1 TERMS OF REFERENCE Project Consultant - 9th GEF Biennial International Waters Conference for MENARID IW: LEARN: Strengthening IW Portfolio Delivery and Impact" GEF Project Number: UNDP Project Number: 5337, UNESCO Project Number: 00095356 A GEF Full-Sized Project, Implemented by UNDP and Executed by UNESCO-IOC Background The Global Environment Facility (GEF) The GEF is the largest public funder of projects to improve the global environment. An independently operating financial organization, the GEF provides grants for projects related to biodiversity, climate change, international waters, land degradation, the ozone layer, and persistent organic pollutants. The GEF international waters focal area targets transboundary water systems, such as river basins with water flowing from one country to another, groundwater resources shared by several countries, or marine ecosystems bounded by more than one nation. The GEF currently unites 182 countries in partnership with international institutions, civil society organizations (CSOs), and the private sector to address global environmental issues while supporting national sustainable development initiatives. Since its inception in 1991, the GEF has achieved a strong track record with developing countries and countries with economies in transition, providing $10.5 billion in grants and leveraging $51 billion in co-financing for over 2,700 projects in over 165 countries. Through its Small Grants Programme (SGP), the GEF has also made more than 14,000 small grants directly to civil society and community-based organizations, totaling $634 million. GEF IW:LEARN is one of these projects, and its mandate is to promote experience sharing and learning among the GEF International Waters (IW) projects and the country officials, agencies, and partners working on them. IW:LEARN operates as a central hub of information and knowledge sharing and delivers a host of programmatic initiatives for the benefit of the GEF IW portfolio of projects. In pursuit of its global and regional objectives, IW:LEARN seeks to strengthen global portfolio experience sharing and learning, dialogue facilitation, targeted knowledge sharing and replication in order to enhance the efficiency and effectiveness of GEF IW projects to deliver tangible results in
2 partnership with other IW initiatives. More information about GEF IW:LEARN is available at www.iwlearn.net/abt_iwlearn. The GEF Biennial International Waters Conference (IWC) is a signature event for the GEF IW focal area. Since 2000, the IWC has progressed from a portfolio-wide stocktaking exercise into an active training and experience-sharing event. IWCs convene on average 300 participants from about 70 projects and 80 countries to share practical experience, apply evolving policies and procedures, address emerging priorities and improve overall project performance. In essence, the IWC serves the purpose of a meeting of the conference of the parties for International Waters projects, which unlike other focal areas, does not have a global convention in force and effect and the related funded governing body. The IWC9 will take place in Morocco in November 2018 (with pre-conference workshops in the preceding two days). During this period, there will be various technical site visits to locations in Morocco associated with good practice in water management. The IWC9 will feature an innovation marketplace (exhibit area), extensive opportunities for focused learning on scientific and technical innovations, interaction with the GEF Secretariat, GEF agencies (UNDP, UNEP, World Bank, FAO, UNIDO, IFAD, ADB, IADB, EBRD, AfDB, CI, WWF, IUCN, DBSA, FECO, CAF, FUNBIO, BOAD) and other institutions on policies, procedures and project management, as well as ample time for participant-directed workshops. The conference will also highlight GEF IW projects' contributions to ecosystem-based management and sustainable development targets. This ToR is designed to recruit a consultant to act as IWC9 Project Consultant, with the objective of assisting with the organization and management of the IWC9. Description of the Required Services The Project Consultant will provide key assistance to the execution of the 9th GEF Biennial International Waters Conference at the operational level. In particular, the Project Consultant will help manage day-to-day preparation and the implementation of its operations of the IWC9 thereafter, particularly with respect to technical services, communication and coordination with personnel, the shipping company, the IWC9 Steering Committee and partners. As noted above, the Project Consultant will be responsible for providing support for the IWC9, with specific deliverables and deadlines as described in the next section: Task One: IWC9 Preparation S Establish a detailed workplan with clear tasks, deliverables and timelines S Serve as the coordinator and secretariat for all IWC9-related committees and partners (including formulating meeting agendas, calling for meetings and minute-keeping together with the IW:LEARN PCU S Monitor and report on progress against agreed milestones/roadmap.
