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Terms of Reference
Consultancy Title: International Senior Technical Advisor (ISTA) for VCAP PIU
Project Name: Climate Change Adaptation in the Coastal Zones in Vanuatu Project (V-CAP)
Duty Station: PIU, Ministry of Climate Change, Port Vila, Vanuatu
Duration of the Contract:
 Contract period: 12 months
 Number of working days: 221 days spread across 12 months days (111 days required in –country)
 Commencement and ends dates of assignment: September 01, 2015 – September 01, 2016
Objectives:
Statement(s) outlining clearly the anticipated results of the consultancy.
The International Senior Technical Advisor (ISTA) for Climate Change Adaptation will be responsible for
providing overall technical guidance, backstopping and mentoring support to the V-CAP Project to ensure
that adequate project management and technical systems, tools, and capacities are in place for effective
and timely project implementation.
Background
 History & overview of the assignment.
 Linkage to corporate objective or workplan
 Current work status
 Constraints if any
 Targeted audience relative to this assignment
Vanuatu ranks as the world’s most vulnerable country due to its high exposure to natural disasters,
scattered island geography, narrow economic base, inadequate communication and transportation
networks, and limited capacity to cope with disasters including those caused or exacerbated by the effects
of climate change. Annually Vanuatu is impacted by a number of cyclones, which are expected to become
more intense under current climatic projections, with coastal communities and ecosystems being most
vulnerable and impacted by these events. Vanuatu will be heavily impacted by climate change with future
scenarios projecting increased temperatures, sea-level rise, and increased severity of cyclones, increased
ocean temperatures and ocean acidification. In addition, an increased likelihood of an increase in the
frequency of El Niño events will present its own long-term seasonal challenges. These challenges,
combined with rapid population growth spread over 80 islands, an agricultural and coastal-based economy
facing acute medium-term challenges and inadequate delivery of government services, especially in
remote areas will continue to limit the potential for long-term sustainable development and achievement
of the Millennium Development Goals.
The V-CAP project will explicitly address three of eleven priorities identified in the NAPA including: 1)
community-based marine resource management, 2) integrated coastal zone management, and 3)
mainstreaming climate change into policy and national planning processes. The NAPA places particular
emphasis on the need for community-based marine resource management, embracing both traditional
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and modern practices and enhancing the resilience of vulnerable coastal communities. To address these
priorities, the project will focus on five of the adaptation options outlined in the NAPA including: i)
development of provincial / local adaptation and ICM plans, ii) climate proofing of infrastructure design
and development planning, iii) development of an efficient early warning system, iv) awareness raising and
capacity building, and v) coastal re-vegetation and rehabilitation.
The overall aim of the Adaptation to Climate Change in the Coastal Zone in Vanuatu Project (V-CAP) is to
improve the resilience of the coastal zone in Vanuatu to the impacts of climate change in order to sustain
livelihoods, food production and preserve/improve the quality of life in targeted vulnerable areas. To
achieve this aim, V-CAP will implement a range of interventions to build community resilience to climate
change, Improve the adaptive capacity of communities to CC impacts through integrated approaches and
community actions in the restoration of productive coastal ecosystems and implementation of applicable
concrete adaptation measures; Reduce exposure of coastal dwellers to climate hazards and risks through
the installation and maintenance of an early warning system; Improve climate-related governance at the
national, provincial and village levels to ensure sustainability and replication of successful climate change
adaptation measures; and Increase awareness about CC perils in general and adaptation in the coastal
zone in particular, to increase resilience of the general population to climate change impacts.
A key element in the implementation of V-CAP will be the delivery of support to local rural isolated island
communities through their Area Councils to build their resilience to climate change in all six (6) provinces
in Vanuatu. This will initially focus on 1-2 Area Councils per province with the benefits of the interventions
being available to a wider number of beneficiaries. Select of sites was based on a process including
selection criteria, group consensus and dialogues with local communities.
Scope of work/Expected Output
Defines:
 Expectations
 Outputs
 Quality of the delivery the detail
 Required format
 Timelines & Due dates
Expectations
The project will employ one International Senior Technical Advisor (ISTA) as a consultant to this project
who shall be responsible for guiding the overall planning, implementation, reporting, and timely delivery
of good quality outputs and results of the V- CAP through providing high-quality support and guidance to
the Project Implementation Unit (PIU) with effective support and coordination between the implementing
partners, reasonable parties, beneficiaries and UNDP.
The ISTA will be expected to assist the Government of Vanuatu and the PIU in successfully continuing the
start-up phase of the project and most importantly work with key stakeholders to deliver the outputs of
the project. The consultant will work with PIU, government officials, NGOs and island communities to
identify capacity building needs, if any.
