I once wrote an ECHO proposal that stretched me to the limit. It all started so well with the kick-off meeting—I presented the regulations, outlined the application requirements, and even highlighted the locations where our intervention would take place. Everything seemed on track until we hit the writing phase.
That's when I realized something was missing: 'the numbers'. Our Education in Emergencies project needed precise data on the number of schools, pupils per class, and their specific needs, and guess what! - that location was totally inaccessible at the time due to insecurities. I asked around and was informed of a UN-led needs assessment team with a proper security envoy headed to our proposed project's location site, i then requested a colleague in the field to tag along and we finally got the beneficiary data we needed. Crisis averted! But this experience taught me a critical lesson: the importance of early needs assessments. If we had carried this out earlier, it would’ve saved us from that stressful scramble for data.
Now, as we head into the ECHO proposal writing season, I thought I’d share some tips to help you avoid the same hurdles I faced:
1. Conduct Rapid Assessments Early On
Choose an area where your organization already has a niche. Having up-to-date data on locations where you have strong operations gives you an edge. If an intervention is in the pipeline, ensure you gather and store this information ahead of time.
2. Stay Engaged with Sector Working Groups
Sector working groups are gold mines for up-to-date information. Attend meetings regularly to stay informed on what other partners are doing on the ground. This not only helps with coordination but can also provide crucial insights for your proposal.
3. Have Standard Indicators on Hand
ECHO proposals often require specific indicators, so it’s always a good idea to be familiar with them. Keep your beneficiary numbers organized—an Excel sheet will be your best friend here. This helps not only with tracking but also gives you a clear picture of your overall reach.
4. Consult ReliefWeb and Other Resources
ReliefWeb is a treasure trove of reports and updates in various sectors. Scan for new reports and studies relevant to your sector and use these to shape your proposal. They can also provide valuable context to back up your intervention strategy.
5. Discuss Teaming Agreements in Advance
Don’t wait until the last minute to start forming partnerships. Get those teaming agreements in place early and ensure you have Non-Disclosure Agreements (NDAs) signed to avoid any potential roadblocks down the line.
6. Think Value for Money
ECHO loves proposals that offer value for money. Be sure to emphasize cost-effectiveness and how every Euro counts. Demonstrate how you can make a bigger impact without inflating the budget.
7. Attend ECHO Country Delegation Meetings
Stay connected with the ECHO delegation in-country to stay updated on their evolving needs and priorities. They usually hold meetings once the Humanitarian Implementation Plans (HIPs) are out. These are invaluable opportunities to hear firsthand what they’re focusing on.
8. Use the Offline Single Form
Download the offline version of the ECHO single form early on. Trust me, it makes coordination so much smoother. When you’re working with multiple partners and team members, having an offline version means you can gather inputs and make revisions even if the internet is spotty or someone’s on the move.
The DG ECHO Assessment and Appraisal Process: What to Expect
When you submit a proposal to DG ECHO, it goes through a detailed assessment and appraisal process. During the assessment, ECHO evaluates several factors, including:
The quality of the needs assessment and logical framework.
Adherence to DG ECHO policies and standards.
Relevance, feasibility, and your organization’s capacity to implement the intervention.
Knowledge of the country or region and coordination with local and national actors.
Localization approach, including risk minimization, local capacity development, and transparency in overhead costs.
Ongoing work evaluations if the action is a continuation.
Other factors like security, coordination, access arrangements, monitoring quality, and cost efficiency.
What Happens During the Appraisal?
Once your proposal passes the assessment, it enters the appraisal phase. ECHO sets internal deadlines and may request modifications to your proposal, such as changes to the budget, results framework, or better coordination with other actions. Remember, these adjustments aim to enhance coverage and assistance, but always maintain an open dialogue with ECHO to ensure they remain feasible for you. If you face challenges, don’t hesitate to reach out to the ECHO desk.
Additional Tips
Timing of ECHO Proposals
ECHO proposals are typically aligned with the Humanitarian Implementation Plans (HIPs) which are released annually. However, the specific timing of calls for proposals can vary. It’s crucial to stay informed about the release dates and deadlines to ensure you have ample time for preparation. Keep an eye on ECHO’s website and newsletters for updates on upcoming calls and deadlines.
Conducting Competitor Analysis
Understanding your competition is key to crafting a compelling proposal. Conduct a thorough analysis of other organizations working in the same sector or region. Identify their strengths, weaknesses, and strategies. This insight will help you differentiate your proposal, highlight your unique value, and demonstrate how your approach addresses gaps or unmet needs.
Being an ECHO Partner and Humanitarian Principles
Being a partner with ECHO means adhering to humanitarian principles such as neutrality, impartiality, and independence. Ensure your proposal reflects these principles and demonstrates your commitment to delivering aid based on needs rather than political, religious, or economic motives. Your proposal should also highlight how you will collaborate with other humanitarian actors and adhere to best practices in accountability and transparency.
Writing proposals can be a wild ride, but preparation really is key. By doing some of the heavy lifting early, you’ll be in a much better position to hit the ground running when the next ECHO call comes out. Happy proposal writing, and may the odds be ever in your Favor!
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