3 S Together with the PCU and Steering Committee, prepare the Conference agenda and conference inputs, including the pre-conference targeted workshops for project managers and other key portfolio partners. This includes handling communications with all key partners including the issuance of official letters. S Set up a communication plan with identified audience and timelines S Help ensure the quality of IWC9 Conference sessions (both design and implementation), by ensuring that the session content is consistent with objectives and expected outputs/outcomes set by the IWC9 SC as well as the overall strategic objectives of the overall GEF IW focal area. S In collaboration with the various Committees and the IWC9 Service Provider, help to prepare the technical site visits S In collaboration with the various Committees and the IWC9 Service Provider, prepare the VIP programme (including identification of what and when we want them to intervene in the conference regular program) S Liase with the conference venue on conference requirements, including the arrangements for the meeting rooms, exhibition hall and use of monitoring equipment. S Ensure that the conference venue provider is complying with all contract arrangements in timely fashion. Bring to the attention of PCU and PSC all diversions. S On behalf of the steering committee and country(ies), maintain the participant invitation/registration spreadsheet/database (including cancelations, VIP list, partner list, site visit registrations and exhibit booth registrations), including the issuance of invitations (and save-the-date), response to registration confirmations and information queries in a timely manner S Liase with and guide the lead session coordinators from each part of the conference, setting out objectives and expected outcomes of sessions, as well as clarifying a reporting plan. Meetings should be conducted with them prior the conference by phone as well as a meeting prior to the conference start on location. S Prepare the Conference script (or the internal run-sheet which will guide the operational team on a regular basis) S Assist with negotiations with the conference providers on conference requirements, including the arrangements for the meeting rooms, exhibition hall and use of monitoring equipment. Task Two: Promote the IWC9 and Develop Associated Materials S Help the GEF and GEF IW:LEARN promote the IWC9 to potential sponsors (consistent with the communication plan developed in Task One) S Work together with the IW:LEARN PCU on the development of awareness & promotional materials, including but not excluding generating content for the: o Conference agenda and agenda-at-a-glance o VIP Program Agenda (not for wide distribution) o Marketing memo (for sponsors); o Conference first announcement (with general information about GEF, IWC9, call for sponsors and visa requirements etc (Conference design and
4 structure, goals, objectives, requirements to participants and speakers, first call for registration, etc); o Conference 2 nd announcement; o Conference program book; o Logo, slogans and banners (together with IW:LEARN PCU) o Media releases (supervising the IW:LEARN program officer), as well as any media releases. o Conference logistical note S Maintain and update the conference website (with PCU support) S Coordinate public awareness of the IWC9, including both its purpose (in advance) and its outcomes (after the fact), focusing in particular on media relations (together with the IWL Program Officer) S Invite local, national and global media to the event and help coordinate interviews with key participants S If any media attends the IWC9, help to coordinate interviews with key participants Task Three: Conference Organization and Facilitation S Guide the smooth operation of the conference, including chairing the operational group meetings at the end of each day during the conference itself as well as setting the stage in plenary in terms of conducting affairs and guiding the participants (with support from the IW:LEARN PCU) S Guide and supervise the efforts of the conference facilitators, including focusing them on expected outputs and desired outcomes from sessions. S Guide the collection of all IWC9 presentations (with support from the event coordinators and IW:LEARN program officer) for posting after the event. Task Four: Conference Follow-up S Develop and issue thank you letters to speakers and participants S Draft, issue and analyze a post-conference evaluation report and post conference presentations, panel abstracts and other session content on the internet S Prepare the final conference report (in the context of the key conference sessions and themes). The report should focus on key analysis and recommendations rather than a summary of events. Travel There will be a need for travel to the conference site at least three days in advance to assure effective cooperation with Government, National Host Committee and other partners. There will likely be a need for additional travel, including a meeting with the IW:LEARN PCU and other key organizing partners (as well as an extra possible mission to Morocco in the even the need arises. The schedule of travels will be developed well in advance by the Project Manager, approved by UNESCO-IOC. Any travel will be financed and organized by IW:LEARN separately from this consultancy.
