Roll Back Malaria Partnership

Transcription

1 Rll Back Malaria Partnership Prcurement and Supply Chain Wrking Grup (PSM WG) TOR Revised Terms f Reference based n (1) review f Accuntability Framewrk and crss-cmparisn f TORs and best practices f ther rganizatins (2) inputs frm PSM WG members Revised Nvember 2013 Adpted in January 2014 fllwing the 25 th RBM Partnership Bard meeting

2 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) Cntents I. Purpse/ Ratinale... 3 II. Functins f the Wrking Grup Facilitate PSM Technical Assistance t Cuntries Crdinate Glbal Demand Frecasting and Facilitate Cuntry Quantificatin f health prducts Facilitate reslutin f Quality Assurance (QA) /Quality Cntrl (QC) Issues Related t Prduct Selectin and Supply Chain Management Ensure the prductin, updating and disseminatin f Tls, Best Practices, Infrmatin 5 5. Advcate fr, and facilitate resurce mbilizatin fr glbal and in-cuntry PSM peratins... 5 III. Rles and Respnsibilities Members Chair /C-Chair Secretariat Wrkstreams and Taskfrces... 7 IV. Wrking Prcedures Annual Wrk Plan and Funding Meetings Cnduct f Business Minutes... 8 V. Reprting and Perfrmance Review... 8 VI. Disslutin f the Wrking Grup... 9

3 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) I. Purpse/ Ratinale In accrdance with the Operating Framewrk f the Rll Back Malaria (RBM) Partnership, the Prcurement and Supply Management Wrking Grup (PSMWG) has been established by the Bard in April 2007 t cnvene and crdinate partners t address Prcurement and Supply Chain issues related t malaria cntrl. The Wrking Grup is guided by the verall cmmitment f the RBM partners t: (i) the Glbal Malaria Actin Plan (ii) partnership and capacity building (iii) harmnizatin, accuntability and transparency in scaling-up actins; and (iv) bridging the gaps between technical and prgrammatic supprt needs at cuntry level. The RBM Glbal strategic plan 1 has set ambitius targets. By 2015: mrbidity and mrtality are reduced by 75% in cmparisn with 2005; malaria-related MDGs are achieved, nt nly by natinal aggregate but particularly amng the lwest sci-ecnmic quintiles; there is universal and equitable cverage with effective interventins. It is recgnized that in rder t achieve these targets there has t be a perid f rapid scale-up f malaria interventins t demnstrate impact and reach the glbal targets. Significant resurces fr malaria prgramming thrugh the Glbal Fund, U.S.President s Malaria Initiative (PMI), UNITAID and thers are available fr the prcurement f antimalarial medicines, RDTs, LLINs, and ther malaria health prducts, with ptential fr significant impact n maternal and child health and survival. The efficient use f these resurces and allcatin t malaria health prducts and PSM functins and systems will be a pint f attentin fr the PSMWG. The implementatin f activities t meet the gals f the RBM partnership requires that a number f challenges related t prcurement and supply management be vercme at all levels. These challenges include prductin scale up in an envirnment f uncertain demand and funding, inadequate frecasting f cre prducts and supply planning, and weak capacity at cuntry level f supply chain management, including weak lgistics infrmatin systems. Overcming these challenges require a crdinated effrt by partners and cuntries which the PSMWG will supprt. II. Functins f the Wrking Grup In Nvember 2006 the RBM Partnership Bard created the PSMWG as an implementatin supprt wrking grup. The PSMWG is mandated by the RBM Partnership Bard t crdinate RBM Partners in their effrts t supprt the implementatin f PSM related activities in cuntry peratinal plans. The PSMWG is accuntable fr reprting t the RBM Bard n prgress in PSM implementatin supprt. PSM activities will be implemented by Natinal Malaria Cntrl Prgrammes, natinal entities respnsible fr PSM and their technical partners. If requested by the cmpetent SRN the PSMWG will crdinate the respnse t requests frm cuntries fr PSM implementatin supprt. Because 90% f the burden f disease is lcated in Africa, the pririty fcus is Africa; hwever, due attentin will als be given t issues frm ther regins, such as Asia where significant effrts are made t cntain the develpment f Artemisinin resistance. Fr the purpses f the Wrking Grup, PSM is defined bradly t allw cnsideratin f all issues critical t the availability f quality-assured and affrdable malaria health prducts at the glbal, cuntry and cmmunity level, and in particular: glbal prductin capacity f all health prducts including their active ingredients frecasting, quantificatin, prduct specificatins, prcurement planning, tender management, gd prcurement practices and supply planning 1 Rll Back Malaria Partnership (2005). Glbal Strategic Plan

