The JPRMJoint Program

Planning and

Review Mission

WHO Country Office, Tehran

21 February 2006

Objective

•To brief the new team members on the JPRM document and its elements

•To orient the programs on ways for timely correct implementation of the

program of collaboration

Structure of the presentation

•JPRM Document

•Elements of the program of collaboration

•Expense types and requirements for request

The JPRM Document

Structure

&

Elements

The Structure

•A results based planning processA results based planning process•CollaborativeCollaborative•Aims at the National, Regional & Aims at the National, Regional &

Global prioritiesGlobal priorities•Planning elementsPlanning elements::

–Expected ResultsExpected Results•ProductsProducts

–ActivitiesActivities»Activity ComponentsActivity Components

JPRM Document

JPRM Document

JPRM Document

JPRM Document

JPRM Document

How to request

•The requests should be:

–Received to WHO Office through the International Relations

Department

–Clear

–On Time

–Detailed basic minimum standards

Basic Minimum Standards

•An official request from the International Relations Department

•Allotment Number

•AMS Code

•Detailed Terms of Reference

•Date/dates (duration)

•Agenda/Program (tentative)

•Bank Account Details (if applicable)

The Expense types

•APW: agreement for Performance of Work•FEL: Fellowships•HLT: Health Literature•LCS: Local Costs•MIS: Miscellaneous•MTG: Meeting•NTA: National Training Activities•REC: Recruitment•S&E: Supplies and Equipment

Agreement for Performance of Work

APW

APW

•Request from the International Relations Department

•Allotment & AMS Code

•Detailed Terms of Reference

•Clear Outcomes and phases

•Date/dates (duration)

•Bank Account Details (institutional)

APW•With non governmental staff in their own capacity and

government departments (Payment to the institution’s account , not individuals) up to the equivalent of US

$10,000 and with institutions using double signatory bank accounts up to US $ 25,000. The following

conditions must be satisfied:

–Competition has been demonstrated and documented in a note for the record

–There is no research involving Human beings

–Funds are available as per RAMS in the same product and the deliverables are produced outside WHO

premises

–A timetable of deliverables linked to the budget breakdown on the same form as for local costs is

attached

APW

•APWs are not to be used for “Staff” kind of duties, as no insurance cover exists

under APWs (does not create employer/employee relations)

•APWs should not be used to government officials for work that falls within their normal responsibilities, as this might

constitute salary subsidy , which is against WHO policy

•Advances are limited to 20%, and based on clear necessity , demonstrated

and documented by the budget time-table which must be attached to the

APW.

Fellowships

FEL

Fellowships

•A WHO fellowship, as a significant component of human resources development, encompasses a range of specially tailored training modalities of determined duration for individuals and groups in the fulfillment of specific learning objectives,

corresponding to approved health and health-related plans, policies, and priorities, and

aiming at relevant impact in the context of national capacity building. Such training may be of short or long duration and may take place in

an appropriate training institution or the field inside or outside the fellow's home country.

Fellowships

•The application for and the award of a fellowship constitute a joint undertaking by

WHO, the host country, the fellow and the government; thus:

–WHO, in agreement with the government and the fellow, establishes appropriate plans for study, makes

the necessary arrangements with countries and training institutions, and provides financial assistance

–the host country (in cases of study abroad), agrees to provide the course of study prescribed for the fellow ;

–services of the fellow are placed at the disposal of the national health administration on return to the home

country ;–the government, as specified on the application form,

gives its assurance that it will make full use of the knowledge and experience gained by the fellow, and that the status, seniority, salary, pension and similar rights of the fellow will not be adversely affected by the fellow's absence from duty in the home country.

