Accountability & Efficiency Specialist Tender, Switzerland - 26795198

Procurement Summary

Country : Switzerland

Summary : Accountability & Efficiency Specialist

Deadline : 27 Sep 2018

Other Information

Notice Type : Tender

TOT Ref.No.: 26795198

Document Ref. No. : TGF-18-084

Competition : ICB

Financier : Global Fund to Fight AIDS, Tuberculosis and Malaria (GFFATM)

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : THE GLOBAL FUND TO FIGHT AIDS, TUBERCULOSIS AND MALARIA (“THE GLOBAL FUND”)
Global Health Campus Chemin du Pommier 40 1218 Grand-Saconnex Geneva Tel: +41 58 791 1700 Fax: +41 44 580 6820
Switzerland
Email :geraldine.mougamadou@theglobalfund.org
URL :https://www.theglobalfund.org/en/

Tender Details

Request for proposals are invited for Accountability & Efficiency Specialist.

(1) Bidders intending to submit a proposal must be invited to the RFP and thus any request for a Supplier ID should be made at least 48 hours before the RFP closing date.

1. The Global Fund to Fight AIDS, Tuberculosis and Malaria (the “Global Fund”) now invites proposals for the above-captioned Project.

2. The Statement of Work for the Project is attached hereto as Attachment A.

3. The Global Fund will evaluate all proposals received in response to this Request for Proposals (RFP) in accordance with the Evaluation Criteria in Attachment B.

4. The requirements and general information regarding the RFP submission are attached hetero as Attachment C.

5. Terms and Conditions is attached hereto as Attachment D.

6. This RFP is in line with the Global Fund-s Procurement Regulations (2017, as amended from time to time), which may be found at https://www.theglobalfund.org/en/businessopportunities/.

The following are integral parts of this RFP:

a. The Request for Proposal Solicitation Rules (2015, as amended from time to time), which may be found at: https://www.theglobalfund.org/en/business-opportunities/;

b. The Policy on Ethics and Conflict of Interest for Global Fund Institutions (2002, as amended from time to time), which may be found at:https://www.theglobalfund.org/en/policies-guidelines-templates/governancepolicies/;

c. The Code of Conduct for Suppliers (2009, as amended from time to time), which may be found at: https://www.theglobalfund.org/en/policies-guidelines-templates/governancepolicies/;

d. The Sanctions Panel Procedures Relating to the Code of Conduct for Suppliers (2014, as amended from time to time), which may be found at https://www.theglobalfund.org/en/policies-guidelines-templates/governancepolicies/; and

e. The Global Fund Terms and Conditions of Purchase of Services (27 March 2018, as amended from time to time), which will also be an integral part of any contract resulting from this solicitation, and which may be found at https://www.theglobalfund.org/en/business-opportunities/.

Submitting an proposal in response to this RFP constitutes an acceptance of the terms indicated herein and of the terms of each of these documents, including the Global Fund Terms and Conditions of Purchase of Goods and Services, and the Global Fund reserves the right to reject the proposal of any entity or individual, as the case may be, that fails or refuses to comply with, or accept, such terms.

7. This RFP shall not be construed as a contract or a commitment of any kind. This RFP in no way obligates the Global Fund to award a contract, nor does it commit the Global Fund to pay any costs or expenses incurred in the preparation or submission of proposals.

TGF Sourcing Application (The platform)

1. For audit and efficiency purposes, this RFP process is being managed electronically, and bidders are required to submit their proposals in the following URL for Sourcing Application: https://access.theglobalfund.org/.

2. Please use the attached Guidance Notes - “Responding to an RFP/RFQ/RFI in the TGF Sourcing Application, SUPPLIER INSTRUCTION.

3. Proposals must be submitted in TGF Sourcing Application, and received by the Global Fund by the RFP Closing Time and at the RFP Closing Date, all as indicated in the above RFP Information Table.


4. In case, you do not have a Supplier Id in TGF Sourcing Application, please send an email with sufficient notice to geraldine.mougamadou@theglobalfund.org with the following title in the subject:
? “TGF-18-084” - Request for login user id creation in TGF Sourcing / iSupplier portal
- “Put your organization name”.

5. Unless otherwise indicated, proposals shall be submitted in pdf and should be divided in two separate folders, one containing your cost proposal and one containing your technical proposal.
The subject line of your attachment must be labelled as follows:
? TGF-18-084 - Your name - technical proposal
? TGF-18-084 - Your name - cost proposal

6. All communications with regard to this RFP shall be in writing and sent through the TGF Sourcing Application platform using the online discussion as indicated in the above RFP Information Table.

