UNDEF | FAQs?

UNDEF Frequently Asked Questions (FAQs)

If you do not find your answer below or in the UNDEF project application guidelines
please contact UNDEF at democracyfund@un.org.

ABOUT UNDEF
What are UNDEF's objectives?
The primary purpose of the Fund is to promote democracy throughout the world by providing assistance to projects that consolidate and strengthen democratic institutions and facilitate democratic governance. The Fund complements and builds upon current UN efforts, programmes and projects and ensures an integrated, coherent, and demand-driven approach. Furthermore, the UN’s efforts to promote democracy are inseparable from its broader work for security, development and human rights.

Does UNDEF endorse one specific model of democracy?
No, the Fund does not support a single model of democracy. As echoed in the World Summit's Outcome Document (2005), as democracy is one of the “universal and indivisible core values and principles of the United Nations”, it is not “owned” by any a single country or region, not does it follow one particular model.

Why was UNDEF established?
Democracy and democratization have long been part of the UN's overall agenda, as reflected in many UN documents including the Universal Declaration of Human Rights (1948), the Agenda for Democracy (1996) and the Millennium Declaration (2000) which put emphasis on popular participation in governance.

Specific entities of the UN System have been explicitly addressing these issues for some time, notably the UN Department of Political Affairs, the UN Office of the High Commissioner for Human Rights and UN Development Programme.

In the wake of the UN reform, the wish to re-emphasize the importance of this issue and further develop efforts in this regard was materialized in the Secretary-General proposals to the 2005 World Summit. One of these proposals was the creation of the Democracy Fund at the United Nations, which was welcomed by Member States.

How does UNDEF work with other UN entities?
The Fund attempts to complement existing activities, and respond to requests that go beyond the reach of existing mechanisms. It works closely with other UN bodies to ensure coordination.

In order to do so, one of the key actors of the UNDEF’s governance structure is the Programme Consultative Group (PCG). The PCG is composed of representatives from
the UN Department of Political Affairs, the UN Department of Peacekeeping Operations, the UN Development Fund for Women, the UN Development Programme, the UN development Group, the UN Office on Drugs and Crime and the UN Office of the High Commissioner for Human Rights giving substantive and scientific advice to the UNDEF Office and the Advisory Board on project proposals and funding criteria.

What are the sources of UNDEF's funding?
UNDEF is a voluntary fund, established as a Trust Fund by the Secretary-General under the UN Financial Rules and Regulations. For an updated version of the current funding, please refer to the Financial Contributors section of the UNDEF website.

Is UNDEF's funding subject to conditionality?
No, UNDEF will regularly call for proposals and these will be selected and decided on their merits. The Project Proposal Guidelines, however, specify certain eligibility criteria for funding and underline specific considerations also taken into account while selecting the received project proposals.
UNDEF aims at supporting action-oriented projects that promote democracy and whose outputs would strengthen, for instance, the relations between Civil Society and Governmental Bodies, the inclusion and participation of marginalized segments of society and vulnerable groups, or foster South-South cooperation.
On the contrary, UNDEF gives low-priority to activities where a substantial part of the budget covers institutional recurrent costs and/or personnel costs, official/UN travel and/or conference services, or research activities.

For more detailed information, please refer to the Project Proposal Guidelines available from this website at http://www.un.org/democracyfund/Docs/3rdRoundApplicationGuidelines.pdf.

Could UNDEF funding be used as a tool for political interference?
The purpose of the Fund is to build capacities for democratic governance, especially at the country level. This can only be done effectively in a supportive institutional environment. Activities funded by the UNDEF will not be imposed on a country. The approach will be one of cooperation and support.

What are the organizational arrangements for UNDEF?
The Democracy Fund has its own Executive Head and staff. The Executive Head reports directly to the Advisory Board on substantive matters and reports to the Executive Director of UN Office for Partnerships for administrative purposes.

UN Office for Patnerships provides the necessary administrative and financial support in a cost-effective way.

Who can submit project proposals to UNDEF?
A wide range of democracy and governance actors can submit a project to the UNDEF: National and International Non Governmental Organisations and Civil Society Organisations, National, regional and local governments and public institutions, Independent and Constitutional Bodies, UN Departments, Agencies, Funds and Programmes, Global and regional inter-governmental bodies, organizations and associations

More detailed information on funding priorities and on how to submit project proposals is available in the Project Proposal Guidelines.

For more detailed information, please refer to the Project Proposal Guidelines available in the “Programming Documents” section of this website.