Fellowships Will be awarded to:

•who are, or who will be, engaged in medical or health work in their national health organization (national

health administration; health service of other governmental administration, local authorities,

research and educational institutions), and whose applications are supported by their national health

administration (ministry of health or equivalent authority);

•for whom the national health administration is prepared to certify that, if a fellowship is granted, full

use will be made of the fellow's services in the field covered by the fellowship;

•who have not less than two years' experience in the subject they wish to study (except for undergraduate

studies);•who have exhausted the opportunities available in

their own countries for studying that subject;•who submit subjects for study which are directly

connected with the country's own health programmes;

Fellowships Will be awarded to:

•who undertake in writing to continue in, or place their services at the disposal of, a national health administration immediately after their fellowship for specified minimum periods in relation to the

duration of the fellowship granted as follows:–one year of service for fellowships of less than six

months;–two years of service for fellowships of six months to two

years;–three years of service for fellowships of more than two

years.

•who are in good health and, normally, are not over 55 years of age if the retiring age is 60 or above,

nor over 50 if the retiring age is below 60

Fellowships Will be awarded to:

•who are able to speak, read and write a language which can be used

for the proposed studies .

–A statement from a reliable source confirming the proficiency of applicants

in the languages needed for their studies is an essential requirement.

Fellowships

•When fellowships are granted for long-term studies the government concerned is asked to undertake that, if for any reason

WHO cannot continue the fellowships in subsequent years, it will make financial provision for the students to complete

their studies.

•It may be necessary to provide official proof of language proficiency as

determined by the regional office of study.

Fellowships

•It should be the aim of regional offices to have received all applications at least

six months in advance of the proposed starting date

•Applications must be made on the WHO Fellowship Application Form (form WHO

52)

Fellowships

•The regional director, based upon the recommendation of the fellowship officer,

may reject an application if:–(a )the proposed fellowship is not justified in terms of

the study programme ;–(b )the qualifications of the candidate, technical

background and knowledge of the language of study will not permit full benefit to be drawn from the

fellowship ;–(c )the candidate's health is questionable; or –(d )the application should not be accepted or should

be postponed for other reasons.

Fellowships

•Changes in a study programme after it has been established, even if the award has not yet been issued, are undesirable primarily because of the

difficulties which they cause to the countries and institutions of study .

•Regional offices of origin should keep the regional office(s) for the region (or regions) of study

informed of any approaches made to them for changes in programme, extensions, etc.; and

•fellows should be asked to address all correspondence concerning changes in their

programme, etc. to the regional office for the region of study .

Fellowships

•After placement has been arranged and funds have been obligated, the regional

fellowships officer prepares a Letter of Award.

•The Letter of Award, is the only certificate relating to the studies issued by WHO

•The Letter of Award indicates how the fellow is to obtain tickets for authorized travel.

Fellowships

•Fellows are required to make their own arrangements for hotel accommodation .

•They are responsible for paying their own hotel bills, including cancellation fees, whether or not the cancellation is due to circumstances beyond

their control

•Fellows will receive their termination allowance from their Region of Origin upon return home and

only after submitting their termination report .

•WHO pays tuition fees for courses included in study programmes

Health Literature

HLT

HLT

•Includes the following:–Books–Journals–e-Journals–Subscriptions

•Subscription to all periodicals should be endorsed by the Ministry of Health and

Medical Education

HLT

•Essential elements required

•Books:–Full title, Author(s), Publisher, Year of

Publication, Edition, ISBN

•Periodicals:–Full Title, ISSN, Year, Volume(s)

•For non-printed materials:–Bibliographical information (as stated above)

plus type of media

Local Cost

LCS

LCS

•Printing and publishing materials:

–Three quotations

–Clear specifications

–Clear date of delivery (duration)

•Some of the local expenses for field activities

Miscellaneous

MIS

MIS

•Ad hoc one-time payment

•No contracts involved

•Should not exceed 1% of all domestic expenses (APWs+LCS+NTAs)

Meeting

MTG

MTG

•Covers any type of meeting that requires issuance of Travel Authorization (TA)

•TIMELY nomination of the candidates by the International Relations Department

ATTACHED with a clear copy of the passports of the nominees.

•Full contact details & designation of the candidates

MTG

•Validity of passports for at least 6 months from the travel date.

•Medical Certificate for Egypt entry visa.

