Introduction
The CCM Evolution Strategic Initiative (2020-2023) is a catalytic opportunity aimed at improving core responsibilities of inclusive oversight, meaningful engagement, aligned positioning with national structures and sustainable governance operations.
Objective
- To provide support to Oversight planning and implementation
- To provide technical and administrative support to the CCM Oversight Committee
- To facilitate and support analytical data-driven discussions and decisions
Scope of Work
Operational area 1: Support Oversight Planning and Implementation
- Update the CCM Oversight Plan, as necessary, in coordination with the Executive Secretary and the Oversight Committee, and after endorsement by the full CCM. The Oversight Officer will ensure the plan is implemented and details specific activities, tools and methods for data collection, analysis, and reporting, individual and/or constituency responsibilities, relevant elements and indicators related to risk management, and co-financing tracking (if possible, in country). The Oversight Plan should be tailored to the country’s grant objectives and priorities.
- Assist the Oversight Committee in the implementation of the annual oversight work plan.
- Prepare and facilitate a “know your grants” orientation for CCM members and alternates, especially those participating for the first time in the oversight committee. This activity aims at improving CCM members’ understanding of the grant(s) they will oversee.
- Ensure the implementation of activities of the oversight process (i.e. collection of information, analysis, provision of recommendations to the CCM General Assembly, following up on actions decided by the CCM and sharing oversight information with the Global Fund on a frequent basis).
- Communicate/coordinate with Principal Recipients in the preparation and presentation of oversight reports (based on the Key Insights for CCMs Dashboard, PUDRs, Grant Management Dashboards, and/or other reporting tools).
- If PR management dashboards are available and if adequate technical assistance has been provided to the CCM, manage, and lead the generation, presentation and analysis of the CCM Summary by liaising with appropriate PR staff to guarantee that respective data feeds (generated by each PR for each disease component) are provided to the CCM in a timely and complete manner. Once the CCM Summary is generated, support the Executive Secretary in sharing dynamic PDF files with relevant audiences.
- If dashboards are not available, provide appropriate templates and liaise with PRs to establish clear procedures and formats for frequent information sharing.
- Ensure that feedback from the Oversight Committee, including Sustainability, transition and co-financing-related issues, is a standard agenda point for CCM meetings.
Operational area 2: Provide Technical and Administrative Support to the CCM Oversight Committee
- Support the Oversight Committee in the implementation of oversight activities throughout the Grant Life Cycle (i.e., funding request preparation, grant-making, implementation, and closure).
- Support the preparation and implementation of quarterly Oversight Committee meetings, ensuring all relevant information is adequately synthesized and organized to facilitate discussions.
- Support the Oversight Committee in the preparation and implementation of information collection activities, including meetings with PRs, site visits, consultations with specific groups (e.g., community-based monitoring initiatives, where these exist).
- Develop and share procedures and templates to conduct site visits and support the oversight committee in their implementation. Whenever possible, leveraging other in-country field visits (e.g. regular visits field visits organized by the Ministry of Health and other donors, etc.). Specific tasks include:
- Analysis of issues to be explored during the site visit.
- Documentation of the site visit team’s findings and recommendations.
- Submission of the site visit findings and recommendations to the Oversight Committee.
- Ensure that all Oversight Committee members are informed about Global Fund oversight policies, guidelines, and tools.
- Develop minutes of Oversight Committee meetings, including recommendations provided and actions agreed.
- Track CCM decisions and actions based on Oversight Committee’s recommendations.
- Carry out additional tasks under this operational area as requested by the CCM Chair.
Operational area 3: Facilitate and support analytical data-driven discussions and decisions
- Synthesize and analyze relevant information from different sources to support data-driven discussions of the CCM and its committees.
- Analyze reports and triangulate with site visit reports to identify critical implementation and risk mitigations challenges of PRs.
- Summarize critical grant implementation issues and present them to the Oversight Committee using the available formats/tools.
- Ensure that all key processes (e.g., funding request development process, programme reviews, oversight committee meetings, etc.) are driven by strategic data drawn from in-country sources and GF-specific interventions.
- Work with the GF country teams, PRs and the Oversight Committee to hold and maintain ongoing data-driven dialogue for grant performance purposes. The data-driven dialogue includes the identification and analysis of key financial, programmatic, management and risk-related issues/information contained in PR reporting tools and/or available oversight tools. An important aspect of analysis is the assessment of consistency of financial and programmatic data as well as the potential effect of identified risks on grant performance and on national program performance.
- Support the CCM (through the oversight committee) to actively oversee and manage risks, by ensuring that they are adequately identified and mitigated. This includes taking part in the development of risk assurance planning and validation processes.
- Supporting the Oversight Committee in tracking the status of co-financing commitments using available tools or procedures.
- Attend and support regular programmatic, financial and system’s briefings (led by the CCM and/or other relevant partners) on results of the three disease programmes.
