Subgrant competition to nonprofit & charitable organizations

Within the grant programme, priority is given to organisations that have community trust and proven access to vulnerable population groups, especially those operating in frontline, conflict-affected, or hard-to-reach communities.

Eligible applicants include registered NGOs and charitable organisations that:

• have implemented at least three projects during the previous year;
• have experience working with international organisations or the UN;
• hold non-profit status;
• operate in the sectors of WASH, Shelter/NFI, or Protection;
• work in Zaporizhzhia and Dnipropetrovsk regions.

Priority will be given to organisations that:

• demonstrate a strong understanding of the local context and humanitarian needs;
• apply community-based and survivor-centered approaches;
• complement existing humanitarian responses without duplicating services;
• ensure inclusion and accessibility for underserved groups.

The programme targets, among others:

• internally displaced and evacuated people;
• households affected by housing destruction;
• children facing elevated protection risks;
• residents of frontline and hard-to-reach communities;
• older persons, persons with disabilities, and people with chronic illnesses;
• veterans, veteran families, and vulnerable youth;
• women and girls exposed to increased protection risks.

A mandatory requirement is to demonstrate complementarity with the existing humanitarian response in order to avoid duplication and strengthen coordination among humanitarian actors.

Project proposals must:

• align with the objectives of the subgrant competition;
• include a justified budget and implementation timeline;
• demonstrate sustainability and relevance;
• present an innovative approach and a capable implementation team.

The grant programme provides subgrants of up to USD 50,000, awarded in the local currency according to the contract terms. Projects may last up to five months. The programme expects to support four organisations in each project implementation region.

Eligible expenses must:

• be necessary for project implementation;
• comply with the approved project budget;
• be incurred during the project period;
• be properly documented and justified;
• follow principles of cost-effectiveness and efficiency.

Procurement procedures must follow the policies and procedures of Polish Humanitarian Action (PAH), which are provided after the agreement is signed.

Non-eligible expenses include:

• proposal preparation costs;
• repayment of unrelated debts;
• regranting funds to other organisations;
• activities not included in the project proposal;
• purchase of military goods, weapons, or explosives;
• luxury goods, artworks, or gambling-related products;
• purchase of second-hand equipment;
• acquisition of land, недвижимого property, or construction works;
• political advertising and election campaigning.

The grant programme supports projects aimed at assisting conflict-affected populations and strengthening the local humanitarian response in the Zaporizhzhia and Dnipropetrovsk regions.

Grant funding may be used for:

• procurement of goods and services directly related to humanitarian response activities;
• fees for experts, trainers, and specialists;
• consultancy, information, and communication services;
• services connected to project implementation and activities;
• purchase of equipment with justified project relevance;
• administrative costs — up to 15% of the total project budget.

Funding must be used in accordance with the principles of transparency, integrity, and accountability, and all expenses must be properly documented.

The programme supports projects in the following sectors:

• Water, Sanitation and Hygiene (WASH);
• Shelter and Non-Food Items (NFI);
• Protection, including child protection, protection of women and girls, and Mine Risk Education.

Participants may also receive:

• support in implementing humanitarian activities in line with international standards;
• technical assistance during project implementation;
• support in preparing reports, including financial reporting.

The programme is expected to expand access to protection services for vulnerable populations, strengthen the local humanitarian ecosystem, and improve the operational resilience of local organisations.

The grant programme includes a clear implementation timeline and key selection stages for participating organisations. Applications are accepted until June 5, 2026, at 23:59 Kyiv time.

Main programme stages include:

• application submission — until 05 June 2026;
• administrative review and interviews with applicants — until 12 June 2026;
• evaluation by the selection committee using a scoring system — until 19 June 2026;
• contract signing and assessment procedures — from 22 June to 30 June 2026;
• project implementation period — from 01 July to 30 November 2026.

Subgrant projects may begin activities on 1 July 2026, and the implementation period for each project may last up to five calendar months.

Before signing the agreement, selected organisations undergo an assessment and interview process, after which a joint organisational support plan is developed.

