Grant for the Development of Regional Networks of Working Groups on Community Engagement in Recovery Processes

The EU, Denmark, and UNDP announce a grant competition aimed at developing regional networks of community engagement working groups in recovery processes.

Objective of the call:

To select a capable regional civil society organization to strengthen and coordinate networks of working groups in partner communities within a regional recovery approach.

Main focus of the programme:

• Institutionalization of working groups as permanent multi-stakeholder platforms.
• Facilitation of dialogue between local authorities, civil society, businesses, and residents.
• Integration of inclusiveness, transparency, and accountability principles into recovery processes.

Expected outcomes:

• Strengthened role of working groups as a mechanism for participation in recovery.
• Improved interaction between citizens and authorities.
• Inclusive representation of different population groups.
• Embedding participatory practices in local governance processes.

The programme covers communities in several regions of Ukraine (including Dnipropetrovsk, Zaporizhzhia, Mykolaiv, Poltava, Sumy, Kharkiv, Kherson, and Chernihiv regions).

It is planned to support one partner organization per regional network.

Project proposals must offer comprehensive solutions tailored to regional contexts and include activities across three strategic support areas.

The grant programme defines a set of mandatory requirements for applicant organizations, project staff, and implementation territories.

Requirements for organizations:

• The applicant must be a legally registered entity operating in government-controlled areas of specified regions in Ukraine.
• Must have non-profit or charitable status.
• At least 3 years of relevant experience in the thematic field.
• Proven experience in implementing at least two regional-level projects.
• Availability of qualified staff (project manager, financial specialist/accountant, etc.).
• Experience with international organizations is considered an advantage.

Staff requirements:

• The team must include at least a coordinator, communication manager, and accountant.
• The project manager must have minimum 3 years of experience in the civil society sector.
• Fluency in Ukrainian language is required.
• The accountant must have relevant education and at least 2 years of experience.
• Willingness to comply with donor rules and cooperate with authorities and partners.

Geographical scope:

Projects will be implemented in selected communities across the following regions:

• Dnipropetrovsk, Zaporizhzhia, Mykolaiv, Poltava, Sumy, Kharkiv, Kherson, and Chernihiv regions.
  (Specific communities are defined within the programme.)

Any changes must be approved by UNDP.

Restrictions:

• Applications not meeting the criteria will not be considered.
• Applications from individuals, commercial entities, public institutions, political parties, or religious organizations are not eligible.

The programme defines clear rules for the use of funds, including eligible and ineligible costs, as well as financial conditions for project implementation.

General cost principles:

• Costs must be necessary for project implementation and used exclusively within the project scope.
• They must comply with sound financial management principles.
• All expenses must be properly documented and verified.

Eligible costs:

• Salaries for staff and experts.
• Procurement of goods and services.
• Communication and consultancy services.
• Rental of premises and event-related costs.
• Printing and office supplies.
• Transport and related expenses.

Mandatory costs:

• Payment for the project manager and financial specialist/accountant.
• Production of visibility materials (stickers, information boards with project details and logos).

Ineligible costs:

• Proposal preparation, debts, international travel.
• Political, military, or religious activities.
• Discriminatory activities or profit-oriented projects.
• Purchase of vehicles and luxury items.

Financial limits:

• Administrative costs — up to 5% of the total budget.
• Staff costs — up to 20% of the total budget.

Budget and funding conditions:

• Maximum budget — up to USD 120,000.
• Project duration — up to 30 months, starting around June 2026.
• Co-financing (at least 10%) is considered an advantage.

Disbursement:

• An advance payment is provided.
• Subsequent tranches depend on approved reports.
• Final tranche (10%) is paid after full reporting completion.

The grant programme supports projects aimed at strengthening networks of working groups and enhancing community engagement in recovery processes. Activities are structured into three main directions.

1. Development and sustainability of working group networks

• Strengthening coordination and horizontal cooperation among working groups.
• Support for local leaders and coordinators.
• Integration of gender equality, inclusiveness, and non-discrimination principles.
• Engagement of youth, veterans, IDPs, and other groups in decision-making.
• Institutionalization of working groups within local governance structures.
• Adaptation of local regulations and participation procedures.

2. Leadership and capacity development

• Establishment of mentoring, supervision, or peer-to-peer support systems.
• Development of skills in facilitation, strategic thinking, advocacy, and participation.
• Implementation of gender-sensitive and conflict-sensitive approaches.
• Support for leadership among women, youth, and veterans.
• Advisory support on local democracy mechanisms.

