the jprm joint program planning and review mission who country office, tehran 21 february 2006
TRANSCRIPT
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The JPRMJoint Program
Planning and
Review Mission
WHO Country Office, Tehran
21 February 2006
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Objective
•To brief the new team members on the JPRM document and its elements
•To orient the programs on ways for timely correct implementation of the
program of collaboration
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Structure of the presentation
•JPRM Document
•Elements of the program of collaboration
•Expense types and requirements for request
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The JPRM Document
Structure
&
Elements
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The Structure
•A results based planning processA results based planning process•CollaborativeCollaborative•Aims at the National, Regional & Aims at the National, Regional &
Global prioritiesGlobal priorities•Planning elementsPlanning elements::
–Expected ResultsExpected Results•ProductsProducts
–ActivitiesActivities»Activity ComponentsActivity Components
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JPRM Document
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JPRM Document
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JPRM Document
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JPRM Document
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JPRM Document
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How to request
•The requests should be:
–Received to WHO Office through the International Relations
Department
–Clear
–On Time
–Detailed basic minimum standards
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Basic Minimum Standards
•An official request from the International Relations Department
•Allotment Number
•AMS Code
•Detailed Terms of Reference
•Date/dates (duration)
•Agenda/Program (tentative)
•Bank Account Details (if applicable)
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The Expense types
•APW: agreement for Performance of Work•FEL: Fellowships•HLT: Health Literature•LCS: Local Costs•MIS: Miscellaneous•MTG: Meeting•NTA: National Training Activities•REC: Recruitment•S&E: Supplies and Equipment
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Agreement for Performance of Work
APW
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APW
•Request from the International Relations Department
•Allotment & AMS Code
•Detailed Terms of Reference
•Clear Outcomes and phases
•Date/dates (duration)
•Bank Account Details (institutional)
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APW•With non governmental staff in their own capacity and
government departments (Payment to the institution’s account , not individuals) up to the equivalent of US
$10,000 and with institutions using double signatory bank accounts up to US $ 25,000. The following
conditions must be satisfied:
–Competition has been demonstrated and documented in a note for the record
–There is no research involving Human beings
–Funds are available as per RAMS in the same product and the deliverables are produced outside WHO
premises
–A timetable of deliverables linked to the budget breakdown on the same form as for local costs is
attached
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APW
•APWs are not to be used for “Staff” kind of duties, as no insurance cover exists
under APWs (does not create employer/employee relations)
•APWs should not be used to government officials for work that falls within their normal responsibilities, as this might
constitute salary subsidy , which is against WHO policy
•Advances are limited to 20%, and based on clear necessity , demonstrated
and documented by the budget time-table which must be attached to the
APW.
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Fellowships
FEL
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Fellowships
•A WHO fellowship, as a significant component of human resources development, encompasses a range of specially tailored training modalities of determined duration for individuals and groups in the fulfillment of specific learning objectives,
corresponding to approved health and health-related plans, policies, and priorities, and
aiming at relevant impact in the context of national capacity building. Such training may be of short or long duration and may take place in
an appropriate training institution or the field inside or outside the fellow's home country.
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Fellowships
•The application for and the award of a fellowship constitute a joint undertaking by
WHO, the host country, the fellow and the government; thus:
–WHO, in agreement with the government and the fellow, establishes appropriate plans for study, makes
the necessary arrangements with countries and training institutions, and provides financial assistance
–the host country (in cases of study abroad), agrees to provide the course of study prescribed for the fellow ;
–services of the fellow are placed at the disposal of the national health administration on return to the home
country ;–the government, as specified on the application form,
gives its assurance that it will make full use of the knowledge and experience gained by the fellow, and that the status, seniority, salary, pension and similar rights of the fellow will not be adversely affected by the fellow's absence from duty in the home country.
