COMMUNITIES DELEGATION of the Board of the Global Fund to Fight AIDS, Tuberculosis and Malaria

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1 DELEGATION HANDBOOK OF THE COMMUNITIES LIVING WITH HIV, TUBERCULOSIS AND AFFECTED BY MALARIA DELEGATION OF THE BOARD OF THE GLOBAL FUND TO FIGHT AIDS, TUBERCULOSIS AND MALARIA The Communities Delegation Handbook has been developed by the Communities Delegation as a tool that ensures Members understand their roles in supporting and guiding the leadership and decision-making roles of the Board Member and Alternate Board Member. The Handbook is designed to be easy to read, digest and understand. It is not meant to be a comprehensive manual covering all the details of the Global Fund and its operations, nor of the Communities Delegation operations but acts as a starting point to support Members of the Communities Delegation to participate more actively and effectively in decision-making processes. The Handbook will be updated regularly. It is divided into separate sections so that individual sections can be updated as needed. Updated 23 rd December

2 Table of Contents I. ACRONYMS 4 II. OVERVIEW OF THE GLOBAL FUND 6 HISTORY OF THE GLOBAL FUND 6 GOVERNANCE OF THE GLOBAL FUND 6 III. OVERVIEW OF THE COMMUNITIES DELEGATION 8 HISTORY OF THE COMMUNITIES DELEGATION 8 GOAL, VISION & MISSION 9 IV. STRUCTURE AND WORK OF THE COMMUNITIES DELEGATION 10 COMMUNITIES DELEGATION COMPOSITION 10 COMMUNITIES DELEGATION LEADERSHIP 11 ADMINISTRATIVE WORKING GROUP 12 MEMBERS 13 PERFORMANCE REVIEW 13 WORK OF THE DELEGATION 13 WAYS OF WORKING 13 COMMUNITIES DELEGATION RETREATS 14 BOARD MEETINGS 14 PREPARING FOR BOARD MEETINGS WORK AT THE COMMITTEE LEVEL 15 ELECTRONIC WORK AND CONFERENCE CALLS 15 INFORMATION SHARING 16 COMMUNITIES DELEGATION MEMBERSHIP EXPERTISE 16 INFORMATION ON COMMUNITIES DELEGATION COMMUNICATIONS 16 RECRUITMENT 17 DELEGATION FUNDING 17 V. STRATEGY OF THE COMMUNITIES DELEGATION VI: ANNEXES 18 ANNEX 1: TERMS OF REFERENCE BOARD MEMBER AND ALTERNATE BOARD MEMBER 18 ANNEX 2: TERMS OF REFERENCE COMMUNICATIONS FOCAL POINT 21 ANNEX 3: TERMS OF REFERENCE COMMUNITIES DELEGATION MEMBERS 26 ANNEX 4: CONFLICT OF INTEREST POLICY 30 ANNEX 5 TERMS OF REFERENCE ADMINISTRATIVE WORKING GROUP 34 ANNEX 6 - CONFIDENTIALITY AGREEMENT 37 ANNEX 7: TRAVEL POLICY 39 ANNEX 8: PERFORMANCE REVIEW OF BOARD MEMBER, ALTERNATE BOARD MEMBER, & DELEGATION MEMBERS 42 ANNEX 10: COMMUNITIES DELEGATION MEMBERS LIST AS OF 8 TH JANUARY

3 WHO WE ARE AND WHAT WE STAND FOR The Communities Delegation has integrity and values and does not compromise; we put people first and foremost. We are bold in our ambitions with a unity of purpose, never intimidated, not giving up or not giving into undue pressure. The Delegation is open, transparent and accountable. We stand out because we are living with the diseases and bring a human face to the reality of HIV, TB and malaria. Other Board Delegations, and the Global Fund leadership, listen when we speak. We are at the forefront of advocacy, resource mobilisation and committed to human rights in Global Fund programmes. We engage with our communities, and influence decisions with the ultimate aim to provide the best care and treatment for the three diseases, and to support communities avoid infection. We say and we do, and it is always about real people and their challenges. The platform that the Delegation has created allows us to use our expertise and bring our experience to the table in decisions about the money that shapes our lives. 3

4 I. Acronyms COMMUNITIES DELEGATION DICTIONARY AEC Audit and Ethics Committee (following 2011 reforms) AFC Audit and Finance Committee (following TGC recommendations starting 2016) AmFM Affordable Medicines Facility for Malaria CCM Country Coordinating Mechanism ABM Alternate Board Member BM Board Member CFP Communications Focal Point CG Coordinating Group COI Conflict of Interest CoS Continuity of Services CSS Community Systems Strengthening DTF Dual Track Financing EC Ethics Committee (prior 2011 reforms) EGC Ethics and Governance Committee (following TGC recommendations starting 2016) EHRN Eurasian Harm Reduction Network FOPC Finance and Operational Performance Committee (following 2011 reforms) FAC Financial and Audit Committee (prior 2011 reforms) FM Funding Model GAC Grant Approvals Committee GES Gender Equality Strategy GES AP Gender Equality Strategy Action Plan GF Global Fund HLP High Level Panel HSS Health Systems Strengthening KAPs Key Affected Populations KPI Key Performance Indicator MARPs Most At Risk Populations MDC Market Dynamics Committee MDGs Millennium Development Goals MDR-TB Multi Drug Resistance Tuberculosis MoU Memorandum of Understanding MSM Men who have Sex with Men NGO Non-Governmental Organization NSA National Strategy Application OIG Office of the Inspector General OSF Open Society Foundations PIC Portfolio and Implementation Committee (prior 2011 reforms) PSC Policy and Strategy Committee (prior 2011 reforms) RBM Roll Back Malaria RSSH Resilient and Sustainable Systems for Health SDGs Sustainable Development Goals SIIC Strategy, Investment and Impact Committee (following 2011 reforms) SOGI Sexual Orientation and Gender Identities STBP Stop TB Partnership TB Tuberculosis TGC Transitional Governance Committee ToR Terms of Reference TRP Technical Review Panel TSF Technical Support Facility 4

