Background: Oversight is a key function of the Country Coordinating Mechanism (CCM), focusing on the essential financial, programmatic and management aspects of the grant portfolio. Global Fund supported interventions contribute to the broader national health response via an enhanced use of strategic information and a risk management approach. The CCM Secretariat (particularly through the oversight officer) plays a key support role for this function, which ranges from facilitating logistical arrangements and coordination with the oversight committee to information synthesis and analysis.  This document can be used when an oversight officer is part of the staff of the CCM Secretariat or in cases where an Executive Secretary is directly supporting the implementation of oversight activities for the CCM. The initial recommendations of the CCM evaluation indicate a need for CCM Pakistan to hire the services of an Oversight Officer for effective functioning of the CCM Secretariat. Initially the position will be for a period of one year/12 months. The position will be placed in CCM Secretariat located in Islamabad.

MAIN OBJECTIVE

The objectives of positioning an Oversight Officer in CCM Secretariat include: -

• Facilitate and support analytical data-driven discussions and decision-making.
• Provide support to oversight planning, implementation and report formulation.
• Ensure managing all the knowledge products including funding requests, agreements and budget along with management letters as these are needed for oversight
• Ensure follow up on actions taken by PRs on the recommendations of oversight committee.
• Provide administrative support to the CCM oversight committee

 

SCOPE Of WORK-ROLES AND RESPONSIBILITIES

Based in Islamabad, this position will involve working with dedicated group of people at CCM Secretariat and with diverse stakeholders including public sector, UN Partners, technical agencies, donor agencies, communities, KPs and Civil Society. The incumbent is expected to accomplish the tasks including but not limited to following: -

Operational Area 1: Support Oversight Planning and Implementation

• Update the CCM oversight plan in coordination with the Executive Secretary/CCM Coordinator and the oversight committee and obtain full endorsement for oversight plan by the CCM. The oversight officer will then ensure the plan 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, issues related to sustainability and realization of co-financing commitments / co-financing tracking (if possible based on country context). The oversight officer then ensures the plan, tailored to the country’s grant objectives and priorities, is implemented.
• Assist the oversight committee in the implementation of the annual oversight work plan. Ensure the implementation of activities of the oversight process (i.e. collection of information, analysis, provision of recommendations to the CCM forum/ 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 (PRs) in the preparation and presentation of oversight reports (based on key insights from the CCM dashboard, progress update/disbursement requests (PUDRs), Grant Management Dashboards, and/or other reporting tools available). Oversight Officer to ensure through his/her communication that dashboards are available with CCM secretariat whenever required and prepares required presentation for oversight committee’s meeting.

Operational Area 2: Provide Technical and Administrative Support to the CCM Oversight Committee

• Support the CCM Secretariat in the implementation of oversight activities during his/her assignment
• Support the preparation and implementation of quarterly oversight commit-tee 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. field visits organized by the Ministry of Health and other donors, etc.). Specific tasks include: -

1. Analysis of issues to be explored during the site visit.
2. Documentation of the site visit team’s findings and recommendations.
3. Submission of the site visit findings and recommendations to the oversight committee.
4. Ensure that all oversight committee members are informed about Global Fund oversight policies, guidelines and tools.
5. Develop minutes of oversight committee meetings, including recommendations provided and actions agreed.
6. Track CCM decisions and actions based on the oversight committee’s recommendations.
7. 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

• Prepares quarterly brief on all three diseases with progress, gaps, challenges, best practices and activities for next quarter. Also prepares a note on actions taken by the PRs on recommendations of the oversight committee.
• Synthesize and analyze relevant information from different sources to support data-driven discussions of the CCM and its committees.
• Analyze data and triangulate with site visit reports to identify critical implementation and risk mitigation 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 are driven by strategic information drawn from in-country sources and Global Fund-specific-supported interventions.
• Work with the Global Fund Country Team, 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.
• Support the oversight committee in tracking the status of co-financing commitments using available tools or procedures.
• Oversee timely and accurate updates of reporting tools (e.g. dashboards, where these exist) 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

 

KEY PERFORMANCE METRICS

• Quarterly and yearly tracking and reporting on the absorption of resources available for oversight within the CCM funding agreement along with progress on key indicators.
• Timely submission of analysis/technical summaries/completed oversight tools to support the oversight committee meetings. At least five working days before each meeting is considered best practice.
• Timely submission of draft minutes of oversight committee’s quarterly meetings with PRs to the oversight committee. Three working days after each meeting at the latest is considered best practice.
• Timely submission of site visit reports to the oversight committee chair. Three working days after each visit is considered best practice.

• Biannual oversight orientation for all new oversight committee members

REPORTING AND COMMUNICATION LINES

The oversight Officer reports to the CCM Coordinator and is accountable to the CCM forum. In addition, the oversight officer liaises and coordinates with the CCM Oversight Committee, CCM Secretariat Staff, the Country Team (when possible and during country visits), and Principal Recipients

QUALIFICATIONS, EXPERIENCE &SKILLS

Qualifications and experience:

• Master’s degree required, with social science, public health, population studies orientation highly desirable and advanced degree preferred.
• At least 5 years of experience at senior level in monitoring & evaluation or oversight of projects/programs preferably in health sector 
• Familiarity with the Global Fund CCM Policy and Oversight Function is desirable.
• In transition preparedness settings: familiarity with Global Fund 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 in-formation.
• 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 in-dependently as well as part of a team.