AFRICAN DEVELOPMENT BANK

MULTINATIONAL

SOUTHERN AFRICAN REGIONAL CLIMATE INFORMATION SERVICES

FOR DISASTER RESILIENCE DEVELOPMENT (SARCIS-DR)

AHAI/PGCL DEPARTMENTS

April 2017

P

ubli

c D

iscl

osu

re A

uth

ori

zed

P

ubli

c D

iscl

osu

re A

uth

ori

zed

TABLE OF CONTENTS

LIST OF ACRONYMS AND ABBREVIATIONS……………………………………………… ii

EXECUTIVE SUMMARY………………………………………………………………………… iv

1. BACKGROUND…………………………………………………………………………………….1

1.1 Context and Origin the Project ........................................................................................................... 1

1.2 Sector Priorities: ................................................................................................................................. 2

1.3 Problem Definition ............................................................................................................................. 2

1.4 Beneficiaries and Stakeholders .......................................................................................................... 3

1.5 Justification for CDSF support .......................................................................................................... 3

2. THE PROJECT…………………………………………………………………………………… 3

2.1 Objectives of the Project .................................................................................................................... 3

2.2 Impacts ............................................................................................................................................... 4

2.3 Outputs ............................................................................................................................................... 4

2.4 Activities ............................................................................................................................................ 5

2.5 Risks ................................................................................................................................................... 9

2.6 Cost and Financing plan ................................................................................................................. 10

3. IMPLEMENTATION…………………………………………………………………………. 11

3.1 Recipient .......................................................................................................................................... 11

3.2 Project Organization and institutional analysis ................................................................................ 12

3.3 Project Implementation Schedule .................................................................................................... 13

3.4 Procurement Arrangements .............................................................................................................. 13

3.5 Disbursement Arrangement ............................................................................................................. 15

3.6 Financial Management capacity ....................................................................................................... 15

3.7 Project Supervision Plan .................................................................................................................. 16

3.8 Monitoring Evaluation and Reporting Arrangement ....................................................................... 17

4. PROJECT BENEFITS…………………………………………………………………………. 20

4.1 Effectiveness and Efficiency, including Value for Money .............................................................. 20

4.2 Sustainability .................................................................................................................................... 20

5. LEGAL INSTRUMENT……………………………………………………………………… .. 21

6. CONCLUSION AND RECOMMENDATION…………………………………………… ..21

6.1 Conclusion ....................................................................................................................................... 21

6.2 Recommendations ............................................................................................................................ 21

Annex 1: Work Plan

Annex 2: Project Logical Framework

Annex 3: Detailed budget in Euros

Annex 4: Region Covered by the Project: Southern African Development Community

Annex 5: Terms of Reference for Consultancy Services and project positions

Annex 6 A: Project Procurement Risk Rating

Annex 6 B: Procurement Arrangement (EURO) for activities financed under CDSF Grant

Annex 6 C: Procurement Review Procedures

Annex 6 D: Procurement Plan

Annex 7 B: Project Management Structure

Annex 8: FM assessment report

Annex 9: FM Action Plan

Annex 10: Funds Flow Diagram

LIST OF TABLES Table 1. Project Risks and Mitigation Measures…………………………………………… 9

Table 2. Cost estimates by component (in Euros) ...……………………………….……......10

Table 3. Project cost estimates by Source of Financing…..………………………………... 10

Table 4. Project cost estimates by category of Expenditure………………………………... 11

Table 5. Monitoring Plan…………………………………………………………………… 17

i

Applicant Information and Basic Data Sheet

1. Project Title Southern African Regional Climate Information Services for Disaster

Resilience Development (SARCIS-DR)

2. Name and Address

of Applicant’s

organization

SADC CLIMATE SERVICES CENTRE

Private Bag 0095 Gaborone

Tel. +267 3951863

Fax: +267 3181070

Email: registry@sadc.int

3. Institutional and

Legal Status of the

Applicant

The mandate of the Southern Africa Development Community.

SADC CSC mandate is to provide timely and credible meteorological and

climate information and products to stakeholders to support planning for

socio economic development and Disaster Risk Management

4. Names and

Addresses of Co

financiers and

Partners

SADC SECRETARIAT

Private Bag 0095 Gaborone

Tel. +267 3951863

Fax: +267 3181070

Email: registry@sadc.int

5. Project funding Total Project amount: Euro 3,436,600.00

Project funding requested from CDSF: Euro 3,198,600.00

SADC counterpart Euros 238,000.00

6. Project Duration 36 months (2017-2019)

7. CDSF Areas of

Intervention

Generation, wide dissemination and use of reliable and high quality

information -80%

Capacity enhancement of policy makers and policy support institutions

through the generation of quality analysis and evidence on climate change -

20%

Implementation of pilot adaptation practices that demonstrate the value of

mainstreaming climate information in development planning - 0%

8. Geographic Scope Angola, Botswana, Democratic Republic of Congo, Lesotho, Madagascar,

Malawi, Mauritius, Mozambique, Namibia, Seychelles, South Africa,

Swaziland, Tanzania, Zambia, Zimbabwe

ii

LIST OF ACRONYMS AND ABBREVIATIONS AC Audit Committee

ACMAD African Centre of Meteorological Application for Development

ACP African, Caribbean and Pacific Group of States

ADF African Development Fund

AfDB African Development Bank

AMSS Automatic Message Swifting System

AU African Union

AUC African Union Commission

AWS Automatic Weather Station

BOA Board of Auditors

CCA Climate Change Adaptation

CDSF ClimDev (Climate for Development in Africa) Special Fund

CRED Centre for Research on the Epidemiology of Disasters

DMC Drought Monitoring Centre

DRM Disaster Risk Management

DRR Disaster Risk Reduction

ECMWF European Centre for Medium-Range Weather Forecasts

EDF European Development Funds

EFI Extreme Forecast Index

EO Earth Observation

EPS Ensemble Forecasting System

EU European Union

EUMETSAT European Organization for the Exploitation of Meteorological Satellites

EW Early Warning

EWS Early Warning Systems

FAO Food and Agricultural Organization

FEWS NET Famine Early Warning Systems Network

FfD International Conference on Financing for Development

GHA Greater Horn of Africa

GHACOFs Greater Horn of Africa Climate Outlook Forums

GFDRR Global Facility for Disaster Reduction and Recovery

GPCs Global Producing Centers of Long-Range Forecasts

GPN General Procurement Notice

ICB International Competitive Bidding

ICPAC IGAD Climate Prediction and Applications Centre

IGAD Intergovernmental Authority on Development

IPCC Intergovernmental Panel on Climate Change

IRI International Research Institute for Climate and Society

I&S Infrastructure and Services

ISACIP Institutional Support to African Climate Institutions Project

ICT Information Communication Technology

HPC High Performance Computer

LDCs Least Developing Countries

iii

KM Kilometer

MASA Meteorological Association of Southern Africa

M&E Monitoring and Evaluation

MESA Monitoring for Environment and Security in Africa

MM5 Fifth-generation Penn State/NCAR Mesoscale Model

MOS Model Output Statistics

MS Member States

NCB National Competitive Bidding

NDRM National Disaster Risk Management

NMC National Meteorological Centre

NMHSs National Meteorological and Hydrological Services

NOAA National Oceanic and Atmosphere Administration

NSC National Steering Committee

NWP Numerical Weather Prediction

OCHA Office of Coordination of Humanitarian Assistance

PD Project Document

PIU Project Implementation Unit

PTM Project Team Management

RARS Regional Advances Retransmission Service

RCCs Regional Climate Centres

RCOF Regional Climate Outlook Forum

RIASCO Regional Inter-Agency Standing Committee of Southern Africa

RIDMP Regional Infrastructure Development Master Plan

RISDP Regional Indicative Strategic Development Plan

RSC Regional Steering Committees

RWC Regional Working Committees

SADC Southern African Development Community

SADC CSC Southern African Development Community Climate Services Centre

SAMPRO Southern African Meteorological Project

SARCIS-DR Southern African Regional Climate Information Services for Disaster Resilience

Development

SARCOF Southern African Regional Climate Outlook Forum

SCOM-MET Sub-sectoral Committee on Meteorology

SWFDP Severe Weather Forecast Demonstration Project

UKMET United Kingdom Meteorological Office

UNDP United Nations Development Programme

UNESCO United Nations Educational, Scientific and Cultural Organization

UNFCCC United Nations Framework Convention on Climate Change

UNISDR United Nations Office for Disaster Risk Reduction

USAID United States Agency for International Development

UNU United Nations University

USGS United States Geological Survey

WB World Bank

WIS WMO Information system

WRF Weather Research and Forecasting

WMO World Meteorological Organization

iv

EXECUTIVE SUMMARY

Every year the southern Africa region experiences climate extremes and natural hazards which

cause significant loss of life and property, setting back economic and social development in

the region. Between 2000-2012, more than 14 million people were significantly affected and

property worth more than $500 million damage by flood-related events in the region because

of a weak or inexistent early warning system. At the same time, several countries in the

southern and western parts of the region experienced frequent serious drought situations in the

same period.

Recognizing the need to generate, disseminate and use reliable and high quality climate

information to help decrease the negative impacts of extreme weather and climate related

phenomena and risks in the Southern Africa Development Community (SADC) region, the

Southern African Development Community Climate Services Centre (SADC CSC) in

collaboration with leading G l o b a l Producing Centre and African Universities, proposes to

implement a project: “Southern African Regional Climate Information Services for Disaster

Resilience Development (SARCIS-DR)” SADC in fifteen SADC member countries. The

project aims to increase the capability of SADC countries to respond to the climate induced

disasters and to reduce loss of lives and damages of resources and proprieties. The project is in

line with the African, Caribbean and Pacific Group of States and European Union (ACP-EU)

Programme on Disaster Risk Reduction entitled: “Building Disaster Resilience to Natural

Hazards in Sub-Saharan African Regions, Countries and Communities”, whose overall purpose

is to provide the analytical basis and accelerate the effective implementation of an African

comprehensive disaster risk reduction and risk management (DRR and DRM) framework. This

project will be implemented in 36 months and will provide technical assistance to SADC CSC

and SADC NMHSs. It will develop the capacity to use Numerical Weather Prediction (NWP)

models and Regional Climate Models for seasonal climate prediction.

The project has four major components: the improvement of meteorological infrastructure

equipment for catering early warning system in Member State countries; generation and

dissemination of extreme weather and climate information services for disaster risk reduction;

capacity building in early warning at national and regional levels and the project management.

Three outcomes are expected at the end of project implementation. These are: Core capacities

of SADC CSC and NMHSs improved, to meet the needs of DRM agencies; effective integrated

regional Early Warning Systems (EWS) operationalized; and Competent team of

national/regional experts trained to respond to the need of national disaster risk management.

The proposed project implementation structure includes: The establishment of Regional

Steering Committees (RSC), the Regional Working Committees (RWC), the National Steering

Committee (NSC) and Project Management Team (PMT). The RSC will be responsible for

overall policy, constant review, approval of work plans and coordination of project

implementation. RWC and NSC will provide technical inputs; review work plans, progress

reports and address regional and national issues, respectively. PMT will be responsible for

effective coordination, execution and day-to-day management of the project including budget

and financial management, procurement, progress reporting and monitoring.

Complementarities will also be sought with the 10th EDF support to "ClimDev Africa" and

10th EDF “Monitoring for Environment and Security in Africa” (MESA) Project to increase

their usefulness for DRR.

A mid-term review will be conducted after 18 months of implementation. The final project

report will be submitted to The African Development Bank.

1

1. BACKGROUND

1.1 Context and Origin the Project

The Southern Africa region (Annex 4 Geographic Coverage), is under sustained pressure,

environmentally, economically and socially. The region has experienced severe weather conditions in

the last decade. Between 2000 and 2011 there were serious floods in Madagascar, Namibia,

Mozambique, Malawi and Angola. Between 2000 and 2012, Lesotho, Malawi, Swaziland, Zimbabwe,

Mozambique and Madagascar experienced food insecurity, following long droughts in the region.

