Humanitarian Pooled Fund (HPF)

in Turkey

Overview

Humanitarian Financing Unit (HFU)

Gaziantep

23 February 2016

www.unocha.org

DISCLAIMER

All training material will be uploaded to the

https://www.humanitarianresponse.info/en/operations/stima

/hpf

CBPF Global Guidelines (with Annexes)

HPF Turkey Standard Operational Manual (Annexes)

Please read these manuals available in Arabic and check

this website regularly !!!!

Training Outline

Introduction to HPF Turkey and CBPFs

Introduction to Grant Management System (GMS) and

Key Modules; Registration, Due Diligence, Project

Proposal; Reporting

Project Proposal Writing / Log Frame; Case Study

Introduction to Gender Marker

Lunch Break

Budgeting / Finance / Due Diligence

Budget Finance Clinics

HPF Introduction

The Humanitarian Pooled Fund (HPF) in Turkey is a multi-

donor Country Based Pooled Fund (CBPF) established in

2014 following UN Security Resolutions 2139 and 2165 in

view of the magnitude and complexity of the Syria crisis;

The HPF supports projects in line with priorities and

objectives that are part of the Humanitarian Response Plan

(HRP);

It aims to provide flexible and timely resources to partners

thereby expanding the delivery of humanitarian assistance,

increasing humanitarian access, and strengthening

partnerships with local and international non-governmental

organizations (NGOs).

The HPF in Turkey has the following overall objectives:

Support life-saving and life-sustaining activities while filling

critical funding gaps;

Promote needs-based assistance in accordance with

humanitarian principles;

Strengthen coordination and leadership by leveraging the

cluster system;

Improve the relevance and coherence of humanitarian response

by strategically funding priorities as identified under the

Humanitarian Response Plan (HRP);

Expand the delivery of assistance in hard-to-reach/besieged

areas by partnering with national and international NGOs.

Objectives of the HPF Turkey

The long-term goal of the Turkey Humanitarian Response

Fund is to strengthen the capacity of Syrian NGOs which it

does in three ways;

Providing direct funding to Syrian NGO;

Applying participatory capacity assessment methodologies

to identify and address capacity needs of the partners;

Funding projects of UN agencies and INGO’s with distinct

capacity building components targeting Syrian NGOs.

Objectives of the HPF Turkey

CBPFs Governance

Structure

(Country level)

Humanitarian

Architecture

Alignment with

HRP

HPF uses two modalities for allocating funds

1. A standard allocation (through a call for proposals) is

issued on a periodic basis at the discretion of the DRHC

and linked to the priorities of the HRP;

2. A reserve allocation (as a certain percentage of the

fund) may be maintained to respond to

unforeseen/emergency requirements.

The HPF Allocation Modalities

ELIGIBLE PARTNERS

IOM

ASSESSMENT PROCESS

Risk Levels based on Capacity Assessment

Scoring Results

MINIMAL OPERATIONAL MODALITIES

RISK

LEVEL

PROJECT

DURATION

(Months)

MAXIMUM

AMOUNT

PER

PROJECT

(USD)

MAXIMUM

AMOUNT

OFACTIVE

HPF

CONTRACTS

DISBURSMENTS

(in%oftotal)

REPORTING

FINANCIAL

Expenditure

Report

NARRATIVE

HIG

HR

ISK

Lessthan

7

60-40 Monthly Quarterly

500,000 50-50 Monthly Quarterly

Between

7-12

40-40-20 Monthly Quarterly

800,000 1,000,000 40-30-30 Monthly Quarterly

MED

IUM

RIS

K Lessthan

7

100 Quarterly Quarterly

750,000 80-20 Quarterly Quarterly

Between

7-12

80-20 Quarterly Quarterly

1,200,000 2,000,000 60-40 Quarterly Quarterly

LOW

RIS

K

Lessthan

7

100 Mid-Final Mid-Final

3,000,000 80-20 Mid-Final Mid-Final

Between

7-12 100 Mid-Final Mid-Final

3,000,000 3,000,000 80-20 Mid-Final Mid-Final

Country-Based Pooled Funds

Allocation Strategy (Paper)

