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TERMS OF REFERENCE FOR PROJECT MANAGER

I. Position Information
Job Title Project Title Executing Agency: Supervisor: Initial Contract: Contract Start Date: Project Manager (Local) Climate Change Adaptation Programme in the Coastal Zone of Mauritius Ministry of Environment & Sustainable Development National Project Director 1 year ( renewable) June 2012

II. Organizational Context

Project Background:

The Republic of Mauritius (ROM) is a group of islands in the South West of the Indian Ocean, consisting of the main island of Mauritius, Rodrigues and several outer islands located at distances greater than 350 km from the main island. As a Small Island Developing State (SIDS), the ROM is particularly vulnerable to the adverse effects of climate change, especially in the coastal zone, where a convergence of accelerating sea level rise and increasing frequency and intensity of tropical cyclones (with more intense rainfall events and stronger winds) will result in considerable economic loss, humanitarian stresses, and environmental degradation - this in a narrow, sensitive strip upon which the country is so dependent.

The visible and measurable effects of climate change in the coastal zone of ROM have become more apparent over the last ten years. There is a direct linkage between climate change effects on coastal ecosystem services (especially coral reefs and lagoons) and the integrity of the whole coastal zone of ROM. As coral reefs lose the race with sea level rise, it is imperative that the critical ecosystem function of wave attenuation be replaced in some manner. There are almost no financially viable options to move vulnerable communities in coastal areas (e.g., Riviere des Galets, in the south, and Quatre Soeurs, in the east) to alternative locations. Adaptation therefore requires in situ changes in behaviour and site management, and appropriate technical interventions, as well as early warning systems that provide enough time for communities to move away from areas where the risk of storm surge and flooding is imminent. There is a lack of technical capacity in ROM to convert climate variability risk management into practical technical interventions appropriate for each vulnerable site.

The objective of the project will be increased climate resilience of communities and livelihoods in coastal areas in Mauritius (all islands), through the following programme components: (i) Application of adaptation measures to protect currently vulnerable coastal ecosystem and community features (at three priority sites on the island of Mauritius); (ii) (iii) (iv) (v) Development and implementation of an early warning system for incoming surge on ROM; Training to promote compliance with climate-proofed planning, design, and location guidelines; Policy mainstreaming; and Knowledge dissemination and management.

Project implementation is scheduled to start as from May 2012, for completion within a five year period.

Organisational Context:

The Project Manager (PM) will be responsible for the overall management of the project, including the mobilization of all project inputs, and supervision of project staff and consultants. The Project Managers prime responsibility will be to ensure that the project produces the results specified in the project document, to the required standard of quality and within the specified time and cost.

The PM will report to the National Project Director (NPD) or Representative from the Ministry of Environment and Sustainable Development (MoESD).

Generally, the PM will be responsible for meeting government obligations under the project, and under the national execution modality (NEX). He/She will perform a liaison role with the UNDP and other UN Agencies, NGOs and project partners.

The Project Manager will liaise and work closely with all relevant partner institutions to link the project with complementary national programs and initiatives. The PM will produce Annual Work and Budget Plans to be approved by the Project Steering Committee (PSC) at the beginning of each year. These plans will provide the basis for allocating resources to planned activities.

The PM will further produce quarterly operational reports and Annual Progress Reports (APR) for submission to the Project Steering Committee. These reports will summarize the progress made by the project versus the expected results, explain any significant variances, detail the necessary adjustments and be the main reporting mechanism for monitoring project activities. The PM will also be technically supported by contracted national and international service providers. The PM will assist in the recruitment of specialist services for the project in consultation with the UNDP and the MoESD.

The Project Steering Committee (PSC):

A Project Steering Committee will be set up under the chair of the MoESD, and will serve as the projects decision-making body. The PSC meetings will be chaired by the NPD or delegated representative. It will meet according the necessity, but not less than once in 4 months, to review project progress, approve project work plans and approve major project deliverables. The PSC is responsible for ensuring that the project remains on course to deliver products of the required quality to meet the outcomes defined in the project document.

The PSCs role will include: (i) overseeing project implementation; (ii) approving all project work plans and budgets, at the proposal of the Project Manager (PM), for submission to UNDP and the Adaptation Fund Board; (iii) approving any major changes in project plans or programs; (iv) providing technical input and advice; (v) approving major project deliverables; (vi) ensuring commitment of resources to support project implementation; (vii) arbitrating any conflicts within the project and/or negotiating solutions between the project and any parties beyond the scope of the project; and (ix) overall project evaluation. The PSC representation and terms of reference will be finalized at its first session.

The PM will report progress and related matters on a periodic basis to the PSC.

III. Functions / Key Results Expected

Summary of Key Functions:

1. 2. 3.

Management of the Project activities (technical, financial, personnel, consultants/contractors, etc.) Coordination of stakeholders and Project Steering Committee Monitoring for quality deliverables and outputs including quality policy advice services to the Government and facilitation of knowledge building and management

4.

