MATRA-programma

Small Embassy Projects Programme (Matra/KAP)

Matra is a major programme run by the Dutch Ministry of Foreign Affairs. It has a wide range of components, and its aim is to support the process of social transformation in Central and Eastern Europe. Matra responds to private initiatives. It focuses on activities that contribute to the further development of an open, pluralist, democratic society, firmly embedded in the rule of law.

Matra seeks in particular to strengthen the fabric of civil society, stressing the importance of cooperation and interaction between private and public bodies. The Matra Small Embassy Projects Programme, better known as Matra/KAP, is part of it.

If you are interested in a Matra/KAP grant, please read this booklet carefully and contact the Dutch embassy or consulate-general near you.

General

A plural civil society functions more effectively if people actively participate in it. This is the concept on which Matra/KAP is based. Matra/KAP is seen as a very useful instrument since it can support a wide range of small-scale activities carried out by all sorts of groups and individuals. The aims of Matra/KAP are similar to those of Matra as a whole, i.e. development of an open, pluralist, democratic society. One of the main characteristics of Matra/KAP is its focus on small-scale, less spectacular initiatives of the kind that are usually overlooked. In this respect it is unique, and this is what sets it apart from other donors’ programmes.

The programme is run by Dutch embassies and consulates-general, since they are familiar with the local environment, thanks to their involvement in their host country. Matra/KAP also makes a significant contribution to the expansion of networks, leading to better bilateral relations between the host country and the Netherlands. This is a much-appreciated side effect of the programme.

Which countries?

Matra/KAP operates at present through embassies and consulates in the following countries:

I) New EU-member states

Czech Republic, Estonia, Hungary, Latvia, Lithuania, Poland, Slovakia and Slovenia (KAP will be phased out by 2007)

II) Candidate EU member States and potential candidate member states

Bulgaria, Croatia, Romania, Montenegro, Serbia and Turkey

III) Eastern neighbours to the EU

Belarus, Russian Federation and Ukraine

IV) Southern neighbours to the EU

Algeria, Jordan, Lebanon, Morocco, Syria and Tunisia

Who’s eligible?

Matra/KAP is a demand-driven programme and therefore only supports target group initiatives. To be eligible for a Matra/KAP grant, projects must promote the process of transformation into a pluralist, democratic society by helping to create a stronger, more diverse civil society. This process of transformation can take place in the following 12 areas:

legislation & law
public administration, public order and police
information & media
human rights/minorities
environment/NGOs
environmental authorities
labour & social policy
culture
welfare
health care
housing
education.

What are the requirements?

applications must be relevant to Matra objectives;
the duration of a Matra/KAP project may not exceed twelve months;
the application must relate to one or more of the 12 Matra themes mentioned above;
the project should be a local initiative;
eligibility for funding is limited to local costs;
the target group should be clearly defined and actively involved in implementing the project;
the target group should bear part of the burden of the project (financial or in kind);
maximum amount to be committed is €15,000.

The following factors will also be taken into account:

how the problem, objective, target group and envisaged results are presented;
activities, timetable and budget;
active involvement of the target group at all stages of the project;
extent of the target group’s own contribution (financial or in kind);
support for and feasibility/sustainability of the activity;
management capacity of the implementing organisation;
distribution over Matra/KAP themes;
preference is given to funding that serves as seed money, i.e. that stimulates local processes.

Not eligible for funding under the Matra/KAP Programme:

projects that are a repeat of previous projects or that were already under way before the application was submitted;
running costs (salaries, fixed expenses, e.g. rent, electricity, water, gas, etc.);
charitable activities;
international travel expenses;
commercial activities;
activities whose target group includes central government.

Co-financing with other donors is possible if:

Matra’s visibility is guaranteed;
a clear, transparent description is given of the Matra/KAP activities;
the other sources of funding are also specified in the proposal;
the budget balances.

The application procedure

applications must be submitted to the Dutch embassy or consulate-general in the host country;
applications should be submitted by the project organisers themselves, though they may be assisted by third parties, such as Dutch NGOs;
applications should be submitted on a standard application form and in English¹ and/or the official languages of your country;
the project proposal should be accompanied by a signed introductory letter from the applicant;
the project proposal should in any event include:
information on the applicant organisation and its most important achievements;
a detailed description of the problem, the project aims, planned activities and measures taken to increase the sustainability of results;
specification of the intended Matra/KAP contribution and its precise purpose²;
a precise indication of how the project will strengthen civil society;
a clear definition of the target group;
a timetable for implementation of the project;
a detailed and transparent budget in the local currency or in euros, estimating all costs and specifying each source of income, as well as all contributions from the project organisers and the target group; applications have to be supported by the relevant documents (depending on the specific activities proposed), such as CVs of experts, pro-forma invoices for externally provided services, letters of support, etc.

The embassy or consulate-general may award grants up to a maximum of €15,000. Each project qualifies for one grant. No follow-up funding can be provided.

Approval, contract, payment and reporting

If the project is approved, the applicant will receive two copies of the contract, outlining the conditions of the grant. One copy must be signed and returned to the Dutch embassy or consulate-general. Upon its receipt, the first instalment of the grant will be paid.

Within three months of finalisation of the project, the applicant is required to submit a narrative and financial report on the results achieved. The reportshould describe activities carried out to date, activities still planned, problems encountered, achievements, lessons learned, etc.

Upon approval of these documents, the embassy or consulate-general will pay the second and final instalment. The embassy or consulate-general reserves the right to inspect the project accounts and activities at any time.

Caveat

Since the Matra/KAP funds for each embassy are limited, project proposals will not necessarily be approved even if all of the above requirements are met.

1) The language of the proposal/project is decided by the embassy. It may be limited to English only.

2) Matra/KAP grants are in no way general contributions to support the project as a whole, awarded on the basis of good faith. The funds must be earmarked for specific project activities.