International Consultant to Support the Establishment of the Global Fund Programme Management Unit (PMU) at the Ministry of Health, Government of the Republic of South Sudan

UNDP partners with the Global Fund to support and strengthen national responses to HIV, Tuberculosis and malaria. The objective is to ensure access to quality health services for all and enable all those living or affected by the diseases to live healthy, productive lives. The partnership leverages UNDP’s mandate to strengthened institutions to deliver universal access to basic services and rebuilding resilient health services in crisis and post-crisis settings.

• UNDP supports the implementation of Global Fund programmes on an interim basis in countries facing significant capacity constraints, complex emergencies, donor sanctions, or other difficult circumstances;
• Develops national capacity and strengthens national systems to gradually reduce the need for UNDP implementation support and to transfer the role of Principal Recipient to national entities when circumstances permit;
• And transforms national responses to the 3 diseases by providing policy and technical support in areas of UNDP expertise and mandate, such as human rights and gender equality, sustainable financing and environmental sustainability, and reaching key populations at higher risk.

While managing Global Fund grants, UNDP simultaneously works to develop the capacity of governments and/or civil society organisations to serve as PRs when circumstances permit. It works to develop national capacity with a focus on long-term sustainability, leveraging UNDP’s global experience and its expertise in capacity development.  Capacity Development is central to all of UNDP’s programmes, especially through setting up flexible implementation arrangements, giving SRs increasing levels of responsibility, and through the design of the implementation arrangements which ensure that national systems are used for key functions such as programming, Monitoring & Evaluation (M&E), forecasting and supply chain management. Utilisation of national systems helps to strengthen them.

In South Sudan, UNDP has been the Principal Recipient (PR) of the Global Fund grants on behalf of the Government of South Sudan since 2004 when the Global Fund's Additional Safeguards Policy was applied limiting the role of national entities to function in this capacity. Since then, working in partnership the Ministry of Health, UNDP has been managing the Global Fund HIV, TB and Health

Systems Strengthening grants in South Sudan. The grants are aimed at providing TB and HIV services and strengthening the country’s health system.

The Ministry of Health (MOH) HIV Department (formerly a Directorate) became a Sub recipient (SR) in 2009, and the MOH National TB, Leprosy and Buruli Ulcer Programme (NTLBP) became an SR in 2010. Several targeted capacity building initiatives were undertaken, and funds were disbursed and managed by these entities until December 2013 when the zero-cash policy was instituted to safeguard Global Fund resources. Under the zero-cash policy the PR provides direct services and direct support to the MOH. The implementation of the zero-cash policy has led to the removal of procurement and financial management functions from the MOH since October 2016. This arrangement defeats the purpose of capacity building and increases the workload of the PR in providing direct services and direct support to MOH, resulting in delays and low absorption of funds.

In 2018, as a step towards rebuilding the capacity of the MOH to resume a more complete role in Global Fund grant implementation in South Sudan, a comprehensive capacity assessment was conducted by two independent experts.  Based on the findings of the assessment, a multi-phase Capacity Development and Transition Plan (CDTP) was developed and validate by UNDP, the MOH and other relevant stakeholders.  The 2020 phase of the CDTP envisioned the establishment of a Global Fund Programme Management Unit (PMU) within the MOH.  Terms of Reference for the PMU were drafted, including individual position descriptions for the recommended staff positions.  The establishment of the PMU was to be funded through a reallocation under the current HIV, TB and RSSH grant for South Sudan.  At the end of 2019, the reallocation was approved by the Global Fund.  It has now become a priority to commence the establishment of the PMU so that the planned milestones for 2020 under the CDTP can be achieved. 

Based on the above rationale, UNDP has decided to recruit an international consultant to support the MOH to establish and operationalise the PMU within an accelerated timeframe.  The operationalisation of the PMU is an essential component of the CDTP which has a goal of gradually returning to the MOH its full responsibilities as an SR, including transparent and accountable fund management, during the initial period of the new Global Fund grant cycle which will begin in 2021.

The purpose of the assignment is to support the MOH to establish the Global Fund PMU in alignment with the proposed TOR for the Unit and following all relevant policies and procedures of the MOH, the GoSS, UNDP and the Global Fund.

The consultant is expected to understand an apply best-practices for setting up PMU as outlined, for instance, by UNDP's Global Fund and Health Implementation Guidance Manual (https://undphealthimplementation.org).

The consultant will be expected to provide technical guidance to all aspects of PMU set-up, including developing and finalizing Standard Operating Procedures (SOPs), position descriptions, performance monitoring processes, information management processes, asset management and security processes, communication and management procedures, business continuity planning, as well as other technical and operational needs for a fully functional PMU by the end of the assignment period.