7. Any communication between a Bidder and the Global Fund regarding this RFP, which is not through the designated channel (https://access.theglobalfund.org/), may invalidate such Bidder-s proposal to this RFP.

Job Title: Accountability & Efficiency Specialist
Background: To support its mission of ending the epidemics and enable efficient portfolio
management, the Global Fund needs to ensure its core operational policies and processes are well
defined and documented, including a clear understanding of ownership, roles and
responsibilities, performance metrics and that the processes are continuously improved.
Country Teams (CT) use the operational policies, procedures and systems to manage the Global
Fund-s grants through the Grant Management Lifecycle (GLC), including country allocation,
funding request, grant disbursement, progress reporting, grant revision and grant closure. The
CTs interact with countries that receive funds from the Global Fund, which are categorized into
three groupings: High Impact, Core and Focused.
The Operational Efficiency Team in Grant Management Portfolio Solutions and Support (GPS) is
responsible for coordinating the continuous improvement approach through ongoing review,
optimization, integration and enhancement of grant management operational policies/grant
management regulations, procedures and systems.
The GPS Change Co-ordination team ensures that communication and training for Country
Teams is shaped and delivered in an accessible and effective way.
Role Summary: The Officer, Accountability & Efficiency will be responsible for the integrated
design, development and implementation of a CT Roles & Responsibilities Framework, including
processes, roles & responsibilities/RACI, document ownership, approval levels and performance
metrics. The Officer will be responsible for aligning the output with the GF Accountability Matrix,
incorporating the above in the management regulations/operational policy and procedures,
producing a CT handbook containing an accessible version of the documents and for the
successful change management, support and monitoring of the Roles & Responsibilities
Framework implementation. The end result should give individuals in key roles a clear picture of
what is expected of them so that they can effectively carry out their job.

S/he collaborates with a wide range of stakeholders within the Global Fund and uses strong
interpersonal, communication and diplomacy skills to integrate the perspectives of different
stakeholders while still ensuring that the defined deliverables are coherent, user-friendly and
streamlined.
S/he collaborates with the GPS Change Coordination team to develop change management and
learning materials, including the CT Handbook, to improve implementation and adoption of
changes. S/he works with the Data and Analytics Hub (DASH) team to integrate appropriate
metrics in the deliverables.
Job description / Key responsibilities:
Overall responsibilities
• Lead the development of an integrated, end-to-end Roles & Responsibilities Framework
and continuous improvement approach for the Grant Life Cycle processes.

• Design and lead technical workshops, meetings and seminars as part of a consultative
process to identify pain points and solutions and arrive at the Accountability Framework
and operationalization.
• Ensure standardization and consistency in the format and presentation of all OPNs and
Operating Procedure manuals of all the functions.
• At the request of the Head, Grant Portfolio Solutions and Support, Project Head, AIM or
the Manager, Operational Efficiency, undertake additional tasks to allow GPS to flexibly
respond to evolving priorities or urgent needs of the Global Fund.
The work will be delivered in phases, with distinct deliverables for each. Initial planning will
confirm the exact composition of each phase but it is envisaged that they will look as follows:
MOBILISATION PHASE
• Prepare project plan
• Identify required contributions and secure resource commitments
• Prepare stakeholder map
Deliverables, mobilization phase
• Agreed project and resource plan
• Stakeholder map
PHASE I - As-Is review and documentation
• Review the as-is Grant Life Cycle process maps & RACIs
• Identify and remediate gaps in process mapping and documentation
• Review as-is approval levels as documented in the process maps / RACI
• Identify pain points
• Develop a detailed breakdown of CT roles & assigned responsibilities / decision rights
• Undertake workload analysis for the detailed processes, per role, to generate input for role
sizing, process optimization and quantification of improvement benefits
• Review and refine levels of engagement as needed
• Create overview of all critical documents within the Grant Life Cycle
• Define and document ownership for such documents across divisions and per role,
including their specific content

Deliverables phase I
• Consolidated GLC process maps and RACIs, including a compact visual version for senior
management presentation
• Inventory of pain points
• Documented workload analysis per process and role
• Inventory and ownership matrix for all Grant Life Cycle documents
PHASE II - Solution Development
• Develop solutions to address identified pain points
• Identify process dependencies and interfaces and ensure that the processes are integrated
across all the functional units and organizational entities
• Develop/enhance differentiation between portfolio types (high impact/core/ focus
countries) of roles & responsibilities per Country Team role, including making it clear who
is responsible for what within th

Documents

 Tender Notice