15 Apr 2019
APPROVAL COMMITTEE FOR SMALL PROJECT AND SUPPORT FUND (SPSF)
TERMS OF REFERENCE
BACKGROUND
The Small Project and Support Fund (SPSF) is a project funded by Bread for the World (BftW) to support small local initiatives that are made up of committed and dedicated people who may belong to any of these structures: self-help groups, community based organizations (CBO’s), faith based organisations (FBO’s) or smaller non-governmental organisations (NGO’s), small local networks and their members working within their vicinity and context to improve the lives of the marginalized. The BftW partner organization the AIDS Foundation of South Africa (AFSA) is the administrative partner “central project holder” (CPH) of the Small Project and Support Fund and oversees the program autonomously based on criteria which have been mutually agreed on with BftW. Funding will be channelled through AFSA as the CPH.
The SPSF aims to empower communities to act and participate in their own development through actions that are designed, implemented and owned by the communities themselves from which they will directly accrue benefit. It will target grass root initiatives that are known in their communities, 25% of which must be female led. For this pilot phase the SPSF will run for 3 years. The maximum duration for each supported project or activity will be 1 year. The SPSF has 2 components:
Component 1 aims at supporting small projects in Kwa Zulu Natal, Mpumalanga, and Eastern Cape provinces. The maximum number of organisations that can be supported under component 1 in each year of the SPSF is 10. The maximum grant amount for component 1 is 150.000 ZAR per funded applicant. There are no thematic focus areas.
Component 2 focusses on legal support, mobilization and emergency support with regards to activities to protect human rights. The maximum number of organisations that can be supported under component 2 in each year of the SPSF is 5. The maximum grant amount for component 2 is 75.000 ZAR per funded activity. There are no geographical focus areas.
OBJECTIVES OF THE SPSF
- To support the sub recipients to successfully implement their self-initiated development ideas and projects.
- To build the capacity of the sub recipients to gain competence and experience in implementing their self-initiated products.
- Equip the sub recipients with networking skills in order for them to be able to network with other actors in the field.
EXCLUSIONS
- Any organisations that are currently being supported and funded by AFSA will not be eligible to apply for funds from the SPSF.
- Organisations that are part of government structures/linked to government cannot be funded.
- Organisations that are already being financed by BftW cannot be supported through the SPSF.
- Any project that requires a ‘top up’ to an existing project will not be eligible for funding.
- Organisations with more than R1.5M ZAR annual budget will not be eligible to apply.
- Only organisations that fall within the geographic locations mentioned in Component 1 (KZN, EC and Mpumalanga) can apply for consideration.
ESTABLISHMENT OF THE APPROVALS COMMITTEE
Establishment of the Approvals committee is critical for the SPSF as it will serve as an independent body that will assess, recommend and decide on the approval or the non-approval of sub recipient’s applications. The committee members should be; experts of the programmatic focus of the SPSF are representatives of civil society, churches or other local authorities. The committee members must possess skills and experience in one or more of the following areas: Community Development, Corporate governance in NPO sector, Financial Management, Strategic Planning, and Project Management. A background in the Faith Based sector will be an added advantage. The candidates must also possess high personal and ethical standards. Members of the Approval’s committee will only serve for a limited period only and not permanently.
ROLES AND RESPONSIBILITIES OF THE APPROVALS COMMITTEE
- Understand the goals, objectives and desired outcome of the SPF.
- Understand and represent the interests of the SPSF and its stakeholders
- Take a genuine interest in the SPSF’s outcome and overall success
- Review the expression of interests that have been received from the potential sub recipients by the set deadline and not any later
- To approve a shortlist of the sub recipients that meet the assessment criteria
- Evaluate the received proposals using AFSA’s standardized funded applicant’s tool
- Offer their expertise and guidance during the assessments as required
- Approve the appointment and awarding of the chosen organizations
COMMITTEE MEMBERS CODE OF CONDUCT
- Remain objective and impartial in all decision making.
- Have no conflict of interest with AFSA and BftW donor.
- Declare any interest that they have in such organisations on a case-by-case basis and should recuse themselves from any discussions where there is an association.
- Not interfere in the operational requirements of the SPSF.
- QUORUM AND DECISION MAKING
- During the decision making process if the Approvals Committee is un-able to agree on a decision then mitigating circumstances will have to be considered by an observer from Civil Society.
FREQUENCY OF MEETINGS
Meetings will be held at the induction of the approvals committee and at the beginning of each new project year (Apr/May 2019, Apr/May 2020, Apr/May 2021) for the selection and approval of the organisations to be funded under component 1. There after approval may be sought using Skype or teleconference meetings at other times. Any other ad-hoc meetings that may need to be held will be communicated well in advance. For component 2 the meetings will have to be determined upon receipt of the first round of approvals. Where possible the meetings for component 2 should be combined with the meetings for component 1 but also ad-hoc meetings via skype or teleconferences might be necessary.
EXPENSES
AFSA shall pay for all reasonable expenses (travelling) that will be incurred by the members of the Approvals Committee at any particular time in relation to their attendance of the meetings.