Re-advertisement - Team Leader for the preparation of the UNDP supported GEF funded Full Sized Project (FSP)

Port-au-Prince

Background

Project Title

UNDP GEF Realising energy savings and climate benefits of implementing mandatory energy auditing in coordination with HCFC phase-out and HFC avoidance’ in the Republic of Mauritius

Project Description  

Context and Objectives of Project

Mauritius is heavily reliant on fossil fuels to power its economy. Even relatively modest measures to reduce fossil fuel imports therefore have the potential to significantly enhance Mauritius’s energy independence and reduce greenhouse gas emissions. This fact is recognised in the Government’s Long-Term Energy Strategy 2009-2025, which explicitly recognises energy efficiency and energy conservation as priority strategies to deal with the country’s energy and environmental challenges, particularly as the country’s major source of renewable energy, bagasse (which accounts for 20% of Mauritian electricity generation and 89% of renewable electricity generation), is intrinsically unscalable due to land constraints and seasonal availability. The Strategy contains a target of improving overall energy efficiency by 6% by 2020 relative to a 2008 baseline. To do so, the Strategy envisages creating “a pool of qualified and certified energy auditors and an appropriate energy auditor certification scheme”.

The rationale of the GEF project is to assist EEMO to operationalise the mandatory energy audit scheme for large energy consumers by addressing and removing technical, institutional and financial barriers to the adoption of energy efficiency measures and, at the same time, capitalise on the synergies in the RAC sector around ODS emissions reductions and HFC avoidance. The components of the project are therefore aligned with barriers, and are designed to inter-lock in a coordinated manner.

  • Component 1 seeks to support the operationalization of the national EE audit programme, specifically by developing an implementation roadmap agreed to by all stakeholders, and by linking the EE programme to the Government’s parallel efforts under the HPMP. The concept of the roadmap has been welcomed by the private sector ans is seen as a key engagement tool.
  • Component 2 strengthens the EE programme’s engagement with RAC and steam systems due to their central importance in EE efforts and the relatively complex nature of these systems.
  • Component 3 addresses the financing barrier confronting the EE programme by developing a dedicated credit line for firms that are willing to invest in EE equipment and systems given the appropriate incentives and facilities.
  • Component 4 establishes the quality standards (ISO 50001 and related ISO standards) that will underlie the EE programme, as well as the ability of national stakeholders to apply and certify these standards.
  • Component 5 seeks to diffuse the benefits from the EE programme more broadly across the manufacturing sector, giving smaller companies access to information and technical know-how in areas that are relevant to them albeit on a smaller scale.

The Project Identification Form (PIF) for the project was approved under the Climate Change Mitigation GEF Trust Fund allocation on 28 April 2017. In order to reach the stage of UNDP Project Document completion and CEO endorsement, project development includes a preparatory phase, which foresees the collection of information and gathering of useful data for project design, the validation of the indicative outcomes and outputs contained in the PIF, the development of a full M&E plan including appropriate indicators and baseline, a participatory plan to involve communities as well as the identification of implementing partners and negotiation pertaining to implementation arrangements and co-financing.

The Project Preparation Grant (PPG) was approved by the GEF Secretariat to prepare a Full-Size Project Document (FSP) for submission under the GEF-6 STAR.  In this context an International Consultant Team Leader is required to prepare the FSP, focusing on all components proposed in the PIF, and expected outcomes to be achieved, as outlined in the approved Project Identification Form (PIF). The Request for GEF CEO Endorsement and the UNDP Project Document plus ancillary documentation must therefore be nationally validated and finalized for internal UNDP clearance no later than 31 March 2018. It is very important to respect the deadline, because the period for UNDP internal review and clearances may take up to 4 weeks.

Duties and Responsibilities

Scope of Work

The consultants’ team is expected to produce, in a timely manner and in full compliance with the set deadlines, all relevant documents and forms completed to a high quality level for submission to the Project Quality Assurance team of the UNDP as well as the normal UNDP-GEF channels. The documentation to be submitted for technical and financial clearance will include:

  • GEF CEO Endorsement;
  • UNDP project document;
  • Set of co-financing letters;
  • UNDP’s Social and Environmental Screening;
  • CCM focal area Tracking Tools;
  • Budget sheet in Excel.

