CHF South Sudan Advisory Board

Transcription

1 General Points Compound, Juba Office: ext CHF South Sudan Advisory Board Minutes of CHF Reserve Allocation 11 May 2012 The South Sudan CHF Advisory Board (AB) convened on 11 May 2012 to review three Health projects submitted for an allocation through the CHF Reserve (see table 1 for participants list). In her opening remarks the Humanitarian Coordinator (HC) recalled that at the time of the CHF standard allocation, in order to relieve the pressure on the CHF, IOM agreed to finance the three organizations through the IOM Rapid Response Fund (RRF). However, since the RRF is a short-term funding mechanism of up to three, it was agreed to use the CHF reserve to fill the remaining gap. The HC informed the AB that as of 11 May, US$ 6 million were available in the CHF reserve to address unforeseen needs or critical gaps and that a contribution of US$ 5 million from Denmark was also forthcoming. 1. Application Review of CHF reserve proposals The Health cluster coordinator introduced the three projects providing a general background on the change in the modality of health financing mechanisms. She confirmed that these three projects had been identified as high priorities by the cluster for the first round of funding. Due to the severe constraints on the funding envelope for the first round, provisional, interim funding for these three projects had been arranged through IOM, on the understanding that once additional funds were available, every effort would be made to secure support for these programmes. She informed that, in past years faith-based and diaspora groups constituted the main funding base, providing the greatest share of financial support to the three organizations. However, in the course of 2012, as budget support fell and donors started moving towards long-term funding models that are expected to begin in early 2013, it became evident that the three organizations risked a disruption of activities unless alternative funding was made available in The Health cluster coordinator stressed the importance of ensuring the continuation of health service provision, during the transition period, particularly in areas of instability with highly vulnerable populations. In this regard she underlined that the geographical areas covered by the projects (Jonglei, Unity and Warrap states; see table 2 for a brief description of the proposals) remain high priority states. In response to a question on how the CHF s partial contribution relates to the activities of the three organizations given the fact that their CAP requirements are significantly larger, the Health cluster coordinator explained that the planned interventions are limited to ensuring that targeted Primary Health Care Centers (PHCC) provide a minimum package of health support and emergency response. It was noted that, due to the limited capacity of health services, it is important to preserve a nucleus of core activities. In response to a request for clarification on the variance between direct and indirect costs across the three proposals, the CHF Technical Secretariat mentioned that in the case of one organization the staffing costs of Juba-based international personnel providing management oversight to the project had been included. The AB agreed to allocate funding to the full amount (US$ 801,303) requested by the three organizations through the CHF. The AB asked the CHF Technical Secretariat to elaborate guidance to the clusters to promote a more standardized approach in the calculation of direct and indirect costs and to ensure the principle of value for money in the management of the CHF. Process Allocation Letters and Fund Transfer Request Provide guidance on how to calculate direct and indirect costs 2. Transactions in SS Pound / Cluster coordinators The HC informed that UNDP had agreed to make disbursements of CHF funds in US Dollars for NNGOs participating in the first round allocation. The exception included the three organizations approved under the CHF reserve which was linked to the first standard allocation. She noted that the exception was made on the grounds that the information on payments to NNGOs in SSP was raised by UNDP during the fiduciary management review, after the completion of the CHF process. The HC clarified that for future allocations, regardless of the disbursement modality, NNGOs are expected to

2 2 of 3 submit their budgets to UNDP in SS Pounds to ensure compliance with the directives by GoSS on payments to local vendors. In response to a request from the NGO forum on additional clarity on the issue, given the fact that one NNGO had still received CHF funds in SSP, the HC agreed to a follow up discussion between UNDP and the NGO forum. The importance to ensure UNDP s participation in the meeting of the AB to discuss technical issues was noted. UNDP to discuss further with the NGO forum the issue of payments to NNGOs Ensure UNDP s participation at next meetings of the AB 3. Monitoring and Reporting Framework UNDP The CHF Technical Secretariat informed that a draft Monitoring and Reporting Framework had been circulated by HQs for the country office s review and South Sudan was looking at adjusting the draft to the South Sudan context. The HC asked the CHF Secretariat to prepare a two pager policy paper document to operationalize the M&R Framework. The document should be derived from the HQ framework but adapted to the South Sudan context. Similarities and difference between the HQs draft the South Sudan version should be highlighted in the text. A first draft should be reviewed by the Inter Sector Working Group and AB prior to approval by the HCT. Prepare and circulate a first draft of the M&R 4. AoB UNHCR noted that due to the increased needs of returnees and refugees, proposals from the multi-sector might be submitted to the CHF Reserve. Table 1: Participants of CHF Advisory Board Representative Organization Name Chair UN Humanitarian Coordinator Ms. Lise Grande South Sudan Deputy Head of Office Ms. Catherine Howard Donor Representatives DFID Ms. Ian Purves SWEDEN Ms. Ulrika Josefsson UN Representatives UNICEF Ms. Yasmin Ali Haque UNHCR Ms. Mireille Girard NGO Representatives NGO Secretariat Mr. Nick Helton Chair NGO Steering Committee Ms. Ruth Allan (Malaria Consortium) Observer ECHO Mr. Arnaud Quemin CHF Technical Secretariat Ms. Federia D Andreagiovanni Mr. Thomas Nyambane Ms. Meron Berhane Cluster Coordinator WHO Ms. Eba Pasha Cluster Co-coordinator Goal Ms. Ruth Goehle Table 2: Description of Reviewed Proposals Project Code Project Title Project Duration 2012 Project Budget (US$) Secured Funding (US$)/ Source CHF Funding Request (US$) Indirect costs (%) Target Areas (State and County) Advisory Board recommendation