4 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) distributin, strage, inventry management and delivery quality assurance f antimalarial medicines and ther health prducts mnitring and evaluatin f the supply chain The PSMWG will crdinate the implementatin supprt in the fllwing five critical PSM thematic issues/needs. This list may change ver time depending n the needs identified by partners. 1. Facilitate PSM Technical Assistance t Cuntries PSM bttlenecks have prved t be majr implementatin cnstraints in malaria endemic cuntries. PSMWG activities fr the technical assistance t cuntries therefre are t: with the Subreginal RBM Netwrks identify technical assistance and resurces t slve majr PSM related cnstraints when identified. maintain rsters f qualified cnsultants and partner staff that can be drawn frm as needed. crdinate with partners that have technical assistance resurces that can be deplyed in these cuntries. establish links with ther prgrams (HIV/AIDS and tuberculsis ntably) that have adpted similar appraches and already develped PSM training prgrams and PSM cnsultant rsters. Anticipate PSM-related issues that the PSMWG can assist t reslve and include ACT/RDT stck ut issues; prcurement bttlenecks; inventry management at facility r district level; and distributin plans. 2. Crdinate Glbal Demand Frecasting and Facilitate Cuntry Quantificatin f health prducts The frecasting and quantificatin f malaria health prducts represent an n-ging challenge fr the malaria cmmunity requiring glbal crdinatin and harmnizatin f methdlgy in rder t ensure prductin planning, avid shrtages, estimate cuntry needs, and cnduct gap analysis. PSMWG activities fr frecasting and quantificatin f health prducts therefre are t: take stck f the current status f frecasting fr the majr health prduct grups. develp harmnized glbal demand frecast fr each cre malaria prducts, including ACTs, LLINs, RDTs and insecticides identify partner rles and respnsibilities, and best practices in frecasting and quantificatin methdlgy. prpse prcedures and mechanisms t imprve infrmatin sharing in this area. 3. Facilitate reslutin f Quality Assurance (QA) /Quality Cntrl (QC) Issues Related t Prduct Selectin and Supply Chain Management Access t quality assured malaria health prducts is essential t the fight against malaria, in particular t cntain Artemisinin resistance. QA/QC issues related t prduct availability, selectin and in-cuntry supply chain management fr all malaria health prduct categries (insecticides, LLINs, antimalarial medicines, and rapid diagnstic tests) pse serius prgrammatic challenges in malaria endemic cuntries. Dnrs and stakehlders are wrking clsely t facilitate harmnized QA plicies and requirements. PSMWG activities n QA and QC issues therefre are t: address the abve issues frm a prduct selectin, prcurement, and supply chain management perspective in line with natinal plicies identifying technical guidance, sharing technical resurces, and alerting partners, including natinal regulatry authrities, n relevant QA/QC issues and facilitating crdinated respnse t QA/QC issues related t malaria health prducts.

5 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) 4. Ensure the prductin, updating and disseminatin f Tls, Best Practices, Infrmatin PSMWG activities n tls, best practices and infrmatin are t: disseminating tls, infrmatin and best practices related t PSM matters t partners and cuntries review existing materials, identify gaps in technical knwledge and ensure prductin, and updating f tls, best practices and infrmatin as needed. lk twards partnership and infrmatin sharing with ther disease categries such as HIV/AIDS and TB when apprpriate, recgnizing that in-cuntry supply chains are integrated acrss health prduct categries, 5. Advcate fr, and facilitate resurce mbilizatin fr glbal and in-cuntry PSM peratins PSMWG activities n advcacy fr resurce mbilizatin fr in-cuntry PSM activities and pharmaceutical supply systems strengthening are t: cllect infrmatin n resurces dedicated t PSM activities and capacity building evaluate gaps and develp advcacy fr prper resurcing f in-cuntry management and distributin systems. crdinatin f PSM messaging and funding needs with ther RBM Wrking Grups such as the Harmnizatin Wrking Grup in cnducting these activities, apprpriate cnsideratin t cnfidentiality will be given as needed. III. Rles and Respnsibilities 1. Members The PSMWG membership will be drawn frm all RBM Membership Cnstituencies and will represent a brad range f disciplines relevant t the functins f the wrking grups. The PSMWG is a willing assembly f RBM Partners; as such, membership is pen t all interested institutinal partners. Each member is expected t adhere t the RBM partnership s Cnflict f Interest plicy. Each member rganizatin will be represented by ne fcal pint, the fcal pint can have ne alternate. Member status Every interested individual can becme a member f the PSMWG if s/he meets the fllwing criteria: Expertise and experience in relevant field f PSMWG Apprpriate level f senirity and credibility Ability t fund their wn participatin/ attendance at WG meetings, unless they qualify fr financial supprt fr participatin via the RBM Partnership Secretariat r ther RBM partners The grup f members shuld ideally meet the fllwing criteria: Balanced gegraphic representatin Balanced representatin f cnstituencies (frm endemic cuntries, industry and partner institutins) Representatin f key rganizatins/institutins relevant fr functins f PSMWG Membership is pen t all partners meeting the membership criteria determined by the (c-) chairs. The PSMWG chairs shuld actively apprach and encurage individuals/rganizatins t jin the PSMWG t mirrr the ideal cmpsitin. Rles and respnsibilities f members include: Participatin in each rdinary PSMWG meeting (r determine alternate if participatin nt pssible) Participatin in at least 80% f cnference calls Active participatin in the implementatin f the PSMWG wrk plan