5 UNAIDS UNITAID W4GF WHO Joint United Nations Programme on HIV/AIDS International Facility for the purchase of drugs against HIV/AIDS, Malaria and Tuberculosis Women4Global Fund World Health Organisation 5

6 II. Overview of the Global Fund HISTORY OF THE GLOBAL FUND The Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund) began operations in January This resulted from the global community appreciating more fully the devastation caused by HIV and AIDS worldwide from the late 1990s, and the need to raise and disperse significant new funds. 1 The first round of grants to 36 countries was approved in April Since then, the Global Fund has become the world s largest financier of funded programmes for HIV, TB and malaria. The Global Fund partnership mobilises and invests nearly US$4 billion a year to support programmes run by local experts in countries and communities in need. There have been 17 million lives saved through the Global Fund Partnership, 8.1 million people currently receiving ARV therapy, 13.2 million people tested and treated for TB, and 548 million insecticide treatment nets distributed. 23 GOVERNANCE OF THE GLOBAL FUND The Global Fund Board is made up of representatives of both donor and implementing governments, nongovernmental organisations, the private sector (including businesses and foundations) and affected communities. The Board is made up of 20 voting members and six ex-officio members without voting rights. The former is comprised as two blocs the Donor Bloc and the Implementer Bloc. The Board was designed to have equality between those who give money to the Global Fund and those who implement programmes with the resources. Each Board Member (BM) has an Alternative Board Member (ABM) and they are supported by a Delegation; these are all organised differently. There is a governance reform process looking at the exact structure of each Bloc and the overall Board processes. The Communities Delegation belongs to the Implementers Bloc, which also includes two other civil society Delegations: Developed Country NGOs and Developing Country NGOs. The other seven Implementer constituencies are: Eastern Europe and Central Asia (EECA), Eastern Mediterranean Region (MENA), Eastern & Southern Africa (ESA), Latin America & Caribbean (LAC), South East Asia (SEA), West & Central Africa (WCA), and Western Pacific Region (WPR). The 10 Donor Bloc delegations are currently: Canada and Switzerland; European Commission (Belgium, Finland, Italy, Portugal, Spain); France; Germany; Japan; Point Seven (Ireland, Denmark, Luxemburg, Netherlands, Norway, Sweden); Private Foundations; Private Sector; United Kingdom and Australia; and USA. The ex-officio members are key international development partners - the World Health Organisation (WHO), the Joint United Nations Programme on HIV/AIDS (UNAIDS), and the World Bank (WB) with a seat for Partners, representing public-private partnerships, including Roll Back Malaria (RBM), Stop TB Partnership (STBP), International Facility for the purchase of drugs against HIV/AIDS, Malaria and Tuberculosis (UNITAID). The other 2 non-voting seats are for the Swiss government and the Global Fund Executive Director. The Board meets at least twice annually, and as the governing body of the Global Fund, it exercises the following core functions: Strategy Development Governance Oversight Commitment of Financial Resources 1 For more information on the History of the Global Fund, click here or here 2 The Global Fund Website dated 23 rd December For more information on impact and the three diseases, click here 6

