1. BACKGROUND

The present Call for Proposals (CfP) is administered by UNDP’s project “Civil Society and Youth Support Project’’ (CSYP) and "Promotion of human security in Ukraine through responding to the multidimensional crisis caused by the war”.

On January 1, 2023, the United Nations Development Programme in Ukraine (UNDP) under the financial support of the Ministry of Foreign Affairs of Denmark launched the “Democratization and Human Rights 2023-2026 Project”, under which the sub-project Civil Society and Youth Support Project (CSYP) will be implemented until the 31 December 2026. The project has a three-dimensional approach: 

First, it intends to strengthen civil society organizations, focusing first and foremost at the subnational level, to enable active civil society participation in strengthening Ukraine’s resilience, sustainable recovery and development processes, and to link established CSOs with youth groups –especially new initiatives that emerged after February 2022 – to ensure the cross-fertilization of skills.

Second, the project works at the central level to create a more enabling policy environment for CSOs and support the national "youth machinery." At the national level, UNDP is also working with the Ministry of Youth and Sports (MYS) to re-design and transform the Youth Worker Programme by developing additional capacity development exercises, courses, and learning events for the youth workers, and to help the Ukrainian Youth Foundation kick-start its operations. CSYP supports CSOs in monitoring the implementation of national-level youth policies to determine how much progress has been made, and which areas need additional effort.

Third and finally, the CSYP is designed to support young Ukrainians’ active participation in the country’s recovery by honing their skills in good citizenship and leadership. The project supports youth-driven projects and exposes young women and men to how local governments operate to implement locally relevant social cohesion initiatives.

The UNDP project "Promotion of human security in Ukraine through responding to the multidimensional crisis caused by the war” started in January 2023 under the support of Japan and aimed to enhance human security in Ukraine by responding to the multidimensional crisis caused by the war and addressing high vulnerability due to the ongoing war in the country, ensuring inclusive recovery planning at the local level. The project aims to achieve the following five outputs to address human security of people in and outside Ukraine, who are facing high vulnerability due to the ongoing war in the country:

o          Output 1: Essential infrastructure restored and equipment and materials provided to secure life-line basic services and winterization support.

o          Output 2: Enhanced capacities of mine action authorities and emergency service responders to protect the civilian population from explosive ordnance and environmental hazards.

o          Output 3: Enhanced capacities of local authorities to clear debris and dangerous damage structures, as well as collect and safely dispose solid waste.

o          Output 4: Strengthened government system for crisis management, early recovery and basic service delivery for vulnerable people.

o          Output 5: Capacities of national and local state and non-state actors enabled for enhanced community security, human rights and access to justice for all people, with a focus on IDPs and vulnerable groups.

UNDP is recognizing youth as key agents of change in resilience building and sustainable recovery, and in the longer term, sustainable peace. Building on a strong relationship with the Ministry of Youth and Sports of Ukraine and a substantive experience of supporting youth participation at national, regional and local levels. Hence, UNDP support the promotion of young people’s voices and participation in decision making processes at all levels in the recovery efforts.

The full-scale invasion of the Russian Federation into Ukraine has had significant impacts on its youth population, resulting in disruptions in education, placement, and psychological traumas. According to the nationwide survey 'Impact of War on Youth in Ukraine,' about 82% of young people reported experiencing losses due to the war. The number of young people who joined volunteering activities within the first year of the full-scale invasion increased to 30% in 2022 (UNDP & UNFPA, 2023). Results of the Youth Opinion survey highlighted that the sense of civic duty, which measures the degree to which one feels responsible for the future and well-being of their society and country, and to which one feels that ordinary people can change things in their community, is significant. 83% of young people want to be engaged in the recovery process and reconstruction activities (IREX, 2023).

In 2023, UNDP, in partnership with the Ministry of Youth and Sports and selected partners, supported the VidNOVA:UA Programme with the aim of promoting the engagement of young people in the recovery of Ukraine and the normalization of life in communities affected by the war through youth exchanges. Twenty-one civil society organizations (CSOs) organized 24 youth exchange visits for more than 700 young people in 24 communities across 12 oblasts of Ukraine during June-September 2023. While the youth actively contributed to the reconstruction work under the supervision and mentorship of skilled construction workers, the exchanges also aimed to strengthen the sense of unity and social cohesion by fostering increased connections between young people from different parts of the country. As a result, 89.2% of participants confirmed that the exchange had strengthened their motivation to take part in volunteer initiatives in the future, and 79.3% confirmed their desire to participate in the restoration of their community in the future.

