Malaysia - Civil Society Organisations: Enhancing CSOs' Contribution to Governance and Development Processes (2026)

This restricted call for proposals EuropeAid by the European Commission funds action grants to strengthen Malaysian civil society organisations to contribute to governance and development processes. The total indicative budget is €4,937,000 with individual grants of €750,000 to €1,200,000 covering 80 to 90 percent of eligible costs and project durations of 36 to 48 months. Lead applicants must be non-profit legal persons established in an EU Member State or in Malaysia, EU-based leads must partner with at least one Malaysian-registered CSO, and international organisations are ineligible. Concept notes must be submitted via PROSPECT by 18 May 2026 at 23:59 Brussels time and applicants must register in PADOR and the EU Participant Register PIC.

What the call funds

Scope and priorities

Action grants to strengthen Malaysian civil society organisations as independent development actors to contribute to governance and development processes. Projects must address at least one priority: Green Alliances and Partnerships; Alliances for Sustainable Growth and Jobs; or Governance, Peace and Security and Human Development. Actions must take place in Malaysia and run 36 to 48 months.

Total and per-project funding:Indicative budget €4,937,000. Grants requested must be between €750,000 and €1,200,000; EU co-financing 80% to 90% of eligible costs. Financial support to third parties allowed with a maximum €60,000 per third party ¹.

1. 1Who can apply: lead applicants must be non-profit legal persons (eg NGOs/CSOs) established in an EU Member State or in Malaysia. Lead applicants from EU Member States must include at least one Malaysian-registered CSO as partner.
2. 2Consortia: co-applicants and affiliated entities are allowed; international organisations are not eligible as applicants/co-applicants.
3. 3Action types: capacity building, advocacy, policy dialogue, research, networking, monitoring, and sub-granting to Malaysian CSOs; EU values, human rights, gender and conflict sensitivity are mandatory cross-cutting elements.

This is a restricted two-stage call:submit a concept note first; selected lead applicants will be invited to submit full applications. Concept notes and full applications must follow the templates and annexes provided in the guidelines. Eligibility, evaluation grids and detailed administrative requirements are in the Guidelines for Grant Applicants.

Footnotes

1. 1Financial support to third parties (sub-grants) must be included in the proposal with selection criteria and capacity building; maximum amount per third party €60 000. See Annexes and Guidelines for full rules.

Opportunity snapshot and key facts

This is a restricted two-stage call for proposals published by the European Commission (DG International Partnerships / EuropeAid reference EuropeAid) to strengthen civil society organisations (CSOs) in Malaysia so they can better contribute to governance and development processes and support sustainable development goals. The call was published 02/04/2026, the deadline for submission of concept notes is 18/05/2026 at 23:59 Brussels time. The total indicative budget is €4,937,000. Only organisations invited following successful concept note evaluation may submit full applications. Submission is online via PROSPECT; registration in PADOR and the EU Participant Register (PIC) is mandatory for applicants and co-applicants.

Eligible applicant types

Lead applicant requirements and eligible participant types are specifically defined. Eligible lead applicants must be legal persons, non-profit-making and be a civil society organisation or non-governmental organisation. Lead applicants must be effectively established either in a Member State of the European Union or in Malaysia. Lead applicants established in an EU Member State must act with at least one Malaysian registered civil society organisation legally established in Malaysia. International organisations are explicitly ineligible and cannot act as co-applicants under this call. Co-applicants and affiliated entities may participate; co-applicants must satisfy the same eligibility rules as the lead applicant. The call also allows associates, contractors and recipients of financial support (third parties) with defined roles and limitations. In short, eligible applicant types: non-profit civil society organisations, NGOs, Malaysian CSOs (mandatory partner for EU lead applicants), co-applicants and affiliated entities that meet the specified structural link criteria.

Eligible Applicant Types:Non-profit civil society organisations and NGOs; lead applicants established in EU Member States or in Malaysia; co-applicants and affiliated entities meeting structural link criteria; Malaysian registered CSOs mandatory partner for EU lead applicants; international organisations are excluded. Associates, contractors and recipients of financial support may be involved under defined rules.

