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Proposed Management Arrangements. UNAIDS Regional Support Team East and Southern Africa May 2006. Country X Joint UN Team on AIDS. Presentation to the UNCT [Venue], [Date]. Context.

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Country X Joint UN Team on AIDS

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    1. Proposed Management Arrangements UNAIDS Regional Support Team East and Southern Africa May 2006 Country X Joint UN Team on AIDS Presentation to the UNCT [Venue], [Date]

    2. Context • The establishment of Joint Teams on AIDS has emerged within the larger context of both UN reform and international efforts to improve aid effectiveness. • In March 2005, London meeting on “Making the Money Work: The Three Ones in Action” established the GTT. • Imperative to create Joint UN Teams on AIDS comes directly from the recommendations of the GTT issued in June 2005. • Subsequently endorsed by the UN General Assembly September 2005 World Summit, UNAIDS PCB and the Executive Boards of UNICEF, UNDP, UNFPA, Global Fund. • In December 2005, the UN Secretary General directed all UN Resident Coordinators to establish a joint UN Team on AIDS at the country level with one joint program of support. • On 19 May 2006, the Chair of the UN Development Group and the Executive Director of UNAIDS sent to all UN Resident Coordinators a Guidance Paper outlining the “Proposed Working Mechanisms for Joint UN Teams on AIDS at Country Level”.

    3. Joint Teams Concept • Building on existing mechanisms • Transformation of TWG • Function within RC system • Defined roles and responsibilities • Defined accountability mechanisms • Joint planning and programming

    4. Key characteristics • Simplification and harmonisation of UN support • Accountability lines, mechanisms for enforcement • Clarity on roles and responsibilities, technical support division of labour • Entry point for technical support • Unification and integration of UN support in national frameworks • Strengthened UNDAF

    5. Composition • The team should be made up of all UN staff working full- or part-time on AIDS throughout the UN system. • The Technical Working Group, where it currently exists, should become the Joint UN Team on AIDS. • The Resident Coordinator and UN Theme Group on HIV/AIDS will determine the precise composition of the team, whether any type of selection criteria is necessary, if members will be nominated or appointed, and who will constitute the core team . • A core group of a manageable size may be convened to meet more frequently, and to collect, synthesize and disseminate information to the wider team. • Working groups (or task forces) in specific technical areas (i.e. Prevention, treatment and care, etc.) can be arranged to provide programmatic direction in these areas and to provide a forum for interaction with donors, stakeholders, civil society, etc. • Together, working groups plus the core team constitute the Joint Team on AIDS.

    6. The experience in the ESA andhow we can build on it…. √ Non-negotiable. Can use as it is… To be adapted to country context √ √ To be developed

    7. Overall principles andpurposes of the Joint Team √ • Harmonization: one UN team, one flag, one voice and one programme at the country level. • Alignment: a more unified and optimal joint action of UN agencies in support of a scaled-up national response, based on the “Three Ones” principles. • Simplification: a common entry point for all stakeholders at the country level to more easily access the full range of AIDS-related UN services, based on agency technical comparative advantage. • Accountability: a collective performance instrument in support of agreed common outcomes and outputs of the national plan, through the Joint UN HIV/AIDS Programme of Support. • Impact on lives: expanded prevention, treatment, care and support, and reduced HIV infection levels.

    8. Terms of Reference for the Joint Team(generic) √ • To support the national AIDS coordinating authority in its efforts to: (a) implement an accelerated national response, and (b) resolve impediments to implementation. • To constitute an entry point for national stakeholders to access HIV/AIDS technical assistance from the UN system. • To facilitate and monitor the joint UN HIV/AIDS Programme of Support, based on the country UN Development Assistance Framework. • To provide technical advice to and follow up on decisions made by the UN Theme Group on HIV/AIDS; and • To assist the Theme Group in its function of liaison with global and regional problem solving mechanisms (i.e., Global Joint Problem Solving and Implementation Support Team and Technical Support Facilities).

    9. Composition of the Joint TeamAll Programme[Operational]level UN staff working on the ground on AIDS* * To be selected based upon mapping and criteria agreed upon by UNCT/Theme Group

    10. Organogram for the UN Joint Team (Country V) Meets Every two weeks Meet every two weeks to establish and during NSP process then monthly

    11. Organogram for the UN Joint Team (Country W)

    12. Organogram for the UN Joint Team (Country X) Meets monthly, prior to UNCT Meeting Meets twice a month or more frequently as necessary for programme implementation and monitoring

    13. Organogram for the UN Joint Team (Country Y) Meets weekly Meets bi-weekly Meet weekly or bi-weekly * Current Theme Group Chair

    14. Organogram for the UN Joint Team (Country Z) Meets quarterly Meet twice a month Meets monthly

    15. Membership of the Joint Team(to be adapted to country situation) √ • UNCT – Membership: all Heads of Agencies plus the UNAIDS Country Coordinator. Mandatory monthly meetings. – Main function: Oversee and guide the Joint UN Team. • Working Groups – Membership:All programme/project managers and officers directly concerned by thematic area, plus invited stakeholders. Meets monthly or more frequently as necessary – Main function: Implement and monitor relevant component(s) of the UN Joint Annual Workplan. • Joint Team – Membership: All UN programme [“Operational Level”] staff working on HIV and AIDS (full-time and part-time). Meets every two months – Main functions: 1) Facilitates and monitors the Joint UN Program of Support on AIDS and Annual Workplans; 2) Provides technical advice to and follow up on decisions made by the UNCT.

