Australian High Commission
Kenya
High Commission address: Riverside Drive , (400 mtrs off Chiromo Road) - Telephone: (254-20) 427 7100 - Fax: (254-20) 427 7139

AFRICA REGIONAL SMALL ACTIVITIES SCHEME (ARSAS) GUIDELINES 09-10

1. Introduction


The Africa Regional Small Activities Scheme (ARSAS) is a flexible grants program administered by the Australian Agency for International Development (AusAID).

Funding under ARSAS is available for selected activities in ODA eligible countries in Africa.

ARSAS is intended to support community-based activities being implemented by non government organisations that promote sustainable economic and social development.

The key objectives of ARSAS are to:

(a) help meet the basic humanitarian needs of disadvantaged communities;

(b) accelerate the economic and social development of disadvantaged communities; and

(c) complement other activities running as part of the wider development assistance program to Africa

2. Criteria

(a) The competition for funding under ARSAS is high, and consideration will only be given to project proposals that meet the specified criteria:


(i) Proposals should come from reputable non-government or community-based organisations which meet the registration requirements of the country in which they operate and which undertake development work on a not-for-profit basis;

(ii) The target community should be involved in the design, management and implementation of the activities;

(iii) Organisations must be able to demonstrate they have the capacity to effectively implement the proposed project and that they have a strategy for sustainability; and


(iv) Proposals must have a clear poverty reduction focus and incorporate gender sensitivity and environmental awareness, as appropriate.

(b) The sectoral focus of the scheme is:

(i) Community health initiatives, including HIV/AIDS and water and sanitation;

(ii) Agriculture and food security

(iii) Environmental awareness and natural resource management/conservation;

(iv) Education and training;

(v) Economic and social initiatives;

(vi) Promotion of women’s activities; and

(vii) Promotion of skills development and employment for youth.



(c) The value of projects supported under the scheme will normally be in the range of USD 10,000 – USD 50,000. Funds may be paid in local currency, Australian dollars or US dollars depending on the Australian Government payment policy for the country where the project is to be implemented.

(d) The maximum duration of any individual activity will be one year from the time of first payment.

(e) As a general rule ARSAS funding is not available for the following:

(i) items of a recurrent cost nature such as office rental, salaries (including allowances), transportation costs or vehicle running expenses, office supplies, maintenance, spare parts and electricity bills;

(ii) bursaries for formal studies in-country or in Australia;

(iii) international travel for attendance at conferences or seminars;

(iv) purchase of vehicles;

(v) purchase of capital equipment and construction of buildings, unless the equipment or construction is an integral part of the broader ARSAS proposal or is an integral part of a broader development project;

(vi) proposals from profit making organisations;

(vii) evangelical and missionary activities.

3. Activity Selection

(a) Assessment and selection of projects under ARSAS is at the discretion of AusAID. Funding requests are accepted throughout the year but selection and screening of applications only take place periodically during the year and it is advisable to check with the AusAID or relevant Australian High Commission representative responsible for your country for more specific information regarding the timing of project selection rounds.

(b) All applications for funding should follow the guidelines at Attachment 1 and format at Attachment 2 to this paper and be submitted to the relevant AusAID office or Australian diplomatic mission as follows:

South Africa, Angola, Lesotho, Malawi, Mozambique, Namibia, Swaziland and Zambia

Anne Creux
Program Officer
Africa Regional Small Activities Scheme
AusAID
Australian High Commission
Private Bag X150
0001 Pretoria
Republic of South Africa
Tel: (+ 27 12) 423 6173
Fax: (+ 27 12) 342 4201
E-mail: anne.creux@dfat.gov.au


Kenya, Tanzania, Uganda (plus South Sudan and countries to which the Australian High Commission in Nairobi is accredited)

Patricia Kayser
Program Officer
Africa Regional Small Activities Scheme
AusAID
Australian High Commission
Riverside Road
Nairobi, Kenya
Tel: (+ 254) 20 4277141
Fax: (+ 254) 20 4277144
Email: trish.kayser@dfat.gov.au

