APPLICATION FORM
FOR
JAPAN'S GRANT ASSISTANCE FOR GRASSROOTS HUMAN SECURITY PROJECTS（THE
GGP/KUSANONE）
1. General information on the applicant
(1) Date of application 14th August 2025
(2) Name of the applicant organization
Markaz Islah Dar-ul-Aytam (Al Islah Center for Orphan Care and Social Welfare – AIC)
(3) Address
Islah Center Orphan Care and Social Welfare Center (AIC)
Sector M, Sheikh Maltoon Town, Toru Road Mardan, KPK
Tel. No. 0332-5071021, 0346-1514152
0937-830113
(4) Contact person
Name : Naseer Akbar Khan
Position : Operation Manager
Phone number : 0332-5071021, 0346-1514152, 0937-830113
E-mail address : [Link]@[Link]
(5) Responsible individual authorized to sign the Grant Contract
Name : Inyat ur Rehman
Position : Chairman
Phone number : 0300-5711031
E-mail address : info@ [Link]
(6) Status of the applicant
(a) National and Local NGO (b) International NGO (c) Local government,
(d) Medical institute (e) Educational institute (f) Government-related institution,
(g) International organization (h) other)
June 2002
(7) Year of Establishment Registration No. DSW/KPK/2106 (Registration and Control Ordinance 1961)
(The copy of the registration certificate is attached as Annexure-A)
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(8) Personnel
a. Board of Trustees : 07
b. Total Staff Member : 19
List of the Board of Trustees / Staff is attached as Annexure-B
(9) Main activities
Organization profile is attached as Annexure-C
(10) Financial situation
The financial records for the preceding two years are presented in Annexure-D
(11) Past assistance
Below is the record of past assistance provided by various contributors.
Year Name of Donor Grant Amount Contacts
2017 till Khyber Tobacco Company
200,000/ Monthly
date (KTC)
2018 The Bank of Khyber (BOK) PKR.1,000,000
2010 till Qatar charity international
PKR.30,306,242
2019 Islamabad
2012 till Friend’s society organization
PKR.3,665,786
2016 District Mardan.
World Assembly of Muslim
2013 youth (WAMY) international PKR.130,000
NGO Islamabad
Governor of Khyber
2010 PKR.2,500,000
Pakhtunkhwa (KPK)
Government of Khyber
2010 PKR.10,000,000
Pakhtunkhwa (KPK)
Pakistan foundation London
2006-2010 PKR.1,500,000
(PFL)
Pakistan Baitul Mal (PBM)
2009-2010 PKR. 3,600,000
Islamabad Pakistan
2009 Individual donors PKR. 5,500,000
Helping hand for relief and
Jan 2010 to
development international NGO PKR. 300,000/
June 2010
Islamabad
2
Citizen Community Board
Jan 2007 to PKR. 700,000
(CCB) District Government
June 2007
Mardan
2005 to
Individual donors PKR. 4,800,000
2009
2005 to
Individual donors PKR. 6,500,000
2007
2004 to
Individual donors PKR. 8,000,000
2005
2003 District Government Mardan PKR. 800,000
2. PROJECT
(1) Title of the Projects
Enhancement of Recreational and Living Facilities for Children
1. Indoor Sports Activity Setup for Small Kids
2. Purchase of Chair and Table for Kids Mess (Dining Hall)
3. Purchase of 40 Bicycles for Kids
(2) Project Site
Al Islah Center is situated in Mardan, the 2nd biggest city of Khyber Pakhtunkhwa. According to
[Link]
(3) Background of the Project
Describe the following points. If necessary to provide details, please prepare a separate reference document.
1. Economic and social situation in the target region
The Khyber Pakhtunkhwa (KPK) region continues to face pressing economic and social challenges.
High poverty rates, limited employment opportunities, and underdeveloped infrastructure adversely
affect the quality of life for its residents. Rural communities, in particular, struggle with inadequate
access to quality education, healthcare, and essential public services.
The situation is further compounded by the lasting impact of security concerns and population
displacement caused by past conflicts. These conditions have left a significant portion of the
population vulnerable, with many children having lost one or both parents.
