CONTRIBUTORS
Cliff Mokua
Grants Officer
Elizabeth Kemigisha
Associate Research Scientist
Magdaline Kusuna
Program Administrative Assistant
Sheena Kayira
Business Development Manager
By Cliff Mokua, Joshua Eliud Omondi, Elizabeth Kemigisha, Sheena Kayira, and Magdaline Kusuna.
Grants enable international non-governmental organizations (INGOs) to implement projects that create context-relevant solutions to health and development challenges in Africa. While grants offer a significant opportunity to achieve financial support, the application process can be daunting, and effective grant management can be challenging, especially for INGOs based in Africa. By mastering grant writing and management, organizations can improve their chances of winning and implementing grants.
Not all grants are the same – a well-drafted proposal begins with an understanding that every grant-seeking opportunity is unique and should be treated as such. Organizations should carefully analyze, consider, and adhere to all funder guidelines, ensuring that the proposals align with the organization’s mission and the funder’s priorities.
A strong proposal clearly defines the problem and substantiates relevant data to support the project. It should also outline the methods that will be used to solve these problems. Beyond these compelling narratives presented in an easy-to-understand manner, one should allow ample time to refine ideas, gather all necessary approvals, and meet the submission deadlines.
The Do’s and Don’ts
Even the most well-intentioned proposal is never free from mistakes. One of the biggest mistakes is writing and submitting a proposal without obtaining necessary internal approvals. The go-no-go approvals from finance, relevant research offices, or administration and management teams are essential to avoid misalignment with the organization’s strategic priorities.
Another mistake is failing to adhere to the funder’s proposal guidelines and application instructions, such as formatting style, page limits, or budget specifications, which can result in automatic disqualification. Compliance and clarity are essential, and all proposals should be written in a straightforward and persuasive format.
Budgeting is another important aspect of grant writing. A poorly planned financial proposal can weaken a good proposal. A budget should be realistic, aligned with the proposal activities, and justified. Remember, funders can flag overly ambitious objectives that are not feasible or aligned with their funding model. Always provide an accurate financial outlook that supports a clear need and reflects a sustainable funding strategy.
Jargon, clichés, and overly complex language should be avoided unless necessary. Instead, use familiar conversational words, with sentences limited to a single idea. Before submitting the proposal, conduct a thorough review to eliminate all jargon, ensuring anyone reading it can easily comprehend it. Additionally, review and proofread the proposal for errors.
The Essence of Relationships
Building a good record in grant management is essential. It is critical to demonstrate that your organization is worthy of financial support by showing the success of previous projects and financial accountability. Organizations that develop prior relationships and build a strong online presence by showcasing their skills and competencies have a competitive edge over those that don’t.
Finding the right grant is one of the most significant challenges in grant writing for many organizations. Many applicants apply for grants that are not the best fit for their project or initiative, which can lead to rejection. Researching and identifying grants that align with your organization’s goals is essential; more importantly, your application should suit the funders’ interests. Relationships play a big part in knowing potential grants suitable for your organization.
Got the Grant? What Next?
Effective Grants management is essential after securing a grant. Organizations must find the best people to execute the grant. Investing in qualified, professional personnel is necessary for successful grant execution. The team constituted should have subject-matter expertise in the areas funded under the grant to ensure impeccable project implementation.
Further, an organization should establish solid budget procedures and rigorous monitoring and reporting mechanisms post-award to ensure the grant funds are used effectively and efficiently. Tracking expenses carefully, adhering to grant guidelines, and submitting all reports regularly are essential.Submitting timely and accurate reports is crucial, as failure to do so can result in non-compliance, impacting the project’s success and jeopardizing future funding opportunities. Finally, evaluations are critical aspects of grant management, as they provide the grantor insight into the project’s progress and impact.
Best Practices
Developing a structured grant strategy ensures grants align with an organization’s goals and objectives. The plan should include identifying potential grants, creating a timeline, and outlining the proposal’s structure. Pre-award procedures, such as instituting a grant vetting strategy through the Business Development office to assess eligibility and competitiveness and obtain the go-no-go, can prevent wasted opportunities, ensuring that the organization is diverted to grants likely to win, reducing failure rates.
Building strong institutional structures is a long-term strategy to support grant writing in any institution. This should include streamlined processes from grant application and pre-award to post-award implementation and grant close-out procedures. Institutional credibility in efficiently managing grants is essential to ensure continuity in funding cycles and sustainability. By refining these strategies, an organization can turn any challenge into an opportunity.
The African Population and Health Research Center (APHRC) has developed an impressive track record of winning and managing multiple grants. By implementing many projects on the African continent, the Center is an excellent example of an INGO that has mastered the art of grant writing and management. At APHRC, grants are not just a source of financial support but also serve as a catalyst for sustained impact and innovation – something that should be replicated across the continent.