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Guidelines for Project Preparation
and Submission
COMCEC Coordination Office
May 24th, 2017
Burak KaragölDirector
Purpose and Importance of the Project Submission
Guidel ines
Crit ical Issues in the Guidel ines
Actors & Roles
Project Types and Eligible Activ i t ies
Human Resources
Financial Issues
Monitoring Documents
Select ion Cri teria
Outline
Basic document to give guidance to Project Owners on rules
and procedures of the COMCEC Project Funding
Explains al l detai ls about preparat ion, submission, appraisal ,
and implementat ion phases of COMCEC Funded Projects
Of cri t ical importance for ;
Finding project ideas
Designing project act iv i t ies
Hiring right project personnel
Consistency with select ion cri teria
Compliance with financial and technical procedures
Project Submission Guidelines
Responsible
Authority
Contact
Person
Project
Owner
Major Actors & Their Roles - I
Responsible
Authority
high level representative of the
PO
performs administrative and
technical management of
project activities
assists the Responsible
Authority
supervises project personnel
checks the conformity of
reports and documents
submitted by the PO
Contact
Person
Project
Owner
Major Actors & Their Roles - I
Development Bank of Turkey
Financing
Monitoring
COMCEC Coordination Office
Project Select ion
Overal l Management of the Program
Major Actors & Their Roles - II
Activity-
based
Projects
Research
Projects
COMCEC
Funded
Projects
Project Types
Activity-
based
Projects
Trainings
Workshops
Conference and Seminars
Study visits
Publicity meeting
Feasibility Studies
Preparation of audio, visual
and written promotion
materials
Preparation of a research
study
Field trips related to the
research
Research
Projects
COMCEC
Funded
Projects
Project Types
Project Budget
Minimum Limit
(USD)
Project Budget
Maximum Limit
(USD)
Minimum
Co-Finance Rates
by the PO
CCO Grant Limits
(USD)
Member
Countries
100.000 250.000 10% 90.000-225.000
OIC Institutions50.000 100.000 25% 37.500-75.000
Project Budget Limits
Activity-based Projects
Activity-based
Projects
Project
Coordinator
Employment of the Project Personnel
Trainer (s)
Activity-based
Projects
Project
Coordinator
Employment of the Project Personnel
Trainer (s)
The PO cannot candidate a public servant as a
project coordinator.
Advanced degree in the relevant f ield (M.A., MSc., PhD, etc.)
Publicat ion in the relevant f ield
Fluency in oral and wri t ten Engl ish
At least 5 years of experience in the relevant f ield
Previous experience in coordinating international projects
Strong communicat ion, administrat ive and organizat ion ski l ls
Full computer l i terate
Preferably an OIC member country nat ional
Qualifications of the Project Coordinator
Overal l management and coordinat ion of a l l projec t ac t iv i t ies
Prepar ing the Deta i led Work Plan
Draf t ing moni tor ing reports
Extending of f ic ia l inv i ta t ions to the par tner countr ies
Checking t ra ining mater ia l s that are prepared by Trainer(s )
Attending COMCEC events and other re levant internat ional meet ings
to present projec t ac t iv i t ies and outcomes
Responsibilities of the Project Coordinator
At least PhD degree (handicraft and similar ski l l -based
training excluded)
Publicat ion in the relevant f ield (handicraft and similar
ski l l -based training excluded)
Fluency in oral and wri t ten Engl ish
At least 5 years of experience in the relevant f ield
Professional command of local language(s) of the target
countries is an asset
Preferably an OIC member country
national
Qualifications of the Project Trainer(s)
Contributing to the preparat ion of the Detai led Work Plan and
Activi ty Reports
Collect ing and analyzing data which is essential to preparat ion of
training program through study vis i ts , interviews, etc.
Preparing the content , program and materials of the training
Training relevant target groups on the specif ic subject(s) s tated
in the Project Fiche
Responsibilities of the Project Trainer(s)
Monitoring Documents - I
Detai led Work Plan
- to be submitted in the f irs t month of the project
- includes al l sub -act iv i t ies to be undertaken during the impl.
Monthly Progress Report
- to be submitted in each month
- ref lects the technical progress in the relevant month
Timesheet(s)
- to be submitted in each month
- ref lects the works made by project personnel
Financial Progress Report
- to be submitted after undertaking a main act iv i ty
- ref lects the financial progress in the project
Activi ty Report
- to be submitted after undertaking a main project act iv i ty
- ref lects the detai ls about the act iv i ty
Training Materials
- Draft version (at least one month ago)
- Final version (at least two weeks ago)
Project Completion Report
- to be submitted within last month of the project
- summarizes al l f inancial and technical information
Monitoring Documents - II
Research Projects
Research
Projects
Project Lead
Researcher
Employment of the Project Personnel
Research
Projects
Project Lead
Researcher
Employment of the Project Personnel
PO can only hire a Project Lead Researcher.
Qualifications of the Project Lead Researcher
PhD. degree or a t leas t 10 years of exper ience in the re levant f ie ld
Publ ica t ions in the leading academic journals in the re levant f ie ld
Fluency in ora l and wri t ten Engl i sh (TOEFL iBT -min. 100 - or IELTS
-min 7.0 - scores are preferred)
Previous exper ience in coordinat ing internat ional projec ts
Research exper ience wi th a leading internat ional organizat ion i s an
asset
Strong adminis t ra t ive and organiz ing ski l l
Responsibilities of the Project Lead Researcher
Overal l management and coordinat ion of a l l projec t ac t iv i t ies
Bui lding the research team (hir ing researchers , ass i s tants e tc . )
Col lec t ing and analyz ing data
Conduct ing necessary surveys and f ie ld v i s i t s
Prepar ing draf t and f ina l vers ion of the research report
Ensuring that the projec t outputs are in accordance wi th the Technica l
and Financia l Proposal
Developing and mainta ining c lose working re la t ions wi th re levant
of f ic ia l s f rom partner countr ies
Monitoring Documents
ToR
- to be submitted in prel iminary project submission period
- includes al l sub -act iv i t ies to be undertaken during the impl.
Monthly Progress Report
- to be submitted in each month
- ref lects the technical progress in the relevant month
Draft and Final Version of the Research Report
- to be submitted relevant dates s tated in the ToR
- reflects the technical progress in the project
Relevance to the COMCEC Stra tegy
Principles
Stra teg ic Object ive of Respect ive Cooperat ion Area
Output Areas of Respect ive Cooperat ion Area
Compliance wi th the supported sectora l themes
Promot ion of mul t i la tera l cooperat ion
Regular par t ic ipat ion to the Working Group Meet ings
Fi l l ing out the Project Fiche properly and wi th suf f ic ient deta i l s
Qual i f ica t ions of the proposed projec t personnel
Real i s t ic cost es t imat ions in the projec t budget
Cooperat ion and communicat ion wi th the CCO
Connect ion wi th previous COMCEC funded projec ts implemented
by the PO
Project Selection Criteria
THANK YOU
www.comcec.org/en/pcm [email protected]