Guidelines on Completing the Application for the Global Framework on Chemicals Fund

About this Event

The Global Framework on Chemicals Fund launched its first call for applications on 1 October 2024. The Fund aims to support countries in implementing this international agreement that guides countries and stakeholders in jointly addressing the lifecycle of chemicals, including products and waste.

The Fund provides financial support of 300,000 to 800,000 USD for an implementation period of up to three years. Governments from developing countries, Small Island Developing States, and countries with economies in transition can apply for funding, as can civil society networks, subject to an agreement with the respective government. The Fund also encourages regional or multi-country applications.

The second online event informed applicants about how to complete the application documents. More specifically, the webinar will speak about the concept of results-based management and how activities and the budget can be formulated to align with the projects outputs and outcomes. In addition to the webinar, the Secretariat has developed an application guideline to help applicants complete the application documents. The application guidelines are available in English, French and Spanish.

The event took place in the morning in English only. In the afternoon it will be held in English with simultaneous translations into French and Spanish. Access to the translated webinar will be provided through a separate link on the Framework’s website.

Presenting the Global Framework on Chemicals Fund’s First Call for Applications Event Series

The Global Framework on Chemicals is hosting a two-event series to introduce the GFC Fund First Call for Applications. The first event of the series will take place on 29 October 2024 from 10:00 to 11:00 CET and will present Guidance on the Scope of the Global Framework on Chemicals Fund.

Speakers

By order of intervention.

Highlights

Video

Live on Webex.

Summary

Overview of the Application Documents

Rebecca CHUDASKA | Global Framework on Chemicals Secretariat

• Today’s session will cover the key concepts in the application documents. Step-by-step information on how to apply will be provided, results-based management approaches will be introduced, and  the completion of the budget form will be explained.  
• The GFC has developed guidance on the fund’s scope and application guidelines to help applicants with the forms. There are two required application documents online: 
  • Project Application Form A (Word document) – for the project description 
  • Project Application Form B (Excel file) – for the project budget 
• The GFC is also compiling a set of FAQs to answer common questions, which will be available soon. 

Key Concepts in the Application Documents

• The GFC follows a results-based management approach, a framework for monitoring and managing projects by achieving results. This structure resembles a pyramid: at the top is the overall project goal, or “outcome.” Beneath this are “outputs,” which are direct results of the project, broken down further into “activities,” which are specific tasks or actions within the project. This layout is in Section 2 of Project Application Form A, where details on activities, outputs, and the overall outcome are required. In the application guidelines, there are examples of strong and weak descriptions for each of these components.  
• For the initial application, a full logical framework (logframe) isn’t required. However, once a project is approved by the executive board in March, applicants will need to develop this framework. The log framework document is already available online, so it could already be submitted for application. The main addition in the logical framework is the inclusion of indicators and verification methods, which allows to track progress, from the start to the end of the project. 
• Another key concept is co-financing and beneficiary contributions. Each project should aim for at least 25% co-financing, which can include in-kind contributions. This refers to both monetary and non-monetary support that the organization provides to the project. Examples include office space, equipment, or staff time. There’s a dedicated section in Form B to list these contributions, separate from the requested project funds. 
• Sustainability is an important aspect of the application and a minimum criterion for all fund-supported projects. To ensure that projects have sustainable results that extend beyond fund financing, there are several considerations for project development.  
  • Align project activities with national priorities and connect them to the national budget.  
  • Make products, like training materials, accessible beyond the project itself  
  • Consider building financial capacities, such as tax-based or fee-based mechanisms. 
  • Please keep these examples in mind and adjust them to fit your specific local or regional context. 
• Another important focus is gender and safeguards. Every project needs to incorporate a gender-sensitive approach and address gender considerations throughout its life cycle. Research has shown that integrating gender roles into project planning enhances the effectiveness of solutions. When drafting your proposal :  
  • Consider aspects like the participation and representation of women and men in project activities and decision-making processes.  
  • Address the differing needs of stakeholders, aim for gender-sensitive outcomes to avoid reinforcing gender inequality.  
  • Consider collecting disaggregated data. This data can go beyond gender to include relevant factors like geographic location, income level, or profession, helping clarify the impact of the project on various stakeholders. 
• To integrate these principles, take a detailed look at your stakeholders. Consider questions like: Who is involved? Who has access? Who makes decisions, and how are these decisions made? Who benefits, and who might be disadvantaged by the project? 