Mauritius (and countries to which the Australian High Commission in Mauritius is accredited)

Yasmina Hosanoo
Australian High Commission
P.O. Box 541
Port Louis, Mauritius
Tel: (+230) 202 0167
Fax: (+230) 208 8878
Email: yasmina.hosanoo@dfat.gov.au

Ghana (and countries to which the Australian High Commission in Ghana is accredited)

Walter Kudzodzi
Public Affairs Officer
Australian High Commission
Private Mail Bag 60
KIA-Accra,
Ghana
Tel: (+233-21)701 2962 - 3
Fax: (+233-21) 776 803
Email: walter.kudzodzi@dfat.gov.au


Nigeria (and countries to which the Australian High Commission in Nigeria is accredited)

Latonia Dabiri
Australian High Commission
PMB 5152
Wuse PO, Wuse
Abuja, Nigeria
Tel: (+234) 4 413 5226
Fax: (+234 ) 9 413 52278
Email: latonia.dabiri@dfat.gov.au

South Sudan (and countries to which the Australian Embassy in Egypt is accredited)

Angelique Burguez
Australian embassy
World Trade Centre, 11th Floor
Corniche EL Nil
Boulac (11111)
Cairo, Egypt
Tel: +202 2575 0444
Fax: +202 2575 1638
Email: cairo.austremb@dfat.gov,au

(c) Prior to a final decision being made, AusAID or the relevant Australian diplomatic mission may visit activities short-listed for support under ARSAS and check the bona fides of organisations..

4. Implementation & Monitoring

(a) Finances

(i) Payment of grants will be subject to a prior exchange of letters (EOL) between AusAID (or the relevant Australian diplomatic mission ) and the implementing organisation, setting out the terms and conditions of the grant.

(ii) Any funds not expended at the completion of a project must be promptly repaid to AusAID or the relevant Australian diplomatic mission as applicable.

(iii) Any interest earned on project funds is to be used solely for the project or repaid to AusAID (or the relevant Australian diplomatic mission ).

(iv) All banking transactions between AusAID (or the relevant Australian diplomatic mission) and grant recipients will be made through Electronic Funds Transfer (EFT) and it is recommended that recipients use this method when making payments from grant funds to suppliers and service providers, if possible, in order to reduce the possibility of cheque fraud.

(v) Applicants registered as VAT or GST exempt should prepare their budgets on that basis and indicate clearly that they have done so.

(b) Reporting Requirements

(i) Implementing organisations will be required to provide six-monthly narrative and financial reports to AusAID or the relevant Australian diplomatic mission on project implementation, identifying both positive and negative outcomes.

(ii) A final report, including an acquittal of the grant is to be provided to AusAID or the relevant Australian diplomatic mission on project completion.

(iii) The format for the six month and completion reports is at Attachment 3

(iv) AusAID or the relevant Australian diplomatic mission will monitor the progress of all activities and it is anticipated that AusAID or the relevant Australian diplomatic mission will undertake project visits at least once in the life of the activity.
.

5. Compliance with Laws and Policies


Organisations receiving Australian Government funding must comply with all relevant and applicable laws, regulations and policies in both Australia and the partner country, including those relating to:
(i.) organisations and individuals associated with terrorism,

(ii.) the provision of services and the procurement of goods and services

(iii.) the exploitation of children

(iv.) use of funds for bipartisan political activity

(b) The EOL that organisations are required to sign in order to receive funding will include clauses relating to the above. See Attachment 1.


Attachment 1

 

 

 GUIDELINES FOR PREPARING PROJECT PROPOSALS   1. INTRODUCTION

1.1 Project Origins: Provide background information on the activity.

1.2 Preparation: Outline the approach taken to design and develop activities. Specify the roles of the beneficiary community and local institutions in the preparation of the activities.

