Strengthening the capacity and voice of Civil Society Organizations as actors of accountability and transparency in Malawi

This EU action grant EuropeAid funds civil society and independent media strengthening in Malawi to promote accountability, transparency and citizen engagement under the ACT-62807 CSO programme with an indicative total budget of €2,325,500 across two lots (Lot 1: local accountability €1,800,000; Lot 2: independent media €525,500). Eligible lead applicants are non-profit legal persons established in Malawi, EU Member States or other countries eligible under NDICI rules, with international organisations required to include at least one local co-applicant. Concept notes must be submitted via the EU Funding & Tenders Portal (PROSPECT) by 29 May 2026 17:00 Brussels time and selected applicants will be invited to submit full proposals. Grants reimburse eligible costs (60–95% EU contribution), actions must take place in Malawi and applicants must register in PADOR and follow the call guidelines and annex templates.

What it funds

Action grants to strengthen CSO capacity and voice on accountability, transparency and good governance in Malawi. Two lots: Lot 1 supports CSO monitoring, citizen engagement and local accountability mechanisms (national plus minimum five districts). Lot 2 supports independent media capacity, investigative reporting, fact-checking, and legal/regulatory advocacy.

Who can apply

Non-profit legal entities (NGOs, community organisations, research institutes, media organisations, networks, foundations and similar) established in Malawi or in EU/eligible third countries. International organisations may apply but must include at least one local co-applicant. Applicants, co-applicants and affiliated entities must register in PADOR and submit applications via PROSPECT.

Funding Range:Lot 1: €1,500,000 to €1,800,000; Lot 2: €425,500 to €525,500. Total indicative budget €2,325,500 ¹

1. 1Grant forms: reimbursement of eligible costs (may include simplified cost options).
2. 2Co-financing: EU share must be between 60% and 95% of total eligible costs.
3. 3Minimum duration: Lot 1: 36–48 months; Lot 2: 30–48 months.
4. 4Financial support to third parties is allowed (normal cap €60,000 per third party unless justified).
5. 5Applicants must pass administrative, selection and award criteria; shortlisted applicants invited to submit full applications.

Applicants must follow the call guidelines and templates (concept note, full application, budget, logframe). Supporting documents (statutes, accounts, declarations) are required at full application stage. See published Guidelines and Standard Grant Contract annexes for eligibility, reporting and contractual terms.

Footnotes

1. 1Call guidelines, templates and full details (including lot breakdown, eligibility, PADOR/PROSPECT submission and standard contract) are published on the EU Funding & Tenders Portal EU Funding & Tenders Portal.

Reference, status, key dates and budget

Title:Strengthening the capacity and voice of Civil Society Organizations as actors of accountability and transparency in Malawi. Call reference: EuropeAid. Type: Action Grants (Call for proposals under DG INTPA / Thematic Programme for support of civil society organisations at country level). Publication date: 28/03/2026. Deadline for concept notes: 29/05/2026 (Brussels time). Indicative total budget available under this call: €2,325,500.

Indicative lot allocation:Lot 1 (Promoting accountability and transparency at local level): €1,800,000. Lot 2 (Independent media for good governance): €525,500.

Documents and templates available (applicants must use these)

All application and contractual templates, guidance and annexes are published with the call and must be used by applicants. Mandatory documents include: Annex A.1 Concept Note (Grant application form – Concept note), Annex A.2 Full Application form, Annex B Budget (Excel worksheets 1a/€1B/1c and justification sheets), Annex C Logical Framework (logframe), Annex F PADOR offline registration form (if PADOR online registration is not possible), Annex G Standard Grant Contract (and Annex II General Conditions), Annex H Declaration on Honour (exclusion criteria), Annex J Information on tax regime, Annex L SEA-H self-evaluation questionnaire, Annexes IV/V/VI (procurement rules, payment request, reporting templates). Applicants must register organisations in PADOR and submit through PROSPECT. The call is managed through the EU Funding & Tenders Portal / PROSPECT. See the call page and submission system for the original files EU Funding & Tenders Portal ¹.