Where is UNDEF located?
UNDEF is based in UN Headquarters, New York, within the UN Office for Partnerships which provides management oversight to the Fund.

WHEN TO APPLY?
Do you accept applications throughout the year?
No. UNDEF accepts applications during a call for applications period which takes place once a year during the fall/winter. It is usually announced on the UNDEF homepage a few weeks before the opening of the call. The next application window for the Third Round of funding will open on 10 November 2008 and will close on 31 December 2008.

When is the next call for applications?
The next application window for UNDEF's Third Round of funding will open on 10 November 2008 and will close on 31 December 2008.

WHO CAN APPLY?
Who can submit project proposals to UNDEF?
A wide range of democracy and governance actors can submit a project to the UNDEF: National and International Non Governmental Organisations and Civil Society Organisations, National, regional and local governments and public institutions, Independent and Constitutional Bodies, UN Departments, Agencies, Funds and Programmes, Global and regional inter-governmental bodies, organizations and associations.

More detailed information on funding priorities and on how to submit project proposals is available in the Project Proposal Guidelines.

Does my organization need to be accredited to the UN to apply for funding?
No, UN accreditation is not a prerequisite to apply for UNDEF funding. However, it is required that the CSO/NGO applying for UNDEF funding abide by the following commitments: The Applicant CSO/NGO does not intend to provide any type of support for any member, affiliate or representative of an organization that recommends or is apologetic of the use of violent means in political action in general, and of terrorism in all its forms and manifestations in particular, as stated in the 2005 World Summit Outcome document (§81).

As per ECOSOC Resolution 1996/31 on consultative relationship, as well as the UNDPI criteria for associated NGOs, the Applicant CSO/NGO's aims and purposes are in conformity with the spirit, purposes and principles of the Charter of the United Nations.

The CSO/NGO is duly constituted nationally or internationally.

The CSO/NGO has statutes/by-laws providing for a transparent process of decision making, elections of officers and members of the Board; the CSO has authority to speak for its members through its authorized representatives identified above.

A project from my organization has already been funded in a previous UNDEF funding round. Can I submit a project application for another funding round?
Previous grantees are eligible to submit applications for new projects in subsequent funding rounds. UNDEF aims to provide grants for activities taking place during a two-year period. UNDEF does not fund the continuation of a project that has already received UNDEF funding during a previous round.

Are networks (of local NGOs) eligible for UNDEF funding?
Formal networks can apply as such. Informal networks cannot apply as such as there is a need for an administrative and accounting structure for monitoring and reporting purposes. However, one NGO of an informal network can be the applicant and all or some of the network members can be project partners and be listed as such in the application, with the clarification that they form an informal network.

Can an organization submit multiple applications under an UNDEF round of funding? If yes, is there any limit to the number of applications that an organization can submit?
In principle, there is no limit to the number of applications that can be submitted. However, as described in the project application guidelines and in conjunction with funding limitations, UNDEF may not be in a position to consider more than one project per organization.

We are an NGO based in an upper middle income country working with local partners in one or various other countries. Are we eligible for UNDEF funding? Or can the local partner only be eligible?
Any NGO can apply to an UNDEF funding round; there are no limitations in this regard. However, and especially for local projects, UNDEF prefers local NGOs submitting quality applications. A possibility would be that your project application be presented in partnership with a local NGO. Your organization would be the Executing Agency (CSOP+EA), the local NGO the Implementing Agency. For more details on the possible management arrangements (CSOP and CSOP+EA) please refer to the UNDEF project proposal guidelines.

What is the normal duration of an UNDEF project?
In principle, UNDEF grants will be allocated for projects with a default duration of two years. However, it is fully acceptable to UNDEF if a successful applicant completes a project in less than 2 years.

HOW TO APPLY? THE UNDEF ON-LINE PROJECT PROPOSAL SYSTEM (O.P.P.S.)
In which language can I submit my application?
All applications must be in either English or French, the two working languages of the United Nations.

Can I submit my project application by mail, email or fax?
No, applications can only be submitted on-line through our On-line Project Proposal System (OPPS). Applications submitted by email, mail, fax or any other channel will not be considered.

How does the on-line project proposal system (OPPS) work?
The OPPS is an on-line system that allows prospective grantees to submit their applications to UNDEF. Please note that the OPPS has a saving function which allows you to begin and save an application in order to continue at a later point. Once your application is saved, you will receive an email with all the necessary information to log into the system and continue working prior to submitting your application.

Please note that saving your application does not submit your application to UNDEF. Your application is submitted to UNDEF once you click the "preview and submit" buttons at the end of the form. You will receive a confirmation email soon after submitting your application within 48 hours. This email will contain your application receipt number. Should you not receive the confirmation email within 48 hours, contact us at democracyfund@un.org.

