BACKGROUND


In July 2000, the European Commission (EC) and the African, Caribbean and Pacific (ACP) States signed a Financing Agreement committing EUR 20 million from the resources of the 8^th European Development Fund (EDF) to support regional cooperation in the field of HIV/AIDS across all ACP States. The overall objective of the project is to contribute to efforts to minimize the spread and impact of the HIV/AIDS epidemic through a regional approach.

Within the framework Financing Agreement for the above project, EUR 6,919,220 has been set aside to strengthen the institutional response to HIV/AIDS/STI in the Caribbean region, specifically in the 15 CARIFORUM Member States (Antigua and Barbuda, Bahamas, Barbados, Belize, Dominica, Dominican Republic, Grenada, Guyana, Haiti, Jamaica, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Suriname, Trinidad and Tobago). The technical and financial provisions for this project are set out in the Implementing Document to Framework Financing Agreement No. 6054/REG. The purpose of the project is to strengthen the capacity of existing regional institutions to plan and coordinate an effective response to HIV/AIDS/STI, especially in the worst affected countries.

The Secretary-General of the CARIFORUM Secretariat is designated as the Regional Authorising Officer (RAO) for the project. The Head of the CARICOM Human and Social Development Division is designated as the Deputy Regional Authorising Officer (DRAO) for the project and effectively responsible for project implementation in conjunction with the EC Delegation in Georgetown.

The main outputs of the project are:

• An increased pool of appropriately skilled personnel able to contribute to effective policy development, planning and implementation of HIV/AIDS/STI programmes
• Increased awareness of the benefits, costs and operational feasibility of interventions to reduce mother to child transmission of HIV/AIDS
• An expanded and effective regional network of people with HIV/AIDS in six countries advocating for improved care and support and contributing to national policy development
• Improved regional capacity to design, implement and evaluate interventions to reduce high-risk behaviour related to the spread of STI/HIV infection
• More comprehensive and accurate information on the course, consequences and costs of the epidemic through improved surveillance, monitoring and evaluation of national control programmes and through operational research

The details of these outputs are stated in Section 3.3 of the ADDENDUM TO FRAMEWORK FINANCING AGREEMENT No.6054/REG.

The principal institutions involved in the implementation of the project include the CARICOM Secretariat, the Caribbean Epidemiology Centre (CAREC), UNAIDS, the Caribbean Network of People Living with HIV/AIDS (CRN+), the University of the West Indies (UWI) and the Caribbean Health Research Council (CHRC). The project will establish a Project Implementation Unit (PIU) within the Human and Social Development Division of the CARICOM Secretariat, headed by a Project Manager recruited under the project. In addition, a Project Management Group (PMG), comprising senior operational managers of the partner institutions, and a Project Advisory Group (PAG), a sub-group of the existing Regional AIDS Taskforce, will be set up to oversee the project.

The project duration is three and half years including a 6-month start-up period, which will commence on 1 January 2001. The project will be implemented through a combination of annual work programmes and cost estimates for recurrent activities coupled with individual and/or institutional service or grant contracts for longer-term personnel.

This start-up work programme and cost estimate details the activities and funding required between 15 December 2000 and 30 June 2001 to launch the project. This document commits US$392,589.00 (Euro 447,038.26) for the funding of the activities described in the following section and costed in Annex 1 "Cost Estimate".

DESCRIPTION OF ACTIVITIES

The principal activities that are to be carried out under this start-up work programme and cost estimate include:

• Advertise post for and recruit project manager
• Advertise posts for and recruit temporary Project Implementation Unit (PIU) staff including accountant and administrative secretary
• Establish and equip the PIU premises
• Advertise for and recruit short-term consultant
• Establish the Project Management Group (PMG) and Project Advisory Group (PAG)
• Organise project inception workshop and inaugural PMG and PAG meetings
• Launch staff recruitment and preparatory activities in the participating institutions
• Prepare terms of reference and technical and contractual documentation for the service/grant contracts with the participating institutions
• Prepare the first annual work programme and cost estimate
• Prepare quarterly financial statements and six-monthly progress reports
• Re-advertising of permanent positions for the PIU, if necessary
• Prepare baseline survey on the existing situation (to be done by CHRC)
• Identification of training needs and manpower needs assessment to establish training activities (to be done by UWI)

