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  • 1. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 International Program Management Adviser – Ministry of Health PSCDP - ACT 014 Reports to: Director of the Department of Partnership Management (DPM), Ministry of Health (MoH) on issues related to overall performance of the Global Fund Division of DPM or coordination of support to others parts of the Ministry of Health (MoH); and the Program Manager, PSCDP (performance and contractually) Counterparts: Primary: Director of the Department of Partnership Management (DPM) and the Head of the Global Fund Division of DPM, Ministry of Health (MoH) Secondary: Head of the Department of Communicable Disease and Control (specifically on HIV/AIDs, TB and Malaria units), MoH Other stakeholders: Global Fund, WHO, UN and other donors working on HIV/AIDS, Malaria and TB. Duration: 6-7 months (with possibility of extension) Location: The Adviser’s working location will be at the MoH head Office in Dili, but it is also planned that the Adviser may have to travel to the Districts for consultations, field monitoring, and training workshops as appropriate. Language: The Ministry of Health uses Portuguese, Tetun, English, Bahasa Indonesia languages.  Fluency in English is required;  Fluency in Tetun, Portuguese or Bahasa Indonesia an added advantage;  The successful applicant must be prepared to work with an interpreter, if needed. Work Environment: The Ministry of Health (MoH) of Timor-Leste is the principal recipient of the Global Fund (GF) support for HIV/AIDs, TB and Malaria programs. The Global Fund supported HIV/AIDs, TB & Malaria programs are managed and implemented by the Department of Communicable Disease and Control under the Directorate of Communicable Diseases of the Ministry. A Global Fund Division under the newly created Department of Partnership Management (DPM) provides services for managing contracts and services as well as administrative support so that the Ministry can comply with requirements of the grant. working with you to create a better future
  • 2. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 PSCDP with AusAID funding provides Advisory support through the position of an International Program Management Adviser (PMA) till June 2009. This Adviser placement is to achieve the following activity objectives: 1. to build project management and implementation capacity in the staff of the Ministry (with an initial focus on the Global Fund Division of the DPM and the HIV, TB and Malaria Units of CDC Department); 2. as agreed by the MOH, provide advice to the MOH and, as and where necessary, undertake management functions as appropriate in order to ensure the MOH meets its programmatic and contractual obligations under the Global Fund grants. 3. to assist the DPM in the development of key deliverables under the Global Fund grant funded programs. Importantly, this placement may involve both on-the-job support and other forms of training. Where appropriate training exercises may be made available to relevant key staff across the Ministry as well as the Global Fund Division of the DPM, and HIV/AIDS, TB and Malaria staff. Importantly while the stated objectives and scope of services give equal weight to the PMA’s role with all three Global Fund funded programs (HIV, TB and Malaria), the PMA’s initial role will be solely related to the HIV program. Due to the anticipated workload until mid 2009, for all three grants, another advisor will be over sighting TB and Malaria implementation until that time. PMA responsibilities will be reviewed by the Global Fund together with program needs mid 2009. Depending on the outcome of that review, this PMA role may then take on responsibilities for all three grants funded programs. POSITION DESCRIPTION Scope of Services: This position is primarily directed at the capacity development of the MoH in timely contract management and management of implementation processes within the Global Fund Division of the DPM and the HIV, TB and Malaria Units. It is, however, expected that the Adviser will initially have to spend a significant portion of time undertaking ‘line management duties’ until program activities are operating satisfactorily and key staff have the competence to undertake the tasks independently. The line management duties may include management responsibilities for the Global Fund grant funded Programs as appropriate and endorsed in writing by the MOH. These may include the management of its resources, systems, assets, finances and personnel until such time that counterparts have developed the skills and competencies required to manage the relevant Program independently. Responsibilities: • Liaise with all relevant key personnel in the Ministry of Health regarding issues related to relevant Global Fund funded programs; • Closely coordinate with the Head of the GF Division (position currently being recruited) to ensure all below responsibilities are being undertaken by the GF Division; working with you to create a better future
