• National Registration Number: enter the registration number that the organization uses for national registration.
• Certificate Expiry Date: select from the calendar the certificate expiry date as indicated on the national or international registration certificate. Check the box ‘Not Applicable’ if there is no certificate expiry date. 
• Alternative Organization Name : enter the alternative name that the organization uses.
• UNPP#: enter the UNPP number provided after you registered your organization in the UN Partner Portal.
• Is WGO? (only for national and international organizations): tick this box if the organization is a Women’s and/or Girl’s Organisation. Its leadership and staffing should be made up of women and/or girls, comprising a minimum of 75% of the board, executive positions and staff/volunteers, with a mandate to advance gender equality and women’s and/or girls’ rights and empowerment. 
• Is OPD? (only for national and international organizations): tick this box if the organization is an organisation of persons with disabilities. It should be rooted in and committed to the Convention of the Rights of Persons with Disabilities (CRPD) and should fully respect the principles and rights that it affirms. OPDs must be led, directed and governed by persons with disabilities. A clear majority of the membership should be persons with disabilities. 

• International Registration Number : Enter the registration number the organization uses for international registration

• Name and Contact Details of the Legal Representative of the Organization [Add Contacts] button: click to provide organization's legal representative contact details.
• Name and Contact Details of highest ranking official [Add Contacts] button: click to provide organization's highest ranking officer's contact details.
• Name and Contact Details of focal person in Headquarters (for International NGOs) [Add Contacts] button: for international NGOs, click to provide the focal person's contact details within the organization's headquarters.
• Contact Details of focal person of this application [Add Contacts] button: click to provide organization's focal person contact details
• List of Active Signatories : The active signatories identified in the previous contact tabs are automatically computed in this box.

To delete a contact person’s details, prior to the submission of the due diligence application form, click on  next to the contact person's name. To modify an existing  contact, click on . 

• Copy From: should you want to copy an existing contact person's contact details.
• Fill out the rest of the contact details. please note that any field with an asterisk sign * are required fields.
• Document Details : add an official identification document number (e.g. passport) to the contact. if you wish to remove a document, click on  in the column ‘User Action’.
• After filling out the contact details,  please ensure the 'Is Active' checkbox is selected, and click on [Save] to save the contact details. 

• The ‘MoU’ box should be ticked if the contact is the legal signatory of the Grant Agreement and the project’s reports. Signatory contacts will be generated in the Grant Agreement upon projects’ approval. Only one person from the partner’s organization can sign the Grant Agreement, however, implementing partners can provide several MoU options in the due diligence application. 
• The ‘Signatory’ box should be ticked if the contact is the legal signatory of financial reports of the project. 
•  A Signatory/MoU contact doesn’t need to be identified as such multiple times. Ticking the Signatory/MoU box once is enough for the system to identify the contact as Signatory/MoU.  

• Address and Contact Details for Organization Headquarters : click on [Add] to provide the address and contact details for the Organization Headquarters.
• Address and Contact Details of Main Office: click on [Add] to provide the address and contact details of the Organization’s main office.
• Address and Contact Details for Sub Office : click on [Add] to provide the address and contact details for the Organization’s sub-office.

• Copy From: should you want to copy an existing location details already created.
• Fill out the rest of the location details
• After filling out the location details, please ensure the 'Is Active' checkbox is selected, and click on [Save] to save the location

• Sectors of Operation: enter the key areas of expertise, including number of years of experience.
• Geographical Areas of Operation: enter the provinces and districts where your NGO currently has operations.
• Annual Budget: enter the annual budget of the organization for the last 3 years.
• Donors: enter the list of donors of the organization, in the country you are registered in, for the last 3 years.
• Coordination: enter your organization's membership of coordination bodies including Clusters / Sector working groups, NGO consortia, etc.
• Board of Trustees (Add Trustees pop-up window): enter the contact details of your organization’s trustees.

"Add Trustee" Pop-up Window Details:

• Trustee's Name : enter the trustee’s name.
• Title : enter the trustee’s title.
• Date of Birth: enter the trustee’s date of birth.
• Nationality: select the trustee’s nationality.
• Bio: enter a short biography of the trustee.

After filling out the contact details, please ensure the 'Is Active' checkbox is selected, and click on [Save] to save the contact details.

 

If implementing partners wish to remove trustees’ information, prior to the submission of your due diligence application form, click on  next to the contact person's name. To modify an existing trustee's details, click on  . 

     3) Due diligence documents

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• Template name: by default, the name of the downloaded template.
• Comments: you can leave a comment about the file.
• Choose file: click on this button to select the file on your computer.
• Upload File: click on this command to upload the file into the OneGMS. 

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• Template Name: by default, the name of the downloaded template.
• Comments : write comments about the file.
• Choose file: click on this button to select the file on your computer.
• Upload File: click on this command to upload the file into the OneGMS. 