2. RATIONALE

2.1 Community Setting: Specify the intended beneficiaries of the project and identify other groups or communities not specifically targeted by the project, which may be affected (both positively and negatively) by the project.

Evidence of support for the project by the beneficiary community, local government departments and other local groups affected is required. This should be apparent through their involvement in the identification and design of the project. Any issues that may affect project design and implementation which remain unsolved with the community should also be detailed.

2.2 Development Problem: Describe the development problem being addressed by the project.

2.3 Constraints: Identify and analyse constraints to implementing proposed activities.

2.4 Lessons Learned from Similar Activities: Outline any lessons learnt from similar activities undertaken in the past.

2.5 Assumptions: Summarise any key planning assumptions.

2.6 Situation Expected at the end of the Project: There must be a logical link between the project purpose/s and the expected situation at the end of the project. Where possible use quantifiable indicators (for example, education statistics, health indicators).

3. PROJECT DESCRIPTION

3.1 Objectives: Concisely define the developmental goal and purpose of the project.

3.2 Location and Duration: Describe the physical location of the project and state the duration of the project.

3.3 Project Components: Describe the components proposed for the project.

3.4 Expected Outputs: Describe, both qualitatively and quantitatively, the expected outputs for the project. Discuss how these will accomplish the project purposes and goals.

3.5 Major Activities: Set out the major activities needed to achieve the outputs identified above and indicate how the community will participate in each activity. An implementation schedule should be developed as an annex to the proposal showing project activities by month.

3.6 Budget: All project inputs should be detailed in the budget, which shows items by cost category. The budget should reflect the phasing/components of the project.

4. PROJECT MANAGEMENT

4.1 Organisational Structure: Describe the organisational structure for the project and detail the lines of responsibility for staff members. Describe any training requirements for project staff.

4.2 Local Participation: Indicate how the beneficiaries will be involved in project management.

4.3 Monitoring: Systems to monitor effectiveness (development of indicators of progress and community evaluation) and performance indicators should be detailed.

5. DESIGN ISSUES

Address the following issues, including any constraints:

5.1 Technical: Appropriateness and cost-effectiveness of any technical arrangements proposed.

5.2 Economic: The economic value of project outcomes to the local community.

5.3 Social and Cultural: Assess the social and cultural constraints to successful implementation and hand-over of project activities to the local community.

5.4 Gender: Assess the project benefits to women.

5.5 Environmental: The environmental implications of the project must be discussed with details of how any adverse impacts on the environment will be addressed.

5.6 Sustainability: An assessment of ongoing financial costs required for the continuation of project benefits beyond AusAID’s involvement should be made. If the project is to be handed over to the local community, an indication of the source of funds for these costs is required.

5.7 Risk: Identify major risks, how they can be avoided and the extent to which they will affect the overall viability of the project.


6. AUSTRALIAN IDENTITY

6.1 Proposals must indicate how Australian support for the project will be demonstrated, including any opportunities for publicity such as project launches, opening ceremonies, presentations etc.

Information regarding AusAID’s Australian identity requirements in its projects can be found at AusAID’s website (www.ausaid.gov.au).

7. OTHER INFORMATION REQUIRED

7.1 When submitting a proposal to AusAID, background information regarding the organisation’s bona fides must be provided, particularly:

o proof that the NGO is legally registered in the country in which they operate;
o information as to the funding history of the organisation, eg what projects have been funded by which donors; and
o the provision of contact details for three professional referees for the organisation;

7.2 If the NGO plans to purchase goods and services from third parties with a value of more than USD1,000, or the equivalent in local currency, AusAID requires references and proof of the bona fides of these organisations to demonstrate that they comply with AusAID policy. If the service providers are to be selected once the project has commenced, this information should be provided to AusAID at the relevant time.