  • 3. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 • On a weekly basis, and as necessary to ensure timely communication of issues and developments, coordinate with Head of DPM in respect of all relevant Global Fund funded program(s). • On a frequent basis, coordinate with the Head of the relevant Communicable Disease Unit together with the Technical Advisor for the relevant program(s) to ensure compliance in all respects with Global Fund guidelines and relevant program grant agreement(s). • Ensure Global Fund funded program(s) are implemented, according to agreed implementation schedules and in compliance with Global Fund guidelines and relevant program grant agreement. This includes fulfilment of grant agreement condition precedents. • Ensure all reports as per the grant agreement(s) are prepared in a timely basis and in strict compliance with the Global Fund’s guidelines for submission to the Global Fund and CCM. This includes exercising quality assurance and ensuring that all deficiencies noted during the review are followed up with Head of the relevant disease unit together with the relevant Technical Advisor as a matter of urgency. • Liaise with the Head of the DPM, UN agencies and other international donors to identify related programs that may have overlapping activities with the Global Fund funded programs and develop appropriate solutions in consultation with the Head of the DPM. • Provide mentoring and support skills training to key staff of the Global Fund Division of the DPM; key staff in the HIV, TB and Malaria Units of CDC Department; in the areas of project planning and management, M&E, financial and contract management, implementation scheduling and resource allocation, contracting and management of sub- recipients and consultants, • Review the MOH Project Management guidelines relating to contract management, financial management, monitoring and evaluation plan, personnel recruitment and management, management of sub-recipients and quarterly reporting to ensure these documents meet the requirements of the Global Fund, while seeking to harmonize to the extent possible with systems under development with the HSSP-SP and other externally supported programs. • Manage the selection process for Sub-recipients under GF grant(s) in accordance with GF principles, including the preparation of grant agreement(s) in consultation with the Head of the DPM, relevant disease Unit and technical advisor. • Monitor and advise on implementation of the work plan(s) and budget(s) agreed with the Global Fund, including recommendations to the Global Fund for refinements identified through program implementation. • Advise and oversight relevant sub-recipients/sub-contractors performance to ensure that all program activities are undertaken to appropriate standards at least on a quarterly basis; • Provide input to the preparation and delivery of training programs on identified needs in the areas of program implementation and monitoring for staff in key MOH Units involved in the Global Fund Programs; • Participate in relevant key meetings with MoH Departments, the Global Fund Division of the DPM, and international agencies as required in respect of HIV/AIDS, TB and Malaria activities. working with you to create a better future
  • 4. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 Immediate Duties • Assist the MOH and the CCM with the review of the performance of the HIV program at end Quarter 6; and based on this review, in concert with the CCM and all relevant areas within the MOH, develop program implementation documents for Phase 2 (years 3-5) of the HIV program funded by the Global Fund. (Documentation will include detailed work-plan and budget for Years 3 and 4 (and indicative for Year 5); procurement plan; performance framework (with targets for key program indicators) and update of the M&E Plan as needed. • Ensure that all Close out Plan responsibilities of the MOH to the Global Fund are completed for former grants (TB and malaria, now concluded) and relevant funds returned to the Global Fund. Deliverables: Recognising that the key objective of the position is to assist the Ministry to ensure timely, accountable and effective program implementation and timely access to grant funds, the PMA’s reports to GRM/AusAID will be structured around the position’s facilitation role in program delivery and capacity development to achieving this. • PMA Implementation Work Plan indicating key program deliverables as outlined in the relevant MOH Grant Agreement(s) with the Global Fund for the duration of the grant(s); and deliverables associated with effective implementation of the program as stated in the grant agreement(s) and management letters. This should also include foreseeable activities associated with the program life-cycle (such as grant renewal and/or cessation). The Work plan should indicate risks and how these will be managed. • Program Deliverables as specified in the above implementation work plan prepared in a timely basis and in strict compliance with the Global Fund’s guidelines for submission to the Global Fund and CCM. • Monthly Progress reports in support of the objectives for the placement (to a standard format agreed with the managing contractor) • An Adviser Completion Report – to be no longer than 10 pages including annexes and in a format agreed with the managing contractor. HIV Program • Immediate deliverables will be the Quarter 6 Progress Update and Disbursement Request in accordance with the HIV Grant Agreement; • Input to the Review of HIV program performance to month 18 outlining key program issues and risks; lessons learned; and input as needed to the CCM Request for Continued Funding for Phase 2 of the HIV program (Years 3-5). • Phase 2 Program Implementation Documentation to include: (i) detailed work-plan and budget for Years 3 and 4 (and indicative for Year 5); (ii) procurement plan; working with you to create a better future