Madagascar experienced locust infestation in 2010, 2013, and 20141. Between the months of December

2014 and January/February 2015 floods affected the northern and central parts of the SADC region2. At

the same time, several countries in the southern and western parts of the region experienced a serious

drought situation. The coastal region and a number of inland countries were hit by severe cyclones

causing major destruction (Annex 4).

Mainstreaming Climate Information Services for DRM in development processes is likely to contribute

to the resilience of the SADC region to climate related disasters in agriculture, infrastructure and health.

The SADC Regional Infrastructure Development Master Plan in Meteorology Sector (RIDMP, 20123)

describes the widespread deficiencies in hydrometeorological observing networks, telecommunications

and very limited capacities in data management, product customization and operational coordination

between climate producers and end-users.

To counteract the numerous risks associated with climate change in the Sub-Saharan African countries

(SADC region included), the European Commission announced, during the fourth Steering Committee

ACP-EU on Natural Disaster Facility held in Brussels, Belgium, 30- 31 January 2013, an €80-million

funding package for a Disaster Risk Management Programme. Later, in June 2014, a workshop was

convened, in Darmstadt, Germany4, jointly by EUMETSAT, EU Commission, and AfDB, in

collaboration with WMO and AUCto define the implementation approach of the Result Area #3

(Improving the Core Capacities of the Climate Institutions to meet the Needs of DRM Agencies) of the

EU Disaster Risk Management Programme. EU commission officially reiterated its willingness to

support African institutions during the third International Conference on Financing for Development

(FfD3) in Addis Ababa, Ethiopia5.

The main aim of the EU Disaster Risk Reduction Programme is to provide the analytical basis and

accelerate the effective implementation of an African comprehensive Disaster Risk Reduction and

Risk Management (DRR and DRM) framework. The 5 Expected Results of the programme will be

implemented through four institutions: the African Union Commission (AUC), the UN Office for

Disaster Risk Reduction (UNISDR), the Global Facility for Disaster Reduction and Recovery

(GFDRR) and the African Development Bank (AfDB), through ClimDev-Africa Special Fund. SADC

as one of the REC, will implement, through SADC Climate Services Centre (CSC), one of this

programme’s expected results on the improvement of the “Core capacities of the specialised national

and Regional Climate Centres (RCCs), to meet the needs of DRM agencies and socio-economic sectors

for effective use of weather and climate services and community- focused and real-time early warning

systems (EWS).”

Enhancing Early Warning System (EWS) as pre-conditions for natural disaster risk reduction is one of

the priorities in Sendai framework6. One of the areas of improvement in the effective EWS for fostering

2 http://reliefweb.int/disaster/fl-2015-000006-mwi 3 SADC Regional Infrastructure Development Master Plan, 2012. Copy can be downloaded at http://www.ridmp-gis.org. 4 Workshop on Result #3 EU-ACP Programme on Disaster Resilience EUMETSAT HQ, 2-4 June 2014, Darmstadt, Germany

5 United Nations Department of Economic and Social Affairs Financing for Development Office, Financing for development, 13-16 July 2015, Addis

Ababa, Ethiopia 3 Third UN World Conference in Sendai, Japan, on March 18, 2015

2

the strategy of DRR is the Severe Weather Forecasting System. The current experience of the WMO

Severe Weather Forecasting Demonstration Project (SWFDP7) indicates a gap in the forecasting and

provision of warning services of rapidly developing and localized phenomena. Filling the gap can be

done from the use of outputs of existing Numerical Weather Prediction (NWP) systems and Ensemble

Prediction Systems (EPS) to improve severe weather forecasting and warning services.

In Southern Africa, most of the SWFDP participating countries do not have operating radars to support

timely warnings in the very short-range forecasting period. In the absence of operational radar coverage

satellite data represent powerful tools to support very-short range forecasting, including nowcasting.

Therefore, the use of Regional Advances Retransmission Service (RARS) satellite stations to ensure

coverage of Africa and real time access to polar orbiting meteorological satellite information relevant

to DRR will be an effective and efficient contribution of the current project design to the improved

capacities of climate institutions to meet the needs of DRM agencies.

Disaster preparedness activities undertaken by the SADC CSC include development of methodologies

in climate monitoring, seasonal weather forecasting and climate information and prediction services

supported by the African Development Bank under the Institutional Support to African Climate

Institution Project (ISACIP) initiative. Although efforts are made to prevent disasters, the region still

lacks competence in numerical modelling that considers the regional characteristics. Provision of

technical assistance to African RCCs and NMHSs to develop the capacity to use Numerical Weather

Prediction (NWP) models and Regional Climate Models for seasonal climate prediction is still a major

regional requirement. SADC CSC in collaboration with leading Global Producing Centre and African

Universities will play an important role of coordinating the implementation of this project.

1.2 Sector Priorities:

The project is consistent with the African Union Climate Change Strategy8 in mainstreaming and

integrating climate change imperatives in planning, budgeting, and development processes. It aims to

provide the National Meteorological and Hydrological Services with relevant data and NWP capability

to facilitate provision of severe weather early warning to meet the needs of Disaster Risk Management.

This project is aligned with relevant sectoral, regional and national strategies and policies including the

African Integrated Strategy on Meteorology and the African Strategy on Disaster Risk Reduction,

which aims to correctly position weather and climate services as an essential component in national and

regional development framework and sustainable development in Africa, particularly in poverty

reduction efforts, climate change adaptation and disaster risk reduction. This project is also aligned to

the Bank’s Climate Risk Management and Adaptation Strategy, which declares the Bank’s to build a

climate resilient green economy; as well as the SADC’s main strategic policy document, the Regional

Indicative Strategic Development Plan (RISDP), which identifies disasters as among the major

underlying causes of poverty and vulnerability in the sub-region. It supports among other goals of the

SADC, to reduce the impact of climate induced disasters over the economies and livelihoods of the

peoples in the region. It also aims to deliver climate information to policy makers, improve disaster

preparedness, and build capacity in early warning of experts.

1.3. Problem Definition

The meteorological infrastructure and facilities in the region have continued to deteriorate leading to

great difficulties in giving weather and climate services to meet national and regional DRR needs.

Disasters such as drought, cyclones and floods, leading to major destruction of property and food

insecurity, do not follow national boundaries but are trans-boundary in nature. Therefore, a regional

approach becomes more reliable as a coping strategy for sustainable development. To curb the negative

effects from these disasters, there is a compelling need for Improving the Core Capacities of the

7 The WMO Severe Weather Forecasting Demonstration Project (SWFDP): http://www.wmo.int/pages/prog/www/swfdp// 8 http://rea.au.int/en/content/climate-change-and-desertification-ccdu; www.un.org/en/africa/osaa/pdf/au/cap_draft_auclimatestrategy_2015.pdf

3

C limate Institutions to meet the Needs of DRM Agencies. The Project interventions will focus on

improving the meteorological infrastructure for the generation and dissemination of accurate extreme

weather and climate information and development of materials for training on climate risk management.

1.4 Beneficiaries and Stakeholders

The direct beneficiaries of SARCIS-DR will be the Regional SADC-CSC and the 15 National

Meteorological Services (NMSs), 15 Disaster Risk Management Agencies (DRM) and regional

intermediary users in the SADC region. Thirty-Five (35) technical staff working in national level of

hydro-meteorological institutions from 15 member states will be trained in Meso-scale Weather

Forecasting Training and Weather Research Forecasting (WRF) model configured for their respective

countries. They will also be trained on data collection, processing, interpretation and translation, and

communication of probabilistic forecasts; risk assessment and profiling and climate risk management.

The final beneficiaries will be all the weather dependent sectors in SADC countries, like disaster

mitigation and early warning, agriculture, energy production and health, local population in the 15

SADC Member States whose population is estimated at 280 million people. Finally, the global

community will also benefit through the availability of improved weather observations needed as key

inputs for the improvements weather forecast and climate models as well as for the monitoring of

climate variation and changes.

1.5 Justification for CDSF support

The availability of relevant and reliable weather and climate information in SADC countries has been

hindered by poor development of meteorological infrastructure and shortage of human resources. Both

problems are caused by insufficient funding for meteorological services. Through this project, SADC-

CSC will be able to run forecast models at a high resolution over Southern African region to forecast

severe weather such as extreme precipitation resulting in floods or drought, extreme temperatures, strong

winds, thunderstorms and lightening among others. The outputs of this project will enable the National

Meteorological and Hydrological Services in the region to provide improved early warning information

on severe weather to Disaster Risk Management Institutions in their respective countries. This would

enable the participating countries develop effective disaster mitigation strategies that would facilitate

reduction of weather related disaster risks and build resilience and adaptive capacity of community. This

project is therefore consistent with the three areas of intervention of CDSF. In result area one, the

proposed project is consistent with parts (iii) Capacity building to collect and manage climate and

hydrological data; (iv) Development of early warning systems and short term and seasonal forecasts;

(vii) Appropriate packaging and dissemination of climate information for all climate-sensitive sectors

and users. In area two, the project is consistent with parts (i) Development of knowledge management

systems for shared information, knowledge, experience and best practices; (ii) Identification and

analyses of risks and potential impacts of climate change, and the climate vulnerability of African

development and poverty reduction; and (iv) Development of decision-support tools for policy making

to determine the most effective practices to build resilience and adapt in Africa.

This project is in line with The Sendai Framework for Disaster Risk Reduction 2015-2030 (SFDRR)

which recognizes the need to strengthen Multi-Hazard Early Warning Systems (MHEWS), especially

by enhancing the hydrometeorological warning services combined with improving the emergency

preparedness and response plans and operations to better prepare for climate-related hazards.

2. THE PROJECT

2.1 Objectives of the Project

The purpose of this project is to increase the capability of SADC countries to respond to climate

induced disasters and to reduce loss of lives and damages of resources and proprieties. The overall

4

objective of the project is to decrease the negative impacts of extreme weather and climate related

phenomena and risks in the SADC region and contribute towards sustainable development of the

societies. The specific objectives are to:

1. Improve meteorological infrastructure equipment for catering early warning system in Member

States countries;

2. Generate and disseminate extreme weather and climate information for Disaster Risk

Reduction;

3. Build capacity in early warning system of National and regional Experts

2.2 Impacts

The project will improve the meteorological infrastructure and facilities in the region leading to

improved weather and climate services to meet national and regional DRR needs. It will contribute to

increased capability to respond to and manage climate induced disasters of SADC countries. All 15

member states will be better equipped to generate and disseminate accurate climate and weather

information for climate change mitigation and early warning, food security, water security and

environmental protection. The data will be utilized in disaster risk reduction and management in

the region. The project will improve meteorological network infrastructure of 5 member states

(Madagascar, Mauritius, Seychelles, South Africa and Tanzania) which did not receive support from the

previous AfDB Institutional Support to African Climate Institution Project (ISACIP) initiative. Hence

improving preparedness, early warning systems and established systems for understanding how disaster

losses are generated to avoid them in the future, saving lives and economy losses. Finally, the project

will contribute to reducing impact of floods, droughts, cyclones and sea level rise in the SADC region

for the over 260 million of the population living in the region, out which, 16 percent have been affected

in the last twenty years through increasing the issuing of timely alerts so that people can improve their

preparedness and to make funds available through established contingency plans and mechanisms to

initiate response activities.

The project will build capacity at regional and national level on preparedness and prevention to mitigate

the impact of the climate related disasters such as flood to approximately 25% of the 21,843,401 million

people affected by floods between 1990 and 2013 in the region.

2.3 Outputs

The expected project outputs by components that will result from the implementation of the project

activities are described in the following section:

Component One: Improvement of meteorological infrastructure equipment

Data processing infrastructure for the ingestion of the raw data received from the satellite

receiver antenna of Regional Advances Retransmission Service (RARS) station procured and

maintained;

5 Automatic Weather Station procured, installed and commissioned in Madagascar, Mauritius,

Seychelles, South Africa and Tanzania;

14 Telecommunication equipment (Automatic Message Switching System) upgraded or

acquired

Procurement of adequate equipment for NMSH to access NWP model, and possibly further

process NWP at national level done;

Component Two: Generation and dissemination of Extreme weather and climate information for

disaster risk reduction

Appropriate ACMAD NWP and EPS models for the southern African region selected.

