Job Title: Oversight Officer
Entity: Country Coordinating Mechanism Sierra Leone (CCM SL)
Reports to: CCM SL General Assembly and Oversight Chair Through the Country Coordinator/Executive Secretary
Period of Performance: The period of performance and expected duration of the contract is 1 year. Renewal based on performance and availability of funds
Duty Location: Freetown with 50% travel on Field Visits
- Introduction
Oversight is CCM’s pivotal process to ensure its Country ownership, alignment and harmonisation of Global Fund funded programs to national disease programs to fight AIDS, tuberculosis and malaria. CCM SL, through multi-sectorial partnerships, ought to provide strategic oversight – based on relevant, credible, accruable socio-epidemiological data available in the country – of all Global Fund related processes, to enable enhanced program efficiencies and effectiveness and maximum impact in Sierra Leone.
Key Working Relationships:
¢ Internal Oversight within CCM SL and CCM SL Secretariat – Chair CCM, Oversight Chair, Ethics Committee Chair and Executive Secretary/Country Coordinator. Work as a Team to ensure a healthy governance environment and that processes are followed within CCM;
¢ Grant Oversight within Programs- Principal Recipients, Sub-Recipients and Programs/Directorates. Work in consultation with Program Managers, Grant Managers, and Program M&E Staff to ensure grants are on track to deliver the outcomes and impacts according to the objectives of the grants; and support CCM during grant closure.
¢ Strategic Oversight – In Consultation with Global Fund (GF)/Country Team (CT), CCM Hub and In-Country Technical Partners ensure alignment between the Global Fund grants and national disease programs and other development partners’ programs.
¢ Proposal Development -In consultation with the Country Coordinator/Executive Secretary and Proposal Development Taskforce work closely with CCM SL Members and stakeholders in the dialogue, engagement, proposal development and reprogramming processes.
¢ Select Principal Recipient (s) – In consultation with the Country Coordinator/Executive Secretary and Proposal Development Taskforce work closely with CCM SL Members in the nomination of Principal Recipients for
Global Fund Grant and closely oversee the selection of Sub-Recipients by the Principal Recipients
¢ Monitor the relevant Grant Implementation tools using a user friendly reporting template and report back to the CCM through the CCM Oversight Chair and the CCM Coordinator.
¢ Ensure that the relevant indicators that are below the grant target are raised with the CCM immediately or as soon as possible.
- Objectives of the position
¢ Facilitate and support analytical data-driven discussions and decision-making.
¢ Provide support to oversight planning and implementation.
¢ Provide technical and administrative support and act as secretary to the CCM oversight committee.
- Task and responsibilities
Operational Area 1: Support Oversight Planning and Implementation
¢ Update the CCM oversight plan in coordination with the Executive Secretary/Country Coordinator, CCM Oversight Chair and the oversight committee to obtain full endorsement for this plan by the general CCM SL Members. 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 or transition (where relevant), and Co-funding tracking and achievement taking into consideration the Government of Sierra Leone/Principal Recipient(s) Co-funding documents submitted to the Global Fund. The oversight officer then ensures the plan, tailored to the country’s grant objectives and priorities are 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, and 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).
¢ When required, support the mobilization of in-country technical expertise and or Expert Pool (e.g. HIV, TB, Malaria, C19 and RSSH; Analytical Capacity for Data Use, etc.) on behalf of the CCM oversight committee. This could include being support staff of: the oversight committee, Ethics Committee, request for funding development process, programme reviews, grant-making process, etc.
¢ Develop a user friendly reporting template taking into consideration key/main grant performance indicators
¢ Communicate/Coordinate with Principal Recipients (PRs) in the preparation and presentation of oversight reports (based on key insights from the CCM reporting template, progress update/disbursement requests (PUDRs), Grant Management reporting template, Action points on oversight from CCM SL meetings and/or other reporting tools available).
¢ To carry out additional tasks under this functional area as requested by the Executive Secretary/Country Coordinator CCM SL or Oversight Committee through CCM SL Leadership, according to its context and maturity level.
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 Global Fund’s 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. 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 the oversight committee’s recommendations.
¢ Carry out additional tasks under this operational area as requested by the CCM
Operational area 3: Enhance efficiency throughout oversight of Global Fund grant
¢ The oversight officer will ensure that the plan is carried out with focus on GF grants’ strategic and effective contribution to national programs performance and will include relevant elements and indicators related to Risk Assurance, Resilient System Strengthening for Health, In-country Review and dialogue, co-financing, procurement and supply chain management, funds absorption and quality and efficiency of service delivery.
¢ Supports the CCM SL through the oversight of the grant-making process to ensure strategic alignment with the country contextual realities.
¢ Supports the CCM SL, after the grant-making process, in partnership with the CT, Inform and lead an orientation of the CCM – particularly the oversight committee – through the “knowing your grant programme”. This programme will aim at helping CCM members to understand the details of the grant(s) they will be overseeing.