- Oversee timely and accurate updates of reporting tools (e.g. dashboards) and support the Oversight Committee presentations to the CCM.
- Ensure that information from Community Based Monitoring initiatives (where these exist in the country) is considered and incorporated in the oversight assessments and reports.
Methodology
The Consultant will liaise with the different stakeholders to gather and synthesize programmatic data; site visits can be utilized, where necessary, as a strategy for data collection. Reporting will be done through the different reporting tools provided.
Specific Activities
- Quarterly tracking and reporting on the absorption of resources available for oversight within the CCM Funding agreement.
- Timely (at least five working days before each meeting) submission of analysis/technical summaries/completed oversight tools to support the Oversight Committee meetings.
- Timely (at most three working days after each meeting) submission of draft minutes of Oversight Committee’s quarterly meetings with PRs to the Oversight Committee.
- Timely (at most three working days after each visit) submission of site visit reports to the Oversight Committee Chair
- Biannual oversight orientation for all new Oversight Committee members.
Delivery Schedule
| Deliverable | Due date | Budget % | Review Period |
| Develop work plan and detailed methodology for project execution. | Four weeks after contract signing | 10% | 2 days |
| Monthly report consisting of technical analyses, summaries of oversight activities, report on specific activities for the month. | Eight weeks after contract signing; Every 4 weeks after signing of contract | 80% | 5 days |
| Quarterly reports consisting of draft and ratified minutes of the Oversight Committee quarterly meetings, summaries of oversight tracking activities, report on specific activities for the month | Every 12 weeks after signing of contract or 4 weeks after the quarterly Oversight Committee meeting | 10% |
Timeline for Consultancy
The period of performance and expected duration of the contract is 1 year.
Reporting Relationship
The Oversight Officer reports to the CCM Chair and is accountable to the CCM General Assembly. In addition, the Oversight Officer liaises and coordinates with the CCM Oversight Committee, CCM Secretariat Staff, CCM Executive Committee, the Country Team (when possible and during country visits), and Principal Recipients.
Funding
Payments will be made to the Consultant following the completion of the assignment and submission of related invoices per the deliverables table above.
Specific Inputs
No specific provisions will be required for the completion of this Consultancy.
Required Qualifications
The successful applicant will have the following qualifications and experience:
- Bachelor’s degree required, with social science, public health, population studies orientation highly desirable and advanced degree preferred.
- At least 2 years of experience in Monitoring & Evaluation or Oversight of projects/programs.
- Experience in project-level or state/national-level monitoring and evaluation system implementation.
- Familiarity with the Global Fund CCM Policy and Oversight Function is desirable.
- In transition settings: familiarity with GF transition-related processes and the Global Fund’s Sustainability, transition, and co-financing guidance (desirable).
- Familiarity with the country’s health system structures.
- Familiarity with epidemiologic indicators for HIV, TB and Malaria and financial indicators.
- Experience working in a multi-stakeholder governance environment
Skills
- Proficiency in data collection, triangulation, and information analysis from different sources.
- Policy decision-support, strategic analysis, and reporting.
- Proficiency in the synthesis of financial, programmatic and management information.
- Proficiency in the use of Microsoft Office, particularly Microsoft Excel and Microsoft Project.
- Ability to work effectively with staff and organizational stakeholders.
- Strong inter-personal skills and proven ability to communicate and interact with high-level officials from the government, NGOs, UN Agencies, and the private sector.
- Strong writing, presentation, facilitation, and communication skills.
- Ability to handle multiple tasks simultaneously, set priorities and work independently as well as being a part of a team.
Evaluation Criteria
| Proposals will be evaluated on the basis of : | |||
| Evaluation Criteria* | Max. Score | Actual Score | |
| BSc. in Public Health Sciences, Social Sciences, Population Studies or a related field. Master’s in Public Health, Health Administration, Business Administration or equivalent is highly preferable. |
30 |
||
| Work experience in Monitoring and Evaluation, Project Management or related experience of 2 years at a supervisory level. | 30 | ||
| Expertise working in public health or at an NGO/CSO involved in the National HIV Programme | 20 | ||
| Experience in data collection and analysis, technical report writing and working in multi-level stakeholder environment | 20 | ||
| Total Score | 100 | ||
Specific Terms and Conditions
All information related to this project (whether workplan, project documents, etc.) remains the property of the Jamaica Country Coordinating Mechanism (JCCM). Written permission has to be sought from the MOHW and granted before any aspect can be used outside of its intended purpose.
Applications must be submitted via email no later than January 31, 2023 via email to:
Director, Human Resource Management & Development
Ministry of Health & Wellness
10A Chelsea Avenue, Kingston 10
Email address: jobapplications.moh@gmail.com
Please note that responses will be sent to short- listed applicants only