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Functional Areas
- Audit and Investigations
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Capacity development and transition, strengthening systems for health
- A Strategic Approach to Capacity Development
- Capacity Development and Transition - Lessons Learned
- Capacity development and Transition Planning Process
- Capacity Development and Transition
- Capacity Development Objectives and Transition Milestones
- Capacity Development Results - Evidence From Country Experiences
- Functional Capacities
- Interim Principal Recipient of Global Fund Grants
- Legal and Policy Enabling Environment
- Overview
- Resilience and Sustainability
- Transition
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Financial Management
- CCM Funding
- Grant Closure
- Grant Implementation
- Grant-Making and Signing
- Grant Reporting
- Overview
- Sub-recipient Management
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Grant closure
- Overview
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Steps of Grant Closure Process
- 1. Global Fund Notification Letter 'Guidance on Grant Closure'
- 2. Preparation and Submission of Grant Close-Out Plan and Budget
- 3. Global Fund Approval of Grant Close-Out Plan
- 4. Implementation of Close-Out Plan and Completion of Final Global Fund Requirements (Grant Closure Period)
- 5. Operational Closure of Project
- 6. Financial Closure of Project
- 7. Documentation of Grant Closure with Global Fund Grant Closure Letter
- Terminology and Scenarios for Grant Closure Process
- Human resources
- Human rights, key populations and gender
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Legal Framework
- Agreements with Sub-sub-recipients
- Amending Legal Agreements
- Implementation Letters and Management Letters
- Language of the Grant Agreement and other Legal Instruments
- Legal Framework for Other UNDP Support Roles
- Other Legal and Implementation Considerations
- Overview
- Project Document
- Signing Legal Agreements and Requests for Disbursement
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The Grant Agreement
- Grant Confirmation: Conditions Precedent (CP)
- Grant Confirmation: Conditions
- Grant Confirmation: Face Sheet
- Grant Confirmation: Limited Liability Clause
- Grant Confirmation: Schedule 1, Integrated Grant Description
- Grant Confirmation: Schedule 1, Performance Framework
- Grant Confirmation: Schedule 1, Summary Budget
- Grant Confirmation: Special Conditions (SCs)
- Grant Confirmation
- UNDP-Global Fund Grant Regulations
- Monitoring and Evaluation
- Principal Recipient Start-Up
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Procurement and Supply Management
- Development of List of Health Products and Procurement Action Plan
- Distribution and Inventory Management
- Overview
- Price and Quality Reporting (PQR) System
- Procurement of Non-health Products and Services
- Procurement of Pharmaceutical and Other Health Products
- Quality Control
- Rational use of Medicines and Pharmacovigilance Systems
- Strengthening of PSM Services and Risk Mitigation
- UNDP Health PSM Roster
- UNDP Quality Assurance Policy and Plan
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Reporting
- Communicating Results
- Grant Performance Report
- Overview
- Performance-based Funding and Disbursement Decision
- PR and Coordinating Mechanism (CM) Communication and Governance
- Reporting to the Global Fund
- UNDP Corporate Reporting
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Risk Management
- Common Risks Identified in Global Fund Programmes
- Global Fund Risk Management
- Introduction to Risk Management
- Overview
- Risk Management in High Risk Environments
- Risk Management in UNDP-managed Global Fund Grants
- Risk management in UNDP
- UNDP Risk Management in the Global Fund Portfolio
- Sub-Recipient Management
HR During Start-up
Start-up team
When UNDP is nominated for the role of Principal Recipient (PR) for the first time, a start-up process is necessary. As a first step in the process, under the supervision and guidance of Country Office (CO) or Regional Service Centre (RSC) senior management, a member of the CO should be designated as the focal point to lead the implementation of the rolling work plan and grant management arrangements in consultation with the UNDP Global Fund/Health Implementation Support Team.
The designated focal point oversees the recruitment and management of a start-up team, which supports the preparation of grant documents, determines implementation arrangements, and completes other activities leading up to grant signing. The start-up team should possess, at a minimum, programme management, finance and procurement and supply management (PSM) expertise.
The CO may benefit from input and lessons learned from another CO that has undergone the startup process. In addition, CO staff and UN Volunteers in existing UNDP PR countries may be available for a short-term detailed assignment to support key activities, including the preparation of grant documentation, ATLAS setup, etc. The UNDP Global Fund/Health Implementation Support Team can facilitate a discussion to support a detailed assignment.
More recently, the UNDP Global Fund/Health Implementation Support Team has developed a roster of qualified experts specialized in the following thematic areas:
- Programme management;
- Monitoring and evaluation (M&E);
- Capacity development and/or transition and sustainability planning;
- National strategic plan/policy (for HIV, TB and/or malaria), and funding proposals development; and
- Financial management.
These experts can be deployed as consultants in a timely manner to support the start-up team. For more information regarding the roster, please contact Karen De Meritens. Additionally, Specialist and Expert UN Volunteers can be re-assigned or deployed on mission as surge capacity.
PMU structure and terms of reference
As the establishment of the Project Management Unit (PMU) should start as soon as possible after the grant signing to ensure that the required human resources are in place, one of the key activities in the start-up process is defining the structure and terms of reference (TORs) of the PMU.
The structure and terms of reference of the PMU should be defined with support from the UNDP Global Fund/Health Implementation Support Team, with consideration to the following:
- The structure should allow for the necessary human resources to be available to ensure adherence to the terms of the Grant Agreement and the implementation of programme activities.
- PMU structures vary considerably both across and within regions, reflecting the diversity of programme activities and levels of risk. COs should determine PMU resource needs by viewing the grant in terms of its life cycle, as the structure may change over time with surges of staff required during peak times (e.g. net distribution campaigns).
- PMU staff costs (staff, operating costs) should be budgeted in the grant as direct costs for grant management. UNDP’s pro forma costs are accessible here. For more information regarding budgeting for PMU and other staff costs, please refer to the financial management section of this Manual.
- COs should not overlook the human resources needs that will be required during the grant closure period.
- The terms of reference for each PMU position should include the standard UNDP core competencies and clearly define the key responsibilities of their respective roles.
Examples of generic TORs for the following positions are available: Programme Manager (P5); Programme Manager (P4); Finance Specialist (P3); Monitoring and Evaluation Specialist (P3); and Procurement and Supply Management Specialist (P3). Please note that while these examples provide the basic functions and competencies for key PMU positions, the actual TORs should be adapted to reflect the programme context and will need to be sent to the Office of Human Resources (OHR) for classification.
A growing number of PMUs are leveraging United Nations Volunteers (UN Volunteers) as an efficient and cost-effective way of mobilizing human resources needed for project implementation, including in Afghanistan, Guinea-Bissau, South Sudan, Zambia, and Zimbabwe, among others. Drawing from UNV’s Global Talent Pool, these programmes benefit from the expertise of UN Volunteers in functions ranging from medical and health service professionals to engineers, ICT, M&E and procurement specialists. UNV and UNDP have developed a number of standard Descriptions of Assignment templates to support future deployments: Finance Officer, Monitoring and Evaluation Specialist, Procurement and Supply Chain Management Specialist, Civil Engineer (health infrastructure). For more information on types of UNV profiles and how to host a UN Volunteer, please see the UN Volunteers section of the Manual, which includes additional links to UNV guidance material.

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