The Pro Victimis Foundation (PVF) provides grants for projects that advance its mission “to bringing about lasting changes in the lives of the most vulnerable communities in developing countries, by supporting primarily the victims of forgotten or unrecognized disasters (extreme forms of exploitation, chronic consequences of armed conflict, natural or industrial disasters, etc.) who receive little or no attention. Today, its activities include those population groups which are most exposed to the consequences of conflict, exploitation, discrimination and injustice, we endeavors to help them regain their rights and dignity, obtain compensation and recover their autonomy”.

SUBMIT A PROJECT

Projects submitted to the Pro Victimis Foundation (PVF) are in open competition. The different stages described below will enable you to determine whether your project matches our geographical focuses and program areas and what information we request.

Please note, that regardless of the number of exchanges or the length of a project review, the Secretariat is never in a position to guarantee a positive outcome since all final decisions are taken by the Board of Trustees.

Letters of inquiry are accepted throughout the year; there are no deadlines.

We strongly recommend, before considering an application, to carefully read all the information presented on our website and in particular the criteria below.

1. SUBMIT AN APPLICATION

A. Our eligibility criteria

PVF supports initiatives aiming at restoring or giving greater autonomy to the most vulnerable communities or segments of the population in developing countries. Priority is given to projects whose beneficiaries are the victims of forgotten or unrecognized disasters (extreme forms of exploitation, chronic consequences of armed conflict, natural or man-made disasters, etc.).


Our program areas

  1. Recognition of victims’ rights
  2. Violence against women.
  3. Integration of the disabled

Our geographical focus:

Africa Asia America
Algeria
Burundi
Liberia
Morocco
Rwanda
Sierra Leone
Cambodia
Laos
Nepal
El Salvador
Guatemala
Nicaragua

 


Other criteria:

  1. Meet the overall mission and values of the Foundation;
  2. Meet its geographical focus and program areas;
  3. Offer a potential systemic effect;
  4. Be set up by a national or an international NGO having recognized expertise and a proven track record, and bearing direct responsibility;
  5. Spark little interest from donors owing to the subject matter of the project / program;
  6. Have a prior history of international funding;
  7. PVF supports a variety of time-bound projects: operational costs, general / core costs, technical assistance, capital costs, including construction, renovation, or equipment, etc. In exceptional cases and only when positive medium / long-term perspectives are deemed likely, covering existing deficits, seed granting, and loans may be considered.

For international organizations with an annual budget exceeding 10 million Euros: only projects / programs for which a strong institutional commitment can be demonstrated are eligible. The most convincing evidence of such commitment is if having failed to raise the required funds, the grant-seeker has used its contingency fund to finance the project.


Our restrictions:

PVF does not fund (non-exhaustive list):

  • Emergency relief activities in the wake of a disaster (natural or man-made);
  • Projects related to disaster situations with broad media coverage;
  • Organizations with no prior experience of international donor funding, unless the project is carried out in partnership with a more experienced organization;
  • Activities wholly dependent on permanently international funding, at a cost disproportionate to the context;
  • Programs / projects with partisan political objectives;
  • Religious activities or programs serving specific religious groups or denominational groups. Nevertheless, faith-based organizations can apply for funding if the proposed project targets segments of the population that are not related to their religious affiliation, while meeting our other criteria.
  • Fundraising campaigns or events.
  • Scholarships, fellowships, etc.
  • Individuals and / or personal projects (e.g. films, photography or video projects, research, books, etc.).

 


B. Application process

Step 1

Download the below document

(if the PDF is not downloaded automatically, then right click on the new page and selected “save as….”).

Step 2

Complete and send us by e-mail your application file which must contain the completed identification form and the letter of inquiry presenting your organization and your project succinctly. The letter of inquiry can only be submitted in English and French.

An acknowledgement of receipt is sent by the Foundation team after receiving your application.

Six to eight weeks are required to review applications before receiving an answer. There is no need to telephone or write before this delay up. The Foundation can, at any time, obtain the advice of third parties on the application file.

To send us your application file, click here.

 

Step 3

After reviewing your file, the foundation will inform you if it intends to follow up on your application. At that moment, you will be invited to submit a complete project proposal; You will then receive all the information necessary to continue the procedure. However, please note that an invitation to submit a full proposal does NOT mean that PVF will fund your project.

You will be informed by email if PVF cannot support your project. Due to the large number of unsuccessful applications, we are regrettably not in a position to provide detailed, individual feedback on grounds for rejection. Insofar as possible, we will briefly state why an inquiry letter failed to be selected for further review.

2. OUR ASSESSMENT CRITERIA

All of the following criteria may not underpin every project, but they reflect PVF’s overall approach in making funding decisions and building partnerships, in accordance with its mission, geographical focus, program areas, and guiding principles. As the Foundation seeks to distribute its support as fairly as possible, some internal considerationsthat are not made public, may also influence the outcome of an application, even if it is apparently fully in line with our priorities and criteria.