More specifically, under output 2 of the project, CAREC will initiate discussions with pharmaceutical laboratories to source PCR supplies. Under output 3 of the project CRN+ will part-fund its regional coordinator and a secretary, procure the necessary office equipment including one computer and develop outreach activities. Under output 4 CAREC will recruit a regional adviser on behavioural and social sciences and procure equipment. Under output 5 CHRC will part-fund its director and administrative secretary and initiate one country review programme. Under the same output, CAREC will recruit a HIV epidemiologist and purchase equipment. For the Project Implementation Unit (PIU), funds are budgeted for operating costs including rent, advertising, supplies, travel and other costs. In addition, allocations are made to cover the organization of the project inception workshop and inaugural PMG and PAG meetings as well as the recruitment of a short-term consultant who will assist in the preparation of technical documentation for the project (a brief terms of reference for this consultant is attached in Annex 2).

ADMINISTRATIVE AND FINANCIAL PROCEDURES

1. Recruitment

The position of project manager shall be open to nationals of all ACP and EU Member States and shall be advertised in the 15 CARIFORUM Member States as well as abroad and through other networks. Candidates are to be jointly screened by the CARICOM Secretariat and EC Delegation in Georgetown and the most suitable candidate shall be offered a CARICOM contract for two years in the first instance. The recruitment of the short-term consultant for a period of 4 months in the PIU shall be based on a shortlist, with a minimum of three candidates, provided by the CARICOM Secretariat. The successful candidate must be a member of the ACP Countries or the EU Member States. The candidate selected shall be endorsed by the EC Delegation in Georgetown. The selection of short-term administrative staff for the PIU shall be undertaken in accordance with established procedures of the CARICOM Secretariat and the EDF. The Project Manager for the long term programme, when engaged, will be obligated to review and decide on the possible suitability of the short-term PIU staff for permanent employment under this project. The recruitment of all technical and administrative staff for the participating institutions paid for from this work programme shall be undertaken in accordance with the established procedures of each institution and shall be subject to the approval of the CARICOM Secretariat or the DRAO.

Where staff members are already in post and the project will, to ensure continuation of their work, take over all or part of the funding of the post, the EC Delegation may grant derogation from these procedures. The institutions will need to demonstrate that a transparent and competitive process of recruitment was carried out and that a satisfactory annual staff appraisal system is in place.

2. Procurement

For item valued between Euro 250 and Euro 25,000 procurement shall be by direct agreement on the basis of the most economically and technically advantageous offer selected from three independent competitive quotations.

In addition, if purchases are made from locally established suppliers and the goods concerned are normally sold in the region, they shall be deemed to be effected on the local market, in the sense of Article 313.2(g) of the Lome IV Convention. In this case the rule of origin does not apply.

3. Reports

A progress report on the activities undertaken during the start-up work programme shall be submitted within 30 days of the end of this work programme, in ten (10) copies, to the EU Delegation in Guyana.

In addition the draft baseline survey report stated above under the heading "Description of Activities" shall be submitted at least six weeks before the end of the Start up Work Programme.

The draft report by UWI started above under the heading "Description of Activities" shall be submitted at least six weeks before the end of the Start up Work Programme.

A Draft Annual Work Programme/Cost Estimate covering the period of 1 July 2001 to 30 June 2002 shall be submitted to the EU Delegation in Guyana for approval by 30 April 2001.

Financial statements shall be prepared on a quarterly basis showing the expenditure incurred according to the agreed cost estimate. The financial statement, including copies of bank statements for the period, shall be the basis on which advances to the imprest account are justified and further advances disbursed.

