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 Guidelines
for National Programme Managers (NPMs)
For
activities already included in the approved work plan, NPMs
are required to submit detailed activity proposals directly to the WCO,with a copy to the IH
section of MOH&FW, for securing WHO's financial support. They should
ensure the following:
2.1 The proposals are of technically
high-quality and are consistent with the approved work plans. For this
purpose, the concerned WHO National Professional Officer (WHO/NPO) should be
regularly consulted and involved in the preparation and implementation of all
proposals.
2.2 The NPM should ensure that the
institution/agency selected for the activity has the requisite infrastructure
and personnel to carry out the activities.
2.3 The proposals should be complete
in all respects and should contain the details of an official bank account. WHO
will release funds only in favour of the bank account operated by the
concerned department/institute and not in any individual's name.
2.4 The proposals are complete and are
duly signed and stamped by a competent authority.
2.5 If possible, NPMs
should provide the project number,(OWER, RER, OSER,
product and activity), while the WHO/NPO fills in the gaps, if any.
2.6 The budget estimates are realistic
and are in local currency, i.e. Indian rupees; over-estimation should be avoided.
A detailed component-wise break up of all expenses amounting to Rs.10,000 and above must be provided (Annexure 2).
2.7 No institutional service charges
are to be included in the proposal as these are not payable as per WHO rules.
2.8 WHO is exempted from payment of
all direct and indirect taxes under the provisions of Section 11, Article IV
of the agreement between the World Health Organization and the Government of
India signed on 9th November 1949, therefore, Service Tax and other similar
taxes should not be included in the proposal.
2.9 The duration of the activity
should be less than 12 months at a stretch. If it extends to a longer period,
the proposal may be split into two phases. The starting date of the activity
needs to be mentioned to reflect a realistic implementation.
2.10 Sufficient time should be given
for processing beginning with sending the proposal to receiving a cheque for supporting
the activity. Based on experience in the past biennium, the time needed is
around 45 days. Thus, for example, in order to start an activity on 1st of
March 2008, WHO needs to receive the proposal by 15 January 2008.
2.11 The activity date starts from the
date the Contractual Partner signs the contract.
2.12 Retro-active financing is not
permitted for any activity.
2.13 If an activity requires equipment
or supplies, longer time is required. For local procurement it takes 8-10
weeks, through Regional Office it takes 10-12 weeks, and through WHO-HQ it
takes 12-16 weeks. In such cases, we emphasize the importance of planning
well in advance if supplies or equipments are part of the activity.
2.14 WHO does not encourage the
procurement of capital equipment, such as computers, laptops, printers, air
conditioners, vehicles, mobile phones, etc.
2.15 As soon as the activity is
completed, the technical report and SOE should be sent to WCO. Pending
reports and SOEs could withhold further financial
support.
2.16 In case of unutilized funds, the
same may be returned to WHO at the earliest to
enable it to reprogramme them for other activities.
2.17 By the end of the first year of
the biennium period, 75% of the allocated funds have to be obligated; hence, NPMs should ensure that proposals for funding reach WHO
sufficiently in time.
2.18 NPMs are required to constantly
monitor and follow up with principle investigators (PIs) the progress of
various activities under their respective programme areas to ensure timely
submission of not only the interim reports but also the final reports and the
Statements of Expenditure.
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