Introduction to GGP
2024/1/30
Background of GGP
The Grant Assistance for Grass-Roots and Human Security Projects (GGP) was first introduced by the Government of Japan in 1989 in order to meet various socio-economic needs in developing countries. This scheme provides non-refundable financial assistance to local NGOs, international NGOs, local authorities and other units of self-government, health institution, educational institutions, and other nonprofit organizations to help implement their development projects. It is a means of cooperation that has a direct impact on the well-being of grass-roots communities.
Criteria
(1) Eligible Recipients
A GGP recipient must be a nonprofit organization implementing development projects at the grass-root level. (Central government, international organizations, individuals and profit-oriented organizations are not eligible.)
The following are examples of potential recipients:
・Public educational institutions (primary school, kindergarten, vocational school)
・Public health institutions
・Local authorities and other units of self-government (public utility company,
firefighting unit)
・NGOs
(2) Project Areas
Development projects geared towards grass-roots assistance are eligible for financing through the GGP scheme. In North Macedonia, projects have been implemented in the following areas:
・Education
Example: Refurbishment of facilities, supply of equipment
・Primary healthcare
Example: Refurbishment of facilities, supply of medical equipment
・Environment
Example: Waste management vehicles for public utility companies
・Water supply (only local entities can apply)
Example: Facilities and equipment for drilling well pumps
・Others
Example: Firefighting vehicles
Projects targeting cross-cutting issues such as regional, inter-cultural and inter-ethnic cooperation are encouraged to apply. If you have questions about eligibility, please contact the GGP coordinators.
List of past projects
(3) Funding
The amount of each grant will be determined by the Japanese Government after careful examination and evaluation of the applications on an annual project-by-project basis.
The maximum grant amount per project is 15 million Japanese yen (approximately equivalent to 90,000 Euros including audit fee, depending on the exchange rate). The past projects range from 20,000 to 100,000 euros.
Items NOT covered by the grant:
・Tax of any form (VAT can be exempted)
・Consumer goods such as foods & medicine (except in case of emergency relief or for humanitarian needs)
・Running and maintenance costs of facilities and equipment (except where soft component for maintaining and managing the project such as construction of facilities is necessary)
・ Administrative costs of the recipient organization such as salary for staff members
・Cars (unless its use is specified)
・Books (teaching materials, library collections, etc.)
・Computers (unless its use is specified)
How to apply
(1) After checking that your organization meets the conditions described above, please submit an application to the Embassy of Japan in North Macedonia.
・Application form in pdf document
・Application form in word document
(2) The application form should be accompanied with the following documents:
(a) A detailed budget for the project;
(b) A map showing the project site or reconstruction part;
(c) Cost estimates for the goods and services that will be purchased by the grant from 3 different companies in MKD and EUR (with and without VAT);
(d) Cost estimates for the audit fee from 3 different companies in MKD and EUR (with and without VAT);
(e) Annual financial statements of the applicant for the previous 2 years (breakdown of income and expenditures);
(f) Other documents (annexes) depending on the area and purpose of the application) in line with the instructions received by e-mail from the Embassy.
Ø Please note that upon expression of interest from the potential applicant, the Embassy will share the forms of the above-mentioned documents.
Ø Please note that it is essential for each applicant to provide contact addresses (telephone numbers and email) as the Embassy may ask for additional information.
(3) For the selection of projects, the Government of Japan places a high priority on its impact and sustainability. Please give a detailed description of the past cooperation projects of your organization.
(4) Proof of estimates must be supplied for each budget item so that the Embassy can ensure value for money. Quotations from 3 different suppliers are requested.
(5) The application form together with the supporting documents should all be submitted in English language.
Procedure after the Submission of an Application Form
(1) Examination and Approval
Upon receiving an application, the Embassy of Japan will examine the purpose, cost and expected socio-economic impact of the project. After examination, the Embassy staff will visit the site of potential projects and decide if it is appropriate as a GGP before submitting the application to the Ministry of Foreign Affairs for final approval.
(2) Grant Contract (G/C)
Once the project has been approved by the Ministry of Foreign Affairs, the Embassy of Japan and the recipient organization will sign a Grant Contract (G/C). The G/C will include the title, purpose and content of the project, the name of the recipient organization, the maximum amount of the grant to be provided, and a “proper use clause.”
(3) Disbursement of Funds
The recipient organization is then required to conclude a procurement contract (P/C) for goods and/or services with each supplier. The Embassy will review the P/C (or the confirmation) to confirm whether the costs are appropriate. After checking the P/C, the Embassy will disburse the funds.
(4) Implementation of the project
The grant should be used appropriately and exclusively for the purchase of the products and/or services specified in the application form of the approved project. Once the grant funds have been disbursed, implementation of the project is expected to proceed in a timely manner and in conformity with the agreed timeline.
(5) Changes from the original plan
If the recipient organization needs to modify the project plan for any reason, it must consult the Embassy immediately and seek its prior approval.
(6) Reports
An interim report during the implementation and a final report at the end of the project are compulsory. In addition, the Embassy staff may visit the project site to see if the funds are used for the agreed-upon purposes.
(7) Auditing
Third party auditing is required for all grants.
Notes
・Shortlisted projects may be requested to send further data/information, in addition to the data in the application.
・Incomplete application or false data may lead to project disqualification.
・Due to annual budget restrictions, not all the projects will be approved even if they meet the criteria.
・Applications may be submitted throughout the year.