Further information on the OPPS is contained in the UNDEF project proposal guidelines.

Can I submit additional documents to strengthen my application?
All information which is necessary to assess your project application is required in the on-line project proposal system. Please do not send any further documents or information to UNDEF as they will not be taken into consideration.

BUDGET
What are the minimum and the maximum budget amounts for an UNDEF project?
UNDEF funds projects starting at 50,000 USD and up to 500,000 USD.

What is the difference between "budget by input" and "budget by activities"?
Under "budget by input", list all inputs as per the categories indicated (salaries, travel, training courses, rent, office supplies …) that you need to deliver the project and their estimated costs.
Under "budget by activities", list the key activities of your project and indicate the cost of each. You can list up to 15 activities.
Please see the project application guidelines for sample budgets and more detailed instructions.

In the budget template, what is the difference between the "Programme Support Costs of the Implementing Partner" and the "Executing Agency overhead fee"?
In an UNDEF project, the Implementing Agency is allowed to charge the project budget directly with reasonable and modest Programme Support Costs (costs which are necessary to carry out the project such as staff, travel, rent, office supplies, etc) that are anticipated to remain a modest proportion of the budget.
The Executing Agency is entitled to recover a fee (usually 5% of the project budget) as an administrative overhead charge for overseeing and providing financial, contractual, reporting and other agreed services to the project. The Executing Agency cannot charge the budget with any other costs.

If the submitted project is co-financed, should these costs be included in the project budget?
No, in the "budget by input" and in the "budget by activities", you need indicate only the project costs to be funded by UNDEF.
You can indicate in section 4 "Others Donors and sponsors" the details (amount, origin, etc.) of other funding sources.

MANAGEMENT ARRANGEMENTS
Which management arrangement should I select for my project (CSOP or CSOP+EA)?

Two types of management arrangements are possible for an UNDEF funded project and are left up to the decision of the applicant.

CSO-Implemented projects without Executing Agency (CSOP) Projects where the CSO or other applicant does not partner with an Executing Agency. The CSO is responsible for the overall management of the project and bears all substantive, financial, monitoring, reporting and evaluation responsibilities. In UNDEF's Second Funding Round, the vast majority of applications adopted this format.

CSO-Implemented projects with Executing Agency (CSOP + EA) Projects where the applicant partners with an Executing Agency who will oversee and monitor the project and act as UNDEF's agent for project oversight. The CSO or other applicant will bear substantive responsibility for achieving results in the project. The Executing Agency will be responsible for the oversight of the project and will bear all financial, monitoring, reporting and evaluation responsibilities.

UNDEF does not prefer one implementation modality over another. It is the applicant's decision whether or not to work with an Executing Agency. Executing Agencies can be UN Agencies, intergovernmental or regional institutions or larger, more-established international NGOs/CSOs. Should an applicant decide to work with an Executing Agency the applicant must seek the consent of the Executing Agency prior to submitting their application, and must indicate in the application the contact details of the person who has given this consent.

The Executing Agency will normally be entitled to charge 5% of the project's budget for its overhead cost in overseeing the project, unless otherwise advised by UNDEF. This fee must cover all financial, contractual, reporting, evaluation and other agreed services to the project. The CSO or other applicant in both modalities of the project will be allowed to charge the project budget with its direct Programme Support Costs (e.g. salaries, travel, rent, office supplies), as per local conditions and best international practice. UNDEF expects these costs to be modest and they will impact on the assessment of the project proposal under the "Value for Money" assessment criterion (see § 5.8).

Do I have to select an Executing Agency?
No. UNDEF does not require an applicant to select an Executing Agency. It is the choice and decision of the applicant to choose the type of management (CSOP; CSOP+EA) for delivery of UNDEF project. In fact, most applications in the Second Round did not have an Executing Agency.

Who do I select as my Executing Agency?
The Executing Agency can be either a UN Agency or a non-UN body, typically a larger, experienced CSO/NGO (national or international) or an intergovernmental organization. Please note that if you wish to select an executing agent, you have to seek the approval of the prospective Executing Agency prior to submitting your project application to UNDEF. You must indicate the contact details of the representative of the executing agency who has granted this approval when submitting your application.

HOW DO I ACCESS A SAVED OR SUBMITTED APPLICATION?
How can I access a saved (but not yet submitted) project application?
Once your application has been saved, you will receive an email with your log-in information as well as the link to access your application. Please use this information to log-in under.
Please note that UNDEF cannot retrieve your log-in information or your saved application.

