Kashif RasheedManager Finance

Office of inspector

General (OIG)Global Fund

Secretariat

Country Coordination Mechanism

(CCM )

Principal Recipients

(PR)

Sub Recipients

(SR)

Local Funding Agent (LFA)

observation

Feed back

Feed

back

Suprem

e Body

G.F. Board

Office of Inspector General Established in July 2005, started functioning in December

2005

The Office of the Inspector General operates as an

independent unit of the Global Fund, reporting directly to the

Board.

Office of Inspector General

MissionLed by the Inspector General, the mission of the Office of the

Inspector General is to provide the Global Fund with

independent and objective assurance over the design and

effectiveness of controls in place to manage the key risks

impacting the Global Fund's programs and operations

Scope of WorkThe scope of work of the Inspector General encompasses all

aspects of the Global Fund’s activities including those carried out on its behalf by its program recipients, partners and suppliers. All systems, processes, operations, functions and activities within the Global Fund are subject to the Inspector General's review. The activities include;

Audit;Inspection;Counter-fraud and promotion of ethical conduct;Investigations;Assurance validation; andFunctional reviews

Authority The Inspector General has the authority to: Access all books and records

maintained by the Global Fund;

Access all books and records relating to grants funded by the Global Fund,

whether maintained by PRs, Sub-recipients, LFAs or LFA subcontractors,

where permitted under applicable arrangements;

Seek any information required from any personnel involved in the Global

Fund's projects and require such personnel to cooperate with any

reasonable request made by the Office of the Inspector General; and

Obtain independent professional advice and secure the involvement in its

activities of outside persons with relevant experience and expertise, if and

when determined necessary

Training Gaps identified by OIG1. Gaps between Goals of the training and the program under

implementation

2. Unclear link between training and the approved work plan and

budgets

3. Issues around the direct relevance of the training to

participants work

4. Issues around per-diem and travel rates

5. Falsified list of participants

6. Falsified per-diem or travel claim

Recommendations for PRReview the training plans submitted by the SRs and

consolidate them into one plan for onward submission to the

TGF for final approval

PRs to devise the monitoring tools for effective monitoring

of the TGF funded trainings .

Changes to the approved training plans are subject to

notification to and approval by the Global Fund via the Fund

Portfolio Manager.

Enhanced Role of LFA TGF Secretariat has provided guidance to Local Fund

Agents which will enable them to verify Training Plans with the required level of appropriate scrutiny and flexibility;

TGF Secretariat has instructed the Principal Recipients and Sub-recipients to ensure that they maintain available complete documentation on all implemented trainings, to allow the Local Fund Agents to conduct spot-checks and other verifications.

PR Response to the TGF RequirementsCollected training plans from all SRs and

submitted to the TGF for approval on Feb 28, 2011 Developed a checklist to monitor the financial

aspects of the trainingsPlanned to collect the financial information

regarding the training on monthly basisCollect the financial information regarding

training on quarterly basisPlanned on spot monitoring of the trainingCollect and verify the financial information at the

spot

Things to do by the SRs Try to ensure the compliance of submitted plan to the full

Intimate and seek approval of PR for any change in the

submitted plan

Share the EDO approved list of participants with PR

before the conduct of trainings

Share the name f the facilitator along with the

qualification and back ground as trainer with the PR

Share the name of the venue with the PR

Get the PR approval on the training materials

(Continued)

Things to do by the SRsArrange all the supporting documents of the expenditures

at the training venue.

PR tool to Monitor the Financial aspects of the Trainings( Checklist)Approval and AlignmentsTraining plan should be aligned with the PF Trainings should be aligned with the Approved training

planAny change to the training plan will be intimated to the PR

and prior approval of the PR is essential. PR will consider taking into account the nature and size of

the change that whether the same needs approval from TGF or not

Approved copy of the training plan and PF should be available at the training venue for PR/LFA review

PR tool to Monitor the Financial aspects of the Trainings( Checklist)Information regarding VenuSelected venue cost should be aligned with the approved

training plan

Venue selection should be done through a competitive process

Supporting documents should be available (Bidding

documents, comparative statements etc)

PR tool to Monitor the Financial aspects of the Trainings( Checklist) Environment should be conducive for having such type of

training. Necessary equipments like:i. Electricity back up

ii. Multimedia

iii.Mike

iv.Sitting arrangement

Evidence of the payment to the training venue should be

available for PR /LFA Review

PR tool to Monitor the Financial aspects of the Trainings( Checklist)Information regarding Per diem

No of Participants of the training should be in line with the approved

training plan, PF and budgeted work plan

SR should maintain a data base for each level of training to avoid

the duplication.

SR will provide a certificate that there is no duplication in the

training or otherwise PR approval is available for the same

Per diem paid should be in line with the approved training plan and

budgeted work plan or otherwise PR approval should be there

PR tool to Monitor the Financial aspects of the Trainings( Checklist) Following documents should be available for PR/LFA

Review

- Attendance sheet

- Approved participants list

-Per diem sheet

PR tool to Monitor the Financial aspects of the Trainings( Checklist)Information regarding TraineesTrainees list should be approved by the EDO or concerned

authorities

Trainees list should be shared and approved by the the PR

before the conduct of the training

Any change in the list should be communicated to PR along

with the justification

PR tool to Monitor the Financial aspects of the Trainings( Checklist)Information regarding Facilitator

Facilitator name along with the qualification and relevant

experience should be approved by the PR before the

conduct of the training

Per diem rate should be aligned with the approved training

plan

Supporting document of the payment should be available

for PR/LFA review

PR tool to Monitor the Financial aspects of the Trainings( Checklist)Cost of supplies, Training manual and

others

Cost of supplies should be in line with the approved

training plan and should be well supported by the

supporting documents

Training manual should be approved by the PR and

should be available in binding or other suitable form

Any other cost incurred should be well supported by

the supporting document and justifiable

PR tool to Monitor the Financial aspects of the Trainings( Checklist)1. Finance checklist for training.doc

2. Training Plan and Request for Exceptions - revised format 14 Dec 10(1).xlsx

THANK YOU