8. AUSGUIDE

8.1 Additional information regarding reporting requirements can be found at AusAID’s website (www.ausaid.gov.au)

 9. AUSTRALIAN LAW DEALING WITH LISTING TERRORIST ORGANISATIONS

9.1 The Australian government has enacted legislation consistent with a number of international counter-terrorism treaties designed to combat terrorism, including by starving individuals and organisations associated with terrorism of funds and resources.

There are two separate legislative mechanisms directly prohibiting activities in relation to individuals and organisations associated with terrorism. They are:

• Part 5.3 of the Criminal Code Act 1995; and
• Part 4 of the Charter of United Nations Act 1945.

9.2. Access to Listing of Terrorist Organisations

In order to comply with the Australian law, organisations and/or individuals receiving ARSAS grant funding should initially access Australian government terrorist organization listings at the following Internet addresses (and then periodically access updates):
www.dfat.gov.au/icat/freezing_terrorist_assets.html

www.nationalsecurity.gov.au

 

ATTACHMENT 2

AusAID Africa Regional Small Activities Scheme

PROJECT PROPOSAL SUMMARY

Note: Failure to complete and attach this summary will result in disqualification of the proposal.


Activity title: ………………………………………………………………………………….

Country/Region/Location (incl distance from capital city and nearest airport):
……………………………………………………………………….………


ORGANISATIONAL DETAILS:

Name of organisation:.....................................................................………

Postal Address:………………………………………………………………………………
Physical Address:…………………………………………………………………………...
Telephone No:………………………….… Fax No: ……………………...
Email Address:……………………………………………………………………………….

Principal contact person:…………………………………………………………………..


GRANT DETAILS

Grant amount requested from AusAID:…………………………………….
Project start date: ………………………………………
Project completion date: ……………………………………………...
Expected number of beneficiaries: Direct: ............... Indirect:.......................
BRIEF PROJECT OUTLINE:

Rationale:…………………………………………….…………………………………………………………

Objectives:……………………………………………………………………………….
Main Inputs:………………………………………………….


Main Outputs:…………...............................………………………………………………………………………………..

PERFORMANCE INDICATORS
Objective / Output Baseline Position Target



AUSTRALIAN IDENTITY
How will Australian support for the project be demonstrated, including any opportunities for publicity such as project launches, opening ceremonies, presentations etc:
………………………………………………………………………………

Has AusAID previously funded your organisation under ARSAS? YES / NO
If so:
When: ………….
Has a report been submitted to AusAID? YES / NO
Date report submitted or is due: …………

PROJECT BUDGET:

Budget Item AusAID Grant Other Funding Total Budget




TOTALS :

ATTACHEMENT THREE

AUSAID AFRICA REGIONAL SMALL ACTIVITIES SCHEME
SIX-MONTH AND COMPLETION REPORT FORMAT

Organisation:

Date of report: Report prepared by: (name and position)


Signature:

Project Description: (One or two sentences broadly describing project)




Number of Beneficiaries Expected: Direct:............ Indirect: ...............
Actual Number of Beneficiaries to Date: Direct: Indirect:

Achievements against objectives and outputs: (list objectives as per original proposal and describe achievements to date against each one).

Objective / Output Baseline, Position, Target Achievement




Progress to date: (Describe the extent to which project is on-track for meeting objectives within its timeframe and any measurable impact so far).





Issues: (Raise any issues {positive or negative} that may have come to light that impact on the project's capacity to meet its objectives. For example, time lines, personnel, targets to be achieved, budget issues, the situation under which the project is operating etc).





Other comments/information you wish to provide:




Please outline measures taken to promote the Australian funding plus attach any press clippings relating to the project or provide details of other media coverage (i.e. time, date, station, program, if featured on radio or television).




Please extend the report on to an additional page if necessary. A financial statement recording the expenditure to date against the original budget must be attached.
BUDGET REPORT

Budget Items: AusAID Grant, Other Funding, AusAID Expenditure First 6 Months , AusAID Expenditure 12 Months





TOTAL :


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