7 Assessment of Organisational Performance Risk Management Partnership Engagement, Resource Mobilisation and Advocacy. Prior to the 2011 reforms - recommended by the High Level Panel (HLP) - the Global Fund Board had four committees, which were the Policy and Strategy Committee (PSC); the Portfolio and Implementation Committee (PIC); the Ethics Committee (EC) and the Finance and Audit Committee (FAC). Important sub-committees and working groups were also put in place, e.g. the Market Dynamics Committee (MDC). As part of the 2011 reforms of the governance system, the Board endorsed a new committee structure. The three new Committees 4 established by the Board oversee specific issues: Audit and Ethics Committee (AEC) - To provide oversight of the internal and external audit and investigation functions of the Global Fund and the adherence by the Global Fund and its grant programs to appropriate standards of ethical behaviour; Finance and Operational Performance Committee (FOPC) - To provide oversight of the financial management of Global Fund resources and ensure optimal performance in the operations and corporate management of the Global Fund Secretariat; and Strategy, Investment and Impact Committee (SIIC) - To provide oversight of the strategic direction of the Global Fund and ensure the optimal impact and performance of its investments in health. Following the approval of the Ad Hoc Working Group on Governance s Governance Plan for Impact ( Governance Plan ) at the 32 nd Board Meeting, a Transitional Governance Committee is formed with the main responsibilities of finalising governance developments as recommended in the Report of the Ad Hoc Working Group on Governance. The Coordinating Group 5 (CG) was established by the Board to provide a mechanism for coordination and collaboration between the Board and its Committees to ensure effective Board governance, risk management and administration. In addition to having a voting seat on the Board of the Global Fund, the Communities Delegation plays a role in at least one of the Committees of the Global Fund. Currently, the Communities Delegation has a seat on the FOPC, which is represented by Ms Rachel Ong, Communications Focal Point. There will be a change of membership across new committees at the 35 th Global Fund Board Meeting in The change in the new governance structure was initiated by the Board in 2014, through identification of certain mandates, roles and responsibilities that was not being addressed by any of the current governance structures, as well as discussions that arose around the Board composition and voting structure. Thus, an ad hoc working group on governance was formed which provided recommendations to the Board at the Board Retreat in This resulted in the creation and establishment of the Ethics Officer and its relevant Terms of Reference at the 33 rd Global Fund Board Meeting in At the Board Retreat, the ad hoc working group on governance also presented the Board with recommendations of the new committee structure and its relevant roles and responsibilities. Other recommendations were brought forward after the end of the term of the ad hoc working group on governance with the creation of the Transitional Governance Committee (TGC). At the 34 th Board Meeting, the TGC recommended to the Board a new committee structure with the Strategy Committee replacing the Strategy Investment and Impact Committee (SIIC); the Audit and Finance Committee (AFC) replacing the Finance and Operational Performance Committee (FOPC); and the Ethics and Governance Committee (EGC) replacing the Audit and Ethics Committee (AEC). 4 For more information see the Committee section on the Global Fund website 5 This group is comprised of the Chair and Vice-chair of the Board, as well as the Chair and Vice-chair of the three Committees. 7

8 III. Overview of the Communities Delegation HISTORY OF THE COMMUNITIES DELEGATION At the 6 th Global Fund Board meeting in 2004, the Delegation of Communities Living with HIV, Tuberculosis and affected by malaria (Communities Delegation) became a full voting member of the Board of the Global Fund. Since then, the Delegation has been able to participate fully in the decision-making processes of the Global Fund through its various governance mechanisms 6. Since taking a voting seat on the Global Fund Board, the Communities Delegation has been instrumental in affecting change in a number of important areas with the support of other civil society Delegations to the Global Fund Board and friends. Achievements include the Communities Delegation: Playing a key role in ensuring accountability of Global Fund Grants. One example of this was the decision to end the LoveLife grant, following a No Go recommendation from the Global Fund secretariat. This was a controversial decision and the Communities Delegation affirmed the No Go because of the slow progress with improvements and the substantial number of fundamental weaknesses that remained, despite the South African CCM being given significant time given to address the problems. Successful advocacy to ensure that Global Fund Board meetings no longer take place in countries that have travel restrictions against people living with HIV. Advocacy to ensure that the strategy on Sexual Orientation and Gender Identities (SOGI) was developed. Advocacy for the Community System Strengthening (CSS) strategy to be created, identifying seven core components to ensure its success. Advocacy for the development of the Gender Equality Strategy (GES), and the Gender Equality Strategy Action Plan (GES AP). Advocacy for an objective on Human Rights to be included in the Global Fund Strategy Advocacy for the Global Fund Strategy to be more explicit on human rights and ensuring a higher focus on young people, and women and girls, as well as ensuring that middle income countries are not left behind by the Global Fund. The following is a list of the leadership - Board Members (BM) and Alternate Board Members (ABM) and Communications Focal Points (CFP) - of the Communities Delegation on the Global Fund Board since its formation: Prior to Ms Philippa Lawson, USA (BM), supported by others including Mr Rodrigo Pascal, Chile & Mr Stuart Flavell, USA (CFP) Ms Anandi Yuvaraj, India, (BM) & Ms Francoise Ndayishimiye, Rwanda, (ABM) & Ms Philippa Lawson USA (CFP) Ms Anandi Yuvaraj, India, (BM) & Ms Francoise Ndayishimiye, Rwanda (ABM) & Ms Francoise Welter (CFP) Ms Francoise Ndayishimiye, Rwanda (BM) & Mr Javier Hourcade Bellocq, Argentina (ABM) & Ms Francoise Welter, Rwanda (CFP) 2008 Mr Javier Hourcade Bellocq, Argentina (BM) & (ABM) & Mr Shaun Mellors, South Africa (CFP) 2009 Mr Javier Hourcade Bellocq, Argentina (BM) & Ms Carol Nyirenda, Zambia (ABM) & Ms Rachel Ong, Singapore (CFP), from May 1, Ms Carol Nyirenda, Zambia (BM) & Ms Morolake Odetoyinbo, Nigeria (ABM) & Ms Rachel Ong, Singapore (CFP) 2011 Ms Morolake Odetoyinbo, Nigeria (BM) & Mr Shaun Mellors, South Africa (ABM) & Ms Rachel Ong, Singapore (CFP) 2012 Mr Shaun Mellors, South Africa (BM) & Ms Lucy Chesire, Kenya (ABM) & Ms Rachel Ong, Singapore (CFP) 6 More information on the Global Fund governance processes is available on the Global Fund website here 8

