Frequently Asked Questions

JSDF grants are expected to be demand-driven and prepared in a participatory, rather than a top-down, manner. They may be proposed by local governments, NGOs, or civil society groups, but must be prepared and submitted by a Bank staff member.

What is the purpose of the JSDF Regular Window?

JSDF project proposals respond to the following criteria:

• Target and Respond to the Needy, providing direct benefits to the poor, vulnerable, and disadvantaged groups with rapid results for improved livelihood.
• Support Community-Driven Development by Empowering the Poor at the local community level, to participate in society and government and to affect their development and learning by doing.
• Engage NGOs/CSOs or Local Cooperatives/Community Associations, or Local Governments as Implementing Agencies which are close to the beneficiaries and where they have a say in their development.
• Build Capacity through special capacity building grants to strengthen communities and their associations to participate in decisions that affect their lives, as well as strengthening the capacity of their local governments and local NGOs/CSOs to provide services.
• Pilot Alternative Innovative Approaches or Partnerships engaging NGOs/CSOs, community associations, or local governments as implementing agencies to reach the target groups not reached by other programs.
• Reflect a Participatory Design and consultation process with the targeted beneficiaries who endorse the grant activities.
• Utilize Participatory Monitoring and Evaluation to help beneficiaries address their vulnerability and to ensure ownership and sustainability.
• Encourage Sustainability through Scale-Up of pilot at completion through Bank-financed operations, recipient government activities, or other entities.

What types of activities are eligible for funding under JSDF Regular Window?

 

Two types of grants can be supported under the JSDF Regular Window:

• "Project Grants" finance investment activities that address demand-driven poverty reduction needs and support innovative approaches; and
• "Capacity Building Grants" are for activities that strengthen service delivery at the grass roots level through learning by doing or expanding the capabilities or coverage of social fund-type institutions. They may also support measures nurturing positive interactions among local government, communities, interest groups, and non-governmental organizations in ways geared to generate substantive incremental benefits.

JSDF grants support free-standing projects that are included in the sector unit’s work program, through the creation of an RE-P# Activity code in AIS, approved by the line manager JSDF grants may not be linked to ESW.

Which countries are eligible for funding under JSDF Regular Window?

 

Only low-income and lower middle-income countries, as defined in the most recent World Development Report/Indicators published annually in April, are eligible for both project and capacity-building grants. Check current country status.

What would be the average size of a JSDF Regular Window grant? How should the cost be estimated?

 

The size of a JSDF grant can range from US$200,000 to a maximum of US$3 million (This amount includes the supervision portion of the grant) for the JSDF regular program. International market rates should be used to cost the activities.

What regulates the implementation of JSDF Regular Window grants?

JSDF grants follow World Bank operational policies and procedures including World Bank Guidelines for Procurement and Consultants.

Are NGOs eligible to receive funds from the JSDF Regular Window?

Yes.  An NGO may be a direct grant recipient or may act as the implementing agency for another recipient. The NGO’s financial management capacity must meet Bank criteria. A Bank Financial Management Specialist will review NGO credentials and the financial management system established for the grant. As a recipient, the NGO must work with a Bank staff member who will see the proposal through the application process and act as Task Team Leader (TTL) once the grant is approved. The TTL will ensure that the proposed grant activities are in line with the country’s development objectives. Proposals must be submitted by the Bank TTL to CFP through the Regional Trust Fund Coordinator, after clearance by country and sector management.  The recipient country government must send a letter endorsing the NGO as either the recipient or implementing agency of the grant. 

 

How is a NGO selected?

The selection of an NGO is the responsibility of the recipient country, through a competitive selection process when possible. The TTL ensures the transparency and fairness of the selection process, consulting the team’s designated procurement specialist who may clear the selection. 

Can a NGO directly submit a JSDF proposal?

 

No.  A NGO that has an innovative project idea should prepare a concept note (CN) and contact the Bank country office to get the name of the TTL assigned to the sector of interest.  They can send the CN to that TTL to find out whether they would be willing to champion the project if it fits within the country/sector strategy agreed between the country and the World Bank.

 

Is funding available to assist in the participatory aspects of project preparation?