3 3 of 3 Project Code Project Title Project Duration SSD- 12/H/S/46201/8452 Continued Improvement of the Standard of Basic Primary Health Care Service Delivery in Pigi and Akobo Counties Project Budget (US$) Secured Funding (US$)/ Source 980, ,000 (under negotiatio n from IMC and SSiSS) CHF Funding Request (US$) Indirect costs (%) Target Areas (State and County) 213,812 12% Jonglei state, Pigi (Canal) County, Atar; Alale; Wunlith, Mareng and Khorfulus Payams Advisory Board recommendation 213,812 SSD- 12/H/46391/13035 Maintaining existing provision of Basic Package of Health Services controlling communicable diseases and strengthening Emergency response capacity of Counties Health Department in Unity, Warrap Upper Nile, Jonglei and Eastern Equatoria States 9 2,586, ,211 5% Unity State; Guit County Warrap State; Gogrial East County 397,211 SSD- 12/H/46388/14826 Emergency Primary health care in Mayendit, Koch, and Mayom Counties in Unity State ,000 86,887 HealthNet PTO 190,280 32% Unity State; Mayendit County; Bhor, Pabuong, Thaker and Luom Payams (one PHCU per Payam) 190,280 Total 3,876, , ,303

4 Agenda Minutes of CHF South Sudan Advisory Board Meeting 20 December 2012 The South Sudan CHF Advisory Board (AB) convened on 20 December 2012; the agenda of the meeting included: 1. Actions from last meeting 2. Update of CHF financial status by 3. Review of proposals for CHF Reserve Allocation - IMC, Health Cluster, Raja Hospital, Western Bahr el Ghazal 4. CHF 2013 First Round Standard Allocation 5. AOB 1. Actions from last meeting briefed on actions points from the meeting of 1 December 2012 as follows: Timely expenditure and financial reporting: project selection will look into timely expenditure and financial reporting as one of the criteria for any future CHF allocation (included in the draft policy paper for Round 1 CHF 2013) Reserve allocation for UNHCR: questions from the board are addressed and fund transfer is made in two tranches. The first payment of US$ 3.2 million is paid and the second transfer will be made once pledges materialize. CHF Technical Secretariat has ensured to have Peer Review Teams activated for all future reserve projects. 2. Update of CHF financial status by presented the current financial status of the CHF and outstanding payments: Outstanding payments: 2 nd Standard Allocation (UNICEF and IOM): US$ 7.3 million Reserve (UNHCR): US$ 6.7 million Administration fee: () US$ 419,222 Total US$ 14.4 million Pledges: Sweden: Norway: Netherlands: Total US $ 2 million (MPTF confirmed received but not reflected on website yet) US$ 6 million US$ 11.3 million US$ 19.5 million Balance once all pledges materialize: US$ 5 million Encourage Norway and the Netherlands to transfer payment as a matter of urgency so that commitments can be fulfilled. 3. Review of proposals for CHF Reserve Allocation (International Medical Corps (IMC), Health Cluster) The Health Cluster presented IMC s proposal to support Raja Hospital in Western Bahr el Ghazal.. The hospital was previously supported by MSF Spain and IMC is taking over to avert a disruption in general patient care as well as emergency surgery. The CHF Reserve is sought to bridge a partial gap until 31 March IMC is planning to raise additional funding to cover the remaining funding gap until the health pooled fund starts July 2013 though there is no clarity on the source of bridging funds.

5 2 of 2 Considering the critical nature of the project the AB agreed to increase the funding from US$ 200,000 to US $ 500,000 to bridge the gap until July Communicate action points with IMC. Review the submitted budget Process Allocation Letters and Fund Transfer Request 4. CHF 2013 First Round Standard Allocation The draft policy paper based on an indicative envelop of US$ million (including fees) was discussed. The AB made a few changes on the criteria and timeline. The AB approved the clusters request to extend the proposal preparation period for NGOs from one week to two weeks (i.e. Jan 14-28). The AB suggested that the CHF Second Round be launched in July aiming at completing the allocation process by mid-september Revise the policy paper and timeline and share with HCT 5. AOB The rotation plan for CHF Advisory Board membership was discussed and the Board agreed to leave the option to donors and NGOs to discuss in their coordination mechanisms. The UN membership will be open to engage different Heads of Agencies in line with the CHF AB composition as outlined in the CHF ToR. Table 1: Participants of CHF Advisory Board Representative Organization Name Chair Humanitarian Coordinator a.i. Mr. Toby Lanzer Facilitator Mr. Vincent Lelei Donor DFID Mr. Ian Purves SWEDEN Ms. Ulrika Josefsson UN Agencies IOM Mr. Vincent Houver UNHCR Ms. Mireille Girard NGO Representatives NGO Secretariat Ms. Ruth Allan Chair NGO Steering Committee Ms. Sue Purdin UNDP head of UNDP Mr. Balazc Horvath CHF Technical Secretariat Ms. Meron Berhane

