Flexible Support Mechanism Programme (FSM)

Although each Call for Applications have specific budgetary allocations, the number of projects to be funded are highly dependent on the quality of applications received and their proposed budgets.

FSM leverages the networks of Oxfam Novib and its Consortium Partners (CIVICUS, Protection International, and Urgent Action Fund–Latin America and the Caribbean), alongside other key project stakeholders. FSM shares the Scope of the Call to the abovementioned entities, and we invite the organisations recommended to us to apply for the grant.

Technically, you can still apply whether or not you have previously worked with the rightsholder group/s you plan to partner with. We will take this into account during the selection process and will be weighed along with the project idea, needs analysis, planned approaches, and rightsholder involvement.

Inclusion is at the core of what FSM does but we also recognise that organisations and groups are at different stages in their inclusion journey. We encourage you to reflect on how you can be more rightsholders-inclusive in your structure and ways of working. This means investing in building relationships with the rightsholder groups you want to work in your project application or co-designing the project with them.

• A CfA is a restricted invitation where invited organisations are welcome to apply for an FSM grant. Grant applications cannot be accepted unless it is in response to a CfA.
• Depending on the nature of the CfA, it only focuses on one country where the FSM aims to launch the Call, and it always only for one of the six grant types.
• Calls for Applications can have a specific deadline, which means organisations can only apply based on the timeline indicated in the CfA.
• Decisions on applications are made in accordance to the timeline outlined in the Call for Applications. Within all CfAs, applicants have to meet specific eligibility criteria in order to apply, which is available in the online application form.
• Eligibility criteria can differ per Call for Applications depending on country or scope of the call.

As a general rule, both current and former FSM grantee partners are eligible to apply to upcoming Calls for Applications (CfAs) launched in the country where the organisation is based. These calls may be issued by Oxfam Novib or by other partners of the consortium, provided that the application complies with the specific guidelines governing the fund concerned.

To be considered, applicant organisation must meet all eligibility requirements set out in the respective CfA. In addition, the total cumulative funding allocated to a single organisation through FSM calls should normally not exceed EUR 60,000. An exception to this ceiling may be granted only in the case of the Global Preventive and Proactive Fund, where different funding conditions may apply.

Grant applications are ONLY accepted if your organisation received an email from the FSM based on a restricted Call for Applications (CfA). Each CfA asks for applications for one focus country and one grant type launched by the respective Consortium Partner.

Both interim (six-month) and final financial reports require:

• The financial report listing expenditures during the reporting period
• Comparison with the approved budget
• Supporting documentation for each expense, clearly referenced according to the report template.

All documents must be retained for audit purposes.

Receipts should always be provided.

Where contextual constraints make receipts impossible (e.g., remote areas, informal transport providers), a written justification must be included, and alternative supporting documentation must be retained.

All documentation must be available for reporting and audit purposes.

As a general principle, procurement above EUR 1,000 should follow a competitive approach (typically three quotations) to ensure transparency and value for money.

Where a competitive process is not feasible (e.g., due to specific expertise or predefined partnership roles), a written justification note must be prepared explaining:

• The specific expertise and role of the consultant/service provider
• Why a competitive process is not feasible
• Confirmation that the remuneration is reasonable and aligned with market rates and internal policies
• Confirmation that no conflict of interest exists.

This justification may be subject to review by the FSM team and must be retained for reporting and audit purposes.

The Grantee-Partner is responsible for managing exchange rate fluctuations.

Losses resulting from currency exchange differences will be absorbed by the Grantee-Partner and will not be compensated by FSM.

Regarding gains resulting from exchange rate differences, the FSM Grants Team is currently consulting with the Compliance Department to confirm the applicable donor requirements. Further clarification will be provided in the coming week.

The exchange rate applied must be the bank exchange rate at the time of the reception of each transfer.

The use of Infor Euro is not applicable.

Supporting financial documentation (e.g., bank statements, transfer records) must clearly indicate the exchange rate applied.

No, you do not need to have a separate account specifically for your FSM project. It is your decision if you want to have an account specifically for FSM or not. Either way, we do want all applicants to consider their own financial management capacity and choose a strategy that is most appropriate for them.

No, you do not need to have a Euro account when receiving funds from FSM. The budget application template and financial reporting have been designed for both Euro and your local currency. We will not however, cover exchange rate losses due to fund transfers or currency fluctuations. We encourage all applicants to take this into account when developing their applications.

Once selected, the proposed project start date will be indicated in the draft Grant Agreement shared with the selected grantee partner.

To provide an indicative timeline, applicants are usually informed of the outcome of the Call for Applications (CfA) approximately four to six weeks after the closing date, depending on the availability of the selection committee members and the volume of applications received. Pre-selected organisations are then invited to complete their application by submitting additional documents required for the due diligence process and, where relevant, to revise or further refine their project proposal. This stage generally takes two to three weeks.

Taking these steps into account, most projects are expected to begin implementation within two to three months after the closing date of the Call for Applications.

FSM uses an online application system using ON Grip. Each Call for Applications will have its own application form with word-limits for individual questions. In addition, we typically ask applicants to attach a simple workplan, and a budget proposal with their application. Templates for these attachments are available in each Call for Applications.

For most Calls, we accept applications in English or in French (when the Call for Applications texts are in French). Unfortunately, we mainly work in English, but this should not discourage you to submit your applications to apply!