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Embassy Small Grants Programs

The U. S. Ambassador’s Special Self-Help Program

                                    Guidelines

                                     Available Free of Charge
OPEN SEASON: No deadline; applications accepted on an ongoing basis.
Please read the following guidelines before filling in the application form.

The purpose of the Special Self-Help Program (SSH) is to provide small-scale assistance to Zambian organizations as part of an ongoing commitment by the U.S. government to support Zambian-driven development activities on a local level.  This program is highly competitive. In order to be considered, applicants should adhere to the following criteria:
 
1. A project should help improve basic economic or social conditions at the local community or village level, and have long-lived value. A successful proposal should also demonstrate the likelihood that it will be sustained over a long period.

2. A project is to be of a high-impact nature, benefiting the greatest number of people possible with any one single activity. Projects which directly benefit only a very limited number of people are discouraged.

3. The project must not replace or supplement activities normally supplied by the host government, such as building classroom blocks for a government school, providing supplies for a district hospital, etc.

4. Substantial community participation in activity is required.  Contributions may include labor, materials (bricks, sand, gravel, seeds, etc.), land, buildings, or money to ensure the success of the project.

5. Funding is limited to one project, which, once started, can be completed within ten (10) months or less.  Grantees should recognize that funding is on a one-time basis only.

6. Projects must be within the community’s ability to maintain and operate.  Requests for large-scale agriculture or construction projects or for expensive equipment will not be priority projects.

7. Managers of a project should have evidence that they are financially responsible and will be able to account for any funds sent to them.  Having a bank account, or establishing credit with vendors, are examples of such evidence.

8. The requested amount for implementing activities must be reasonable and cannot exceed the maximum of US$25,000. Project budgets generally range from US$ 500 to US$15,000.

The Special Self Help fund cannot be used for:

1. A project activity that is not clearly identified and described.

2. Renovation projects.

3. Revolving loan projects.

4. Projects that are partially funded by another donor or from the Government of Zambia.

5. More than one project for any organization.

6. Continuing former USAID projects.

7. Religious or military activities, as well as projects related to police, prisons, or other law enforcement.

Note:  The U.S. Embassy will not provide funding for the following items:

  • Any recurring operating costs such as rent, salaries, administrative or operating costs, petrol or other fuels, animal feed, ongoing training/educational needs, etc.;
  • Pesticides, fungicides, and herbicides;
  • Personal training, education or travel, unless directly related to project;
  • Vehicles as forms of transportation;
  • Surveillance equipment;
  • Office equipment or supplies, such as duplicating machines and computers;
  • Weather modification equipment;
  • Land or buildings;
  • Equipment or uniforms for a national sports team or dance group;
  • Printing information material;
  • Abortion equipment or services; and
  • Luxury goods or gambling equipment.

Response to proposals:

Due to the high volume of proposals, applicants will be notified ONLY IF THEY HAVE BEEN SELECTED FOR FUNDING.  We will not notify an applicant or group unless a project is selected.  Please ensure that your contact information (addresses, names, phone numbers, etc.) is correct. Application forms and materials will NOT be returned to you so please keep a copy for your own records and do not send original documents that you would like returned.

General Time table:  Applications may be received at any time during the year. Because the funding cycle is unpredictable, applications will be viewed in whatever cycle they are received.

Review process: The small grants coordinator conducts a preliminary review; presents finalists to the board of committee for final review and selection, followed by the second phase of review that includes site visits. During this time, the coordinator works with potential grantees on finalizing the activities and budget.  Please note that these exercises do not guarantee funding, as some groups may fail to comply with all the requirements.

Final stage: Based on the findings, the coordinator makes final recommendations to the committee.  Upon the committee’s approval, a list of new grantees is formed. Agreements are then signed and grants awarded. 

Last reminder: Before submitting your application, please take the time to review the application thoroughly.  If this form is incomplete—if all of the questions have not been answered—or if required attachments are not included, the application will not be forwarded to the review committee and your project will be rejected, regardless of merit.

Thank you.


Patricia Madigan
Program Coordinator

NOTE:  If your organization is seeking funds to support HIV/AIDS related activities, such as providing food to orphans and vulnerable children, training caregivers to people living with HIV/AIDS, or conduct workshops on prevention, this is NOT the program for you. Instead, please see the Ambassador’s PEPFAR (President’s Emergency Plan for AIDS Relief) Small Grants Program or contact the coordinator of that program at 250-955x2391.