Funding type and form

Primary financial mechanism:action grants in the form of reimbursement of eligible costs. Grants may be cost-reimbursement based and the guidelines permit use of standard grant contract mechanisms under PRAG. The call also authorises Financial Support to Third Parties (FSTP / sub-granting) as a component of the action, subject to detailed rules and limits.

Funding Type:Grant (Action Grants) with reimbursement of eligible costs; includes Financial Support to Third Parties (FSTP) as a sub-granting mechanism under the action.

Consortium and partnership requirements

This is a restricted call in which a lead applicant may act individually or with co-applicants. If the lead applicant is established in an EU Member State, at least one Malaysian registered CSO legally established in Malaysia must participate as a co-applicant. Co-applicants participate in designing and implementing the action and must sign mandates. Affiliated entities may participate provided they have an established structural link (control or membership) with applicants and must sign affiliated entity statements. Associates and contractors have defined roles; contractors cannot be beneficiaries. International organisations are not permitted as applicants or co-applicants.

Consortium Requirement:Single lead applicant allowed; consortium permitted and often required when lead applicant is EU-based (must include at least one Malaysian registered CSO). Co-applicants and affiliated entities are optional but regulated; mandates and affiliated entity statements are mandatory when applicable.

Geographic eligibility and beneficiary scope

Actions must take place in Malaysia and target Malaysian stakeholders. Lead applicants must be established in either an EU Member State or Malaysia. When the lead applicant is EU-based, at least one Malaysian registered CSO must be a partner. The call is therefore bilateral (EU-Malaysia) in eligibility design; international organisations are excluded as applicants. The geographic beneficiary scope is Malaysia (national and local-level activities including remote areas outside capitals).

Beneficiary Scope (Geographic Eligibility):Malaysia-focused actions only. Lead applicants established in EU Member States or Malaysia. EU lead applicants must partner with Malaysian CSO(s) legally established in Malaysia. International organisations are not eligible to apply.

Target sectors, priorities and thematic scope

The programme targets civil society strengthening across three stated priority clusters. Projects must address at least one priority. Cross-cutting requirements include a human-rights based approach, gender mainstreaming and compliance with EU values, conflict sensitivity and environmental considerations. The action types envisaged include capacity building for CSOs, policy engagement, research and monitoring, networking, civic participation, advocacy, and FSTP to grassroots CSOs.

Target Sector:Civil society development, governance and rights-focused development across environment/climate, sustainable growth and jobs, and governance/peace/human development. Thematic areas include human rights, democracy, business and human rights, green transitions, sustainable finance, employment and skills, access to justice, rule of law, digitalisation and related risks/opportunities.

1. 1Priority 1: Green Alliances and Partnerships (climate mitigation/adaptation, renewable energy, biodiversity, sustainable cities, sustainable food systems, water/ocean protection, pollution reduction, green mobility, business and human rights).
2. 2Priority 2: Alliances for Sustainable Growth and Jobs (sustainable finance, investment and infrastructure dialogue, employment and decent work, education and skills including TVET, business environment and sustainable supply chains).
3. 3Priority 3: Governance, Peace and Security, Human Development (human rights and democracy, access to justice, rule of law and accountability, human development, business and human rights, digitalisation impacts and safeguards).

Mentioned countries

The call is specific to Malaysia. The guidelines explicitly reference Malaysia and Malaysian CSOs. European Union Member States are referenced as places where lead applicants may be established; the contracting authority is the European Commission. No other countries are named as eligible implementation locations.

Mentioned Countries:Malaysia (implementation location and priority). EU Member States (establishment of lead applicant also allowed).

Project stage and expected maturity

The call expects mature, implementable actions led by established CSOs with operational capacity to deliver multi-year programmes. The action duration is constrained between 36 and 48 months. Activities include capacity building, policy engagement, research, monitoring, networking and grant-making to third parties (FSTP). This indicates a project maturity of development, validation, demonstration and implementation rather than early research or idea-stage only.

Project Stage:Expected maturity: established operational interventions at development/implementation stage (design and delivery of multi-year programmes, capacity building, monitoring and policy engagement).

Financial allocation, grant size and co-financing

Overall indicative amount made available under the call:€4,937,000. Individual grant size constraints and co-financing rules are specified in the guidelines.