Partners submit

proposed projects

Strategic Review

Shortlist Approval

Technical and

Financial Review

HC Final Approval

Funds Disbursed

Standard Allocation Workflow

Country-Based Pooled Funds

Allocation Paper

• Analysis of the humanitarian context

• Intent of the standard allocation

• Total amount to be allocated

• Detailed by priority, cluster, sector

and/or region

• Criteria for eligibility and review

• Timeline

Country-Based Pooled Funds

Partners submit

proposed projects

Strategic Review

Shortlist Approval

Strong proposals:

• Strategically relevant

• Respond to greatest needs

• Show capacity and expertise

• Duration and size of action will

have impact

• Monitoring, reporting and

evaluation appropriate to

location and type of action

Strategic Review

Country-Based Pooled Funds

Categories Weighting

AEligibility

Based on capacity assessment.Yes/No

B

Strategic relevance

Aimed at assessing the alignment of the proposed project with

the CHAP (SRP) and the allocation strategy

35

C

Programmatic relevance

Not about the technical details but to assess if the proposed

activities are adequate to meet the proposed objective

25

D

Cost effectiveness

Assess if the cost of the proposed projects is commensurate to

the intended outputs and outcomes

15

EManagement and monitoring

Effectiveness of arrangements for management and monitoring15

FEngagement with coordination

If partners engage on humanitarian coordination in country10

G

Previous performance

HFU assessment not partner performance (timely

implementation, adequate results, adequate costing, timely

financial and programmatic reporting, audits)

Yes/No

Total 100

•Always the

same

categories

globally

•May vary

questions

with weights

for each

allocation

per CBPF

Scoring

Country-Based Pooled Funds

Technical and

Financial Review

HC Final Approval Disbursement

• Two-way

communication with

reviewers and HFU

• May be asked to revise

and resubmit 1-3x

• Comments can be seen

in GMS

What to expect during Technical and

Financial Review

Total HPF in Turkey Distribution by

Organisation

Type of

organization

# of

approved

projects

Funds received

(in USD)

National

NGOs70 $27,440,340

INGOs 33 $19,320,640

UN 10 $12,493,850

113 $59,254,829

Total HPF in Turkey Distribution by Beneficiary

Grant Management System (GMS) Description

• 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).

• 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.

Implementing Partners

OCHA HFU

Turkey

Cluster Coordinators

(T.R.C)

FSU NY

OCHA

DRHC

GMS Business Model

3

7

REGISTRATION

IP contacts HFU (offline)

• To request registration in the GMS

IP gives HFU essential

information

• Name of the org., acronym

IP registers online in GMS

•GMS supports the entire grant life cycle

Country-Based Pooled Funds

https://www.humanitarianresponse.info/en/o

perations/stima/hpf

Humanitarian Programme Cycle

What is a Log Framework?

• A log frame (also known as a Project Framework) is a tool for planning and managing development/emergency projects. It looks like a table (or framework) and aims to present information about the keycomponents of a project in a clear, concise, logical and systematic way.

Why Log Framework?

The LF is a way of describing a project in a logical way so that it is:

• Well designed

• Described objectively

• Can be evaluated

• Clearly structured

LOGICAL FRAMEWORK

A log frame summarises, in a standard format:

• What the project is going to achieve?

• What activities will be carried out to achieve its outputs and

purpose?

• What resources (inputs) are required?

• What are the potential problems which could affect the success

of the project?

• How the progress and ultimate success of the project will be

measured and verified?

CONTENTS OF A LOG FRAMEWORK

LOGICAL FRAMEWORK STRUCTURE

GOAL

•Ultimate result to which your project is contributing - the impact of the project.

OUTCOME

•The change that occurs if the project outputs are achieved -the effect of the project.