6 Annual General Meeting of the Common Humanitarian Fund (CHF) Advisory Board 01 December 2012 Agenda: The South Sudan CHF Advisory Board (AB) convened on 1 December 2012 for the Annual General Meeting to discuss the agenda items reported below. 1. Update on the use of CHF in 2012 by the CHF Technical Secretariat (TS) 2. Review of UNHCR application for CHF Reserve in response to the refugee crisis 3. Discussion on the one-allocation per year background paper 4. Update on CHF Monitoring and Reporting by the 5. Donor pledges for 2013 (update by DFID on behalf of CHF donors) 1. Update on the use of CHF in 2012 The made a presentation on the use of the CHF in 2012 and the current funding status (please refer to CHF South Sudan overview dated 27 November 2012). In 2012, the South Sudan CHF has been the best funded CHF across all countries with U$98.5 million received by 1 December Additional pledges to the amount of U$19.5 million (US$ 2.2 million from Sweden, US$ 6 million from Norway and US$11.3 million from the Netherlands) are expected bringing the CHF up to U$118 million. 85% of CHF resources were allocated towards the CAP through two standard allocations and 15% through the CHF Reserve mechanism. CHF Round 2 was disbursed in installments due to delays of two contributions. Currently, the disbursement of U$4 million is kept on hold until new contributions arrive. There is a positive balance of U$3.3 million in the CHF account. The outstanding payment from the Round 2 and the cost for the will be paid as soon as additional contributions are received. Once all pledges materialize and outstanding payments made, CHF will have a positive balance of U$ 4.8 million for the reserve. CHF contributed to 14% of secured CAP funding (or 8% of overall requirements). While for some clusters the CHF allocation contributed to doubling the amount available, in the case of the Education Cluster, the percentage of funding increased from 0 to 13% after CHF R1. The CHF has prioritized 7 out 10 states in South Sudan. While the Equatorias were in principle excluded from R1 and R 2, the Health and Nutrition clusters used the CHF to fill critical gaps in these areas (on an exceptional basis). Overall the border states of Unity and Upper Nile are the highest recipients of funding receiving 15% and 26% respectively. INGOs and UN agencies are the main beneficiaries of CHF. Since the start, CHF supported 179 projects of which 61% were INGOs, 26% UN and 13% NNGOs. Noting the need for increasing access of NNGOs to the CHF, have partnered with RedR to build capacities on proposal writing and procedures. plans to further expand capacity building efforts, particularly given the fact that many Clusters Coordinators and Co- Coordinators are new. The payment in US dollars to NNGOs is retained on an exceptional basis. However, once the economy stabilizes, UNDP will be obliged to switch back to the South Sudanese Pound. UNDP is monitoring exchange

7 2 of 4 rates in this regard. Lessons learned from CHF allocations Both allocations were launched with a minimum of USD 30 million. Round 1 was launched late and with a rushed process due to late establishment of the CHF and impending rainy season. Lessons learned: 1) the allocation process was too rushed and in particular NNGO partners needed more time; 2) more technical guidance was required particularly with regard to Indirect/Direct Costs and the use of CHF templates. Round 2 CHF was launch slightly before CAP 2013 resulting in a heavy burden on clusters. However more time was given to partners and revised guidance proved useful. Having a longer lead up in the preparation (8 weeks) did not result in having more NNGOs applying for CHF. This can be explained with the fact that the Policy Paper stated that continuation of existing projects rather than the establishment of new ones had to be prioritized. Establishment CHF Technical Secretariat component :(3 international and 1 national staff) costing U$670,428, has been fully operational as of February 2012, working on substantive issues. Value added through; ensuring integrity of the fund, compliance with TORs and operating procedures, helping partners write good proposals, support to policy guidance on CHF allocation. UNDP component: (two international and one national staff) costing U$ 547,000 (funded through the 7% charged by UNDP for NGOs projects). The unit will be fully operational as of January Meanwhile surge capacity has been provided by UNDP. Value added through; management of contracts disbursements of funds, a key component that can lead to significant delays in payments if capacity is insufficient. Timely Expenditure and Financial Reporting UNDP stressed the importance of timely expenditure and financial reporting by partners to ensure accountability of the fund from a financial management perspective. UNDP will not disburse funds to partners who are not complying with timely expenditure and reporting requirements. Following UNDP s concern on timely expenditure and financial reporting by NGOs, the AB recommended to have the subject included in the next HCT s agenda Cluster coordinators need to be kept informed about financial reporting of NGO partners to make an informed decision about partners performance. Quarterly expenditures reports will be shared with the clusters. The ability of partners to expend resources allocated in a timely manner will be increasingly considered as a performance indicator for future allocations. 2. Review of UNHCR application for CHF Reserve in response to the refugee crisis UNHCR presented a proposal worth of U$9.9 million to the reserve to respond to the ongoing refugee crisis in Unity and Upper Nile states targeting 175,000 refugees. The proposal has the main components of road access, water supply and sanitation, transport and distribution and camp management. The project will be implemented through a combination of private contractors, UNHCR direct implementation and NGO partners (ACTED, DRC, Oxfam during the next 3. The AB discussed if having special reserve allocation for UNHCR is the best use of CHF considering other humanitarian crises which may materialize towards the end of the year and into early 2013 before the CHF is replenished. With the assumption that pledges from the Netherlands, Norway and Sweden will materialize in the near future, the AB decided to accept the project and requested additional clarification on the issues below: 1. How the road component fits with the overall road strategy of priority roads for humanitarian interventions. 2. What consultations have taken place with other partners to identify CHF priorities 3. How does the road component represent value for money 4. To what extent will use of CHF funds allow for a quick fix of roads damaged during rainy season and how far into the next rainy season will the repair work take UNHCR through? The AB also encouraged the Multi Sector to have an NGO partner as Co-Coordinator in order to mirror the system that clusters have.