To participate in the grant programme, an organisation must prepare and submit a complete project proposal package. The application must include:

• a project application form;
• a project budget;
• a project implementation plan.

After submission, all project proposals undergo a compliance review to ensure they meet the subgrant competition requirements. Only compliant applications are forwarded to the Subgrant Competition Committee for further consideration.

When preparing the proposal, organisations are expected to take into account the feasibility of project implementation under martial law conditions and demonstrate a realistic implementation approach.

Key application steps include:

• preparing the project proposal;
• developing the project budget and implementation plan;
• submitting the full application package;
• passing the compliance review process;
• forwarding the application to the evaluation committee.

Please send the documents to the following email address: subgrants@posmishka.org.ua

Subgrant applications under the programme are evaluated by a selection committee using an eight-criteria scoring system. The maximum possible score is 100 points.

Key evaluation criteria include:

• relevance to the competition objectives — up to 20 points;
• realism of the action plan — up to 15 points;
• expected sustainable impact — up to 15 points;
• accessibility, inclusiveness, and participation — up to 10 points;
• organisational capacity — up to 10 points;
• budget justification — up to 10 points;
• innovation or scalability — up to 10 points;
• overall application quality — up to 10 points.

Applications receiving fewer than 60 points are not considered eligible for funding. Preference is given to projects that best align with the programme objectives and improve access to protection services for vulnerable groups.

The committee holds evaluation sessions during the assessment period, and decisions are made by a simple majority vote. In the event of a tie, the chairperson’s vote is decisive.

To participate in the grant competition, organisations must submit the required application package in Ukrainian language and in accordance with the subgrant competition requirements.

The mandatory document checklist includes:

1. Completed project proposal
   Format: Microsoft Word and signed PDF.
2. Completed project budget
   Format: Microsoft Excel and signed PDF.
3. Completed project implementation plan
   Format: Microsoft Excel and signed PDF.
4. Scanned copy of the organisation’s Charter
   Format: PDF.
5. Scanned copy of the organisation’s State Registration Certificate or Extract
   Format: PDF.
6. Scanned copy of the bank account confirmation document
   Format: PDF.
7. Scanned copy of the non-profit status confirmation document
   Format: PDF.
8. CVs of the key specialists proposed for project implementation
   Format: Microsoft Word or PDF.
9. Order or official decision appointing the authorised signatory responsible for signing agreements and related documents in accordance with applicable legislation.
10. Consent form for personal data processing
    Format: PDF.

All documents must be prepared according to the competition requirements and submitted in the specified formats.

The grant programme includes monitoring and evaluation requirements for supported projects. Applicant organisations agree to participate in at least one monitoring visit conducted by representatives of the CF “Smile UA” Charitable Foundation, as well as monthly sessions and one dedicated progress discussion session.

Grant recipients are required to maintain basic documentation related to project implementation and result collection, including:

• change stories;
• photographs;
• feedback letters;
• other supporting materials.

A key requirement is the proper documentation of project results and maintaining evidence of implemented activities.

The Monitoring and Evaluation Department of the CF “Smile UA” Charitable Foundation will provide participants with database templates and related training support.

The grant programme establishes a number of legal and organisational requirements that apply to both applicants and members of the selection committee.

Committee members are required to follow the principles of confidentiality and impartiality and avoid conflicts of interest. If a conflict of interest arises, the committee member must disclose it and refrain from voting on the relevant application.

Applicants have the right to submit an appeal regarding the committee’s decision within five working days after receiving the notification of results. Appeals must be submitted to hotline@posmishka.org.ua and are reviewed independently and confidentially.

Additional participation conditions include:

• participation in the competition constitutes acceptance of all programme conditions;
• applicants are required to attend both online and in-person capacity development training organised by the CF “Smile UA” Charitable Foundation;
• all activities must consider accessibility and security risks related to martial law conditions;
• applicants must guarantee the absence of double funding;
• the competition does not support commercial activities.