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Title:                                               Oversight Officer, Country Coordinating Mechanism (CCM) Nigeria

Reports to:                                   Executive Secretary

Responsible for:                        CCM Oversight Committee                    

Job Purpose

Considering the strategic relevance of the Oversight Function of Country Coordinating Mechanism (CCM), this Terms of Reference (TOR) describe the scope of work, tasks and responsibilities of the oversight officer, a position within the CCM Secretariat. Oversight is one of the core areas of responsibility for the Country Coordinating Mechanism that focuses on key financial, programmatic and management aspects of the grant portfolio and their contribution to the national health response. This function, which looks at the vital signs or high-level elements of Global Fund investments, provides support to oversee that grants are performing according to agreed plans and targets.

Oversight Officer function is an opportunity to support the CCM Oversight Committee in identifying and addressing key grant implementation bottlenecks. The core principle of oversight is to ensure that resources are being used efficiently and effectively to end the diseases and help ensure resilient and sustainable systems for health.

The main components of the oversight process are summarised in the diagram below

We are recruiting to fill this key vacant position:
Job Title: Oversight Officer (FULL TIME)

Location: Abuja

Job Summary

• To provide support to Oversight planning and implementation

• Provide administrative and technical support to the CCM Nigeria and Oversight Committee to oversee grant implementation by Principal and Sub-Recipients (PRs//SRs).
• Assist the Oversight Committee to build capacities of its members, CCM Members, and other stakeholders to conduct grant oversight in accordance with Global Fund requirements and facilitating analytical data-driven discussions and decisions
• Assure that NCCM oversight activities and outcomes are in compliance with all official governance documents of the Nigerian CCM (e.g., Constitution, Governance Manual, and Implementation Annex to Governance Manual).

Key Roles and Responsibilities

• Communicates/coordinates with Principal Recipients in the preparation and presentation of oversight reports (based on PUDRs, Grant Management Dashboards, and/or other reporting tools).  
• Orients CCM members on grant oversight principles and responsibilities by preparing and facilitating a “know your grants” session and assists CCM to appoint members of the Oversight Committee:
  • Ensures that the Committee’s Terms of Reference are up-to-date and that oversight committee members are briefed on their responsibilities.
  • Orients Oversight Committee members on CCM Nigeria grant oversight activities and practices
• Assists Oversight Committee to plan for grant oversight activities, including preparation of CCM Oversight Plan, and annual Oversight work plan and budget with clear timeline and responsible entity identify; technical expertise required on the Committee; and support from development partners.
• Assists Oversight Committee, in collaboration with Principal Recipient representatives, to develop systems, methods, and procedures for generating and reporting information on grant performance and implementation, including meetings with PRs, site visits, consultations with specific groups (e.g., community-based monitoring initiatives).   
• Maintains and operationalizes the CCM Grant Dashboard (DB), and manages the process by which dashboard reports are submitted, reviewed, and analysed prior to Oversight Committee meetings:

• Support PR in the management of dashboards and where technical assistance is required from the CCM, manage and lead the generation, presentation and analysis in a timely and complete manner.

• • Develops Summary analysis reports of Grant Dashboards and PU/DRs to facilitate OC meetings
• Provides administrative and technical support for Oversight Committee meetings.
• Coordinates participation of Principal Recipient representatives, technical experts, and CCM stakeholders, as appropriate, in Oversight Committee meetings.
• Provides administrative and logistical support for site visits and ensures that all site visit reports are archived and made available for CCM members as part of the agenda for CCM meetings.
• Prepares draft versions of site visit reports for Oversight Committee review and approval.
• Assists the Oversight Committee to investigate problems, issues, and bottlenecks of Global Fund grant implementation by:
  • Collecting relevant technical and financial data.
  • Reviewing dashboards for internal consistency and consistency with reports of Principal Recipients to the Global Fund.
  • Review Progress Update and Financial report/request
  • Supporting the Oversight Committee in tracking the resolution status of decisions taken by the CCM.
• Assists Oversight Committee and CCM to implement grant oversight decisions and recommendations by:
  • Using oversight tracking tools to document, follow-up, resolve, and report on oversight issues identified by the Oversight Committee.
  • Making presentations and recommendations for CCM decisions and actions.
  • Monitoring implementation of grant oversight decisions and recommendations.
  • Disseminating Oversight Committee decisions and recommendations to CCM members and stakeholders.
  • Actively overseeing grant risks, by ensuring that they are adequately identified and mitigated. This includes taking part in the development of risk assurance planning and validation processes.
• Assists the Oversight Committee to meet and consult with non-CCM stakeholders about grant oversight and grant implementation, as required by the Global Fund.
• Prepares summary reports of Global Fund grant implementation, as required, and work in collaboration with Communications Officer to the PRs to assure that the reports are disseminated to stakeholders.
• Participate, as needed, in CCM funding request development, PR nomination, and CCM operational activities by:
  • Reviewing and updating of CCM By-laws and Standard Operating Procedures
  • New CCM member orientation
  • Tracking compliance of CCM with GF eligibility requirements relating to grant oversight and execution of associated Performance Improvement Plans
  • Preparation of CCM three-year work plan and budget for GF approval
• Archives all CCM documents related to oversight, including grant performance and CCM oversight reports, communications with the LFA and PR(s)