Funding Amount:Total indicative budget: €4,937,000. Individual grants must request between €750,000 (minimum) and €1,200,000 (maximum). EU contribution must be between 80% and 90% of total eligible costs; therefore co-financing by the applicant from other sources must cover the remaining 10% to 20% (the balance cannot be financed from the general budget of the Union or the European Development Fund).

Application process, type and stages

This is a restricted call for proposals with an obligatory online two-step submission process using PROSPECT and mandatory registration in PADOR and the EU Participant Register (PIC). The first step requires submission of a concept note (Annex A.1). Pre-selected lead applicants will be invited to submit a full application (Annex A.2). Full applications are evaluated and provisionally selected applications undergo a final eligibility verification based on supporting documentation. The guidelines include a detailed timetable with indicative dates: concept note deadline 18/05/2026; invitations to full application June 2026; full application deadline August 2026 (to be specified in invitation); notification September 2026; contract signature December 2026.

Application Type:Restricted open call with two-stage submission: 1) concept note (mandatory for all applicants); 2) full application (by invitation only). Online submission via PROSPECT is obligatory. PADOR and Participant Register registration required.

Application Stages:Three principal administrative/evaluation stages: Step 1 administrative checks and concept note evaluation; Step 2 evaluation of the full application (selection and award criteria); Step 3 verification of eligibility and supporting documents prior to award. Practically, applicants pass concept note selection, full application evaluation, and eligibility/document verification before contract award.

Nature and form of support to beneficiaries

Beneficiaries will receive direct financial support (grants) that reimburse eligible costs and may include a FSTP component to provide small grants to community-based CSOs. The call also offers non-monetary support expectations (capacity building, MEL systems, technical assistance), but the primary product is financial assistance under a grant contract.

Nature of Support:Money (grant reimbursement of eligible costs) plus structured non-monetary support obligations (capacity building, monitoring & evaluation systems, visibility, technical assistance). Financial Support to Third Parties (sub-grants) is allowed with maximum €60,000 per third party.

Eligibility, duration and types of action

Actions must be implemented in Malaysia and have a duration between 36 and 48 months. Types of eligible activities are broad and focus on CSO capacity strengthening, policy dialogue, research, monitoring public policy and investments, networks and coalition building, awareness raising, inclusive stakeholder dialogue, and FSTP. Actions that are ineligible include those that primarily consist of individual scholarships, micro-credit, political party support, proselytising, or actions that discriminate or cause human rights or environmental harm.

Evaluation, scoring and selection approach

Concept notes are scored out of 50 using a detailed grid focusing on relevance and design. Only concept notes scoring at least 30 points are considered for pre-selection; the contracting authority then ranks proposals and shortlists concept notes up to an aggregate requested amount equivalent to at least 200% of the available budget. Full applications are evaluated with a 100-point grid covering financial and operational capacity, relevance, design, implementation approach, sustainability and budget/cost-effectiveness. Thresholds apply: for Section 1 (financial and operational capacity) a minimum of 12 points is required; specific subsection zero scores may lead to rejection. Provisional selection is by highest scoring applications until the budget is consumed; a reserve list will be drawn.

Success Rates:The contracting authority does not publish a quantitative overall success rate for this call. The selection is competitive: concept notes must achieve at least 30/50 to be considered and the pre-selection will shortlist concept notes whose combined requested contributions equal at least 200% of the available budget, from which only the highest-ranked are invited to full application. No explicit percentage success rate is provided in the guidelines.

Co-financing and eligible cost rules

Grants reimburse eligible costs; the EU contribution must be between 80% and 90% of total eligible costs. Therefore, applicants must secure co-financing covering the remaining 10% to 20% from sources other than the EU general budget or the European Development Fund. Ineligible costs are explicitly listed (debts, provisions, costs financed by other EU grants, certain capital expenditure unless conditions met, currency exchange losses, in-kind contributions except volunteers, bonuses in staff costs, etc.). Indirect costs may be accepted as a flat rate up to 7% of estimated total eligible direct costs (excluding certain items). A contingency reserve up to 5% of estimated direct eligible costs may be included subject to prior written authorisation.

Co-funding Requirement:Yes. The EU contribution must cover 80% to 90% of total eligible costs; the remaining 10% to 20% must be financed from sources other than the Union general budget or EDF. Contributions in kind are not treated as co-financing except as specified and volunteers' work has specific rules.

