Frequently asked questions (FAQ)
- What is the first step in the process of submitting a project/program?
The first step before sending any document is to check the eligibility criteria of your organization and the project you wish to submit as well as the restrictions we apply in terms of financing… For more details, please refer to the page “submit a pro-Jet “on our website.
If you feel that your project meets our eligibility and evaluation criteria and is part of our priority countries and themes, the next step is to send us the identification form and a letter of introduction accompanied by required financial data and, if available, pre-existing ancillary documents that will support your application.
- Can we send a presentation file at any time, is there a deadline?
Presentation files are accepted throughout the year; There is no deadline.
- In what language can we write our presentation file?
Presentation files can be submitted in English or French.
- Can I call the PVF Office to discuss my project/program?
PVF has made a detailed website precisely to avoid any phone at the initial contact stage. Therefore, please refrain from calling or submitting to our offices.
- I’m moving to Geneva, can I meet a representative of PVF?
Due to the large number of requests of this order, no maintenance can be arranged until the initial interest of PVF is established. This depends on the content and quality of the presentation dossier and its annexes mentioned under the tendering procedure. Only these documents can determine whether there is a sufficient degree of convergence to make a potential meeting fruitful for all. Therefore, it is essential that the Foundation has received and studied the project documents before a possible meeting.
- What are the important things to know before submitting a presentation file?
If you intend to submit a presentation file, please refer to the following sections of our website: mission, values, approach, geographical priorities, thematic, selection criteria, restrictions and procedure for project submission.
- What is the standard amount of PVF donations, how much can we ask PVF?
PVF does not give limits of funding per project, the amount of our contribution always dependent on the particularities of the project, the needs and its quality. Please note, however, that, in principle, we favor co-financing.
- Our project/program does not come within the geographical and/or thematic priorities of PVF, can we nevertheless submit a presentation dossier?
Projects outside these priorities may be considered if they respond to the Foundation’s approach.
- We are an NGO with no previous experience with international donors; can we still submit a presentation file?
Our main constraint being the remote monitoring of projects, we can not support NGOs without strong experience of the expectations of international donors.
- We are an international organization with an annual budget exceeding CHF 10 million, can we submit a file of Presentation?
For international organisations with a budget of more than CHF 10 million, only projects or programs eligible for a strong and demonstrable institutional commitment can be qualified. It is considered convincing evidence of such a commitment that, in the absence of obtaining the necessary external funds for the project/program, the Organization has spent a minimum of 2 years in its own funds to finance it, and can demonstrate the quality of the project or program.
- We are a religious organization; can we still submit a presentation file?
Denominational organizations are allowed to apply for funding if the proposed project targets segments of the population that are unrelated to their religious affiliation, while meeting our other criteria.
In any case, you must consult our website and in particular the pages eligibility criteria, restrictions and evaluation criteria, before submitting your application.
- Does the Foundation have a special format for presentation files?
There is no standard format for a presentation folder. Please visit our website for more information on the content and contents of the letter. Also, PVF has no standard format for budgets, but guidelines and templates are found on our website.
- What is the length/size of an introductory letter?
A letter of introduction must not exceed +/-5 pages, not including the financial data required and other relevant supporting documents.
- Where should we send our file?
The files and their annexes are to be addressed by email only, visit “Contact” on our webiste.
- We sent our introductory letter, and now what happens?
PVF acknowledges receipt of your introductory letter. PVF strives to respond as quickly as possible to new requests, the study of a letter of introduction and its accompanying documents may take up to 6 – 8 weeks.
- Can I call the PVF Office to find out the fate of my introductory letter?
Due to the large volume of submissions we receive, we cannot respond to phone calls from applicants wishing to know the follow-up to their introductory letter.
- We sent our introductory letter now 6 weeks ago and we are still waiting for a response from PVF, what should we do?
Without news from us after 6 weeks, do not hesitate to raise us by email to get information.
- What happens if our introductory letter is refused by PVF?