    16. Role of the UNResident Coordinator √ • Ensures formation of the AIDS Team. • Builds consensus on the final results matrix on AIDS that will appear in the UN Development assistance Framework (UNDAF). • Provides overall UN leadership, advocacy and guidance on AIDS, and represents the UN system to head of state; ensures that AIDS remains high on national agendas. • Ensures that Heads of Agencies are accountable for agency contributions towards the joint programme deliverables. • Intervenes as needed to resolve impediments and make decisions in the interest of AIDS Team effectiveness (involving Regional Directors Team as necessary). • Reports on the performance, functioning and workplan of the AIDS Team as part of the Resident Coordinator annual report. The Resident Coordinator may choose to delegate certain responsibilities to the HIV/AIDS Theme Group Chair.

    17. Role of the UN Heads of Agency (HoAs) √ • Officially designates participation of staff members on the AIDS Team. • May revise job descriptions (where necessary) to reflect participation in the Team as a key responsibility. • Works with the Resident Coordinator and UNAIDS Country Coordinator to determine appropriate performance evaluation mechanisms, incentives and sanctions for AIDS Team members. • Accepts overall accountability for annual deliverables of that agency as agreed upon by the Team, including resource mobilization at the agency level. • One agency head will also be appointed as Theme Group Chair, to facilitate meeting and decision-making among the group. • As members of UN Country Team and HIV/AIDS Theme Group, contribute to overall policy and programmatic guidance of AIDS Team members, and participate in approving the programme of support and annual workplans.

    18. Role of the Joint Team key members:UNAIDS Country Coordinator √ • As convenor and facilitator of the AIDS Team, ensures its effective functioning by convening meetings, synthesizing and disseminating information, and strategically planning and advocating the AIDS Team’s collective response. • As a full member of the UN Country Team and an integral part of the Resident Coordinator system, provides policy and technical advice as well as advocates for and mobilizes effective action on HIV/AIDS by cosponsors and agencies. • Ensures that the AIDS Team’s annual work plan is implemented. • Identifies impediments to achievement of annual deliverables, and informs the Resident Coordinator when intervention is necessary. • Provides regular implementation reports to the HIV/AIDS Theme Group, and ensures that their policy directives are carried out. • Ensures appropriate financial management for operation of the AIDS Team. • Represents the UNAIDS and the AIDS Team to external partners as needed, and consistent with the representation guidelines. • Carries out other functions, as designated by the Resident Coordinator or HIV/AIDS Theme Group Chair.

    19. Role of the Joint Team key members:Individual Joint Team Members √ • Contributes to the development, implementation and monitoring of the HIV/AIDS Programme of Support. • Attends all AIDS Team meetings and follows-up on action points. • Provides technical advice to UNAIDS Country Coordinator/UN Theme Group/government/individual agencies on their area of expertise. • Keeps their Head of Agency informed of AIDS Team activities. • Represents the AIDS Team in various government-led technical working groups, committees or forums, as requested by UNAIDS Country Coordinator based on division of labour, presence and capacity.

    20. Role of the Joint Team key members: Designated UN Technical Support Leaders √ • Exercise technical leadership and provide the best expert UN opinion on the designated technical support area. • Act as a point of contact for government and other stakeholders requiring assistance with the designated technical support area. • Responsible for identifying, brokering and facilitating the provision of technical support in the technical support area – liaise with regional TSF and GIST. • Serve as a clearing-house for information in the designated technical support area, and ensure that all partners are kept abreast of the latest information from key working groups and forums. • Occasionally, convene, facilitate, coordinate and chair work planning meetings on the designated technical support area. • Represent – and report back to – the Joint Team in agreed national forums and (sub)sector technical working groups, committees and task forces, etc.

    21. Designated UN Technical Support Leaders*[Country] * To be selected based upon mapping, SWOT analysis, and criteria agreed upon by UNCT

    22. Designated UN Technical Support Leaders[Country]

    23. Mechanisms and working modalities √ • Each Joint Team member is formally designated through a letter from the RC, co-signed by the concerned HoA. • Joint Team members are collectively and formally oriented on the Joint Team concept and operations, and provided with key reference materials and official guidance notes. • The Technical Support Division of Labour and “Lead Organization” concept serve as the core foundation for operations of the Joint Team. • As the ultimate UN decision-making and policy guidance body on AIDS, the UNCT reviews on a [frequency] basis AIDS-related matters to guide the work of the Joint Team (HIV/AIDS standing agenda of UNCT meetings). • The Core Group meets[frequency], to monitor progress made on the implementation of the annual workplan, technically vet issues and propose actions/decisions for review by the Theme Group. • The Joint Team Working Groupsmeet [frequency] to follow up on the implementation of main activities of the annual workplan. • Once every [frequency],the Joint Team meets as a whole to review progress made re the implementation of the annual workplan.