8 3 of 4 Members of the AB highlighted the need for having a thorough technical review for reserve projects prior to presentation to the Advisory Board. UNHCR to address the technical questions raised by the AB with regards to the road component. Meanwhile the UNHCR project has been approved for an immediate allocation of U$6 million. UNHCR and NGO forum to discuss on the way forward to have an NGO partner as co-coordinator for the Multi-Sector. will ensure to have Peer Review Team for all future reserve projects 3. Discussion on the one-allocation per year background paper UNHCR/ UNHCR/ NGO forum presented one-allocation per year background paper for discussion as to how to minimize the burden on the Cluster Coordinators and Co-Coordinators. The AB discussed the pros and cons of having one-allocation per year along with a larger reserve. The following issues were noted: In case of one allocation per year, it would make sense to have a bigger envelope for allocation during the dry season when chances of implementation are greater. However, this would go against the CAP calendar which runs from January to December. The issue of CAP cycle was discussed at length and the AB agreed that in the case of South Sudan a CAP cycle from 1 July to 31 June would be preferable. The HC agreed to discuss the issue with the ERC. As NGO partners are currently making their planning based on two CHF rounds, if there is a transition to one allocation per year, the information has to be communicated as early as possible. Having one allocation per year may result in a loss of flexibility and opportunity to discuss adjusted priorities in the course of the year. The donors also noted that the opportunity to advocate for additional resources would also be jeopardized and that it would be difficult for some donors to make firm commitments at a specific time of the year as a one allocation process would require. Special allocations from the reserve for a specific crisis (similar to one held in July for refugees) can be considered following a proper and transparent allocation process with involvement of the relevant clusters. HC and will review the work load and timing of the CAP and CHF to look into possibilities of streamlining the allocation process. HC to approach the ERC about a different CAP cycle for South Sudan 4. Update CHF Monitoring and Reporting HC/ The Head of M&R within provided an update to the on the roll-out of the Monitoring and Reporting Framework. The framework is essentially operationalised as 6 out of 8 UNVs have joined their respective clusters and the work of the monitoring and reporting working group has started. However, a lack of affordable accommodation for some of the UNVs is creating a challenge and may result in staff turnover. An update on the CHF mid-term reporting process recently carried out for the Round 1 standard allocation was provided. The exercise had a 98% response rate across clusters showing that 56% of the funds allocated had been expended as of September A sample of the aggregated information from two clusters (Nutrition and WASH) was presented. The summary include the amount allocated to the cluster, number of projects, reporting rate, expenditure rate and key results achieved compared with the clusters targets (full presentation is attached). It was noted that the reporting exercise helped to provide a good picture of the results achieved at mid-term at the output level as well as being a good building block in setting up the CHF monitoring and reporting system. The lessons learned and the proposed way forward for the roll-out of the framework was presented. It was noted that there is need to remain practical when developing the CHF monitoring and reporting mechanism. As the CHF has been conceived as a flexible funding instrument, mostly co-funding projects, this will have an impact on the design of and extent of the monitoring and reporting which can be conducted. The upcoming key CHF M&R milestone will be the CHF 2012 Annual Report. With regards to the roll out of the M&R framework, the importance of not underestimating the administrative aspects related to the roll-out of the M&R framework, especially issues related to accommodation and

9 4 of 4 coordination, were highlighted. The next step will be to focus on the other component of the dual framework, namely to strengthen the link between the CHF outputs and cluster outcomes. This next phase will require further consultation with the clusters. The issues below will require continued engagement: Continue discussion with clusters to map and build on existing M&R systems - monitoring plans, tools and field visits Work on key M&R milestones - Annual Report, closure of Round 1 and prepare next allocation Continue working on the challenges around administrative aspects of rolling out the M&R Framework Moving towards a dual framework as one size does not fit all Review of the M&R process after 6 5. Donor pledges for 2013 DFID contacted CHF donors for possible indication for 2013 contribution. Below are received indications: Denmark: USD 4 million SIDA: USD million DFID: USD 45 million Netherlands & Norway: tbc Table 1: Participants of CHF Advisory Board Representative Organization Name Chair Humanitarian Coordinator Mr. Toby Lanzer Facilitator Mr. Vincent Lelei Donor representatives DFID Mr. Ian Purves SWEDEN Ms. Ulrika Josefsson UN Agencies FAO Ms. Sue Lautze UNHCR Ms. Mireille Girard NGO Representatives NGO Secretariat Mr. Ivor Morgan For Chair NGO Steering Committee Ms. Susan Purdin Observer - - CHF Technical Secretariat UNDP Mr. Balazs Horvath Ms. Federica D Andreagiovanni Mr. Thomas Nyambane Ms. Meron Berhane Mr. Kizito Iranya Ms. Anne-Sophie Le Beux

10 Common Humanitarian Fund South Sudan Advisory Board Minutes of CHF reserve allocation for the refugee crisis 31 July 2012 Background At its meeting of 16 July the CHF Advisory Board (AB) requested UNHCR and to coordinate the allocation of $10 million for the refugee response. A policy paper, identifying emergency priority activities was jointly developed and shared with partners to solicit applications. Priorities activities identified included: health and nutrition; water and sanitation and hygiene, and access (access of supplies to the refugee sites). The policy paper indicated that both refugee and host communities in Unity and Upper Nile states were targeted and prioritized NGOs projects over UN agencies who benefitted from a $20 million CERF allocation in mid-july. The CHF Advisory Board convened on 31 July 2012 to review the proposals submitted for the $10 million CHF reserve allocation. UNHCR Senior Programme Officer briefed the AB on the allocation process and the recommended envelope; the cluster coordinators supported the briefing. UNHCR explained that in order to ensure a thorough and transparent review process of the proposals and UNHCR constituted a Peer Review Team (PRT). The PRT included cluster coordinators and co-coordinators, NGO representatives, UNHCR and the CHF Technical Secretariat (TS). The PRT consulted and agreed on the following scoring criteria for the projects: 1) appropriateness of proposed activities; 2) time sensitiveness of activities; 3) cost effectiveness of the proposal; 4) operational capacity of applicants including their established presence in the refugee camp/host communities locations. Projects were scored against a 3Ws matrix developed by UNHCR. PRT participants were divided into three sub-groups for the technical review of the proposals: Health and Nutrition, Logistics/Access/Shelter, Water sanitation and hygiene (WASH). The PRT sub-groups reviewed 16 applications and prioritized 10 projects in the sectors of: Wash ($3,750,000); Logs & Shelter as part of the access response ($3,633,295); Health and Nutrition ($2,616,231). UNHCR explained that no national NGOs made it through the selection process as there was none with sufficient capacity already present in the refugee response area with the ability to scale up within the short time-frame required. 1. Review of proposals Health and Nutrition (Samaritans Purse, IMC-UK, GOAL) Three applications were received and endorsed for funding. The selected proposals target 50,000 beneficiaries. Activities focus on the reduction of Moderate Acute Malnutrition, and Severe Acute Malnutrition in Yida, Yusuf Batil and Gendrassa (new site). UNHCR noted that while Yida is the largest camp, Yusuf Batil has the worst nutrition indicators as it accommodates newest arrivals, many of whom arrive with a poor nutritional status. MSF is likely to open additional OTP in Yida. Support to a cholera preparedness unit in Gendrassa is also included as the disease is a serious threat. Access (IOM, UNHCR, UNOPS, ACTED) Six applications were received, of which only four projects were recommended by the PRT for funding: UNOPS (roads, landing strip Maban), IOM (barges), UNHCR (air transport) and ACTED (site preparation). Applications included transportation costs; the Logistics cluster pointed out that since the cluster s funding/capacity for transportation of supplies to the refugee sites is limited applicants were encouraged to