• Ensure that feedback from the Oversight Committee, including Sustainability, transition and co-financing-related issues, is a standard agenda point for CCM meetings.
• Work with the GF country teams, PRs and the Oversight Committee to hold and maintain ongoing data-driven dialogue for grant performance purposes. The data-driven dialogue includes the identification and analysis of key financial, programmatic, management and risk-related issues/information contained in PR reporting tools and/or available oversight tools. An important aspect of analysis is the assessment of consistency of financial and programmatic data as well as the potential effect of identified risks on grant performance and on national program performance.

• Complete other duties and responsibilities as assigned by the Executive Secretary

Key Outputs:

• CCM members oriented to CCM oversight requirements
• CCM members, appropriate external stakeholders, and technical experts are appointed to the Oversight Committee, understand their responsibilities, and actively engaged in grant oversight activities as specified in the Committee’s Terms of Reference.
• Grant oversight systems, methods, and procedures are developed and effectively utilized by Principal Recipients and the Oversight Committee to monitor grant performance and identify implementation issues or bottlenecks. CCM Grant Dashboard reports are submitted, reviewed, and analysed prior to Oversight Committee meetings.
• Oversight Committee meetings are well planned and organized, with adequate advance notice of meetings and distribution of materials to all members.  Technical resources and external stakeholders are engaged and participate as needed.
• Field visits are planned, organized, and implemented in collaboration with Principal Recipients and active participation of Oversight Committee members and other CCM members or stakeholders.
• Grant implementation problems, issues, and bottlenecks are identified, in collaboration with Principal Recipients, and are presented to the full CMM for appropriate action and are then monitored for implementation results.

Personal Specifications
Qualifications:

• An Honours Bachelor’s Degree from a recognized University.
• Master’s degree in Public Health, Epidemiology, Biostatistics, Economics.
• Relevant professional certification is an added advantage

Experience:

• At least 7 years’ experience with Grant Oversight and with strong knowledge of monitoring and evaluation or 5 years as program manager of a large health program in government, NGO, or international agency.
• 3 years’ experience in HIV/AIDS, TB and/or Malaria, particularly with epidemiologic and financial indicators
• Familiarity with Nigeria’s health system structures. Strong organizational skills and discipline to follow outlined procedures.
• Ability to interact effectively with international and national personnel.
• Good oral and written English skills.
• Willingness to travel to other states and or project sites within and outside FCT Abuja.
• Demonstrate willingness and ability to follow guidelines.
• Capacity to support the organisation of workshop, demonstrate teamwork and ability to work under stressful situations, and
• Demonstrates strong organizational and time management skills.
• Experience living in remote or isolated workstations, or insecure locations.
• Nigerian National

Competences:

• Excellent information compilation and data analysis skills
• Excellent computer skills including proficiency in using email, word processing and spread sheet applications, preferably Microsoft Office applications
• Strong organizational skills and exceptional problem-solving abilities
• Excellent verbal and written communication skills
• Demonstrated skills in supervising professional or managerial staff
• Demonstrated skills in planning, organizing and coordinating work of teams, committees, and ad hoc work groups
• Demonstrated skills in teamwork, collaboration, and consultations with diverse constituencies

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEAH (Prevention of Sexual Exploitation, Abuse and Harassment) standards within CCM and amongst beneficiaries we serve.

Compliance & Ethics:  

• Promotes and encourages a culture of compliance and ethics of CCM Nigeria.
• As applicable to the position, maintains a clear understanding of CCM and donor compliance and ethics standards and adheres to those standards.  Conducts work with the highest level of integrity. 

Working Relationships:

• Proactively engage with your supervisor, and key Program staff, Finance and HR/Admin team on all matters to ensure that programmatic and governance objectives are attained.
• Proactively engage on a regular basis with Executive Secretary to ensure appropriate coordination and support.
• Ensure good communication with peers, beneficiaries, partners, and other stakeholders.
• Facilitate harmonious working relationship with peers, partners, beneficiaries, and other stakeholders.
• Report problems encountered while on duty or within the team to the Supervisor.
• Propose solution to solve any problem faced and report them to the Supervisor.
• Participate actively in regular staff and program meetings.

Success Factors:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks.
• Willingness and ability to work effectively with a wide variety of people.
• Ability to work as part of a team and coordinate with project personnel.
• Literate and strong organizational skills.

Application Closing Date:
15^th November 2024.

Method of Application:

Interested and qualified candidates should send their Application Letters and CV (in a single Microsoft Word Document) addressed to the CCMN Executive Secretary via email: hr@ccmnigeria.org using the Job Title and Location as the subject of the mail.