Mastering winning proposals and EU Grants management

DAY 1

Module 1: The Financial Instruments for External Aid and the Trust Funds

• The MFF 2021-2027: focus on ‘Neighbourhood and the World’ and its financial instruments
• Main component of the NDICI
• Analyses and use the MultiannuaI Indicative Programmes (MIPs)
• Top priorities and management modalities of the Trust Funds

Module 2: How to Be Prepared for Funding Opportunities

• Align your objectives with the EU and partner’s country priority and expected results

Module 3: Working with the EU

• Two ways to get funding: direct negotiation and calls for proposals
• How to be proactive to ensure a fruitful relationship with the EC and EU delegations

DAY 2

Module 4: The Call for Proposals System

• Steps of the application process
• Using the guidelines for applicants
• Application documents and mandatory declarations

Module 5: Drafting Your Proposals

• General tips for successful proposals

Module 6:  Logframe Matrix

• Build your results chain
• Identify SMART indicators and reliable sources of verification
• Identify key assumptions
• Describe the main activities
• Results and indicators for development – a new DEVCO tool: how to use the tool for the preparation of good logframes

DAY 3

Module 7: Drafting the Concept Note

• Description of the action: how to identify and explain the project logic
• Relevance to the EU call and programme objectives
• Problem analysis
• Stakeholder analysis and description of target group and beneficiaries

Module 8: The Key Aspects of the Full Application

• Description of the action in detail
• Methodology: don’t forget a list of equipment and supplies and the organisational structure (staff employed)
• Sustainability: risks, impact, multiplier effects
• Workplan

DAY 4

Module 9: Drafting the Budget

• The budget format
• Direct (actual costs and apportionment of local office costs) and indirect costs
• Eligibility principles
• Financial support for third parties
• Volunteer work
• The possible use of simplified cost options
• How to justify the costs

Module 10: Key Elements of the Implementation Rules to Take into Consideration When Preparing the Budget

• Human resources vs consultants
• Handover of equipment and supplies
• Contingency reserve for possible situations of hyper-inflation

Day 1

The Grant Contract: reporting requirements and timeline

• General requirements and deadlines
• Reporting and EU approval timeline

Preparing narrative reports

• Collecting the needed information for narrative reports

• Interim and final report : report on activities, results, possible changes and coordination mechanisms
• Updating the logframe

Preparing financial reports

• Preparatory phase: ensure the eligibility of the expenditure
• Prepare interim and final financial report: expenditure, forecast, reallocations and modifications

Annexes to the interim and final reports

• Summary of information and documents to be provided with the interim and final reports
• Documents to be kept for the expenditure verification and other possible checks and evaluations

Module 1: The Grant contract and annexes

An overview of the Special Conditions, all other annexes and of the actors involved in the management of a Grant

Module 2: Key activities at project start-up

Some tips on how to refine project activities, organise the partnership, set up a procurement plan and organise the team work

Module 3: Procurement rules and procedures

Short presentation of the main references for procurement

Module 4: Financial support to third parties

Brief guidance on the management of this important project component

Module 5: Dealing with changes

Presentation of the key rules related to the different types of amendment

Module 6: Reporting

A brief overview of the main reporting obligations, requirements and deadlines

Module 7: Main rules on payment

A guidance on how to request pre-financing to the EU

Module 8: Handover of equipment and supplies

Key rules for the transfer of assets by the end of the Actions

Module 1: The New Paradigm: FNLC and Hybrid Models in EU Grants

• Welcome to the new paradigm in EU grant management
• Comparing cost-based and results-based funding
• Preconditions for applying FNLC
• Understanding FNLC and Hybrid models
• Success factors of the FNLC approach
• Practical implications for grant managers, finance officers, and project coordinators

Module 2: Designing Proposals and Budgets: Embedding FNLC and Hybrid Logic

• Building your intervention logic (Annex K)
• Aligning proposal documents (Logframe, budget, and application form)
• Selecting contractable performance indicators
• Structuring FNLC-only and Hybrid budgets
• Avoiding double funding and budgeting for third-party assessments
• Section 2.1.1 of the Application Form and managing partial achievements

Module 3: Contracting, Implementation, and Monitoring: Ensuring Compliance and Results

• Aligning the Description of Action, Logframe, and Budget
• Navigating special conditions and key clauses (the no-profit rule, co-financing, modifications)
• Verification mechanisms: from results to payment
• The role and phases of a Third-Party Assessment (TPA)
• Developing performance evidence and supporting documentation
• Maintaining strong internal controls and an audit trail

Module 4: Reporting, Verification, and Project Closure

• Mastering technical and financial reporting obligations
• Managing financial risks and the "no results, less funding" rule
• Preparing interim and final financial reports for FNLC and Hybrid actions
• Structuring the reporting and verification workflow
• Avoiding common reporting mistakes and archiving evidence

A 1-hour webinar recording outlining the main changes introduced by PRAG 2025 in grant award and management procedures

Module 1: Navigating application and identification portals

• Understanding the PRAG digital compliance landscape (EU Login, Funding & Tenders Portal, Webgate)
• Core functions and submission requirements of PADOR, PROSPECT, and the Participant Register (PIC)
• Ensuring manual synchronisation between PIC and PADOR to avoid technical exclusion
• Completing the mandatory unified Identification Form and managing bank account controls
• Performing pre-submission technical reviews and risk mitigation steps

Module 2: Consortium structure and entity eligibility

• Defining roles and financial liabilities of consortium actors (Lead Applicant, Co-applicant, Affiliated Entity, Associate)
• Verifying structural link requirements for affiliated entities (control links vs membership links)
• Differentiating between Non-Governmental Organisations (NGOs), Civil Society Organisations (CSOs), and International Organisations (IOs)
• Managing compliance documentation and proving organisational eligibility