9 Ms Lucy Chesire, Kenya (BM) & Mr Alexandr Curasov, Moldova (Interim ABM from April 2013) & Ms Rachel Ong, Singapore (CFP) 2014 through 2015 Mr Alexandr Curasov, Moldova (BM) & Mr Rico Gustav, Indonesia/Netherlands (ABM) & Ms Rachel Ong, Singapore (CFP) GOAL, VISION & MISSION The goal of the Communities Delegation is to ensure that our participation on the Global Fund results in universal access to quality prevention, treatment, care and support for communities living with and affected by the three diseases based on the principles of equity and human rights. The vision of the Communities Delegation is for all communities living with or affected by HIV, TB, and malaria have equitable access to quality services and support needed to prevent, treat and/or live with these infections within an environment that respects human rights. The mission of the Communities Delegation is to ensure the voices and issues of people living with and affected by HIV, TB and malaria influence the deliberations and decision on investments and programmes of the Global Fund to achieve greater and sustained impact for communities. The vision, mission, and work of the Communities Delegation is underpinned by three guiding principles: The right of people living with, and affected by HIV, TB and malaria to be meaningfully involved at all levels of policy and programme development, implementation, monitoring and evaluation in response to the three diseases. That all people infected and affected by the three diseases regardless of gender, sexual orientation, race, colour, age, language, religion, political or other opinion, national or social origin, economic condition, occupation, status at birth, physical, mental and sensory disability or any other health challenges, drug use, life choices, civil, political, social or other status have the right to a voice in responses to the three disease, and access to quality prevention, treatment, care and support. Respect for value of all human life, the dignity and equality of all people, and the elimination of all human suffering. 9

10 IV. Structure and Work of the Communities Delegation The Communities Delegation consists of people living with HIV, TB and affected by malaria. The Communities Delegation commits to achieving geographic and gender balance, and appropriate disease representation. The Communities Delegation is made up of Members who support the work of the leadership: BM, ABM and CFP. The Delegation also works with Advisors and key Partners, and has a close working relationship with other Delegations of the Implementer Bloc, especially the other two civil society Delegations to the Global Fund Board. COMMUNITIES DELEGATION COMPOSITION The Communities Delegation is made up of up to a maximum of 40 Members 7 (inclusive of the Delegation leadership) and strives to achieve a minimum of 30% membership from TB and malaria communities. Recruitment and replenishment of Delegation Members occurs on an annual basis, and a call is sent out when the need occurs for specific communities to be represented onto the Delegation. Male Female Asia PaciLic Africa EECA LAC 12 Others Figure 2: Gender (as of 1st January 2016) Figure 1: Nationalities of Delegation Members (as of 1st January 2016) The Communities Delegation leadership comprises the BM, ABM, and the CFP who coordinate the work of the Communities Delegation. The leadership formally represent the Delegation to the Global Fund Board and are required to perform roles and responsibilities as required by Global Fund Bylaws 8. The Communities Delegation is governed by the following policies, Terms of References (ToRs) and agreements, which are brought together in this handbook: ToRs Delegation Member 9 ToRs Board Member & Alternate Board Member 10 ToRs Communications Focal Point 11 ToRs Administrative Working Group 12 Evaluation Documents 13 Confidentiality Agreement 14 7 As of the 8 th January 2016, the total number of Delegation Members is 29 8 Please refer to the Global Fund Bylaws found here 9 Please refer to Annex 3: Terms of Reference Communities Delegation Member 10 Please refer to Annex 1: Terms of Reference Board Member and Alternate Board Member 11 For more information please refer to Annex 2: Terms of Reference Communications Focal Point and the Communication Focal Point Job Description 12 For more information please refer to Annex 5: Terms of Reference Administrative Working Group (AWG) 13 Please refer to Annex 8: Performance Review of Board Member, Alternate Board Member, and Delegation Members 10

11 Conflict of Interest Policy 15 Travel Policy 16 The Delegation established these ToRs and Policies in 2011 and agreed to review all of them on a 2-yearly basis, with the first review occurring at the 2013 Communities Delegation Retreat held in Vilnius, Lithuania (March18-20, 2013). The ToRs on the Delegation Board Member and Alternate Board Member was finalised on 27 th June 2014, following an independent evaluation conducted in end At the 2015 Delegation Retreat in Kunming, China, Delegation Members discussed dissolving the Advisory Committee, new ways of working and partnerships with community networks, as well as setting up an Administrative Working Group (AWG) to support the administrative functions of the leadership. The recommendations from the retreat to dissolve the Advisory Committee and set up the AWG was adopted by the Communities Delegation following exchange and communication on the Delegation listserv in March COMMUNITIES DELEGATION LEADERSHIP Board Member and Alternative Board Member In addition to performing roles and responsibilities as required by Global Fund Bylaws, the BM and ABM have the following roles and responsibilities to: Provide leadership and strategic vision for the Communities Delegation; Seek input from Communities Delegation Members on issues under discussion on an on-going basis; Review committee and board documents and provide feedback from their constituency perspective for decision-making processes; Attend Global Fund Board Meetings and relevant Committee Meetings; Where possible, attend other Global Fund meetings and workshops; Vote in Global Fund Board processes, including through electronic voting; Contribute to the development of position papers and speaking notes to reflect the views of the wider delegation; and Initiate and engage in fundraising and resource mobilisation efforts for the Global Fund in general, and for the Communities Delegation. A performance assessment of the BM and ABM is conducted following a 12-month term and a light review against Key Performance Indicators (KPIs) takes place following each Global Fund Board Meeting. An exit evaluation will be conducted on the conclusion of the terms of the BM and ABM. The BM and ABM are expected to: Participate in all Board Meetings, relevant Committee Meetings, pre-board meetings, and other Delegation meetings; Facilitate input from the broader Delegation in key Global Fund processes (e.g. Committee Meetings) and provide leadership in formulating Delegation positions; Submit a report following committee meetings; Establish, develop, and strengthen relationships with at least three donors for ongoing resource mobilisation efforts for the Delegation; Respond to 85% of requests from the CFP for input and/or decision between Global Fund Board Meetings; and Attend 80% of the Delegation leadership conference calls. 14 Please refer to Annex 5: Communities Delegation Confidentiality Agreement 15 Please refer to Annex 4: The Conflict of Interest Policy 16 Please refer to Annex 6: the Communities Delegation Travel Policy 11