The above-mentioned reports/statements shall be submitted by the project manager to both the DRAO and the EC Delegation in Guyana.

4. Imprest Account

Disbursements under this work programme and cost estimate shall be made to the following bank account:

Name: Caribbean Community Secretariat: Strengthening the Institutional Response to HIV/AIDS in the Caribbean Account No: US Dollar Account - F4CA033547 Bank: Guyana Bank for Trade and Industry Address: Water Street, Georgetown, Guyana

The signatories to the account are as follows:

Group A:

Name: Title: Name: Title:

Group B:

Name: Title: Name: Title:

5. Disbursements

An initial advance of eighty per cent of the total value of the work programme/cost estimate will be paid into the imprest account after signature of the programme. A replenishment may be made as and when required on the basis of the presentation of a financial statement of expenditure backed up by original supporting documents including bank and cash disbursement records and reconciliation statements with corresponding documentation such as invoice for supplies, works and services, as well as the relevant contract and procedures for award.

The Project Implementation Unit in CARICOM shall be responsible for the transfer of funds to the participating institutions, who in turn shall account for their expenditures to the PIU according to procedures to be established by the PIU.

If necessary, an independent audit of the project accounts may be performed at the request of the EC Delegation in Guyana.

SIGNATURES

Signed: Dr. Edward Greene Head of Human and Social Development Division CARICOM Secretariat	Signed: Mr. Tom F. Massie Acting Head of Delegation EC Delegation in Guyana and Suriname
14 December, 2000	14 December, 2000

ANNEX 1

COST ESTIMATE

BL	ITEM	OUTPUT No.	INSTITUTION	UNIT	QTY.	UNIT COST	TOTAL
2a	Operational Costs UWI	1	UWI	MONTH	6	1,334	8,004
6	Training and Seminars	1	UWI	No.	1	12,000	12,000
6	Training and Seminars	1	UNAIDS	No.	1	37,100	37,100
7	Laboratory Support (MTCT)	2	CAREC			28,500	28,500
9	STAFF	3	CRN+
9a	Regional Coordinator	3	CRN+	MONTH	6.5	1,000	6,500
9b	Secretary	3	CRN+	MONTH	6.5	500	3,250
10	Operating Costs	3	CRN+			19,000	19,000
11	Training	3	CRN+	W/SHOP	2	5,000	10,000
12	Equipment	3	CRN+			5,500	5,500
13	STAFF	4	CAREC
13a	Communication Advisor (50%)	4	CAREC		6		7,000
13b	Information Advisor (15%)	4	CAREC	MONTH	6		1,000
14	Operating Costs	4	CAREC	No.	1	3,100	3,100
17	STAFF	5	CHRC
17a	Director (20%)	5	CHRC	MONTH	3	1,000	3,000
17b	Admin. Secretary (100%)	5	CHRC	MONTH	3	1,000	3,000
18	Operating Costs	5	CAREC	No.	1	1,000	1,000
20	Equipment	5	CAREC	Computers	2	2,000	4,000
22	Country Programme Review	5	CHRC	No.	1	11,440	11,440
23	STAFF	PIU	CARICOM
23a	Accountant	PIU	CARICOM	MONTH	6	2,900	17,400
23b	Admin. Secretary	PIU	CARICOM	MONTH	6	1,440	8,640
23c	Settlement Costs	PIU	CARICOM	Person	1	3,000	3,000
24	OPERATING COSTS	PIU	CARICOM
24a	Electricity	PIU	CARICOM	MONTH	6.5	380	2,470
24b	Telephone	PIU	CARICOM	MONTH	6.5	1,000	6,500
24c	Rent	PIU	CARICOM	MONTH	6.5	2,000	13,000
24d	Advertising	PIU	CARICOM	(Partial)			10,000
24e	Supplies	PIU	CARICOM				1,930
24f	Travel	PIU	CARICOM			15,000	15,000
24g	Recruitment costs	PIU	CARICOM	Interview			9,780
24h	Miscellaneous	PIU	CARICOM				1,000
25	Meetings/Seminars	PIU	CARICOM				60,000
25a	PAC Meeting	PIU	CARICOM	Meeting	2	3,650	7,300
25b	PMG Meeting	PIU	CARICOM	Meeting	2	11,350	22,700
26	Equipment	PIU	CARICOM				25,950
27	TECHNICAL ASSISTANCE	PIU	CARICOM
27a	Short Term Consultant Miscellaneous for Project Management Contingency on Materials	PIU	CARICOM	MONTH	4	4,500	18,000 4,325 2,200
TOTAL 392,589

