Operational Policy Advisor - GL D - Temporary until 31 Dec 2019
To support the Global Fund’s mission of ending the epidemics and enable efficient portfolio management, Grant Management Division must operate with up-to-date and robust portfolio data, aligned business processes and integrated systems within a framework of continuous improvement.
The grant management Operational Efficiency Team 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 Advisor, Operational Policy advises on the translation of Board policies and Senior Management direction into grant regulations / operational policies. S/he provide input into the conceptualization, development/revision and roll-out of grant regulations/operational policies, to ensure alignment with pre-existing regulations / operational policies and to address identified gaps. S/he acts as quality check-point, ensuring high quality, well-articulated, and well-structured outputs are produced.
S/he provides customized guidance and support to Country Teams, Functional Teams, Senior Management and in-country stakeholders on grant management policies, processes and tools including approaches to differentiation and challenging cases. S/he acts as the focal point for the Executive Grant Management Committee and the Emergency Fund.
The Advisor, Operational Policy is recognized internally as the grant management regulation / operational policy expert providing content and professional leadership in this field.
Key responsibilities include:
Coordinating the integrated development grant management regulations / operational policy:
Works closely with the Strategy and Policy Hub and Legal and Compliance Department to ensure effective transition between Board policy decisions and their translation and integration into Secretariat regulations for implementation;
Acts as liaison to communicate operational issues into high level strategies and policies, highlighting key upcoming policy decisions to Grant Management leadership and soliciting and summarizing key Grant Management perspectives for effective contribution to policy development;
Advise and work with Officers, Operational Efficiency on the best structure for operational policy notes / grant management regulations, including:
identifying grant management regulation / operational policy gaps and needs;
if needed, personally drafting grant management regulations / operational policy notes;
providing quality assurance of grant management regulations / operational policies, reviewing documents for structured thinking, clarity and simplicity of language and consistency with other policies and regulations;
facilitating the approval process with senior management through the Executive Grant Management Committee;
reviewing the change management materials (training and communications) for launching new and revised grant management regulations/operational policy notes.
Maintains the regular updating of the internal and external Operational Policy Manual as a central repository of grant management regulations / operational policies to support Country Teams in their daily work.
Contributes to the development of a robust knowledge library on grant management frequently asked questions; reviewing FAQs periodically for clarity and accuracy.
Undertakes analysis and updates the portfolio categorization and differentiated portfolio approach process (through opt-in/out process) in line with the differentiation framework.
Participates and supports training of country teams, in-country stakeholders and partners on Global Fund regulations / operational policies.
Providing hands-on support to Country Team in the most challenging situations
In coordination with the appropriate focal point within the Operational Efficiency Team, provides expert advice and support to Country Teams in the implementation of regulations / operational policies including those that are facing challenging situations/decisions or planning alternative approaches that require strategizing and proposing innovative solutions.
Act as focal point for the Emergency Fund, advising country teams on whether and how to apply, coordinating the review of Emergency Fund applications by the Executive Grant Management Committee (EGMC) , ensuring compliance with reporting requirements to the Board, S/he leads the updating of the Emergency Fund guidelines and pre-qualification of implementers.
Supporting Senior-management operational policy fora
Coordinates the Executive Grant Management Committee including setting meeting agenda and drafting meeting summaries and relevant communications, defining EGMC process, reviewing and processing of requests submitted for EGMC approval.
Develops or contributes to papers and reports for the Board and its Committees on high level grant management policies requiring Board decision and implementation oversight and supporting the review and approval process of these policies.
Drafts responses to queries by senior management or Board and Committee members on Global Fund grant management regulations / operational policies and special initiatives.
Participates in and supports special projects and initiatives requiring inputs on grant management regulations/operational policies.
At the request of the Head, Grant Portfolio Solutions and Support or the Senior Manager, Operational Efficiency undertake additional tasks to allow GPS to flexibly respond to evolving priorities or urgent needs of the Global Fund.
Subject to change by the Executive Director at any time at his/her sole discretion.
Advanced university degree in public policy, law, public health, social science or other relevant area or equivalent professional training or self-study/work experience.
Several years of professional experience, including in policy development, business analysis or program planning and management.
International experience, including in an international organization, non-profit or private sector, an advantage and
Hands-on experience of Global Fund grants, within the Secretariat, as a Recipient, a Local Fund Agent or a partner organization.
An excellent knowledge of English and preferably a good working knowledge of French or one of the following: Arabic, Chinese, Russian, and Spanish. Knowledge of other languages would be an asset.
Technical Competencies :
Policy Acumen: Exceptional knowledge of policy development. Understands the values and principle behind policies and uses that knowledge to resolve non-standard business situations; seeks best practices in policy application and contributes substantively to policy development.
Grant Management: Good knowledge in all phases of and requirements for successful grant design, negotiation and implementation .
Analytical : Ability to understand and synthesize complex issues rapidly, precisely and with political astuteness.
Communication : Excellent written and oral communication.
Organization & Planning : Strong demonstrated ability to plan, organize and coordinate services; Strong ability to handle multiple tasks and recognize priorities, working within tight deadlines.
Service delivery: Ability to deliver results on time and under high pressure; ability to multi-task effectively across multiple projects.
Technology : Proficiency in MS Word, Excel and Power Point.
Structured and critical thinking to solve problems
Sound judgment and timely decision making, based on rigorous analysis
Interpersonal diplomacy and influencing skills
Service delivery mentality
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