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Concept Note Format

The document outlines a template for a concept note required for a project funded by the European Union. It includes sections for the implementing entity, project background, objectives, expected outcomes, indicators, main activities, target beneficiaries, budget overview, and contact information. Applicants whose concept notes are selected will need to develop a detailed project proposal for further evaluation.

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Ahmed Ibrahim
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60 views3 pages

Concept Note Format

The document outlines a template for a concept note required for a project funded by the European Union. It includes sections for the implementing entity, project background, objectives, expected outcomes, indicators, main activities, target beneficiaries, budget overview, and contact information. Applicants whose concept notes are selected will need to develop a detailed project proposal for further evaluation.

Uploaded by

Ahmed Ibrahim
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

This project is funded by the European Union

Template for Concept Note

The concept note is the first step to the application process. Applicants whose concept notes have been chosen
for further assessment will be advised and will need to prepare a detailed project proposal for further
evaluation.

Insert Title of Proposed Project


Insert date of proposal

1. Implementing entity and key partners


Insert name and short history of the organisation submitting the concept note, including a short
description of the organisation's legal status and financial and operational capacity. If
applicable, also provide a brief description of key partners.
Add maximum one page describing the national or local context in which the action will take
place

2. Background
Provide a short general overview of the proposed project, including operational timeframe (start
end end dates). Between 1/2 page to 1 page.

3. Project summary
3.1. Overall objective
Provide the overall general objective of the proposed project (maximum 1).

3.2. Expected outcomes

Provide the overall expected outcomes of the proposed project (approximately 1-3).

3.3. Indicators of achievement


Provide key indicators (1-2 per expected outcome) of how the expected outcomes will be
measured. Clearly indicate the expected outcome(s) to which each indicator relates.

3.4. Main activities


List the main activities of the proposed project. Please clearly indicate the expected
outcome(s) to which each activity relates.

3.5. Key target beneficiary population


Provide a detailed description of the key target beneficiary group, including key
characteristics/demographics and what are the key risk/vulnerability factors for this group.
Provide the rationale of why and how this target audience was chosen.

3.6. Summary budget


This project is funded by the European Union

Provide a brief overview of the proposed budget for this project (should be in CHF
equivalent). Applicants chosen for further assessment will be required to submit a detailed
budget.

A co-financing of 10% of eligible costs is required from the applicant. As such, only 90% of
the total submitted eligible costs of the action will be reimbursed and eligible for the grant.

The Applicant will need to provide information on how this co-financing will be obtained.

Budget is prepared in CHF equivalent as per [Link]


Insert timeframe of budget

Most expenditures will be spent in INSERT MAIN CURRENCY.

Revenue
Grant requested from this application
Grants/Revenue from other sources:
Provide source(s)

TOTAL REVENUE

Expenditures1
Expenditures
Personnel (including employees/consultants/etc.)
Workshops and Trainings
Logistics, Transport and Storage
Other Expenditures: Explain
TOTAL EXPENDITURES

3.7. Contact information


Please provide the details (as applicable) below.
Name of organisation:
Mailing address:
Physical address (if different from mailing address):
Website (if applicable):
Primary contact person:
Title:
Email:
Telephone number:

1
Should include all expenditures for the project, including the 10% to be financed through other sources.
This project is funded by the European Union
Fax number (if applicable):
Other contact person:
Title:
Email:
Telephone number:

Fax number (if applicable):

Common questions

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A project team should demonstrate their project's alignment with the overarching objectives in the concept note by clearly stating how each component, from the objectives and outcomes to activities and indicators, supports achieving the central aims. The team should ensure coherence with broader strategic goals and highlight synergies that showcase the project’s relevance and potential contribution to wider initiatives or policies .

An organization might provide a rationale for selecting a specific target beneficiary group by explaining the key characteristics and vulnerability factors of the group, such as demographics and socio-economic conditions. The rationale should relate these factors to the project’s objectives, demonstrating how the project will address their needs effectively and the potential for a significant impact. It should also consider the organization's expertise and capacity to engage with this group effectively .

Detailing the national or local context in which the proposed action will take place is important because it provides evaluators with an understanding of the specific environment and conditions that justify the project. This context helps to demonstrate the relevance and anticipated impact of the project within its target area, aligning the project's aims with regional needs and potential challenges .

Providing both the mailing and physical addresses of the proposing organization in a project proposal is necessary for establishing transparency and accountability, facilitating communication, and ensuring that funders can verify the organization’s legitimacy and location. This information may also be essential for logistical reasons, such as in cases of site visits or in delivering important correspondence .

The summary budget plays a critical role in the initial assessment of a project proposal as it provides a snapshot of the financial requirements, reflecting the project’s scale, efficiency, and feasibility. It outlines the required grant amount, co-financing, and anticipated expenditures, offering insights into cost-effectiveness and strategic allocation of resources, factors crucial for funders during the selection process .

The currency of expenditures impacts the financial planning and execution of a project funded by international grants by affecting conversion rates, budget stability, and risk of exchange rate fluctuations. Financial planning must account for potential variances in exchange rates to avoid unforeseen financial deficits or surpluses. It requires a strategic approach to manage these risks effectively and ensure project funds maintain their intended value .

Expected outcomes and indicators of achievement are interconnected in a project proposal because indicators provide measurable criteria for evaluating whether the expected outcomes are being successfully met. Indicators are designed to be quantitatively or qualitatively tracked and should clearly relate to specific outcomes, enabling project managers and stakeholders to assess progress and adapt strategies if needed .

When outlining the main activities of a proposed project, the primary considerations include ensuring each activity is clearly linked to achieving the expected outcomes, feasibility within the project’s timeframe, alignment with the project’s objectives, and resource availability. Each activity should have a specified purpose and contribute directly to addressing the needs of the target group and achieving the intended impacts of the project .

The requirement of co-financing affects the financial planning of a project proposal by necessitating that applicants secure additional funding sources to cover a portion of the costs themselves. This stipulation compels applicants to demonstrate their financial capability and commitment to the project by covering at least 10% of eligible costs, ensuring that the project is not solely dependent on the grant. It also impacts budget planning and the likelihood of acquiring other funding sources .

The essential components to include in a concept note for a project funded by the European Union are: Implementing entity and key partners, background of the project, overall objective, expected outcomes, indicators of achievement, main activities, key target beneficiary population, and summary budget. Each component must offer specific information pertinent to the project's intent, structure, expected impact, and financial plan .

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