CCM Secretariat Executive

POSITION TITLE: CCM Secretariat Executive

LOCATION: Yerevan, Armenia
OPENING DATE: 25 May, 2023
APPLICATION DEADLINE: 05 June, 2023
STARTING DATE: as soon as possible
SALARY: Competitive

APPLICATION PROCEDURES: Interested applicants should submit their CVs to: secretariat.ccm@gmail.com. Please indicate in the subject line of your e-mail the title of the position that you apply for. Only short-listed candidates will be invited for interviews.

Terms of Reference – CCM Secretariat Executive Secretary

Background	The Country Coordinating Mechanism (CCM) is a national committee of voluntary members that submits funding applications to the Global Fund to Fight AIDS, Tuberculosis and Malaria, oversees the grants on behalf of the country and ensures alignment with the national response. The Secretariat of a CCM facilitates the mandate and supports the CCM in both the execution of its decisions and coordination of its activities. The roles and responsibilities of the CCM Secretariat are to assist the CCM to execute its core functions in the areas of Oversight, Engagement, Positioning and Operations.
Job Description	The Executive Secretary leads the CCM Secretariat and is accountable to the CCM and its leadership. The CCM Executive Secretary supports the CCM to effectively implement a national disease strategy that pursues the goal of ending the diseases. The CCM Executive Secretary facilitates the work of the CCM by enabling an effective governance mechanism using highly proficient political and technical skills. They maintain a repository of CCM documents, mediate in areas of dispute amongst members and act as an advisor for the CCM in-country. They also serve as a bridge between national stakeholders and the Global Fund Secretariat.
Reporting and Communication Lines	The Executive Secretariat reports to the CCM chair and is accountable to the CCM through its Executive Committee. The position liaises and coordinates with all CCM WGs, the CCM Secretariat Staff, the Country Team (when possible and during country visits), the CCM Hub and the Principal Recipients.
Key areas of responsibilities	Core Function 1: Operations – Lead the CCM Secretariat and support the operational structures of the CCM Respond to the operational needs of the CCM particularly supporting CCM leadership, including ensuring all members are knowledgeable about Global Fund strategic and technical directives and guidelines, and enabling member engagement as required (coordinating logistics, facilitating participation and circulating minutes). Lead the Secretariat team in supporting CCM members and fulfilling its obligations to the Global Fund such as financial reporting on CCM funding and adherence to CCM eligibility requirements. · Lead the Secretariat team in supporting CCM committees: those that are permanent (e.g., executive, oversight, proposal development) and temporary (e.g., elections). Provide orientation and training to new CCM members or refresher trainings to existing CCM members. Act as custodian and mediator of ethical and governance matters to protect the integrity of the CCM as a whole, such as applying the Ethical Code of Conduct to all CCM Secretariat staff and CCM members and resolving issues as they arise. Ensure governance documents are periodically reviewed and revised as needed; revisions to be endorsed by CCM. In coordination with the Global Fund Country Team, assist the CCM leadership in the development, costing and implementation of annual CCM priorities, including identifying related capacity gaps. Develop procedures (including ToRs informed by all relevant stakeholders) and templates for Global Fund-related processes, such as assessments of the performance of the CCM, and financial management of the CCM Secretariat budget. On a continuous basis, document information regarding CCM operations and ensure robust management of key documents. Core Function 2: Oversight – Enhance the efficiency of oversight procedures with a view to addressing the weaknesses identified in the Evolution threshold assessment Under the CCM leadership, support all relevant aspects of the Global Fund access to funding processes – national strategic plan, gap analysis, request for funding design stages through the final signature of Global Fund grants by Principal Recipients (PRs) – and ensure that all processes are documented, led and informed by appropriate data-based decision-making. Lead on the development of the CCM oversight plan, and ensure its full implementation inclusive of data collection from the PRs, site visits, constituency engagement in oversight processes, data analysis, and managing the processes needed for Oversight Committee analyses and recommendations to be presented into the CCM for decision making and follow up. Provide leadership and administration support to the Oversight Committee in building effective collaborative relationships with the PRs. Accompany the CCM through the process to access Global Fund support, including coordinating the country dialogue and PR selection process. After the grant-making process, in partnership with the Global Fund Country Team and with the relevant resources from the CCM Secretariat team, oversee a “knowing your grant” orientation of the CCM. Advocate on behalf of national stakeholders and CCM members on areas of Global Fund-related requirements linked to accessing the country’s full Global Fund grant allocation. This includes the country adhering to co-financing commitments and/or PRs improving grant 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. Core Function 3: Positioning – Facilitate political discussions and strengthen sustainability efforts Support harmonization and alignment between the CCM and all other significant coordinating platforms in the country to strengthen efficiency. Attend and support other national health platforms to bring the voice of the CCM and also to identify synergies in the coordination of health and donor investment. Facilitate the CCM’s role in sustainability and transition planning and implementation, including ensuring strong inclusion of civil society and participating in efforts to strengthen sustainability of Global Fund investments. Core Function 4: Engagement – Foster the meaningful, inclusive and active participation of key stakeholders with a view to addressing the weaknesses identified in the Evolution threshold assessment Work with the Global Fund Country Team, CCM Hub, PRs and CCM to discuss Global Fund communications, and guide the CCM on their implications for actions and relevant adjustments. Engage with senior government officials to promote the role of the CCM in the national health landscape. Lead in ensuring that CCM elections happen as described in the governance documents, with all constituencies receiving the necessary administrative, logistical and (if needed) technical support to ensure constituency-governed election processes and meaningful representation on the CCM. Ensure that credible and verified community input on the CCM is brought to high-level government discussions in order to drive a more informed response to the three diseases. · Develop and oversee the implementation of action plans to enhance key population engagement in CCM structures

