Roles and responsibilities of Country Coordination Mechanisms (CCMS)

1. Roles and responsibilities of Country Coordination Mechanisms (CCMS) 18 February, Cape Town, South Africa

2. Outline • CCM in the Global Fund architecture • CCM responsibilities • CCM guidelines • CCM funding • CCM requirements

3. Country Coordinating Mechanism • A unique public – private partnership at country level • Country driven processes • CCM Functionality and grant performance • Key part of The Global Fund architecture

4. New Mechanism or the Beginnings of a New Institution? • New Forum/Tool for multi-stakeholder partnerships • CCMs Mirror the GF’s own Board of Directors • Increase accountability through multi-stakeholder participation • CCMs are an opportunity for harmonization/alignment • Maximize efficiencies when all stakeholders work together • Forum where civil society can interact more equitably with governments

5. CCM Function • Develop and Submit Proposal • Phase 2 Requests • Provide Oversight • Choose PR (X2 –Proposal & Phase 2)

6. CCM guidelines • Minimum 40% non-government representation • CCM to determine the details of its functioning, organizational structure, election procedures, frequency of meetings, terms of reference, etc • Manageable size • Annual submission updated of membership lists

7. CCM Responsibilities • Coordinate the submission of a coordinated country proposal • Ensure that its members have a supportive environment to perform their tasks (Tanzania, Ethiopia) • Select one or more appropriate organization(s) to act as Principal Recipient(s) (PR) for the Global Fund grant(s) • Oversee implementation of approved grants (Western Cape)

8. CCM Responsibilities • Approving any major changes/reprogramming in implementation as necessary • Oversee the performance of grants and PR • Submit phase two requests for continued funding (Senegal)

9. CCM Funding CCMs can request funding from The Global Fund: • CCM secretariat staff (not CCM members salaries) • Office administrative costs • Costs of meetings, • Travel costs for non governmental representatives • Communication & information sharing • Facilitation costs associated with constituency building to improve the quality of stakeholder participation Few requests for CCM funding due to the strict regulations

10. CCM Requirements There are 6 minimum requirements that CCMs must meet • Requirements apply to CCM proposals and Phase Two requests as part of the legibility criteria for proposals • Part of CCM general guidelines

11. CCM Requirement 1: Membership of people living with and/or affected by the diseases.  Examples of documents Membership list Minutes of constituency selection meetings Minutes of CCM meeting noting representation One representative for all three diseases.

12. CCM Requirement 2: There must be a documented transparent selection process for CCM membership of Non-governmental representatives. CCM members representing the non-government sectors must be selected by their own sector(s) (e.g. academic, private business, CBO’s) based on a documented, transparent process, developed within each sector.  Provide written material from the organizations themselves e.g • Allocation of constituency seats • Web posting of members and description of selection process • Letter from Organization explaining process with signatures • CCM Constitution, By-laws, TOR • Advertisement in newspaper, local NGO newsletter

13. CCM Requirement 3: Transparent and documented process to solicitand review proposal submissions to capture a broad range ofsubmissions for possible integration into the proposal.  Pre-proposaldocumented processesare critical  Examples Minutes of CCM Meetings; minutes of Technical review panels/subcommittees Newspaper or emails announcing call for proposals Archives, tracking sheets; decision awards

14. CCM Requirement 4: Documented and transparent processes to 1) nominate the PR and 2) oversee program implementation This requirement lays the foundation for developing an interactive, workable, and transparent relationship between the grant’s administrator/implementer (the Principal Recipient and its custodian (the CCM) Criteria-based Examples CCM accepted rules of procedure,signed minutes 2. Oversight. Think Terms of Reference/CCM MOU’s/etc. Work plans describing oversight process and schedule, communication strategy etc, reports on oversight missions

15. CCM Requirement 5: Ensure the input of a broad range of stakeholders into proposal development and grant-oversight. This is intended to ensure that program ideas and experience are actively sought from possibly everyone members and non members ExamplesCCM accepted rules of procedure for the CCM and the signed minutes from CCM meetings at which these were accepted. Email and/or newspaper announcements.

16. CCM Requirement 6: Written conflict of interest plan when the Chair and/or Vice chair of CCM are from same entity as PR). Policy must  be real, transparent and CCM approved Documents: Policy, plan, rules of procedure for the CCM and the signed minutesfrom CCM meetings at which these were accepted/approved.

17. Challenges • Membership versus active participation in CCMs particularly in proposal development and oversight • History of the relationship between governments and certain civil society groups • Disparities between civil society and other sectors working in development thus questioning whether there can be equal participation or equal accountability • Size and variety of civil society as a constituency making it difficult to speak as one coordinated voice

18. What Works • Stakeholder balance and involvement on CCMs influences proposals developed • History of in-country collaboration • Clear articulation of comparative advantage of roles—mutual recognition between government and civil society • Involvement in proposal planning and development versus only at grant implementation • Greater transparency/information sharing = fewer bottlenecks • Capacity building including support for civil society from development and technical partners