11 2 of 4 adequately budget for their transportation costs. The ability of UNOPS to implement its proposed project was discussed. The AB agreed to request UNOPS to clarify the specific activities to be undertaken to facilitate access by humanitarian organizations in the Maban area as well as to confirm its adequate operational capacity in the field location to ensure the swift implementation of the project and ability to spend funds within the allotted time frame (8 ). The Logistics Cluster highlighted the need to ensure that double dipping does not occur, that organizations receiving CHF funds for transportation of supplies should not go to the Logs Cluster for transport support as the Logistics Cluster is a provider of last resort and is not primary responsible for support to the refugee response. The significant pressure on the Logs Cluster by the refugee operation was discussed by the AB. The HC agreed to have the Logistics Cluster/UNHCR to present to the next HCT an overview of the logistics challenges and ways forward. Water and sanitation and hygiene (ARC, Oxfam, Solidarites) Six projects were submitted and only three were recommended by the PRT. Only projects with evidence of operational capacity/presence/no overlapping of actors were recommended. Recommended projects address key priority areas in camps of Yida, Yusuf Batil, Jamam, Gendrasa, and the host communities in areas prone to disease outbreaks. One application was received by a National Non-Governmental Organisation (NNGO). However, since the organization is not present on the ground the project could not be recommended. It was noted that Solidarites was asked to scale up and increase its budget by $700,000. UNHCR noted that Solidarites had confirmed its ability to scale up, Medair had also been approached and remained in stand-by to support the scale up as needed. underlined the importance of ensuring greater engagement of NNGOs in the CHF. This is particularly important in preparation for the CAP The AB agreed to the allocation. The was tasked to contact UNOPS to request clarification on activities to be implemented, its operational capacity and inform the AB accordingly. Process Allocation Letters and Fund Transfer Request was tasked to consult with DFID, ECHO and UNHCR to present options on how best address the issue of transportation of supplies to refugee sites. The AB requested that feedback be given to the NNGO as to why it was not recommended. 2. Funding update and a possible second standard allocation UNHCR informed that there are $9.4 million in the CHF account. A contribution of $8.6 million from the Netherlands is expected to be deposited this week. Following the approval of the $10 million envelope for the refugee response and the UNFPA proposal approved by by the AB for a total amount of $450,100, and allocation fees for NGOs for a total amount of $487,000, a positive balance of $7.05 million is anticipated (with the approval of UNDP project the new balance is $6.1 million). The UK will advance its 2013 CHF contribution of 16 million GBP for the CHF Additional funds (amount TBC) are expected from Norway. This would enable a second standard allocation of an approximately $30 million. to propose time frames for a second round CHF allocation a soon as the CAP timeline is available. 3. Recruitment of UNVs for the Monitoring and Reporting Framework The meeting of the Advisory Board held on 11 June agreed to use the CHF second round standard allocation to cover the costs of UNV Monitoring Specialists ($856,000) to be recruited by UNDP as well as the costs of the component of the CHF Technical Secretariat ($670,428). The interview of the UNV has started with so far 3 out of the 8 UNVS identified. Ensuring the deployment of staff is urgent and proposed to the AB to use CHF reserve to enable the prompt recruitment of staff. As far as the component of the CHF Technical Secretariat is concerned, noted that the disbursement of funds is not as urgent as for the UNV. Furthermore, is seeking more guidance from HQs on the issue of funding for CHF Managing Units. This topic will be subject of a separate discussion after the Cost Plan of South Sudan is approved by HQ.