 

Fields Description:

 

Beneficiary Banking Information:

• Bank Name *: name of the Beneficiary bank.
• Bank ID: bank ID associated with the Beneficiary bank.
• For US banks only use whether: (9 digits):
  • ACH (checkbox): provide the Automated Clearing House (ACH) code.
  • Fed wire (checkbox): provide the Fedwire bank code.
• SWIFT code: 8 or 11 characters (required for overboard payments): provide the unique identification code.
• Branch ID: (for Canadian Banks only) 9 digits routing no: provide the branch ID.
• Branch Name: name of the bank's branch name.
• Street Address: name of the street where branch is located.
• City: name of the city where the branch is located.
• State / Province: name of the State/Province of the bank branch.
• Postal Code: postal code of the bank branch location.
• Country: name of the country where the branch is located.

Beneficiary Bank Account Details:

• Account Name (name as it appears on bank account): name as appearing in the account name of the bank.
• Bank Account Currency (radio buttons: US$ or Other): select the bank account currency.
• Bank Account No (Enter with no punctuation, no dots, dashes or spaces): provide the bank account number.
• Account Type (radio buttons: Checking or Saving): select the Account type.
• IBAN (European Banks): provide the International Bank Account Number.
• Transit Code (5 digit) Canadian Banks: provide the Transit code.
• Sort Code (6 digits) UK Banks: provide the Sort Code.
• BSB code (6 digits) Australia Banks: provide the BSB code.

Bank Information for Intermediary / Correspondent Bank (if applicable):

• Name of Bank: provide the name of the bank.
• CTN country of bank: provide the CTN country of the bank.
• Bank Account No: provide the bank account number.
• Swift Code: provide the unique identification code.
• Special instructions: provide special instructions, if applicable.

Please note : your organization name should match the organization name on your bank account. If the organization name doesn't match the name that appears on the bank account, upload a letter by the bank/NGO HQ confirming the link between organization name and bank account. Please contact the HFU of your fund for further details. 

 

Please Note: "Non-Editable due to voucher attached" means that once bank information tied to an attached voucher has been attached, it cannot be changed and you will need to contact HFU to edit bank info if need be.  

 

Modify Bank Information

 

This tab needs to be filled with up-to-date banking information. After the submission of this due diligence form, if any changes to your organization's bank information is required, please contact your HFU, and follow the instruction under the How to update the due diligence form section of the Help Portal. 

 

If the due diligence form has not been submitted yet, implementing partners can edit, copy, delete, or deactivate the Bank Info, by clicking on desired action hyperlink on the right-hand side of the line of the desired bank info. 

 

 

Once you have modified according to your desired action, remember to click on [Save]. 

     5) Due diligence checklist

The 'Due Diligence Checklist' tab enables the user to ensure that no requirement has been overlooked or forgotten. Check all the boxes on the left hand side to verify that all sections have been filled in correctly, and press [Save]. 

 

     6) Application form tracking

After submitting the due diligence application, the application form tracking will record its every stage, from submission to approval.

 

 

7) Sub-Partner

In this tab, you will be able to add a sub partner that will implement the project with your organization. To link a sub-Partner, click on [Link Existing Sub-IP].

        a) Sub-Partner found  

On the pop-up window indicate either the Acronym, the Sub-Partner Type or Name of the sub-partner you wish to add and click on [Search]. 

Tick the box of the sub-partner you wish to link to your organization and click on [Select & Close]. 

Once added, you can click on this icon to see the organisation’s detail and on to edit the organisation’s detail. Click here to read the article about the sub-partner registration page.  

        b) Sub-Partner not found 

If you cannot find your sub-partner in the list, you will have to register it. To do so, tick the box ‘I confirm that the search results do not show my Sub-Partner' and click on [Add New]. 

This will redirect you to the Sub-Partner Registration page, where you will be able to register your sub-partner. To know how to do so, please click here to read the dedicated article.  

Once you have registered your sub-partner, you will have to search again for it to link it to your organisation. To know how to do it, please click here. 

 

III) Submitting the due diligence application

 

Once all tabs have been filled out, click on [Save & Stay] to ensure all updates have been saved, and submit your due diligence by clicking on the [Submit Due Diligence/Application Form] button.  

 

• After submission, HFU did not approve the application, and requested the implementing partner to re-draft the due diligence application form. The application form will automatically revert from being ‘read only’ to editable. Implementing partners should follow the HFU’s recommendations and submit the due diligence application a second time.
• After submission, HFU approved the due diligence application. However, the implementing partner wants to change its due diligence information. They must contact their country HFU which will reactivate the application form. The implementing partner can then fill in the new information and submit the new draft for review to HFU.

Step 2 : Edit the info and save the changes.

 

Step 3 : re-submit the due diligence application to HFU. 

 

b) The bank information have been used on a project, i.e.  bank information is tied to an attached voucher. Then, bank info can be deactivated, but neither deleted nor edited.

 

Step 1 : Deactivate the bank info line you wish to remove. The line appears in yellow. 

Step 2 : Add a new bank info by clicking on the [Add new bank info] button

Step 3 : Save the changes.

Step 4 : Re-submit the due diligence application to HFU. 

 

Please note: if the bank info has been used on a project, it needs to be changed not only in the due diligence application but also in the Grant Agreement of the project.  

 

 

     2) Edit the contact info

Step 1 : If a contact person needs to be changed, first deactivate the previous contact person's profile, by clicking on the edit icon  .

Step 2 : Within the 'Edit Contact' pop-up window, uncheck the 'Is Active' checkbox to deactivate this contact person from your due diligence form.