6 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) The rle is a vluntary rle - there is n payment fr participating The names and respnsibilities f each member will be shared n a list presented n the RBM Secretariat web site. A member will maintain its status until S/he resigns S/he is unable t perfrm the agreed upn respnsibilities as defined abve and agreed upn tasks 2. Chair /C-Chair Electin prcess: Tw c-chairs are elected by the PSMWG members. C-chairs are elected fr a perid f tw years term with ptential renewal. In rder t supprt cntinuity, the prcedures will be rganized such, that the c-chairs will nt be re-elected during the same PSMWG meeting The electin prcedure shall be transparent and pen t all cre members f the PSMWG with ne vte per member/rganizatin. The Secretariat shall send ut ntificatins ne mnth prir t the electin, sliciting nminatins. Each member has the right t nminate ne persn r self-nminate. Tw weeks prir t the electin, the Secretariat shall btain a cnfirmatin frm the nminees that they are interested and willing t run fr electin. Prir t the c-chair s endrsement by the Bard, the Secretariat shall btain an explicit assurance frm their emplyer agreeing t the additinal travel and wrklad related t assuming the rle as chair f a RBM Wrking Grup. The electin shuld be carried ut thrugh a secret ballt and shall take place during ne f the PSMWG meetings. The (c-) chairs are endrsed by the RBM Bard at the mid-year Bard meeting. Rles and respnsibilities include: Preparatin and chairing f PSMWG meetings Preparatin f annual wrk plan and budget in cllabratin with and supprted by the RBM Secretariat (see belw) Crdinatin and review f regular prgress reprts t RBM Secretariat and Executive Cmmittee (see belw) Review f meeting minutes 3. Secretariat The PSMWG is supprted by a Secretariat that culd either be frm the RBM Secretariat r a partner rganizatin. Optin 1: The RBM Secretariat designates ne full-time staff t act as Secretariat fr WG [recmmended]. Optin 2: Where WG specific Secretariat already is functinal, it culd cntinue its wrk. *) Rles and respnsibilities f the Secretariat include: Crdinatin and rganizatin f PSMWG meetings in cllabratin with (C-) chair Prvisin f facilities fr meetings (rms, cnference call facilities etc.) Preparatin and disseminatin f meeting minutes Preparatin f mnthly prgress reprts t RBM Secretariat and Executive Cmmittee (see belw) Maintenance f PSMWG hmepage, at least update membership list and uplad meetings minutes and prgress reprts. Other supprting functins as apprpriate