 

Yes.  A Seed Fund  has been established to finance grants of up to US$50,000 is to facilitate the process of consultation with the targeted beneficiaries and NGOs/CSOs during the grant preparation process to ensure ownership through a participatory design and implementation.  This will result in a responsive, demand-driven proposal and activities that will provide direct benefits to the targeted poor and vulnerable. 

Are there restrictions as to what the JSDF Regular Window will finance?

Yes. JSDF will not finance purchase of motor vehicles, land acquisition, academic research, government, NGO or any other staff salaries, and foreign training or study tours.

 

Can a JSDF Regular Window grant finance regional programs?

 

While regional programs are eligible for funding under the JSDF, they are not encouraged in view of the complicated logistics and the implementation experience which has not been very positive. The JSDF program is country specific, and targets local communities or local governments.  The in-country recipients must sign a Grant Agreement, much like a Loan/Credit Agreement. 

 

Who reviews JSDF Regular Window Proposals?

 

The JSDF proposal must be reviewed by two reviewers, one from the social development perspective and one from the technical/sectoral/country perspective. The reviewers will send their comments to the TTL who, in turn, will include them in the Review Matrix. The proposal should be reviewed by the country lawyer, sector manager, the designated Procurement and Financial Management Specialist, Finance Officer and any Safeguards specialist. The proposal is attached to the GFR (Window #5843), and is cleared by the Sector manager, Country Director, and the regional trust fund coordinator before submission to CFP.

What Operational Policies are most commonly triggered in Preparing a JSDF Proposal?

The following operational policies (but not limited to those) can be triggered:

• OP 14.40 Trust Funds
• OP4.01, Environmental Assessment, to examine the potential environmental risks and benefits associated with projects involving small works
• OP4.10 Indigenous People’s Plan (whenever the grant is being implemented in an area where there are indigenous people)
• OP8.0 Rapid Response to Crisis and Emergencies in the case of the Emergency Window
• OP8.30 When the grant has a micro-finance component or a revolving fund

How are Reviewers selected under the Regular Window?

The list of SDV Reviewers is provided by the Steering Committee and is renewed before the next Call for Proposal.  Please note that every effort is made not to have the same reviewers in successive reviews. A second reviewer is the Sector Technical-Thematic reviewer which is proposed by the Task Team and approved by the JSDF Unit.  

Please refer to the JSDF website link: Peer Reviewers Guideline.

Do FMS and PS review the Proposal?

Yes. We also recommend involving LEG and LOA early in the process to provide input and guidance. This will facilitate and expedite the drafting and clearance of the Grant Agreement and preparation of the Disbursement Letter before the signing of the Grant Agreement.

 

Who approves the JSDF Regular Window Proposals?

 

Once a proposal is submitted to CFP, it is reviewed by the JSDF Secretariat, which sends comments to the task team. Proposals are subsequently reviewed by the Steering Committee which may clear them for submission to Japan for approval, with or without minor revisions to be done by task team. The Government of Japan ultimately approves or rejects grant funding requests.

When and how can one apply for a JSDF grant?

 

Concept Notes can be submitted at any time when the team has reached agreement with the intended beneficiaries, stakeholders and Borrower on the objective and expected outcome of the proposed JSDF grant. Invitations to submit JSDF grant proposals are usually issued three times a year. TFO sends out the invitation for submission of proposals which includes the guidelines for preparation of proposals, the list of eligible countries, guidelines for technical review and other useful information. JSDF applications are prepared using a Word Document Template and submitted through the GFR system.

Can agencies other than the central Government be recipient of the JSDF Regular Window grant funds?

 

Yes. The grant recipient may be a central or local government entity, an NGO or a civil society organization.

 

Can UN Agencies or other multilateral agencies be recipients or implementing agencies of a JSDF Regular Window Program?

 

No.  They may not be recipients or implementing agencies.  However, UN Agencies may be hired, as subcontractors, in accordance with World Bank procurement guidelines to carry out grant activities.  However, exceptions may be granted for UN agencies to be implementing agencies if it can be shown that no NGO can safely operate in the country.

Can JSDF grants fund Bank Supervision Cost?