¢ Develop procedures (including ToRs informed by all relevant stakeholders) and templates for an expert pool for Malaria, HIV/TB, issue-driven site visits, facilitate site visits and participate in the site visit teams. As much as possible, leveraging on other in-country field visits (e.g. Joint Assessment Mission – JAM) regular field visits organised by Ministry of Health and Sanitation (MOHS) and other donors, etc.) to enhance efficiencies.
¢ On a continuous basis, document information regarding grant oversight, in particular information related to grant optimization and impact. Including important data and data analysis related to relevant programmes at the national level.
¢ In consultation with the Executive Secretary/Country Coordinator, work with the GF country team, MOHS/DPPI, PRs and Oversight Committee to hold and maintain ongoing data-driven dialogue for grant performance purposes, and ensure that appropriate linkages with other coordinating bodies in country are maintained.
¢ Work with the CT, PRs and CCM to analyse the management letters, review the grant performance and update/guide CCM on its implications for remedial actions and relevant adjustments.
¢ Work with the CT and support CCM (through the oversight committee) to actively monitor and manage risks, by ensuring that they are adequately anticipated and mitigated. This includes taking part in the development of risk assurance planning and validation processes.
¢ In collaboration with the Executive Secretary/Country Coordinator, orientate all new PRs on oversight and relevant reporting tools, customize, review reporting tools for each grant with PRs on a quarterly basis, organize quarterly meetings of oversight committees and mobilize.
Operational area 4. Lead analytical data-driven discussions and decisions
¢ In coordination with the Ministry of Health Programme Managers (HIV/AIDS, TB, Malaria & RSSH), the CT, PR(s) and other relevant partners in-country, with reference to current coverage of services and programmes for the three Global Fund diseases, support technical working groups of the Oversight, Resource Mobilization Committee and experts in carrying out In Country Review and Dialogue on coverage for each of the three diseases, for purposes of enhance efficiencies through alignment and harmonisation.
¢ Attend and support regular programmatic, financial and system’s briefings (led by the CCM and/or other relevant partners) on results of the three diseases programmes on behalf of CCM members and alternates, the public, private and Non-Governmental Organizations(NGO) stakeholders.
¢ Ensure that all CCM members and alternates are knowledgeable about the national policies related to the three diseases and Resilient and Sustainable Systems for Health (RSSH) reporting requirements as well as the key indicators used in this process – ensure alignment and strategic complementarities with the GF grants indicators (programmatic, financial, Procurement and Supply Management/PSM, RSSH, Management, etc.).
¢ Ensure that all key processes (funding request development process, programme revisions, etc.) are driven by socio-epidemiological data in the country, drawn from in-country discussions and dialogues.
¢ Oversee timely and accurate updates of reporting tools and support (through thorough triangulation of information) the Oversight Committee presentations to the CCM and ensure that the most effective and efficient decisions are taken in order to anticipate and mitigate potential bottlenecks.
¢ Ensure that credible and verified data from legitimate Community Based Monitoring is incorporated in the oversight assessments and reports and inform decisions accordingly.
- Key qualifications and experience
¢ Bachelor’s degree required with social science and/or public health, population studies orientation highly desirable and advanced degree preferred.
¢ At least 4 years of experience in Monitoring & Evaluation of projects/programs
¢ Knowledge and 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.
¢ Familiarity with the country’s health system structures.
¢ Familiarity with epidemiologic indicators for HIV, TB and malaria and financial indicators.
¢ Proficient in Microsoft Office applications especially Excel / Access, , word, email, internet and websites essential
- Core Skills
¢ Ability to work effectively with staff and organizational stakeholders
¢ 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.
¢ Health Indicator and data analysis skills
¢ Strong inter-personal skills and proven ability to communicate and interact with high-level officials from the government, NGOs ,United Nation Agencies and the private sector
¢ Strong writing , presentation and communication skills and experience in writing /editing proposals as part of a team essential
¢ Ability to handle multiple tasks simultaneously, set priorities and work independently as well as being a part of a team
¢ Previous development experience and/or background with government or private sector desirable
WOMEN ARE STRONGLY ENCOURAGED TO APPLY.
¢ To apply for this position please send an up to date CV, supporting letter and copies of relevant certificates to ccmsierraleonesecretariat@yahoo.com and copy Chairman oversight committee at sayed.sahibzada@undp.org No hardcopy of application will be accepted. Only short-listed candidates will be contacted.
¢ Date Posted: Friday 30th September, 2022.
¢ Deadline for submission of Application: Monday 31st October, 2022 at 4:30pm SL time.
NOTE: This advert can also be acquired by visiting the website of the Country Coordinating Mechanism Sierra Leone at www.ccmsierraleone.org