Within this context, the Al Islah Orphan Care and Social Welfare Center serves a crucial role. The
Center provides comprehensive care—including shelter, education, healthcare, and psychosocial
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support—to orphaned and destitute children, enabling them to develop the skills, confidence, and
resilience necessary to become productive members of society.
2. Development challenges faced by the population. If it is a project for renovation or
rehabilitation of existing facilities, please indicate when the original construction was done.
The project focuses on improving the existing facilities at Al Islah Center, which was originally
established in June 2002.
Currently, the center houses 140 orphaned children between the ages of 5 and 18 years, who live
there on a full-time boarding basis.
The proposed project includes:
a. Indoor Sports Activity Setup for Small Kids – to provide safe recreational activities.
b. Purchase of Chairs and Tables for the Kids’ Dining Hall – to improve mealtime comfort and
hygiene.
c. Purchase of 40 Bicycles for Kids – to promote physical activity and outdoor recreation.
These activities are being initiated for the first time at the center and are intended to address
challenges such as:
a. Lack of appropriate age-indoor and outdoor recreational facilities.
b. Insufficient dining hall furniture for a large group of children.
c. Limited access to physical activity options, which affects health and well-being.
3. Initiatives by the applicant to address the challenges above. Please indicate why you cannot
resolve the problems on your own and you need assistance of the GGP/KUSANONE .
Al Islah Center (AIC) is a non-profit organization that relies entirely on donations to operate. While
we remain fully committed to the care, education, and well-being of the orphaned children under
our responsibility, our limited financial and material resources prevent us from fully addressing the
challenges we face.
We have made every effort to optimize the use of our existing resources; however, the scale of
need—ranging from basic necessities such as food, clothing, and healthcare to essential
infrastructure improvements—far exceeds our capacity. The assistance of the GGP/KUSANONE is
therefore vital. With your support, we can bridge these resource gaps, enhance our facilities, and
provide a safe, nurturing environment that enables these children to grow into healthy, educated,
and self-reliant individuals.
1. Objectives of the Project
a. Indoor Sports Activity Setup for Small Kids
(1) To create a child-friendly indoor space for physical play and social interaction.
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(2) To support emotional, physical, and cognitive development through safe
sports / play activities.
(3) To provide a protected environment especially during hot, rainy, or unsafe
outdoor conditions
b. Purchase of Chairs and Tables for the Kids’ Dining Hall
To enhance the dining facilities at Al Islah Center by procuring 25 dining tables (2.5’ x
5’) with laminated tops and 150 stainless steel chairs, thereby providing a comfortable,
hygienic, and safe environment for the children during mealtimes.
c. Purchase of 40 Bicycles for Kids
The primary objective of this proposal is to secure funding for the purchase of 40 high-
quality, age-appropriate bicycles to:
a. Promote healthy physical activity
b. Enhance children's motor skills and coordination
c. Provide recreational joy and emotional well-being
d. Encourage a sense of independence and responsibility
2. Expected outcome of the Project
(Enhancement of Recreational and Living Facilities for Children)
a. Indoor Sports Activity Setup for Small Kids
The project will provide orphaned children at Al Islah Center with safe, engaging, and age-
appropriate indoor sports facilities that promote physical fitness, social interaction, and
emotional well-being. Through regular participation in structured play and sports activities,
children are expected to develop improved motor skills, teamwork abilities, self-confidence,
and healthy lifestyle habits, contributing to their overall growth and development.
b. Purchase of Chairs and Tables for the Kids’ Dining Hall
a. Durability: Stainless steel chairs and steel-framed tables are long-lasting and resistant to
damage.
b. Hygiene: Easy-to-clean surfaces ensure better hygiene for daily meals.
c. Safety: Rounded edges and stable designs reduce risk of injuries for young children.
d. Space Management: Stackable chairs and uniform table sizing allow efficient use of the
dining area.
e. Improved Dining Culture: A well-furnished dining hall encourages discipline, unity, and
positive habits among children.
c. Purchase of 40 Bicycles for Kids
The provision of 40 bicycles will offer orphaned children at Al Islah Center an enjoyable and
healthy recreational activity, while also improving their physical fitness, balance, and
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coordination. Access to bicycles will encourage outdoor play, foster independence, and promote
a sense of joy and freedom, contributing positively to their mental and emotional well-being.
