Eligibility & Allocation Process

Eligibility Process:
NGOs must undergo the due diligence and capacity assessment process to determine their eligibility for funding and risk rating. One of the major pillars of the CBPF accountability framework is the capacity assessment to systematically review the institutional, technical, management and financial capacities of the partner and to ensure, the Fund has the necessary information to make an informed decision about eligibility and initial risk rating. Once the due diligence and capacity assessment process is concluded, eligible partners are categorized in three risk-level categories (i.e. low, medium and high).

Allocation Process:
Step 1: Allocation strategy development: Allocation strategies are developed based on the priorities and criteria set forth in the HRP. The HC, Advisory Board, supported by the HFU, using existing coordination mechanisms to establish a process that produces credible, unbiased information to develop the strategy paper.

Step 2: Submission of project proposals: Eligible partners (who have passed the capacity assessment and due diligence process of CBPF) prepare project proposals that address the priorities outlined in the allocation paper. Project proposals are submitted for consideration by the fund through the online GMS.

Step 3: Strategic review: This step of the process aims at identifying and prioritizing project proposals or concept notes considered best suited to address the needs identified in the allocation paper.

Step 4: Preliminary approval by the HC: The shortlisted prioritized projects are presented to AB raise any critical concerns, questions, or alerts (if any) concerning risks and provide feedback. HC then makes the final decision. Once HC approves the qualified projects, partners are informed regarding the commencement of technical and financial review to finalize the technical and operational aspects.

Step 5: Technical and financial review: The objective of the technical review is to ensure that proposals are of the highest possible quality before final approval by the HC.

Step 6: Final approval by HC: If the technical review recommends a project, the HC will officially approve it. The HFU will facilitate the finalization of the contractual arrangements and the AB is informed that the project has been approved.

Step 7: Disbursement16: Following the signature of the grant agreement by all parties (the last signatory being the holder of the delegation of authority in OCHA HQ), funds are disbursed within 10 working days.

Grants Management System (GMS) Overview:

The Grant Management System (GMS) is a web-based platform that supports the management of the entire grant life cycle for all Country-Based Pooled Funds (CBPFs). It is a mandatory tool for CBPFs and a fundamental management instrument for OCHA's fund managers. The GMS promotes efficiency, effectiveness and supports risk management. GMS harmonizes business processes while catering to the special needs of each fund. The system strengthens OCHA's data analysis and information management capacity.

GMS streamlines allocations and facilitates interaction among all stakeholders involved in the grant management process, supporting them in discharging their functions. GMS allows grant recipients to submit project proposals online. Financial and narrative reporting can therefore be done in real time, together with any project revisions. The system provides for real time tracking of processes, tasks, reminders and feedback. GMS is a robust mechanism allowing fund managers to oversee and monitor business processes. The system is integrated with other related online systems, including OCHA Contribution Tracking System, OCHA Financial Tracking Service, and UNDP's MPTF Gateway. This real-time access to data allows OCHA to quickly provide information and analysis on questions raised both at the field and headquarters level.

GMS strengthens OCHA capacity to effectively implement a risk-based management approach. The system supports fund managers in the implementation of due diligence processes and agreed upon control mechanisms. GMS also allows for proper monitoring and accounting of fund management performance. The system monitors the speed and the quality of different processes, including allocations, disbursement of funds, monitoring, reporting and audits.

1st Standard Allocation 2018
Pakistan Humanitarian Pooled Fund (PHPF) Allocation Strategy Paper 2018
Pakistan Humanitarian Pooled Fund (PHPF) Budget Preparation Guidance
Pakistan Humanitarian Pooled Fund (PHPF) Eligible Partners


1st Standard Allocation 2017
First Standard Allocation Strategy Paper 2017 PHPF


1st Standard Allocation 2016
PHPF Fund Allocation Strategy 1st Round
PHPF Cluster's prioritized activities table
Inter Cluster Mission To Orakzai Agency 8-13 April 2016
Inter Cluster Mission To Kurram Agency 8 - 13 April 2016
Field Mission Report Kurram Agency (14-16 April 2016)


2015 Allocations
Allocation Strategy Paper Pakistan Humanitarian Pooled Fund (PHPF) 2nd Round - 2015
PHPF Funding allocation overview (2010 - 2014)