NGOs interested in applying for funding under the South Sudan Humanitarian Fund (SSHF) have to participate in an eligibility process. The main objective is to ensure that the OCHA Humanitarian Financing Unit (HFU) is equipped with the necessary information about the capacities of NGO partners that could have access to funding as prescribed by the SSHF accountability framework.
The Assessment Process
The eligibility process is comprised of three inter-linked steps, each with its own review and feedback system to ensure transparency. Organisations interested in participating to the South Sudan Humanitarian Fund (SSHF) eligibility process should meet the following minimum criteria:
- Valid Registration Certificate of the NGO (in South Sudan and/or home country for international NGOs),
- Recommendation letter of at least one cluster recognizing the minimum technical capacity of the partner for implementing humanitarian projects,
- NGO participation in rolling years’ Humanitarian Response Plan (HRP),
- NGO’s programmatic expenditure/budget of the last twenty-four (24) months should be equal or more than US$ 200,000.
Step 1 - Statement of Interest by Prospective NGOs
When and only when all above criteria have been met, prospective national and international NGOs working in South Sudan who are interested in receiving funding from the South Sudan Humanitarian Fund (SSHF) must first make a ‘statement of interest’ by contacting OCHA Humanitarian Financing Unit (HFU) via email at: email@example.com submitting the following information:
- Registration Form – duly completed in English, including contact details and brief information on the organization’s sectors of operations, geographical areas of work and funding levels.
- Copy of the valid Registration Certificate of the NGO (in South Sudan and/or home country for international NGOs).
- Copy of the Mission Charter and/or Constitution of the organization (Authentic version, as well as translated in English).
- Copy of the Passport or Identity Card of organization’s Executive Director (person ultimately legally responsible within organization – i.e. Secretary General or President, not the Country Director).
- Recommendation letter from at least one Cluster Lead recognizing the minimum technical capacity of the partner for implementing humanitarian projects in South Sudan.
- Harmonized Approach to Cash Transfers (HACT) Assessment – if existing and only if conducted by another UN Agency within the last 12 months.
NOTE: During the Eligibility Process the Humanitarian Financing Unit may visit on-going projects and main country offices within South Sudan to further examine the existing performance and validity of the provided documentation. Prioritization of Organisations’ evaluation lies with OCHA, based on the SSHF programmatic and geographic needs.
Step 2 - Grant Management System - Due Diligence (DD)
Upon completion of Step One, the prospective NGO partner will be invited to register in the Grants Management System (GMS), which is an online database system specific for the South Sudan HF and managed by OCHA. Once the NGO profile has been activated in the GMS, the partner will be in a position to access the Due Diligence module and complete a number of sections, as well as upload documentation required for OCHA to complete the capacity assessment process. The documents required to be uploaded in the GMS are outlined in the HF Due Diligence Checklist (see below) and include manuals and policies, annual reports, financial statements and audit reports, governance documents and five signed UN Declarations.
Step 3 - Grant Management System – Internal Capacity Assessment (ICA)
Once a partner has completed all information in the GMS, uploaded the required documents outlined in the Checklist, and submitted the request online, the HFU will complete a capacity assessment. The assessment methodology includes a desk review of the documentation uploaded by the partner to review the institutional, technical, management and financial capacities of partners. Using a scoring and weighting system an overall ‘score’ will be given to organisations. Eligible partners will be categorised as low, medium or high risk, which in turn determines the operational modalities and control mechanisms that will be applied, including for disbursement, reporting, monitoring and maximum budget amount as outlined in the SSHF Operational Manual. Partners who fail to qualify and are considered ineligible for SSHF funding will be given another opportunity to submit an application for a follow-up Capacity Assessment to the HFU after 12 months. The risk level assigned to any eligible organisation will evolve during project implementation cycle via the GMS Partner Performance Index.