OUTPUT

•The specifically intended results of the project activities -used as milestones of what has been accomplished at various levels

ACTIVITY

•The actual tasks required producing the desired outputs.

INDICATORS quantitative and qualitative ways of measuring

progress – whether project outputs or outcomes are achieved

Means of Verification

RISKS & ASSUMPTIONS

According to the OCHA report completed in April 2015 in rural HPF TOWNthere is almost no education ongoing (2 schools out of 50 are operating) andthe majority of qualified teachers have fled the region due to the most recentoutbreak of violence (OCHA April 2015). Infrastructure of many schools werebadly damaged in the initial fighting in January. However, since January thearea has stabilized rapidly and there have not been any new outbreaks ofviolence in the past four months. The local councils are having a largechallenge reopening schools because of a lack of usable infrastructure to holdclasses in (Organizational Assessment, April 2015) and there is the need tosupport rehabilitation of schools over the summer months so that normalschool activities can resume from September 2015.

Additionally, there is a large number of child soldiers in the area and schoolsare often targeted by the armed groups as a space to find more recruits (SCIreport, May 2015).

However, despite the increase in conflict and subsequent displacement thereare still approximately 50,000 school age children (OCHA April 2015) in theregion that need to be supported in education activities. Because the area isquite unstable and displacement is ongoing there is a need for a creative andnon-formal system of education to be implemented so that the largest numberof school age children can be reached and education can continue even in thecurrent situation of ongoing conflict.

CASE STUDY

Overall Project Objective

To provide access to a safe, protected and quality learning

environment for 8,000 emergency affected school age

children in rural HPF village.

CASE STUDY

Cluster objectives Strategic Response Plan (SRP) objectives

Ensure access to education to crisis affected

school-aged girls and boys (3-17 years) with

specific focus on the most vulnerable

Strategic Objective 1: Promote protection of

and access to affected people in accordance

with International law, International

Humanitarian Law (IHL) and International

Human Rights Law (IHRL).

Enhance the quality of teaching and learning

for children and adolescents within

conducive and protective environment

Strategic Objective 2: Provide life-saving and

life-sustaining humanitarian assistance to

people in need, prioritizing the most

vulnerable.

CASE STUDYOutcome 1

To provide access to a safe, protected and quality learning environment for 8,000

emergency affected school age children in target area

Output 1.1

Description

Safe and accessible education spaces

Assumptions & Risks

That urban target area will stay stable enough to rehabilitate schools, if insecurity levels rise

again parents may not feel safe sending their children to school. All rehabilitation will be

done in direct consultation with the communities, including which schools are in the safest

areas and need to be repaired first.

Activities

Activity 1.1.1

Needs assessment conducted in target area

Activity 1.1.2

Rehabilitation of #classrooms in the target area

IndicatorsEnd cycle beneficiaries End cycle

Code Cluster IndicatorMen Women Boys Girl

s

Target

Indicator

1.1.1

Education Number of children and

adolescents (girls, boys)

affected by the crisis who

have access to formal and

non-formal education

opportunities

8,000

Means of Verification : Attendance sheets collected from each school at the end

of each semester

Indicator

1.1.2

Education Number of educational

programmes/initiatives that

are being implemented at

district level

25

Means of Verification : Regular meetings with school principles

CASE STUDY

What will the CBPF be looking for in proposals?

• Action is strategically relevant to the SRP and to the

Allocation Paper.

• Action responds to greatest and most immediate

humanitarian needs.

• Partner has capacity and expertise in the proposed

action.

• Duration and size of proposed action will have

significant impact both geographically and

thematically.

• Action includes relevant and appropriate monitoring,

reporting and evaluation, both to the location and the

type of work proposed.

• Consult with clusters

• Inline with allocation paper and SRP Objectives

• Consult with OCHA HFU

• Know your beneficiaries

• Design clear Log frames (outcomes, outputs, SMART

indicators, detailed activities)

• Break down you budget and support it with a clear narrative

• Coordinate!

Some Tips for successful proposals