Seasonal climate and water related outlooks generated;

Regional meteoalarm system developed

Disaster Risk Management portal for SADC region developed

5

Component Three: Capacity building in early warning at all levels

Meso-scale weather forecasting; seasonal statistic and dynamic forecast; climate impact

modeling; probabilistic forecast; risk assessment and profiling; climate risk management; and

ICT administration system trainings provided to national and regional institutions within each

Member States’ early warning Frameworks.

Component four: Project Management and Coordination, Technical expertise

Recruitment of Project Team staff: Procurement Officer, Finance and Accountant Officers,

Monitoring and Evaluation Officer, Technical Advisor Officer, Assistant IT Officer, Assistant

Seasonal Forecasting Officer, Assistant Climate Modeling Officer.

Implementation of activities on the improvement of meteorological infrastructure, generational

and dissemination of extreme weather and climate information, capacity building on risk

assessment and management;

Submission of quarterly and midterm review reports and audit reports

2.4 Activities

Component One: Improvement of meteorological infrastructure equipment

Output1.1: The meteorological early warning system equipment improved;

Activity 1.1.1 Acquisition, installation and commissioning of Automatic Weather Station (AWS) at the

five countries identified in SADC Infrastructure Master Plan on Meteorology (Madagascar, Mauritius,

Seychelles, South Africa and Tanzania);

Activity 1.1.2 Procurement of data processing infrastructure for SADC-CSC and follow up of the

operational and functioning of the satellite receiver antenna of Regional Advances Retransmission

Service (RARS);

Activity 1.1.3 Replacement /or upgrade of AMSS at the NMSs for data collection and transfer to SADC

CSC for the NWP outputs validation;

Output 1.2: Hardware and software on High Performance Computer and Numerical Weather

Prediction and climate models acquired and installed at SADC CSC and light equipment in 14

Member States.

Activity 1.2.1 Implementation of broadband internet connectivity at CSC and NMC;

Activity 1.2.3 Procurement and installation of HPC and related software for data assimilation, analysis

and generation of tailored products for SADC CSC;

Activity 1.2.4 Procurement of adequate equipment for NMSH to access NWP model, and possibly

further process NWP at national level.

The Project will improve meteorological infrastructure focusing on data access, processing and

monitoring of the weather and the climate system. Suppliers will be hired to deliver, install and

commission Automatic Weather Station (AWS), Telecommunication equipment (Automatic Message

Switching System), High Performance Computer and Numerical Weather Prediction Model and satellite

data receiver for Regional Advance Retransmission Service (RARS) for SADC CSC and five Member

States (Annex 4). The equipment shall be installed in the Member States countries at the Meteorological

Departments. The AWSs capture and measure the atmospheric variable and parameters and transmit

them to the National Meteorological centre (NMC) through the General Packet Radio Service (GPRS).

The latter is a packet-switching technology that enables data transfers through cellular networks. The

Automatic Message Switching System (AMSS) is the telecommunication system which properly handle

National and International data flows and dispatch them to the appropriate systems according to

configured routing observational table (SYNOP, METAR TEMP) to climate database management

system, Numerical weather prediction (NWP) in appropriate format to the climate data processing

System. It allows to push satellite images to forecasting workstations. The AMSS which will be installed

at the 5 MS will receive, check and forward automatically meteorological data and products to SADC

6

CSC, according to the WMO standards. The AMSS interconnects meteorological devices, shares data

product internally and with the meteorological world. The satellite reception system will be composed

of a satellite dish antenna, a receiver and processing software. Software package will enable full pre-

processing of data and products. The High-Performance Computers (HPC) will be used to run NWP,

EPS and Regional Climate Model (RCM). Procurement of all equipment will improve the capacity of

SADC CSC and NMHSs to generate reliable weather and climate information.

The main outcome of this component will be improved core capacities of SADC CSC to provide

severe weather forecasts to meet the needs of NMHSs and DRM.

Component Two: Generation at SADC CSC and dissemination to the NMHSs of extreme weather

and climate information for disaster risk reduction

Output 2.1: Extreme weather forecast generated with appropriate ACMAD NWP and EPS models

for the southern African region selected.

Activity 2.1.1 Selection of the appropriate NWP and EPS model for Southern Africa Region;

Activity 2.1.2 Run the selected model and validate the output with the country-based ground

observation data;

Activity 2.1.3 Generate localized and tailored severe weather and short-term weather information for

users' contingency planning;

Activity 2.1.4 Integrate satellite data into the Severe Weather Forecast System.

Output 2.2: Regional Seasonal Climate and Water related Outlooks generated

Activity 2.2.1 Generate and produce medium-term ( up to two weeks) and long-term ( up to six

months) weather information for users’ logistics planning;

Activity 2.2.2 Generate the drought and flood outlooks;

Activity 2.2.4 Provide information for the development of decision-support tools;

Activity 2.2.5 Convene the Southern African Regional Climate Outlook Forum (SARCOF) for

consensus forecast and dissemination of products.

Output 2.3: Development of a regional climate information dissemination system Activity 2.3.1 integrate the selected model in the operation of the regional meteoalarm

system;

Activity 2.3.2 integrate satellite data into the Severe Weather Forecast System

Activity 2.3.3 Develop the alert system on an automate mode.

Output 2.4: Development of a regional Disaster Risk Management portal

Activity 2.4.1 develop online system to display the output of the NWP model over the southern

Africa, in connection with the NMSs;

Activity 2.4.2 maintain and feed the web based system.

The data and information received from the improved meteorological infrastructure will be ingested

and processed through the NWP and RCM, to accurately define the nature of climatic fluctuations at

seamlessness time scales from weather forecast up to climate prediction and projection. The

identification of NWP and EPS will be done through the collaboration with ACMAD, Universities

(and research institutions) and National Meteorological and Hydrological Services (NMHSs). Note

that from seamless forecast where a (global) dynamical core supports all time-scales ranging from

short-range weather forecasts to regional (climate change) will be produced with the support of the

technical assistants in forecasting and visiting scientists. The equipment provided in the first

component (AWS, AMSS, HPC) will meet the evolving requirements of wide-range users, for tailored

products to be generated with support of the Hydrologist, Disaster Risk Expert working on attachment

mode. The improvement of product derived from the Severe Weather Forecast Demonstration Phase

(SWFDP) will be done by ingesting and processing the satellite products and dataset. South Africa

7

Weather Services (SAWS) expertise on SWDDP will be used in training MS on product improvement

through satellite data ingestion. The core business will be done by the technical assistants. The

technical assistants will work on forecasting, modeling and IT systems to develop early warning tool

for meteo alarm system, and develop services on drought and flood prevention and preparedness with

the support of the National Staff on secondment, Visiting Scientists and the international consultant.

Those experts will help to:

Develop regional climate models which CSC and SADC NMHSs will use for climate

forecasting for the SADC region;

Interpret and assess relevant Long Range Forecast (LRF) products from Global Producing

Centres (GPCs),

Make use of Lead Centre for Standard Verification System on LRF, Generate regional and

sub-regional tailored products;

Perform the verification of the quantitative LRF products, including the exchange of basic

forecasts and hindcast data;

Generate ‘consensus’ statement on regional or sub-regional forecasts;

Provide on-line access of the products/services to Users;

Develop and validate regional models, methods of downscaling and interpretation of global

output products;

The output of this component will be the development of an Electronic Regional Risk Atlas and will

be running at SADC CSC Climate data centre, for increased knowledge of risk exposure for five

hazards (floods, wild fires, heavy rain, wind and tropical cyclone). The Electronic Regional Risk Atlas

is an internet based tool designed to store hazard, vulnerability and critical infrastructure data . It will

produce disaster risk assessment maps, assess the potential impact of disasters, monitor the real time

progression of disaster, and provide inputs to determine the most effective use of resources and funds.

This share of experience will be based on the EU Floods Directive and Meteo-alarm system and the

implementation of an integrated approach to flood risk management encompassing prevention,

preparedness and response in accordance with the Integrated Drought and Flood Management. The

Project will further provide the tool to generate and disseminate productions to end-users. The system

will handle mass (but tailored) production to end users, through multimedia dissemination means

(email, fax, sms, website, voice…). Automatic dissemination of Early Warnings message (awareness

map and reports) to defined public (authorities, medias, civil security, general public) under the

adequate format (fax, email...) will be the main characteristic of the system. The system will aim to

transform weather raw data and forecaster’s expertise into end-users tailored products and warnings

through a scheduled automatic production centre. The generation of the products will be done at

SADC CSC level and the dissemination of extreme weather and climate information for DRR will be

done at national level. These activities (generation and dissemination) will constitute the core business

of the project. It will be supported by the training component for the sustainability of the action.

The main outcome of this component will be to have an effective integrated Early Warning Systems

(EWS) operational in the SADC region.

Component Three: Capacity building in early warning at regional and national levels

Output 3:1: Meso-scale weather forecasting and long term seasonal climate trainings provided to

national and local level institutions Activity 3.1.1 Train 20 staff both from SADC CSC and NMHSs on Meso-scale weather forecasting

(Weather Research Forecasting (WRF)) and 20 staff on Regional Climate Model.

Output 3.2: Climate risk assessment

Activity 3.2.1 Train 35 staff working with NMHSs and Disaster Management Agencies on Climate Risk

Management (15 from Met sector, 15 from DRR and 5 from the centre)

.

8

Output 3.3 HPC administration system

Activity 3.3.1 Train 15 ICT administrators of HPC for EWS

SADC CSC will develop capacity of the critical mass of personnel to be proficient in integrating new

technology and methods in the production and delivery of services in the field of weather forecasting,

climate applications, information technology and telecommunications. The technical capacity building

both at Regional and National level will be implemented by organising dedicated training programme

towards the 3 domains of the project (meso-weather and climate forecasting, climate risk assessment

and management and HPC administrator system) in a “train the trainer” concept, first at Regional level

followed by training at National level. It will consist of regional training, national training in each

participating member state. It will organise “on-the-job” training through attachment programme with

national expert seconded by Member States. The Project will assist NMHSs in the training of users on

the application and on implications of Long Range Forecast products; promote technical capacity

building on NMHS level (e.g. the use of HPC and specialized software, etc.), as required for

implementation of climate services; and assist in professional capacity building (training) of climate

experts for generating user-targeted products. WMO SWFDP package managed by SAWS will be one

of the materials to be used during the training courses.

Under this component the project will train 15 staff on meso-scale weather forecasting (with Weather

Research Forecasting as the model) and 15 staff on Regional Climate Models (seasonal and long-terms

scenario). The project will also train 35 staff working with NMHS and Disaster Management Agencies

on Climate Risk Management (15 from Meteo Sector, 15 Disaster Risk Reduction Agencies and 5 from

the Centre). In the same training package, the project will train the above staff into translating

information into potential climate risk impacts and response option and on mapping on climate risk.

These trainings will be done through regional workshops where MS will send delegates to attend the

meetings. The assistant experts will play an important role by facilitating the activity as resource person

and trainers.

The main outcome of this component will be competent team of national/regional experts trained to

respond to the need of national disaster risk management in the SADC region.

Component 4: Project Management and Coordination

Output 4.1: Coordination team recruited

Activity 4.1.1 Recruit the Project Management Team comprised of Chief Technical Advisor,

Procurement, M&E, Finance and Accountant.

Activity 4.1.2 Recruit the consultants to develop services on weather and seasonal forecasting,

regional climate model, IT support and network system engineering.

Output 4.2: Coordination of the implementation of the activities done

Activity 4.2.1 Implement the activities on the improvement of meteorological infrastructure,

generational and dissemination of extreme weather and climate information,

capacity building on risk assessment and management

Output 4.3: Quarterly, midterm review and audit reports submitted

Activity 4.3.1 Issue the quarterly reports;

Activity 4.3.2 Attend the supervision and midterm evaluation meetings

Activity 4.3.3 Facilitate and organize the Project audit mission

This component will involve (i) the Project Management, Monitoring and Evaluation and reporting on

the implementation of the activities, and it will be comprised of a Team Leader, Procurement officer,

M&E, Finance Experts and an Accountant; (ii) financing for operating costs; (iii) the functioning of the

governance structure of the Project and (iv) the project audit (Annex 7A and Annex 7 B). Procurement

9

of goods, works and related services (Annex 6 A, Annex 6 B and Annex 6 C) shall be made per the Rules

and Procedures of the Bank, subject to the Bank's prior approval, to establish that this is done with due

regard for transparency, economy and efficiency in the implementation of the project.