Financial Support to Third Parties (FSTP) rules

The call requires inclusion of FSTP. Applicants must propose financial support to at least one Malaysian CSO (community-based organisations, registered or non-registered), with a maximum amount per third party of €60,000. FSTP must be used for small-scale community development projects and must be accompanied by a robust capacity-building package for recipients. Selection criteria, eligibility, monitoring modalities, risk analysis and supporting documentation requirements for recipients of FSTP must be defined in the full application and in the grant contract.

Monitoring, evaluation and reporting

The call requires a comprehensive Monitoring, Evaluation and Learning (MEL) plan. OPSYS will be used for monitoring. Applicants must use EU corporate indicators, SDG indicators and sectoral frameworks. Logical Framework (Annex C) is mandatory and must be SMART, numbered and disaggregated. Mid-term and final independent evaluations are required; budget lines for MEL must be included. Reporting formats and audit/expenditure verification templates are provided in the annexes. Visibility obligations to acknowledge EU funding are mandatory unless a derogation for security reasons is agreed.

Application forms and templates

The call provides standard annex templates that applicants must use and follow precisely. Annex A.1 is the concept note template; Annex A.2 is the full application form. Annex B is the Excel budget workbook (worksheets 1a/€1B/1c cost-based, justification and sources), Annex C is the Logical Framework template, Annex F is PADOR offline registration form (if applicable), Annex H is the Declaration on Honour, Annex G contains the standard grant contract and a set of operational annexes (payment request, reporting templates, transfer of ownership templates, expenditure verification TORs), Annex L is the SEA-H self-evaluation questionnaire. Applicants must not alter templates and must follow formatting, page limits and language requirements (English).

Templates: forms and structure overview:Annex A.1 Concept Note: cover page; summary table (objectives, beneficiaries, outputs, activities, target groups); 2-page description; 3-page relevance section; required declarations. Annex A.2 Full Application: full description up to 18 pages, methodology (5 pages), action plan (4 pages), sustainability (3 pages), logical framework (Annex C), budget (Annex B) with detailed worksheets (1a/€1B/1c cost-based), budget justification worksheet 2, funding sources worksheet 3, PADOR forms, co-applicant mandates, affiliated entity statements and declarations on honour. MEL templates and reporting templates (Annex VI interim and final narrative reports) and financial report spreadsheets are supplied and must be used. Annex B budget requires breakdown by human resources, travel, equipment, project office, other costs and includes guidance on indirect costs (flat rate up to 7%) and contingency reserve (max 5%).

Eligibility and exclusion checks

Eligibility checks occur at three points:concept note administrative check, full application admissibility and eligibility check, and final verification of supporting documents for provisionally selected applicants. Applicants must submit supporting documents (statutes, bank details, latest accounts, external audit report where applicable, declarations on honour) at full application stage. Self-evaluation on sexual exploitation, abuse and harassment (Annex L) is required for grants exceeding €60,000. The contracting authority may require additional documentation to verify affiliation links for affiliated entities. Early detection and exclusion system (EDES) and anti-fraud/anti-corruption provisions apply.

Implementation modalities and contract

If recommended for award, beneficiaries sign a standard grant contract (Annex G) specifying special conditions. The coordinator (lead applicant) acts as the sole interlocutor of the contracting authority and coordinates co-beneficiaries. The form of grant is reimbursement of eligible costs; pre-financing and payment requests use specified Annex V and reporting templates. Contractual conditions include transfer of ownership rules for assets, audit/expenditure verification requirements, visibility rules and possible requirement for a financial guarantee for pre-financing.

Evaluation scoring highlights and criteria

Concept notes are scored out of 50 across relevance (20) and design (30) with key subcriteria and each sub-score 1-5. Full applications are scored out of 100 across Financial and operational capacity (20), Relevance (20), Design (15), Implementation approach (15), Sustainability (15) and Budget/cost-effectiveness (15). Section 1 (financial and operational capacity) has minimum threshold rules: total under 12 points leads to rejection; a score of 1 in any subsection may cause rejection. Certain sub-criteria and weighted items (e.g. intervention logic and budget efficiency) are multiplied in the scoring grid.