EXPLANATORY BUDGET NOTES

a. All figures are in US Dollars
b. 'Output No.' relates to the five Outputs of the project which are used as headings of the Items in the 'Original' Budget of the EC document captioned "Implementing Document to the Framework Financing Agreement No. 6054/REG". These outputs are, namely:

1. An increased pool of appropriately skilled personnel able to contribute to effective policy development, planning and implementation of STI/HIV/AIDS programmes. 2. Increased regional awareness of the benefits, costs and operational feasibility of interventions to reduce Mother to Child Transmission (MCTC) of HIV. 3. An expanded and effective Regional Network of People Living with HIV/AIDS in six countries advocating for improved care and support and contributing to national policy development. 4. Improved Regional capacity to design, implement and evaluate. 5. Interventions to reduce high-risk behaviour related to the spread of STI/HIV infection. 6. More comprehensive and accurate information on the course, consequences and costs of the epidemic through improved surveillance, monitoring and evaluation of national control programmes and through operational research. 7. Establishment of a Project Implementation Unit (PIU) within the CARICOM Human and Social Development Division.

Items:

2. Operational Costs - UWI: includes costs for advertising, communications, administrative and secretarial services, local travel, report preparation.

6. UWI - Meeting/Workshop:

This meeting will be held in Jamaica and will involve representatives from each campus. Key persons from Haiti, Dominican Republic, and Suriname will also be invited to participate.

UNAIDS -Workshop:

A 3-day interactive training for appropriate professionals (UN HIV/AIDS Focal Points and NPAs) from 13 Caribbean countries and territories will be conducted. These professionals will form a technical network to assist their countries and others to either formulate or facilitate national strategic planning activities.

7. This activity by CAREC will provide technical guidance, equipment and materials to National Laboratories, to facilitate assessment of HIV transmission. This information will allow for cost benefits studies of the MTCT intervention strategies.

9. Personnel for CRN+ for 6.5 months.

(a) Regional Coordinator - 100% of salary. (b) Secretary - 100% salary.

10. Travel and subsistence, materials production, communications and office supplies.

11. Training Workshops:

(a) Regional Planning workshops for CRN+ and collaborating agencies to formulate an integrated work plan. The workshop will identify the areas and issues to be included in CRN+ annual work programme. (b) 'In-country' meetings in Guyana, Jamaica and Haiti to undertake local policy development activities with CRN+ groups. This is to identify issues to be incorporated in the policy of the national CRN+ groups.

12. Equipment:

13. Staff of CAREC:

(a) Regional Advisor (Communications Advisor) - 50% salary. (b) Information Advisor - 15% salary.

Staff at (a) & (b) above, already in place at CAREC.

14. Laboratory support (equipment, reagents, manuals and staff training) Travel and subsistence, materials production, communications and office supplies.

17. Salaries of CHRC staff for three months (identified at:

12a. Director - 20% salary, and 12b. Administrative Secretary - 100%.

18. Travel and subsistence, materials production, communications and office supplies for six months.

20. Laboratory support (equipment, reagents, manuals and staff training)

22. Preparatory activities to establish 'Baseline' data and indicators including:

- Gathering of information on national HIV/AIDS programmes in all Caribbean countries. - Convening of a planning meeting to draft strategic plan of - Implementation and review key HIV/AIDS issues for research, and - Recruit a Field Supervisor to oversee data management process.

