DG ECHO has published the application process and reference documents for NGOs seeking EU Humanitarian Partnership certification for the 2028-2034 period. Existing 2021-2027 certificates do not carry over, so organisations that wish to become or remain DG ECHO humanitarian partners should start preparing their evidence now.
Key message This is an application and certification process for the next EU Humanitarian Partnership period, not a project grant call. A successful applicant is awarded an EU Humanitarian Partnership Certificate, which is the gateway for NGOs to apply for DG ECHO humanitarian action grants. Individual funded actions are then governed through grant agreements.
DG ECHO is the European Commission Directorate-General for European Civil Protection and Humanitarian Aid Operations. It coordinates EU humanitarian assistance and civil protection activity, working with humanitarian partners to respond to crises, disasters and complex emergencies.
For NGOs, the EU Humanitarian Partnership Certificate is the route into DG ECHO humanitarian grant funding. The certificate is not itself a grant award and should not be described as a partnership agreement. It is a quality certificate confirming that the organisation is considered suitable to apply for EU humanitarian funding. If a certified NGO is later successful in an action funding application, the funded project is governed by the relevant DG ECHO grant agreement.
The certificate identifies the principles and obligations that the certified organisation commits to. These include respect for applicable law, commitment to humanitarian principles, transparency and accountability, and minimum standards for preparing and implementing humanitarian actions.
BACKGROUND TO THE FUNDING AND WHY CERTIFICATION IS NECESSARY
EU humanitarian aid is intended to support principled humanitarian action in response to needs arising from conflict, disaster, displacement, food insecurity, health emergencies and other crises. DG ECHO delivers this funding through trusted partners rather than directly implementing all humanitarian operations itself.
The certification process exists because DG ECHO needs assurance before funding is awarded. It is designed to validate the status of an NGO as an EU humanitarian partner, check that the organisation is humanitarian in purpose, and assess administrative and financial management, operational capacity, financial capacity and compliance with partnership principles.
For 2028-2034, the assessment requirements are based on the Humanitarian Aid Regulation, the EU Financial Regulation and international best practices. The certificate belongs to the 2028-2034 programming period, but the more precise point is that it identifies the principles, obligations and minimum standards that a partner commits to, while the ex-ante assessment tests whether the organisation meets the conditions set by DG ECHO.
DG ECHO states that the certificates will be valid for Humanitarian Implementation Plans launched until the end of 2034, and up until the end of projects funded under that period. Partners will continue to be monitored, and significant changes affecting matters assessed during certification must be communicated to DG ECHO.
WHAT HAS BEEN PUBLISHED FOR THE 2028-2034 PROCESS?
DG ECHO has published the application process and reference documents for NGOs seeking certification under the EU Humanitarian Partnership 2028-2034. The public document set includes the Call Document, Application Form, Independent Assessment Report, Declaration of Honour and Questions and Answers.
The terminology matters. The assessment itself is an ex-ante assessment. The main assurance output is the Independent Assessment Report, which includes the Assessment Questionnaire and is prepared by an independent qualified external auditor under DG ECHO Terms of Reference.
The official application form uses the labels Application Form Part A and Application Form Part B. In practical terms, these can be understood as Administrative information (Application Form Part A) and Technical description (Application Form Part B).
GENERAL APPLICATION PROCESS
The process is portal-based and will use the EU Funding & Tenders Portal Electronic Submission System. Candidate NGOs will need an EU Login account and must register in the Participant Register to obtain a nine-digit Participant Identification Code, or PIC.