Module 3: Legal, ethical, and financial safeguards in Grant implementation

• Core certifications, legal duties, and liabilities of the Authorised Signatory
• Implementing zero-tolerance protocols on Sexual Exploitation, Abuse, and Harassment (SEA-H / Annex L self-evaluation)
• Conducting mandatory sanctions screening using the EU Sanctions Map
• Mitigating Early Detection and Exclusion System (EDES) risks and understanding exclusion consequences
• Navigating financial controls: external audits, Contractual Expenditure Verification (CEV), and Third-Party Assessment (TPA) for FNLC
• Operational rules for sub-granting (Financial Support to Third Parties - FSTP) and mandatory asset transfer regulations

Module 4: Strategic financial planning: the cornerstone of proposal success

• Identifying eligible direct costs under Article 14 of the General Conditions
• Rules for budgeting direct staff costs, remuneration items, and in-house consultants
• Direct project office expenses, shared office cost allocation, and fair apportionment keys
• Calculating and justifying indirect costs (7% flat-rate cap) and operating grant restrictions
• Identifying ineligible costs and ensuring full alignment across proposal documents

Module 1 — EU international cooperation architecture: the big picture

• Rationale and learning objectives
• The MFF and its funding instruments
• NDICI-Global Europe: what it is and how it works
• Introducing the Global Gateway strategy
• The Team Europe approach: joint delivery in action

Module 2 — The Directorate-General for International Partnerships

• Rationale and learning objectives
• DG INTPA’s mandate and institutional setup
• DG INTPA’s priority themes
• Staying up to date on DG INTPA's priorities

Module 3 — The Directorate-General for the Middle East, North Africa and the Gulf

• Rationale and learning objectives
• DG MENA’s mandate and institutional setup
• DG MENA’s priority themes
• Staying up to date on DG MENA's priorities

Module 4 — The Directorate-General for Enlargement and the Eastern Neighbourhood

• Rationale and learning objectives
• DG ENEST’s mandate and institutional setup
• DG ENEST’s priority themes

• Staying up to date on DG ENEST's priorities

Module 5 — The Service for Foreign Policy Instruments

• Rationale and learning objectives
• FPI’s mandate and institutional setup
• FPI’s priority themes
• Staying up to date on FPI's priorities

Module 6 — Cross-cutting themes in EU development cooperation

• Rationale and learning objectives
• The legal foundation: two principles, seven priorities
• Turning cross-cutting themes into policies
• Staying up to date on cross-cutting themes

Module 1: Understanding EU Delegations and their role in development cooperation

• The impact of EU aid decentralisation and the role of EUDs as local funding gatekeepers
• Organisational structure of EUDs: Cooperation, Political, Finance/Administration, and Communications sections
• Key staff roles and entry points: Head of Cooperation, Civil Society Focal Point, and thematic focal points
• Institutional relationship between EUDs, the European External Action Service (EEAS), and European Commission DGs (DG INTPA, DG ENEST, DG MENA)
• Navigating key policy frameworks: Multi-Annual Indicative Programmes (MIPs) and 4th Generation Civil Society Roadmaps (2025–2027)

Module 2: Positioning your NGO: profiles, concept notes, and alignment with EUD priorities

• Building a compelling, concise one-page organisational profile as your institutional "business card"
• Demonstrating credibility through track record, local partnerships, financial capacity, and measurable impact metrics
• Preparing a targeted two-page Concept Note outlining problem statements, proposed solutions, beneficiaries, and EUD fit
• Mapping NGO intervention logic directly to EUD country strategies and Civil Society Roadmaps
• Avoiding common positioning pitfalls, generic funding requests, and strategic misalignments

Module 3: Executing effective engagement and building lasting relationships with EUDs

• Mapping internal EUD contacts and selecting the appropriate entry point for operational or policy outreach
• Implementing a structured 6-step engagement sequence: Research, initial outreach, meeting preparation, meeting execution, follow-up, and ongoing engagement
• Best practices for initial email outreach, attaching tailored materials, and requesting brief introductory meetings
• Meeting execution and follow-up etiquette: value-driven dialogue, listening, and sending prompt summaries within 1–2 days
• Active participation in EUD consultations, workshops, and structured dialogues to maintain visibility across funding cycles

By subscribing to the Certificate Program, you will have access to each course in the PuntoSud learning platform. From here, you can join the live sessions, download the course materials (including PowerPoint presentations, official EU documents, infographics and other useful links and materials), complete the eLearning modules, review the recordings of the live sessions and complete the initial and final test and participate in the active forum.

Throughout the whole period, by using the forum you will be able to communicate with the trainers, post questions and share information and best practices with other participants.

Staff of not-for-profit organisations (not suggested for UN agencies and other pillar-assessed organisations’ staff) with limited or no experience with EU development programmes.

• Consultants who are interested in a detailed overview of the EU programming and funding system, the grant application process and grant management.
• University or post-graduate students.

Previous experience or knowledge relating to the access and management of EU funds is not required.

You will need access to a computer or tablet with a microphone and speakers or a headset, as well as an Internet connection. The course will be held over Zoom – no additional software is required.

• Virtual class – for 2 weeks after the end of the last training session
• eLearning – for 30 days after you first access the course

Once you have completed all the training material and passed the exit test, your certificate of attendance for each specific course will be available to download from the learning platform.

Once you have also concluded the learning plan exit test, you will receive the final certificate. The certificates are always available in your profile page with historical data of all punto.sud Academy courses you’ve attended.