Submitting a project

There are calls for proposals regarding Deployment projects, which only already certified organisations may take part in, plus calls for Capacity Building and Technical Assistance projects, also open to non-certified organisations, for participation in competence-strengthening projects in the humanitarian sector and management standards regarding the volunteers required. Two types of call for proposals are periodically published on the official EACEA page.

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Capacity Building e Technical Assistance

Within the context of the EU Aid Volunteers initiative, the European Union supports action to strengthen the competences of sending organisations (with headquarters in EU member states) and of hosting organisations (in non-EU countries) with the aim of improving skills, the local response to humanitarian crises and correct volunteer management by the EU. The Technical Assistance and Capacity Building actions respond to the competence reinforcement needs identified within European and local organisations in order to be awarded EU Aid Volunteers certification.

With a minimum of one call for proposals per year, EACEA has specific funds to allocate through a call open to potential sending and hosting organisations to strengthen the standards required by certification and action implementation in the humanitarian sector. The relative guidelines contain detailed information on the aims of the call, eligibility criteria, budget details and timescales. For instance, please consult https://eacea.ec.europa.eu/sites/eacea-site/files/instructions_for_completing_the_application_package_2018.pdf. A consortium of partner organisations involved in the proposal has to be created in order to send a candidacy. Each of the organisations must possess its own PIC. The partnership must be transnational and include:

  • at least 3 organisations from different nations, these being only EU member states in the case of Technical Assistance.
  • at least 2 sending organisations from two different EU member states and 2 hosting organisations from two different countries in the case of Capacity Building projects.

The coordinating organisation must have at least 3 years’ experience in the humanitarian sector (as well as at least one European partner and a hosting organisation in the case of Capacity Building projects) and in volunteer management . The 3 years in volunteer management may be testified to also by one of the project partners.

The entire call-for-proposal package may be downloaded from the EACEA website, and is made up of:

  • Application form (eForm).
  • Budget details/Indicative breakdown/Operational capacity/Financial capacity.
  • Declaration on honour (signed only by the consortium’s coordinating organisation)
  • Mandate.

As with certification, the online eForm must be created and filled out, attaching the required documentation. All the documents must be supplied in an official EU language understood by all the consortium members.

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The eForm is made up of seven different sections

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Parts A and B

Information regarding the coordinating organisation, the partners and their role in the project.

Part C

Project description (timescales, budget, project summary).

Part D

Project relevance (aims, needs assessment, method, problems and solution finding, indices for gender, age and resilience).

Part E

The quality of project design and implementation (intervention logic, indices, work plan, assumptions, risks, quality control, cost efficiency).

Part F

Impact and dissemination.

Part G

Quality and relevance of the partnership and cooperation agreements.

Once the eForm has been submitted, an automatic reference number is received, along with a notification message to the registered email address.

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Deployment

Within the context of the EU Aid Volunteers initiative, the European Union offers volunteering opportunities in the humanitarian sector which enable professional growth and strengthening of competences, besides contributing to EU solidarity action.

 

The Deployment call for proposals enables certified organisations to implement projects that involve the selecting, training and sending of volunteers; it enables hosting organisations to draw on volunteers in humanitarian aid projects, improving the resilience of vulnerable communities hit by disaster.

DEPLOYMENT CALLS FOR PROPOSALS

Each year EACEA opens at least one call for Deployment projects that aim to include volunteers in humanitarian aid provided outside of EU contexts. The relative guidelines contain detailed information on the call aims, eligibility criteria, budget details and timescales. https://eacea.ec.europa.eu/sites/eacea-site/files/instructions_for_completing_the_application_package_2.pdf  

A consortium of partner organisations has to be created in order to submit a project proposal. Each organisation must possess its own PIC (obtained during certification). The project should involve only certified organisations or those that have applied for certification within the date set out in the guidelines. In addition, partnerships must be transnational and involve at least 2 sending organisations from two different EU member states and 2 hosting ones. The consortium may also include associate organisations that contribute to achieving the project aims without directly sending volunteers

 

Only sending organisations may be consortium coordinators at the time of submitting the project proposal. The entire call-for-proposal package may be downloaded from the EACEA website, and is made up of:

  • Application form (eForm)
  • Budget details/Indicative breakdown/Operational capacity/Financial capacity
  • Declaration on honour (signed only by the consortium’s coordinating organisation)
  • Mandate

All the documents must be supplied in an official EU language understood by all the consortium members. Volunteers may only be sent to third countries present on the guidance list drafted and published by EACEA before each call for proposals, while they may not carry out volunteering activities in countries with armed conflict in progress. One of the eligible activities possible under Deployment projects is an apprenticeship period for junior volunteers at the sending organisation’s offices.

 

Among funded activities are: projects for the selection, preparation and, if pertinent, sending of volunteers to third countries; action to strengthen organisations’ capacities, to make the most of synergies and complementarity between all the operations funded by the European Union; activities promoting and communicating European Union principles; other training opportunities.

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Creating Partnerships

The EU Aid Volunteers initiative provides for the funding of Deployment, Capacity Building and Technical Assistance projects only for consortiums of sending and/or hosting organisations for the purposes of strengthening the competences and capacities of the organisations involved, and to ensure the effective achievement of the proposed project activities

The eligibility of the organisations within a consortium depends on the project being submitted. Those who may take part in Deployment projects are:

  • Certified sending and hosting organisations
  • Sending and hosting organisations that have applied for certification before the deployment project deadline (nonetheless selection for the project is subject to a successful outcome of the certification process)
  • Other organisations specialised in any area relevant to the project aims and/or actions, contributing their specific competences
  • Associates (these may be unrelated to the European Commission)
Instead, in the case of Technical Assistance and Capacity Building projects, besides the above-listed partners, organisations wishing to complete the certification process may also take part.   If you are seeking a partner to create a consortium, consult the list of already certified sending and hosting organisations on the EACEA website. In fact, once certification has been awarded, an organisation joins a database published on the EACEA website, and this enables users to know of successful members and form partnerships while taking into account the requirements and principle set by Standard 6.

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