The application is submitted via the relevant Topic page in the Calls for proposals section and comprises administrative information, a technical description and mandatory annexes.
| Step | What happens | Practical Points for NGOs |
|---|---|---|
| 1. Read the call package | Review the Call Document, Application Form, Independent Assessment Report, Declaration of Honour and Q&A. | Use the latest official documents as the controlling source. The public templates are useful for planning, but DG ECHO says the forms inside the Submission System must be used for submission. |
| 2. Prepare portal access | Create EU Login credentials, register the organisation and obtain the PIC. | UK schools Portal administration can delay submissions if left to the end. |
| 3. Map the evidence | Map governance, finance, compliance, safeguarding, procurement, operational delivery and partner oversight evidence to the assessment questions. | This should be done before fieldwork so evidence owners understand what will be needed. |
| 4. Commission the ex-ante assessment | Engage an independent qualified external auditor under the DG ECHO Terms of Reference. | Allow time for planning, interviews, sample testing, factual review, management responses and final reporting. |
| 5. Complete the application | Prepare the administrative information, technical description and mandatory annexes through the Portal Submission System. | The technical description is limited to 10 pages, so it needs to be concise and evidence-led. |
| 6. Submit and respond | After submission, the application enters DG ECHO evaluation. DG ECHO may request additional information. | DG ECHO retains the final decision on whether to award the certificate. |
TIMETABLE AND SUBMISSION POINTS
The DG ECHO partner page says the submission system will be available from autumn 2026. The Call Document provides a more specific indicative timetable, including a call opening date of 15 October 2026. Taken together, organisations should treat autumn 2026 as the broader availability period and 15 October 2026 as the indicative call opening date stated in the Call Document.
| Point | 2028-2034 position |
|---|---|
| Availability | The DG ECHO partner page states that the submission system will be available from autumn 2026. |
| Indicative call opening | The Call Document indicates 15 October 2026 as the call opening date. |
| Call type | Continuously open call with no cut-off dates. |
| Final deadline | The call will normally remain open until 30 June 2033. |
| Evaluation timing | DG ECHO indicates evaluation and information on results or award will take approximately 3-4 months. |
| January 2028 participation | Organisations wishing to participate from January 2028 should submit before 31 March 2027; timely processing cannot be guaranteed after that date. |
| Resubmission | Once submitted, the application is sent to evaluation. Resubmission of an already submitted application in the Submission System is not possible. |
| Paper submissions | Paper submissions are not possible. |
| Technical description limit | Application Form Part B, the technical description, is limited to a maximum of 10 pages. Annexes do not count towards the page limit. |
What is the Ex-ante Assessment?
The ex-ante assessment is the organisation-wide assurance exercise that underpins the application. It is not a statutory audit of financial statements and it is not a project audit. It is a reasonable assurance engagement over whether the organisation meets DG ECHO conditions for receiving an EU Humanitarian Partnership Certificate.
The candidate NGO must engage an indepe
ndent external auditor to perform the assessment under DG ECHO Terms of Reference. The auditor produces the Independent Assessment Report and Assessment Questionnaire, which are submitted as part of the application.
The Independent Assessment Report template refers to ISAE 3000 Revised, the IESBA Code of Ethics and ISQM 1 or equivalent. DG ECHO also sets requirements for the auditor, including professional qualification, independence, audit authorisation and relevant experience.
WHAT THE EX-ANTE ASSESSMENT COVERS
The 2028-2034 assessment is organised into two blocks. Block 1 is a gateway block using Yes/No questions. Block 2 is a scored block covering operational capacity and wider suitability. The table below summarises the structure at a planning level.
| Assessment block | Question style | What it tests | Minimum Requirement |
|---|---|---|---|
| Block 1: Eligibility, financial capacity, exclusion and minimum requirements | Yes/No questions. No other answer is allowed, except that Question 19 may be N/A where applicable. | Eligibility, NGO status, financial capacity, exclusion, humanitarian purpose, baseline governance and compliance requirements. | Score YES to each question, with Question 19 being the only possible N/A exception. |
| Block 2: Operational capacity and additional suitability requirements | Numerically scored questions. | Operational capacity to design, implement and monitor EU-funded humanitarian projects, deliver in difficult circumstances, manage compliance and maintain sound internal control. | Overall average score at least 6/10 and individual score for each question at least 4/10. |
PASS/FAIL QUESTIONS AND SCORED QUESTIONS
The pass/fail questions and the scored questions need to be approached differently. Block 1 is about whether the organisation can clearly demonstrate that it meets gateway conditions. Block 2 is about the quality, maturity and operating effectiveness of systems and controls.