Furthermore, our yearly budget disbursements are limited, and we receive a very large number of worthwhile project proposals, therefore applications which are preselected for Board submission are in open competitionfor final approval. In addition, regardless of the number of exchanges or the length of a project review, the PVF Secretariat is never in a position to guarantee a positive outcome.

During the project proposal review, PVF will pay special attention to the following aspects:

The Applying Organization:

  • The knowledge and expertise of the applicant/operator, both in the geographical context and in the proposed field of activity.
  • The ability of the operator to provide a complete but concise overview (including financial) of its overall activities and to describe how the proposed project fits into this broader framework. PVF is always more interested in understanding the “big picture” rather than having a “segmented / fragmented vision” of the situation.
  • In relation to the saying (by Nicolas Boileau), “well thought-out ideas are those that are explained clearly”, the operator’s ability to formulate its project and budget coherently and precisely.

The Projector program

  • The local anchoring of the project, including the involvement of local communities and local partners in the drafting, development and implementation of the project.
  • Women’s role in the project, especially their inclusion in decision-making and project management;
  • The extent to which the project focuses on the root causes of the problem;
  • The long-term impact of the project, which should propose lasting solutions by strengthening local resources and making a significant, measurable change in terms of usefulness and social relevance;
  • The leverage and multiplier potential of the project / program.
  • The upscaling and replicability of the project / program.
  • The sustainability and durability of the project / program.

The Budget:

  • The budget’s coherence and adequacy with both the proposed activities and the local context.
  • The mobilization of financial support from several sources (co-funding).

The Evaluation:

  • Prospects for evaluating the results, output, outcome and impact, based on the quality of indicators and the reliability of the means of verification.
3. FREQUENTLY ASKED QUESTIONS (FAQ)
  • Application process, see questions 1 to 24
  • Project/program follow-up, see questions 25 to 35

 

  1. What is the first step in the application process?

The first step before sending any documents is to verify the eligibility criteria for your organization and of the project you wish to submit as well as our funding restrictions. For further information, please refer to the page Application processon our website.

If you consider that your project meets our eligibility and evaluation criteria and fits with our geographical focusand program areas, the next step is to send us the completed identification form and the letter of inquiryalong with the necessary financial informationand, if available, relevant existing documentsin support of your application, as described on our website.

  1. Can I send a letter of inquiry at any time? Is there a deadline?

Letters of inquiry are accepted throughout the year; there are no deadlines.

  1. In which language can I write my letter of inquiry?

Letters of inquiry may be submitted in English or French.

  1. Can I call the office of PVF to discuss my project / program?

Our website exists precisely to avoid phone calls (or email enquiries) during the initial steps of an application, so please do not telephone or visit our office.

  1. I’m coming to Geneva; can I meet a representative of PVF?

Due to the very large number of similar requests, no meeting can take place prior to establishing whether there is sufficient initial interest on the part of PVF. This in turn depends on the content and quality of the letter of inquiry and accompanying documents described in the application process. Only these documents can tell us whether there is a sufficient degree of convergence to make a potential meeting fruitful for all. The Foundation must therefore first receive and reviewed the application file beforeany meeting.

  1. What should I look at before sending a letter of inquiry?

If you are considering sending a letter of inquiry, please consult the following sections of our website: mission, values, approach, geographical focus, program areas, selection criteria, restrictionsand application process.

  1. What is the amount of funding available from PVF? How much is a typical grant? How much can we request?

There is no specific range of funding. The amount of our grant always depends on the project’s characteristics, needs and quality. Please note, however, that we favour co-funding in general.

  1. My project / program is NOT in PVF’s geographical focus or program areas. Can I still submit a letter of inquiry?

Projects outside these priorities may be taken into consideration if they are consistent with the mission, values, approachof the Foundation.

  1. We have no prior experience of international funding; can we still submit a letter of inquiry?

One of our constraints is the remote monitoring of projects, so we cannot fund NGOs without a strong prior experience of international donors’ expectations.

  1. We are an international organization with an annual budget exceeding 10 million euros; can we still submit a letter of inquiry?

For international organizations with an annual budget exceeding 10 million Euros, only projects / programs for which a strong institutional commitment can be demonstrated are eligible. The most convincing evidence of such commitment is if having failed to raise the required funds, the grant-seeker has used its contingency / reserve fund to finance the project for over 24 months and can provide undisputable evidence of the project / program’s quality.

  1. We are a religious organization; can we still submit a letter of inquiry?

Faith-based organizations can apply for funding if the proposed project targets segments of the population that are not related to their religious affiliation, while meeting our other criteria.

  1. Does PVF have its own format for letters of inquiry?

PVF has no standard format for letters of inquiry. Please visit our website for more information on the content of letters of inquiry. Likewise, PVF has no standard format for budgets, but guidelines may be found on our website.

  1. How long should the letter of inquiry be? How many pages?

Letters of inquiry should not exceed 5 pages, not counting the financial informationand other supporting documents.

  1. Where should I send my letter of inquiry?

Your application file (identification form and letter of inquiry) and accompanying documents should be sent by email. Our contact details are on our website. There is no needto additionally mail a hard copy of the documents by post.

