participation
and bringing people together;
• Projects that involve minorities,
women, youth and marginalized groups in community
activities;
• Projects that are in accordance with
the strategic objectives of FDI and in accordance
with conditions stipulated in the grants program;
• Projects that promote volunteerism
and mobilize local resources;
After the GRC meeting, the Program Manager(s)
are responsible to update the grants’
database (“Gifts”) with the information
on proposals and decisions taken by the GRC;
The Program Manager sets up a file for each
approved grant; the filing system follows
FDI coding system for grants;
Executive Director reviews all contracts;
The Program Manager enters the payment information
into “Gifts” and files the transfer
form in the appropriate grant file;
The Program Manager organizes visits to communities,
stakeholders and beneficiaries according to
the project;
During site visits, the Program Manager assesses
the progress of project activities in relation
to the approved grant, and if necessary, provides
suggestions (suggestions may consist of advice
on the respective activities or advice on
drafting financial and narrative reports).
During site visits, in cases when the Grantee
has realized activities in accordance with
the approved grant, the discussion between
the Program Manager and the Grantee will focus
on the upcoming installments and planned project
activities for the next phase;
If the Grantee has fulfilled its obligations
for the first project phase, the procedure
on disbursing the second installment is identical
to the procedure on disbursing the first installment.
This policy applies to all project phases;
If the Program Manager finds out that the
Grantee has not fulfilled its obligations
according to the approved grant, the following
actions will take place:
The Grantee’s representatives will be
invited for consultation at FDI offices, or
they will be visited directly at their premises
and a request will be communicated to the
Grantee to adhere to the approved project.
A strict deadline will be given to the Grantee
for fulfilling its obligations regarding the
approved grant;
If the grantee does not meet the deadline
and does not comply with the requests expressed
by the Program Manager, the Program Manager
will prepare a proposal for unilateral termination
and send it to the Executive Director for
approval;
FDI will contact the respective Bank branch
and request it to freeze the funds in the
Grantee’s bank account;
If grant funds have already been withdrawn
by the Grantee, FDI may begin court proceedings
in accordance with local law, in order to
recover the unspent grant funds;
This procedure may be applied at any stage
of the project’s realization;
In cases when a grant is terminated, the project
proposal and the organization are placed on
a list of organizations that are not be eligible
to apply for FDI grants for at least one year;
When an organization has successfully realized
all phases of a project, grant close-out will
take place, in accordance with the following
procedure:
The Grantee submits the final narrative and
financial report, including all supporting
documents for project expenses;
The Program Manager along with the Grantee’s
representatives draft an Act for grant close-out;
If the Grantee has not spent all grant funds
or if the Grantee has not provided sufficient
supporting documents to justify all expenses,
the Grantee is obliged to return to FDI any
unspent funds as well as funds that were unjustified
through a bank transfer from the Grantee bank
account to the FDI bank account (more details
are given in the grant contract);
Upon completion of the grant close-out procedure,
the Program Manager creates a special file,
which is maintained in the FDI offices for
at least three years after termination of
the respective grant program. The Finance
Manager closes the grant’s financial
file, which is maintained in accordance with
legislation and in accordance with the requests
expressed by donors.
Approved in the FDI Board Meeting
On 06th of December 2007
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Foundation for Democratic Initiatives. All rights
reserved.
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Kosovë | tel/fax: 038 220 364 | info@fdi-kosovo.org |
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