| Question type | What the answer should demonstrate | Evidence to prepare |
|---|---|---|
| Block 1 Yes/No questions | The organisation meets the relevant requirement and can support that conclusion with clear, complete and current evidence. | Statutes, registration documents, non-profit and autonomous status, humanitarian purpose, governance documents, audited accounts, financial capacity evidence, Declaration of Honour, sanctions and exclusion checks, and relevant compliance records. |
| Block 2 scored questions | Systems are documented, proportionate to the organisation, embedded in practice and capable of supporting humanitarian delivery in complex environments. | Policies, procedures, implementation records, internal control evidence, partner monitoring files, procurement samples, safeguarding records, fraud and whistleblowing logs, risk registers, programme monitoring reports and internal audit or compliance reviews. |
| Management explanations and actions | Where improvements are needed, management understands the issue and can evidence proportionate actions, ownership and timing. | Action plans, board or committee minutes, internal audit reports, updated policies, training logs, management responses and evidence that improvements have been implemented or are underway. |
Ratings, Scores and Outcomes
The 2028-2034 Call Document uses a clear minimum-pass structure. Block 1 requires YES answers to the relevant Yes/No questions, subject only to the stated Question 19 N/A exception. Block 2 requires both an overall average score of at least 6/10 and an individual score of at least 4/10 for each question.
This is important because the organisation cannot rely only on a strong overall average. A single low-scoring area can still create a certification risk. Conversely, preparation should not focus solely on policy documents; it should show that systems work in practice across finance, compliance, programmes, safeguarding, procurement and partner management.
The Independent Assessment Report is part of the evidence used by DG ECHO. DG ECHO will check formal requirements, assess eligibility and evaluate the application against award criteria. DG ECHO may request additional information and retains the final decision on whether to award the certificate.
WHAT HAS CHANGED FROM THE 2021-2027 PROCESS?
The new process retains the core principle of an ex-ante assessment, but it is not a simple rollover of the 2021-2027 application. The operational changes matter for NGOs because they affect terminology, documentation, the submission process and how evidence is presented.
| Area | 2021-2027 position | 2028-2034 position and impact |
|---|---|---|
| Continuity | A 2021-2027 certificate remains valid only for that framework period. DG ECHO has confirmed that it does not carry over. | All NGO partners seeking 2028-2034 certification must reapply. This should be treated as a fresh certification project. |
| Terminology | The 2021 process referred to minimum requirements and additional suitability requirements and used an Independent Auditor Final Report. | The 2028-2034 documents refer to an ex-ante assessment, an Independent Assessment Report and an Assessment Questionnaire. |
| Submission system | Applications were made through APPEL. Applicants filled in blocks of questions reflecting the external auditor report and uploaded the report. | Applications move to the EU Funding & Tenders Portal. Administrative information is completed online, the technical description is uploaded, and mandatory annexes are uploaded through the Portal Submission System. |
| Paper copy | The 2021 guidance referred to sending a paper copy of the final assessment report to DG ECHO. | Paper submissions are not possible under the 2028-2034 call. |
| Annex 4A/B | The 2021 application page stated that Annex 4A/B would be uploaded separately. These materials were relevant where accountability arrangements involved family, network, federation or implementing partner structures. | The 2028-2034 public package does not list a separate Annex 4A/B. Mandatory annexes are the Independent Assessment Report and Declaration of Honour. Partner, federation and implementation arrangements still need to be evidenced, but they sit within the new report and questionnaire structure. |
| Niche organisations | The 2021 certificate page identified a separate EU Humanitarian Niche Partnership Certificate for specialised capabilities such as map-making, mine clearance, telecommunications or specialised humanitarian transport. | The 2028-2034 public package reviewed is framed around the EU Humanitarian Partnership Certificate and does not present a separate niche certificate route. Specialist organisations should therefore test their eligibility and evidence against the general 2028-2034 certificate criteria. |