Examples of Activities and Budgeting

These examples are just illustrations, and need to be adapted to suit the specific project. For instance, a colleague Nala is preparing a project application. She has defined an overall outcome and is working on outputs and activities. One of her main outputs is establishing a project secretariat. To achieve this, she includes activities like creating terms of reference for a project manager and hiring a project manager. 

• In Project Application Form A (the Word document), Nala would list “establishing a project secretariat” as an output in Section 2 and include short descriptions of activities, such as drafting the terms of reference and hiring the manager. Each activity supports the output. 
• In Project Application Form B (the Excel file), these outputs and activities must also be reflected in the budget. The budget sheet is organized by category and year, and Nala will allocate funds accordingly to capture each stage of the project accurately. 

Let’s look at the four main budget categories: 

1. Staff and Personnel Costs: This includes organization staff working on the project as well as consultants. 
2. Administration: Covers general administrative costs. 
3. Contractual Services: This includes procurement-related services, such as meeting venues, workshops, printing, and publications. 
4. Equipment and Travel: Equipment includes non-consumables needed for the project. Travel covers expenses for tickets and fuel. 

Examples of Outputs and Costing

• First Output: Establishing a project secretariat
  Nala is calculating the budget to hire a national project manager. She will need to calculate individual costs and enter them in the budget table. She wants to hire this project manager for three years, with a monthly salary of $2,000, resulting in an annual total of $24,000, and $72,000 for three years. She will list this under « Staff and Personnel Costs » in the budget table, where there is the activity for hiring the project manager and the budget allocation of $24,000 per year. 
• Second Output: Strengthening Legal Frameworks for Chemicals Management
  This includes two activities: conducting a legislative analysis and drafting a recommendations package. In Project Application Form A, Nala provides descriptions for each output and activity, along with estimated costs, which should match the budget table. For the legislative analysis, she plans to hire a consultant for two months in the first year at a monthly rate of $5,000, totaling $10,000. For drafting recommendations, she’ll hire a consultant for four months in the second year at the same rate, totaling $20,000. These two activities will be listed under « Staff and Personnel Costs » for each respective year that they take place , with a total of $30,000. 
• Third Output: Strengthening National Capacity in Chemical Management along the Textile Value Chain & Training on Extended Producer Responsibility
  This involves conducting training on extended producer responsibility. Nala expects 50 participants, including representatives from the Ministry of Environment, Ministry of Finance, and producers. For travel, the project will cover costs for 20 participants at a rate of $150 per day for five days, totaling $15,000. The conference room costs, calculated at $40 per person per day for four days, total $8,000. Travel and accommodation costs fall under « Travel » in the Excel file, while conference costs go under « Contractual Services. » 
• Operating Costs
  The project also has operating costs, with a maximum allowable 5%. Enter the calculated amount manually in the Excel file, and it will automatically add to the project’s total costs.
  At this point, the applicant should have a completed application form and budget form, with all numbers entered correctly and calculations validated.

Q&A

Q: If the log frame for the proposed project is not adequate, will the GFC Fund Secretariat help develop it to make it acceptable?

• Rebecca CHUDASKA | Global Framework on Chemicals Secretariat: For the log frame, the GFC fund has detailed application guidelines, and applicants should refer to them as they work through the application forms. Right now, the GFC Fund doesn’t have the capacity to review every applicant’s log frame or engage in extensive back-and-forth on it. However, if applicants need specific support or have a question, they should reach out to the GFC Fund as soon as possible. 
• Katherine THEOTOCATOS | Coordinator, Special Programme on Institutional Strengthening of the Chemicals Cluster at UNEP’s Chemicals and Health Branch: The log frame isn’t a required part of this application. Approved projects will develop a log frame, and at that stage, there will be more capacity to help formalize it. 

Q: When including in-kind co-financing, such as staff time, does it need to be inserted in the budget?

• Rebecca CHUDASKA: The budget form consists of several sheets; the presentation today focused mainly on Sheet 2, but there is a separate Sheet 3 where applicants can enter all in-kind contributions per output. That is where in-kind contributions should be reflected. 

Q: Are intergovernmental organizations (IGOs) encouraged to apply?

• Rebecca CHUDASKA: IGOs aren’t eligible to apply directly, but they can serve as an implementing or partner organization and should be reflected as such in the application.

Q: Are there specific focus areas?  

