The CCM has two constituted core committees to support the CCM to carry out its functions. These committees are the Executive and the Oversight Committees. Members of the committees are nominated by the CCM General Assembly. Terms of reference for the 2 committees are provided in the CCM Governance Manual, including the requisite skills for each committee. Members of the committees are appointed (co-opted) from a combination of CCM members and other technical persons from an expert pool of stakeholders in South Sudan. A CCM member can chair the constituted committees or subcommittees.
The Executive Committee comprises 8-10 members and alternates. It is like a board because it makes urgent decisions on behalf of the CCM. The Oversight Committee is a body is necessary to fulfil Global Fund Eligibility Requirement 3 (B): “The CCM has established a permanent oversight body [committee] with adequate set of skills and expertise to ensure periodic oversight.” Eligibility Requirement 3 (C) sets out the criterion that the oversight body or CCM seeks feedback from non-members of the CCM and from people living with and/or affected by the diseases.
The CCM Oversight Committee has established three subcommittees to provide technical oversight and support to the CCM or implementers in carrying out their roles. The subcommittees have defined terms of reference. The subcommittees meet with Technical Working Groups (TWGs) which are disease-specific (HIV, TB or Malaria).
To fulfil its functions, The CCM has restructured the Oversight Committee into 3 subcommittees, namely:
- The Programmatic and M&E Subcommittee has the following objectives:
- Ensure that grants performance data are collected, analyzed and performance information reported to the CCM as required.
- Ensure that oversight visits to implementation sites (Principal Recipients, Sub-Recipients and beneficiaries) are carried out.
- Meet with relevant senior officials of Principal Recipients, Sub-Recipients and other partners in implement the program of the Global Fund gran including tracing and interact with beneficiaries of the programs of Global Fund grants.
- Collaborate with other partners in identification of cross-cutting challenges, lessons learned, and best practices across diseases and grants.
- Lead investigation and verification of incidents and make recommendations to the CCM-SS for appropriate measures. The procedures of oversight are spelled out in the oversight plan.
- Conduct meetings and/or site visits in order to review information and verify findings from grants reports at least quarterly.
- Submit the recommendations from the results of such reviews, meetings, and visits to the entire CCM.
- The Finance and Resource Mobilization has the following objectives:
- Identifying financial gaps for the three disease areas i.e. AIDS, Tuberculosis and Malaria
- Lead the CCM in coordinating the design protocols and procedures for the engagement of relevant constituencies in CCM applications to the Global Fund through country dialogue.
- Ensure that arrangements for technical assistance and technical working groups for proposal preparations are done.
- Ensure that needs and resource gaps for the CCM work plan and budget are identified.
- Ensure that the CCM resource mobilization strategy is developed, reviewed and updated.
- Ensure that the annual resource mobilization for CCM secretariat work plan and budget are funded.
- Mobilize funds for secretariat from the government and other partners.
- Ensure that standard procedures for concept note are developed, reviewed and updated.
- Form and facilitate concept note development teams, and supervise the teams to ensure concept notes are developed and submitted on time;
- Ensure that a concept note roadmaps clearly indicating activities, timeframes, responsible persons, deliverables and resource requirements, including the budget, is developed, reviewed and updated.
- Ensure facilitation of gathering of information required for concept note, and reviewing the programmatic and financial national gaps, is achieved.
- Ensure the concept notes are submitted to the CCM in time for review, endorsement
- The Procurement and Supply Chain Management Subcommittee has the following objectives:
- Provide oversight of the procurement processes of the PRs in relation to implementation of program activities of Global Fund grants;
- Provide oversight of the procurement activities of the CCM in relation to CCM roles and responsibility that include processes of selection of new PRs;
- Provide oversight of designing of procurement components during preparation of grants applications
- Ensure that a review of the PRs’ Procurement Plans and their performance in relation to grant implementation is effectively done.
- Ensure that PRs’ Procurement and Supply Management (PSM) plans are reviewed so as to assess their efficiency and effectiveness.
- Ensure that procedures that PRs use to procure and supply items are followed according to grant agreements.
- Present to the CCM-SS Executive Committee and the Board procurement issues found in the PRs’ grant implementation processes.
- Ensure that the PRs’ procurement processes comply with the Global Fund and Government of South Sudan procurement requirements and as and how they were stated in the grant agreements and guidelines.
- Ensure that the selection processes of new PRs are transparent and follow standard procedures adopted by the CCM.
- Ensure that PRs’ quarterly and annual procurement reports are reviewed.
- Ensure that the CCM-SS has procurement policies and procedures
- Ensure that all procurement plans are received, reviewed and recommended for approval.
- Ensure that all CCM-SS procurement complies with the Global Fund rules and regulations
- Ensure CCM-SS procurement reports are reviewed
The Oversight Committee does not make final decisions, only makes recommendations for the Plenary. The purpose of the subcommittees is to facilitate CCM Oversight Committee in identifying issues, problems and bottlenecks by reviewing reports from implementers in their thematic areas, enquiring into the report details as necessary and making recommendations to the CCM for decision making.