fundsforNGOs - Grants and Resources for Sustainability

Grants and Resources for Sustainability

  • Subscribe for Free
  • Premium Sign in
  • Premium Sign up
  • Home
  • Latest Funds
    • Latest Funds for NGOs
    • Latest Funds for Companies and Startups
  • News
  • Proposals
  • Q&A
  • Free Resources
  • Videos
  • Jobs
  • Submit
  • Contact
    • About us
    • Fight Fraud against NGOs

Your are here: fundsforngos.org » All Listings » 10 Top Tips for Grant Management

10 Top Tips for Grant Management

555
SHARES
ShareTweetWhatsappEmail

1. Building Trust

In all aspects of grant management, problems can be avoided with clear and regular communications with grants officers. Put everything in writing!

2. Observe project start and end dates for spending

Don’t make payments or enter into commitments before the agreed contract start date. All invoices must be dated between the official start and end dates. It is OK to spend right up to the of the end of contract date as long as the invoice is dated before the end of the project as the expenses can be accrued. This is one useful method to avoid large under-spends.

3. Meet project targets within budget

Make sure the activities covered in the project proposal match the activities carried out and the amount of money spent. It is no good putting ten workshops in the proposal, then only carrying out five and the cost is the same as ten.

Tell beneficiaries and project officers about who the donor is and what their conditions and restrictions are. Hold regular meetings with other staff (e.g. project and administrative staff) to discuss the donor’s conditions, and to review progress compared to the project plans agreed with the donor.

4. Avoid under spending

This is as much, if not more, of a problem for a donor as over-spending is. Donors have targets to meet too and they really don’t want the hassle of funds being returned to them. If you do not use up all of their allocation, the donors may then lose this money from their next year’s allocation.

5. Monitor donor-by-donor expenditure

In multiple-donor funded projects, keep an eye on the individual expenditure allocated to each donor to make sure you do not under- or over-spend for each donor. The total expenditure might show you are on target overall but conceal the donor by donor position.

6. Spend Capital expenditure budgets early

Equipment should be spent in the first part of the programme. Donors do not generally allow this to take place in the closing months or to be the subject of a no-cost extension.

7. Make time to prepare donor reports

Putting a financial report together always takes longer than you think! This is especially true if you need to ask questions from busy programme and project managers. Delayed reporting from the field and poor follow up at head office to chase reporting often leads to under- or over-spending going unnoticed for far too long. It is then too late to rectify.

8. Reports must be complete and accurate

Make sure all expenditure is reported in the correct period. For instance:

Do not allow working advances to remain unreconciled for longer than necessary.

Do not change previously reported budget or actual figures.

If a previously reported figure is wrong, do not change the figures. It is better to make an adjustment to the current figures – and use notes to explain what you have done.

9. Keep clear contract files and budget notes

Put dates and notes on all papers relating to the grant. It will then always be clear to whoever manages the project implementation (often two years after the initial proposal) which is the latest version of the contract and the final budget, and what changes have been requested and agreed by the donor.

10. Donors don’t like surprises

If you cannot meet reporting deadlines or fulfil other conditions, warn the donor as soon as possible; don’t ignore it. You may be able to negotiate on unrealistic terms and conditions.

For example, reporting deadlines may not be realistic because a lot of spending takes place in remote areas of the field, where there is no internet access so reports have to be physically delivered when field staff return to base. It is better to explain this to donors in advance and they will often respond favourably.

Similarly, if certain budget items are going to cost more than budgeted due to unforeseen changes, give the donor advance notice.

For more great guides and other information for NGOs visit: www.mango.org.uk

RSS Q&A

  • What should one keep in mind while managing NGO finances?
  • How Marketing and Communication Strategies can help NGOs achieve Fundraising Success?
  • How to establish Effective Governance in Your NGO?
  • What do funders look for in a grantee?
  • What to do if your grant proposal is rejected?
  • What are the challenges and problems in writing proposals for raising funds for my NGO?
  • What steps do NGOs need to follow to remain sustainable?
  • How can NGOs ensure that they achieve programmatic sustainability?
  • What type of Project Titles Could impress a Donor?
  • What are the types of Scams NGOs should be aware of?
  • How NGOs can identify Genuine Grant Opportunities and Donor Organizations and avoid Scams?
  • Why is financial management important for NGOs
  • How to develop the Vision and Mission for my NGO?
  • How to start an NGO?
  • Which Foreign Embassies should approach to apply for grants?
  • How to write the Articles of Incorporation for my NGO?
  • Why is it necessary to have a Board of Members in an NGO? What are their functions?
  • How can I form an NGO Board?
  • How can I use Project Activities to prepare my project’s budget?
  • How do I Write a Master Proposal?

Free Resources for NGOs

Premium Proposal Writing Resources

  • How can Short Concept Notes attract Large Funding
  • Things to Know When Applying for USAID Grants
  • 2020 Guide on How to Write Proposals
  • How to Prepare Your Proposal in under 60 Minutes
  • How can Sample Proposals help you write the Perfect Grant Proposal
  • A Simple Guide on How to Submit a Funding Request to Bill and Melinda Gates Foundation
  • Sample Proposal Templates that can Succeed!
  • How to Write Proposals under Tight Deadlines
  • How to submit an Unsolicited Proposal to USAID
  • Things to know when applying for the European Commission Grants
  • Golden Tips for Writing Proposals from Top Donor Agencies
  • Simplifying Logframes: A Guide for NGOs on How to Develop a Logical Framework

Terms of Use
Third-Party Links & Ads
Disclaimers
Copyright Policy
General
Privacy Policy
Premium Membership

© FUNDSFORNGOS. All rights reserved.

FUNDSFORNGOS LLC
140 Broadway 46th Floor
New York, NY 10005
United States

 

Unless otherwise specified, this website is not affiliated to any of the organizations mentioned above in any manner. The material provided here is solely for informational purposes only without any warranty. Visitors are advised to use it at their own discretion. Read the full disclaimer here.