| Programmatic certificate route | The 2021 certificate page also identified a potential Programmatic Partnership Certificate. Only NGOs holding a valid certificate could be selected as a Programmatic Partner through a dedicated procedure. | The 2028-2034 certification package should be treated as the core gateway for NGO partnership. Any programmatic partnership opportunity should be considered separately under current DG ECHO programme guidance rather than assumed as part of the certificate application. |
| Scoring and ratings | The 2021 guidance referred to provisional certificates where material weaknesses led to scores between 5 and 6, with action plan and follow-up reassessment expectations. | The 2028-2034 Call Document focuses on minimum pass scores: Block 1 Yes/No requirements and Block 2 average and individual score thresholds. NGOs should not assume the same provisional-certificate rating structure applies unless DG ECHO states this in the current 2028-2034 documents. |
| New emphasis in the assessment objectives | The earlier framework addressed humanitarian principles, minimum standards, accountability, PSEA and related controls. | The 2028-2034 Independent Assessment Report objectives explicitly emphasise exclusion, EU restrictive measures, irregularities, fraud, corruption, misconduct, child labour, sexual exploitation and abuse, money laundering and terrorism financing, alongside operational capacity and internal control. |
REPORT DRAFTING: HOW THE EX-ANTE ASSESSMENT IS PREPARED
The report drafting process is often where organisations underestimate the work required. The auditor is not simply completing a form from management representations. The auditor must obtain sufficient appropriate evidence to support the conclusions and scores in the report.
| Stage | What happens | Why it matters |
|---|---|---|
| 1. Engagement and scoping | The NGO and auditor agree the engagement under DG ECHO Terms of Reference. The organisation should clarify entities, offices, countries, shared services, implementing partners and evidence sources in scope. | A clear scope avoids late surprises, especially for federated structures, network members and organisations using implementing partners. |
| 2. Evidence request and planning | The auditor requests policies, procedures, governance records, financial information, partner files, programme records and sample documentation. | A structured evidence file reduces fieldwork time and helps the auditor assess both design and implementation of controls. |
| 3. Fieldwork and testing | The auditor reviews evidence, interviews relevant staff and tests systems, controls, rules and procedures against the questionnaire. | Testing will often cut across finance, programmes, grants, compliance, procurement, HR, safeguarding, internal audit and country teams. |
| 4. Findings discussion | Draft findings are discussed so the organisation can correct factual errors, provide additional evidence where available and understand improvement points. | This supports report accuracy and helps management respond constructively. |
| 5. Draft report | The auditor prepares the draft Independent Assessment Report and Assessment Questionnaire, including scores, findings and conclusions. | Management should review factual accuracy and ensure any action plans or explanations are supported by evidence. |
| 6. Final report | The final report is issued on the auditor letterhead, dated, stamped and signed, and includes the Assessment Questionnaire. | The final report is a mandatory annex to the application and will be considered by DG ECHO during evaluation. |
Submission and DG ECHO Evaluation
The final Independent Assessment Report is submitted as a mandatory annex through the EU Funding & Tenders Portal Submission System. The Declaration of Honour is also a mandatory annex. The application must be complete, readable, accessible and printable.
DG ECHO states that applications will be checked for formal requirements, including admissibility and eligibility, and then evaluated against award criteria. The eligibility check and evaluation will be based on the findings in the assessment report and other available information, if any. DG ECHO may request additional information.
Successful applications will be awarded the certificate and included in the public list of EU Humanitarian Partners. Other applications will be rejected.