  • 5. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 (iii) performance framework (with targets for key program indicators) (iv) update of the M&E Plan as needed Person Specifications: The successful applicant should have the following qualifications, experience and skills: Qualifications Graduate qualifications in a health discipline (preferably public health); Experience • Extensive experience in all aspects of public health related program management including management of sub-contractors and technical support; • Extensive experience with development work at country program implementation level; • Experience in building capacity of counterparts, community groups and/or schools to achieve progress in health-related issues; • Experience with Global Fund grant management or technical support to Global Fund grant managers (highly desirable but not essential). Skills –technical • Demonstrated ability to provide mentoring, training and capacity building to a small team in program management skills; • Proven ability to think strategically and demonstrate flexibility and creativity to address program implementation issues as they arise and to achieve timely program deliverable outcomes; • Ability to prepare proposals and reports; • Highly developed communication skills; fluency in English is required (while fluency in Tetum, Portuguese or Bahasa, Indonesia an added advantage); • Proficient in the use of standard packages such as Word, Excel & PowerPoint Skills – interpersonal • Highly developed inter-personal skills with proven cultural and gender sensitivity and ability to work cooperatively with a range of stakeholders; • Politically sensitivity and mature judgment, with an ability to work in a dynamic and challenging environment; • The ability to work in stressful and less than ideal operating circumstances and, hence, patience and perseverance. working with you to create a better future
  • 6. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 C. STANDARD ALLOWANCES ALLOWANCES Individual Accompanied Category & Item Per Assignment Per Assignment *Mobilisation (uplift, $2,000 for reasonable removal, $2,000 for reasonable removal, storage & storage household storage & shipping shipping goods, shipping, insurance, excess baggage) costs. *Demobilisation of $2,000 for reasonable shipping and $2,000 for reasonable shipping and downlift household costs downlift Flights Return airfare procured and paid by Return airfare procured and paid by GRM Mobilisation/Demobilisati GRM (Avg cost $2,500). (Avg cost $2,500). Reimbursement airport on (Economy Class) & Reimbursement airport transfer transfer fares. transfers fares. Reunion or leave flight 1 return airfare to home base 1 return airfare to home base procured and (Economy Class) procured and paid by GRM for 12 paid by GRM for 12 months of service. If months of service. If extended extended beyond 12 months - get 1 reunion beyond 12 months - get 1 reunion flight per person for each additional 12 flight for each additional 12 months months of service. of service. **Accommodation, Living $3000/month Rate is subject to $3,000/month plus spouse 20% loading of and Other Allowance periodic review of local living costs. $600; plus children 10% loading of $300. Max.of $3,900 per month. Rate is subject to periodic review of local costs. Medical mobilisation - $750 cash advance at $750 per family member cash advance at medical check incl commencement of assignment for commencement of assignment for the life of certificate proof of fitness, the life of the program. the program. immunisations, drugs ***Medical insurance $3,283pa. Procured and paid by Couples $3,883pa; family $6,278. Procured cover including medivac GRM. and paid by GRM. Vehicle reduction Vehicle reduction of $250 per Vehicle reduction of $250 per month to month to account for private vehicle account for private vehicle use where use where adviser has use of adviser has use of Activity Vehicle - pro-rata Activity Vehicle - pro-rata and and deducted from monthly invoice. deducted from monthly invoice. Vehicles will be allocated by the Program Vehicles will be allocated by the Manager in accordance with Program Program Manager in accordance Policy. with Program Policy. *Only available to non-residents of East Timor **Covers rent, utilities, domestic aides, private ph., household items, maintenance. ***Advisers are required to carry professional indemnity insurance, property insurance, and travel insurance. In addition the Activity will have a budget allocated to cover: REIMBURSABLE EXPENSES Category Description Work-related Communication Land line/internet connection (advisers will be expected to provide their own mobile phone and laptop) Language support Translation and interpretation Language lessons Where required working with you to create a better future
  • 7. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 EAST TIMOR (TIMOR-LESTE) PUBLIC SECTOR CAPACITY DEVELOPMENT PROGRAM (PSCDP) International Program Management Adviser – Ministry of Health PSCDP - ACT 014 Applications must reach GRM International by 5.00pm on the closing date. Telephone: +61 7 3025 8500 Email: mark.pruden@grminternational.com DETAILS OF ADVERTISED EMPLOYMENT OPPORTUNITY POSITION NAME: Where did you hear about this vacancy? Date Have you applied for a position with Newspaper: advertised: GRM before (Y/N): Website: Professional Publication: Other: PERSONAL DETAILS Family name: Given names: Title (Mr, Ms, Dr, etc) Gender Contact phone numbers: (inc country M code) F Address for correspondence: Home: Work: Mobile: Email address: Nationality: Do you have a current passport?: Yes No Details of 2 professional referees: Name: Name: Position: Position: Phone number: Phone number: Years/Months known applicant: Years/Months known applicant: FEE REQUESTED (mandatory): $AUD (monthly including superannuation where applicable) working with you to create a better future
  • 8. International Program Management Adviser – Ministry of Health PSCDP - ACT 014 DECLARATION I, declare that the information contained in this application is true and correct, and understand that giving false or misleading information is a serious offence. I declare that if selected for this position, I will be available from the following date for the duration of the assignment. Signed Date PSCDP encourages application by East Timorese (Timor-Leste) advisers/personnel. working with you to create a better future