U.S. Ambassador’s Special Self-Help Program 2023 | DOS MSU SSH FY23

Frequently Asked Questions (FAQs)

1) What is the U.S. Ambassador's Special Self-Help Program 2023?

It is a small-grants program run by the U.S. Embassy Maseru (U.S. Department of State, Bureau of African Affairs) that funds practical, community-initiated development projects in Lesotho. The purpose is to support grassroots efforts that can quickly improve basic economic and social conditions at the village or community level.

2) Where must projects take place?

Projects must take place in Lesotho and be community-based at the village or community level.

3) What kinds of projects does the program want to fund?

The program prioritizes short-term, high-impact projects that can be completed in about one year, benefit a large number of people, and can be maintained and operated by the community after the grant ends. Preference is given to projects that clearly originate from local initiative and reflect priorities identified by the community itself.

4) What is the program's approach to sustainability and long-term support?

The program emphasizes sustainability and practical upkeep. Projects should be maintainable by the community after the grant period and should not create long-running dependency on continued external funding.

5) Are technical assistance projects eligible?

The opportunity discourages projects that function as technical assistance programs or that extend or supplement ongoing technical assistance efforts.

6) Does the program have priority sectors or themes?

Yes. The opportunity highlights water and sanitation as a priority area, encouraging proposals that expand broadly accessible, reliable, and economically sustainable water and sanitation services. The notice also gives special consideration to projects supporting vulnerable or at-risk populations and projects providing social assistance.

7) How does the program define its water and sanitation focus?

The program encourages water and sanitation projects that expand broadly accessible, reliable, and economically sustainable services, and notes that the focus is not on agriculture or household-level issues.

8) Which vulnerable or at-risk groups are specifically mentioned?

The notice specifically mentions people with disabilities, orphans, children and at-risk youth, ethnic minorities, the elderly, and female-headed households.

9) Who is eligible to apply?

Eligible applicants are organizations that work directly with communities, including registered non-profit organizations, cooperatives, orphanages, schools, and health facilities.

10) What is the funding type and maximum award amount?

The award instrument is a grant. The award ceiling is listed as $10,000.

11) How many awards are expected?

The opportunity states an expectation of around eight awards.

12) What is the project period and completion deadline?

Projects are expected to be short-term and achievable within about one year. Proposed projects must be completed by September 29, 2024 or earlier.

13) Is cost sharing required?

Yes. Applicants must contribute 10 percent in cost sharing, matching, or cost participation.

14) What counts toward the 10 percent cost share?

Cost share can include cash, materials, and/or labor, including in-kind contributions such as volunteer time or donated space.

15) What are examples of eligible costs and activities?

Eligible uses include tangible, community-benefiting items and small-scale works such as certain agricultural inputs (like seeds and supplies), water-related infrastructure and equipment (such as wells, latrines, pumps, boreholes, tanks, and fish ponds), education-related purchases (like desks, chairs, laboratory equipment, and library items), communal construction equipment (for example, brick-making machines), durable goods supporting schools and clinics (such as a stove or refrigerator for a school or hospital, or a washing machine for a clinic), and small construction projects (such as building classrooms or community centers) when aligned with community-driven and sustainability expectations.

16) Are agricultural inputs allowed?

Yes, certain agricultural inputs like seeds and supplies are listed as eligible.

17) Which agricultural items are explicitly not allowed?

Fertilizers, pesticides, herbicides, and fungicides are explicitly excluded.

18) Are water infrastructure items eligible?

Yes. Examples listed include wells, latrines, pumps, boreholes, tanks, and fish ponds.

19) Are education and school supplies eligible?

Yes. The program allows education-related purchases such as desks, chairs, laboratory equipment, and library items.

20) Can the grant pay for equipment for schools or clinics?

Yes. The program mentions durable goods that directly support institutions like schools and clinics, including examples such as a stove or refrigerator for a school or hospital, or a washing machine for a clinic.

21) Are small construction projects allowed?

Yes. Small construction projects (such as building classrooms or community centers) may be supported as long as they align with the program's community-driven approach and sustainability expectations.

22) Are there any explicit spending restrictions?

Yes. The guidance explicitly states that grant funds may not be used to purchase alcoholic beverages. It also excludes fertilizers, pesticides, herbicides, and fungicides from eligible agricultural inputs.

23) When was the application period for the 2023 cycle?

Applications for the 2023 cycle were accepted from January 1, 2023 through March 31, 2023, with the deadline no later than March 31, 2023.

24) How can applicants request application guidelines?