To further promote the role of youth in the recovery of Ukraine, in 2024, UNDP, in collaboration with the Ministry of Youth and Sports of Ukraine and the All-Ukrainian Youth Center, plans to implement a programme on a scale no less than that of 2023. This includes organizing 24 youth exchanges across various oblasts of Ukraine, with the ultimate goal of renovating 24 youth spaces/centers as well strengthening the social fabric of the country through providing an opportunity for participants to explore the diverse cultures of different regions of Ukraine. The programme demostrates a strong commitment to helping young people contribute to positive change and unity in Ukraine's ongoing recovery.

In this context, UNDP Ukraine would like to:

1. Identify and select an experienced civil society organization which will serve as a coordination center for implementation of national programme of inclusion of young people into recovery processes “VidNOVA:UA” (https://vidnova.org.ua/). 

and 

2. Identify and select youth centres and/or youth CSOs (up to 24) to act as implementing partners responsible for organizing youth exchanges in their communities.

2. OBJECTIVES OF THE COMPETITION: 

LOT 1 

The primary focus of this Lot is to select a CSO that will provide coordination support to successfully conduct 24 youth exchanges, and ensure methodological support and training of youth centers’ / CSOs’ staff including: 

• Participate in the process of selecting youth centers and youth CSOs which will apply for the second Lot of this competition which will include the assessment of proposed sites for restoration of civil infrastructure objects;
• In partnership with UNDP team and All-Ukrainian Youth Center conduct training sessions for youth centers and/or youth CSOs on the methodology and logistical specifics of the exchanges (3 rounds of 4-day training sessions for up to 24 teams of three people);
• Based on established methodology, organise training of mentors to conduct the educational part of exchanges with a focus on the development of civic competencies, financial management, volunteering and the values of social cohesion;
• Ensure the work of the central office of national programme of inclusion of young people into recovery processes “VidNOVA:UA”, with the aim to coordinate work of regional hubs with the Ministry of Youth and Sports of Ukraine and ensuring communication about the project within the society;
• Conduct a communication campaign to attract the young participants to participate in the programme including establishing partnership with universities, professional technical schools, local self-government bodies to promote the programme through their channels as well as to widely promote the programme results;
• Support the local teams with developing the exchange programmes in their communities with a focus on promotion of intercultural learning and social cohesion in addition to manual work on the restoration of youth centres;
• Support youth centers and youth organisations in conducting one or two 5-day youth exchanges in oblasts identified by the Ministry of Youth and Sports^[1], including overseeing the organization of logistics such as accommodation, travel, and food for the participants;
• Establish a robust system of monitoring of programme implementation including ensuring that all of the planned activities are properly implemented, and new participants are given priority over the one’s who have already participated in the programme;
• Conduct a series of surveys among participants of the exchanges and local teams (before and after the exchanges) to better understand the intangible results of the programme as well as effectiveness of the programme.

LOT 2

The primary focus of this lot is to select youth centres and/or youth CSOs to act as coordination centers for organizing youth exchanges within the framework of the National Youth Exchange Programme “VidNOVA:UA”, namely:

• Based on the received methodology and training, finalise the curricula/schedule for exchanges (educational part, including civic competencies, financial management, volunteering and the values of social cohesion);
• Maintain contact and coordinate with local authorities on the organization of works on the restoration of civil infrastructure objects: CSO submits an application in partnership with the local government body that owns the facility identified for restoration;
• Identify and propose an implementation team which should consist of a coordinator, finance manager, a manager of restoration works, and a manager of the education & communication component of the programme;
• Formulate the brief description of the cultural and historic significance of the community (or communities) in the region, where the organisation is planning to conduct a youth exchange, in order to prepare a comprehensive cultural programme for the exchange;
• Identify the object for the restoration within “VidNOVA:UA” programme at the concept submission stage according to the following criteria:
• Preference will be given to communal property (the premises are owned by the community);
• A letter of support for the project implementation from the local authority is mandatory;
• In the letter of support from local authorities as the property owner must commit to sustain the operations of the restored premises and make it available for youth work or community activities for the period of at least 5 years; 
• In case of private ownership of the premisses suggested for restoration, the owner must commit to make the restored premises available for youth work or community activities for the period of at least 5 years.
• Support the coordinating organisation (Lot 1) in selecting participants for an exchange, as well as support the communication campaign on local level to attract the young men and women to participate in the programme;
• In partnership with local authorities, “VidNOVA:UA” coordinating organisation and All-Ukrainian Youth Center, conduct one or two youth exchanges during the June-September 2023: one organization can conduct a maximum of two 5-day exchanges in two different communities within one oblast; 
• Ensure timely reporting to the central coordinating office (to coordinating organisation) and efficient outreach campaigns on the local level before, during and after the exchange;
• Participate in the experience exchange activities, organised by coordinating organisation (Lot 1), to share knowledge and lessons learned with other CSOs on planning and implementing youth exchanges. 