1. 1Concept note evaluation: overall score out of 50; minimum 30 required to be considered for pre-selection; top-ranked proposals up to at least 200% of available budget are invited to full application.
2. 2Full application evaluation: detailed 100-point grid covering selection and award criteria; minimum thresholds apply for Section 1 financial/operational capacity.

Administrative deadlines and practical notes

Key dates in guidelines:information meeting 21 April 2026 (Malaysia local time); deadline for requesting clarifications 27 April 2026; last date clarifications issued 07 May 2026; deadline for concept notes 18 May 2026 (23:59 Brussels time). Invitations to submit full applications expected June 2026; full application deadline indicated in invitation (expected August 2026); notification of contracting authority decision September 2026; contract signature December 2026. Applicants must register in PADOR and the Participant Register (PIC) in advance and are advised not to wait until the deadline to avoid technical issues.

Success factors and recommended compliance checklist

To be competitive, concept notes should clearly demonstrate local ownership and leadership by Malaysian CSOs, alignment with one or more priorities, robust context analysis, participatory design, realistic intervention logic and activities, credible MEL indicators in the logical framework, capacity for managing sub-grants and for financial management, and a concrete co-financing plan. Include a detailed FSTP approach (selection criteria, monitoring, capacity building), risk analysis (including HRD protection), and compliance with HRBA, GAP III and SEA-H requirements.

1. 1Include Malaysian CSO(s) as genuine partners with clear roles and benefits.
2. 2Demonstrate EU value alignment, gender mainstreaming and HRBA.
3. 3Provide a robust MEL plan with SMART, disaggregated indicators and annexed logical framework.
4. 4Detail FSTP design, recipient selection criteria, capacity building and monitoring.
5. 5Ensure full and up-to-date registration in PADOR and the Participant Register (PIC) and prepare supporting documents (statutes, latest accounts, audit report if applicable).

Templates and supporting annexes to consult:Annex A.1 Concept Note; Annex A.2 Full Application; Annex B Budget (worksheets 1a/€1B/1c, justification and sources); Annex C Logical Framework; Annex F PADOR offline registration; Annex G Standard Grant Contract and contract annexes (payment and reporting templates); Annex H Declaration on Honour; Annex J Tax information; Annex L SEA-H self-evaluation and mitigation measures. See the guidelines document and annexes for full templates.

Success rates and competitive context

The guidelines do not publish explicit success rate percentages. The selection mechanism is competitive: concept notes must meet a threshold score (>=30/50) and then are ranked; pre-selection is limited by the available budget and shortlist rules (initial shortlist up to at least 200% of available budget). Only pre-selected applicants are invited to submit full applications. Therefore competition is likely to be strong given the limited number of grants (each between €750,000 and €1,200,000) and the total envelope. Exact numeric success rates are not provided in the call documentation.

Summary: What this opportunity is about and how to explain it

This EuropeAid restricted call funds multi-year action grants to strengthen Malaysian civil society organisations as independent development actors able to influence governance and development processes, contribute to SDGs and support the Global Gateway agenda. The call targets a broad set of priorities including green partnerships and climate resilience, sustainable growth and jobs, and governance, human development and rights. It finances substantive capacity building, policy engagement, research, monitoring, networking and small grants to grassroots CSOs. The instrument is an EU action grant with reimbursement of eligible costs; the total budget is €4.937 million and individual grants must be between €750,000 and €1.2 million, with the EU contribution covering 80% to 90% of eligible costs. The procedure is two-stage (concept note then invited full application), requires online submission via PROSPECT and registration in PADOR and PIC, and includes detailed templates and annexes to be used without alteration. Applicants should present locally owned partnerships with Malaysian CSOs, a robust MEL and logical framework, compliance with EU values and safeguarding obligations, clear FSTP arrangements, and demonstrate operational and financial capacity to deliver a 36-48 month programme. For procedural and technical templates, applicants must use the annex forms provided in the call documentation and follow the step-by-step instructions in the Guidelines for Grant Applicants. Further technical support and a virtual information session are planned (21 April 2026). Full guidelines, templates and contract annexes are available to applicants in the call documents for download Guidelines for grant applicants Annex A.1 Concept Note.