23. Staff of PIU:
(a) Accountant. This position will be required to manage the affairs of the PIU on a day to day basis, inclusive of budgetary control, and ensuring adherence to administrative procedures in the pursuit of the objects of the project.

This officer will be required for the entire duration of the start-up programme, not only to fulfil the accounting and financial functions, including setting up of the financial/accounting systems, but to perform the following tasks:

- Preparation and submission of the advertisements - Reception and compilation of responses of applicants - Organizing the logistics of travel and accommodation for interviews - Reception and compilation of reports from the collaborating agencies - Drafting of the consolidated report - Establishing a filing system

(b) Admin/Sec. The main function of this position will be involved in the day to day preparation of financial instruments and supervision of stores and assets.

(c) Settlement costs will cover relocation expenses.

24. Operating Costs: The amounts budgeted under 24a, b and c, reflect current cost of utilities and rental within the country.

24d. The project will benefit from in-house contribution from CARICOM advertising machinery. The amounts budgeted reflect a partial contribution of once weekly advertisements in newspapers in member states.

24e. General office supplies.

24f. Travel costs related to local and regional activities for PIU staff as well as travel and per diem costs for the Short Term Consultant.

24g. Recruitment costs will cover travel and per diem costs for interviewees.

25. Meetings/Seminars

25a. Project Advisory Committee (PAC) meeting (in Trinidad), involving travel and per diem for 3 participants.

25b. Project Management meetings, involving travel and per diem for an average of 18 participants from regional institutions for a period of 3 days.

26. The equipment will be for the life of the project and will include computerware, printing and other office equipment, stationery, installation and installation costs (some expansion in a, b and c under this item).

Equipment Budget

EQUIPMENT	AMOUNT	UNIT COST (US$)	TOTAL COST (US$)
Desktop Computer	2	2,000	4,000
Laptop Computer	1	2,000	2,000
Printer	1	1,500	1,500
UPS	2	800	1,600
Stabilizer	2	800	1,600
Anti-glare Screens	2	100	200
Photocopier	1	9,000	9,000
Scanner	1	600	600
Workstations	2	300	600
Furniture			3,000
Spares			590
Facsimile	1	900	900
TOTAL 25,590

27. Technical Assistance.
(d) Short Term Consultant (STC) will be employed for 4 months in order to supervise the setting up of the PIU and initiate the development of the longer-term programmes.

ANNEX 2

OUTLINE TERMS OF REFERENCE FOR SHORT-TERM CONSULTANT

Background

See Background Section of Start-up Work Programme

Objective

The purpose of this short-term technical assistance is to assist the CARICOM Secretariat in launching the regional HIV/AIDS project including in particular the preparation of technical documentation for the project.

The consultant will be recruited under contract to the CARICOM Secretariat and will initially work under the supervision of the CARICOM Head of Human and Social Development Division and subsequently under the supervision of the Project Manager, once recruited.

Main Tasks

The main tasks to be carried out by the consultant shall include the following:

Assist in the recruitment of the Project Manager and the Project Implementation Unit (PIU) temporary staff. Prepare a written assessment of the short-term staff engaged for the period of the Start-up Work Programme. Assist in the coordination of preparatory activities being carried out by the participating institutions. Assist in the establishment and formalisation of the Project Management Group (PMG) and Project Advisory Group (PAG). Prepare the project inception workshop and inaugural PMG and PAG meetings. Prepare terms of reference and technical and contractual documentation for the service/grant contracts with the participating institutions. Prepare the first annual work programme and cost estimate. Assist in the preparation of progress and other technical reports. Carry out other tasks as indicated by the Project Manager/CARICOM Secretariat.

Qualifications

University degree in Public Health Administration or related discipline. Ten years managerial experience, at least seven of which would have involved close interaction with international donor agencies. Experience in Public Health Administration and project management. Knowledge of the financing and operational procedures of the European Union. Good communication and interpersonal skills.

Duration

4 work months.