• Rebecca CHUDASKA: The Executive Board has defined minimum and desirable criteria, as well as strategic priorities. It is recommended to look at the scoping document as well as the presentation from 29 October.

Q: Regarding the types of projects, can proposals include activities to establish a poison control center?

• Rebecca CHUDASKA: These types of questions are specific to each project and will be reviewed by the executive board. Regardless of the activity, the application should clearly explain why the activity is necessary and appropriate for your project context. 

Q: What about criteria for selecting the project lead? Must a consultant be hired, or can the project be led by stakeholder institutions? 

• Rebecca CHUDASKA: There’s no fixed criterion for the project lead. The lead should be the person responsible for managing the entire project, engaging with various people involved, and reporting back to the Global Framework on Chemicals Secretariat. This person needs the time, capacity, and project management skills. While no specific qualifications are required, ideally, they would commit to the project’s three-year duration. There’s also no requirement to hire a consultant if the applying organization has the in-house capacity for activities. For example, in the budget example, drafting the terms of reference was an in-kind contribution, meaning it didn’t incur additional costs. If someone in-house can handle legal analysis or reporting, that is perfectly acceptable. 
• Katherine THEOTOCATOS: In the Special Programme, there are more requests for consultants, especially when in-house capacity is limited. However, if the applying body has the expertise internally, that’s preferred, although some projects may need specific technical expertise from consultants. 

Q: Can the project be submitted in French?  

• Rebecca CHUDASKA:  For this round, applications must be submitted in English only. 

Q: What role can NGOs and civil society play in these proposals? Can they be co-applicants or lead applicants, or must they partner with government bodies? Can  anyone other than the national focal point submit on behalf of the country? 

• Rebecca CHUDASKA: Civil society organizations can apply on an exceptional basis. While government organizations are prioritized, civil society organizations may apply with support from their national focal point. National focal points aren’t the only ones who can submit applications, but all applications must have their support. Please engage with the national focal point early in the process; they coordinate activities and, if multiple applications are submitted, help consider combining them. The GFC takes a multi-stakeholder, multi-sectoral approach, so applications involving diverse stakeholders are of high interest. 

Q: When adding beneficiary or country contributions, what valuation rates should be used? Is there a reference for the cost of meeting rooms, expert rates, etc.?

• Katherine THEOTOCATOS: Speaking from the Special Program experience, there are no set tables for beneficiary contributions; applicants determine rates based on their country’s costs. While there are recommended percentages for cost categories, there’s no requirement for specific percentages in GFC yet. National costs vary widely, so it’s up to each applicant to balance budget categories.

Q: Can infrastructure development be categorized as contractual or in-kind?  

• Rebecca CHUDASKA: The Special Programme doesn’t deal with  this because it doesn’t support infrastructure development itself; rather it focuses on institutional strengthening, which is different. This is a decision for the executive board, as infrastructure development would likely require a company to handle it. In that case, it would fall under contractual services in the budget, as it involves outsourced procurement. 

Q: When including travel-related activities, can transport, hospitality, and catering costs be added?  

• Rebecca CHUDASKA: Transport costs are indeed included under travel. Meeting costs, including travel, per diem, tickets, road and train travel, fuel, and vehicle or boat rentals, all fall under this category. Hospitality costs could be covered under per diem, or, if separate, would come under contractual services. For example, if a venue is hired for a workshop, it usually includes hospitality like coffee breaks as part of the contractual service. 

Q: Can high-income countries include support staff costs, and are there criteria for calculating stakeholder travel costs? 

• Rebecca CHUDASKA: This hasn’t been explicitly addressed, but many consultants in special program projects are international, sometimes flying in or working remotely. Although it hasn’t been a specific focus, this is something that could potentially be considered. On the limits for travel costs, there is a recommended set of C categories. Additionally, there is an emphasis on providing reasoning for activities, especially concerning sustainability. Projects should show an impact beyond the project’s lifetime, requiring applicants to demonstrate how specific activities contribute to long-term sustainability.

Q: What is the budget maximal limit?

• Rebecca CHUDASKA: Project funding is available between $300,000 and $800,000 in total, as shown at the bottom of the Excel sheet.  

Q: What is of more advantage? National, international or regional projects?

• Rebecca CHUDASKA: Regarding the scope of projects, whether regional, national, or international, a larger project application must justify the benefits of a broader approach and detail how management will be handled among various stakeholders.  

