PEPFAR Ethiopia US Embassy Small Grants Program

This is a continuing activity whose implementation will revert to the activities detailed in COP07 and COP05.

COP08 proposed that the administration of the Small Grants Program be transferred from the Embassy's

Small Projects Office (SPO) to a PEPFAR Ethiopia New Partners Initiative partner, which would assume

responsibility for overseeing and providing capacity-building technical assistance to grantees. However, this

plan was never implemented and the SPO retained management of the Small Grants Program.

The Small Grants Program will continue providing financial support that enables community- and faith-

based organizations, as well as groups of People Living

With HIV (PLWH), to implement HIV/AIDS prevention and care and support activities that are aligned with

the programming and priorities detailed in PEPFAR Ethiopia's

COP09.

Launched in February 2007, the Small Grants Program has provided financial support to 14 projects - ten

Care and Support and four Prevention - totaling $343,609.74. The grantees are dispersed across five

regions with most in urban centers and large towns. Supported projects have: 1) provided educational,

medical, housing and psycho-social support to OVC; 2) generated sustainable income for PLWH, OVC,

OVC guardians, and those at high risk for HIV/AIDS; 3) raised public awareness of HIV/AIDS with special

attention devoted to the unique needs of people with disabilities; and 4) established linkages between

clinical VCT and PMTCT and community-based RH/FP programs to increase access to and uptake of

HIV/AIDS services.

The program's challenges center on the limited capacity of indigenous Ethiopian NGOs, whose program

designs, implementation plans and technical proficiency often are inadequate. In response, in COP09 SPO

staff will identify and engage prospective applicants and grantees in capacity strengthening opportunities

available through PEPFAR Ethiopia (e.g., partners' retreats and meetings).

Selection criteria and program parameters for the COP09 Small Grants Program will ensure compliance

with USG procurement regulations. SPO staff will work closely with the Prevention and Care and Support

TWGs to identify and assess funding proposals in accordance with program guidelines. Funding requests

will be reviewed by the relevant TWGs for technical concurrence and approval. For those proposals

deemed to be technically sound, Small Projects Office staff will conduct organizational assessments to

determine the applicants' capacity to implement the proposed activities. Grants will be awarded to those

applicant organizations that demonstrate sound program and fiscal management.

Placing emphasis on sustainable programming, in COP09 the Small Grants

Program will strategically solicit new community- and faith-based partners whose HIV/AIDS prevention and

care and support activities will contribute to the achievement of PEPFAR Ethiopia targets. Special attention

will be given to Most At Risk Populations (MARPs) and to identified geographic "hotspots" (e.g., small

towns, market centers and the Gambela Region). With an allocation of $300,000 and a funding range of

between $5,000 and $30,000, the Small Grants Program will award no fewer than 10 and no more than 60

grants.

New/Continuing Activity: Continuing Activity

Continuing Activity: 19562

Continued Associated Activity Information

Activity Activity ID USG Agency Prime Partner Mechanism Mechanism ID Mechanism Planned Funds

System ID System ID

19562 19562.08 Department of US Department of 7480 116.08 $300,000

State / African State

Affairs

Table 3.3.18:

PRM M&S component

This is a new staffing request for FY09:

PEPFAR funded HIV/AIDS programs for refugees in Ethiopia have increased seventeen fold since FY06

(from $89,000 in FY06 to over $1,600,000 in FY08) to cover a wide range of services including PMTCT,

VCT, OVC, prevention through AB and OP activities, and Care and Support for PLWH. Concurrent to the

rapid expansion of refugee programs in Ethiopia has been a dramatic increase in workload for the US

Embassy's Regional Refugee Coordination Office. The Refugee Assistant position is being expanded to a

full time position so that 20% of the incumbent's time can be spent managing the PEPFAR portfolio.

Currently, no portion of the Refugee Assistant position is funded through PEPFAR though the incumbent

spends approximately 20% of her time managing the PEPFAR portfolio. The Regional Refugee

Coordinator's Office would like to expand the position with the help of PEPFAR funds to enable better

oversight of the refugee programs.

Refugee Assistant PEPFAR related responsibilities will include:

•Serving as the primary representative at USG PEPFAR fora including Collaborative Team meetings,

Technical Workgroup discussions, COP preparation, and other US Embassy HIV/AIDS initiatives that

include refugee programming;

•Conduct monitoring and evaluation of refugee PEPFAR programs and implementing partners in Ethiopia;

•Work with representatives from international organizations, NGO implementing partners, and the

Government of Ethiopia's Agency for Refugee and Returnee Affairs in Addis Ababa to design refugee

HIV/AIDS programs that meet the needs of refugees in Ethiopia;

•Provide administrative support such as maintaining project filing and tracking systems, coordinating travel,

budget tracking, and managing annual and semi-annual reporting processes.