 

Yes.  A grant application may include a request to finance Bank incremental supervision costs (IBC) of up to 9 percent of the recipient grant amount. In cases where the TTL is based in the field, the ceiling for incremental supervision costs is 5%.  This would be justified if the grant is unusually complex and would result in the need for additional Bank staff resources beyond those provided by the regular administration budget, including the JSDF administration fee. In addition, incremental Bank costs may be requested in instances where the beneficiaries are physically dispersed or living in post-conflict or post-disaster areas and are hard to reach. In any case, the amount requested may not exceed the supervision coefficient for the country.  The IBC will finance the cost of consultants and staff time, travel and subsistence.

 

Are there any activities that are not eligible for funding under the JSDF Regular Window Program?

 

The JSDF will not finance activities related to research, desk audits, diagnostics, surveys, economic and sector work, and other.

What is the allowable overhead/administration cost for a JSDF Regular Window Grant?

 

The ceiling for administrative costs, including project management and overhead is 10% of the recipient grant.  In addition, it is expected that at least 70% of the funds would be utilized for expenditures providing direct inputs for the beneficiaries, e.g., subprojects, employment, micro-business, and training for beneficiary participants.

What procurement procedures should be followed?

 

Since JSDF grants are recipient-executed, the current Guidelines: Selection and Employment of Consultants by World Bank Borrowers, (the Consultant Guidelines), and Procurement under IBRD Loans and IDA Credits (the Procurement Guidelines) apply. For Seed Fund grants and the Bank-executed portion of JSDF grants, please refer to AMS 15.00 as well as to the Consultant and Procurement Guidelines.

Is retroactive financing allowed under JSDF Regular Window?

 

Yes.  Retroactive financing, effective from the date of approval of the grant by the Government of Japan, may be included in the Grant Agreement, in consultation with TACT.  The guidelines in OP/BP 6.00 and 12.10 apply.

 

What clearances are required for a draft Grant Agreement?

 

Unless the first page of the proposal has been modified, JSDF clearance is not required.  TACT no longer clears grant agreements (GA).  The GA is to be cleared by the FM, Procurement and FO.

What clearances are required for restructuring a JSDF grant?

It depends:

• In cases where the task team wants to extend the closing date within 4 years of the date of the signing of the grant and a restructuring of the grant is needed, the task team only informs the JSDF Unit.
• In cases where the task team wants to extend the closing date beyond  4 years of the date of the signing of the grant and a restructuring of the grant is needed, the task team must seek  JSDF Unit no objection, on an exceptional basis.

It depends:

• In cases where you have a reallocation within the allowable percentages, JSDF clearance is not required, and you may consult legal directly to amend the agreement.  Allowable Percentages means:
  • Operating costs may not exceed 10% of the recipient grant amount
  • Project Management/Administration Component cost may be up to 10% of recipient grant amount
  • M&E component cost may be up to 10% of the total grant amount
  • Construction/Refurbishment may not exceed 30% of the recipient grant amount
  • Consultant services may not exceed 20% of the total grant amount

In cases where a change in the first page of the grant proposal is made, (e.g. grant development objectives, name of the recipient, implementing agency), then JSDF clearance is required.

What does Special Allocation for Africa mean? Can TTLs submit a proposal for a different sector?

 

Special Allocation for Africa was introduced by Japan in FY09 to give additional funding of $20 million for Agriculture Development, $10 million for Participatory School Management, and $20 million for Health Management and Health Services over a 5-year period. In addition to these specific sectors, staff in the Africa Region can apply for the other regular sectors of the JSDF program.

 

=========================================================================

 

Emergency Window Program

 

What is the purpose of the Emergency Window Program?

The JSDF Emergency Window aims to protect the poorest and help those that have been driven into extreme poverty in the wake of the global economic crisis. Proposed JSDF projects would support activities aligned with the Rapid Social Response Program (RSR) and the Global Food Crisis Response Program (GFRP). The GFRP program finances a mix of rapid food and agriculture related assistance, while the RSR program finances immediate interventions in the areas of safety nets, labor markets and access to basic services. More detailed information is available on the JSDF Website.