Q: Can a different organization that is working in chemicals, from the State country, can apply for a similar project, meaning there would be a similar project coming from 2 different entities in the same country? What is the procedure to combine multiple applications?

• Rebecca CHUDASKA: For multiple projects under the same title, the executive board evaluates each proposal individually, with a strong emphasis on multi-sectoral and multi-stakeholder collaboration. If there are separate projects with similar aims, applicants are encouraged to consolidate their efforts to strengthen the proposal and avoid competing for funding.  In terms of multiple applications, coordination with the national focal point is essential. If there are several similar project applications, it may be possible to combine them under a unified, more strategic approach. 

Q: Can NGOs apply on an exceptional basis, provided they have clear support from the national focal point?

• Rebecca CHUDASKA: For an NGO application, it’s crucial to demonstrate why the NGO is best suited for the project. The Executive Board would then consider the proposal based on its merits. 

Q: Do both the project document and detailed project budget need to be submitted simultaneously? 

• Rebecca CHUDASKA: Yes, both documents are required, along with letters of support, as specified in the application instructions. 

Q: What are some examples of equipment types and budget allocations for recycling or waste treatment in countries lacking hazardous chemical treatment infrastructure?

• Rebecca CHUDASKA: The recommended amount for equipment in the budget is around 10%. However, the GFC isn’t primarily an infrastructure fund; instead, the GFC focuses on sustainability and strengthening long-term impacts within the scope of the fund. If a significant amount of the project budget is allocated to equipment, the applicant has to justify the long term and durability of the equipment.  

Q: Would a project focused on pesticides counterfeits be eligible?  

• Rebecca CHUDASKA: On whether a project topic is eligible, such as the pesticide project mentioned, the applicant is encouraged to justify how it fits within the fund’s scope in your application. 

Q: Are academic institutions, particularly public or governmental ones, allowed to apply? 

• Rebecca CHUDASKA: Academic institutions fall under the Civil Society networks umbrella. Applicants under this category should justify why they are the appropriate organization for the project. 

Q: What are the translation requirements? Do all administrative documents need to be translated? 

• Rebecca CHUDASKA: Ideally, annexes should be in English, as the Executive Board will review these documents when making funding decisions. If some documents, like an NGO’s incorporation papers, only exist in French, this becomes more relevant later in the approval process, especially for due diligence. It is recommended to submit documents in English as early as possible. 

Q: Is it eligible for a focal point to submit more than one project?  

• Rebecca CHUDASKA: On submitting multiple projects, the Executive Board reviews each application separately and hasn’t set a cap on the number of projects per region. However, the Executive Board aims for fair distribution and will consider the rationale behind multiple applications. The GFC Fund encourage a focus on multi-stakeholder, high-quality applications. 

Q: When adding beneficiary or country contributions to the budget, what valuation rates should be used, particularly for meeting rooms or similar expenses? 

• Rebecca CHUDASKA: There are no specific table for valuations; this is up to your country’s context.  

Q: How can the GFC Fund Secretariat team be contacted?

• If you have any further questions, please contact the GFC Fund Secretariat at: unep-gfc.fund@un.org  

Q: Should monitoring and evaluation costs be included under operating costs? What about audit costs? 

• Rebecca CHUDASKA: Yes, those should be included in the budget. You can see at the bottom of the Excel file—there’s a section on monitoring, evaluation, and audit. Please include those costs in your budget as they contribute to the total budget, which should not exceed $800,000. 

Q: Will the Board have time to go through all the applications? You mentioned yesterday that you haven’t yet received the applications. If you receive thousands, how will you manage? 

• Rebecca CHUDASKA: After the application deadline at the end of January, the Secretariat will screen the applications. The GFC will check for eligibility and completeness before forwarding them to the executive board. The GFC has scheduled the board to meet for several days, so they should have enough time to consider these applications. Applicants are encouraged to ensure their application is complete to avoid delays.

Documents

• Global Framework on Chemicals Fund Frequently asked question for the first round of applications | November 2024
• Presentations made during the event
• Application guidelines in English
• Applications guidelines in French
• Application guidelines in Spanish
• Project application form A: The project description
• Project application form B: The project budget form
• Guidance document on the scope of the Fund in English 
• Guidance document on the scope of the Fund in French
• Guidance document on the scope of the Fund in Spanish

Links

• Global Framework on Chemicals Website 
• New fund to support chemicals and waste management in developing economies | UNEP | 1 October 2024