By submitting a concept for this competition, the identified CSO team (at least 2 nominated representatives) agrees to participate in the mandatory 4-day offline training which will take place anytime from 15 March to 1 May 2024.

3. PARTICIPANTS OF THE COMPETITION: 

LOT 1 

Non-profit youth organizations and/or organizations working with youth, in particular charitable organizations, public associations (including civil society organizations and unions) that are officially registered in Ukraine for no less than three years. The applying must have proven experience in implementing national level projects preferable with and for young people. The contest does not provide grants to profit organizations, political parties, state authorities, local governments, state and municipal enterprises religious communities and private (physical) individuals and entrepreneurs.

LOT 2 

Non-profit youth organizations and organizations working with youth, including charitable organizations, public associations (including civil society organizations and unions) that are officially registered in Ukraine. The contest does not provide grants to profit organizations, political parties, state authorities, local governments, state and municipal enterprises religious communities and private (physical) individuals and entrepreneurs.

3.1. Eligible organizations

The parameters that will determine whether an NGO is eligible to be considered for funding by UNDP will be based on the Capacity Assessment Checklist CACHE (Annex 5). 

3.2. Geographic location:

UNDP will accept applications from all regions under the control of the government of Ukraine. The applying CSO has to prove its capacity to operate in the proposed area of the intervention which will be assessed by the Grant Selection Committee.

4. COMPETITION STAGES:

LOT 1 

The winners of the competition will be chosen on the basis of the evaluation results of the project proposals by the Grant Selection Committee. UNDP will conclude grant agreements with one finalist that will be recommended for funding. To participate in the competition under Lot 1 the applying CSO should submit the proposals according to the template provided in Annex 1.1 of this CfP.

LOT 2

Stage I 

Submission of project concepts according to the Annex 1.2 of this CfP.

Stage II

Based on the results of the review and preliminary evaluation of the concepts, representatives of pre-selected youth centres and organizations will be invited to participate in a (four day) preparatory training and submit finalized project proposals. The aim of the training is to prepare the youth CSO teams for the implementation of the youth exchanges in their regions, including guidance on finalisation of project proposals, as well as guidance on programmatic and financial reporting, as per UNDP guidelines.[2] Three training rounds will be organized during 15 March and 1 May 2024.

The winners of the competition will be chosen on the basis of the evaluation results of the project proposals by the Grant Selection Committee. UNDP will conclude grant agreements with those finalists that will be recommended for funding.

5. BUDGET AND ALLOWED EXPENSES:

Eligible costs must:

• be necessary for caring out project activities;
• be utilised only on the expenses for the activities within the frame of this project;
• comply with the principles of sound financial management, in particular value for and cost-effectiveness;
• be properly recorded, identifiable and verifiable, and backed by original supporting documents.

UNDP grant may only be used to cover the following costs (Lot 1):

• Staff salaries and expert fees;
• Purchase of consultative services provided that these are essential for project goals and objectives;
• Printing and copying;
• Utility services;
• Renting, catering and other services envisaged by the project activities;
• Travel costs (provided that travel complies with internal UNDP regulations).

UNDP grant may only be used to cover the following costs (Lot 2):

• Staff salaries and expert fees;
• Purchase of consultative services provided that these are essential for project goals and objectives;
• Construction materials or repair work (no more than 5000 USD from the total amount);
• Furniture and equipment (no more than 1000 USD from the total amount);
• Consumables and supplies, including minor personal protective equipment;
• Printing and copying;
• Utility services;
• Renting, catering and other services envisaged by the project activities;
• Travel costs (provided that travel complies with internal UNDP regulations).