12 The BM and the ABM each serves a 24-months term (4 Board meetings from the date of appointment). It is intended for the ABM to progress to the role and position of BM after completion of the 24-months term; this is contingent on satisfactory assessment of performance. Communications Focal Point The CFP is the only paid position on the Communities Delegation, hired on a contractual basis where funds are available. The CFP has the following responsibilities, to: Provide support to the BM and ABM in carrying out their functions and mandates; Support the work and functioning of the Communities Delegation; Coordinate the communication and information flow within the Communities Delegation and with external partners; Mobilise resources for the Communities Delegation; and Facilitate the recruitment processes for Communities Delegation Board Members and Members. The CFP maintains contact between the Delegation and the Global Fund Secretariat, engaging Members in discussion and collating feedback to the Global Fund Board. The CFP coordinates the work of the Delegation through electronic communications, as well as the annual retreat and meetings at the Global Fund Board meetings, and calling bi-weekly teleconferences amongst the leadership and teleconferences for all Members before Committee Meetings and Board Meetings. As a paid employee of the Communities Delegation, the CFP is evaluated on an annual basis against the responsibilities outlined in the job description, and the Board and Alternate Board Member oversee the process with the support of the other members of the AWG. ADMINISTRATIVE WORKING GROUP AWG Members are members from the Communities Delegation, and the purpose of the AWG is to provide support to the leadership in managing administrative tasks and responsibilities with a focus on internal processes and procedures only. Members of the AWG will provide support to the leadership, with recommendations(s) made available to the wider Delegation for feedback before finalisation. The Delegation leadership retains final decision-making authority. AWG Members include the leadership as well as up to four Delegation Members serving on a volunteer basis, and serve a two-year term renewable based on performance assessed by the Delegation Leadership. The primary responsibilities of the AWG are to provide support, advice, and technical assistance to the leadership of the Communities Delegation including: Review and update of key internal documents; Developing and monitoring of annual Communities Delegation workplan; Review and development of proposals and reports to donors for Communities Delegation funding; Annual recruitment of new Delegation Members; Agenda development of annual Delegation Retreat; and Participate in a conference call on a regular basis. The leadership may identify additional areas of support specific to administrative issues from time to time as and when the need arises. 12

13 MEMBERS Members 17 of the Communities Delegation are expected to work closely with the leadership, principally through and conference calls. The primary role of Delegation Members is to provide support and advice to the leadership and to input into and influence Global Fund decisions. Delegation Members are individuals and are not expected to represent their affiliated organisations, however, they are expected to consult with their affiliated constituencies on key issues pertaining to the Global Fund. PERFORMANCE REVIEW All Members of the Communities Delegation are subjected to a performance review against their KPIs. The Communities Delegation is accountable to the constituencies they represent for their contribution to policy and advocacy at Committee and Board level. In order to strengthen and improve accountability, the Communities Delegation implements an annual performance evaluation for Delegation Members. The following KPIs are measured between Global Fund Board Meetings. Members of the Communities Delegation are expected to commit to and achieve: i. A 75% response rate for requests for personal and substantive input and/or decision(s) between Global Fund Board Meetings. ii. Involvement in the work of at least one Global Fund committee that the Communities Delegation is represented on and: a. Demonstrates active participation in the core working group by reading, commenting and supporting advocacy on at least 25% of Committee Meeting papers; and b. Actively participates in on-going committee-related work; and c. Communicate and consult with between 5 and 10 global, regional and national contacts on key issues. The expectations of Delegation members were clarified at the 2013 retreat. It was agreed that personal participation means to participate directly or to attempt to influence the outcome of a decision-making process, including, for example, through consideration of a matter at a Board meeting. This could also include direct and active supervision of a subordinate in a matter. To participate substantially is defined as meaning that the individual s involvement is of significance to the matter. Supporting advocacy was described as mobilising global, regional and country support and gathering intelligence from ones own contacts. The participation, contributions, effectiveness and involvement of Delegation Members are assessed by the AWG on an annual basis, and Delegation Members may be requested to end their tenure based on this evaluation against the roles and responsibilities as in the ToRs WORK OF THE DELEGATION Ways of working The majority of the Delegation s communication is electronic (through the Delegation Listserv on googlegroups). Delegation Members meet face to face at an annual retreat (with funds permitting), and meet twice per year during the Global Fund Board Meeting. However, it is to be noted that due to the funds available and/or availability of Delegation Members, that not all Delegation Members are present at the annual retreat. Delegation Members also use the opportunity to meet in various Global Fund related meetings held at national, regional and/or global levels. 17 Please refer to Annex 10: List of Communities Delegation Members 13

