PROPOSAL WRITING COMPONENTS - HOW TO WRITE "PERSONNEL” SECTION

The personnel section of a proposal should show that the persons who will be assigned or hired to implement project activities have the skills and experience necessary for a successful program. 

The proposal should summarize the project manager’s qualifications for leadership, focusing on experiences and skills pertinent to the project. 

It should cite other projects the project manager has operated successfully, and any specific training he or she has had that is relevant to the project’s goals. 

The proposal also should profile other project staff members, offering brief sketches of their relevant experience. 

These profiles should be shorter than that of the project manager and should highlight only the education and experience that qualifies each candidate. 

If staff have not been designated, the proposal should describe the process for hiring per- sonnel. 

The goal is to convince the reader that the project will recruit and hire highly qualified persons to staff the project. 

Therefore, the proposal should: 

1. Briefly describe positions, including job qualifications, roles and responsibilities, and the education level required (i.e., high school, college, graduate level). Full job descriptions can be placed in the appendix. 

2. Outline plans for advertising positions.The outline should specify publications, letters, and other postings for the jobs. 

3. If applicable, identify two or three recruitment strategies such as interagency advertisements, conferences, or personnel recruiters.

4. Identify the team that will conduct interviews.The interview team should be composed of individuals with expertise in the area addressed by the project.

5. Explain how the final hiring decision will be made and by whom. 

PROPOSAL WRITING COMPONENTS - HOW TO WRITE "ACTIVITIES” SECTION

The activity section in the proposal is the methodology section that explains how the project will reach its objectives. 

The description of activities should focus on the aspects of the project that will resolve or prevent the problems identified in the need statement by obtaining the results promised in the objectives. 

Activities necessary to the success of the project (success being the ability to reach all of the objectives) should be fully described in the proposal. 

The funder wants to know exactly how objectives will be met, so give exact descriptions. Be specific and give enough detail to justify each activity. 

You can break the activities down into the following elements. 

a) Program Description 

This is the explanation of what the project will do and should describe and justify the approach to be used to attack the problem. 

Cite any relevant research on the approach and discuss other situations in which it has worked. Convince the funder of the validity of your methods. 

The program description should also identify the human resources used in the project and explain the importance of each staff position to its success. 

In this section, justify each personnel position that will show up in the budget of the proposal, showing how that staff member will help the project meet its objectives. This is critical. If there is no relation (or only peripheral relation) between the position and project success, delete it from the proposal. 

b) Management Plan 

The proposal should explain how the project will be managed, including outlining the project director’s role. 

It should show what authority the director will have, what staff members he or she will supervise, and who will supervise the director. 

The management plan should also include a timeline for implementing the project. 

The timeline should identify major milestones, target dates for meeting milestones, and the person or persons responsible for ensuring that milestones are met. 

Construct a simple table which lists the project’s major milestones in chronological order. Complete the timeline with target dates for reaching each milestone and information on staff members responsible for each task. 

When the grant is received, this table can be converted into a simple checklist that can be a valuable tool in monitoring project performance. 

As with all charts, the proposal should include narrative explanations for readers who do not know how to interpret charts or do not like them. 

c) Use of Resources 

The activities section of the proposal also should give a clear idea of what nonpersonnel resources are necessary and how the project will use them. 

A useful rule of thumb is that any item noted in the proposal budget should be described in this section. 

The description should focus on the resource’s relevance to achieving project goals. 

Items that cannot be shown as important to the success of the project should not appear in the proposal. 

d) Training 

Often, implementing a project requires new techniques, procedures, equipment, and protocols in which project and nonproject staff need training. 

The proposal should detail any training necessary for the implementation of the project. 

This description should include: 

• Who will conduct the training; 

• The content of the training; 

• Who will be trained; 

• The cost of training; and 

• The training schedule. 

e) Facilities 

The activities section should include a description of the facilities the project will use, including any changes or modifications needed. 

If new facilities must be rented or purchased, they should be described and justified. 

PROPOSAL CONTENT EXPLAINED (PHASE ONE)

NEED STATEMENT 

The need statement is the most important part of any proposal. Unfortunately, it is also often the most poorly written section. 

The need statement has two purposes:

1. To explain how your needs meet the funder’s interests and priorities; and 

2. To establish the specific problem the proposed project will address. 

Base your need statement on the funder’s RFP or guidelines, establishing your eligibility to apply and identifying which of the funder’s interests you are attempting to address. 

OBJECTIVES 

Objectives are simply the intent of the project. They indicate what the project will achieve and the time it will need to reach its goals. 

Objectives should be concise, specific, measurable, and relate directly to the need. In fact, the objectives should be an extension of the need statement. In the need statement, we described the current situation. Now, in the objectives statement, we must describe what the situation will be after we implement our project. 

The whole point of setting objectives is to show the funder—whose purpose in awarding grants is to help resolve problems—how the project will meet your particular needs and improve your situation if you have the funds to carry it out. 