5 Fees The Operational Coordinator will be compensated at a daily rate approved by UNESCO- IOC, commensurate with experience and responsibilities of the position. Payment will be made in four tranches of (an initial payment of 10%) of which the first tranche will be issued at signature. The final tranche will be disbursed after satisfactory completion of the contract. A final tranche of not more than 10% of this TOR s budget may be withheld at the discretion of the PCU until all deliverables have been completed and delivered. Deliverables, Deadlines and Payment Every week throughout the duration of this contract, the Project Consultant will provide a brief progress report (status of tasks and/or deliverables submitted) to the IW:LEARN Project Manager. The schedule of Project Consultant deliverables and associated payment schedule is as follows: Delivery Date Deliverables Due Payment Upon 1. Workplan for Implementation of 10% signature Activities 15 July 2018 2. Completion of a structured learning 30% program and agenda 15 November 3. Completion of all promotional 30% 2018 materials and other preparations 15 December 2018 4. Completion of final conference reporting and circulation of outputs 30% This schedule of deliverables and payments could be revised with the approval of the IW:LEARN PCU or Project Supervisor and, as appropriate, the IWC9 Steering Committee. Period of Performance This contract will commence the date of contract issuance by UNESCO-IOC and continue through 30 November 2018. Coordination Arrangements The IW:LEARN Project Manager will assume the overall supervision and coordination role for this consultancy. The Project Consultant will report on substantive issues to the IW:LEARN Project Manager and on financial matters, to UNESCO-IOC (Project Supervisor).
6 Duty station: The assignment is home-based (with travel to Morocco understood, as well as the likelihood of additional travel to meet the PCU and other key organizers). Skills and Experience Required Demonstrated experience with the organization of large international conferences, involving at least 350 people; At least five years project management or related experience with UN organizations/development banks and UN/Bank-implemented projects, and preferred, familiarity with regulations and procedures of the UN System and in particular experience in UNDP/GEF, UNESCO-IOC procedures; Advanced university degree required, preferably in the field of international relations/political science, economics, development studies or other related fields, and/or technical fields like environmental management; Demonstrated experience in planning and organizing Ability to organize, plan, and implement work assignments, able to work under pressure of frequent and tight deadlines; Demonstrated ability to communicate effectively and reliably contribute to a geographically distributed work environment (via phone and email), including accountability to remotely located manager(s); Demonstrated ability to work under pressure, particularly during the implementation of the actual conference; Excellent ability to work in English; Good organizational, interpersonal and oral and written communication skills; Teamwork Strong inter-personnel skills and ability to establish and maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity; Experience with researching and writing on international environment and/or international development issues. Also Desired: Demonstrated success at fundraising for such events; Familiarity with transboundary waters regions and associated issues; Familiarity with or, ideally, work experience in GEF International Waters recipient countries and/or with donors or related NGOs; Demonstrated understanding of the aid effectiveness and harmonization agenda, notably in relation to environment; Proficiency in at least one other UN language (Arabic, Chinese, French, Spanish or Russian).
7 Solicitation of Request Interested candidates should send their expression of interest for carrying out this work. The following information should be included: (a) an up-to-date curriculum vitae; (b) a statement indicating how their qualifications and experience make them suitable for the assignment; (c) an indication of the approach he/she would adopt to carry out the assignment, including any inputs that may be required from UNESCO; (d) the overall cost of the assignment, expressed as an overall lump-sum. Any travel and subsistence requirements should be indicated separately. Expressions of interest should be submitted to m.hamid@unesco.org and reach UNESCO by 9 May 2018.