Technical guidance and support pertaining to the GEF modality (project scoping and budgeting, best practices, knowledge management, partnerships etc.) will be provided by the UNDP-GEF Regional Technical Advisor overseeing the project, by the UNDP-GEF Environment Programme Manager, and by the UNDP Office in Mauritius, which will in addition provide operational support for a fast and effective PPG implementation.

In conducting the consultancy, The Team Leader will be recruited to ensure delivery of all required project documentation, results and plans, in close coordination with the National Project Coordinator and Project Steering Committee, including: a) baseline and technical analyses of national level capacities related to Energy Efficiency management to further identify and cost the actions to be included in the FSP; b) the definition of demonstration activities to be implemented in the FSP; and c) final preparation of all details of the FSP, including preparation of required documentation; a completed logical framework; monitoring and risk plans; feasibility analyses; budget and financing plans; and implementation arrangements. The deadline for delivery of these tasks and outputs is 31 October 2017.

Key responsibilities:

  • Lead the implementation of the following PPG activities: PPG Inception workshop; Financial baseline assessment; Negotiate and finalise the management arrangement for the project in collaboration with the UNDP Country Office, the government and CSOs; Leverage the project’s co-financing; Compose relevant and required chapters in the PRODOC for national validation; PRODOC Validation Workshop.
  • Preparation and Completion of project documentation in view of submission to the GEF including GEF Request for CEO Endorsement, Finalized UNDP Project Document as per latest template in force, Finalized SESP (Social & Environmental Standards) and  GEF climate change mitigation Tracking Tool.
  • Carry out the Technical Review (Component A), Develop the monitoring and evaluation plan (Component B), total budget and workplan (Component C), in coordination with other consultants.
  • Coordinate the inputs of and work alongside all other national and international PPG consultants to ensure the timely drafting of all required project documentation and reports (including preparing the full PRODOC, together with the CEO Endorsement request, Tracking Tools, Social and Environmental screening, and Letters of Co-financing) for submission to the GEF, strictly adhering to agreed deadlines and ensuring quality control.
  • Finalize the Project Results Framework, Replication plan, Adaptive Management Plan and Sustainability Plan.
  • Define the schedule, the multi-year Work Plan and budget for the project detailing all expected activities.
  • Collaborate closely with M&E Specialist to ensure preparation of baseline indicators through completion (including detailed narrative to explain scores) of the CCM Tracking Tools.
  • Ensure thorough completion of the SESP and Gender Assessment.
  • Address all comments on the project design by the Scientific and Technical Advisory Panel, GEF Sec and GEF Council on the PIF and during PPG.
  • Prepare an indicative Procurement Plan, which will be confirmed by the Country Office, and facilitate consultations with all relevant stakeholders with regard to the proposal in order to finalise a detailed budget, prepare detailed TORs for all project staff, and set out detailed activity and work plan in line with GEF eligibility principles.
  • Conduct detailed stakeholder consultations and analysis, including government agencies, NGOs, the private sector and civil society, to identify key players and ensure inclusive consultation. (Component D) Define the potential role for different partners in the project and build on the specific linkages with other projects and programmes.
  • Clarify the additionality of the proposed outcomes and activities, and ensure that the project approach is the most cost-effective according to GEF guidelines.
  • Work closely with the Country Office to select an indicator for one of the outcomes of the IRRF.
  • Propose institutional and implementation arrangements in synergy with already existing arrangements for other UNDP-GEF projects in the country.