e. Estimated Cost of the Project
(Enhancement of Recreational and Living Facilities for Children)
a. Indoor Sports Activity Setup for Small Kids : PKR 816,500/-
b. Purchase of Chairs and Tables for the Kids’ Dining Hall : PKR 1,004,500/-
c. Purchase of 40 Bicycles for Kids ; PKR 920,000/-
Total Cost of the Project is PKR 2,761,000
【The GGP/KUSANONE Budget】
Item Unit Price Quantity Total Price Note
a. Indoor Sports Activity Setup for Small Kids
Indoor Slide & Swing 50,000 2 100,000
(Plastic, Safe)
Swings (Indoor Frame Set) 15,000 2 30,000
Seesaw (Plastic, 2-Seater) 10,500 3 31,500
Soft Floor Mats / Carpets 250 per Ft Size 28*70 490,000
Mini Basketball Hoop Set 15,000 1 15,000
Rocking Toys (Animal Style) 6,000 12 72,000
Storage Shelf for Toys 12,000 1 12,000
Misc. Toys (Balls, Hula, etc) 1,200 30 36,000
Foosball / Soccer Table 30,000 01 30,000
Total PKR 816,500
b. Purchase of Chairs and Tables for the Kids’ Dining Hall
Dining Tables 12,500 25 312,500
Dining Chairs 4,100 150 615,000
Welder Wages 2,000 15 days 30,000
Carpenter Wages 1,800 15 Days 27,000
2 x Labour 2,000 15 days 30,000
Transportation Charges -- 10,000
(Lumsump)
Total PKR 1,024,500
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c. Purchase of 40 Bicycles for Kids
Children’s Bicycle (Standard, with 19,500 780,000
40
training wheels for younger kids)
Safety Helmets 2,500 40 100,000
Maintenance & Repair Kit (for center 40,000 40,000
1
use)
Total PKR 920,000
Grand Total (a+b+c) 2,761,000
【Recipient Organization’s Budget can contribute around 20% on the following)
Item Unit Price Quantity Total Price Note
Indoor Sports Activity Setup for Small 01 Complete
-- 163,300
Kids Setup
Purchase of Chairs and Tables for the 25 Table and
-- 204,900
Kids’ Dining Hall 150 Chairs
Purchase of 40 Bicycles for Kids -- 40 Nos 184,000
Due to very limited resources, however, Al Islah Orphanage can
552,200
contribute around 20% of the above total estimate.
3. Implementation, Operation and Maintenance Plan
Please explain the capacity of the applicant organization to properly and effectively complete the
project such as;
a. Recent performance as an organization
Over the past 23 years, our organization has successfully implemented multiple child-
focused projects, including establishment of the construction of AIC Boarding Center,
Construction of Jamia Rehmania, nutrition improvement program, and learning resource
center. These projects were delivered on time, within budget, and with measurable positive
outcomes for the children. We have developed strong partnerships with local suppliers,
community stakeholders, and donors, enabling smooth execution of activities.
b. Number of staff to implement the project
We currently have 22 full-time and 3 part-time staff members, supported by a network
of dedicated volunteers. For this specific project:
• Project Coordinator – Oversees the entire project timeline, procurement, and
quality control.
• Procurement Officer – Ensures competitive pricing, quality assurance, and
timely delivery of items.
• Child Activity Supervisors – Specially trained in child safety, sports, and
recreational management.
• Support Staff – Assist in logistics, installation, and record keeping.
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c. Financial Stability
Our organization maintains a diversified funding base, with income from donors,
sponsorship programs, fundraising events. We also hold an emergency reserve fund
equivalent to at least 3 months of operational expenses, ensuring that even if there is a
temporary funding shortfall, we can still complete the project without
compromising quality or timelines.
Enough income to complete the project even if an unexpected funding shortfall happens
Describe also your plan for maintenance and management of facilities/equipment after the
completion of the project.
d. Maintenance and Management Plan
a. Indoor Sports Activity Setup for Small Kids
1) Operation: Supervised daily by trained staff to ensure safe use and
proper scheduling.