Eligible applicant types

Eligible lead applicants:non-profit legal persons (civil society organisations, NGOs, community-based organisations, networks, coalitions, research institutes, academic institutions, independent foundations and similar non-profit entities). International organisations may apply but if the lead applicant is an international organisation the participation of a minimum of one local co-applicant is mandatory. Co-applicants: organisations of the same types as above. Affiliated entities: entities with a structural legal/capital link to an applicant (subsidiaries, parent entities, network members) may be used to incur costs and achieve results under the same conditions as beneficiaries. Associates, subcontractors and recipients of financial support are allowed roles but they do not become beneficiaries. Natural persons as lead applicants are not eligible under this call (the call targets organisations).

Funding type, size, and modality

Primary financial mechanism:grant (Action grant). Grants may be formulated as reimbursement of eligible costs and may include simplified cost options (lump sums, unit costs, flat rates) where allowed. The call also allows the use of financing not linked to costs (FNLC) for results-based components where explicitly set in the grant template and budget (Annex B worksheet €1B/1c and Logframe FNLC marking).

Indicative grant size (per lot):Lot 1: minimum €1,500,000 / maximum €1,800,000. Lot 2: minimum €425,500 / maximum €525,500. The contracting authority reserves the right not to use the whole envelope or to reallocate between lots if needed.

Consortium requirement and application structure

Consortium model:single lead applicant is required (the coordinator) and co-applicants are optional depending on the proposed project design. If the lead applicant is an international organisation, at least one local co-applicant is mandatory. Affiliated entities may be declared and their costs included under the coordinating beneficiary's responsibility. Applicants may propose to provide financial support to third parties (sub-grants), subject to a maximum of €60,000 per third party except where justified and authorised. The call is a two-stage restricted procedure: 1) submission of a concept note (initial selection) and 2) invited full application. A final eligibility and supporting-documents verification follows the full application evaluation. Submission is via PROSPECT; PADOR registration of organisations is mandatory.

Beneficiary geographic scope

Geographical eligibility:Actions must be implemented in Malawi (geographical zone: Malawi). Eligible applicants may be established in Malawi or in EU Member States and other eligible countries as per NDICI/Global Europe rules and the Practical Guide. Where the lead applicant is an international organisation, local co-applicant(s) must be included. The call is country-focused and funds activities in Malawi only.

Target sectors and themes

Primary sectors targeted:civil society strengthening, governance, transparency, accountability, civic participation, public finance monitoring, access to information, and media development. Lot 1 focuses on CSO capacity to act as accountability actors at national and district level (public policy, planning, budgeting, citizen engagement, monitoring, social accountability). Lot 2 focuses on independent media (capacity building, investigative journalism, fact-checking, access-to-information law implementation, media regulatory reform and cooperation among media actors). Cross-cutting: gender equality, rights-based approach, youth engagement and disability/inclusiveness mainstreaming.

Mentioned country(ies)

Malawi (explicitly specified). The call is strictly focused on Malawi actions and implementation locations.

Expected project maturity / stage

Expected maturity:implementation / capacity-building and demonstration / service delivery and policy engagement. Projects are expected to be implementation-ready with organisational capacity for multi-year activities (minimum duration Lot 1: 36–48 months; Lot 2: 30–48 months). Actions should include monitoring, advocacy and stakeholder engagement from the outset and, where applicable, investigative journalism activities and systems for sustainability and follow-up.

Application type and process

Application submission method:two-stage restricted open call. Stage 1: concept note submission via PROSPECT by the published deadline. Stage 2: only pre-selected lead applicants will be invited to submit full applications. PADOR registration is mandatory (applicants must be recorded and their EuropeAid ID included in the application). All submissions are electronic via PROSPECT (exceptions only for documented technical or security reasons; in such exceptional cases paper + CD/USB submission rules are provided in the guidelines).

Nature of support to beneficiaries

Beneficiaries receive financial support (grants) in the form of money. The grant may reimburse eligible costs, apply simplified cost options, and include FNLC payments for result-based components where specified. Non-financial services (technical assistance, capacity-building, networking, third-party assessments, and communication/visibility support) are expected elements of funded actions but are delivered as part of the funded activity rather than as separate Commission services.

Application stages and timeline

1. 1Stage 1: Concept note submission and administrative/compliance check (deadline 29/05/2026).
2. 2Stage 1 evaluation: Concept note scoring and pre-selection (contracting authority invites a subset to full application).
3. 3Stage 2: Submission of full application (by invited applicants only).
4. 4Stage 2 evaluation: full application technical, financial and selection criteria assessment; provisional ranking and selection.
5. 5Step 3: Verification of eligibility and all supporting documents for provisionally selected applicants (legal and financial checks, PADOR validation, Declaration on Honour).
6. 6Contract award, contract negotiation and signature (Standard Grant Contract or Contribution Agreement as applicable).