Footnotes

1. 1Primary source: Guidelines for grant applicants and annexes for EuropeAid available from the EU Funding & Tenders Portal (call documents include Annex A.1 Concept Note, Annex A.2 Full application, Annex B Budget, Annex C Logical Framework, Annex G Standard Grant Contract and others).

This is a restricted call for proposals under reference EuropeAid, managed by the European Commission as the contracting authority. The global objective is to strengthen civil society organisations (CSOs) as independent development actors contributing to governance and development processes in Malaysia, aligning with sustainable development goals (SDGs). The specific objective is to promote an enabling environment for CSOs and enhance their capacity to participate in development and domestic policy processes across social, environmental, and economic dimensions.

Key Dates and Budget

Publication Date:02 April 2026.

Concept Note Deadline:18 May 2026 at 23:59 Brussels time.

Total Budget:€4,937,000. The contracting authority reserves the right not to award all funds.

Grant Size:Minimum €750,000; maximum €1,200,000, covering 80-90% of total eligible costs.

Duration:36 to 48 months.

Indicative timetable:Information session on 21 April 2026 (14:00-16:00 Malaysia time); concept note clarifications by 27 April 2026; full applications due August 2026; awards September 2026; contracts December 2026.

Eligibility Criteria

Lead applicant must be a legal person, non-profit (e.g., NGO or CSO), established in an EU Member State or Malaysia, and directly responsible for the action. EU-based lead applicants must partner with at least one Malaysian-registered CSO. Co-applicants and affiliated entities must meet the same criteria. International organisations are ineligible.

• Actions must take place in Malaysia.
• Must cover at least one priority: 1) Green Alliances and Partnerships (e.g., climate change, biodiversity); 2) Alliances for Sustainable Growth and Jobs (e.g., sustainable finance, employment); 3) Governance, Peace and Security, Human Development (e.g., human rights, access to justice).
• Mandatory cross-cutting: Human Rights Based Approach (HRBA), EU Gender Action Plan III (GAP III). Added value: SDGs alignment, Global Gateway, vulnerable groups empowerment.

Priorities and Eligible Activities

Actions must include capacity building for Malaysian CSOs, especially grassroots, via training, research, networking, monitoring, advocacy, and multi-stakeholder dialogue. Mandatory financial support to third parties (FSTP) to at least one Malaysian CSO (max €60,000 per third party) for small-scale projects, with robust capacity building.

Application Process

1. 1Register in PADOR and Participant Register.
2. 2Submit concept note (Annex A1) via PROSPECT by 18 May 2026.
3. 3Pre-selected applicants submit full application (Annex A2, budget Annex B, logical framework Annex C).
4. 4Language: English.
5. 5Evaluation: Concept notes scored out of 50 (min 30); full applications out of 100.

Supporting documents for full applications:statutes, declaration of honour (Annex H), financial capacity evidence. Online submission via PROSPECT is mandatory. Information session: Register by 10 April 2026 to DELEGATION-THAILAND-REGIONAL-CALL-FOR-PROPOSALS@eeas.europa.eu.

Financial and Reporting Requirements

• Eligible costs: Actual costs; indirect costs max 7% of direct eligible costs (excl. project office); contingency reserve max 5%.
• Ineligible: Debts, provisions, double-financed costs, land/buildings (except specific cases), currency losses.
• Monitoring: OPSYS system; SMART, disaggregated indicators from EU frameworks.
• MEL: Mid-term and final evaluations budgeted; independent final evaluator.
• Visibility: EU emblem and statement required; derogations possible for security/political reasons.

Key Documents and Links

Guidelines for Grant Applicants (restricted); Annexes A1/A2 (forms), B (budget), C (logical framework), F (PADOR), G (contract), H (declaration), J (tax), L (SEA-H). Primary portal: EU Funding & Tenders Portal. PROSPECT: PROSPECT. PADOR: PADOR.

Risks and Considerations

Restricted procedure:Only concept notes first, then full applications for shortlisted. Ensure local CSO involvement for ownership. Comply with ethics (no conflicts, SEA-H policy via Annex L), PRAG rules. Taxes eligible if non-recoverable (Annex J). No multiple lead grants per applicant.

Footnotes

1. 1All details from official guidelines dated 02 April 2026. Verify latest updates on portal as dates are provisional post-concept note.