Roles and responsibilities

Oversight Committee Mandate

The OC aims to support the CCM in fulfilling its national coordination function of HIV/AIDS and TB programs in order to reduce the impact of these diseases. The mandate of the OC is to ensure financial and human resources associated with HIV/AIDS and TB interventions are used efficiently and for the benefit of the country.

As such, the Oversight Committee assesses whether the programs are implemented efficiently and with the best possible results, in accordance with the indicators set out in the conceptual note and the contractual provisions between the RP and the SRs. The main Oversight Committee activities derived from its mandate are described below.

Oversight Committee Roles and Responsibilities

  1. The OC is made up of at least three experts with various expertise, including programmatic, financial, and project management, necessary for the committee’s oversight activities. They may be selected from among CCM members, CCM members’ expert teams, or experts outside the CCM.
  2. OC members cannot include the CCM Chair or Vice-Chair.
  3. OC members cannot have a conflict of interests (they cannot be part of the PR team or SRs of ongoing projects, or have any other incompatibility based on the CCM ROF). The CCM Secretariat will ensure that OC members do not have a conflict of interest based on the CCM ROF.
  4. The CCM Secretariat supports the OC as required, in order to ensure that the OC can successfully perform its oversight tasks and implement the Oversight Plan and acts as a point of contact for the Oversight Committee.
  5. The OC can develop its own working tools or use standardized available tools to support it in its oversight activities.
  6. The OC may ask for support from other experts in different fields of activity in fulfilling its mandate.
  7. The OC issues reports and/or recommendations for improving PR and/or SRs activity, submitted to the CCM semi-annually or whenever the OC deems necessary.
  8. The OC may request information and documents related to the project (contracts, reports, access to databases, etc.) from the PR, SRs, project beneficiaries, or use any source of information that can inform their understanding and reporting of how project resources are used and the effectiveness of interventions.
  9. The OC does not duplicate the PR’s monitoring and evaluation activities, the LFA’s oversight responsibilities, or any auditing of SRs, but rather assesses whether the programs are implemented efficiently and with the best possible results.

Main Oversight Committee Activities

  1. The OC meets with the PR annually, or whenever the OC deems necessary, to analyze and review the status of activities, major issues encountered, existing risks, efficiency, transparency, the relationship with sub-recipients, etc. The OC will also consider issues related to the prioritization of the allocation of funds, the level of absorption of the funds, any necessary reallocations, the progress of any acquisitions, the distribution of goods/vouchers, etc.
  2. The OC meets annually or whenever the OC deems necessary, with at least two sub-recipients to analyze the status of activities, major problems encountered, existing risks, efficiency, transparency, PR relationship, etc. From a financial perspective, issues related to the level of absorption of funds, necessary reallocations, procurement, goods/vouchers flow, etc. will also be analyzed.
  3. The OC meets annually or whenever the OC deems necessary, with at least two types of program beneficiaries to analyze the impact of programs, satisfaction of beneficiaries, relationship with SRs, etc.
  4. The OC organizes visits with the sub-recipients or at different locations of ongoing projects to assess both the performance of the SR and the perception of the beneficiary.
  5. The OC monitors and evaluates ongoing projects through discussions, data collection, quality control, data analysis and validation, reporting and dissemination of information, as appropriate.
  6. The OC briefs the CCM periodically on any issues identified during its oversight activity.
  7. The OC engages in any other activities necessary to achieve its objectives.