Success rates and selection policy

No specific success-rate percentage is published in the call documentation. The contracting authority uses the evaluation scoring and ranking process: concept notes are scored against defined criteria; only concept notes passing minimum thresholds and fitting the budget envelope are invited to full application. The contracting authority may select only a subset of applications, keep a reserve list, and reallocate funding between lots if necessary. Proposers should assume competition is significant and prepare high-quality, clearly costed proposals aligned with the call objectives.

Co-funding and budget rules

Co-funding:Co-financing is required. The call sets minimum and maximum levels of EU contribution: the EU contribution must be between 60% (minimum) and 95% (maximum) of total eligible costs. The balance must be financed from other sources (own funds, other donors). Where volunteering or in-kind contributions are foreseen they must follow the Practical Guide rules. Indirect costs can be claimed as a flat rate up to 7% of direct eligible costs (with specific restrictions if applicant already receives EU operating grant). A contingency reserve up to 5% of direct eligible costs may be included but can only be used with prior written authorisation. VAT and taxes: rules and eligibility of VAT are detailed in Annex J and depend on national/regulatory frameworks; applicants must verify recoverability/exemptions and provide proof where required.

Eligibility of activities and costs

Eligible actions:activities that strengthen CSO accountability roles, public finance monitoring, citizen engagement, advocacy, capacity building, media investigations, fact-checking and legal/regulatory support for access-to-information and media environments. Actions must take place in Malawi and address the call objectives. Financial support to third parties can be included within the limits described (generally €60,000 per third party unless justified). Ineligible costs: debts, provisions, in-kind contributions (except authorised volunteers), purchase of land and buildings (except where necessary and subject to transfer rules), currency losses, bonuses, salary costs of national administration personnel (unless specifically allowed), and costs already financed by other EU grants. Detailed eligibility rules for staff, travel, equipment, project office and other headings follow Annex G General Conditions and Annex B budget worksheets.

Selection and award criteria (summary)

Selection criteria:applicants and affiliated entities must demonstrate financial capacity (latest audited accounts or self-declaration depending on size), management and operational capacity and relevant technical experience. Award criteria: relevance to call objectives and national/district needs, design quality and intervention logic (activities linked to outputs/outcomes), feasibility and risk analysis, monitoring and logical framework quality, cost-effectiveness and sustainability. Minimum thresholds apply (e.g. for financial/operational capacity and concept note scores). Full application scoring grid details are in the Guidelines and will be applied by the evaluation committee.

Key administrative and compliance rules

Mandatory online registration in PADOR (Potential Applicant Data On-line Registration) for organisations (legal persons). Mandatory submission via PROSPECT portal for concept notes and full applications except in exceptional documented cases. Declaration on Honour (Annex H) required for all applicants where grant request exceeds €15,000. Self-evaluation SEA-H questionnaire (Annex L) required for all successful applicants (except grants <= €60,000 and specified categories) as part of contract preparation. Visibility rules: beneficiaries must acknowledge EU funding and follow Communication and Visibility requirements; derogations may be requested for security reasons and agreed prior to contracting. Procurement by beneficiaries must follow Annex IV contract-award rules and nationality/origin rules where applicable. Anti-fraud, exclusion and early detection measures apply per Financial Regulation and EDES system; applicants must comply with EU restrictive measures and conditionality regime.

Templates and application structure (what applicants must prepare)

The call provides a complete set of templates that applicants must use. Key forms and structure: 1) Annex A.1 Concept Note form (summary table and short description, max pages specified), 2) Annex A.2 Full Application form (detailed description, methodology, logframe, activities matrix and action plan, sustainability & risk analysis), 3) Annex B Budget worksheets (1a cost-based; €1Bcost-based + FNLC; 1c FNLC only, justification worksheet 2, expected sources of funding worksheet 3), 4) Annex C Logical Framework Matrix (Annex I to grant contract template), 5) Annex F PADOR offline registration (if needed), 6) Annex H Declaration on Honour (exclusion criteria), 7) Annex L SEA-H self-evaluation questionnaire (for successful applicants), 8) Annex G Standard Grant Contract / General Conditions (contractual templates and Annexes IV–IX for procurement, payment, reporting, equipment transfer), 9) Annex J Tax regime guidance. Applicants must follow the format, page-limits and font/margins instructions set out in the application templates and Guidelines.