2) Maintenance: Equipment will be checked weekly for wear and tear,
cleaned daily, and repaired promptly if needed. A small annual budget
will be allocated for replacement of worn-out materials.
b. Purchase of Chairs and Tables for the Kids’ Dining Hall
1) Operation: Used during mealtimes and special events, with clear
seating plans to reduce damage risk.
2) Maintenance: Furniture will be cleaned after every meal, inspected
monthly for stability, and repaired on-site when possible. An annual
furniture-refresh budget will be set aside.
c. Purchase of 40 Bicycles for Kids
1) Operation: Bicycles will be issued under a supervised schedule to ensure
fairness and prevent misuse. Safety gear (helmets, pads) will be mandatory.
2) Maintenance: A designated staff member will perform weekly inspections,
oil chains, check brakes, and replace tires or parts when necessary. Annual
service will be arranged with a local bicycle repair shop.
4. Duration of the project
From September 2025 to November 2025 (02 months)
In principle, the Project should be completed within one year after the contract date
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General Instructions
1 Responsibilities of the recipient organization
It is the responsibility of the recipient organization to use the grant properly and exclusively for the
purchase of products and/or services necessary for the execution of the project and to give due regard to
the proper operation and maintenance during the execution and after the completion of the Project.
2 Eligible items
(1) The GGP/KUSANONE mainly supports tangible items such as the construction of primary schools,
clinics and boreholes as well as the provision of equipment. On the other hand, intangible items such as
capacity building, technical guidance for operation and maintenance, awareness-rising campaign and
reinforcement of community association contingent on tangible items may also be eligible for support.
(2)The GGP/KUSANONE does NOT cover the following items:
A Office expenses (office rental fee, salary for employees etc.)
B Contingency Funds
C Expenses incurred on individual or corporate profit-making activities
D Funding and items aimed at providing direct funds and assets to specific individuals (such as
scholarships, accommodations, clothing, etc.; however, this does not include situations of emergency
humanitarian aid in the event of natural disasters, etc.)
E Expenses linked to indulgences that may be harmful to the human body, such as alcohol and cigarettes
F Research expenses that do not have clear direct benefits for the population
(3) In general, the following items are not eligible for the GGP/KUSANONE and should be shouldered by
the recipient organization. However, the following items may be supported by the GGP/KUSANOE, if
it is found to be truly necessary, e.g., cases where it is indispensable to the achievement of the project
goals, or where there is an urgent or humanitarian need, and only where maintenance and management
structure is established the recipient organization.
A Operation-related costs (personnel and operational costs, etc. that are indispensable to the project)
B Maintenance and management costs for the provided goods
C Vaccines
D Consumables, small fixtures
E Books (teaching materials, reference materials for educational projects, books for library collections,
etc.)
D General passenger vehicles (vehicles that are highly universal and can be used for private purpose.)
E Electronic equipment such as personal computers, etc.
F Banking fees (remittance charge from the Embassy of Japan to the bank account of the recipient, opening
and closing fee of a dedicated bank account for the GGP/KUSANOE, account maintenance commission,
foreign-exchange fee, etc.)
G Administrative fees, vehicle registration fees, etc. that can be a source of revenue for the national and
local governments
H Import-related taxes (customs duty, internal tax, value-added tax etc.)
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*Notes on taxes
・ In principle, the import-related taxes for the items covered by the GGP/KUSANOE should be exempted
or reimbursed. It is the responsibility of the recipient organization to take necessary duty-free measures.
・ Even in cases where your country does not agree to the exemption of import-related taxes, in principle,
the recipient should bear the burden of these taxes.
・ On the other hand, in cases where your country does not agree to the exemption or reimbursement of
import-related taxes, and in cases where there is a need to provide assistance considering the financial
situation of the recipient organization, the grant may cover the cost of these taxes.
・ As for other taxes not related to import, in cases where there is a true necessity, taking into account the
financial situation of the applicant, the grant may cover the cost of these taxes. Please consult the Embassy
of Japan for more details.