Expected Outputs and Deliverables

Where any task hereunder is not mentioned in other TORs as being assigned to other consultants, the Team leader shall have primary responsibility. The Team Leader shall be responsible for the following, in collaboration with the consultants’ team and stakeholders:

Component A: Technical review

  • Baseline studies: this will include a desktop review of all relevant documents, actual and previous studies in Energy Efficiency and Refrigeration and Air Conditioning in Mauritius. Particular focus will be paid on the current regulatory and legal frameworks for energy efficiency, Energy Auditing, the refrigeration and air conditioning sector as well as and how they can best be harmonised.
  • Identification of possible primer projects in consultation with all relevant stakeholders, including Business Mauritius, the Agence Francaise de Developpement, private sector.
  • Identification of baseline projects in the sector (what resources already exist) and gaps that can be addressed with GEF support for the primer projects.
  • The investment and technical needs associated with the implementation of energy efficiency measures, and how the UNDP-GEF project can coordinate, build on and support these plants/facilities.
  • Identification of the technologies to be selected and how to remain technology neutral in such selection. Define the balance between boiler versus RAC systems.
  • Assess the eligibility of proposed investments under grant funding from the GEF as regards RAC systems following the Kigali Agreement and need for HFC avoidance.  
  • Specification of financing mechanisms to be deployed by the UNDP-GEF project, addressing the Interaction between the grant facility offered by the project and the SUNREF credit line of the Agence Francaise de Developpement. Under this activity, the governance mechanism for the use of non-grant assistance should be reviewed.
  • Detailed specification of the GHG estimation and MRV systems to be applied by the project, in accordance with GEF GHG methodologies.
  • Identification of any opportunities/risks identified during an environmental and social screening of the project proposal. Update the Social and Environmental Screening procedure taking into account any comments from the Independent Evaluation Office.
  • Carry out a gender analysis so as to incorporate the corporate UNDP and GEF requirements in terms of gender balance in the execution of the project.
  • Completion of GEF CC-Mitigation Tracking Tool.

Component B:  Institutional arrangements, monitoring and evaluation

The outputs of Component A will be used as technical input to Component B for the formulation of the UNDP-GEF project document.  

  • Develop a Theory of Change for the project detailing all underlying assumptions and expected impacts of the project as well as how the proposed interventions will lead to the expected transformational change.
  • Describe in detail the Governance mechanism for the project and ensure that the National Energy Efficiency Programme Steering Committee is adequately represented and coordinated with the Steering Committee of the proposed project.
  • Finalization of project results framework: Further define the results framework with appropriate objective-level and outcome-level quantitative and qualitative SMART indicators, and end-of-project targets. Special attention will be made to include socio-economic and sex-disaggregated indicators.
  • Definition of monitoring and evaluation (M&E): A detailed M&E work plan will be developed, including clear identification of responsibilities and accountabilities, as well as an appropriate M&E budget. The plan will be based on the standard template provided in the UNDP-GEF project document template that reflects the mandatory requirements of the GEF M&E Policy.  
  • Define sustainability plan: The sustainability plan will outline the principles and guidelines for ensuring the long-term sustainability of project achievements. It will also outline an exit strategy, seeking the continuation of key activities/achievements without the need of long-term international financing.
  • Definition of management arrangements: The organisational structure governing the project will be decided. This will include identification of the project steering committee.
  • Stakeholder consultations during Component B: Involve key actors in the development of the project strategy to ensure a strong national ownership – notably Ministry of Energy and Public Utilities, Energy Efficiency Management Office, Ministry of Social Security, National Solidarity, Environment and Sustainable Development, Business Mauritius, the Mauritius Export Association as well as the Agence Francaise de Developpement. In close collaboration with key government representatives and other stakeholders, ensure full participation in the development of the project results framework and ensure agreement on the project objectives and outcomes. Undertake consultations to secure agreement(s) on project implementation arrangements, including roles, responsibilities, and accountabilities of lead and partner agencies. Document these consultations.    
  • Preparation and finalisation after comment, of Social and Environmental Screening Template as annex to the project document in the appropriate format, to the quality level required by UNDP HQ.

