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”.

I. Application process

Projects submitted to the Foundation are in open competition. The different stages described below will enable you to determine whether your project matches the Foundation’s geographical focuses and program area and what information to provide to Pro Victimis. The point should be made that regardless of the number of exchanges or the length of a project review phase, the PVF Secretariat is never in a position to guarantee a positive outcome. All final decisions are taken by the Board of Trustees.

A. VERIFY YOUR PROJECT’S ELIGIBILITY

The Pro Victimis Foundation (PVF) primarily supports projects which form part of its mission, fit in with its values and approach, and are consistent with its geographical focus and program areas. This is why it is essential, before considering an application, to carefully read all of the information presented on the Foundation’s website.

For further information on our eligibility criteria, restrictions and evaluation criteria, please download the following PDF document :

B. DRAFT A LETTER OF INQUIRY

IF, after carefully reading the material on our website and examining our criteria, you consider that your organization and your project fit our expectations and funding priorities

AND

IF you do not yet have a full project proposal to submit to us (for example, one that you have already prepared for other donors)

We suggest that you send us a letter of inquiry briefly presenting your organization and your project. This introduction will enable the PVF staff to determine the relevance of the proposed project in relation to the Foundation’s programs and priorities and adequately advise the applicant on subsequent steps.

Letters of inquiry are accepted on a rolling basis; there are no deadlines.

They may be submitted in English or French. PVF generally replies within six weeks of receiving a letter of inquiry. There is no need to telephone or write before the six weeks are up.

The Foundation reserves the right at all times to consult third parties on letters of inquiry.

For more information on the content of a letter of inquiry and how to send information, please download the following PDF document :

C. PROVIDE A COMPLETE PROJECT PROPOSAL

IF, after carefully reading the material on our website and examining our criteria, you consider that your organization and your project may fit within our expectations and funding priorities

AND

IF you already have a full project proposal,

OR

IF, after reading your letter of inquiry, PVF preselects it and asks you to submit a full project proposal,

You will be invited to submit a document which presents your project in detail and includes both relevant indicators and an exhaustive budget for studying your initiative in greater depth.

An invitation to submit a full file is not an indication of PVF’s intention or commitment to award a grant.

Depending on the complexity of a project, a full proposal review may take an additional three to six months (in exceptional cases, even more).

Often additional explanations or redrafting are necessary. Experience shows that indicators of outcome and impact, as well as the associated data gathering methodology, are most often the critical topic during the study of a project.

It should also be noted that the Secretariat is tasked with preselecting the best project proposals. These are then in open competition when they are submitted to the Board of Trustees. Only the Board may award funding for a project.

The Board of Trustees meets three times a year (dates of Board meetings are not made public). The Foundation reserves the right at all times to consult third parties on project proposals.

For further information on the procedure as a whole, the content of a project proposal and how to send information, download the following PDF document :

II. Project implementation

Projects submitted to the Foundation are in open competition. The different stages described below will enable you to determine whether your project matches the Foundation’s geographical focuses and program area and what information to provide to Pro Victimis. The point should be made that regardless of the number of exchanges or the length of a project review phase, the PVF Secretariat is never in a position to guarantee a positive outcome. All final decisions are taken by the Board of Trustees.

1. SIGNATURE OF A PARTNERSHIP AGREEMENT

SHOULD the Board approve the 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.

2. PAYMENT OF PVF’S CONTRIBUTION AND REPORTING

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

2) As a rule, PVF requests half-yearly reports. In the case of co-financing, it does its best to align itself with the reporting calendar of the other project donors, in order to avoid unnecessary duplication of efforts and excessive administrative burdens.

3) The Foundation has no standard narrative reporting format, preferring to offer grantees an opportunity to express themselves freely or to use relevant documents drafted for internal use or following the standard form of another project donor. Nevertheless, grantees should make sure to provide detailed information on the agreed indicators, as the Partnership Agreement is usually accompanied by a list of indicators.

4) Similarly, the project budget, as accepted by the Board of Trustees, will also be attached to the Partnership Agreement. To facilitate comparison, grantees are asked to use the same presentation and line items for financial reporting.

5) The Foundation reserves the right at all times to verify project performance and fund use, by on-site visits or any other appropriate means.

Additional documents to download :

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