Structure applicants must supply in concept note:Concept note: summary table (objectives, target groups, outputs, main activities), description of action (max 2 pages), relevance (max 3 pages), lead applicant/co-applicants and affiliated entities details, indicative budget and duration and declaration by lead applicant. Use Annex A.1.

Structure applicants must supply in full application:Full application: full narrative (objectives, background, context analysis), intervention logic and logframe (Annex C), activities matrix and detailed action plan, methodology, monitoring & evaluation, sustainability and risk analysis, full budget (Annex B Excel worksheets and justification), PADOR registration form (if PADOR cannot be used online), mandates for co-applicants, affiliated entities statements, supporting documents (statutes, latest accounts, audit report where requested), Declaration on Honour (Annex H).

Risk management, audit, reporting and control

Reporting:beneficiaries must comply with narrative and financial reporting obligations (Annex VI templates) and contractual expenditure verification / third-party assessment requirements depending on grant size and if FNLC is used (see Articles 2, 14, 14bis of the General Conditions). Monitoring, checks, audits and record-keeping: beneficiaries must maintain records for at least five years after payment of the balance (three years for grants <= €60,000) and allow access for Commission services, OLAF, EPPO, ECA and external auditors for on-the-spot checks and audits. Financial guarantees: for grants exceeding €60,000 the contracting authority may request a bank guarantee for the initial pre-financing except for non-profit organisations or pillar-assessed organisations in specific circumstances. Recoveries, reductions, penalties and termination rules apply under the General Conditions and Financial Regulation in case of ineligible costs, irregularities, fraud or breach of contract.

Success factors and application tips

1. 1Follow strictly the application templates, page limits, font/margins and submission channels (PADOR/PROSPECT).
2. 2Ensure PADOR/Participant Register registration is completed well in advance of the deadline and that EuropeAid ID or PIC is included.
3. 3Design a clear results chain (activities → outputs → outcomes → impact) and align budget lines to activities and logframe indicators.
4. 4If using FNLC, mark indicators for FNLC in the Logframe and specify FNLC unit values and targets in budget worksheets €1B/1c.
5. 5Demonstrate operational and financial capacity with recent accounts and (where applicable) audit reports and explain risk mitigation and sustainability measures.
6. 6Include an explicit plan for inclusion, gender, youth engagement, disability and rights-based approaches.
7. 7If applying as an international organisation, include a local co-applicant and explain capacity-strengthening plans for local partners.
8. 8Prepare mandatory legal documents and signed declarations (Annex H, mandates and affiliated entity statements) ready for upload if invited to full application.

What this opportunity is about — summary

This is a targeted EU action to strengthen civil society and independent media in Malawi as active and credible actors of transparency and accountability. The Programme funds multi-year actions that build CSO capacities to monitor and influence public policy, planning and budgeting at national and district levels, foster citizen engagement and social accountability, and support investigative and fact-based media to hold public authorities to account. The call is split into two lots: Lot 1 for CSO capacity and local accountability work, Lot 2 for independent media strengthening. Applicants must be non-profit legal entities (or international organisations with local co-applicant), register in PADOR and submit a concept note via PROSPECT. The call uses a two-stage selection (concept note then invited full application). The contracts follow the EU standard grant contract (Annex G General Conditions); grants may reimburse eligible costs and use simplified cost options and FNLC components where authorised. Strong emphasis is placed on governance, inclusion, sustainability, risk management, visibility of EU funding, and compliance with EU rules on procurement, anti-fraud and safeguarding (including SEA-H self-evaluation for successful applicants).

Footnotes

1. 1Official call page and submission system: EU Funding & Tenders Portal - Calls for proposals (search reference EuropeAid) and submission via PROSPECT: ec.europa.eu

This EU grant opportunity under the Thematic Programme for Support of Civil Society Organisations at Country Level (ACT-62807-CSO Programme-Multiannual Action Plan 2025-2027) aims to strengthen Civil Society Organisations (CSOs) as independent actors promoting accountability and transparency in Malawi. The programme supports CSOs in fostering good governance, citizen engagement, and media independence through two lots with a total indicative budget of €2,325,500.