7 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) 4. Wrkstreams and Taskfrces Subsets f members may be established as time-limited Taskfrces r lnger-term wrksteams t wrk n specific issues f PSMWG wrk plan. Respnsibilities are dependent n the tasks f the wrkstream r taskfrce. (C-) chairs prpse the creatin f Wrkstreams/Taskfrces and the Executive Cmmittee endrses the Wrkstream/Taskfrce at its mnthly meeting. All Wrkstreams/Taskfrces must have a fcal pint wh is a member f the PSMWG, but they, especially the task frces, are expected t recruit members frm utside the PSMWG. IV. Wrking Prcedures 1. Annual Wrk Plan and Funding Planning: The RBM Secretariat supprts the develpment f the annual wrk plan and budget t ensure cnsistency acrss Wrking Grups. Annual wrk plans must be fllw the SMART bjectives: S specific M measurable A accuntable R realistic T time related Facilitated by the Secretariat, the (c-) Chairs will lead the prcess t develp a biennium PSMWG wrk plan and budget, guided by the GMAP strategic implementatin plan cmmissined by the RBM Bard. A distinctin is made between the first and secnd year wrk plan and budget. The first year wrk plan and budget is expected t match the funds identified and needed t execute the wrk identified. The biennial wrk plans and budgets are apprved in Nvember by the Bard and are subsequently implemented by the PSMWG. Preparatin: Actin items must be matched with budget line items t clearly link the activities f the wrk plan with funds. Annual wrk plans must als specify any additinal funding raised aside f the Secretariat funding and clearly assign this funding t specific tasks. Dependencies between actin items must be recgnized and activities need t be priritized. Wrk plans highlight the necessary interactin with ther RBM Partnership bdies (e.g. ther Wrking Grups, Sub-Reginal Netwrks, and individual Partners). The wrk plan and budget must be ready 40 days prir t the end year Bard meeting fr the RBM Secretariat t cmpile a partnership wrk plan that will be reviewed by the Executive Cmmittee. The Executive Cmmittee can suggest changes in the wrk plan if required by the financial situatin r t better reflect RBM pririties. Resurce Mbilizatin: Partial funding fr activities will be prvided by the Secretariat. Additinal resurces, when needed, will be sught frm partners. The PSMWG shall seek in-kind peratinal and administrative supprt frm its membership, and shall decide hw best t use such supprt.

8 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) 2. Meetings Cnvcatin f meetings Prgrammatic Meetings: The PSMWG Chairpersn will call the PSMWG meetings supprted by the PSMWG Secretariat in line with the prgramme f wrk, and fllwing infrmal cnsultatin with the RBM Secretariat and ther PSMWG members n the suitability f prpsed meeting dates. Ad Hc Meetings: Meetings n issues requiring the urgent review f the PSMWG will be rganized n an ad hc basis if called fr by the Partnership Bard r Secretariat. Types f Meetings In the interest f efficient use f time and limiting csts assciated with meetings, the PSMWG will cmplement face-t-face meetings as held at a hst partner s site with virtual meetings (i.e. telecnferences and videcnferences) f the PSMWG as a whle r its Sub-Wrking Grup(s) as necessary. Frequency f Meetings Ordinary Meetings: A number f rdinary meetings wuld be rganized and held at a hst partner s site per annum. The PSMWG will meet apprximately 1-2 times per year initially, later less frequently. Ad Hc Meetings: Such meetings will be rganized as stated abve (see Cnvcatin f Meetings). Wrkstreams/Taskfrces may meet n an ad-hc basis. 3. Cnduct f Business The qurum f the PSMWG fr adpting recmmendatins will be 80% f the cre members. Observers have n vting pwer. If a cnsensus cannt be established n an imprtant issue, that must be reflected in the reprt. 4. Minutes The PSMWG Secretariat will draft the minutes n the prceedings f the PSMWG meetings, including thse f Sub-Wrking Grups. The Chairpersn, and ther selected members depending n the subject matter, will review these minutes within tw weeks after a meeting. The PSMWG (c-) chairs circulate the meeting minutes n later than tw weeks after the meeting t the RBM Secretariat and the Executive Cmmittee. V. Reprting and Perfrmance Review The PSMWG prepares tw types f reprts fr the Executive Directr (r appinted Perfrmance Cmmittee): a mnthly prgress reprt that is circulated t the Executive Cmmittee fr its mnthly meetings and a semi-annual reprt that is prepared fr the semi-annual Bard meeting. Mnthly reprting: The PSM WG Secretariat prepares a mnthly reprt fr the Executive Directr n prgress in achieving the wrk plan bjectives, including a financial reprt. The PSM WG c-chairs review this reprt. Semi-annual reprting: Reprts immediately preceding the Bard meetings shuld summarize prgress f the previus six mnths. At each Bard meeting the Executive Cmmittee shuld select tw Wrking Grups t reprt t the Bard and t allw an interactive discussin with Bard members n issues, challenges, prgress t-date and future bjectives and wrk plans. The chice f which Wrking Grups shuld reprt will be made based

9 Terms f Reference fr RBM Prcurement and Supply Management Wrking Grup (PSMWG) n the pririty f the wrk f the Wrking Grup and n the adverse gap between the Wrking Grup s bjectives and the actual achievement f them. VI. Disslutin f the Wrking Grup The TRs fr the PSMWG will be reviewed by the Bard n a biannual basis. The review prcess will be based n specific perfrmance criteria f the PSMWG. In case the Bard n lnger feels the mandate f the PSMWG is relevant t the new Partnership Wrkplan, the Bard will discuss this with the c-chairs t see whether the mandate requires t be updated r finally can decide t disslve the PSMWG.