Slide 1/9

Country programsNadeem Mohammad

ACTafrica

Fiduciary Management in Multi-Country HIV/AIDS Program (MAP)

Lessons Learned and Future DirectionsJanuary 27, 2004- Washington DC

Slide 2/9

Background

First draft was prepared by the Country Fiduciary Teams during the Fiduciary workshop in George, South Africa (July 2003);A country fiduciary team includes = NAC Director, financial and procurement heads (3) + Bank financial and procurement specialists (2) + NGO/CBO fiduciary representative (1-2) + Other donors (1);24 draft plans for 24 MAP countries are now available. Ghana is in the advance stage of plan implementation.

Slide 3/9

Support from the BankTwo part-time Procurement focal points, one for Anglophone (Kofi Awanyo) and one for Francophone countries (Luc Lapointe);One full-time Financial focal point (John Nyaga) from AFTFM and ACTafrica; One Institutional Development Fund (IDF) grant of US$500,000 to support fiduciary capacity building; AFR training budget; ACTafrica. – Overall, inadequate;A new proposal for US$500,000 is being prepared for BNPP (Bank-Netherlands Partnership Program) to support in-country fiduciary plans implementation.

Slide 4/9

Features of the country plansHas details about Fiduciary Teams’ contact information;Covers two areas:

Financial management, disbursement and reporting, andProcurement management

Plans identify:Disbursement method used;Procurement methods used;Staff strength (full- and part-time, national and subnational);Availability of technical support (NAC, NGO, FMA etc);Key problems faced at the National and subnational levels;Recommendations for each problem; and Implementation schedule and cost estimates.

Slide 5/9

Financial management (challenges and levels)

Challenges related to National

District

Community

People & knowledge x x x

Disbursement from the Bank x - -

Disbursement to the beneficiaries x x x

Local response x x -

Public sector response x - -

Record keeping, reporting and M&E

x x x

Manuals and guidelines x x x

Obtaining receipts & quotations - - x

Slide 6/9

Procurement management (challenges and levels)

Challenges related to National

District

Community

People & knowledge x x x

Methods and thresholds in DCA/DGA

x - -

Methods and thresholds - x x

Procurement methods (usage) x x x

Local response x x -

Public sector response x - -

Record keeping, reporting and M&E

x x x

Manuals and guidelines x x x

Obtaining receipts/quotations - - x

Slide 7/9

Implementation planIncludes various activities:

Reviews for efficiencyReview/reproduction of manuals/guidelinesTraining activitiesStaffingManagement Information SystemPublicity and consultationsMonitoring and supervisionPerformance assessmentControl activities

Implementation month and Cost estimates

Slide 8/9

In 24 MAP countries:8 countries have contracted out Financial management;6 countries have contracted out Procurement management;FM and PM contracts are to one Financial Management Agent (FMA);From FMAs, there are about:

44 accounting staff 6 procurement staff

470 financial mgmt and 200 procurement staff from the public sector and the NAC (part-time at sub-national levels – problem!);24 country Fiduciary Teams estimate about US$4.3million required to create an acceptable level of fiduciary management capacity;Funding? (a) IDF and BNPP grants to create essential capacity – a Core Fiduciary Team from national to community levels in each country. (b) MAP’s capacity development funds. (c) Other donors (e.g., DFID in Ghana). UNAIDS – an active partner!

Slide 9/9

Immediate next steps Implement George, South Africa workshop recommendations in all countries (Ghana in advance stage);Use IDF and BNPP (when approved) grants to finance In-Country Core Fiduciary Teams at the national, district and community levels to provide Fiduciary Advisory Services;Sensitize MAP TTLs and other relevant Bank staff in financial, disbursement and procurement reviews, flexibilities and policies for HIV/AIDS response (WBI, GDLN, regional workshops).