Opportunity Overview

Reference:EuropeAid. The call is open for submission via the EU Funding & Tenders Portal (PROSPECT). Concept note deadline: 29 May 2026 at 17:00 Brussels time. Full application deadline for pre-selected applicants: September 2026 (exact date to be confirmed). Grants are action grants under the Civil Society Organisation programme, geographical zone: Malawi.

Total Budget:€2,325,500.

Lots and Financial Allocations:Lot 1: €1,800,000 (Promoting accountability and transparency at local level). Lot 2: €525,500 (Independent Media for Good Governance). Funds may be reallocated between lots if needed.

Objectives

Global objective:Strengthen CSOs as independent actors essential for promoting accountability and transparency. Specific objectives vary by lot.

Lot 1: Promoting Accountability and Transparency at Local Level

• Strengthen CSO capacities to monitor and input into national and district development policies, plans, budgets, and programmes.
• Spearhead advocacy and awareness on key development policies.
• Enhance citizen engagement in multi-sectoral policy dialogue at district level with feedback mechanisms.
• Promote collaboration between citizens, CSOs, state institutions, and partners.
• Safeguard civic space for CSOs.

Lot 2: Independent Media for Good Governance

• Improve capacity and training for local media actors as defenders of accountability.
• Strengthen investigative journalism and fact-checking.
• Implement Access to Information Law and support reforms.
• Promote enabling media environment through legal reforms.
• Improve coordination among media outlets.

Eligibility Criteria

Lead applicant must be a legal person, non-profit, specific type of organisation (e.g., NGO, community-based organisation, platform, advocacy, women's/youth organisations, research/academic institutes, independent foundations), effectively established in Malawi, EU Member State, or eligible countries per NDICI Regulation Article 28. Directly responsible for preparation and management, not acting as intermediary. Where lead applicant is an international organisation, minimum one local co-applicant mandatory. Co-applicants and affiliated entities must meet same criteria. Not in exclusion situations per Practical Guide Section 2.4.

Eligible Actions

Actions must take place in Malawi. Lot 1:National level plus minimum 5 districts. Lot 2: National level. Duration: Lot 1 (36-48 months), Lot 2 (30-48 months). Directly contribute to objectives. Financial support to third parties allowed (max €60,000 per third party, unless impossible otherwise).

Grant Amounts and Rates

Form:Reimbursement of eligible costs (actual costs or simplified cost options). Balance financed from non-EU sources. Contingency reserve: max 5% of direct eligible costs. Indirect costs: max 7% of direct eligible costs (excl. volunteers/project office). In-kind contributions not eligible as co-financing (except volunteers' work if authorised).

Application Process

1. 1Register in PADOR and Participant Register (PIC).
2. 2Submit concept note via PROSPECT (Annex A.1). Deadline: 29/05/2026 17:00 Brussels time.
3. 3Pre-selected applicants invited to submit full application (Annex A.2, B Budget, C Logical Framework).
4. 4Supporting documents: Statutes, declarations on honour (Annex H), financial docs (audit report/accounts if applicable), PADOR form if needed.
5. 5Evaluation: Concept notes (relevance/design), full apps (capacity/relevance/design/etc.).
6. 6Reserve list possible.

Mandatory online submission via PROSPECT. Information session:24/04/2026. Apply through EU Funding Portal.

Key Requirements and Conditions

• Cross-cutting: Gender equality, rights-based approach, youth engagement.
• Visibility: Comply with EU Communication and Visibility Requirements.
• Ethics: Zero tolerance for SEA-H (Annex L self-evaluation for grants >€60,000), anti-corruption.
• Reporting: Narrative/financial reports, expenditure verification (if applicable).
• Procurement: Follow Annex IV rules.
• Taxes: Eligible if non-reclaimable (Annex J).

Key Documents

• Guidelines for Grant Applicants.
• Annex B: Budget form.
• Annex C: Logical Framework.
• Annex G: Standard Grant Contract.
• Annex H: Declaration on Honour.
• Annex L: SEA-H Self-evaluation.

Applicants must ensure compliance with EU restrictive measures and conditionality regime. Detailed guidelines available at primary URL EU Funding Portal. ¹

Footnotes

1. 1All information derived from official EU portal and annexed documents dated 28 March 2026.