The Finance Expert Officer (FO) shall provide financial management services to support the

implementation of the SADC CSC Project. This Financial expert shall prepare annual and quarterly

financial reports based on implementation of corresponding work plans and budget; control financial

resources inflows, expenditures, liquidity position periodically and preparing related reports; prepare

detailed cost estimates and lead reconciliation, conducting budget analysis and projections as required

by standards for financial management of the project. Additionally The FO shall ensure that disbursement

requests are prepared and submitted to the AfDB in a timely manner; ensure that all advances and direct

payments to the benefit of the Project are well recorded and justified in accordance with the financial and

accounting procedure manual of the SADC; and arrange for the project’s annual external audit and make

sure that the audit report is approved before the submission expiry date, corresponding to six (06) months

following the audited fiscal year. SADC transactions are recorded in SUN system using the International

Public Sector Accounting Standards (IPSAS). Implementing sound accounting systems will maintain

the project accounts, day-to-day administration of project funds and ensuring that these conform to the

administrative and financial requirements and procedures of the financial and accounting procedure

manual of the SADC, in line the African Development Bank-funded projects financial management

standards.

The Logical Framework developed in this Project (Annex 2) will serve in the monitoring and the

evaluation of the attainment of the Project’s outcomes. Twice every year, the SADC CSC will organize

a stakeholder review meeting to assess implementation progress and issues arising. A report on this will

be submitted to the Bank.

The main outcome of this component will be successfully implemented project according to the project

implementation plan.

2.5 Risks

The following risks to the successful implementation of the project have been identified as well as

mitigation measures taken to reduce the potential negative impact on the achievement of the expected

outcomes.

Table 1. Project Risks and Mitigation Measures.

Risks Mitigation

1. Lack of dedication to the networks due to

insufficient awareness, insufficiently

functioning and coordination of the network

and jointly agreement in data sharing.

Capacity of the Member States to implement

the activities on a timely manner.

1. The project will increase awareness actions.

SADC CSC is going to provide equipment to MS

such as AWS, upgrade AMSS and HPC for

downscaling purpose. These actions will push them

to agree in compensation in disposing of data to

SADC CSC for validation of NWP output purpose.

Capacity building programme and the remote

control system technology will alert on the country

not updating data in the system. An urgent action

will be taken as soon as it is shown on the remote

system based at CSC.

2. The stakeholders may not share a clear and

consistent set of objectives, and climate

experts cannot identify user needs correctly,

causing false expectations.

2. The action addressing end-users' needs will be

dealt with the needs assessment to be done and

endorsed during a regional workshop. The

involvement of end-users in the service

10

development will minimize the risk of false

expectation

3. The procedures may take longer than

envisioned or not adequately developed or

the unavailability/missing adequate data to

generate products, or insufficiently

organized field surveys resulting in

incoherent data leading to difficulties in

validation process.

3. The capacities for modelling, developing

alternative or surrogates for data sources for

respective member states will be boosted. Diligent

selection of the international Expert who has

already developed such system will be done. On

data provision, the alternate way will be to obtain

data by connecting to the WMO Global

Telecommunication system and the use of the

satellite estimate rainfall dataset may also reduce

the risk on the delay of validation process.

4. Lack of resources to perform training for

personnel at various levels, Financial

constraints for future training of local staff for

continuity of services.

4. The project will pro-actively seek to synergize

and leverage ongoing initiatives in the region

which are addressing similar issues for optimized

output. This will be formalised through

memoranda of understanding for mutual benefit

and provide a platform for joint activities e.g.

training for greater impact.

The project will ensure that the current initiative is

linked to the new initiative coming in the region to

sustain the continuity of the service in case of the

national financial constraints on the sustainability

of the action.

2.6 Cost and Financing plan

The overall budget is 3,436,600.00 Euros (Three Million four hundred thirty-six thousand and six

hundred Euros). The project is seeking support of EURO 3,198,600.00 from CDSF. The applicant

(SADC) will contribute in-kind, the equivalent of Euros 238,000. The cost outlay by component, source

of financing and category of expenditure are presented in Table 2, Table 3 and Table 4, respectively. A

detailed breakdown of this information is provided in Annexes 3, 3.B and 6.B.

Table 2 Cost estimates by component (in Euros)

Component Total %

1. Meteorological Infrastructure 789,204.30 22.96

2. Generation and Dissemination of Climate info (EWS) 974,300.00 28.35

3. Capacity Building 1,250,500.00 36.40

4. Project Management 422,595.70 12.30

Overall Budget 3,436,600.00¥ 100.00 Include SADC’s in-kind contribution of EURO 238,000

Table 3: Project cost estimates by Source of Financing

Source Euro %

CDSF 3,198,600.00 93.07

SADC 238,000.003 6.93

Total 3,436,600.00 100.00

11

Table 4: Project cost estimates by category of Expenditure.

Main Category Sub- Category Euro %

Goods Equipment 802,204.00 23.34

Services Individual Consultants: TAs 1,456,700.00 42.39

Financial Audit 75,000.00 2.18

Capacity Building 485,600.00 14.13

Operating Expenses 379,096.00 11.03

In Kind Contribution (SADC) 238,000.00 6.93

Total 3,436,600.00 100.00 Include contingency of EURO 15,000

3. IMPLEMENTATION

3.1. Recipient

SADC Climate Services Centre (CSC) then Drought Monitoring Centre (DMC) was established in 1990

as part of the initiative of African governments and the cooperating partners to combat perennial

calamities arising out of the recurrent extremes of climate variations. The purpose of the SADC CSC is

to ensure that a sub- regional mechanism for monitoring and predicting extremes in climate condition

is operational. The principal goal of the CSC is to contribute to the reduction of negative impacts of

adverse weather and climate conditions such as drought, floods and other extreme events on

sustainable socio-economic development, and to the rational use, conservation and protection of

national resources in the SADC region. Among the functions of CSC is organizing the annual Southern

African Regional Climate Outlook Forum (SARCOF). This process has tried to increase the capacities

of National Meteorological and Hydrological Services (NMHS) and Early Warning Systems (EWS) for

disaster risk reduction, malaria control, and the monitoring and forecasting of extreme weather events

such as droughts and floods.

SADC CSC is governed through the SADC Secretariat administrative procedures and rules as a

specialized institution. Its activities are monitored by a SADC Sub-Sectoral Committee on Meteorology

(SCOM-MET) steering committee whose membership is again drawn from the very member states. The

centre is funded by Member States contribution through SADC secretariat funds. Currently, it

spearheaded the Institutional Support to African Climate Institution Project (ISACIP) funded by African

Development Bank. It also superintends the Monitoring of Environment for Security in Africa (MESA)

funded by EU.

Based on the pioneering and successful role the CSC has played in climate information and prediction

service through the Regional climate Outlook Forums, CSC has been proposed to become the WMO

Regional Climate Centre (RCC) for Southern Africa. WMO is considering on the way to support CSC

in its role as RCC. CSC has already submitted its request to start its demonstrative phase. Furthermore,

the SADC Ministers in charge of Transport and Meteorology has endorsed the following organigram of

CSC (Annex7 A & B).

Currently the positions are filled on consultancy basic. They will become permanent after the

endorsement by the Council of Ministers on Finance for the implementation of the new budget. The

positions filed on consultancy basic are: Planning and Monitoring Expert, Procurement, Communication

and Database. The SARCIS-DR will recruit those positions for the management of the Project.

Gender and Disaster Risk Reduction

SADC Member States have committed to mainstreaming gender into the SADC Programme of Action

and Community Building initiatives as a prerequisite for sustainable development. The Objectives of

12

the Protocol are among others to provide for the empowerment of women, to eliminate discrimination

and to achieve gender equality and equity through the development and implementation of gender

responsive legislation, policies, programmes and projects. As the SADC region recognises that

‘disasters are a development problem’ and women are drivers for the development, hence mainstreaming

both Disaster Risk Reduction (DRR) and women empowering in development processes are likely to

contribute to the resilience of this sub-region to disasters. The project will take into consideration the

needs, interests and contributions of all members of the society, especially women and other vulnerable

groups into account in the design and operationalization of financing of disaster risk reduction and

management and will boost women’s participation and empowerment.

3.2 Project Organization and institutional analysis

SADC CSC as a Project Implementation Unit (PIU) has been assessed to be well organized, with a

qualified Project Coordinator and Climate Expert who are permanent staff of SADC. The unit is

currently implementing a similar operation financed by the Bank (Institutional Support to African

Climate Institutions Project).

The Project Implementation Unit (PIU) consist of Chief Technical Assistant (CTA), Assistant Experts

in Forecasting, Climate Modelling, Database and system engineer which form the core key manpower

for the generation of climate information. The CTA will be expected to have significant climate

expertise and administrative experience and will be the Project Team Leader. The CSC’s Finance

Officer will be the Grant Imprest Accounting Officer. The project will use SADC financial accounting

system for its financial management and procurement management system for its procurement process.

The PIU will coordinate implementation of all project activities and CTA will be responsible for day to

day management of project activities, human resource management and managing contracts of all staff

and professionals working for the project. Other staff to be directly recruited to the PIU are project

accountant, project administration assistant, monitoring and evaluation officer (Annex 7.B Project

implementation structure).

SADC will be closely associated to the programme's planning and implementation through their

participation in the AfDB Program Steering Committee (PSC), SADC Regional Steering Committees

(RSC), regular reporting and ad hoc meetings. Each country will nominate a member of staff as their

lead person and the primary contact point for the Programme Regional Steering Committees (RSC).

Each nominated contact point will need to keep in close contact with progress made in their country.

The establishment of Regional Steering Committees (RSC) consisting of one National Policy Maker

(typically a Director of one of the beneficiary Ministries) per country. The National Steering Committee

(NSC) consists of the Directors of the National Focal Points and shall meet once a year. The NSC is

chaired by one of the Directors, which shall also represent the country in the Regional Steering

Committee. Typically, this could be one of the Directors of the collaborating Ministries or Institutes.

Each country shall nominate 3 National Focal Point (NFP), one for each service, Climate institute, DRR

agency and national IT expert. All the NFP’s of one country together form the National Working

Committee (NAT-WC). They shall animate the National network and organise the National Activities.

SADC CSC has well established network in the SADC Member States built upon the steering of

Southern African Regional climate Outlook Forums (SARCOF) since 20 years ago, in support of

regional and national climate activities which are designed at strengthening and augmenting the capacity

of its Members countries.

An increasing number of socio-economic sectors in the region require frequent advice on the current

state and application of climate information and prediction services to adapt to and mitigate adverse

impacts of climate change in the SADC region.

13

Key achievements of SADC CSC so far include contributing towards the early warning of extreme

weather and climate conditions for the management of climate-related disaster risks associated with

climate variability. CSC has successfully organized nineteen (19) Regional Climate Outlook Forums;

production and dissemination of climate information; regional capacity building of national climate

scientists; development of new tools for forecasting. It has been co-operating with institutions include

all SADC National Meteorological and Hydrological Services, the African Development Bank (AfDB),

the IGAD Climate Prediction and Application Centre (ICPAC); African Centre of Meteorological

Applications for Development (ACMAD); International Research Institute for Climate and Society

(IRI); United Nations Development Programme (UNDP); United Nations / International Strategy for

Disaster Reduction (UN/ISDR) World Meteorological Organization (WMO); Food and Agricultural

Organization (FAO); Office of Coordination of Humanitarian Assistance (OCHA); European Centre for

Medium-Range Weather Forecasts (ECMWF); National Oceanic and Atmosphere Administration

(NOAA); the United Kingdom Meteorological Office (UKMET).

3.3 Project Implementation Schedule

This project will be implemented over a period of three years, starting from 2017 to 2019. The project

activities will be carried out based on the four inter-related project components set out in project logical

framework and work plan (Annex 2: Project Logical Framework and Annex 1: Project Implementation

Work Plan).