Performance Metrics

Key Task/Activity	SMART Metrics
1. Operations – Lead the CCM Secretariat and support the operational structures of the CCM	i. All CCM members oriented, including on Ethical Code of Conduct, within three months of becoming a member. ii. CCM Governance documents reviewed and updated at least every two years. iii. All CCM WGs have clear TORs delineating their membership and mandate iv. Programmatic data is available on time for oversight and funding request processes. v.CCM funding budget at 95% absorption over the three-year funding cycle.
2. Oversight – Enhance efficiency of oversight procedures following Global Fund processes	i.Biannual oversight orientation for all new oversight WG members inclusive of one “knowing your grant” activity. ii.Quarterly tracking and reporting on the absorption of resources available for oversight within the CCM funding agreement. iii.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. iv.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. v.Timely submission of site visit reports to the oversight committee chair. Three working days after each visit is considered best practice. vi.Fully documented country dialogue processes with supporting documentation submitted with Funding Requests.
3. Positioning – Facilitate political discussions and strengthen sustainability efforts	i. Participate in two stakeholder consultations annually. Consultations should bring together stakeholders on coordinating and aligning platforms and include the civil society voice. ii. Documented dialogue with one high-level government official non- CCM member annually. iii. Strengthening sustainability – Ensure inclusion of sustainability and transition preparedness topics on the CCM meeting agenda; facilitate briefings on co-financing commitments every six months to the CCM.
4. Engagement – Foster meaningful, inclusive and active participation of key stakeholders	i.Key population substructures fully documented and included in updated CCM governance manual. ii.Action plan to enhance KP engagement implemented iii.Annual performance evaluation that includes CCM member feedback. iv.CCM renewals conducted on time and to standards set out by the CCM governance manual and Global Fund principles

Candidate Profile

A. Qualifications

Essential:

Advanced degree in public health, , public administration social science or natural science, or related field.

B. Experience

Essential:

· Experience in developing partnerships in political environments and in mediating complex issues and deliverables at country, regional and international level.

· Professional experience, including a track record of working in strategy and policy analysis, program planning and management, and/or equivalent experience.

· Understanding and experience of strategic, organizational, financial and management issues.

· Understanding of Global Fund processes and its funding model.

· Understanding of the strategic value of key population/PLWD engagement and the particular efforts required to make it work in a meaningful way.

· Excellent written and verbal communication skills.

Desirable:

· At least 5 years of professional experience (international or national) working in planning, and management in the humanitarian sector.

· Experience in public health and disease program management with focus on HIV/AIDS, tuberculosis is preferable.

· Documented experience of managing a team.

C. Competencies

Languages:

Working level of English and Russian as well as knowledge of the Armenian language are a requirement for this role.

Technical skills:

· Proficient in Microsoft Office applications especially Excel, email, internet and websites essential.

· Understanding of governance matters.

· High degree of organization, initiative and political awareness.

· Knowledge of public health issues.

· 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 and communication skills and IT competences are essential.

· Ability to lead a team and set priorities while handling multiple tasks simultaneously.

· Previous development experience and/or background with government or private sector desirable.