3. Increasing visibility, openness, and trust

• Implementation of public information systems on activities and results.
• Development of feedback mechanisms with citizens.
• Creation of digital tools for consultations and discussions.
• Documentation of impact stories and success cases.
• Engagement of media to promote participation and accountability.

Overall, the programme encourages solutions that demonstrate systemic impact, scalability, and sustainability, contributing to stronger participatory governance at the local level.

Key dates:

• Call announcement — March 25, 2026.
• Application deadline — April 15, 2026, by 12:00.
• Requests for clarification must be submitted no later than 48 hours before the deadline.

Communication:

• Questions should be submitted via email with the specified subject line.
• Responses are provided within 1–2 working days.

Implementation timeline:

• Project duration — up to 30 months.
• Expected project start — June 2026.

Applications must be submitted by sending the complete application package via email in accordance with the установлен requirements.

Application steps:

1. Prepare the full application package (items 1–8).
2. Send the documents to grants.ua@undp.org.
3. Include the specified call title in the email subject line.
4. Submit all documents in a single email as a .rar archive (maximum size — 25 MB).

Deadlines:

• Submission deadline — April 15, 2026, by 12:00.
• Applications submitted after the deadline will not be considered.

After submission:

• Applications are checked for compliance with requirements.
• Eligible proposals are forwarded to the evaluation committee.

Communication:

• Questions should be sent to grants.ua@undp.org with the appropriate subject line.
• Responses are provided within 1–2 working days.
• Requests must be submitted no later than 48 hours before the deadline.

Project proposals are evaluated in a two-stage process by a конкурсна комісія.

Evaluation stages:

• Stage 1 — assessment based on defined criteria. Proposals scoring below 70 points are rejected; others may be returned for revision.
• Stage 2 — final selection of winning proposals.

Scoring system (maximum — 100 points):

1. Relevance to thematic priorities — up to 20 points.
2. Consistency of objectives, tasks, and methods — up to 10 points.
3. Clarity, feasibility, and effectiveness of activities — up to 20 points.
4. Applicant’s organizational experience — up to 20 points.
5. Justification of budget and resources — up to 20 points.
6. Team competence — up to 10 points.

Additional conditions:

• Maximum total score — 100.
• Applicants are notified of results via email.
• Submitted materials are not returned or reviewed.
• Final decisions are not subject to appeal, and reasons for rejection are not disclosed.

The application package for the grant programme consists of a defined set of required documents that must be submitted in full.

Core application components:

1. Application form (MS Word) — including organizational and implementation plans.
2. Financial proposal (Excel) — budget in USD, calculated according to the UN exchange rate as of March 15, 2026 (44.215 UAH/USD).

Scanned documents (PDF/JPG):

• Registration certificate or official extract.
• Certificate confirming inclusion in the non-profit register.
• Proof of a bank account (in UAH).

Additional required documents:

• Documents confirming compliance with technical criteria.
• Completed CACHE capacity assessment checklist.
• Self-assessment form on anti-money laundering compliance.
• CVs of project staff and experts.
• Letters of support from partners (if applicable, including co-financing details).

Within the grant programme, the beneficiary is responsible for monitoring project implementation and evaluating its results. UNDP Ukraine also conducts oversight through reporting, interaction with project teams, partners, and participation in project activities.

Key reporting requirements:

• Submission of interim reports including descriptions of activities, achieved results, and financial components based on agreed indicators.
• Provision of short reports upon request by UNDP between regular reporting periods.
• Preparation of a final report covering overall results and financial performance for the entire project duration.

Additional conditions:

• Reports must follow the format defined by UNDP.
• All activities must comply with UNDP rules and procedures.

Special requirements:

• The project team must complete training on PSEA (Prevention of Sexual Exploitation and Abuse).
• Certificates of completion and self-assessment forms must be submitted.

Key requirements:

• All procurement must comply with Regulation (EU) 2024/792.
• Goods must originate only from eligible countries.

Eligible origin of goods:

• EU Member States and Ukraine;
• Western Balkan countries, Georgia, Moldova;
• European Economic Area countries (Iceland, Liechtenstein, Norway).

Obligations of the beneficiary:

• Ensure documentary proof of origin for each procured item.
• Collect and submit these documents to UNDP as part of procurement and reporting documentation.

Accepted proof of origin documents:

• Manufacturer’s Declaration of Origin (MDO).
• Photo of product or packaging marking (“Made in …”).
• Certificate of Origin (CO).
• Customs declaration (IM 40) for imported goods.