EVIDENCE AREAS NGOS SHOULD REVIEW NOW
Early preparation creates value because the ex-ante assessment is evidence-led. Many organisations will have policies in place; the challenge is often demonstrating that those policies are current, approved, implemented, monitored and consistently applied across headquarters, country offices and implementing partners.
| Area | Questions NGOs should answer before fieldwork |
|---|---|
| Governance and accountability | Are board oversight, delegated authorities, conflicts of interest, risk management and transparency arrangements documented and operating? |
| Financial capacity and controls | Do audited accounts, budgets, financial reports, reserves, liquidity evidence, bank controls and payroll controls demonstrate capacity to manage EU funds? |
| Internal control and compliance | Can the organisation evidence segregation of duties, approvals, reconciliations, policy compliance, internal audit and corrective action tracking? |
| Fraud, corruption and exclusion | Are anti-fraud, anti-bribery, sanctions, whistleblowing and investigation procedures current, applied and supported by registers or case records? |
| Safeguarding and SEAH | Are PSEA and safeguarding policies supported by training, reporting channels, case management, survivor-centred processes and board-level oversight? |
| Procurement and value for money | Do procurement files evidence supplier selection, competition, derogations, conflict checks, emergency procedures and approvals? |
| Programme design and delivery | Can the organisation evidence needs assessment, targeting, monitoring, evaluation, learning and humanitarian quality standards? |
| Implementing partners and sub-grantees | Are partner due diligence, agreements, flow-down clauses, financial monitoring, audit access, risk rating and escalation processes evidenced? |
| Remote management and high-risk delivery | Can the organisation verify delivery where access is limited and evidence appropriate assurance over local partners and third parties? |
Menzies Perspective
The organisations best placed for the 2028-2034 process will treat the ex-ante assessment as an assurance project, not a compliance form. That means assigning ownership, mapping evidence early, addressing gaps before fieldwork and ensuring country offices, affiliates and implementing partners understand the evidence requirements.
How Menzies Can Help
Menzies Grant Audit & Assurance team supports organisations receiving or distributing grant funding with
audit, assurance, agreed-upon procedures, compliance advisory, due diligence, policy reviews and verification of deliverables and impact.
For NGOs preparing for the DG ECHO Humanitarian Partnership 2028-2034 application process beyond just the ex ante assessment itself. In addition to the assessment we can support with:
– readiness reviews against the 2028-2034 ex-ante assessment requirements;
– gap analysis across governance, finance, compliance, safeguarding and programme evidence;
– support preparing evidence files before auditor fieldwork;
– review of partner due diligence and sub-grantee monitoring arrangements;
– testing of procurement, internal control, fraud, sanctions and safeguarding procedures;
– support for federated and multi-country NGOs through the HLB International network where appropriate.
SOURCES
- DG ECHO Partners Helpdesk: How to become a partner 2028-2034 – https://www.dgecho-partners-helpdesk.eu/ngo/eu-humanitarian-partnership-2028-2034/how-to-become-a-partner-2028-2034
- DG ECHO 2028-2034 Call Document and Independent Assessment Report reference documents – https://www.dgecho-partners-helpdesk.eu/reference-documents-ngo
- DG ECHO 2021-2027: How to become a partner – https://www.dgecho-partners-helpdesk.eu/ngo/humanitarian-partnership-2021-2027/how-to-become-a-partner
- DG ECHO 2021-2027 certificate page – https://www.dgecho-partners-helpdesk.eu/ngo/humanitarian-partnership-2021-2027/eu-humanitarian-partnership-certificate-2021-2027
- European Commission: Humanitarian partners – https://civil-protection-humanitarian-aid.ec.europa.eu/partnerships/humanitarian-partners_en
- European Commission: DG ECHO overview – https://civil-protection-humanitarian-aid.ec.europa.eu/index_en
DISCLAIMER:
This article is for general information only and does not constitute grant funding, financial, audit, tax or legal advice. DG ECHO application requirements, scoring, deadlines and templates may change, and organisations should review the latest official DG ECHO and EU Funding & Tenders Portal guidance before applying or committing expenditure.
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