  1. We have sent our letter of inquiry; what happens next?

PVF acknowledges receipt of all application files. Our team strives to respond swiftly, meanwhile the review process for application files can take up to 6 to 8 weeks.

  1. Can I call the Foundation about the status of my letter of inquiry?

Due to the large volume of applications we receive, we cannot respond to phone calls from applicants requesting status updates on a submitted letter of inquiry.

  1. I have been waiting for 8 weeks for a reply from PVF concerning my letter of inquiry; what should I do now?

If you do not hear from us after 8 weeks, please do not hesitate to get in touch by emailfor further news.

  1. What happens if my letter of inquiry is rejected by PVF?

If, as a result of our review, the Foundation concludes that there is no prospect of PVF funding, you will be notified by email. Due to the large number of unsuccessful applications, we are not in a position to provide detailed, individual feedback on grounds for rejection. Insofar as possible, we will briefly state why an inquiry letter failed to be selected for further review.

  1. My project / program fits in with the geographical focusand/or program areasof PVF, so why was my letter of inquiry declined and my project refused?

Some internal considerations relating to the content and quality of theapplication filein relation to other applications, may also have an impact on the outcome of an application, even if it fully corresponds with PVF’s priorities and criteria.

  1. What happens if my letter of inquiry is selected for further review?

You will be invited to submit a full project proposal (i.e. a formal grant proposal)and you will be provided with all the necessary information to complete the process at that stage. Please note that an invitation to submit a full proposal is NOTan indication of PVF’s intention or commitment to award a grant.

  1. How long does it take to review a full proposal?

Depending on the complexity of the project. it may take an additional 3 to 6 months (in exceptional cases, even more).

  1. Does PVF take project/program indicators into account?

Experience shows that indicators of outcome and impact, as well as the associated data gathering methodology, are most often the critical topic at the review phase of the project. Often, additional explanations or even rewording work are needed on the application file.

  1. Does PVF contract third parties during the review process?

During the review process, PVF may contact third parties for appraisal / evaluation of the project.

  1. What happens if the full proposal is refused by PVF??

If, as a result of our review, the Foundation concludes that there is no prospect of PVF funding, you will be notified by email. Due to the large number of unsuccessful applications, PVF is regrettably not in a position to provide detailed, individual feedback on grounds for rejection. Nevertheless, if time allows, we will do our best to briefly state why a full proposal failed to be selected for further review.

  1. What happens if the full proposal is endorsed by the PVF secretariat?

Complete project proposals are submitted to the Foundation’s Board. All grants are approved by the Board of Trustees.

  1. How often does the Board meet?

The Board of Trustees meets 3 to 4 times a year to approve grant requests.

  1. When does the Board meet next?

Dates of Board meetings are not made public.

  1. PVF studied my project / program for months, so why was it refused by the Board?

Our funds being limited in relation to the large number of worthwhile inquiries we receive, full project applications selected for Board submission are always in open competition for final approval. Regardless of the number of exchanges or the length of a project review phase, we are neverin a position to guarantee a positive outcome.

  1. My project / program was approved by the Board, what happens next?

If the Board approves a new project, a Partnership Agreement detailing PVF’s expectations in terms of narrative and financial reporting will be sent – usually within a month – and must be signed before any funds can be transferred.

  1. Does PVF make payments in instalments?

Payments are always made in instalments, subject to receipt and approval of progress reports, both narrative and financial, as specified by the Partnership Agreement.

  1. What is the usual reporting frequency?

As a rule, PVF requests half-yearly reports.

In the event of co-financing, it attempts, as far as possible, to align itself with the reporting timetable of the other donors of the project, in order to avoid unnecessary duplications and excessive administrative burdens.

  1. Does PVF have its own format for narrative reports?

The Foundation does not have a standard narrative reporting format, preferring to offer grantees the possibility to express themselves freely or to use relevant documents drafted for internal use or following the standard form of another donor of the project. Grantees should nevertheless make sure to provide detailed information on the agreed indicators as attached to the Partnership Agreement.

  1. Does PVF have its own format for financial reports?

Similarly, the Foundation does not have a standard financial reporting format. However, grantees are requested to use the same presentation and line items for financial reporting as the project budget which hasbeen accepted by the Board of Trustees and which will be attached to the Partnership Agreement.

  1. How does the Foundation evaluate the progress or results of a project?

During a project, PVF may consult experts in various fields (health, construction, etc.) for an appraisal of the content and quality of the reports received. As a result of this scrutiny, the study of a report can take over a month. For obvious reasons, the identity of these experts is not shared. Likewise, the Foundation may at any moment make or arrange for visits to the project with a view to evaluating project quality.

  1. Does PVF make visits to the program or contract external consultants?

The Foundation may verify, at all times, the implementation of the project / program and the disbursements of funds by on-site visits, audits, joint evaluations with organizations which are co-funding the project or any other appropriate means deemed necessary including, but not limited to, contacts with experts or external consultants.

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