How can I view my submitted project application?
Once your application has been saved, you will be assigned a receipt number which will be sent to you in the email acknowledging receipt of submission of your proposal. You can use this information to view your submitted application. Please note that you cannot edit an application, once it has been submitted. Also, you will be able to view your submitted application only while the application period is open.
For this reason, UNDEF recommends you also keep an electronic copy of your project application on your hard-drive. UNDEF is unable to send submitted applications back to applicants.

I tried to access a saved application, but the system is not accepting my email address. Please advise.
Please ensure that you are entering the same email address (the one used to send you the log-in information) as the one you provided when filling out the project application form. Please check the spelling and refer to the email you received after submitting the application for additional details.

What can I do if I lose my log-in details?
Please note that UNDEF cannot retrieve your log-in information or your saved application.
If you lose your log-in details, you must start a new application.

TECHNICAL PROBLEMS WITH THE ON-LINE PROJECT PROPOSAL SYSTEM (O.P.P.S.)
When I try to access the on-line project proposal system (OPPS), I get a blank screen. What should I do?
Please check if you can access other web pages, as there may be a problem with your internet connection. If other pages are working, please contact your internet provider or the system administrator to determine the problem.

My email address has been refused and I have tried several times. Would you have any idea how to avoid that?
We would suggest creating a new generic email address (such as @gmail or @yahoo) for the application.

HOW ARE APPLICATIONS ASSESSED AND WHAT IS THE SELECTION PROCESS?
How will my application be assessed by UNDEF?

All project applications submitted to UNDEF will be assessed by experienced people against the 10 following criteria:

The project promotes the objectives of UNDEF

The project draws on the United Nations comparative advantage

The project will have a significant impact

The project will encourage inclusiveness

The project will enhance gender equality

The project has strong prospects for successful implementation

The applicant organization has a strong track record

The project is technically sound in conception and presentation

The project represents good value for money

The project has strong prospects of sustainability beyond the project duration.

Who decides what projects will be funded?
Final decisions on funding are taken by the Secretary-General on the basis of recommendations from the Advisory Board. The Board has 19 members, composed of Member States, representatives appointed by the Secretary General including representatives from civil society and the Executive Director of the UN Office for Partnerships.

How will projects be evaluated?
Agreed project documents will require implementing partners to provide regular reports. Monitoring will be conducted by the executing agent or another party appointed by UNDEF. Evaluation modalities and implementation arrangements, as well as audit exercise will be decided directly by UNDEF. The Fund also submits reports to the ACABQ and the Fifth Committee of the General Assembly as required.

In the case of an organization submitting more than one project application; will any successful application in one country automatically disqualify all other project applications from the same organization in other countries?
Successful applications for one country will not automatically disqualify applications from the same organization in another country. However, UNDEF has limited funding possibilities and may not be able to fund multiple projects from the same organization, even in different countries.

How can I find out about the status of my application?
By early June 2009, all successful short-listed applicants will be notified at the electronic address indicated in their application, unless otherwise advised on the UNDEF website.
UNDEF will contact the selected applicants and will invite them to draft project documents. Please note that UNDEF will contact only successful applicants (usually around June). UNDEF does not have the capacity to respond to individual queries on project status or to advise applicants that their project has not been selected.

How will I be notified if my application is selected?
Successful applicants will be notified by email. The notifications will be sent to the email address provided in their application.

ARE THERE PROJECTS THAT ARE NOT ELIGIBLE FOR FUNDING?
My organization plans to submit a project application that would be located in an upper middle income country; does it stand a chance of being selected?
Applications from all countries as well as regional and global initiatives will be considered. However, strong preference will be given to applicants from countries and regions that are in the transition and consolidation phases of democratization, in particular countries emerging from conflict, new and restored democracies, the least developed countries and low or middle income countries.

What are the low-priority types of expenditures and activities?
UNDEF will not consider as a priority projects which focus on the following:

Initiatives which do not promote democracy
Initiatives filling a funding gap for ongoing activities
Activities that can more appropriately be funded by other funding sources (e.g. Thematic Trust Funds or the Peacebuilding Commission's Fund)
Activities where a substantial part of the budget covers institutional recurrent costs and/or personnel costs, travel and/or conference services
Projects focused primarily on research
Activities where the proportion of hardware purchases is too significant in the context of total project costs.

Are research activities funded by the Democracy Fund?
UNDEF aims at funding action oriented projects. Applications focusing only on research related activities are not one of our core priorities.

updated October 2008