Support to the PNG CCM Secretariat

The purpose of this Request for Proposal (RFP) is to enter into a contractual agreement with a successful bidder and select a suitable consultant to ensure all the detailed tasks listed in the CCM PNG Terms of Reference are implemented over the following 6-month period;
1. Supervision of accurate and timely record keeping and filing of documentation.
CCM Secretariat Manager is required to assure that:
• The CCM maintains files on all relevant policies and Global Fund rules and regulations and that these are updated as required;
• The CCM Secretariat maintains electronic and hard copy filing systems and databases;
• That there is systematic archiving of all financial records for the CCM and the CCM Secretariat activities, records of CCM meetings, CCM committees and meetings for technical working groups;
• Accurate records of CCM members election, proposal development processes, calls for expressions of interest and other key materials related to the implementation of grants.

2. CCM Budget, Financial Management and Reporting
a) Develop the CCM Annual Plan and present for approval;
b) Develop a Request for Funding and present for CCM approval;
c) Manage the annual CCM budget and workplan as well as the CCM Performance Framework
d) Monitor the workplan implementation and achievements on targets;
e) Manage the CCM expenditures and inventory of all equipment;
f) Prepare quarterly reports on workplan activities, CCM Performance Framework, and expenditures for CCM approval and submission to the Global Fund.

3. CCM Communication
a) Liaise with CCM members on relevant matters;
b) Establish and maintain on-going contact with CCM Oversight Committee Chair, TWG chairs and other CCM related committees;
c) Administer, maintain and update the CCM website with data from latest progress reports, relevant events, news, and other updates;
d) Develop and publish quarterly email updates on Global Fund and CCM matters;
e) Disseminate the information to all the CCM members and PRs, via email, on relevant events, news, and updates, including the Global Fund updated guidelines and requirements and any important Global Fund updates;
f) Coordinate responses to the queries regarding Global Fund programmes in PNG;
g) Draft correspondence between the CCM and the PRs, CCM partners, the Global Fund and other stakeholders.

4. Grant Oversight
a) Liaise with the Principal Recipients and Sub-Recipients to ensure the timely flow of information to the CCM on grant implementation and grant performance;
b) Monitor the Performance Framework of each grant and timely fulfilment of the Conditions
Precedent, Special Terms and Conditions and Management Actions;
c) Analyse the progress reports, prepare Dashboards, seek clarifications/feedback and disseminate information to CCM members;
d) Monitor the activities supported by the Global Fund in PNG to ensure that they are effectively and efficiently implemented.

5. Responsibilities related to facilitating the work of the CCM and CCM Oversight Committee and the Organisation of Meetings and Field Visits
a) Organise CCM meetings, CCM oversight committee meetings and other ad-hoc meetings;
b) Assist in organising and ensuring the functioning of CCM working groups and ad-hoc committees;
c) Develop and disseminate the schedule for CCM meetings and other relevant activities;
d) Prepare the agendas of CCM meetings and CCM oversight committee meetings;
e) Ensure that all CCM meetings are properly documented: prepare minutes of meeting, circulate those to the CCM, gather and incorporate comments;
f) Organise other CCM and CCM Oversight Committee related activities such as site visits.
g) Other: Perform other duties when required and as requested by the CCM Chair.

Duration of the Work: This consultant is to provide such support initially for the October 2022- 31st March 2023 period. 
For details on the activities and expected outcomes please refer to the attached RFP document