How to
Apply
If your organization satisfies the conditions described in Objectives, Eligible Recipients, Project Areas, Available Funds and you want to receive GGP funds to implement a development project, submit an application form to the Embassy of Japan in your country. (In certain countries, you may submit your application to the Japanese Consulate-General.) The application form must be accompanied by a detailed budget for the project, a map showing the project site, a feasibility study for the project, and if available, a brochure and a copy of the regulations of your organization.
Please bring or send the application form and other required documents to the local Embassy of Japan or consulate. As we may need to ask you for additional information, it is essential that you provide your contact details.
When submitting your application form, please bear the following in mind:
1) In selecting projects for funding, the Government of Japan places a high priority on the impact and sustainability of the project. First and foremost, you must convince the Embassy that your organization is capable of the sound management of sustainable development projects. A detailed description of the past achievements of your organization would therefore be appreciated.
2) As mentioned above, the Government of Japan cannot provide funding for salaries and other recurrent operational costs. The operation of the project must therefore be independently financed by your organization. In order to convince the Embassy that you can maintain the project, you must show that you have sufficient funds to cover running costs.
3) Pro forma estimates must be supplied for each budget item so that we can ensure value for money. You should submit estimates from three different suppliers wherever possible. In certain circumstances (e.g., in emergency situations, or where there are only a limited number of suppliers), the Embassy may waive the requirement for three separate estimates.
 Project to
renovate a clinic in the village of N'Diass (Senegal,
1995). |
 Provision of an ambulance to a local hospital (Haiti, 1993). |
The Japanese Government receives far more applications than
it is able to support. Funds are therefore provided only for the
most suitable projects after detailed examination and evaluation.
After the application form and accompanying documents are
received by the Embassy of Japan, the procedures below are
followed:
1) Examination of the project: When the application is received, the project is examined by Embassy staff, paying particular attention to the objectives, socio-economic impact, and the cost of the project. On this basis, potentially suitable projects for grant assistance will be selected.
2) Site visit: The Embassy staff will visit the site of the selected project, after which a decision will be made whether or not to provide grant assistance.
3) Grant Contract: The Embassy of Japan and the recipient organization sign a Grant Contract. The Grant Contract contains the title, objectives and details of the project, the name of the recipient organization, a clause outlining the appropriate use of funds; and specifies the maximum amount to be disbursed.
4) Disbursement of funds: The recipient organization must conclude procurement contracts with relevant suppliers for the delivery of goods and/or services. The contracts are carefully examined by the Embassy of Japan to verify that the costs and budget items are appropriate. Once it has approved the costs and received a signed request for payment from the recipient organization, the Embassy will disburse the funds.
5) Implementation of the project: The grant should be used properly and exclusively for the purchase of the products and/or services necessary for the approved project. Once the grant funds have been disbursed, implementation of the project is expected to proceed in a timely manner, and in conformity with the agreed-upon timetable.
6) Reports: At the discretion of the local Embassy of Japan or consulate, the recipient organization may be asked to provide an interim report during implementation. A final report is required at the end of all projects. The final report must be accompanied by a financial statement and receipts showing how the funds were utilized.
1) Funds received must be used exclusively within the framework of the implementation of the project. The Embassy of Japan reserves the right to claim a refund of the grant if the funds are used for any purpose other than for the implementation of the project.
2) It would be preferable if the recipient organization could maintain separate accounting for the implementation of the project in order to facilitate audit operations by the Embassy of Japan or its representative.
3) Regardless of the project's starting date, grant funds shall be disbursed prior to March 31 (the end of the Japanese fiscal year).
4) If the recipient organization finds that it has to modify the project plan for any unexpected reason, it must consult the Embassy and seek its prior approval.
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