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Fellowships Will be awarded to:
•who are, or who will be, engaged in medical or health work in their national health organization (national
health administration; health service of other governmental administration, local authorities,
research and educational institutions), and whose applications are supported by their national health
administration (ministry of health or equivalent authority);
•for whom the national health administration is prepared to certify that, if a fellowship is granted, full
use will be made of the fellow's services in the field covered by the fellowship;
•who have not less than two years' experience in the subject they wish to study (except for undergraduate
studies);•who have exhausted the opportunities available in
their own countries for studying that subject;•who submit subjects for study which are directly
connected with the country's own health programmes;
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Fellowships Will be awarded to:
•who undertake in writing to continue in, or place their services at the disposal of, a national health administration immediately after their fellowship for specified minimum periods in relation to the
duration of the fellowship granted as follows:–one year of service for fellowships of less than six
months;–two years of service for fellowships of six months to two
years;–three years of service for fellowships of more than two
years.
•who are in good health and, normally, are not over 55 years of age if the retiring age is 60 or above,
nor over 50 if the retiring age is below 60
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Fellowships Will be awarded to:
•who are able to speak, read and write a language which can be used
for the proposed studies .
–A statement from a reliable source confirming the proficiency of applicants
in the languages needed for their studies is an essential requirement.
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Fellowships
•When fellowships are granted for long-term studies the government concerned is asked to undertake that, if for any reason
WHO cannot continue the fellowships in subsequent years, it will make financial provision for the students to complete
their studies.
•It may be necessary to provide official proof of language proficiency as
determined by the regional office of study.
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Fellowships
•It should be the aim of regional offices to have received all applications at least
six months in advance of the proposed starting date
•Applications must be made on the WHO Fellowship Application Form (form WHO
52)
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Fellowships
•The regional director, based upon the recommendation of the fellowship officer,
may reject an application if:–(a )the proposed fellowship is not justified in terms of
the study programme ;–(b )the qualifications of the candidate, technical
background and knowledge of the language of study will not permit full benefit to be drawn from the
fellowship ;–(c )the candidate's health is questionable; or –(d )the application should not be accepted or should
be postponed for other reasons.
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Fellowships
•Changes in a study programme after it has been established, even if the award has not yet been issued, are undesirable primarily because of the
difficulties which they cause to the countries and institutions of study .
•Regional offices of origin should keep the regional office(s) for the region (or regions) of study
informed of any approaches made to them for changes in programme, extensions, etc.; and
•fellows should be asked to address all correspondence concerning changes in their
programme, etc. to the regional office for the region of study .
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Fellowships
•After placement has been arranged and funds have been obligated, the regional
fellowships officer prepares a Letter of Award.
•The Letter of Award, is the only certificate relating to the studies issued by WHO
•The Letter of Award indicates how the fellow is to obtain tickets for authorized travel.
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Fellowships
•Fellows are required to make their own arrangements for hotel accommodation .
•They are responsible for paying their own hotel bills, including cancellation fees, whether or not the cancellation is due to circumstances beyond
their control
•Fellows will receive their termination allowance from their Region of Origin upon return home and
only after submitting their termination report .
•WHO pays tuition fees for courses included in study programmes
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Health Literature
HLT
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HLT
•Includes the following:–Books–Journals–e-Journals–Subscriptions
•Subscription to all periodicals should be endorsed by the Ministry of Health and
Medical Education
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HLT
•Essential elements required
•Books:–Full title, Author(s), Publisher, Year of
Publication, Edition, ISBN
•Periodicals:–Full Title, ISSN, Year, Volume(s)
•For non-printed materials:–Bibliographical information (as stated above)
plus type of media
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Local Cost
LCS
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LCS
•Printing and publishing materials:
–Three quotations
–Clear specifications
–Clear date of delivery (duration)
•Some of the local expenses for field activities
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Miscellaneous
MIS
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MIS
•Ad hoc one-time payment
•No contracts involved
•Should not exceed 1% of all domestic expenses (APWs+LCS+NTAs)
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Meeting
MTG
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MTG
•Covers any type of meeting that requires issuance of Travel Authorization (TA)
•TIMELY nomination of the candidates by the International Relations Department
ATTACHED with a clear copy of the passports of the nominees.
•Full contact details & designation of the candidates
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MTG
•Validity of passports for at least 6 months from the travel date.
•Medical Certificate for Egypt entry visa.