14 As outlined in the ToRs, Delegation Members are expected to commit a minimum of eight hours a week for Global Fund related duties. This work needs to respect confidentially given the nature and process of decision making at the Global Fund Board, which means that Members will have access to information and documents before decisions are made. Delegation Members are required to sign Confidentiality Agreements. The issue of confidentiality is complicated by the fact that Members on the Delegation need to consult their own communities, to understand and share respective priorities and needs in respect of the Global Fund. Members are also obliged to declare any conflicts of interest; and maintain pre-board and committee documents confidential in their entirety while being able to consult on aspects of the decisions that are to be taken. All communication by the Global Fund Secretariat is channelled to Delegation Members through the CFP who shares information and solicits comments and feedback. Members are expected to respond to communications within the requested time frame and to participate meaningfully in Communities Delegation discussions, especially related to Committee and Board Meetings of the Global Fund. Communities Delegation Retreats The Communities Delegation holds its annual retreat ideally in the 1 st quarter of every year. The retreat is typically held over 3 days to allow for sufficient time to on internal Delegation discussions and strategizing for the key issues over the coming year. A call is sent prior to each Delegation Retreat for applications amongst current Delegation Members, and the selection of the Members to attend the Retreat is finalised by the AWG. A one-day orientation for incoming Delegation Members is held prior to each Communities Delegation Retreat. This one-day orientation is open to all incoming Delegation Members and serves to provide incoming Delegation Members with more thorough understanding of the governance structures and operations of the Global Fund Board; as well as the Communities Delegation role and functions on the Board and internally. The Communities Delegation has held retreats annually in the following locations: 2010: Bangkok, Thailand, March : Muldersdrift, South Africa, April : Buenos Aires, Argentina, 8 11 August : Trakai, Lithuania, March : Phnom Penh, Cambodia, February : Kunming, China, 9 12 February 2015 Locations for the Communities Delegation retreat are decided by the Communities Delegation Leadership according to considerations on geographic rotation and partnerships on the ground to support the Communities Delegation in hosting the retreat. Board Meetings According to the bylaws, the Global Fund Board meets twice a year, typically one Board Meeting held in Geneva, Switzerland and the other Board Meeting in an implementing Country. As a result of the advocacy of the Communities Delegation from the experience of the 16 th Global Fund Board Meeting held in Kunming, China before the travel restrictions on PLHIV were lifted, subsequent Global Fund Board and relevant governance meetings can not be held in a country where there are travel restrictions on PLHIV. Prior to each Board Meeting, the CFP sends out a call for Members to apply to attend the Board Meeting. A Delegation of up to ten people attends the Board Meeting; this is inclusive of the leadership. The leadership selects the attendees, based on performance and participation, and seeking geographic, disease and gender balance, whenever possible. Prior to each Board Meeting the following are organised to prepare for the Board meeting: 14

15 According to individual Members indicated expertise, the CFP will assign documents for review and analysis to identify key concerns that are important for discussion within the Delegation. Delegation Membership are expected to review the assigned documents and share issues of concern with the Delegation. These issues/comments will then be shared at the Committee level, either through written form, or through the Delegation Member representing the Delegation on the Committee; and A teleconference is held with the Delegation Members attending the Board Meeting, as well as with the whole Delegation. The Delegation Members attending the Board meets three days before the meeting starts to prepare and finalise speaking notes for the BM and ABM. The logistics of itineraries (according to the Communities Delegation Travel Policy), accommodation and meeting rooms is arranged by the CFP. To ensure that Delegation Members are available and contactable throughout the Pre-Meeting and Board Meeting for debriefs, necessary caucuses and to ensure equity of arrangements, all Delegation Members are arranged to stay in the same hotel and to receive the same per diem rate. Preparing for Board Meetings Work at the Committee level The Communities Delegation is represented on the FOPC committee. The 2011 reform process determined that the core work and strategic decisions should be made through the committees and then presented to the Global Fund Board for approval. Real influencing of positions tends to occur prior to Board meetings, especially at the committee level. Through the governance reforms in 2014 & 2015, the 35th Board Meeting will see a new governance structure in place with new membership and leadership of the Committees. Prior to each Committee Meeting, agendas and relevant documents are shared with Delegation Members. The CFP will assign documents for review and analysis to identify key concerns that are important for discussion within the Delegation to relevant Delegation Members according to indicated interest/expertise. Please note the importance of preparing and contributing towards Committee discussions and documents, as the majority of work and decisions to be recommended to the Board happens at the Committee level and not the Board level. Electronic work and conference calls The majority of the Communities Delegation work is conducted via and on the Communities Delegation Listserv on googlegroups. Teleconferences are held at least bi-monthly amongst the leadership to update on work and progress, and teleconferences are held with Delegation Members before Committee Meetings and Board Meetings. The work that Delegation Members are asked to engage in on top of the Committee and Board level, includes responding to: Decision-making on grant renewal requests by the Global Fund Secretariat monthly. These decision points almost always pertain to the approval of grants that are either: 1) a new grant, 2) a phase two grant approval or 3) a No Go (ie a decision not to continue funding a grant). The discussions and information on any of these decisions are especially sensitive and related documents must not to be shared outside of the Delegation in their entirety. Decision-making on issues related to current Global Fund funded programmes; Key advocacy issues related to Global Fund funded programmes; Agenda items related to the all Committee Meetings and Board Meetings. 15

