Terms of Reference for IUCN Consultancy

Title: Revision of Transforming Eastern Province through Adaptation Project’s Operational Manual’

Objective of the Consultancy

The primary objective of the assignment is to revise the existing Operational Manual in-depth in alignment with the donor requirement and the good project and grant management practices. More specifically, the assignment will:

• Identify gaps, outdated information, and areas requiring clarification or improvement, ,
• Develop a revised Operational Manual that aligns with current project goals, policies, and best practices.
• Run compliance and coherence check of the revised manual vis-à-vis relevant standards and regulations from GCF and IUCN.

Background

Project Reference: P03168

About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.

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About the Project

1. The IUCN-International Union for Conservation of Nature, Rwanda Country Office in collaboration with The Governments of Rwanda through the Ministry of Environment, is implementing a 6-year program (December 2021 to December 2027) – “Transforming Eastern Province through Adaptation” – TREPA Project. The Project will be coordinated by IUCN ESARO/IUCN HQ over six-years period from December 2021 to December 2027. The Project is funded by the Green Climate Fund (GCF) and intends to restore 60,000 ha of drought-degraded landscapes into climate resilient ecosystems through re-forestation, agroforestry, restoration of pastureland, and soil erosion control measures in all the seven districts of the Eastern Province.
2. The project has three components. Component 1 aims to adapt climate change planning for drought resilience, Component 2 aims to restore rangeland landscapes for ecosystem-based adaptation, and Component 3 aims to change climate resilient ecosystem management for investments.
3. IUCN’s role of the Accredited Entity to Global Climate Fund (GCF) is to coordinate all activities implemented by Executing Entities (IUCN Rwanda, ENABEL and Rwanda Forest Authority) and Service providers (Cordaid, ICRAF and World Vision) through its Project Management Unit (PMU) under strategic guidance of the National Project Steering Committee chaired by the Ministry of Environment (MoE). The PMU also coordinates the work of Project Management and Coordination Committee, Technical Advisory Committee, and the efficiency of three landscape hubs established in Rwamagana, Gatsibo and Ngoma Districts.

Description of the Assignment

The current Operational Manual of the TREPA Project was developed during the inception phase in 2022 and the audit exercise and lessons learnt during implementation phase in 2023 recommended areas of improvement to ensure project's efficiency, especially at the sub grant management level. A better and more coherent sub grant management and implementation by the six partners will ensure operations and financial risks are prevented and managed, leading to compliance with both GCF and IUCN standards.

The International Union for Conservation of Nature is seeking the services of an external consultant to conduct the revision of the TREPA Operational Manual.

The scope of work is designed to guide the revision process systematically, ensuring that the Revised Operational Manual of TREPA Project meets donor compliance standards and aligns with project objectives. Adjustments may be necessary based on specific project requirements and donor expectations. The consultant is expected to undertake the following tasks:

1. Inception meeting

• Conduct a kick-off meeting to align project objectives, timelines, and key stakeholders.
• Review existing documentation, including the current Operational Manual, project documents, donor agreements, and compliance guidelines.

2. Stakeholder Engagement

• Collaborate with key stakeholders, including project managers, finance teams, and relevant authorities from the accredited entity (IUCN) and implementing partners, to gather information and insights on donor expectations and compliance needs.
• Perform a thorough gap analysis to identify inconsistencies and gaps in the existing manual concerning donor compliance requirements, including practices across implementing partners, and documents the feedback from stakeholders.

3. Drafting of Revised Manual

• Develop a comprehensive Revised Operational Manual, incorporating necessary changes and feedback from stakeholders to address identified gaps and enhance donor compliance.
• Include track changes and comments for transparency.

4. Conduct Stakeholders Workshop

• Facilitate a stakeholder workshop session to present and discuss the proposed changes with project Partners.
• Gather feedback on the revised manual to ensure alignment with project goals and donor expectations.
• Update the revised manual based on the feedback received during the workshop.
• Provide a revised version for management validation.
• Conduct a compliance verification process to ensure that the revised manual aligns with donor regulations and standards.
• Document the verification process and findings in a detail report.

5. Finalization

• Finalize the Revised Operational Manual, incorporating all approved changes and addressing compliance concerns and ensuring clarity and consistency throughout the document.
• Include an executive summary highlighting key changes made for compliance.

Duration of the Assignment

The consultant is expected to complete the revision process within 15 days, providing regular updates on progress of the assignment.

Deliverables and Activities

These deliverables aim to ensure a transparent and well-documented process of revising the operational manual to meet donor compliance standards. Adapt and customize based on specific project requirements and donor expectations.

The consultant will provide the following deliverables and carry out the following activities:

Payment Schedule

The Timetable below summarises the chronological order of deliverables and indicates milestones at which IUCN will pay the Consultant.

Skills and Experience

IUCN is looking for a high caliber institutional development professional consultant or consultancy Firm that has the competence and capacity to provide taught leadership in the revision of the project operations manual. Consultants should meet the following conditions:

1. Consultants Educational Background

• A master’s degree in a field such as project management, financial management, business administration, institutional development or a discipline related to the project's focus.

2. Professional Experience

• Having occupied leadership positions in recognized institutions that delt with multiple partner or consortium-led projects
• Proven experience in preparing or revising operational manuals for projects or NGOs of similar scale and complexity.

3. Industry Knowledge

• Familiarity with donor requirements and compliance standards applied by multilateral development financing institutions
• Familiarity with the specific regulations, compliance standards and best practices and tools relevant to the grant management cycle, including subgrants.

4. Technical Skills

• Proficiency in document analysis, including the ability to identify gaps and inconsistencies. And Technical expertise in the subject matter of the project, such as donor compliance, financial management, or specific operational processes

5. Communication Skills

• Excellent written and verbal communication skills to effectively convey complex information in a clear and understandable manner.
• Ability to collaborate with diverse stakeholders and incorporate feedback effectively.

6. Analytical Skills

• Strong analytical skills to assess the current operational manual, identify areas for improvement, and propose relevant revisions.
• Strong synthesis skills and system thinking to capture different aspects and practices applied in different organizations and align them to the donor requirements and project implementation stage.

7. Project Management Skills:

• Project management skills to ensure that the revision process is organized, meets deadlines, and aligns with project objectives.

8. Attention to Detail

• Meticulous attention to detail to ensure that the revised manual is accurate, comprehensive, and compliant with relevant standards.

9. Problem-Solving Skills

• Effective problem-solving skills to address challenges identified during the revision process.

Supervision and coordination

The consultant will report to and work under the supervision of Grants and Contracts Manager-

How to Apply

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