The ISTA will be expected to support the liaison with representatives of UNDP, as well as other regional
donors, in order to coordinate the annual work plan and report on project activities, outputs, and results
on a timely basis. The consultant will be expected to also liaise with other project managers and
coordinators of related and relevant projects and programmes implemented by UNDP, and/or funded by
GIZ, AusAID, the EU and UNICEF; as well as national Government and NGO’s, and regional CROP Agencies
as required.
He/she will be expected to support and advice on all technical, planning, managerial, monitoring, progress
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and financial reporting for the project and provide any other technical guidance needed by PIU to ensure
successful implementation of the project which will also include performance planning and monitoring.
The consultant is expected to also serve as the Lead Technical Advisor of the PIU and manage its staff and
budget to ensure effective delivery of project activities, outputs, and results, including drafting of TORs for
all consultants, partners and suppliers. Inclusive to this, he/she will also supervise all related activities
pursuant to implementation of the objectives and specific activities of the V-CAP Project, specifically the
successful implementation of pilot projects across the Provinces and project sites.
Based on all of the above, produce a detailed project implementation and M&E plan for 2015 – 2019,
which include budgeted activities, specific timelines including outer island visits, identification of supplier
of goods and services (including consultants), and joint activities with other development partners.
Implementation plan should be organized and presented according to the Outcome-Output-Activity-Input
hierarchy.
Outputs
The consultants will be expected to deliver the following:
1. Provide technical advice and support to enhance effective implementation of V-CAP, project
management, and planning focusing on achievement in these areas:
a) Assume general responsibility for the day-to-day advisory management role in planning,
implementation, and monitoring of relevant technical project objectives and activities being implemented
by the Project Implementation Unit;
b) Be ready to support and advise on the delivery of agreed technical outputs and plans in-line with the
requirements of UNDP through the PIU under the Ministry of Climate Change
c) Support, assist and provide technical advice in the preparation and implementation of the project
annual work plan, work programme and monitoring and evaluation procedures and financial regulations
and reports on the basis of the Project Documents with PIU team and in close consultation and
coordination with the Project Director, Project Board, and UNDP.
d) Support the Coordination and monitoring of the activities described in the work plan of the project, and
report to the Government of Vanuatu
e) Provide technical advice to the Project Manager of PMU and the Director General of the Ministry of
Climate Change (National Project Director) and UNDP Environment Team Leader or UNDP representative.
Ensure effective coordination and partnership building within the national and regional projects and any
other relevant projects and networks.
f) Provide leadership and strategic thinking to ensure that Project activities focus on critical areas and liaise
with all relevant stakeholders to ensure achievement of the objectives of the Project. This will include
planning, identification and implementation of important tasks for the successful project establishment.
2. Exercise overall responsibility for effective V-CAP project reporting, monitoring, coordination and
evaluation to achieve the following results:
a) Critical advice on effective implementation of project, project management and planning, V-CAP
baseline and indicators for Project Monitoring, Reporting and Evaluation, preparation of reports focused
on capturing results, lessons learned and good practices
b) Update and share financial and activities/output/outcome progress on a monthly basis (monthly briefs)
with Executing Agency the Ministry of Climate Change Adaptation, Meteorology, Geo-Hazards,
Environment, Energy and Disaster Management (MCCAMGEEDM) and UNDP, highlighting key
challenges/risks and proposed way forward if and when necessary
c) Support the Project Manager in the preparation and submission of quarterly progress and financial
reports, terminal reports, relevant M&E reports as required by GEF and UNDP, as well as briefing reports
as needed and as specified in the contractual arrangements.
d) Assist the Project Manager in the preparation of yearly procurement plans for the project in line with
the activities indicated in the Annual Work Plans;
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e) Provide technical advice to Project Manager on careful monitoring of financial resources and
accounting to ensure accuracy and reliability of financial reports;
f) Ample support and advice to Project Manager on the preparation and submission of financial and
technical reports to UNDP on a quarterly and annual basis;
g) Assist the Project Manager in the preparation and coordination of annual submissions of Project
Implementation Report (PIR) to UNDP/GEF
h) Effective technical insight provided to support leverage additional funding for initiatives started by the
project at the local (site and Provincial level) and national level to ensure sustainability of the
interventions. This includes working with national Government to assist them in learning from project
initiatives and looking for mainstreaming opportunities to ensure replication and sustainability.