16 Conference calls are held primarily on a conference call application Go To Meeting. The application can be downloaded at on your desktop, as well as downloadable on your cell phone or tablet. Members of the Delegation will not be dialled into conference calls. Do note that as effective Internet access is required as part of the ToRs of Delegation Members, as well as affirmed in the Membership motivation form upon application, that dialling in on Delegation conference calls is the responsibility of the individual. Information sharing Documents are shared on a joint dropbox folder, which is accessible upon invitation from the CFP, who can provide support to members unfamiliar with using the system. The dropbox folder is then accessible through the address and password set up by the individual Members. Delegation Members are not allowed to edit, remove or delete files from the shared Delegation dropbox folder, and to set their preferences so as to delink their folders and ensure that the files do not remain on their computers. The dropbox website is You will be added to the dropbox folder with your individual account. The information shared on googlegroups and dropbox is confidential, and in line with the confidentiality agreement documents should not be replicated or shared in their entirety when members are gathering feedback from networks. This is especially important for information/documentation shared prior to Committee Meetings, Board Meetings, Decision Points, and reports from the Office of the Inspector General (OIG). Communities Delegation Membership Expertise To ensure more effective ways of working the Communities Delegation identifies areas of expertise and interest of each Delegation Member and assigns roles and responsibilities accordingly to increase the efficiency and effectiveness of the Delegation at each Committee and Board Meeting. You are required to fill in the relevant areas of expertise within 2 weeks of joining the Delegation at Qf98KyhzK2rMRl5n77X0r_IpF_5xxS1I/edit?usp=sharing. Information on Communities Delegation Communications More information on the work of the Communities Delegation is available on the website at Your organisational details and contacts will be available on the website ( so that colleagues in your region/country may feel free to contact you regarding Global Fund issues. This is in a bid to increase the transparency and accountability to communities on the representation of community members on the Board of the Global Fund. The application doodle ( - available on website as well as on android and apple device) is used to gauge the availability of Delegation Members when scheduling conference calls. Depending on the nature of the conference call and considering the timezones of various Delegation Members, priorities will be made to ensure relevant Members are able to attend the conference calls. 16

17 RECRUITMENT An annual recruitment of Members is held to replenish the Delegation. An replenishment might be held to fill the gaps of gender/geographical/communities groups. The call is sent out to major listservs, and members of the Administrative Working Group reviews the applications. Only shortlisted candidates are informed and interviews will be arranged and conducted by Members of the Administrative Working Group. Prior to the end of the term of the Board and/or ABM, the CFP sends a call to the Delegation for applications for the position(s). An Interview and Selection Panel 18 is set up, and applicants are shortlisted for a telephone interview. The Interview and Selection Panel makes the final decision, with applications treated in confidence. DELEGATION FUNDING As of 2012, the Open Society Foundation (OSF) supports the core funding of the Communities Delegation, supplementing the funding provided by the Global Fund to all Implementing Delegations. Funds from OSF and the Global Fund are used to support the attendance of Delegation Members at Global Fund Board Meetings, the Communities Delegation Retreat, and relevant activities/workshops/meetings organised by the Communities Delegation to support the work of the Communities Delegation on the Board of the Global Fund. In addition, the post of the CFP is supported by Stichting Aidsfonds (till the end of 2016) and the Elton John AIDS Foundation (from January 2016 to December 2018). The responsibility of resource mobilisation of the Delegation lies with the Board Member, Alternate Board Member and Communications Focal Point. V. Strategy of the Communities Delegation The Communities Delegation Strategy was developed during the 2011 Communities Delegation retreat, held in Muldersdrift, South Africa (April 10-14, 2011). Guided by a clear vision, mission, goal, and anchored by our guiding principles, the Communities Delegation agreed to focus on five strategic areas from : 1. Strategic Area 1: Human Rights, Gender and Key Populations 2. Strategic Area 2: Efficiency and Effectiveness 3. Strategic Area 3: Replenishment and Resource Mobilisation 4. Strategic Area 5: Delegation Processes The Delegation s workplan flows from these Strategic Areas. At each Delegation Retreat, the Delegation revisits the workplan and strengthens it according to the current developments of the Global Fund. The most recent workplan 20 was updated after the 2014 Communities Delegation Retreat held in Phnom Penh, Cambodia. Delegation Members are expected to familiarise themselves with the strategic areas as laid out in the workplan. In 2016, the Communities Delegation is expected to revise the Delegation Strategy , and develop a new Strategy for to align with the work of the Global Fund Strategy The selection panel is made up of the Outgoing Board Member or Alternate Board Member, Communications Focal Point, and two Members of the AWG. 19 For more information, please refer to the Communities Delegation Strategy , available at 20 Please refer here for the Delegation workplan