Guidelines could be requested by emailing grantsmaseru@state.gov or obtained at the U.S. Embassy Maseru main gate.

25) How can an application package be submitted?

Completed application packages could be submitted by email to grantsmaseru@state.gov or delivered/mailed to the U.S. Embassy Maseru Special Projects Office at 254 Kingsway, P.O. Box 333, Maseru 100, Lesotho.

26) In what language must the proposal be written?

Proposals must be written in English.

27) What currency should be used for the budget?

Budgets must be presented in U.S. dollars.

28) Are there formatting rules for the proposal?

Yes. The notice specifies that proposals must include page numbering. The main proposal is limited to 20 pages.

29) What federal forms are required with the application?

Applicants must submit SF-424 (Application for Federal Assistance) plus the appropriate budget and assurances forms depending on whether the project is construction or non-construction. For construction projects: SF-424C and SF-424D. For non-construction projects: SF-424A and SF-424B.

30) What is required on the summary cover sheet?

A summary cover sheet is required with basic identification details: applicant/organization name, proposal date, program title, proposed start and end dates, and a short statement of purpose.

31) What must the main proposal narrative include?

The proposal must be detailed enough that a reader unfamiliar with the community or project can understand what will be done, why it matters, and how it will be delivered. Required narrative sections include: a proposal summary with anticipated impact; organizational background and past performance (including any prior U.S. Embassy/U.S. government funding); a clear problem statement; measurable goals and objectives; planned activities; methods and design (including a logic model if appropriate); a schedule and timeline; key personnel roles and time allocations; partners and sub-awardees (if any); a monitoring and evaluation plan; and a sustainability plan for after the grant period.

32) Is a logic model required?

The notice says methods and design should include a logic model if appropriate.

33) What is required for monitoring and evaluation (M&E)?

The proposal must include a monitoring and evaluation plan as part of the required narrative sections.

34) What does the program expect for sustainability after the grant ends?

The proposal must include a sustainability plan describing what happens after the grant period, and the program favors projects that the community can maintain and operate without ongoing external funding.

35) What is a budget justification, and is it required?

A budget justification narrative is required. It must explain each cost in detail and align with the SF-424 budget forms.

36) What budget categories does the guidance highlight?

The guidance calls out how to present: personnel and fringe benefits, travel, equipment, supplies, contractual costs (including vendors and sub-awards), other direct costs (which must be itemized rather than listed as vague "miscellaneous"), and indirect costs.

37) How does the program define "equipment" for budgeting purposes?

For this opportunity, equipment is generally defined as items costing at least $5,000 per unit and lasting more than a year.

38) Can an applicant charge indirect costs?

Yes. Indirect costs may be charged using an existing negotiated indirect cost rate agreement (NICRA) if available. If the organization does not have a NICRA, it may charge up to 10 percent of modified total direct costs under federal rules (2 CFR 200.68).

39) What attachments are required with the application?

Required attachments include: one-page CVs/resumes of key personnel; price quotations for services/equipment/supplies to be covered; the organization's constitution; a list of committee/board members with names and addresses; a map showing how to reach the project site from a major road; project bank account details; and proof of land ownership or documented permission to occupy the land (such as a signed lease agreement or land deed).

40) Why is proof of land ownership or permission required?

The notice requires proof of land ownership or documented permission to occupy the land where the project will take place (for example, a signed lease agreement or land deed) as part of demonstrating readiness to implement.

41) Are price quotations required?

Yes. The application must include price quotations for services, equipment, and supplies that will be covered by the grant.

42) What registrations are required for organizational applicants?

Organizational applicants must obtain a Unique Entity Identifier and register in SAM.gov, which must be renewed annually.

43) Is an NCAGE/CAGE code required, and what is the sequence mentioned?

The notice references obtaining an NCAGE/CAGE code first through the NATO NSPA portal, then completing SAM registration afterward.

44) Do these registrations cost money?

The registrations are described as free of charge.

45) What contact email is provided for questions and submissions?

The notice provides grantsmaseru@state.gov for requesting guidelines and for submitting completed application packages by email.

46) What physical address is provided for delivery or mailing?

U.S. Embassy Maseru Special Projects Office, 254 Kingsway, P.O. Box 333, Maseru 100, Lesotho.

47) What makes a proposal more competitive under this program?

Based on the notice, competitive proposals are community-initiated, deliver high impact within a single year, benefit a large number of people, include a clear sustainability and upkeep plan, align with priority areas (including water and sanitation), and clearly explain measurable goals, activities, timelines, and monitoring and evaluation.