Contact Details:
Embassy of Japan
Filip Vtori Makedonski 3, Soravia Center floor 6, 1000 Skopje
Tel: +389-(0)2-3118-063
Email: ggp@sk.mofa.go.jp
The Grant Assistance for Grass-Roots and Human Security Projects (GGP) was first introduced by the Government of Japan in 1989 in order to meet various socio-economic needs in developing countries. This scheme provides non-refundable financial assistance to local NGOs, international NGOs, local authorities and other units of self-government, health institution, educational institutions, and other nonprofit organizations to help implement their development projects. It is a means of cooperation that has a direct impact on the well-being of grass-roots communities.
Criteria
(1) Eligible Recipients
A GGP recipient must be a nonprofit organization implementing development projects at the grass-root level. (Central government, international organizations, individuals and profit-oriented organizations are not eligible.)
The following are examples of potential recipients:
・Public educational institutions (primary school, kindergarten, vocational school)
・Public health institutions
・Local authorities and other units of self-government (public utility company,
firefighting unit)
・NGOs
(2) Project Areas
Development projects geared towards grass-roots assistance are eligible for financing through the GGP scheme. In North Macedonia, projects have been implemented in the following areas:
・Education
Example: Refurbishment of facilities, supply of equipment
・Primary healthcare
Example: Refurbishment of facilities, supply of medical equipment
・Environment
Example: Waste management vehicles for public utility companies
・Water supply (only local entities can apply)
Example: Facilities and equipment for drilling well pumps
・Others
Example: Firefighting vehicles
Projects targeting cross-cutting issues such as regional, inter-cultural and inter-ethnic cooperation are encouraged to apply. If you have questions about eligibility, please contact the GGP coordinators.
List of past projects
(3) Funding
The amount of each grant will be determined by the Japanese Government after careful examination and evaluation of the applications on an annual project-by-project basis.
The maximum grant amount per project is 15 million Japanese yen (approximately equivalent to 90,000 Euros including audit fee, depending on the exchange rate). The past projects range from 20,000 to 100,000 euros.
Items NOT covered by the grant:
・Tax of any form (VAT can be exempted)
・Consumer goods such as foods & medicine (except in case of emergency relief or for humanitarian needs)
・Running and maintenance costs of facilities and equipment (except where soft component for maintaining and managing the project such as construction of facilities is necessary)
・ Administrative costs of the recipient organization such as salary for staff members
・Cars (unless its use is specified)
・Books (teaching materials, library collections, etc.)
・Computers (unless its use is specified)
How to apply
(1) After checking that your organization meets the conditions described above, please submit an application to the Embassy of Japan in North Macedonia.
・Application form in pdf document
・Application form in word document
(2) The application form should be accompanied with the following documents:
(a) A detailed budget for the project;
(b) A map showing the project site or reconstruction part;
(c) Cost estimates for the goods and services that will be purchased by the grant from 3 different companies in MKD and EUR (with and without VAT);
(d) Cost estimates for the audit fee from 3 different companies in MKD and EUR (with and without VAT);
(e) Annual financial statements of the applicant for the previous 2 years (breakdown of income and expenditures);
(f) Other documents (annexes) depending on the area and purpose of the application) in line with the instructions received by e-mail from the Embassy.
Ø Please note that upon expression of interest from the potential applicant, the Embassy will share the forms of the above-mentioned documents.
Ø Please note that it is essential for each applicant to provide contact addresses (telephone numbers and email) as the Embassy may ask for additional information.
(3) For the selection of projects, the Government of Japan places a high priority on its impact and sustainability. Please give a detailed description of the past cooperation projects of your organization.
(4) Proof of estimates must be supplied for each budget item so that the Embassy can ensure value for money. Quotations from 3 different suppliers are requested.
(5) The application form together with the supporting documents should all be submitted in English language.
Procedure after the Submission of an Application Form
(1) Examination and Approval
Upon receiving an application, the Embassy of Japan will examine the purpose, cost and expected socio-economic impact of the project. After examination, the Embassy staff will visit the site of potential projects and decide if it is appropriate as a GGP before submitting the application to the Ministry of Foreign Affairs for final approval.
(2) Grant Contract (G/C)
Once the project has been approved by the Ministry of Foreign Affairs, the Embassy of Japan and the recipient organization will sign a Grant Contract (G/C). The G/C will include the title, purpose and content of the project, the name of the recipient organization, the maximum amount of the grant to be provided, and a “proper use clause.”
(3) Disbursement of Funds
The recipient organization is then required to conclude a procurement contract (P/C) for goods and/or services with each supplier. The Embassy will review the P/C (or the confirmation) to confirm whether the costs are appropriate. After checking the P/C, the Embassy will disburse the funds.
(4) Implementation of the project
The grant should be used appropriately and exclusively for the purchase of the products and/or services specified in the application form of the approved project. Once the grant funds have been disbursed, implementation of the project is expected to proceed in a timely manner and in conformity with the agreed timeline.
(5) Changes from the original plan
If the recipient organization needs to modify the project plan for any reason, it must consult the Embassy immediately and seek its prior approval.
(6) Reports
An interim report during the implementation and a final report at the end of the project are compulsory. In addition, the Embassy staff may visit the project site to see if the funds are used for the agreed-upon purposes.
(7) Auditing
Third party auditing is required for all grants.
Notes
・Shortlisted projects may be requested to send further data/information, in addition to the data in the application.
・Incomplete application or false data may lead to project disqualification.
・Due to annual budget restrictions, not all the projects will be approved even if they meet the criteria.
・Applications may be submitted throughout the year.
Contact Details:
Embassy of Japan
Filip Vtori Makedonski 3, Soravia Center floor 6, 1000 Skopje
Tel: +389-(0)2-3118-063
Email: ggp@sk.mofa.go.jp