3. Ensure the overall relevance and support for effective Communications and Knowledge Management
sharing focusing on the achievement of the following results:
a) Strengthen the presence and support of the V-CAP project on the ground through active engagement
and information sharing with key project stakeholders including other national and regional projects, and
or any other relevant projects and government counterparts, project boards and committees, and
beneficiaries/communities.
b) Provide technical advice and support in the Coordination and development of communication and
awareness materials of the V-CAP project to ensure visibility of the project achievements and good
practices.
c) Promote public awareness and participatory activities necessary for successful implementation,
including overseeing the marketing and branding of V-CAP;
e) Ensure overall relevance to assist or provide support in the delivery of training courses on both technical
and project management, monitoring and evaluation issues to strengthen national capacity in this area;
f) Critical and effective advice provided to PIU on preparation of progress and monitoring reports
concerning project activities in accordance with the project monitoring plan, and in accordance with
UNDP/GEF requirements and format;
g) Actively advising and supporting project reviews and their preparation - when required;
h) Keep the representatives of the Committee and UNDP informed on a regular basis on the progress of
the project.
i) Provide tangible advice and support in terms of Communication and Knowledge Management of project
implementation
Timelines & Due dates
Deliverables
1. Quarterly progress on activities and achieved
results from providing technical advice and support
to enhance the effective implementation of V-CAP,
project management, and planning focusing on
achievement in these areas
2. Quarterly progress on activities and achieved
results from exercising overall responsibility for
effective V-CAP project reporting, monitoring,
coordination and evaluation to achieve the
following results
3. Quarterly progress on activities and achieved
results made in ensuring the overall relevance and
support for effective Communications and
Knowledge Management sharing focusing on the
achievement of the following results
Timeline
01 December 2015
01 March 2016
01 June 2016
01 September 2016
01 December 2015
01 March 2016
01 June 2016
01 September 2016
01 December 2015
01 March 2016
01 June 2016
01 September 2016
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Resources Provided
 All in-country transport cost associated to the achieving project activities
 Airfare to and from duty station (Port Vila, Vanuatu)
 Office space in-county
 All meeting costs related to the project
Supervision/Reporting
 Office and position of supervisor UNDP Project Manager and Team Leader; Ministry for Climate
Change Adaptation, Meteorology, Geo-hazards, Environment, Energy and Disaster Management
Director General; PMU Project Manager
 Reporting lines other than the primary supervisor Report directly to UNDP and MCCAMGEEDM on
plans and progress. Progress report to be also made to the Project Board and Project Advisory
Group, key beneficiaries, and other relevant bodies and stakeholders as when requested.
 Frequency Quarterly reporting based on progress and achieved results
Requirement for Qualifications & Experience
 Minimum educational qualifications
Advanced University degree (Masters or PhD) or equivalent in Social Science, Environmental
Science/Management or related field.
 Experience & skills
a) At least ten years of professional experience in project management posts with increasing
management responsibility;
b) Demonstrate flexible leadership and negotiation skills;
c) Excellent verbal and written communications skills, at a technical level and in the preparation of
information for policy makers and wider civil society;
d) Ability to work well in a multi-cultural and multi-disciplinary environment
e) Demonstrated flexible leadership and negotiation skills;
f) Demonstrable excellent verbal and written communications skills, both at a technical level and in the
preparation of information for policy makers and wider civil society;
g) Previous experience in the operational aspects of international projects, as well as experience with
funding organizations such as the GEF will be an advantage;
h) Proven financial management experience of large budgets;
i) The selected candidate will have a post graduate degree or equivalent qualifications in a relevant field;
j) Excellent working knowledge of English. Familiarity and knowledge of Melanesia and their languages
would be an advantage;
k) Familiarity with the goals and procedures of international organizations, in particular of the GEF and
UNDP
l) Knowledge of GEF co-financing approaches will be a distinct advantage;
m) Experience of aligning project goals with wider development frameworks for long term benefits and
understanding of cross-sectoral national planning processes will be highly regarded.
n) Experience of evaluating technical projects and organizational strategy, policy development and
change management, including development of M&E frameworks will be an advantage.
o) Good leadership, coordination, communication and facilitation skills are essential.
p) Strong management skills, including ability to supervise people and monitor other project staff as well
as being responsible, honest, with strong sense of integrity and professional ethics
q) Extensive information exchange contacts with national and international partners involved in
environment, climate change adaptation management and planning, water/natural resource
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r)
management, community engagement is an asset;
Demonstrate commitment to work and experience in working in a multicultural team environment,
high level inter and intra-personal and communication skills.