Next, we'll discuss ACTIVITIES as a content in the Proposal.

CONCEPT NOTES & GRANT PROPOSALS | WEB & GRAPHIC DESIGN | DOCUMENTATION & REPORTING

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 Do you feel that you have inadequate information on available Requests for Proposals (RFP) and/or existing donors? 

 Do you feel that you possess inadequate skills on concept / proposal writing and grant management?

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• assist you to popularize your organisation to partners and donors by designing your organisation’s website & social media platforms; 

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• assist you identify requests for proposals way before the deadline and walk you through developing concepts & grant proposals that win.  

THE BEST 2022 GRANTS TO EMPOWER GRASSROOT ORGANIZATIONS AND WOMEN ENTREPRENEURS IN KENYA

Here is a list of open funding opportunities for organizations and individuals in various fields of interest.

 
1.     Call for Proposals: Main Grants and KASA in Africa 

Deadline: 22-Feb-22

 

The African Women’s Development Fund (AWDF) is now accepting proposals from interested women-led organizations registered and working in Africa. AWDF defines a woman led organisation as an organisation whose board chair and executive director are both women. Also at least 70% of the board and staff members of the organisation are women.

 

For more information, visit https://awdf.org/call-for-proposals-main-grants-and-kasa/

 

2.     USADF invites Applications from Small and Medium Enterprises in Kenya

Deadline: 25-Feb-22

 

The United States African Development Foundation (USADF), in partnership with the Stanbic Kenya Foundation (SKF), invites applications from small and medium enterprises, cooperatives, and producer groups for grant financing and local support to help them address gaps in their internal systems and capabilities to 100% meet investment requirements by commercial investors.

 

For more information, visit https://www.usadf.gov/apply

 

3.     SAAF Flexible Grants for NGOs working on Access to Safe Abortion

Deadline: 20-Feb-22

 

The Safe Abortion Action Fund (SAAF) is providing grants to organisations in low- and middle-income countries working to improve access to safe abortion. Funding can be used for any work related to abortion, such as provision of services, advocacy, education and research.

SAAF is the only international fund focused exclusively on the right to safe and legal abortion, supporting organisations in low- and middle-income countries.

 

For more information, visit https://saafund.org/apply-for-funding/

 

4.     Lead2030 Challenge for SDG5 (Achieve Equality for Women)

Deadline: 18-Feb-22

 

100+ Accelerator/AB InBev is proud to support the Lead2030 Challenge for SDG 5. The Challenge aims to find and support solutions that will empower womenand close the equality gap ensuring a peaceful, prosperous and sustainable world.

 

For more information, visit https://www.oneyoungworld.com/lead2030/21-22/challenge-sdg5-abinbev

 

5.     Jana Robeyst Trust Fund Seeking Applications for Small Conservation Grants Program

Deadline: 30-Apr-22

 

The Jana Robeyst Trust Fund (JRTF) is seeking applications for its Small Conservation Grants program to provide relatively small levels of funding for ongoing projects or pilot programmes with a clear conservation value. The Jana Robeyst Trust Fund provides financial resources to early career scientists/conservationists and non-profit organizations to carry out vital field conservation and research work in Africa.

 

For more information, visit http://janatrustfund.org/index_en.html

 

6.     Call for Proposals: Transitioning Women Entrepreneurs From the Informal to the Formal Economy

Deadline: 25-Feb-22

 

The African Development Bank has announced the applications for Transitioning Women Entrepreneurs from the Informal to the Formal Economy.

 

For more information, visit https://www.afdb.org/en/documents/call-proposals-transitioning-women-entrepreneurs-informal-formal-economy

 

7.     Nominations Open for 2022 iF Social Impact Prize

Deadline: 26-May-22

 

Nominations are now open for the iF Social Impact Prize to support projects that contribute to improving the society. If you work towards achieving one or more of the UN Sustainable Development Goals, your project is eligible.

 

For more information, visit https://ifdesign.com/en/if-social-impact-prize

 

8.     IKI Small Grants Program to address Climate Change or Conserve Biodiversity 

Deadline: 15-Apr-22

 

Are you a member of an organisation working to address climate change or conserve biodiversity? Is your organisation registered in an ODA-eligible country and do you have an effective, innovative, or creative non-profit project idea? Then IKI Small Grants Program is now open!

 

For more information, visit https://iki-small-grants.de/current-selection-procedure/

 

9.     2022 GIF Grant Call is now Open! Funding available for Innovations positively impacting the Poor

Deadline: Ongoing

 

Applications are now open for the Global Innovation Fund (GIF) – a social impact first investment vehicle that works with mission-aligned development agencies, philanthropy, and other funders to find and fund evidence-based innovations with the potential to positively impact the lives of millions of the world’s poorest people.