12 3 of 4 TS to process the allocation of $856,000 to UNDP Table 1: Participants of CHF Advisory Board Representative Organization Name Chair Humanitarian Coordinator Mr. Toby Lanzer Facilitator Ms. Cathy Howard DFID Ms. Nicola Dahrendorf SWEDEN Ms. Doris Attve UN Agencies WHO Mr. Abdi Mohamed UNHCR Ms. Mireille Girard NGO Representatives NGO Secretariat Mr. Ivor Morgan For Chair NGO Steering Committee Mr. Hanibal Wroku (ACF) Observer ECHO Mr. Roman Majcher CHF Technical Secretariat UNDP Mr. Rashid Mogga Ms. Federica D Andreagiovanni Mr. Thomas Nyambane Ms. Meron Berhane Mr. Kizito Iranya Table 2: Description of reviewed proposals for the reserve allocation for the refugee crisis Project Code Project Title Project Duration SSD- 12/H/46329/6116 Samaritans Purse N/A International Medical Corps N/A GOAL N/A ACTED N/A UNOPS Emergency Nutrition Program for Vulnerable Refugees in Yida Pariang County, Unity State - Nutrition Cluster Emergency Response for Gendrassa Camp Health & Nutrition Cluster Emergency WASH and Nutrition Response for Refugee Communities in Batil Health, Nutrition & WASH Cluster Emergency assistance to provide access to basic services for refugees relocated to Gendrasa - Refugee Response Shelter Cluster Emergency operation to address the Upper Nile Refugee Crisis Logistics Cluster 2012 Project Budget (US$) 6 $ 353,011 (Additional SP cost share not included) 12 ECHO (July 6th to Jan 5th) - US$ Secured Funding (US$)/ Source 50,000 - UNICEF Nutritional Supplies GIK 1,820,098; UNHCR $ 1,032,856 5 N/A n/a not in the CAP 3 N/A n/a not in the CAP 9 N/A n/a not in the CAP CHF Funding Request (US$) Indirect costs (%) Target Areas (State and County) $1,260,070 9% Yida, Pariang County, Unity State $4,584,352. 7% Upper Nile State - Maban County, Gendrassa Camp $788,555 8% Yousif Batil Refugee Camp, Maban County, Upper Nile State $1,063,361 15% Jamam Refugee Camp, Maban County, Upper Nile State $ % Maban County - Jamam, Batil, Gendarassa, Doro Camps (including airstrip). Works will also benefit the host Advisory Board recommenda tion $827,676 $1,000,000 $788,555 $599,527 $1,500,000

13 4 of 4 Project Code Project Title Project Duration N/A ARC IOM SSD-12/C SS/ ARC WASH Intervention in Maban County WASH cluster Humanitarian Common Transport Services in the Republic of South Sudan Logistics Cluster 2012 Project Budget (US$) Secured Funding (US$)/ Source 6 N/A n/a not in the CAP 5 6,635,855 $3,499,005 (CHF), 625,000 (Unearmarked)$9 69,420 (CERF) CHF Funding Request (US$) Indirect costs (%) Target Areas (State and County) Advisory Board recommenda tion community at Gendarassa $736,165 30% Bunj host $250,000 community, Maban, Upper Nile $507,103 8% Upper Nile $507,103 UNHCR Oxfam SSD- 12/WS/46333/5120 SOLIDARITES INTERNATIONAL SSD-12/WS/46424 Logistical support for refugee emergency response in Unity and Upper Niles states Logistics Cluster Provision of Water, Sanitation and Hygiene Promotion to Refugees in Maban County WASH cluster Emergency response to improve access to safe water and appropriate sanitation facilities, for refugee population in Yida, awareness on key 6 131,804,955 5,247,401 $1,026,665 7% Unity State and Upper Nile State 5 6 5,187,843 3,115,757 $ 990,001 current CHF grant for this CAP project (utilised for returnee response); Isle 2,722,000 of Man, OFDA, ECHO, UNICEF, CHF, HCR, SI $1,700,000 9% Upper Nile State, Maban County, Jamam and Gendrassa camps $1,000,000 19% Yida refugee camp, Unity State Batil and Gendrassa camps $1,026,665 $1,800,000 $1,700,000 Total $ 9,999,526 Balance in CHF account after the refugee and the allocation to UNDP A: Balance before these allocations 17,457,889 B: Amount of the refugee allocation 9,999,526 C: Fees for UNDP as PUNO for NGOs 487,603 D: UNDP project for UNV recruitment 856,000 E: New Balance (A-B-C-D) $6,114,760

14 General Points CHF South Sudan Advisory Board Minutes of CHF Reserve Allocation 16 July 2012 The South Sudan CHF Advisory Board (AB) convened on 16 July 2012; the agenda of the meeting included: - Update of CHF financial status - Review of proposals for CHF Reserve Allocation i) Mercy Corps, FSL, Abyei area; ii) FAO, FSL, Unity, Upper Nile, Jonglei and Lakes; and iii) BCDA, WASH, Tonj South County, Warrap - The possibility of launching a Second Round CHF Standard Allocation The CHF Technical Secretariat provided an update on the CHF current funding status. The South Sudan CHF has received US$58.9 million since its establishment in February 2012 and US$48.7 million has been allocated so far. This amount includes US$2.3 million administration fees due to the Multi Partner Trust Fund (US$589,687) and UNDP as Participating UN Organization for NGOs ($1,724,318). This is consistent with the CHF Memorandum of Understanding. As of 16 July, the balance in the CHF account is US$10.2 million of which US$ 5.3 million is for the CHF reserve and US$4.9 million is available for standard allocation. A pledge of US$7.5 million from the Government of Netherlands is also at hand (Since the Advisory Board met, the contribution of the Government of the Netherlands has been signed for about US$8.57 million and it is anticipated the funds will very shortly be deposited). 1. Review of FSL Project Mercy Corps The FSL cluster presented Mercy Corp s six project that aims at providing agricultural inputs to 3,750 households in Abyei and Agok areas at the cost of US$435,680. The AB appreciated the effort made to mitigate against the push and pull factors in the complex operating environment of Abyei by supporting families in both Abyei and Agok areas. Given the time sensitive nature of the planting season, this project meets an urgent humanitarian need. The AB highlighted the need to carefully handle project submissions for responses in the Abyei area and ensure consistency in approach across the clusters. South Sudan CHF funds should in principle be only considered for support to activities provided to Abyei displaced in line with assistance currently provided (such as food rations, NFI support). As people return they move with the assistance already provided. CHF funds should in principle not be used for setting up of services in Abyei due to the contested nature of Abyei. The AB agreed to the allocation with no further revision in the project document. Process Allocation Letters and Fund Transfer Request 2. Review of FSL Project FAO The FSL cluster presented FAO s six proposal that aims to transport and distribute seeds and agricultural tools focusing on Unity, Upper Nile and Jonglei states at the cost of US$264,852. The project received an allocation through the 1 st Round Standard Allocation however a funding gap arose due to the sharp increase in cost of transportation. The AB raised the issue of seasonality as the rainy season has already started in most of the areas. The cluster coordinators ensured that there are types of seeds that can be planted at this time of the year. The AB agreed to the allocation with no further revision in the project document.