 Other Competencies
Corporate Competencies:
a) Demonstrates integrity by modeling the UN’s values and ethical standards
b) Promotes the vision, mission, and strategic goals of UNDP
c) Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
d) Treats all people fairly without favoritism
Functional Competencies:
Knowledge Management and Learning
a) Promotes a knowledge sharing and learning culture in the office
b) In-depth knowledge on development issues
c) Ability to advocate and provide policy advice
d) Actively works towards continuing personal learning and development in one or more Practice Areas,
acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
a) Ability to lead strategic planning, results-based management and reporting
b) Ability to lead formulation, implementation, monitoring and evaluation of development programmes
and projects, mobilize resources
c) Strong IT skills
d) Ability to lead implementation of new systems (business side), and affect staff behavioral/ attitudinal
change
Management and Leadership
a) Focuses on impact and result for the client and responds positively to feedback
b) Leads teams effectively and shows conflict resolution skills
c) Consistently approaches work with energy and a positive, constructive attitude
d) Demonstrates strong oral and written communication skills
e) Builds strong relationships with clients and external actors
f) Remains calm, in control and good humored even under pressure
g) Demonstrates openness to change and ability to manage complexities
Proposal Requirements
Technical Proposal
 CV/P11 Form
 Statement of how applicant meets requirement
 Methodology / Approach if required
 Names/Contacts of 3 referees
Financial Proposal
 Daily Consultancy Fee (No fee range to be stated)
 Living Expenses (For applicant living outside of duty station. Do not state UN DSA rate)
 Travel Expenses (Only full economy class fare permitted)
 Financial proposal to be submitted separate from Technical proposal
Payment Schedule (if required):
Delivery of agreed outputs
 Payment due dates
 20% advance payment permitted. Request for advance more than 20% requires RR approval
 Travel may be paid before commencement of actual travel.
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
Consultancy fee and living allowance to be paid based on satisfactory completion of outputs and
certification by UNDP
Milestone
Due Date
20% of the contract amount to be paid upon submission of a 15th September 2015
signed contract and approved workplan for the first 1/4
detailing activities and expected deliverables
15% of the contract amount to be paid upon submission and 1st December 2015
approval of the first quarter progress on activities and achieved
results of output 1, 2 and 3.
5% of the contract amount to be paid upon submission and 15th January 2016
approval of the second ¼ workplan detailing activities and
expected deliverables
15% of the contract amount to be paid upon submission and 1st March 2016
approval of the second quarter progress on activities and
achieved results of output 1, 2 and 3.
5% of the contract amount to be paid upon submission and 15th April 2016
approval of the third ¼ workplan detailing activities and
expected deliverables
15% of the contract amount to be paid upon submission and 1st June 2016
approval of the third quarter progress on activities and
achieved results of output 1, 2 and 3.
5% of the contract amount to be paid upon submission and 15th July 2016
approval of the third ¼ workplan detailing activities and
expected deliverables
20% of the contract amount to be paid upon submission and 1st September 2016
approval of the third quarter progress on activities and
achieved results of output 1, 2 and 3.
Evaluation
 Method (Cumulative score – Technical + Financial)
 Responsive & compliant
 Price
 Weighted criteria (evaluation grid)
Proposal Submission
 Submission format (Technical & Financial)
 Mode of submission (email)
 Closing date/time
 Contact Person
Evaluation Criteria (70%)
1. Qualifications
Advanced University degree (Masters or PhD) or equivalent in Social Science,
Environmental Science/Management or related field.
2. Experience and Skills
a)
At least ten years of professional experience in project management post
with excellent verbal and written communications skills,
b)
Previous experience in the operational aspects of international projects, as
well as experience with funding organizations such as the GEF will be an advantage;
c)
Excellent working knowledge of English. Familiarity and knowledge of
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15%
10%
10%
5%
Melanesia and their languages would be an advantage;
3. Competency
a)
Promotes the vision, mission, and strategic goals of UNDP and displays
cultural, gender, religion, race, nationality and age sensitivity and adaptability
b)
Ability to lead strategic planning, results-based management and reporting
and lead in formulation, implementation, monitoring and evaluation of development
programmes and projects, mobilize resources
c)
Familiarity with the goals and procedures of international organizations, in
particular of the GEF and the UNDP. GEF co-financing approaches will be a distinct
advantage; Experience of aligning project goals with wider development frameworks
for long term benefits and understanding of cross-sectoral national planning processes
will be highly regarded.
d)
Experience of evaluating technical projects and organizational strategy, policy
development and change management, including development of M&E frameworks
will be an advantage.
Evaluation Criteria
Financial
5%
5%
10%
10%
70%
30%
Proposal Submission
All applications must be clearly marked with the title of the consultancy and submitted by 5.00pm,
Monday 27th July 2015 (Fiji Time) and send electronically to [email protected]
For further information concerning these Terms of Reference, please contact Loraini Sivo at the UNDP on
email: [email protected]
Incomplete applications will not be considered, and only candidates for whom there is further interest will
be contacted.
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