The folliowing in-country governance arrangements have been put in place:
Humanitarian Coordinator: On behalf of the Emergency Relief Coordinator (ERC), the Humanitarian Coordinator (HC) will be responsible for the overall management of the fund based on the Global Guidelines. The HC will decide the strategy for the use of the fund and ensure that the fund is delivering on its key objectives and is managed in accordance with the Global Operational Handbook for Country-based Pooled Funds. The HC will be supported by an Advisory Group (AB), which will advise the HC on the allocation of funds and other strategic issues. The HC will also be supported in this by OCHA, and the establishment of a Humanitarian Financing Unit (HFU).
Advisory Board: Funding allocations will be supported by an Advisory Board (AB). The AB will develop the overall strategy for funding allocations and oversee the performance of the fund and its accountability mechanisms. It will advise on strategic and policy issues, ensuring that the views of donors, UN agencies and NGOs are equally represented. The composition of the AB will be determined by the HC, in consultation with the Humanitarian Country Team (HCT), contributing donors, UN agencies and NGOs. To ensure equitable representation of the key stakeholders to the Fund, the Ukraine Advisory Board will be composed of no more than 10 members, as outlined below. Observers can be invited on an ad-hoc basis by the HC or by the AB.
- The HC chairs the Advisory Board.
- The OCHA Head of Office acts as a permanent member.
- The Fund Manager performs secretariat functions.
- Two donor representatives elected by UHF donors for one-year term.
- Two UN representatives with cluster responsibilities elected by and from UHF eligible UN agencies for one-year term.
- Two NGOs representatives (including at least one national NGO) elected by the Ukraine NGO Forum for one-year term.
Members are expected to commit to one year’s participation; renewal of membership should be discussed with their respective constituency should they want to stay as a member of the AB for an additional year. AB members must be at the senior leadership level (head of agency, etc.) and should not act in their individual capacity but represent their broader constituency. Board members make a commitment to attend all AB meetings (minimum 4 times a year), to provide comments by email or on online platforms, as required, and should be authorised by their constituents to make decisions during AB meetings. A minimum quorum of two third of the members is necessary to go ahead with a meeting of the AB.
Techincal Review Committee: As in the HRP, multi-sector project proposals will also be encouraged. Considering the anticipated high number of project proposals and to ensure their highest quality, the UHF allocations will pass through a technical project review by OCHA/HFU, to assesses the technical soundness and quality of project proposals.
The objective of the technical review process is to ensure that proposals are of the highest possible quality before final approval by the HC and the AB. The technical review committees are comprised of groups of technical experts, per cluster, that review project proposals according to their technical merit and the appropriateness of budget provisions. Sufficient time and effort have to be dedicated ensuring that substandard projects are improved or rejected.
In the specific case of a Reserve allocation, a light review consisting of at least three (3) members should review the proposed project.
Financial review: The technical review stage will include financial review by OCHA Finance (OCHA/HFU and OCHA HQ/FCS), so that programmatic and financial feedback can be compiled by OCHA/HFU and shared with the applicant jointly. The technical review process involves two-way communication between the review committee and the proposing organization. Partners will be able to re-submit project proposals at the most two times upon receiving written comments through the technical review process.
 Operational Handbook for Country-based Pooled Funds available online.