15 2 of 3 Process Allocation Letters and Fund Transfer Request 3. Review of WASH Project BCDA CHF Technical Secretariat presented Bakpiny Community Development Agency (BCDA) project. The three project aims to assist 1,200 individuals in need of access to improved sanitation facilities. The project also has a practical hygiene promotion component in areas of high return periodically affected by flood. The cost of the project is SSP 171,536 (US$53,889 as per UNDP s rate of 3.18). As this is a national NGO, payment will be made in SSP (to conform to the agreement as outlined in the minutes of 11 May 2012, CHF Advisory Board meeting). The AB agreed to the allocation subject to the following points: - Consider revising the duration of the project to ensure completion of the planned activities; - Closely work with the WASH cluster to ensure coordination and capacity building; - Satisfactory result from UNDP s capacity assessment for new CHF partners; - Ensure the project is registered in the OPS ( for inclusion in the CAP. Follow up the above action points Process Allocation Letters and Fund Transfer Request 4. The possibility of launching a second round CHF Standard Allocation Cluster coordinators/undp The Advisory Board discussed the possibility of a second standard allocation. However due insufficient funds available in the Standard Allocation (even by adding the incoming pledge of US$ 7.5 million to the US$ 4.9 million currently available and moving an additional US$1.3million from the CHF Reserve window, this would only result in US$13.7 million being available to launch a 2nd Round CHF Standard Allocation, leaving US$4 million in the reserve). Given the considerable workload for the clusters for a small standard allocation envelope to be disbursed only in mid-september, it was decided by the AB not to proceed with a 2 nd round Standard Allocation for the time being. In the light of the above, the AB discussed and recommended to prioritize the response to the ongoing influx of refugees into Unity and Upper Nile States and immediate surrounding host community through a special CHF Reserve allocation envelop. To this end, the Advisory Board agreed to replenish the CHF Reserve up to US$10 million to address time critical needs while more pledges are received to launch a reasonably sized second round standard allocation. The key sector areas were defined as WASH, health, nutrition, and access within the refugee response. The AB assigned UNHCR and to facilitate the allocation process of the special CHF Reserve for refugees response through preparation of a concept note outlining the context as well as priority/time sensitive activities per cluster. The AB strongly recommended an accelerated process to address the critical needs of refugees. The proposed timeframe should result in disbursement of funds as of the first/second week of August. Follow up the above action points 5. AOB Cluster coordinators/ informed the AB that UNFPA will be submitting to the CHF Reserve a proposal of US$450,000 to replenish the reproductive health pipeline. The proposal was technically reviewed by a team consisting of CHF Technical Secretariat, WHO and MERLIN. UNFPA has revised the project based on feedback from the team, and is awaiting final clearance by the cluster coordinator. The AB accepted request from the CHF Technical Secretariat to review the proposal and give their recommendations via . Circulate UNFPA s proposal by for the Advisory Board review and recommendation Cluster coordinators/

16 3 of 3 Table 1: Participants of CHF Advisory Board Representative Organization Name Chair Humanitarian Coordinator a.i. Mr. Chris Nikoi Facilitator Ms. Cathy Howard Donor DFID Mr. Hamish Falconer DFID Ms. Nicola Dahrendorf SWEDEN Ms. Ulrika Josefsson UN Agencies UNICEF Ms. Yasmin Haque UNHCR Ms. Mireille Girard NGO Representatives NGO Secretariat Mr. Ivor Morgan Chair NGO Steering Committee Ms. Rita Mazzocchi Observer N/A N/A CHF Technical Secretariat UNDP Mr. Rashid Mogga Mr. Thomas Nyambane Ms. Meron Berhane Table 2: Description of reviewed proposals Project Code Project Title Project 2012 Project Other Secured Duration Budget (US$) Funding (US$) CHF Funding Request (US$) Indirect costs (%) Target Areas (State and County) Advisory Board recommendation SSD- 12/A/51433 Emergency Assistance to Vulnerable Communities in Agok Six 682, ,680 20% Agok and Abyei Area 435,680 SSD- 12/A/46142 (FSL) Enhancing food security of returnees, IDPs and vulnerable host communities through provision of appropriate production inputs and services in the targeted locations Six 10,000,000 4,4738, ,852 7% Unity, Upper Nile, Jonglei and Lakes 264,852 (FSL) N/A Improved Hygiene and Sanitation in Yapango and Khartoum Jaded returnee final destination in Tonj South County, Warrap State Six N/A 0 SSP 171,536 10% Warrap, Tonj South County SSP 171,536 US 53,889 (3.18 rate) (WASH) TOTAL 754, ,421 Balance in CHF Account A: Balance before these Allocations 10,211,008 B: Amount of these allocations 754,421 C: Fees for UNDP as PUNO for NGOs 34,274 D: New Balance (A-B-C) ** 9,422,260 E: Pledges 8,570,000 F: Total (D+E) 17,992,260 **Following the decision of the Advisory Board to bring the CHF reserve window up to US$10 million, there will be a negative balance in of about US$600,000 in the CHF account until new deposits are made.

