30 May 2000
Who we are
Overview of the Operations Function
in the GAVI Secretariat
B. Work Plan and Working Group
- The purpose of this document is to provide a brief
overview of the operations function in the GAVI Secretariat to
the GAVI Board members, and to obtain their endorsement of this
arrangement. This paper will not cover issues related to the management
of the Vaccine Fund, which will be covered in other documents.
- At the meeting of the GAVI Proto-Board in Seattle
in July 1999, UNICEF offered to host the GAVI Secretariat in the
UNICEF Office for Europe in Geneva. This offer included the utilisation
of the UNICEF infrastructure and systems.
- It is proposed that the Secretariat follow the
UNICEF rules and regulations for its administrative, financial
and human resource management. However, as the Alliance is a unique
and separate entity, there may be a need to make adaptations or
exceptions to these rules and regulations, in order to meet particular
needs of the Alliance. In such cases, the Executive Secretary
will present a proposal to UNICEF and the Working Group for endorsement.
Such exceptions will be reported to the Board in a "Log of
Administrative adaptations and exceptions for the GAVI Secretariat".
- The Secretariat will collaborate with the Working
Group to prepare an annual work plan, to be submitted for approval
to the GAVI Board. The members of the Working Group will be responsible
for implementation of the plan.
C. Financial Management
- The GAVI Board has agreed that each member of the
Alliance will contribute US$ 300,000 annually for the functioning
of the Secretariat. The Executive Secretary is accountable for
the utilisation of these funds according to the appropriations
approved by the GAVI Board.
- The funds are administered as a trust account within
UNICEF and therefore are not considered to be income to UNICEF.
Funds are disbursed through UNICEF Geneva at the request of the
- To facilitate management of the funds, it is proposed
to pool the contributions into one reporting, financial and auditing
- The accounting unit is the Unites States dollar.
The equivalent in United States dollars of other currencies is
established on the basis of the United Nations operational rates
- Expenditures are accounted for on an accrual basis,
except for those relating to staff entitlements which are accounted
for on the basis of cash disbursements only. UNICEF has agreed
that the normal Cost Recovery for incremental indirect costs will
not be levied against the Secretariat funds. This applies the
various financial transactions, including bank charges.
- The UNICEF Comptroller is the only authorised
source to provide a certified financial report. This would be
done as soon as the UNICEF books are closed. Certified financial
reports would be available within 60 days of the closing of the
books for the financial year. As soon as these reports are released,
the Executive Secretary will submit them for approval to the Board.
The Secretariat will be able to access utilisation reports at
- It is proposed to follow a fiscal cycle starting
on 1 January of each year; budgets will therefore be approved
by the GAVI Board in the Autumn session preceding the new fiscal
- The Executive Secretary will regularly communicate
to UNICEF concerning the Table of Authority, for the approval
of GAVI transactions.
D. Administrative Management
E. Human Resources Management
- Procurement of office supplies and furniture, handling
of official travel are performed according to UNICEF rules and
regulations, within budgetary appropriations.
- The GAVI Board approved six posts for the Secretariat.
Staff members working in the Secretariat are basically working
on two types of UNICEF contracts (Fixed-term appointments and
on a reimbursable loan basis).
- The Executive Secretary is to be appointed by the
Executive Director of UNICEF based on a Board-directed selection
process. The Executive Secretary isresponsible for the appointment
of the Secretariat staff. UNICEF recruitment procedures will be
followed with regards to advertisement of posts. In the case of
profession staff, a review panel will include at least two members
of the Working Group.
- UNICEF Special Service Agreements contracts are
issued for consultants.
G. Management Facilities Provided by UNICEF.
- The Secretariat will be subject to Internal Audit
review by the Office of Internal Audit of UNICEF. Audit reports
will be addressed to the UNICEF Executive Director with copies
to the Executive Secretary. The UNICEF Executive Director will
then inform the Board.
- The Secretariat is grateful to UNICEF for hosting
its offices within the Regional Office for Europe in Geneva and
for being able to benefit from the Common Services facilities
provided by its IT, Operations and HR Sections.
- The Secretariat will absorb the cost telephone
calls and the purchase of its equipment and office supplies.
- Once the Board endorsement is received, it is proposed
that the Chairperson of the GAVI Board and the UNICEF Executive
Director formally signs this Overview of the Operations Function
in the GAVI Secretariat.