 

For more information, visit https://www.globalinnovation.fund/apply/

 
10.  Legal Empowerment Fund ($10,000-$100,000 in Annual Funding)

Deadline: 18-Feb-22

 

The Fund for Global Human Rights is currently accepting applications for the Legal Empowerment Fund (LEF) to provide urgently needed, long-term support to grassroots justice defenders and organizations that are fighting to help people understand and claim their rights while shaping the laws that govern them.

 

For more information, visit https://globalhumanrights.org/updates/lef-launches-first-request-for-proposals/

HOW TO WRITE GRANT PROPOSALS THAT WIN

What Entails Grant Proposal Writing

Proposal writing is both an art and a science. Whereas everyone can learn the “science” of proposal writing, the “art” part may seem a bit difficult. Writing a grant proposal is an exercise in logic. A winning grant proposal is one written that follows the rules set by the funder and/or in a manner that makes sense to the reviewers. 

What a Winning Grant Proposal Does

The key to success is in creating a proposal that is well thought out, and the argument must flow rationally through the proposal’s various sections, building the impression that funding of the proposed project is reasonable, sensible, and desirable. Therefore, a winning grant proposal:-

• Identifies a problem; 

• Explains the project’s intent to resolve the problem and 

        sets measurable markers of success;

• Describes steps that will be taken to reach the objectives; 

• Introduces the individuals who will carry out the activities; 

• Outlines procedures for measuring the project’s success in 

        meeting its objectives; and 

• Estimates the funding needed to complete the project as 

        proposed (Budget). 

Component of a Winning Grant Proposal

ABSTRACT (OR EXECUTIVE SUMMARY): Usually at most a one-page (or less) summary of the core concepts presented in the proposal. It appears before the narrative and gives the reader a clear idea of what is coming. An abstract must be clear, concise, and compelling. The abstract identifies the applicant organization and gives a sense of its ability to implement the project. 

TABLE OF CONTENTS: The proposal should include a brief (no more than one page) table of contents, following the abstract, which outlines its sections and cites page numbers for each. 

INTRODUCTION: The introduction serves to acquaint the reader with the applicant. The introduction should provide background information the reader needs to understand the proposal and lead directly into the need statement, taking the reader from the general to the specific. To be most effective, the introduction should be brief so it doesn’t wear the reader out too early; to the point so it doesn’t lose the reader in miscellaneous, unnecessary facts; and interesting so it captures the reader’s imagination. 

NEED STATEMENT: The need statement is the most important part of any proposal. Unfortunately, it is also often the most poorly written section. The need statement has two purposes: to explain how your needs meet the funder’s interests and priorities; and to establish the specific problem the proposed project will address. 

OBJECTIVES: Objectives are simply the intent of the project. They indicate what the project will achieve and the time it will need to reach its goals. Objectives should be concise, specific, measurable, and relate directly to the need. As an extension of the need statement that described the current situation, the objectives statement, describes what the situation will be after implementation.

ACTIVITIES: The section outlining project activities (commonly called the methodology section) is simply an explanation of how the project will reach its objectives. The description of activities should focus on the aspects of the project that will resolve or prevent the problems identified in the need statement by obtaining the results promised in the objectives. A project should undertake only activities that will move it toward the objectives. The rule of thumb for activities is, if they are not necessary for reaching the objectives, omit them from the proposal. 

PERSONNEL: The personnel section of a proposal should show that the persons who will be assigned or hired to implement project activities have the skills and experience necessary for a successful program. 

EVALUATION: Funders want to know that their money will be well spent and who will benefit from the project and to what extent. Evaluation should be important to grantseekers as a means of showing funders that they are capable, reliable, and can be trusted with future grants. 

BUDGET: The budget should reflect the costs of the items and activities described in the project narrative portion of the proposal. If an item is not described and justified in the narrative, it should not appear in the budget. The converse also is true: If an item is listed in the narrative, it should show up in the budget. The relationship between the budget and the project description should be so tight that a reader can determine what the project is by simply reading the budget. 

APPENDIX: If the RFP allows an appendix, keep it brief and remember that it should support the rationale and logic of the entire proposal. Keep in mind that readers have limited time to review and score proposals and do not have time to read every item that is included in the appendix. 

DISSEMINATION PLAN: Occasionally, funders require grantees to develop plans for disseminating project results so the project can be replicated in other locations. Check the budget section of the RFP to see what, if any, dissemination costs are allowable. 

SUSTAINABILITY: Often, funders want to know how a grantee will continue a project after grant funding runs out. Funders are not interested in best intentions and dreams for the future; they want a specific, credible plan that shows where funding and resources will come from after they are out of the picture. 

FOR DETAILED GUIDELINE ON GRANT PROPOSAL WRITING AND OR A FREE TEMPLATE/SAMPLE OF GRANT PROPOSAL, EMAIL US AT techinvak@gmail.com or WhatsApp +254111380358