 

What are the requirements to apply for an Emergency Window grant?

Countries must satisfy the following criteria:  i) have been impacted negatively by the rising price of food, fuel, and the financial crisis; and ii) have limited fiscal resources to address the crises.  Discussion should include the impact of the economic crisis on poverty and/or food insecurity in the country and other relevant information to justify the urgent need for funds.

What is the maximum size of an Emergency grant?

The maximum size for a single grant is $3 million.

 

What countries are eligible for the Emergency Window grants?

All IDA/IBRD countries are eligible under the JSDF Emergency Window. 

How would an outside entity apply for an Emergency Window grant?

JSDF Emergency Window applications, including concept notes, are not accepted from outside parties. They require the sponsorship and endorsement by the relevant country departments in the World Bank, so it is important for the outside organization to establish contact with the task team leaders working in the target countries. 

Who reviews JSDF Emergency Window Proposals?

The proposal meeting must be reviewed by LEG, FM, PROC, and LOA.  A country team decision must be held to review and clear the proposal for submission to the JSDF Unit.

 

How are Technical Reviewers selected under the Emergency Window Program?

The Emergency Window Program does not use Technical Reviewers.  However, since a Country Decision Meeting is required, the team would select peer reviewers to review and comment on their proposal.

Do FMS and PS clear the Proposal?

Yes.  We also recommend involving LEG and LOA early in the process to provide input and guidance. This will facilitate and expedite the drafting and clearance of the Grant Agreement and the Disbursement Letter before the signing of the Grant Agreement.

What is the allowable overhead/administration cost for a JSDF Emergency Window Grant?

 

The ceiling for administrative costs, including project management and overhead is 10% of the recipient grant.  In addition, it is expected that at least 70% of the funds would be utilized for expenditures providing direct inputs for the beneficiaries, e.g., subprojects, employment, micro-business, and training for beneficiary participants.

Would the Emergency Window provide supervision budget?

Staff submitting an emergency grant application may include a request to finance Bank incremental costs (IBC) of up to 9% of the recipient grant amount, when the TTL is based in HQ and 5% when the TTL is based in the field. At the core of the new rapid response policy is recognition of the higher risk inherent in working in emergency situations and providing rapid response to a crisis.  As identified in OP/BP8.0, the risks associated with the need for greater speed in the processing and implementation of emergency operations, are addressed through more intensive supervision on the part of Task Teams, with missions every four to six months.  Risks are also addressed through ex-post risk-mitigation measures, including procurement and financial management ex-post reviews. The IBC will finance the cost of consultants and staff time, travel and subsistence.

How long does it take for Japan to approve an Emergency Window grant?

The turnaround time is 4 weeks after submission of proposals.

=========================================================================

JSDF Seed Fund

What is the purpose of the JSDF Seed Fund?

The Government of Japan has made available seed grants for Bank Group task teams to support the participatory discussions with beneficiaries, civil society groups and other stakeholders to design the proposal for maximum effectiveness and sustainability.

Who should benefit from it?

All low and lower middle-income countries  under the JSDF program are eligible for Seed Fund grants. Seed Fund grants are awarded to Task Team Leaders, and are Bank-executed.

What are the eligible expenditures?

Eligible expenditures include Consultant services for the participatory process; workshops including local community experts and facilitators; and Bank staff travel and subsistence (up to 20% of those costs) Bank staff salaries and time are ineligible under the Seed Fund. Technical experts would qualify only to support the participatory consultation process. A maximum of 30% of the consultant costs may be for International Consultants, including their travel and subsistence.

What is the size of the Seed Fund grant?

The maximum size of a seed grant is US$50,000.

When one should apply to a Seed Fund?

Proposals may be submitted at any time during the year, and are approved in CFP within two weeks. Proposals are prepared in a GFR (Grant Funding Request) under the Seed Fund Window #378, with an attached Cost Table (see template and good practice on our Website).  

What is the expected delivery time?

The grant implementation period is a maximum of 12 months from the date of approval by CFP. The output is expected to be a well-developed JSDF project.  

Are there any reporting requirements?

Yes.  An interim progress report is required within six months of grant approval.