Programme Management

ESF supports its stakeholders to define the needs and priorities of each call. Together, we establish the overall framework, including the timeline, eligibility criteria, and selection process. Based on this framework, our team drafts and publishes clear and comprehensive guidelines for applicants.

To facilitate the submission process, we set up and maintain a dedicated online platform for application submission. In parallel, we operate a dedicated secretariat to respond to applicant inquiries and provide timely support throughout the submission period.

ESF ensures independent and rigorous assessments through its extensive network of expert reviewers. We coordinate the peer review process with qualified external experts to guarantee a transparent, objective, and high-quality evaluation of all applications.

Following the selection process, we manage communication with successful applicants and grantees to ensure a smooth and efficient transition to the next phase of their projects.

ESF streamlines the processes to ensure timely communication and efficient fund distribution.

We support our stakeholders through the management of a dedicated secretariat, ensuring efficient and structured communication with grantees, Programme Committees, and external reviewers. We provide comprehensive support to Programme Committee meetings, from agenda drafting, logistical organisation to minute-taking and follow-up.

We facilitate effective exchanges and feedback loops between PCs and grantees, while maintaining clear and consistent communication with all stakeholders throughout the project lifecycle.

ESF also oversees the establishment of Grant Agreements, coordinating the signature process, managing required documentation, and supervising the accurate execution of administrative procedures. In addition, we monitor project durations and timelines, and, when necessary, we handle the drafting and management of project amendments.

ESF financial department also coordinates the fund transfers in compliance with contractual terms and stakeholders’ instructions.

 In addition, we monitor project durations and timelines, payments of the stages, and, when necessary, we handle the drafting and management of project amendments

ESF monitors the entire project lifecycle throughout the grant period, overseeing the appropriate execution of all activities in full compliance with the grant agreement. As part of this process, ESF organises the collection of deliverables (scientific reports, financial reports and any other deliverable) from grantees and ensures a timely submission. ESF manages the payment process to the grantees.  For the analysis phase, ESF coordinates the peer review analysis of scientific reports, and conducting financial analysis, including eligibility checks of expenditures. As such, ESF checks budget compliance. Last of all, ESF also follows up on issues or delays identified during the reporting process to ensure an efficient grant management.