17 CHF South Sudan Advisory Board Minutes of CHF Reserve Allocation 08 June 2012 General Points The South Sudan CHF Advisory Board (AB) convened on 08 June 2012; the agenda of the meeting included: An update on the financial status of the CHF; A review of five applications received for the CHF Reserve from the Coordination and Common Services, Emergency Telecommunication, Health and Multisector clusters; A discussion on the roll out of the Monitoring and Reporting Framework; A discussion on forthcoming CHF contributions and threshold for a second standard allocation and special allocations. The CHF Technical Secretariat provided an update on the CHF current funding status (see CHF update dated 31 May 2012). The South Sudan CHF has received US$57.2 million since its establishment in February 2012 and U$46.9 million has been allocated so far. This amount includes U$2.2 million administration fees due to the Multi Partner Trust Fund and UNDP as Participating UN Organization for NGOs. This is consistent with the CHF Memorandum of Understanding. The overall balance in the CHF account is US$10.2 million of which U$7.1 million is for the CHF reserve and US$3.1 million is available for standard allocation. The AB was informed that a contribution from Ireland in the amount of 1.4 million EURO is expected, indications of additional contributions have been made by Norway and the Netherlands (Euro 2 million) and a possible contribution from Korea is being pursued. The CHF Technical Secretariat noted that at present there are no prospects of additional sizeable contributions to the CHF to allow a second standard allocation after the completion of the CAP Mid-Year Review. 1. Review of the Coordination and Common Services project The project proposal aims at sustaining the UNDSS tasked plane for a period of six in support of security and emergency coordination. With current funding available the operation cannot be sustained beyond June In reviewing the project proposal, members of the AB underlined the key role played by the CSC plane in conducting medevac, security assessments and protection missions, including the most recent negotiations for the release of kidnapped humanitarian staff. Given the deteriorating security environment, the importance of continued stand-by airlift capacity available on two hours notice was highlighted. A member of the AB noted that although the usefulness of the service is not disputed, there must be a rationalization of the air assets management to reduce expenditures. Similar views were echoed by another member of the AB who raised concerns over the conspicuous investment required for the project at a time when the CHF reserve is limited and there are many competing priorities. He also called for the streamlining of air assets management. A member of the AB explained the difficulties of deploying UNHAS air facilities during emergencies since DSS cannot overrule UNHAS fleet s prioritization plan and put a aircraft on standby on a two hours notice. DFID requested to put on record that although no formal objection would be raised to the approval of the project, the proposal does not represent the best use of CHF funds. The AB agreed to the allocation and asked the CHF Technical Secretariat to note the AB s request to demand a record on the use of DSS plane in three time. This will help shaping the funding decisions for the project in UNDSS to provide a record on the use of the plane at the beginning of September. CHF Technical Secretariat to follow up and revert to the AB in three 2. Review of the Emergency Telecommunication project DSS

18 2 of 5 The project proposal aims at enabling the Emergency Telecommunications cluster to establish emergency telecommunications response capacity in one emergency location, depending on operational needs, with the acquisition of equipment currently available in Mombasa. Currently the ETC cluster is providing ICT services with equipment on loan until June Furthermore, two components of the ETC package, the security telecommunications and the power supply component are yet to be implemented. A member of the AB, underlined the key role of the ETC cluster in ensuring high quality and reliable data connectivity for the humanitarian community at the time of emergencies. It was noted that ETC support is provided at times of emergencies for a limited period of time (up to six ) until long term security and data communication system is acquired by partners. The emergency in Pibor was cited as an example. The AB agreed to the allocation. Process Allocation Letters and Fund Transfer Request 3. Review of the Health project Cluster coordinators/ The project aims at supporting three Primary Health Care Units (PHCUs) in Aweil East for a period of three when funds from an additional donor is expected. The project will ensure continued access to basic health services for 50,000 people. Making reference to three similar projects approved by the AB in May, a member of the AB noted that applications to the CHF reserve for projects providing support to PHCUs is a recurrent pattern. It was noted that a consolidated submission from the Health cluster would be preferable to ad hoc submissions. The AB noted that although the project is not humanitarian in nature, lack of support thereto would result in dire humanitarian consequences for the population in need of health services in Aweil East. The impact of the austerity measures on the health sector for the implications on cuts on salary allowances of medical staff was discussed. A member of the AB noted that 80% of health services in South Sudan are delivered by NGOs. He underlined that the strategy of the Health cluster is to provide a minimum package of targeted health support and response until South Sudan s primary and secondary health care systems have adequate capacity and reach. This is clearly articulated in the South Sudan CAP. It was noted that when longer term funding streams for the health sector start to operate, health projects in support of the provision of basic health services will not be prioritized by the CHF. A member of AB requested that the key role played by the CHF in supporting Health services in South Sudan be acknowledged. In relation to a question on the budget, the clarified that Indirect costs included 15% of salary of Juba based staff for three. The AB agreed to the allocation. Process Allocation Letters and Fund Transfer Request 4. Review of the Multi Sector projects (project 1) Cluster coordinators/ The objective of the project is to assist 2,000 vulnerable returnees stranded in Renk with onward transport assistance. Noting the high costs per returnee (U$ 600) and the current funding available for the project (U$ 7 million until September 2012) a member of the AB noted that the request should not be endorsed as it would not be an appropriate use of CHF funds. A member of the AB provided background information on the situation at the border including growing insecurity following attacks on Heiglig and the rise of operational costs, particularly fuel. Several members of the AB highlighted that the little information provided in the justification was not sufficient to make an informed decision. A member of the AB suggested asking the concerned organization to conduct due diligence process with regard to explaining the financial needs against costs incurred in so far and operational priorities. The AB agreed to reject the allocation request and noted that the project could be reconsidered once due diligence is done and additional information on how the projects fits the CHF emergency reserve eligibility criteria is provided.