Component C:  Financial planning and co-financing investments

  • Prepare a detailed multi-year budget following the standard template provided in the UNDP-GEF project document template that reflects the mandatory requirements of the GEF M&E Policy.
  • Explore multilateral and bilateral co-financing opportunities and undertake a series of consultations with partners to ensure a coherent and sustainable financing package for the project, including post-GEF grant phase. Obtain signed co-financing letters as detailed in the PIF.
  • Stakeholder consultations during Component C: Energy Efficiency Management Office, Ministry of Energy and Public Utilities, Ministry of Finance and Economic Development, GIZ, Agence Francaise de Developpement and all the stakeholders that will provide co-finance contributions.
  • Ensure that the result of the consultations are appropriately incorporated in the CEO Endorsement request as well as the UNDP project document.

Component D:  Validation workshop

A validation workshop will gather representatives from all relevant stakeholders to present, discuss and validate the final draft project document.

Following this workshop, the PPG consultants will move as quickly as possible to finalize the complete package of documentation for clearance internally by UNDP for submission to the GEF Secretariat. Once GEF Secretariat comments have been received, the consultants will prepare a ‘UNDP Response to GEF Secretariat Comments’ and then make changes to the text of the UNDP project document and GEF Request for CEO Endorsement with the ultimate objective of obtaining GEF approval of the full project.

The complete documentation package shall include the following documents:

  • Finalized UNDP Project Document as per latest template in force;
  • Finalized GEF Request for CEO Endorsement ;
  • Finalized SESP (Social & Environmental Standards);
  • GEF climate change mitigation Tracking Tool;
  • All co-financing letters.

The Consultant shall be remunerated in accordance with the following time schedule and deliverables.

Deliverables/ Outputs: Upon Submission of workplan;Tentative Dates: 20 September 2017;Fee (%): 10%;Review and Approvals Required: UNDP Country Office.

Deliverables/ Outputs: Inception report based on inception workshop;Tentative Dates: 20 October 2017;Fee (%): 25%;Review and Approvals Required: UNDP country office & Steering Committee.

Deliverables/ Outputs: Draft project document based on comments by all stakeholders, as required and draft SESP;Tentative Dates: 30 January 2018;Fee (%): 25%;Review and Approvals Required: UNDP country office  & Steering Committee.

Deliverables/ Outputs: Final project document, based on comments of GEF as required, as well as Final SESP;Tentative Dates: 30 March 2018;Fee (%): 25%;Review and Approvals Required: UNDP country office & Steering Committee.

Deliverables/ Outputs: Completion of assignment i.e. approval by the GEF;Tentative Dates: June 2018;Fee (%): 15%;Review and Approvals Required: UNDP country office & Steering Committee

Institutional Arrangement

The Consultant shall perform a liaison role with government, UNDP, and all stakeholders involved with the project. The Consultant shall work under the supervision of the Steering Committee and shall report to it for the fulfillment of its duties. The Steering Committee (SC) will be composed of high level representatives of the key ministries related to the project. It will provide high-level policy guidance and orientation to the project. The representative of the Energy Efficiency Management Office will chair the Steering Committee, along with the Representative of the UNDP.

The principal tasks of the SC are the following:

  • Provide high level orientation and guidance for the project.
  • Ensure that the project develops in accordance with national development objectives, goals and polices.
  • Pay special attention to the assumptions and risks identified in the logframe, and seek measures to minimize these threats to project success.
  • Ensure collaboration between institutions and free access on the part of project actors to key documents, land information systems, remote sensing imagery, etc.
  • Pay special attention to the post-project sustainability of activities developed by the project.
  • Ensure the integration and coordination of project activities with other related government and donor-funded initiatives.

Duration of the Work

35 days spread over 8 months starting September 2017.

Duty Station

Home based with duty travel to Mauritius.

Competencies

  • Ability to conduct research and analysis and strong synthesis skills;
  • Builds strong relationships with national consultants, focuses on impact and result for the client and responds positively to critical feedback; consensus-oriented;
  • Highly developed inter-personal, negotiation and teamwork skills, networking aptitude;
  • Regional and national knowledge is highly desirable;
  • Excellent English drafting and communication skills.

Required Skills and Experience

Qualifications of the Successful Individual Contractor

Education

  • Masters degree in a relevant field such as Electrical Engineering, Electrical and Mechanical Engineering, Energy Economics, or related field.
  • Masters in Business Administration, will be an advantage.