Establishing and maintaining collaborative working relationships with a wide range of individuals and stakeholders will be essential for this assignment.  So too will be a sensitivity and appreciation for the challenging operating context within which Global Fund programmes currently operate in South Sudan

The international consultant will work with MOH and UNDP focal points to carry out the following tasks:

• Undertake an inception phase of the consultancy to complete a rapid situational analysis comparing the requirements of the PMU TOR as well as budget allocations with the current MOH situation in order to set out a detailed workplan (with detailed workplan tracking measures) as well as a comprehensive risk mitigation plan.

• Develop a detailed list of facility, furnishings and equipment requirements in consultation with relevant UNDP and MOH focal points.

• Develop a recruitment strategy in consultation with relevant UNDP and MOH focal points and support the implementation of the strategy, including drafting of recruitment notices, preparing tools for screening of submissions, developing interview scripts and scoring processes, and supporting robust measures for transparency and accountability throughout the recruitment process.

• Design a comprehensive orientation and training plan for newly recruited staff and support the implementation of the plan. The development of the plan should include an individual skills audit of all newly recruited staff.

• Develop and validate Standard Operating Procedures (SOPs) to cover all expected functions of the PMU as described in the TOR.  This includes working with relevant UNDP focal points and other Global Fund stakeholders (Population Services International, South Sudan Country Coordinating Mechanism, others) to design templates and to document reporting processes for routine financial and programmatic reporting for Global Fund programmes.  The SOPs should also, where relevant, follow existing rules and procedures for the MOH and the GRSS within the public sector as well as be fully compliant with UNDP and Global Fund requirements for transparency and accountability.

• Assist with the physical set up the PMU.

• Provide mentoring and technical support during PMU start-up and for the first three months of operation across all functional areas, including programme management, financial management and system, M&E, internal and external communications, information systems management, and human resources management.

• Support the PMU team to establish functional links with HIV, TB and malaria programmes for the routine sharing of programmatic and financial data to support PMU reporting requirements.

• Support the PMU to establish functional links with external stakeholders, including the Malaria PR and its SRs, UNDP's SRs, development partners and others as guided by the PMU TOR and its routine information sharing and reporting requirements.

• Monitor MOH achievements against milestones contained in the CDTP.

Develop a staff performance appraisal system and design performance evaluation tools/templates to be used.

• Routinely monitor implementation risks and initiate appropriate risk mitigation actions, including early warning of relevant UNDP and MOH focal points where significant risks are emerging.

Develop a detailed hand-off plan at the end of the assignment to highlight further technical support and capacity development requirements as well as any additional emerging operational risks. 

The consultant will be expected to submit the following deliverables:

• Inception report with findings of rapid situational analysis, detailed workplan and risk mitigation plan.

• Needs assessment and justification for required facilities and equipment.

• Recruitment plan, including interview and assessment tools and revised position descriptions (where required).

• Performance Appraisal Protocol with required tools to assess the performance of the PMU staff

• SOP manual covering all aspects of day-to-day operations, including the detailed requirements for programmatic and financial reporting under the Global Fund.

• Skills audit and orientation and training plan.

• Periodic progress reports (at least monthly) which include reporting on the risk mitigation plan.

Final consultancy report with hand-off plan and emerging risk analysis

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Strong analytical, negotiation and communication skills, including ability to produce high quality practical advisory reports and knowledge products;
• Professional and/or academic experience in one or more of the areas of international development, public health or related field.

Project and Resource Management:

• Ability to produce high quality outputs in a timely manner while understanding and anticipating the evolving client needs.
• Strong organizational skills;
• Ability to work independently, produce high quality outputs.

• Communications and Advocacy:

• Strong ability to write clearly and convincingly, adapting style and content to different audiences and speak clearly and convincingly;
• Strong analytical, research and writing skills with demonstrated ability to think strategically;
• Strong inter-personal, negotiation and liaison skills.

• Language:

• Excellent oral and written English.

• A Masters’ Degree or equivalent in Political Science, Public Policy, Public Administration, Business Administration, Social Sciences or a related field is required.

• Minimum 10 years of working experience on issues related to organisational development, institutional strengthening and programme management for the public sector.
• Experience of working with /or substantial knowledge of the Global Fund for HIV, TB and Malaria grants management requirements.
• Relevant work experience in capacity development of institutions in the context of strengthening national systems is required, including the development of standard operating procedures (SOPs) and other tools for effective programme management of donor-financed health programmes.
• Written and verbal fluency in English is essential
• Experience in working for an international organisation and/or UNDP is required.
• Experience working in a challenging operating environment is highly desirable.
• Experience in facilitating training and mentoring processes, particularly in cross-cultural environments is required.