If, after reviewing your introductory letter, the Foundation concludes that no prospect of funding is possible, it will let you know by email. Due to the large number of non-selected bids, PVF regrets not being able to provide detailed and individualized explanations for each of them. However, as far as possible, we are trying to briefly indicate why a letter of introduction does not merit a more thorough study.
- Our project/program concerns the geographical and/or thematic priorities of PVF, I do not understand why my introductory letter was refused?
Other considerations of a qualitative nature compared to other applications also have an impact on the outcome of a bid, even if it seems to fully correspond to the PVF’s priorities.
- What happens if our introductory letter is selected by PVF?
You will be invited to submit a complete project proposal; you will then receive all the information necessary for the continuation of the procedure. However, please note that at this stage an invitation to submit a full proposal does not mean that PVF is committed to funding your initiative.
- How long does it take to study a complete proposal?
Depending on the complexity of the project, the study of a complete proposal may take 3 to 6 months (or even more, in some exceptional cases).
- Does PVF take into account the indicators of a project/program?
Experience proves that the results indicators (output and outcome) and impact, as well as the associated data collection methodology, are very often the main theme of trade during the complete project study phase. It is common for additional explanations, or even reformulation work, to be necessary.
- Does PVF contact third parties during the project study?
We reserves the right, at all times, to obtain the opinion of third parties on the introductory letters or complete proposals submitted to it.
- What happens if the full proposal is refused by PVF?
If after reviewing your complete proposal, the Foundation concludes that no prospect of funding is possible, it will let you know by email. Due to the large number of non-selected bids, we regrets not being able to provide detailed and individualized explanations for each of them. That being said and as far as possible, we try to briefly indicate why a full proposal has not been selected.
- What happens if the full proposal is endorsed by the PVF’s Secretariat?
Complete project proposals are submitted to the Foundation Board. All grants must be approved by our Board.
- How Board meetings per year ?
Our Board meets 4 times a year.
- What are the dates of the next Board meetings?
The dates of the Board meetings are not disclosed.
- My project/program has been studied for months by PVF, also I do not understand why it was refused by the Board of the Foundation?
Our funds are limited in relation to the large number of quality requests that reach us, the projects selected, to be submitted to the Board, are in fact put in competition for their final approval. Regardless of the amount of discussions or the duration of the study phase of a project we are never able to guarantee a favorable outcome.
- My project/program has been approved by the Board, what is happening now?
Following the acceptance of a new project by the Board, a partnership agreement explaining, among other things, the expectations of PVF in relation to narrative and financial reports, is sent in the following month. This agreement must be duly signed before any transfer of funds.
- Are PVF payments made in instalments over time?
Payments are made in instalments, which depend on the reception and approval of the narrative and financial reports of the project, as requested in the partnership contract.
- What is usually the frequency of the reports requested by the Foundation?
As a general rule, we requests reports every 6 months. In the event of co-financing, we try to align ourselves with the timetable of the reports requested by the other donors of the project, in order to avoid unnecessary duplication and excessive administrative burdens.
- Does the Foundation have its own format for narrative reports?
We do not have a standard format for the drafting of narrative reports. In fact, we prefer to allow our recipients the opportunity to express themselves freely or to use relevant pre-existing documents, written for internal use or by following the standard form of another project donor. However, the PVF recipients are required to ensure that there are detailed information on the indicators selected by PVF.
- Does the Foundation have its own format for financial reporting?
Similarly, we do not have a standard format for the drafting of financial reports. However, our recipients should keep the same presentation and the same headings when drafting the financial reports as the project budget which was accepted by our Board and which is attached to the partnership agreement.
- How does the Foundation evaluate the progress / results of a project?
During a project, we can call on experts or specialists from various fields to obtain their opinion on the content and quality of the reports received. Therefore, the scrutiny and study of a report can sometimes take more than a month. The identity of these reference professionals is obviously not disclosed. The Foundation may, at any time, visit or show the project in order to assess its quality.
- Does a representative of the Foundation make a visit to the project/program or are external consultants mandated?
We reserve the right to verify, at any time, the smooth running of the project and the manner in which the funds are used, through field visits, audits or any other means deemed appropriate through joint evaluations with other organizations co-financing the project, contacts with external experts or consultants.