18 VI: ANNEXES ANNEX 1: Terms of Reference Board Member and Alternate Board Member TERMS OF REFERENCE BOARD MEMBER AND ALTERNATE BOARD MEMBER OF THE COMMUNITIES LIVING WITH HIV, TUBERCULOSIS AND AFFECTED BY MALARIA DELEGATION OF THE BOARD OF THE GLOBAL FUND TO FIGHT AIDS, TUBERCULOSIS AND MALARIA A. Introduction This document provides the Terms of Reference (ToRs) for the Board Member and Alternate Board Member of the Communities Living with HIV, Tuberculosis and Affected by Malaria Delegation (the Communities Delegation) (the Global Fund). The mission of the Communities Delegation is to bring the voices and issues of people living with HIV and AIDS, Tuberculosis and affected by Malaria to the deliberations of the Global Fund Board and its Committees and, through this, ensure greater and sustained impact of the Global Fund at the community level. Further information is provided in the Communities Delegation Handbook. B. Term of office The Board Member and Alternate Board Member each serve a 24-month term (approx. four Board Meetings) from the date that their appointment is announced. In extenuating circumstances 21, each can apply for a 12-month extension. When a Board Member has completed their term (with or without an extension), they cannot reapply for the position of Board Member or Alternate Board Member for at least two years. When an Alternate Board Member has completed their term (with or without an extension), they cannot reapply for the position of Alternate Board Member for at least two years. They can, however, apply for the position of Board Member 22. C. Selection criteria The Board Member and Alternate Board Member are individuals and do not represent organisational views. To be eligible for one of the positions, an individual must: 1. Be an active existing Member of the Communities Delegation, have met the Key Performance Indicators (KPIs) for a Member 23 and have participated in at least one Global Fund Board Meeting as a Member of the Communities Delegation. 2. Be a national of and have lived and worked in 24 an implementing country In this document, the term extenuating circumstances refers to something that is not common practice, but that can occur in specific or urgent situations and requires the Communities Delegation to take a flexible approach. 22 The Alternate Board Member can apply for the position of Board Member if the position becomes available and the individual meets the selection criteria. However, there is not an automatic graduation from one position to the other. 23 The KPIs for Members as well as and for the Board Member and Alternate Board Member (see under section E ) - are those listed in the ToRs adopted by the Delegation on 14 April It is expected that they will subsequently be modified, following a wider review of the process used by the Communities Delegation for performance evaluation. 24 An applicant can be a national of a different implementing country to the one(s) in which they have lived and worked. 25 In this document, the term implementing country refers to a country that has been or is currently eligible for funding from the Global Fund. This definition is specific to these ToRs. 18

19 3. Be working for and/or linked to a nongovernmental or community-based organisation Have an active and strong working relationship with communities, organisations and networks in their country and/or region. 5. Have an understanding of Global Fund programmes, processes and policies - particularly in relation to issues affecting communities living with HIV, Tuberculosis and affected by Malaria. 6. Have capacity for working collaboratively with a range of stakeholders - including donors, governments, NGOs, the private sector and foundations on the Global Fund Board. 7. Have openness, willingness and ability to learn about and take on issues across different disease areas, geographic regions and affected communities. 8. Be willing to commit 30% - 40% of their time for Global Fund-related activities and, if employed by an organisation, have written confirmation of that availability. 9. Provide a letter of institutional endorsement from an employer or affiliated organisation. 10. Be able to communicate clearly in written and spoken English (the operating language of the Global Fund and the Communities Delegation). At any moment in time, at least one of the two positions (the Board Member or Alternate Board Member) must be held by: 11. A person openly living with HIV. The Communities Delegation is committed to the principle of gender equity. As such, whenever possible, there should be a gender balance between the Board Member and Alternate Board Member. The Communities Delegation is committed to fulfilling the criteria outlined above. However, it also maintains the option to work flexibly and to take appropriate measures within the context of extenuating circumstances. D. Roles and responsibilities The core roles and responsibilities of the Board Member and Alternate Board Member are to: 1. Perform roles and responsibilities as required by Global Fund By-Laws Provide leadership 28 and strategic vision for the Communities Delegation. 3. On an on-going basis, provide information to and seek input from Communities Delegation Members on issues under discussion. 4. Review Global Fund Board and Committee documents and provide feedback from the Communities Delegation s perspective for decision-making processes. 5. Contribute to the development of positions, papers and speaking notes to reflect the views of the Communities Delegation. 6. Attend Global Fund Board Meetings and other relevant Global Fund meetings and workshops. 7. Vote in Global Fund Board processes, including through electronic voting. 8. Support resource mobilisation for the Communities Delegation. 9. Represent the Communities Delegation and build strategic relationships with external stakeholders. The Board Member and Alternate Board Member are of equal importance, without a hierarchy. As part of the Leadership of the Communities Delegation, they are required to develop an effective and collaborative way of working together. This includes identifying priorities for their individual roles, informed by the needs of the Communities Delegation and the By-Laws of the Global Fund. 26 An applicant should not be working on a permanent contractual or consultancy basis for a government, a United Nations Agency or the Global Fund. 27 A full list of Board Functions are available at 28 Note: The existing Leadership Group of the Communities Delegation is comprised of the Board Member, Alternate Board Member and Communications Focal Point. However, the leadership structure has been identified as an area for review and may be modified after the finalisation of these Terms of Reference. 19