    24. Mechanisms and working modalities (cont’d) √ • The UCC convenes and chairs all meetings of the Core Group including [monthly/quarterly] meetings of the Joint Team. • The UNAIDS office provides the necessary secretariat support services to the Joint Team. • All statutory meetings of the Joint Team are recorded, with attendance taken and minutes circulated in a timely manner to members, as well as RC/Theme Group Chair. • Field monitoring visits should be undertaken jointly together with national counterparts. • The Joint Team undertakes an internal mid-year review of the annual workplan. • As part of the national response review process, a joint and participatory annual review of the annual workplan is carried out with the relevant national authorities, key donors and counterparts. • Collective and individual performance of the Joint Team, vis-à-vis agreed annual key deliverables, is assessed twice a year.

    25. Joint TeamPerformance indicators √ • Heads of Agencies have formally designated staff members to participate in the AIDS Team, and included in their performance appraisal system clear roles, responsibilities and performance indicators against which they will be assessed. • The entire AIDS Team has results-based meetings on a regular basis to move forward the HIV/AIDS Programme of Support. • Working groups have been mobilized, and are providing leadership on specific issues, or focal points are representing the UN System in partner-led working groups. • The AIDS Team is being used by national stakeholders as an entry point for access to HIV/AIDS technical assistance from the UN system. • Clear roles, responsibilities and lines of reporting have been articulated among different members of the group. • Communication between the AIDS Team and the UN Theme Group on HIV/AIDS (where there is a distinction) results in effective follow up on decisions made by the Theme Group. • Mechanisms are in place for effectively working with the global regional and problem-solving entities (i.e. Global Problem-Solving Implementation Support Team) and the Technical Support Facilities.

    26. Individual MemberPerformance indicators √ • Attends all meetings regularly and actively contributes as a team player to the implementation of the workplan activities. • Assumes a technical facilitation role to support national government to scale up programming in his or her areas of specialization. • Contributes to problem identification and solving. • Reports regularly and adequately to supervisors on AIDS Team activities, decisions, agency accountabilities towards the achievement of the team results, and country HIV/AIDS situation developments. • Provides effective follow-up in support of the implementation of all workplan actions and activities with own agency, national counterparts and partners.

    27. Key reference documents for the Joint Team √ • Letter from Kofi Annan to the UN Resident Coordinators (12 Dec 2005) • The “Three Ones” in action: where we are and where we go from here(UNAIDS, May 2005) • Paris declaration on aid effectiveness: ownership, harmonization, alignment, results and mutual accountability (Report of the High Level Forum in Paris, 28 Feb 28-2 Mar 2005) • Making the money work through greater UN support for AIDS responses: The 2006-2007 consolidated UN technical support plan for AIDS(UNAIDS, Aug 2005) • Global Task Team on improving AIDS coordination among multilateral institutions and international donors: Final report(UNAIDS, Jun 2005) • The role of the UN system in a changing aid environment: sector support and sector programmes(UNDG Position Paper, 2 February 2005) • Guidance note on joint programming(UNDG, 19 December 2003) • Developing implementation support plans for country responses to HIV/AIDS(UNAIDS/UNDGO, September 2004) • UNAIDS technical support division of labor: summary and rationale(UNAIDS, August 2005) • Resource guide for UN theme groups on HIV/AIDS(UNAIDS, March 2005) • Outcome of the UNDG executive committee retreat on strengthening the resident coordinator system (15 July 2005) • Statement by Kemal Dervis on the occasion of the joint meeting of the Executive Boards of UNDP, UNFPA, UNICEF and WFP (UNDP, January 2006) • Proposed Working Mechanisms for Joint UN Teams on AIDS at Country Level – Guidance Paper (UNDGO, 19 May 2006)

    28. Key challenges in establishing the Joint Teams • What resources, both human and financial, can we dedicate to support the national response? Mapping of UN resources • Division of labor: capacity of agencies to “lead” in technical areas? SWOT analysis, recruitment more senior level • Effective involvement of all UN staff working on AIDS in the Joint Team? Participation in working groups or task forces formed around UNDAF country programme outcomes, • Role of the Theme Group? Core management group / executive committee of the Joint Team. • Accountability of individual team members? Based on deliverables (key results) of the Joint UN HIV/AIDS Programme of Support and reflected in performance assessment instruments. • Performance of the Joint Team Self-assessment tool to be developed (could be based on tool developed for UNCTs/UNTGs)

    29. Proposal on the [Country X] Joint UN Team on AIDS reviewed and formally endorsed by the UN Country Team to take effect on: [day] [month] 2006