Silvia Asandi

� Established in 1991 by British founders as charity

� Progressively developed into a professional organisation

� Quality Management System implemented in 2004

� ISO 9001:2001 certification obtained in 2006.� ISO 9001:2001 certification obtained in 2006.

� Technical areas:� Implementing programs targeting children and young people living with HIV/AIDS and other chronic conditions, subject to stigma and discrimination

� Training provider for health workers and psycho-social staff

� Health promotion and behavior change communication

� Monitoring and Evaluation (financial and programmatic)

� Capacity Building

� Fundraising

� Management of international grants

Focused on prevention and services for poor and vulnerable populations

�HIV/AIDS Grant� Phase I duration: July 2007 – May 2008 � Phase I duration: July 2007 – May 2008

� Phase I approved budget 6,603,960 EURO � Total 3 yrs. funding ceiling: 8,948,302 EURO

�Tuberculosis Grant� Phase I duration: October 2007 – Sept. 2008

� Phase I approved budget 3,620,427 EURO� Total 5 yrs. funding ceiling: 8,017,248 EURO

� Efficient - producing results with little wasted

effort

� Effective - producing a powerful effect

� Efficient is doing the things right.

� Effective is doing the right things.

MAKE US AN

EFFECTIVE PR ?

Institutional and programmatic

Financial management

Procurement and supply chain

management

Monitoring and evaluation

� PR should develop an effective monitoring & reporting system and tools for SRs (avoiding waste of precious time, energy and resources)

� PR should employ (if necessary) competent HR with experience in project management and management of fundsmanagement of funds

� PR should develop comprehensive guidelines and instruments for SRs

� PR should be able to communicate efficiently and effectively with SRs and all national partners

� PR should be capable and open to offer TA and to build capacity at the level of SRs

� PR should act transparently

� Even if we had strong management systems, we carefully prepared our organisation for change:

� Conduct internal evaluation prior to LFA assessment� Conduct internal evaluation prior to LFA assessment

� Fill the gaps efficiently � Seek for TA and strategic partnerships prior to signing the grant agreement

� Recruit and train the team

� Prepared as much as possible of grant’s implementation legal documents, procedures and instruments, etc.

Selection of SRs according to

CCM procedure and RAA

Selection Guide

Preparation for Round 6 implementation

Reorganization of RAA: setting the department and forming

the team, moving operations into one larger building better

equipped with meeting and training facilities;

Designing the SRs applicant’s Guide, the Operations Manual,

the web-based reporting system and tools; financial and

programmatic M&E instruments, tracking performance and

sharing information tools, etc.

Assessment of selected SRs

according to RAA procedure

Nov. ‘06

Jan. ’07

RAA’s assessment by

LFA and GFATM

Grant agreement

negotiations

March

1st July 2007

HIV program start

date

April

� Careful selection process (internal and external)

� When recruit your team focus on program goals and

activities. Expertise of selected staff is crucial.

� Quality Management principles applied in HR � Quality Management principles applied in HR

management but also reflected in the

management of SRs:

� Customer focus

� Leadership

� Involvement of people

� Continual development, etc.

� Clear and suitable ways of communication as less restrictive as possible but with focus on documenting the processes

� Report to CCM; enable CCM to have access to program results; ask CCM for support; pursue program results; ask CCM for support; pursue CCM to accomplish its overseeing role;

� Operate transparently. Set and promote communication and transparency guidelines for SRs

� Maintain and enhance institutional partnerships with key stakeholders

www.globalfund.ro

� Essential when we manage a large number of SRs of various kind of structures and level of development (including small grass-roots NGOs, medium or well-developed CBOs, patients’ NGOs, also Gov. organisations)

� 35 Sub-recipients - out of which 29 NGOs � 35 Sub-recipients - out of which 29 NGOs

� 74 projects (58 HIV + 16 TB)

� 549 staff

� HIV/AIDS Grant: Sub-recipients account for 75% of all direct grant spending

� TB Grant: Sub-recipients account for 80% of all direct grant spending

� Training of SRs

� Provision of comprehensive Operational Manual guidelines and tools included

� Enhanced collaboration and networkingEnhanced collaboration and networking� SRs working on similar types of intervention and beyond

� CBOs and Gov. sector

� Be prompt and flexible in finding solutions to prevent or overcome bottlenecks in implementation; work along with SRs in adjusting the project plans and activities

� Closely work with SRs and CCM on addressing sustainability issues and help in solving issues not always directly tied by GFATM grants

� Jan. 2007 new Fiscal Law

�April 07 RAA starts lobbying to Government

�The project was blocked for 6 months

(Jan.– June 1008) by the new CCM Chair -

State secretary of Ministry of Health, State secretary of Ministry of Health,

although the Ministry of Finance approved it.

� Less funds for major procurement

�Delay in procurement (i.e. condoms)

� Alternative ways of procurement

� Applications for sponsorship / donation

� Produce official documents (i.e. Gov. ordinance) to be easily adapted by the Gov. officials

Involve CCM as a whole (memorandum) and key � Involve CCM as a whole (memorandum) and key members

� Persistent lobby at the Ministry of Finance and Ministry of Health

� 28 Sept. 2008 Gov. Ordinance issued for VAT re-fund for procurement of goods and services from GFATM grants implemented by RAA

�National Administration of Penitentiaries

(NAP):

� 2 projects addressing HIV/AIDS prevention among

prisoners and VCT plus one BSS study

� Total funds: 333,580 Euro� Total funds: 333,580 Euro

� 6 months of negotiations with 3 successive

management teams of NAP

� December 2007: NAP officially announces

incapacity to implement the programs funded by

the GFATM

� RAA organised a new selection of SRs

� A consortium of NGOs was selected and sub-contracted for the prevention activities and National Anti-Drug Agency & ARAS (NGO) selected and sub-contracted for the VCT program in penitentiariespenitentiaries

� Negotiations with the new NAP management have been conducted by RAA in order to facilitate implementation (partnership agreement signed between NAP and the 5 SR-NGOs as precedent conditions in the sub-grant agreements)

� RAA worked closely with SRs to adjust implementation plans for an accelerated implementation and to ensure quality of services

� Support in selection of SRs: CCM through the technical evaluation commission UNAIDS, UNODC, UNICEF, JSI, MoH,

� We’ve also got small co-funding from UNAIDS during the preparation phase of grants implementation for technical support in developing the web-based reporting platform for SRs and CCM website (Feb-March 2007) platform for SRs and CCM website (Feb-March 2007)

� JSI and Trojan Company – donation of condoms

� TA for BSS studies within the HIV/AIDS Grant from CDC thanks to UNODC (2 consultants, 2 weeks - April 2008)

� TA from WHO (Pal Strategy and TB Lab. Network) and GLC (for MDR-TB) - as part of the GFATM TB Grant

�Appropriate systems and structures in place complemented by:� Qualified HR sharing same vision

� Good communication strategy and skills

� Capacity and willingness to provide TA, build � Capacity and willingness to provide TA, build capacity at the level of SR

�Capacity, skills and flexibility to adjust to internal and external changes and overcome obstacles (incl. getting TA needed)

�Quick time of reaction/feedback

�Accountability and transparency

�Maintain and develop strategic partnerships

planact plan

docheck

act

www.globalfund.ro

pr@raa.ro

THANK YOU!

Mihaela Stefanescu – Liaison Officer

Nicoleta Manescu and Camelia Raita Olaru – Program Officers

Mihaela Nacu and Ana Duca – Financial and Procurement Officers

Fidelie Kalambayi and Iulia Husar – M&E HIV and TB Officers

Dana Marin – Financial Manager, Silvia Asandi – General Manager