Experience:

  • At least 15 years post Masters degree of overall professional experience, with incremental responsibilities, preferably with some experience in the UN system;
  • Of which at least 7 years of experience and in-depth knowledge of Energy Efficiency in the context of project design, management or oversight at the international level, especially in the industrial context;
  • Experience in the Refrigeration and Air Conditioning Sector, especially HCFC phase-out and HFC avoidance’ will be an advantage;
  • Experience in Energy Audits, with reference to ISO 50001 will be an advantage;
  • Proven and extensive international experience in Energy Efficiency projects;
  • Proven extensive experience in UNDP/GEF project formulation/design;
  • At least 7 years of experience designing and/or implementing project in developing countries;
  • Experience on institutional capacity assessment or institutional analysis would be an advantage.

Language

  • Excellent written and oral communication in English;

Scope of Price Proposal and Schedule of Payments:

The financial offer should be quoted as a lump sum amount, all-inclusive (professional fee, insurance).  Fees will not include duty related travel outside of Mauritius which will be borne by the project or from the Global Budget.

The contract price is fixed regardless of changes in the cost components. Payments will be effected based on deliverables as per section D above.

Recommended Presentation of Offer

 The following documents are requested:

  • Duly completed Letter of Confirmation of Interest and Availability using the template provided by UNDP;
  • Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  • Technical offer: Brief description of why the individual considers him/herself as the most suitable for the assignment (including his/her experience using Financial Planning and Budgeting), and a methodology on how they will approach and complete the assignment;
  • Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided by UNDP.  

Criteria for Selection of the Best Offer:

Individual consultants will be evaluated based on the following methodology:

Cumulative analysisWhen using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

  • Responsive/compliant/acceptable, and;
  • Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Short-listing criteria:

Education: 15 Max. Point;

Communications/Language: 10 Max. Point;

Minimum 15 years overall professional experience and at least 7 years of experience designing and/or implementing project in developing countries: 15 Max. Point;

Relevant Experience in Energy Efficiency in the Industrial Context in Refrigeration and Air Conditioning, as well as Energy Audits: 10 Max. Point;

In-depth knowledge of Energy Efficiency issues in the context of project design, management or oversight at the international level, with specific reference to GEF CEO endorsement preparation: 5 Max. Point;

IT skills (MS Office): 5 Max. Point;

Reports writing and Presentation Skills: 10 Max. Point;

Total Max.: 70 Max. Point.

Candidates scoring 50 or above will be short-listed.

The financial offers will be evaluated giving the lowest price proposal 30 marks and marking the other more expensive proposals reverse proportionally to the cheapest offer.

The final scoring of short-listed candidates will take into account the technical Evaluation and the financial score:

Criteria: Technical score;Weight: 70%;Max. Point: 70.

Criteria: Financial score;Weight: 30%;Max. Point: 30.

The candidate ranking highest shall be selected.

Annexes to the TOR

The approved PIF is available for download on the UNDP Mauritius website.

Important Note:

  • Interested offeror is strongly advised to read the Individual Consultant (IC) Procurement Notice/TOR, which can be viewed at http://www.mu.undp.org/content/mauritius_and_seychelles/en/home/operations/procurement/
  • For more detail about term of references,general terms and conditions of IC and templates to be included when submitting offer;
  • Interested offerors above the age of 62 and requiring travelling: UNDP regulations require, at their own cost, to undergo a full medical examination including x-rays. Medical evaluation documentation does not need to be submitted with the other requested documents listed above, but will be requested should the candidate be chosen;
  • Interested offeror is required to submit application via UNDP jobsite system, because the application screening and evaluation will be done through UNDP jobsite system;
  • Please note that UNDP jobsite system allows only uploading of application document, so please make sure that you merge all your documents into a single file. Your on-line applications submission will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNDP - United Nations Development Programme
  • Location: Port-au-Prince
  • Grade: International Consultant - Consultancy
  • Occupational Groups:
    • Environment
  • Closing Date: 2017-09-15

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