New/Continuing Activity: New Activity

Continuing Activity:

Table 3.3.19:

April Reprograming 2009

HVMS

COP ID:XXX

Project Title:PEPFAR Coordination Office Management and Staffing

Mechanism Name:NA

Mechanism Number:NA

Partner:Department of State

Funding: $576,887

Funding Agency:Department of State

ACTIVITY HAS BEEN MODIFIED IN THE FOLLOWING WAYS:

This is a continuing activity from COP 08. In COP'09 correction is made to the staffing database removing

all new regional, advisory and administrative positions that the coordination office proposed in COP 08.

Currently, the office has four staff. The Pepfar Coordinator is now in place; other staffs are an Administrative

Assistant, a Communication Specialist and SI Liaison officer. The coordination office also has moved to a

larger office within the Embassy premises to accommodate the newly hired staff.

In order to manage the COP, the Coordination Office proposes a new COP manager position, who will also

serve in the capacity of a Deputy Coordinator. The COP manager is responsible for developing COP

calendar, the coordination, compilation, verification, revision and completion of the Country Operation Plan,

and development, maintenance, and interpretation of various COP related information.

The proposed Management and staffing funds will be used to fund the currently approved staff and other

management related costs to support the costs related to (a) meetings held in commercial spaces such as

our quarterly All Partners meetings, COP planning meetings, and special technically-focused meetings; (b)

invitational travel - primarily for government officials to attend the PEPFAR annual meeting and special

regional meetings; (c) printing of PEPFAR and MOH HIV/AIDS publications; (d) Coordination office staff

travel in-country travel and to the PEPFAR annual meeting; and (e) equipment needed to fulfill the duties of

the office.

COP 08 Activities

In FY07 the Coordination Office staffing level did not keep pace with the continual expansion of duties and

responsibilities assumed or assigned to it. Indeed cancellation of searches for positions by the former DCM

left the Coordination Office for several periods with just the Coordinator and Administrative Assistant.

Coordination of the five PEPFAR agencies is inherently challenging, and made more so when the office

mandated to perform the function is understaffed. Under the leadership of our new Ambassador, the

Coordination Office has performed a staffing assessment and bases its staffing proposal on it.

In FY2008, the Coordination Office proposes to recruit two deputy coordinators: one focused on

administration and finance, and the other on program services. These positions will greatly strengthen the

Coordination Office's role in supporting our USG agencies charges with implementation of the PEPFAR

program. The positions proposed support the essential elements of interagency coordination and will be

key to achieving the Staffing for Results objectives. Summaries of the new positions follow.

Deputy Coordinator for Program Services - The Deputy Coordinator for Program Services (DCPS) is

responsible for providing a support and leadership for a complex range services to support and strengthen

the interagency PEPFAR program. The DCPS assists the Country Coordinator in providing oversight and

technical direction. The scope of this work involves strengthening programmatic coordination and ensuring

that all technical/program areas are of the highest quality and integrated making the most effective use of

PEPFAR resources. The DCPS is responsive for maintaining excellent working relationships with and

between implementing partners, government officials and other PEPFAR stakeholders. The DCPS will be

responsible for promoting effective communication between the PEPFAR Ethiopia Country Team. As a

member of the Coordination Office leadership team, the DCPS is expected to play a key role in policy or

management related decisions and subsequent actions.

Deputy Coordinator for Administration and Finance - The Deputy Coordinator for Administration and

Finance (DCAF) is responsible for management of the Coordination Office and provision of key support

services within the area of finance and administration. The DCAF will ensure this support is of high quality

and meets needs identified with program staff. The DCAF will oversee strategic budgeting and budget

formulation and control, procurement planning and execution, human resources, administration, logistics,

and IT staff. S/he will lead the development and implementation of appropriate systems in these areas,

ensuring proper implementation and adherence to USG and PEPFAR Ethiopia policies, procedures and

guidelines. The DCAF will also be a key participant in the Country Operational Plan planning process to

ensure the provision of relevant and timely financial data for regular monitoring and strategic processes.

The DCAF will be responsible for promoting effective communication between the PEPFAR Ethiopia

Country Team. As a member of the Coordination Office leadership team, the DCAF is expected to play a

key role in policy or management related decisions and subsequent actions.

Country Operational Plan and Information Systems Manager - The Country Operational Plan and

Information Systems Manager is responsible for the coordination, compilation, verification, revision and

completion of the Country Operating Plan, and development and maintenance of various information

systems that support the work of the PEPFAR Ethiopia Country Team.

