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AFRICA REGIONAL SMALL ACTIVITIES SCHEME (ARSAS) GUIDELINES 07-08

1. Introduction

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

Funding under ARSAS is available to selected activities in:

•  Kenya, Lesotho, Malawi, Mozambique, South Africa, Swaziland, Tanzania, Uganda, and Zambia through relevant AusAID offices;
• Ghana, Mauritius and Nigeria through the Australian diplomatic missions in those countries (as well as to other countries to which those missions are accredited); and 
  South Sudan through the Australian diplomatic missions in Egypt.
  
  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 local communities;
  (b) assist in the accelerated economic and social development of disadvantaged communities including through improvements in the broader policy environment; or
  (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 must 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, where the target community is involved in the design, management and implementation of the activities;
  (ii) 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
  (iii) 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, water and sanitation;
  (ii) Education and training;
  (iii) Economic and social initiatives;
  (iv) Environmental awareness and natural resource conservation;
  (v) Agriculture and food security;
  (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 USD5,000 – USD35,000. 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 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, unless the equipment is an integral part of a broader development project, or component of the ARSAS activity, being funded by AusAID.
  (vi) construction of buildings;
  (vii) proposals from profit making organisations;
  (viii) 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 Australian High Commission in Port Louis as follows:
  
  
  
  Mauritius (and accredited countries)
  
  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
  
  
  (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 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

  
  (a) 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
  
  The summary at Attachment 2 must be completed when submitting a proposal. In addition, guidelines on the type of information you may wish to include in a proposal are outlined below. 
    

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 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 LISTED 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 SAS 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 

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