•Obtaining Visa is responsibility of the nominees unless visas are not issued by
the concerned mission in Iran.
•Candidates should read carefully the documents and information Bulletins shred
with them on the meeting.
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National Training Activity
NTA
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NTA
•Request from the International Relations Department BEFORE the activity
•The maximum period to authorize an NTA is 3 months ahead of the due date
•Completed NTA form on the given template
•Allotment & AMS Code
•Date/dates (duration)
•Workshop Agenda/Program, including timings and facilitators for each session
•List/name of the participants along with their work address and position held
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NTA
•List of facilitators and their CVs
•Bank Account Details
•Clear, SMART training objectives
•F/P ratio* 1:8
•Statement Of Account for the previous NTAs and for this one max. 15 days later
•Copies (hard or soft) of training material, e.g. overheads/slides or handouts to be
used, if available.
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Title of the NTA
Background:Who, Where, Why…?
Smart Objectives: What
do you intend to achieve?
Dates & Duration
UMS and venue
Total amount requested and the
breakdown
How?Workshop, presentation,
lectures, etc..
How Many participants from the same location and elsewhere?
How many facilitators from
the same location and elsewhere?
Ratio of facilitators/participants should be 1/9 or more
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Facilitators
NTA Fields Identification
ParticipantsNo of per.
No of days
Same location
25% of No. of pr X
No. of days X Perdiem
Allotment AMS Code After 60 days Perdiem
Mandatory Information
Sticker No.
Elsewhere
50% of No. of pr X
No. of days X Perdiem
Same location
50% of No. of pr X
No. of days X Perdiem
Elsewhere
75% of No. of pr X
No. of days X Perdiem
+ +
Sub total = sum of participants and facilitators
Misc. = 10% )sub tot. + stationary(Stationary = 10% Sub total
Total for obligation = Sub total + Stationary + Misc.
No of per.
No of days
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Recruitment
STC
SSA
STP
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REC
•Creates employer/employee relationship
•Different types:
–Short Term Consultant (STC)
–Special services Agreement (SSA)
–Short Term Professional (STP)
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STCs
•Request from the International Relations Department attached with the STC request
form at least 8 weeks before the assignment date
•Allotment & AMS Code•Detailed Terms of Reference•Date/dates (duration)•Agenda/Program (tentative)•Name, contact details and CV (for non
WHO STCs)
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STC
•In the program of every and each STC the following should be included:
–A briefing meeting with the WHO Representative technical unit on the first
day of the mission–A 2 hours presentation on the topic–A debriefing meeting with the WHO
Representative and the technical unit on the last day of the mission
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STC
•The TOR will be developed in collaboration
with the relevant technical unit in
the WHO Representative
Office
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Supplies and Equipment
S&E
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Acquisition of S&E: Types
•Local purchase order through WR delegation of authority
•Local purchase order through EMRO (LPO & DPO)
•Internal Commitment (I.C.)
•Purchase through PRS/HQ (PAs/POs)
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Acquisition of S&E: General
•WHO standard requisition form
•Item description, unit of issue, quantity, unit price, and total price
•Basic equipment and essential accessories
•References (suppliers catalogues, price lists, previous POs)
•Priority order
•Consignee address, Telephone, Fax, E-mail, etc.
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WHO Requisition Form
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Acquisition of S&E: General
•Allotment no., AMS code, Activity code, JPRM
•Terms of delivery (Urgent, Top urgent, Emergency)
•Project Manager (signature)
•WR (endorsement)
•Date of submission and the deadline at end of biennium
•Packing, Freight, and insurance (PFI)
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Acquisition of S&E: Local Purchase
•Acquisition of S&E (general)
•Minimum of 3 local quotations (up to $ 15,000)
•Sealed quotations for potential suppliers (> $ 15,000)
•Single Source Supplier / Justification•Quotation analysis, recommendations,
justifications
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Local quotations
•Uniform (request for quotation)•Original•Supplier’s data•Offered items
•Offered terms (validity, delivery, payment, warranty, country of origin)
•Tax free•Installation•Standard specifications