3.4 Procurement Arrangements

3.4.1 Procurement of Goods and Services

All procurement of goods, and acquisition of consulting services financed by the Bank will be carried

out in accordance with the “Procurement Policy and Methodology for Bank Group Funded Operations”

(BPM), dated October 2015 and following the provisions stated in the Financing Agreement. SADC is

the Executing Agency (EA), while SADC - Climate Service Center (CSC) will be the Projects

Implementation Unit (PIU) that will be responsible for implementation of the project including

procurement of goods, consulting services, and training.

Procurement Risks and Capacity Assessment (PRCA): the assessment of procurement risks at the

Country, Sector, and Project levels and of procurement capacity at the Executing Agency (EA), were

undertaken for the project and the output have informed the decisions on the procurement regimes (BPS,

Bank or Third party) being used for specific transactions or groups of similar transactions under the

project.

3.4.2 Assessments of the Borrower (SADC), Sector and executing agency capacity assessment

An assessment of the capacity of the EA as well as PIU to implement procurement actions for the project

has been carried out by the Bank. SADC has substantial experience in the implementation of projects

financed by the Bank Group, other MDBs and many bilateral donors. An updated SADC Guidelines for

Procurement and Grants became effective on January 1st 2017. To effectively implement the new

guidelines, a new procurement structure has been adapted. However, it is noted that whilst SADC - CSC

is well organized, with a qualified Project Coordinator who is a permanent staff of SADC and the unit

currently implementing a similar operation financed by the Bank (Institutional Support to African

Climate Institutions Project), and the team found that procurement activities under the project is

progressing satisfactorily, the new structure to implement the new procurement guideline is not fully

functional due to staffing needs. In addition, the procurement guideline has no provision on

‘Independent Complaints Board’. Subsequently the use of the new guidelines by PIU was found to be

inadequate for use in the project. This gives the procurement risk on the project as substantial

Based on the risk rating, all procurement of goods, and acquisition of services would be procured using

the Bank’s Procurement Methods and Procedures (PMPs). For Operating expenses, and other Non-Bank

Funded activities if any, SADC - CSC’s procurement policy shall be used.

Sector and Market Analysis

14

The Bank has reviewed the overall capacity of the sector, which includes the main institution SADC -

Secretariat and related staff, and found their experience and capacity sufficient to discharge the

procurement function (technical advice, oversight, technical controls, etc.) in compliance with the

applicable procurement regimes BPM.

The capacity of the local industry (SADC region) has been assessed and found adequate to guarantee

fair and efficient competition to respond to the project demand, in particular to the following

transactions: High Performance Computers and software; Reg NWP & ClMod software & Data

assimilation; Automatic Message Swifting System (AMSS); and Automatic weather stations. There is

no situation of monopoly for certain transactions which may reduce competition or encourage collusion.

Project Design and Complexity

The project is simple to implement without any peculiar complexity.

Project Procurement Risks Rating (PPRR)

Procurement Risk Assessments were undertaken for this project by conducting an exhaustive assessment

covering the risks associated with the country, sector and project environments as well as the Executing

Agency responsible for the implementation of the Project’s procurement activities. The outcome of

assessments provides the justifications to the risks indicated in the Summary of PPRR as shown in

Annex 6A:

3.4.3 Procurement arrangements

Goods:

Supply and installation of High Performance Computers and software valued Euro 500,002, shall

be procured following the Bank’s PMP under Open Competitive Bidding (OCB) method, utilizing

the Bank’s Standard Bidding Documents (SBDs). Given the nature, complexity, and value of this

procurement, prequalification will not be required.

Procurements of Goods valued below Euro 200,000 per contract shall be procured under Limited

Competitive Bidding (LCB) method utilizing the Bank’s Standard Bidding Documents (SBDs).

Goods procured under this method, would include: 1) Reg NWP & ClMod software & Data

assimilation; 2) Automatic Message Swifting System (AMSS); 3) Automatic weather stations; and

4) Office Equipment. LCB is prescribed because the type of contracts and their estimated amount

are not likely to attract foreign competitors and there is adequate capacity and competition in the

region and sector.

Consultancy Services: Acquisition of consulting services including nine (9) ‘Individual Consultants’

to provide technical assistance namely: i) Chief Technical Advisor –Team leader; ii) Assistant

Forecasting Expert; iii) Assistant Climate Modeling Expert; iv) Assistant Database and IT Expert; v)

International short-term Expert in Meteo-alarm system; vi) Accountant; vii) Finance Expert; viii)

Procurement Expert; and iix) M & E Expert using selection method of Individual consultants. In addition

to these, consultancy service for financial Audit shall be procured through the use of Least-Cost

Selection method.

Capacity Building/Training: Under capacity building, there shall be some visiting Scientists, a

national expert shall undergo a Secondment program and there will training in EWS, ICT and DRR.

SADC shall prepare an ‘annual training plan’ in tandem with SADC policy and procedures acceptable

and approved by the Bank. which shall contain selection methods used for 1) visiting Scientists; 2)

individuals to be trained; 3) training dates; 4) institution where training will be conducted; 5) national

Experts to participate on Secondment program; and 6) budget.

Operating Expenses: All expenditures related to stationaries, travel/logistics, dissemination of climate

information (visibility and communication; Convene SARCOF; development of DRR portal),

operational expense etc. and other Non-Bank Funded activities shall be procured using SADC’s

procurement policy.

15

The procurement arrangements are presented in Annex 6B and procurement review procedures in Annex

6C

3.4.4 Advertising

The text of a General Procurement Notice (GPN) has been agreed with SADC- CSC and it will be issued

for publication9 in UNDB online and in the Bank’s Internet Website, upon approval by the Board of

Directors of the Financing Proposal.

3.4.5 Bank’s Oversight of Borrower’s Procurement

The framework for the review of Borrowers’ procurement actions, documents, bid evaluation and

contract award recommendations, depends on whether the BPS, the BPM or Third Party PMPs, are

being used. It comprises: Prior and post reviews as well as independent Procurement Review (IPRs) for

BPM;

3.4.5. 1 Oversight under BPM: In addition to the prior review of certain transactions by the Bank, the

capacity assessment of the EA has recommended two procurement supervision missions annually, to

undertake post review of the Borrower’s procurement actions

3.4.6 Procurement Plan

The Recipient, shall develop a detailed Procurement Plan (PP) covering the entire scope of

implementation of the project, and which has provided the basis for the procurement arrangements. The

PP will be updated by the SADC- CSC annually or as required to reflect the actual project

implementation needs and improvements in institutional capacity. The Recipient shall implement the

PP in the way it has been agreed with the Bank. The procurement procedures as well as the assessment

of the capacity of the implementing agency are detailed in Annex 6 D of this evaluation report.

3.5 Disbursement Arrangement

The Disbursement methods that can be used for the Bank funded component of the program as described

in the Disbursement Handbook are: (i) the Direct Payment (ii) Special Account (iii) Reimbursement and

(iv) Reimbursement Guarantee. However, it is envisaged that the Direct Payment and the Special

Account shall be the methods used most. Special accounts one in US Dollars and another in local

currency (BWP) shall be opened by SADC CSC at a commercial bank acceptable by AfDB before the

first disbursement. The counterpart contribution shall be in-kind – staff and space.

The Financial Management assessment is conducted by the Audit Committee (AC) which based their

work on the report of the Board of Auditor (BOA). From the various reports of the Internal Auditors,

the BOA Report on the annual Financial Statements, it was noted that no significant or material non-

compliance with prescribed policies and procedures have been reported on the previous financial

management of SADC CSC leadership. AC have reported that the system of internal control was

effective on the SAD CSC side, internal Auditors have examined the bank statements for the project and

re-performed the bank reconciliation. There were no discrepancies detected. This is because a financial

report is prepared monthly and it is reviewed by senior finance personnel. That enables for correction

of errors to be done timeously.

3.6 Financial Management capacity

Article 3 of Chapter 2 of the treaty establishing SADC provides that it shall enjoy legal international

persona and shall have in each member state: (i) capacity for the performance of its function, (ii) power

to acquire and dispose of movable and immovable property in accordance with laws and regulations in

force and shall be represented by the Executive Secretary; and the Secretary General (the appointed

9The General Procurement Notice is prepared by the Borrower and submitted to the Bank, which will arrange for its publication in the

United Nations Development Business (UNDB online) and in Bank’s Internet Website.

16

Chief Executive under Article 10(7) of the Treaty) shall conclude with Governments of the member

states in whose territory SADC institutions are situated, agreements relating to the legal capacity and

the privileges and immunities to be recognized and granted. SADC’s legal standing therefore ring-

fences its operations from the fiduciary risks inherent in Botswana’s PFM systems. Consequently, all

previous and on-going Bank-funded projects have been implemented using SADC’s existing FM

systems which have been assessed to be satisfactory and robust enough to handle and account for Bank

resources in a required manner; and hence, the FM arrangements for the proposed project will therefore

use the existing systems within the Secretariat.

SADC Secretariat as the designated Executing Agency has acceptable FM arrangements, capable of (i)

correctly and completely recording all transactions and balances relating to the project; (ii) facilitating

the preparation of regular, timely and reliable financial statements; (iii) safeguarding the project’s assets;

and (iv) can be subjected to auditing arrangements acceptable to the Bank. The Secretariat has

implemented and continue to implement Bank-funded projects, and the FM performance for most of the

past projects have generally been satisfactory, with the overall financial management responsibility

placed under the Director–Finance and Budget. SADC operates a sound FM system which is

computerized, based on SUN Accounting software package and operated by experienced personnel for

respective projects. Each donor-funded ongoing project is assigned either a dedicated assistant finance

officer or a finance officer (depending on the complexity of FM activities under the project) to handle

project FM activities, and report to SADC appointed Finance Officer. Similar arrangements will be set

up for the proposed project in line with the Bank’s commitment to using existing fiduciary systems to

the maximum extent possible.

As part of the SADC Treaty and relevant Protocols, there are measures that the SADC Secretariat has

put in place that govern financial management of all its institutions, including the Climate Services

Centre. These have been approved by the Council of Ministers and they also comply to international

standards. As such Council oversees that SADC Secretariat conforms to the standards as enshrined in

various instruments.

Financial reporting: This is consistent with SADC rules and procedures

Internal Controls and Audit: There is a structure of Internal Controls and Audit that reports

External Audit: There is an External Board of Auditors that have oversight on SADC

programmes and project. Their sessions meet regularly to study and express opinions on audit

reports.

Governance and Anti-Corruption: The SADC Council of Ministers have oversight functions on

Governance and Anti-Corruption for all SADC Secretariat programmes and projects.

The various instruments that ensure SADC Financial Management are available. The following gives

the output of the external assessment of SADC FM arrangement.

Summary of assessed Financial Management arrangements

The results of the assessment (that included a review of the budgeting, accounting, internal controls,

funds flow, financial reporting and auditing arrangements) revealed the existing arrangements meet the

Bank’s minimum requirements to ensure that project funds will be used in economic and efficient

manner and for the intended purpose. Overall FM risk rating is assessed as Moderate. Detailed outcome

from desk reviews, FM supervisions and performance review of previous and on-going Bank-funded

projects, together with discussions held with relevant officials in SADC are documented in Annex 8

3.7 Project Supervision Plan

The project will be supervised at least twice a year, or as may be required based on its performance. A

multi-disciplinary team of experts will be constantly in touch with the project team, under the

leadership of the project task manager

17

3.8 Monitoring Evaluation and Reporting Arrangement

The project will be monitored based on the Bank’s procedures for Monitoring, Evaluation and

Reporting. Quarterly Progress Reports shall be prepared every three months, which include progress in

activity implementation, financial and procurement management. Project M&E will be based on the

measurable performance indicators in each component as outlined in the results based project logical

framework and the project implementation work plan. Monitoring will be conducted as part of regular

project management activities based on the four project components. An M&E specialist will be

responsible for monitoring all aspects of project implementation and will report through monthly

performance evaluations, quarterly reports and a mid-term review (MTR) report and annual progress

reports. Joint supervision and mid-term review missions will be conducted by the Bank during the

implementation of this project.

