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Session 11 - Roles and responsibilities of the I-CCM Secretariat staff)

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India CCM SecretariatRoles and Responsibilities

Dr. Sandhya Gupta

India CCM Coordinator

Session 11 - Roles and responsibilities of the I-CCM Secretariat staff)

India CCM Secretariat

• Global Fund’s Guidelines and Requirements (CCM) mandate establishment of a CCM Secretariat for every CCM

To perform administrative functions and support the execution of decisions made by the CCM

CCM Secretariat is accountable to the CCM as a whole and not to any one constituency or member.

• India-CCM Terms of Reference also mandate the establishment of a Secretariat

• Member Secretary provides overall supervision, management, and guidance to the I-CCM Secretariat

India CCM Secretariat

India CCM Coordinator

Programme Officer

Administrative Assistant

India CCM Focal Point Person

Core Functions

1. To provide administrative and secretarial support to the I-CCM and its sub-committees

Organizing regular CCM and subcommittee meetings

Maintain calendar of I-CCM and I-CCM sub-committee meetings and update periodically

Maintain log of all approved decisions and minutes of all I-CCM meetings

Provide I-CCM with copies of correspondence and updates from the Global Fund and Principal Recipients

2. Facilitate institutional capacity building and strengthening of all stakeholder sectors and the I-CCM members to effectively participate in I- CCM activities

Organize orientation and training for new and old members of I-CCM

Coordinate targeted training activities for members of I-CCM sub-committees, especially Oversight and Concept Note Development Committees

Organize and support the process of the election of I-CCM Vice-Chair in accordance with ToRs

3. Coordinate the documentation and dissemination of important I-CCM processes

Support the effective implementation of I-CCM Concept Note development process

Support processes for the nomination of Principal Recipients by the I-CCM

Support I-CCM membership renewal processes

Update and distribute list of all members and alternate members of I-CCM

Support oversight activities

4. Distribute Global Fund guidelines and other necessary documents to I-CCM members and relevant stakeholders as decided by the I-CCM

I-CCM Terms of Reference

I-CCM Oversight Plan

I-CCM Conflict of Interest Policy

Global Fund Framework documents (Framework Agreement, Grant Confirmation)

CCM Communications Plan, Concept Notes and other relevant document

5. Maintain communication with Global Fund Secretariat and Local Fund Agent and SEA Constituency and GF Board

Provide regular updates to I-CCM members and alternates on communication with Global Fund and Local Fund Agent, SEA Constituency and Board of Global Fund

Coordinate activities related to I-CCM Eligibility Performance Assessment (EPA)

Undertake continuous update of I-CCM Improvement Plan associated with Eligibility Performance Assessment (EPA)

Prepare and submit progress reports on implementation of I-CCM Work Plan and Budget to GF

6. Provide support for communication and information sharing of I-CCM activities and maintain communication channels (website, newsletter, email updates, etc.) with stakeholders and the public

Developing and maintain a “master list” I-CCM members and alternate members and other stakeholders to share the information

Maintaining a website to disseminate key information on performance of projects in India supported by Global Fund resources to stakeholders

Provide information on key I-CCM activities to the public requiring their attention or input using all available media sources

S.No. Activities Budget (USD)

ACTIVITIES OF CCM

1Organizing four CCM Meetings in a year (One every quarter) – organizing venue, travel, boarding and lodging of CCM members

16,000

2Organizing Oversight Committee visits and meetings - organizing venue, travel, boarding and lodging of members

11,500

3Organizing India CCM Orientation and Induction workshop/ meeting - organizing venue, travel, boarding and lodging of CCM members and alternate members

11,500

4 Constituency Engagement meetings of India CCM 15,000

5Outstation travel related costs of CCM Secretariat for meetings, conferences and oversight visits

4,300

6 Ad- Hoc Meetings and Contingencies 2,504

FIXED COSTS

7 Human Resources – Salary for CCM Secretariat Staff and Local Travel costs 37,196

8 Website Maintenance and other Communication 1,400

9 Stationary and Office Supplies 600

Session 12 - I-CCM work plan and budget for 2019 (I-CCM Secretariat)