09.02 PRC overview and composition

The Programme Review Committee (PRC) is an inter-departmental body established by the UNAIDS Executive Director. Its role is to ensure the efficiency and accountability of programme implementation in conformity with UNAIDS’ mandate and established rules, regulations and procedures.

The PRC holds an approval role for awarding contracts that assures due financial and administrative process with regard to the selection procedure for contracting of activities or purchasing goods (regardless of the source of funds) after department and/or RST director endorsement has been obtained.

The PRC must assess the selection process proposed for review to ensure that it has been carried out impartially and in compliance with the relevant procurement procedures. The committee also must assess if it has been based on fairness, integrity and transparency, and that the proposed selection of a contractor is in the best interest of the organization.

The PRC has the authority to endorse or reject the recommendation submitted for review.

The PRC operates at global and regional levels with a global committee in HQ and regional committees based in each regional support team (subject to deployed capabilities and delegation of authority).

Composition of the Global PRC

The Global PRC (established at UNAIDS Headquarters) is comprised of the following members: 
  • a Chair and Vice-chair appointed by the Executive Director;
  • a PRC Coordinator, the Procurement Coordinator acting ex-officio, and an alternate; and
  • two representatives from each department in HQ (one member and one alternate) who have been nominated by the respective Deputy Executive Director. 
A minimum of five members are required to establish quorum for review. The Chair (or Vice-Chair) and the PRC Coordinator (or his/her alternate) must be present.

Composition of the Regional PRC

Regional Committees (or Regional PRCs) are established by the Global PRC Chair under his delegation of authority. They report their proceedings and decisions to the Global PRC.
Regional Committees are comprised of the following members:
  • a Chair and Vice-Chair appointed by the Global PRC Chair
  • a Regional PRC Coordinator, the Regional Operations Manager, acting ex-officio and an alternate
  • two representatives from the countries in the region (member and alternate)
  • two representatives from the RST (member and alternate)
  • two representatives from the Global PRC (member and alternate).
Either the Regional PRC Chair or Vice-Chair can be appointed from the co-sponsors working in the region, in which case the delegation of authority provided to the staff member (Chair or Vice-Chair) determines the level of authority of the Regional PRC.

A minimum of five members are required to establish a quorum for review. The Chair (or Vice-Chair) and the Regional PRC Coordinator (or his/her alternate) must be present.

Nomination terms and responsibilities

Except for Chairs, Vice-Chairs and Coordinators, members of the Global and Regional PRC are nominated for two years. Membership can be extended for one additional period of two years. 

Members of the Global and Regional PRC have the following responsibilities:
  • reviewing proposals submitted, representing their unit/department and contributing their personal views to the final PRC decisions and comments;
  • providing final clearance for the review of minutes; and
  • ensure that their alternate undertakes the responsibilities outlined above when they are unavailable.
PRC members must excuse themselves from reviewing proposals where a possible conflict of interest may arise.

PRC Coordinators have the following responsibilities:
  • announcing meetings and deadlines for the submission of proposals;
  • developing and maintaining a yearly calendar of PRC meetings;
  • compiling, pre-screening and forwarding submissions to members in advance of a meeting;
  • participating as a member in the PRC meetings, preparing the minutes of the meeting, obtaining clearance for their release, circulating them to submitting officers and publishing them on the intranet;
  • following up on decisions and the clearance of submissions (subject to clarifications or additional requests);
  • receiving requests for ad hoc or email reviews, obtaining clearance for this review and, if approved, organize the review; and
  • preparing and circulating yearly PRC statistics.