Table 5: Monitoring Plan

Component Timeframe Milestone Monitoring Process

Meteorological

infrastructure improved

Q13, Q24 early warning systems

equipment improved

Progress report

Q14, Q23 High Performance Computer

acquired

Progress report

Q4, Q24 WMO Information system

developed

Progress report

Extreme weather and

climate information

generation

Q11, Q22, Q31, Q41 models for the southern African

region selected

Progress report

Q12 Q11, Q22, Q31,

Q41

Regional Outlooks generated Workshop report

Regional meteo-alert

system developed

Q14, Q22, Q31, Q42 Regional meteoalarm systems

developed

Progress report

Q21, Q22 Disaster Risk Management

portal

Progress report

Capacity building in early

warning

Q13, Q23 Meso-scale weather forecasting

training

Training report

Q13, Q34 Climate risk assessment Training report

Q14, Q23 HPC administration system Training report

Q12, Q22 Development of training

curriculum

Training report

Project Management and

Coordination

Q11, Q44 Coordination team recruited Procurement report

Q12, Q22, Q33, Q44 Issue four quarterly reports each

year

Quarterly report

Q12: First year 2nd Quarter, Q33: third year third quarter

3.8.1 Project Implementation Plan

The project activities will be carried out based on the four project components set out in the work plan

(Annex 1) and logical framework (Annex 2), and will be based on the following management activities:

18

Establishment and support for the operation of the Project Management Team (PMT); The

PMT headed by the Project Coordinator is responsible for effective execution and day-to-day

management and implementation of the project, including financial management, procurement,

progress reporting and monitoring, and technical oversight of the project implementation

activities. The PMT will be supervised by the Director of Infrastructure and Services.

Project monitoring and evaluation: Project monitoring will be done on a continuous basis

while evaluation will be done at midterm and at the end of the project. An external evaluation

expert will be needed to undertake independent evaluation of the outcomes of the project.

Project audit: Support periodic and final auditing of project resources.

Project Procurement: Procurement plans will describe, monitor and review Procurement plans

for the project in accordance with the AfDB Procurement rules and procedures.

Project Coordination and Administration will deal with travel and other operational expenses as

well as administrative support.

The Project will be run by hiring qualified experts in a manner that the Meteo-alarm system operates

for European in order to maximize the share of experience from the experts and avoid facing potential

difficulties in missing the take-off of the initiative. This dedicate team would swiftly drive all levels

of functions in close collaboration with Coordinator. In the short term, identifying priority areas and

targets to address major model deficiencies by putting more emphasis on a regional dynamics and

physics to increase the predictive skills. Produce critical skill needs for the design, implementation,

upgrade and maintenance needs of the project. This is to be accomplished through the project training

and capacity building pillars. In this process the assumption is that sufficient experience and capacity

requirements to kick off the project are met and continue evolving with time. The outcome of the project

will be encompassed of the improvement of meteorological infrastructure equipment; Generation and

dissemination of extreme weather and climate information for disaster risk reduction; Capacity building

in early warning at all levels; and project management, technical expertise and coordination

3.8.2 Implementation Arrangement and Capacity

SADC will be closely associated to the programme's planning and implementation through their

participation in the Programme Steering Committee (PSC), Regional Steering Committees (RSC), The

National Steering Committee (NSC), regular reporting and ad hoc meetings. The steering committee is

directly responsible for:

determining the scope the project will include;

reviewing and approving all costs associated with the project;

managing and resolving major politics and operational issues brought to them by the project

manager;

reviewing and officially creating all policy related to the project, and

acting as the ultimate decision maker in handling political, legal, organizational, technical,

cost, management, cultural and personnel issues.

It is expected that the RSCs will have a proactive role in monitoring the programme's implementation

and decision-making at the regional level. It is compose by the Director of Meteorological

Departments and DRR agencies for each country. The current chair of the RSC will represent the

region in the PSC. The Regional Working Committees (RWC) consists of the CSC, the RSC and the

National Focal Points per country. It is led by the CSC and has the task to oversee and guide the

technical aspects of the project. The RWC meets at Regional events (workshops and trainings), which

are held regularly. The responsibility of the RWC is:

to give technical guidance to the project implementation;

to make sure that the activities in each country are doing well, and

to foster collaboration between the countries.

19

The National Steering Committee (NSC) consists of the Directors of the National Focal Points from

NMS and DRM. The NSC is chaired by one of the Directors, which shall also represent the country

in the Regional Steering Committee. The National Work Committee (NWC) shall develop a stronger

national ownership, shall ensure that all target groups have access to the information and shall and

provide support to the National Steering Committee

3.8.3 Performance Plan and monitoring

The project will be subject to systematic monitoring on bi-annual and annual basis. In addition to this

internal monitoring and reporting, two external evaluations will be carried out, augmented with external

audits. A mid-term review will be made during the second half of year 2. It will review the progress so

far and make recommendations for the remaining period of the project. Specifically, the MTR will

review the feasibility of the investments plans for the monitoring network. Another evaluation will be

carried out during the second half of the fourth year. This evaluation will concentrate, on one hand, on

the impact, results and sustainability of the project, and on the other hand, prepared recommendations

for closing of the project.

SARCIS-DR’s reporting to the SC will consist of the following:

Annual reports which reflect the progress against the Project Document (PD; final version

revised during the Inception Phase). Annual reporting should be analytical and clearly results-

based and provide analyses on the project’s impact, results, success stories and problems to be

addressed. Annual reports reflect the progress against the (revised) PD. Annual reports include

also annual (combined) financial reports.

Bi-annual progress and financial reports will focus on the operational level and provide

information on the practical implementation of the activities. Bi-annual reports should especially

focus on deviations with the plans, and in case of deviations, indicate relevant corrective actions.

In general, reporting should cover the following issues:

o Progress of each Sub-Project;

o Activities implemented under each Sub-Project;

o Possible changes in the Project environment and their effects on the Project,

o Proposals for changes in the planned activities and their justification,

o Budget follow-up

Final report shall provide an assessment of the effectiveness and impact of the implementation

phase of the Projects as well as analyse lessons-learnt for future processes. As a minimum, it

will include:

o Assessment of the impact and results of the project in relation to those indicated in the

(revised) PD

o Analyses of deviations to the plans

o Financial overview including a review of the partner country financial

o contribution to the programme

o Assessment of the future sustainability of the project’s results

o Lessons learnt for future processes

Accounting Arrangements

The Grant Account Signatories will be under SADC financial management of the project

procedures are as follows:

1. Imprest Administrator: Director of I & S or SADC Senior Finance Officer

2. Alternate Imprest Administrator: SADC CSC Coordinator or Project Manager

3. Imprest Accounting Officer: SADC Finance officer

4. Alternate Imprest Accounting Officer: Project Account

20

4. PROJECT BENEFITS

4.1. Effectiveness and Efficiency, including Value for Money

Exhaustive studies have shown that extremes in climate variation often times affect many countries of

a region simultaneously. Thus, a regional approach to combating the negative impact of these

extremes in climatic variations was deemed a better strategy than one based on an individual country

approach. Dealing with regional rather than single-country level yielded better returns on initial

investment than a disjointed costlier single country investment. The technology transfer to the sub

regions is more cost-effectively done through the sub regional institutions

This transboundary nature of hazards based on the weather system, and the resulting up-stream run-

off in these neighbouring states not only led to wide-ranging effects across the southern African

countries. It also led to additional downstream flooding onto the outlet area of the river basin in the

region. The concept of transboundary risks increases the exposure to a wider diversity of threats,

with potential to amplify existing vulnerabilities. Regional approach adopted in this project becomes

more reliable in the coping strategy for sustainable development. In this way, the project will result out

the specific outcome effectively with a minimum amount of expenses and unnecessary effort.

Study on “Disaster mitigation and early warning” has shown v e r y concrete and specific needs and

benefits. As an example of the magnitude of benefits that can be gained, one can look at Malawi.

Per a recent study, drought and floods cause 1.7 % annual GDP loss. If this loss could be reduced

even by 0.5 % by enhancing the operational facilities of Meteorological Service, it would save several

tens of millions benefits for the economy. Another example can be taken from Mauritius where during

a Class III cyclone warning all socio-economic activity ceases, the country may lose over 500 000

rupees (about 12 000 €) per hour in the textile sector alone; the loss for the whole country may amount

to several million rupees. Finish Meteorological Institute has pointed out that, it is safe to assume

that at least tenfold return on investment would be achieved in the SADC region about the SAMPRO

pre-feasibility study10. A false alarm may thus be very expensive. On the other hand, if no relevant

warning is given in the event of a likely threat, the damage may be even greater, including loss of human

lives.

The benefits of investments in Disaster mitigation and early warning can be immeasurable. The better

monitoring and forecasting of hydro-meteorological hazards and more effective emergency

preparedness has been attributed the significantly decrease of loss by a factor of 10, thus saving millions

of lives over the last decade. Furthermore, it is very difficult to measure the value of saved human

lives as well as macro- economic impacts of major droughts and floods. Adaptation to climate change

also has immeasurable benefits as those societies that can adapt to the on-going change will have the

best possibilities to cope with challenges, and in some cases they can even gain some economic benefits

of their adaptation capability. High cost-benefit ratios up to tens of percentage presented in earlier

studies can very easily be reached also in the SADC countries (RIASCO, 2013). This effort is foreseen

to bring greater benefits to the economies worldwide. In fact, studies have shown that investment in

climate services yields benefits to downstream sectors of between 14 to 20 times.

4.2. Sustainability

Based on the strategic priorities of SADC and its Common Agenda, the Regional Indicative Strategic

Development Plan (RISDP) 2015-2020 aligns the strategic objectives and priorities with the policies

and strategies to be pursued towards a delivery of those priorities over a period of fifteen years. One

of the area of focus of RISDP is the establishment or strengthening of regional institutions where

SADC CSC is one of them. Therefore, SADC CSC as a permanent regional institution which is among

the area of priorities in the RISDP and SADC Infrastructure vision 2017 will continue to benefit support

10 Workshop on “achieving benefits of enhanced service Delivery by national meteorological services in Eastern and southern

africa”21- 24 Feb, 2011Dar es salaam, Tanzania. https://www.wmo.int/pages/prog/amp/pwsp/documents/Ruuhela_FMI.pdf

21

beyond the grant financial period. Sustainability will be achieved through the SADC RISDP financial

mechanism. Capacity building component including training and attachment (secondment) of national

experts to SADC CSC will ensure the continuity of the initiative. It is expected that cost recovery

systems will be put in place as the result of the improved service delivery system to the users, thereby

bringing an additional source of income in addition to the SADC CSC’s Budget

The set-up of a National Network with the various actors that are involved in a certain key area of

result will facilitate the continuity of activities. Collaboration with WMO which has proposed SADC

CSC as a Regional Climate Centre for the Southern Africa will continue to support CSC under the

Global Framework for Climate Services (GFCS) and other international partners.

5. LEGAL INSTRUMENT

5.1 The project will be financed by CDSF Grant through a Protocol of Agreement between the Bank

and SADC.

5.2 Conditions associated with the Bank intervention:

5.2.1 Conditions precedent to entry into force: The Grant Protocol of Agreement will enter into force

subject to its signature by the Bank and SADC

5.2.2 Conditions precedent to first disbursement. The obligation of the Bank to make the first

disbursement of the Grant will be subject to the entry into force as provided above and the fulfilment by

the Recipient, in form and substance satisfactory to the Bank, of the following condition: Provide

evidence of opening a Special Account in a bank acceptable to the Bank for the deposit of the Grant

proceeds.

6. CONCLUSION AND RECOMMENDATION

6.1 Conclusion

This project aims to improve the “Core capacities of the Specialized National and Regional Climate

Centres (RCCs), to meet the needs of Disaster Risk Management (DRM) agencies and socio-economic

sectors for effective use of weather and climate services and community-focused and real-time early

warning systems (EWS).” Its specific aim is to improve the forecast production capacity of regional

climate centers and National Meteorological and Hydrological services to allow them to provide proper

inputs to the DRM agencies for improved information on early warnings.