•Obtaining Visa is responsibility of the nominees unless visas are not issued by

the concerned mission in Iran.

•Candidates should read carefully the documents and information Bulletins shred

with them on the meeting.

National Training Activity

NTA

NTA

•Request from the International Relations Department BEFORE the activity

•The maximum period to authorize an NTA is 3 months ahead of the due date

•Completed NTA form on the given template

•Allotment & AMS Code

•Date/dates (duration)

•Workshop Agenda/Program, including timings and facilitators for each session

•List/name of the participants along with their work address and position held

NTA

•List of facilitators and their CVs

•Bank Account Details

•Clear, SMART training objectives

•F/P ratio* 1:8

•Statement Of Account for the previous NTAs and for this one max. 15 days later

•Copies (hard or soft) of training material, e.g. overheads/slides or handouts to be

used, if available.

Title of the NTA

Background:Who, Where, Why…?

Smart Objectives: What

do you intend to achieve?

Dates & Duration

UMS and venue

Total amount requested and the

breakdown

How?Workshop, presentation,

lectures, etc..

How Many participants from the same location and elsewhere?

How many facilitators from

the same location and elsewhere?

Ratio of facilitators/participants should be 1/9 or more

Facilitators

NTA Fields Identification

ParticipantsNo of per.

No of days

Same location

25% of No. of pr X

No. of days X Perdiem

Allotment AMS Code After 60 days Perdiem

Mandatory Information

Sticker No.

Elsewhere

50% of No. of pr X

No. of days X Perdiem

Same location

50% of No. of pr X

No. of days X Perdiem

Elsewhere

75% of No. of pr X

No. of days X Perdiem

+ +

Sub total = sum of participants and facilitators

Misc. = 10% )sub tot. + stationary(Stationary = 10% Sub total

Total for obligation = Sub total + Stationary + Misc.

No of per.

No of days

Recruitment

STC

SSA

STP

REC

•Creates employer/employee relationship

•Different types:

–Short Term Consultant (STC)

–Special services Agreement (SSA)

–Short Term Professional (STP)

STCs

•Request from the International Relations Department attached with the STC request

form at least 8 weeks before the assignment date

•Allotment & AMS Code•Detailed Terms of Reference•Date/dates (duration)•Agenda/Program (tentative)•Name, contact details and CV (for non

WHO STCs)

STC

•In the program of every and each STC the following should be included:

–A briefing meeting with the WHO Representative technical unit on the first

day of the mission–A 2 hours presentation on the topic–A debriefing meeting with the WHO

Representative and the technical unit on the last day of the mission

STC

•The TOR will be developed in collaboration

with the relevant technical unit in

the WHO Representative

Office

Supplies and Equipment

S&E

Acquisition of S&E: Types

•Local purchase order through WR delegation of authority

•Local purchase order through EMRO (LPO & DPO)

•Internal Commitment (I.C.)

•Purchase through PRS/HQ (PAs/POs)

Acquisition of S&E: General

•WHO standard requisition form

•Item description, unit of issue, quantity, unit price, and total price

•Basic equipment and essential accessories

•References (suppliers catalogues, price lists, previous POs)

•Priority order

•Consignee address, Telephone, Fax, E-mail, etc.

WHO Requisition Form

Acquisition of S&E: General

•Allotment no., AMS code, Activity code, JPRM

•Terms of delivery (Urgent, Top urgent, Emergency)

•Project Manager (signature)

•WR (endorsement)

•Date of submission and the deadline at end of biennium

•Packing, Freight, and insurance (PFI)

Acquisition of S&E: Local Purchase

•Acquisition of S&E (general)

•Minimum of 3 local quotations (up to $ 15,000)

•Sealed quotations for potential suppliers (> $ 15,000)

•Single Source Supplier / Justification•Quotation analysis, recommendations,

justifications

Local quotations

•Uniform (request for quotation)•Original•Supplier’s data•Offered items

•Offered terms (validity, delivery, payment, warranty, country of origin)

•Tax free•Installation•Standard specifications