The following costs are ineligible (Lot 1, Lot 2):

• Costs of project proposal preparation;
• Debts reconciliation;
• International travel;
• Reimbursement of expenses related to exchange rate fluctuations;
• Creation and registration of the organization;
• Direct fiscal support to state authorities;
• Political activity or military activity;
• Religious propaganda;
• Activities leading to direct or indirect discrimination of any social strata;
• Projects aimed at gaining profit from activities;
• Purchase of vehicles and / or luxury goods and related services.

6. FINANCIAL CONDITIONS AND TERMS OF IMPLEMENTATION:

The maximum budget of the project proposal under the Lot 1 should not exceed 60’000 USD, and under the Lot 2 should not exceed 18’000 USD per exchange. The available amount for construction materials under the Lot 2 should not exceed 5’000 USD.

The maximum timeframe for the project implementation of project under Lot 1 is 7 months. The maximum timeframe for the project implementation under Lot 2 is 3 months if the applying CSO partner plans to organize 1 exchange visit, and 5 months for 2 exchange visits. 

The contribution from the implementing organization or from other sources will be considered and will be regarded as an advantage for the applicant. This contribution could be made both financially and in non-financial form (for example, remuneration of the personnel of the organization, provision of its office or equipment for project tasks, etc.).

7. SUBMISSION PROCEDURE:

For Lot 1 

Complete project proposals as per template provided in Annex 1.1 should be submitted in Ukrainian or English to the email:  grants.ua@undp.org and google form specifying in the subject line the title and Lot of the competition “Lot1. Engaging young men and women in recovery processes in Ukraine through youth exchange programmes”. The project proposals should be submitted no later than 18:00 on 26 February 2024.

For Lot 2

Stage I

Concepts of the project proposals as per template provided in Annex 1.2 should be submitted in Ukrainian or English by e-mail to the address:  grants.ua@undp.org and google form specifying in the subject line the title and Lot of the competition “Lot 2. Engaging young men and women in recovery processes in Ukraine through youth exchange programmes”. The project concepts together with letters of support from property owners and/or subnational authorities should be submitted no later than 16:00 on 4 March, 2024.

Stage II

Based on the results of the review and preliminary evaluation of the concepts, the selected organizations will be invited to submit finalized project proposals. The compete project proposals and supporting documents should be submitted to the address grants.ua@undp.org no later than one week after completion of the training organized by UNDP. 

Contact persons for questions:

• Maksym Mazypchuk, CSO Development and Outreach Associate, maksym.mazypchuk@undp.org 
• Sofiia Pyshnieva, Project Youth Development Analyst, sofiia.pyshnieva@undp.org 

8. SELECTION PROCESS

8.1. Assessment procedures

UNDP specialists will check the proposals submitted by the CSOs for each competition stage against the criteria. The Programme can request additional information from the applicants at its own discretion.

To ensure full transparency and equity of the process, UNDP forms a Grant Selection Committee (GSC) that will appraise the proposals that have made it through the first stage. GSC is a temporary authorized body that is responsible for considering, selecting and recommending proposals for funding. The Grant Selection Committee may decide to request additional independent expert opinion during the selection process.

8.2. Criteria for the assessment of proposals 

The proposals shall be assessed by the GSC in accordance with the following criteria:

LOT 1

LOT 2

9. REPORTING, MONITORING AND EVALUATION

9.1. Monitoring and evaluation, frameworks for project implementation

The Grantee is responsible for monitoring project implementation and evaluating its results. UNDP will monitor the project through Grantee reports, online consultations, site visits, meetings with project personnel and stakeholders, and participation in project events.

9.2. Reporting

The Grantee shall submit the following reports according to UNDP format:

• Brief reports on demand occasionally requested by UNDP CSDR in cases when information on Programme implementation is required in between reporting periods;
• A Completion report, including a summary of activities and results as well as financial report for total duration of an agreement (templates will be provided by UNDP).

ANNEXES

Annex 1.1. Form for LOT 1 

Annex 1.2. Concept form for LOT 2

Annexes 2-4 for LOT 1

^[1] Particular emphasis will be placed on ensuring equitable opportunity for participation in the youth exchange activities for youth from conflict affected communities, regardless of their current area of residence/relocation.

[2] Please note that the training is mandatory for the implementing team