The specific project proposal is designed to provide the technical assistance to African RCCs and

NMHSs to develop the capacity to use Numerical Weather Prediction (NWP) models and Regional

Climate Models for seasonal climate prediction through of SADC CSC collaboration with leading

G l o b a l Producing Centre and African Universities. This effort will improve the early warning system

in the region to meet the needs of improving the Core Capacities of the C limate Institutions to meet

the Needs of DRM Agencies(result#3) of the ACP-EU Programme on Disaster Risk Reduction.

6.2 Recommendations

Management recommends that the Board of Directors approves a grant not exceeding EURO 3,198,600

(Three million, one hundred ninety-eight thousand, six hundred Euros) from the resources of the

CSDF Fund to the SADC CSC for the purposes and subject to the conditions stipulated in this report.

- 1 -

Annex 1 - Work Plan Component/Activities

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

Component One: Improvement of meteorological infrastructure equipment

Output1.1: The meteorological early warning systems equipment improved;

Activity 1.1.1 Acquisition. installation and commissioning of AWS X X X X

Activity 1.1.2 Installation/or upgrading of AMSS at the NMSs X X X

Activity 1.1.3 Installation of RSAS satellite receiver. X X X

Output 1.2: Hardware and software on HPC and NWP

Activity 1.2.1 implementation of broadband internet connectivity at CSC and NMC; X X

Activity 1.2.2 procurement of HPC and related software X X X X

Component Two: Generation and dissemination of extreme weather and climate information

Output 2.1: Appropriate ACMAD NWP and EPS models selected.

Activity 2.1.1 Selection of the appropriate NWP and EPS model X X

Activity 2.1.2 Run the selected model and validate the outputs X X X X X X X

Activity 2.1.3 Generate localized and tailored severe weather information X X X X X X X

Output 2.2: Regional Seasonal Climate and Water related Outlooks generatedActivity 2.2.1 Support the NMS to generate localized and tailored extreme climate information X X X X X X X X X X X

Activity 2.2.2 Produce medium-term and long-term weather information and risk analysis X X X X X X X X X X X X

Activity 2.2.3 Convene Southern African Regional Climate Outlook Forum (SARCOF) X X X

Activity 2.2.4 Provide information for the Development of decision-support tools; X X x x x x

Output 2.3: Regional Dissemination system (meteoalarm) developed

Activity 2.3.1 integrate the selected model in the operation of the regional meteoalarm system, x x x

Activity 2.3.2 integrate satellite data into the Severe Weather Forecast System x x x x x x x x x

Activity 2.3.3 Develop the alert system on an automate mode x x x

Output 2.4 : Disaster Risk Management portal for SADC region developed

Activity 2.4.1 design the online system to display the output of the NWP model x x x

Activity 2.4.2 maintain and feed the web based system x x x

Component Three: Capacity building in early warning at all levels

Output 3:1: Meso-scale weather and climate forecasting training provided

Activity 3.1.1 Train 15 staff from National Meteorological and Hydrplogical Services x x x x x x x

Output 3.2: Climate Risk Assessment Training organized Activity 3.2.1 Train 35 staff from NMHS, DRM and CSC on climate risk assessment and management x x x

Output 3.3: HPC Administration system training offered

Activity 3.3.1 Train 15 ICT administrators of HPC for EWS x x x

Component Four : Project Management x x x x x x x x x x x x

Output 4.1: Coordination team recruited

Activity 4.1.1 Recruit the Project Management Team X X X

Activity 4.1.2 Recruit the consultants to develop services X X X

Output 4.2: Coordination of the implementation of the activities done

Activity 4.2.1 Implement the planned activities X X X X X X X X X X X X

Output 4.3: Quarterly, midterm review and audit reports submitted

Activity 4.3.1 Issue the quarterly reports X X X

Activity 4.3.2 Attend the supervision and midterm evaluation meetings X X X

Activity 4.3.3 Facilitate and organize the audit mission X X X

YEAR 2016 2017 2018

- 2 -

Annex 2 Project Logical Framework Countries and project name: Angola, Botswana, Democratic Republic of Congo, Lesotho, Madagascar, Malawi, Mauritius, Mozambique, Namibia, Seychelles, South Africa, Swaziland, Tanzania,

Zambia, Zimbabwe; Southern African Regional Climate Information Services for Disaster Resilience Development (SARCIS-DR)

Purpose of the project: to decrease the negative impacts of extreme weather and climate related phenomena and risks in the SADC region and contribute towards sustainable

development of the societies

RESULTS CHAIN PERFORMANCE INDICATORS MEANS OF

VERIFICATION

RISKS / MITIGATION

MEASURES Indicator (including CSI) Baseline Target (after 3yrs)

IMP

AC

T

Poverty Eradication and Livelihood

Improvement through building

Resilience and adaptation to Climate

related Hazards

Post disaster Humanitarian

aid to the Southern Africa

Southern Africa

has 21,843,401

affected due to

floods from 1990

to 2013

Reduce the number of affected

by natural disaster in Southern

Africa by 25% by 2018

Vulnerability Assessment

and RIASCO Reports

Risks: DRR is not a priority area in

the SADC’s Regional Indicative

Strategic Development Plan (RISDP)

document

Mitigation: Addressing the risks as

one of priorities key result area of

RISDP. Transform DRR, not to

appear being skewed towards

response rather than prevention and

to minimize the conflicts in the

region. To address trans-boundary

risks, specific resource mobilisation

should take a region-wide approach

rather than by individual country or

individual donor which could reduce

efficiency and timeliness. .

OU

TC

OM

ES

Outcome 1

Core capacities of SADC CSC and

NMHSs are improved, to meet the needs

of DRM agencies

Operational extreme

weather forecast systems

and climate related

information at SADC CSC

and NMHSs

At present only

South Africa has

enough

operational

capacity of NWP

to meet the needs

of the DRM

agencies

SARCOF exist at

SADC CSC

5 Operational extreme weather

forecast systems and climate

services by 2018

Automate and real time system

operational at SADC CSC

SARCOF statement

SADC SCOM, M&E

RISDP report, MASA

AGM and DRM

Agencies Reports

Risk: Lack of availability of suitable

regional experts and technical

support on NWP and Disaster Risk

Management

Mitigation: Use international expert

and capacitate the regional expert

during the span of the project.

- 3 -

Outcome 2

Effective integrated Regional Early

Warning Systems (EWS) operational

Regional Early Warning

System

At present there is

no integrated

regional early

warning systems

(REWS)

10 countries inter connected to

REWS based in SADC CSC

are regularly formulating

climate risk management

strategies using early warning

information

SADC REWS and

Disaster Risk Management

Platform Reports

Risk: Delays in implementing Ministers

decision on strengthening SADC CSC.

Mitigation: SADC Secretariat must facilitate

the integration of all sectoral projects dealing

with Disaster Risk Reduction into the system

based at SADC CSC and be implemented

simultaneously for the expected coordination

effects to take place.

Outcome 3

Competent team of national/regional

experts trained to respond to the need of

national disaster risk management.

Number of experts trained 15 35 National Poverty

Reduction and

Development Document

and various Reports

Risk : Failure of networking and data

sharing arrangement among with

Member States.

Mitigation: Continue to offer

equipment to MS such as upgrading

AMSS and HPC for downscaling purpose, in

order to push them for data sharing in

compensation. Reinforce the awareness with

National Financial and Planning entities.

OU

TP

UT

S

Component 1 Improvement of

meteorological infrastructure

equipment

Output 1.1 early warning systems

equipment improved

Output 1.2 HPC and NWP acquired

Output 1.3 Satellite receiver and data

processing for Early warning

number of AWS

number of AMSS upgraded

by SADC

Number of NHMSs with

basic NWP Equipment

Number of satellite receiver

antenna installed

10

0

1

0

15

14

15 NMHSs with basic NWP

Equipment

1

Progress reports

Progress reports

Risk: The procedures may take longer than

envisioned or not adequately developed or the

unavailability/missing in adequate data to

generate products, or insufficiently organized

field surveys resulting in incoherent data leading

to difficulties in validation process.

Mitigation: The capacities for modelling,

developing alternative or surrogates for data

sources for respective member states will be

boosted

- 4 -

Component 2 Generation and

Dissemination of Climate information

Output 2.1 weekly bulletins released

Output 2.2 Monthly bulletin RCOF

Number of bulletin

Number of bulletin

Number of products

0

1

1

32*3

8*3

3

Progress reports

Progress reports

Output 2. 3 Regional meteoalarm

systems developed.

Output 2.4 DRR portal operational

Web base dissemination

system

Web base dissemination

system

0

0

1

1

Progress reports

Component 3 Capacity building

Output3.1 Training on Meso-Scale and

climate Forecasting

Output 3.2 Climate Risk Assessment

Output 3.3 HPC administration

Component 4 Project Coordination

Output 4.1 recruitment of Project

Management Team

Output 4.2: recruit consultants

Number of trainees

Number of trainees

Number of trainees

Number of experts

Number of consultant

15(with 40%

gender)

0

0

0

0

30 (at least 60% of gender)

35 (with 40% of gender)

15 (with 20% of gender)

4

4

Training reports

Training reports

Training reports

Request of No Objection

Request of No Objection

Risk: Lack of resources to perform training for

personnel at various levels, Financial constraints

for future training of local staff for continuity of

services.

Mitigation: The project is foreseen to be pro-

actively in seeking to synergize and leverage

ongoing initiatives in the region which are

addressing similar issues for optimized output.

This will be formalised through memoranda of

understanding for mutual benefit and provide a

platform for joint activities e.g. training for

greater impact.

COMPONENTS INPUTS (BUDGET IN EUROS)

AC

TIV

ITIE

S

Component 1 Meteorological infrastructure

Component 2 Generation and dissemination of climate information

Component 3 Capacity building

Component 4 Programme Coordination

Component 1: 789,204.30

Component 2: 974,300.00

Component 3: 1,250,500.00

Component 4: 422,595.70

Total: 3,436,600.00

- 5 -

Annex 3 – Detailed budget in Euros Item First year Second year Third year

months/units Unit cost sub-total months/units Unit cost sub-total months/units Unit cost sub-total Grand Total %

I COMPONENT I IMPROVEMENT OF MET INFRA

A. GOODS

A1.EQUIPMENT & TOOLS

A1.1 Reg NWP & RegCM and Data assimilation 1 70,200.00 70,200.00 70,200.00

A1.2 HPC and Broadband internet for NMS 14 35,714.45 500,002.30 500,002.30

A.2 Regional Observation Network

A.2.1 Automatic Message Swifting System (AMSS) 14 7,143.00 100,002.00 100,002.00

A.2.2 Automatic weather stations 5 23,800.00 119,000.00 - - 119,000.00

Sub-total INFRA 789,204.30 - - - - - - 789,204.30 22.96

II

COMPONENT II: EARLY WARNING SERVICE &

PRODUCTS

B. SERVICES

B.1 Generation of extreme weather & climate info

B.1.1 Technical Assistance

B.1.1.1 (Chief Technical Advisor) -Team Leader 12 7,800.00 93,600.00 12 7,800.00 93,600.00 12 7,800.00 93,600.00 280,800.00

B.1.1.2 Assistant Forecasting Expert 12 3,500.00 42,000.00 12 3,500.00 42,000.00 12 3,500.00 42,000.00 126,000.00

B.1.1.3 Assistant Climate Modelling Expert 12 3,500.00 42,000.00 12 3,500.00 42,000.00 12 3,500.00 42,000.00 126,000.00

B.1.1.4 Assitant Database and IT Expert 12 3,500.00 42,000.00 12 3,500.00 42,000.00 12 3,500.00 42,000.00 126,000.00

B.1.1.5 International short-term experts on Meteo-alarm

System 5 12,000.00 60,000.00 5 12,000.00 60,000.00 - - 120,000.00

B.1.2 Data Flow suscription 1 10,000.00 10,000.00 - 10,000.00

B.2 Dissemination of climate information

B.2.1 Visibility and Communication 10,000.00 10,000.00 5,000.00 25,000.00

B.2.2 Convene SARCOF for dissemination 1 50000 50000 1 50000 50000 1 50000 50000 150,000.00