3 Opening of a dedicated bank account
After the approval and the signature of the Grant Contract, the recipient organization will be required to open
a dedicated bank account, separate from other bank accounts used for the operating expenses or other projects
of the organization, for the disbursement of the fund. It is preferable to adopt the special banking contract
schemes, where a written consent of the Embassy of Japan is required for the recipient organization to make
every payment to suppliers or other relevant parties out of the dedicated bank account. On this matter, it is
the responsibility of the recipient organization to make necessary arrangements with an appropriate bank in
the country where the project is implemented.
4 External audit
(1)In principle, after the completion of the project, the recipient organization shall perform an external audit
in order to verify that the funds for the project have been used in a proper manner. In principle, the external
audit shall be performed by an organization or individual with official audit qualification in the country
where the project is being implemented.
(2)The necessary fees for performing the external audit may be eligible for support by the GGP/KUSANONE.
In principle, like other items, a comparison of estimates from three suppliers should be carried out.
(3)Upon the completion of the project, an audit report shall be submitted by the auditor to the recipient
organization. The recipient is required to submit a copy of this report to the Embassy of Japan. This report
should contain the following elements:
A Verification of financial records (income, direct expenditure, operational expenditure related to the
project, etc.)
B Verification of facts (procurement and delivery of equipment, use of equipment, etc.)
C Inspections of the project site (attach photographs to the report)
(4)In some exceptional cases, where there are no qualified organizations or
individuals in the country, where there is little need or where it is extremely difficult to perform, the
external audit may be exempted but some alternative measures should be taken. Please consult the
Embassy of Japan for more details.
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5 In case of Unforeseen Circumstances
After the approval and the signature of the Grant Contract, in principle, it is the recipient’s responsibility to
properly complete the project even when unexpected circumstances such as an unexpected shortfall happen.
However, if such an unexpected shortfall is due to unavoidable exogenous factors such as a natural disaster,
a sudden rise in material prices or fluctuation in exchange rates, the recipient may request to the Embassy of
Japan a support for follow-up expenses in order to complete the project. Please consult the Embassy of Japan
for more details.
6 Reporting
It is the role of the recipient organization to compile and submit to the Embassy of Japan an interim report
if applicable and a project completion report using the formats in annex.
7 Visibility
In order to ensure the visibility of Japan’s grant assistance, the recipient organization shall endeavor to
cooperate with the Embassy of Japan in carrying out some PR activities such as organizing a handover
ceremony, in putting stickers and attaching a plate or a sign displaying the flag of Japan onto the provided
supplies and buildings.
8 Attachments to this Application form
□ Map
□ (For construction of facilities) Schematic design and/or dimensioned drawing
□ Financial report for the past two fiscal years
□ Estimates/quotations for each good and/or service from three suppliers
□ (For construction of facilities) A copy of land title or lease contract
□ (As necessary) Permission of practice from the relevant governmental institution
□(For procurement of equipment) Certificate or Permission from the relevant governmental institution to use
the equipment
□ (For drilling boreholes, to the extent possible) Result of water veins research or equivalent information from
the waterworks department.
□ (As necessary) Proof of (or pledge of) due environmental and social considerations as well as safety
management during construction
□ (For procurement of vehicles, including ambulances and fire trucks) Proof of (or pledge of) necessary
parking space and auto insurance
□ (To the extent possible) Booklet of your organization
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I, the undersigned, hereby certify that all information provided in this Application form as well as the
referenced attachments is true, correct and complete to the best of my knowledge, and agree to the terms and
conditions above.
August 14, 2025
Mr. Naseer Akbar
Operation Manager
Al Islah Center (Orphanage) Mardan
(Signature)
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Total (A)
Expenditure
Total (B)
Balance (A)-(B)
【Example】 (Currency: USD)
Item 2020 2021
Income
Grant from Donors (Please specify their names) 40,000 50,000
Budget allocation from the Ministry of Health 12,000 11,000
Medical treatment fees 9,000 9,500
Prescription charges 1,000 1,200
Total (A) 62,000 71,700
Expenditure
Labor 45,000 42,000
Purchase of Medicine 1,200 1,200
Meals for Patients 5,000 6,000
Cleaning 500 550
Electricity 1,300 1,450
Water 1,250 1,580
Fuel 3,500 3,280
Total (B) 57,750 56,060
Balance (A)-(B) 4,250 15,640
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