Activity Narrative: Regional PEPFAR Program Coordinators (RPPC) (6) - The RPPC is responsible for providing support and

leadership for a complex range services to support and strengthen the interagency PEPFAR program within

a specified region of the country. The RPPC assists the Deputy Coordinator for Program Services in

providing oversight and technical direction to PEPFAR partners and government officials in the designated

region. The scope of this work involves providing technical assistance and support in the coordination of the

design, implementation, and evaluation of PEPFAR activities. The RPPC will coordinate and develop further

links between the GFATM and PEPFAR. The RPPC will work to strengthen programmatic coordination and

ensure that all technical/program areas are of the highest quality and integrated thus making the most

effective use of PEPFAR resources. The RPPC is responsible for maintaining excellent working

relationships with and between implementing partners, government officials and other PEPFAR

stakeholders in the designated major regions.

The Health Resources Capacity Advisor (HRCA) - The HRCA is responsible for overseeing and working at

the federal level to oversee linkages between the Global Fund, the World Band and PEPFAR. The HRCA

will have direct communication with HRCAs that will be located at the RHBs in 11 different regions

throughout Ethiopia. The HRCA will provide technical assistance and support in the design, implementation

and evaluation of health professional development activities and interventions for the 11 regional HRCAs.

The Advisor will apply cutting edge methodologies for harmonization, analyze data and evaluate GF and

PEPFAR performance and work to increase the human capital and retention in the regions.

Health Resources Capacity Advisor (11) - The Health Resources Capacity Advisors will be in 11 different

regions throughout Ethiopia and will provide technical assistance and support in the design, implementation

and evaluation of health professional development activities and interventions. The Advisors will coordinate

and develop further links between the Global Fund and PEPFAR.

Technical Support Advisor - The Technical Support Advisor serves as the Coordination Office's operational,

logistical and administrative assistant and is responsible for developing, supporting and advancing the

utilization of technical tools and documents that serve to strengthen the scientific foundation of the PEPFAR

Ethiopia program. The Technical Advisor will assist the Country Coordinator to support the PEPFAR team

by developing, supporting and advancing the utilization of a variety of technical tools and documents that

serve to strengthen the implementation of the PEPFAR Ethiopia program. Specific responsibilities include:

Chair the Policy Analysis and System Strengthening Technical Working Group; provide writing and editing

support to the Coordinator and edit technical documents prepared by PEPFAR Ethiopia teams and

members; research and draft technical papers under the guidance of appropriate technical officers on the

USG team and in implementing partner organizations, donors, and the Government of Ethiopia; provide

logistical support in events planning including PEPFAR-related visits, such as technical assistance and core

team visits, as well as periodic partner meetings and conferences; oversee planning of PEPFAR Ethiopia

team field visits and coordinate logistical planning with the CDC and Embassy Events Planners; provide

analytical, organizational, administrative, and logistical support to various special projects and event;

undertake research efforts in support of the work of the TWG, Collaborative Team and Executive Council;

and Lead special PEPFAR Ethiopia research initiatives; develop and maintain a database of technical

resources including official OGAC and GOE technical documents, NGO, academic and implementing

partner resources, and online sites.

Public Policy Advisor - (part-time) - The Public Policy Advisor (PPA) is responsible for development,

oversight, review, and evaluation of PEPFAR Ethiopia, Government of Ethiopia, United States Government,

Office of the Global AIDS Coordinator policies and regulations, and Global Fund for AIDS, TB and Malaria

policies regarding their affect on the planning, implementation and management of the Country Operational

Plan and related activities by the PEPFAR Ethiopia Country Team. The PPA will be the recognized in-

country authority and point of contact for the USG and implementing organizations staff on issues related to

PEPFAR policies.

Finally, in FY08 the Coordination Office will require funding to support the costs related to (a) meetings held

in commercial spaces such as our quarterly All Partners meetings, COP planning meetings, and special

technically-focused meetings; (b) invitational travel - primarily for government officials to attend the

PEPFAR annual meeting and special regional meetings; (c) printing of PEPFAR and MOH HIV/AIDS

publications; (d) Coordination office staff travel in-country travel and to PEPFAR the PEPFAR annual

meeting; and (e) equipment needed to fulfill the duties of the office.

New/Continuing Activity: Continuing Activity

Continuing Activity: 16612

Continued Associated Activity Information

Activity Activity ID USG Agency Prime Partner Mechanism Mechanism ID Mechanism Planned Funds

System ID System ID

16612 5643.08 Department of US Department of 7480 116.08 $343,886

State / African State

Affairs

10409 5643.07 Department of US Department of 5476 116.07 $745,419

State / African State

Affairs

5643 5643.06 Department of US Department of 3747 116.06 $110,000

State / African State

Affairs

Table 3.3.19: