Writing a proposal and a budget

1The concept note

In 2 to 4 pages: the problem and the needs (with dated, sourced data), the target population and number of people, the objective and expected results, the main activities, your organisation's added value (presence, access, experience, partners), the estimated budget and the duration. The donor must understand within 5 minutes why you, why now and why this approach.

2The full proposal

• Needs analysis: sources (multi-sector needs assessments, humanitarian response plan, cluster data), the most vulnerable groups, disaggregation by sex, age and disability.
• Intervention logic: theory of change and logframe with indicators, baselines and targets (see the MEAL course).
• Implementation methodology: timeline, targeting, partners, coordination with the cluster and the authorities.
• Cross-cutting issues: protection, gender, accountability, environment, do no harm.
• Risks and mitigation measures, including security and access.
• Monitoring and evaluation and exit or sustainability strategy.

Strictly respect the format, page limit and deadline: a late proposal is not read.

3The budget

• Direct costs: project staff, activities, equipment, transport, offices assigned to the project, monitoring and evaluation, visibility.
• Indirect costs (overheads): a percentage set by the donor. For European Union humanitarian aid, it is capped at 7% of eligible direct costs.
• Each line has a unit, quantity, unit cost and duration, and a charging percentage if the resource is shared between projects.
• The budget narrative justifies each line: why this cost, how it was calculated.
• Check consistency: every activity in the proposal has costs, and every cost serves an activity. Calculate the cost per beneficiary to assess cost-effectiveness.