Supervision of Project Personnel

1. Ensures timely implementation of project activities and components focusing on achievement of the project results. He/She shall: Plan the activities of the project and monitor progress against the project outcome and output indicators; Prepare and revise project work and financial plans, as required ; Mobilize goods and services, including preparing and finalising TORs and work specifications; 3

Prepare bidding documents in accordance with established procedures and required governments guidelines for nationally executed projects, and oversight of contracts;

Coordinate the recruitment and selection of project personnel and consultants; Supervise and coordinate the work of all project staff and consultants; Carry regular inspections of all sites where the activities of the project are being implemented; Manage and monitor the project risks as initially identified in the Project Brief appraised by the Local Project Appraisal Committee (LPAC), submit new risks to the Project Steering Committee for consideration and decision on possible actions if required; update the status of these risks by maintaining the Project Risks Log;

Ensure proper management of funds and budget planning and control; Manage requests for the provision of financial resources by UNDP, using advance of funds, direct payments, or reimbursement as per established procedures;

Monitor financial resources and accounting to ensure accuracy and reliability of financial reports; Organise and supervise workshops and training needed during the project and prepare workshop reports;

Coordinate and organise any missions set during the period of the project lifetime; and Be responsible for any other duties as assigned in connection with achievement of the objectives of the project.

2. Undertake any other relevant tasks as required by the project

3. Undertake effective management of the project activities focusing on quality control from formulation to implementation of the Project. He/She shall thus:

Manage the implementation of activities and achievement of project outputs on a day-to-day basis through the execution of project activities;

Devise management strategies to overcome problems and impediments related to project implementation;

Provide direction and guidance to project team(s)/ responsible party(ies); Prepare and revise project work and financial plans; Ensure timely preparation and submission of quarterly financial consolidated reports, quarterly consolidated progress reports, annual project implementation review reports, annual work plans and other reports as may be required;

Ensure timely preparation and submission of the Inception Report, Combined Project Implementation Review/Annual Project Report (PIR/APR), Technical reports, quarterly financial reports, annual work plans and other reports as may be required by Government, UNDP and AFB;

Coordinate process to review the Results Framework as and when needed, according to the principle of adaptive management;

Facilitate administrative backstopping to contractors and training activities supported by the Project; Liaise with the Project Steering Committee to assure the overall direction and integrity of the project; Identify and obtain any support and advice required for the management, planning and control of the project;

Liaise with any service provider and supplier; Supervise the Project Assistant by sharing with him/her all information needed to pursue his/her tasks; and

Manage project funds consistent with UNDP, AFB and Government requirements and be responsible for budget planning and control.

Undertake any other relevant tasks as required by the project

4.

Ensures coordination of stakeholders and Project Steering Committee focusing on achievement of the project results. He/She should:

Liaise with the Project Steering Committee ,relevant government agencies, and all project partners, including donor organizations and NGOs for effective coordination of all project activities;

Disseminate project reports and respond to queries from concerned stakeholders; Report progress of project to the Project Steering Committee, and ensure the fulfilment of the Project Steering Committee directives;

Coordinate and assist scientific institutions with the initiation and implementation of all field studies and monitoring components of the project; and

Undertake any other activities that may be assigned by the Project Steering Committee. Undertake any other relevant tasks as required by the project

5. Ensures provision of quality advisory services and facilitation of knowledge building and management focusing on achievement of the project results. He/She shall:

Oversee the exchange and sharing of experiences and lessons learned with other national and international institutions and agencies; and

Supervise the production of communication materials for outreach and dissemination programmes and advise the teams responsible for documentaries, TV spots, guidebooks and awareness campaign, field studies, etc.

Undertake any other relevant tasks as required by the project

IV. Qualifications & Experience

Qualifications:

A. (i) The candidate should possess a degree in Civil Engineering and be registered with the Council of Registered Professional Engineers of Mauritius or equivalent, and (ii) Post graduate degree in management/project management.

OR B. (i) The candidate should possess a degree in Civil Engineering and be registered with the Council of Registered Professional Engineers of Mauritius or equivalent, and (ii) possess at least 10 years proven post-registration experience in project management,

Experience:

At least 5 years post-registration experience in civil engineering works; Work experience in the marine/coastal zone/environment will be an advantage; Work experience in public procurement procedures will be an advantage; previous work experience with projects national stakeholder institutions and agencies and/or on policy development and government decision-making.

Skills & Knowledge:

Ability to lead formulation, implementation, monitoring and evaluation of multistakeholder development programmes and projects, mobilize resources and administer budgets;

Strong focus on impact and result and responds positively to feedback; Ability to lead, manage and motivate teams of international and local consultants to achieve results and shows conflict resolution skills;

Language Requirements:

Strong drafting, presentation and reporting skills; Excellent computer skills; and Strong oral and written communication skills.

Fluency in both English and French (written & spoken)