B.2.3 Develop DRR portal 1 1 6100 4400 10,500.00

Sub-total EWS 349,600.00 345,700.00 279,000.00 974,300.00 28.35

III COMPONENT III: CAPACITY BUILDING

C. 1 Human Resources Development

C.1.1 Trainings on EWS, ICT, DRR 2 48,000.00 96,000.00 2 47,000.00 94,000.00 2 47,000.00 94,000.00 284,000.00

C.1.2 Visiting Scientists 12 3,000.00 36,000.00 12 3,000.00 36,000.00 12 3,000.00 36,000.00 108,000.00

C.1.3 National Expert Secondment 12 2,600.00 31,200.00 12 2,600.00 31,200.00 12 2,600.00 31,200.00 93,600.00

C.1.4 Regional& International travels 13 3,000.00 39,000.00 8 3,000.00 24,000.00 8 3,000.00 24,000.00 87,000.00

Sub-total 202,200.00 185,200.00 185,200.00 572,600.00

C.2 Technical Assistance

B.2.1 Accountant 12 3,500.00 42,000.00 12 3,500.00 42,000.00 12 3,500.00 42,000.00 126,000.00

B.2.2 Finance expert 12 5,500.00 66,000.00 12 5,500.00 66,000.00 12 5,500.00 66,000.00 198,000.00

B.2.3 Procurement Expert 12 5,500.00 66,000.00 12 5,500.00 66,000.00 5 5,500.00 27,500.00 159,500.00

B.2.4 M&E 12 5,400.00 64,800.00 12 5,400.00 64,800.00 12 5,400.00 64,800.00 194,400.00

Sub-total 238,800.00 238,800.00 200,300.00 677,900.00

Sub-total CB 441,000.00 424,000.00 385,500.00 1,250,500.00 36.39

IV COMPONENT IV: PROJECT MANAGEMENT

D.1 Operational Costs

D.1.1 Project Office

Project vehicles / operation costs 1 5,000.00 5,000.00 1 5,000.00 5,000.00 1 5,000.00 5,000.00 15,000.00

Office Equipment 7,000.00 5,000.00 1,000.00 13,000.00

Consumables 5,000.00 5,000.00 4,995.70 14,995.70

D.1.2 Local Personnel

Admin/Logistic 12 1,400.00 16,800.00 12 1,450.00 17,400.00 12 1,450.00 17,400.00 51,600.00

Sub-total 33,800.00 32,400.00 28,395.70 94,595.70

D.1.3 Other costs

Auditing 25,000.00 25,000.00 25,000.00 75,000.00

Contingency 5,000.00 5,000.00 5,000.00 15,000.00

Contribution in-kind 1 80,000.00 80,000.00 1 79,000.00 79,000.00 1 79,000.00 79,000.00 238,000.00

Sub-total 110,000.00 109,000.00 109,000.00 328,000.00

Sub-total Project Coordination 143,800.00 141,400.00 137,395.70 422,595.70 12.30

TOTAL Year 1 1,723,604.30 Year 2 911,100.00 Year 3 801,895.70 3,436,600.00

- 6 -

Annex 4 – Region Covered by the Project: Southern African Development Community

- 7 -

Annex 5: Terms of Reference for Consultancy Services and project positions

I. Job Title: Chief Advisor or Team Leader

1. Background

The purpose of this project is to increase the capability of SADC countries to respond to the challenges

such as disaster mitigation and early warning, food security, environmental protection, and water

security. The overall objective of the project is to decrease the negative impacts of extreme weather

and climate related phenomena and risks in the SADC region and contribute towards sustainable

development of the societies. The specific objectives are to:

1. Improve meteorological infrastructure equipment for catering early warning system in

Member States countries;

2. Generate extreme weather and climate information for Disaster Risk Reduction;

3. Develop a regional meteo-alert system (dissemination of climate information);

4. Build capacity in early warning system of National and regional Experts 2 Impacts

The project will increase the capability of SADC countries to respond to the challenges such as disaster

mitigation and early warning, for food security, environmental protection, and water security.

National technical staff working in national level of hydro-meteorological institutions from 15 member

states will be involved in the generation and management of climate data, and trained advanced weather

forecasting techniques. This will improve preparedness, early warning systems and establish systems

for understanding how disaster losses are generated in order to avoid them in the future, saving lives

and economy losses. Finally the project will contribute to reducing impact of floods, droughts, cyclones

and sea level rise in the SADC region.

As part of implementation of SARCIS-DR, the Climate Services Centre will need to recruit a

Chief Advisor (Team Leader). Its key functions will include the following:

Responsibility for the overall management of the project and coordination/support to the

planning, implementation, monitoring and reporting of SARCIS-DR-supported activities;

Support and facilitation to the implementation of the activities;

Support to the procurement processes;

Ensuring good and continuous communication with SADC and other regional relevant

organizations;

Development and maintaining a contact network with the collaborators and relevant

stakeholders and establishing cooperation with other programs and projects, as well as other

potential development partners;

Overseeing that cross cutting issues are taken into account in all programme activities

Facilitating the meetings of the Supervisory Board and the Steering Committee and performing

additional functions defined by the Steering Committee; He/she shall manage the Project Implementation Unit (PIU) and provide expertise especially to the

generation and the dissemination of climate information and Human Resource development. The CTA

will also be responsible for coordinating work planning, financial management, monitoring and

reporting.

- 8 -

3. Scope Of Work

The Project CTA or Team Leader will under the guidance of the SADC CSC Coordinator perform the

following duties:

have the overall management responsibility of the project implementation;

report to the SADC CSC Coordinator;

Supervise the execution of the supply contracts (delivery, installation and commissioning of

equipment) on telecommunication equipment (Automatic Message Swifting System) , Automatic

weather system, High Performance Computer and NWP and Climate Modelling software ;

Supervise the generation and dissemination of extreme weather and climate information and

trainings activities.

4. Specific Tasks

Develop the technical specification of equipment and others ToR of procurement needs;

Coordinate the procurement of items with the assistance of Procurement Expert;

Follow up the implementation of the budget and the financial management;

Superintend the generation and dissemination of weather and climate information;

Coordinate the training programme and Monitoring and Evaluation process;

Participate fully in the implementation of the SARCIS Project;

5. Qualifications

Master Degree qualification in Meteorology or climate Modeling, with a strong experience in an

appropriate field including one or several of the following: project and programme management;

strategic planning and management; project and programme evaluation and monitoring; or any

climate related field.

At least 10 years of practical experience in one or several of the above fields, with some of that

experience gained in international organisations, public sector institutions and/or funding agencies.

Experience from working with SADC or a regional organisation will be an advantage.

Proficiency in the Portuguese and/or French languages will be an advantage.

A PhD will be an advantage

6. Deliverables

The following will constitute the list of deliverables:

A detailed report on each component of the project;

An operational system of the regional Meteo-alarm and DRR portal on automate mode;

Project implementation final report.

7. Duration and Timing

Contract duration will be for three years. The Team Leader will be expected to start work on March 1,

2016.

At least the following expertise is foreseen: Assistant Weather Forecasting Expert,

- 9 -

Assistant Climate Modeling Expert

Assistant IT and Database Expert

Service Development Expert (Early Warning System Tool development)

Disaster Management Expert (secondment)

Hydrologist (secondment)

GIS and Remote Sensing Specialist (Secondment)

Seasonal forecast (secondment)

II. Job Title: Assistant Forecasting Expert

1. Background

The purpose of this project is to increase the capability of SADC countries to respond to the challenges

such as disaster mitigation and early warning, food security,environmental protection, and water

security. The overall objective of the project is to decrease the negative impacts of extreme weather

and climate related phenomena and risks in the SADC region and contribute towards sustainable

development of the societies. The specific objectives are to:

1. Improve meteorological infrastructure equipment for catering early warning system in

Member States countries;

2. Generate extreme weather and climate information for Disaster Risk Reduction;

3. Develop a regional meteo-alert system (dissemination of climate information);

4. Build capacity in early warning system of National and regional Experts 2 Impacts

The project will increase the capability of SADC countries to respond to the challenges such as disaster

mitigation and early warning, for food security, environmental protection, and water security.

National technical staff working in national level of hydro-meteorological institutions from 15 member

states will be involved in the generation and management of climate data, and trained advanced weather

forecasting techniques. This will improve preparedness, early warning systems and establish systems

for understanding how disaster losses are generated in order to avoid them in the future, saving lives

and economy losses. Finally the project will contribute to reducing impact of floods, droughts, cyclones

and sea level rise in the SADC region.

As part of implementation of SARCIS-DR, the Climate Services Centre will need to recruit a Climate

Forecasting Specialist under the extreme weather and climate information generation component. These

Terms of Reference (ToRs) describe the responsibilities for the Climate Forecasting Specialist position.

3. Main Purpose and Objective of the Assignment

The main purpose and objective of the assignment is for the Climate Forecasting Expert to develop

climate forecasting models and provide climate forecasts that will be applicable at the centre and SADC

NMHSs as a whole.

4. Specific Objectives

Specific object is to develop regional climate forecasting models, develop regional experts and train

climate information users. In order to achieve this specific objective, the Consultant has to perform the

following tasks:

Running the Principal Component Analysis (PCA), for zoning of areas with the updated

climatology training period of 1971-2010;

Editing and running several FORTRAN scripts for data processing;

- 10 -

Extracting the SSTs from the ocean basins which have high correlations with the binary values,

using Grads.

Building statistical models and testing and evaluating those models

Using the models to predict some climate variable tailored to users' needs;

Updating the verification tool per WMO requirement for compliance into the international

standards.

Develop the contents of training curriculum manual on Meso-scale Weather

Forecasting and seasonal Climate Forecasting Training;

5. Scope of Work

The Climate Forecasting Specialist will under the guidance of the Project Coordinator perform the

following duties:

Develop regional climate forecasting models, which CSC will use for climate forecasting within

the SADC region.

Carry out climate forecasting using the developed models.

Developing tools for Monitoring and Evaluation of regional climate forecasting models at CSC.

Ensure timely preparation and dissemination of weather and climate products and advisories.

Assist NMHSs in the training of users on the application and on implications of LRF products.

Assist in the introduction of appropriate decision models for end-users, especially as related to

probability forecasts.

Promote technical capacity building at NMHS level (e.g. acquisition of hardware, software, etc.),

as required for implementation of climate services.

Assist in professional capacity building (training) of climate experts for generating user-targeted

products.

Promote studies of regional climate variability and change, predictability and impact in the

Region.

Develop consensus practices to handle divergent climate information for the Region.

Validate regional climate models, methods of downscaling and interpretation of global output

products.

Promote the use of proxy climate data in long-term analyses of climate variability and change.

Promote application research, and assist in the specification and development of sector specific

products.

Promote studies of the economic value of climate information.

Advising the Project Coordinator on matters that enhance climate forecast capability for CSC

and SADC NMHSs.

6. Deliverables

The expected deliverables include Climate Forecasting models for the region, forecast products and

number of regional experts trained in the subject area. The following will constitute the list of

deliverables:

An updated database for rainfall and temperature;

Updated homogenize zoning with the climatology training period of 1971-2010;

A set of seasonal models for rainfall and temperature;

An updated verification tool for seasonal forecast;

Update the statistical seasonal rainfall forecast procedure manual;

Trained experts in SADC NMHSs; and

A report on the consultancy.

- 11 -

7. Qualifications

Post graduate qualification in Meteorology/Climatology or any other relevant field;

Knowledge of and experience in climate, climate data and environment domain;

At least 10 years of practical experience in climate forecasting;

Experience of working within SADC region on climate related field will be an advantage.

III. Job Title: Technical Assistance: Assistant Climate Modelling Expert

1. Background

The purpose of this project is to increase the capability of SADC countries to respond to the challenges

such as disaster mitigation and early warning, food security, environmental protection, and water

security. The overall objective of the project is to decrease the negative impacts of extreme weather

and climate related phenomena and risks in the SADC region and contribute towards sustainable

development of the societies. The specific objectives are to:

1. Improve meteorological infrastructure equipment for catering early warning system in

Member States countries;

2. Generate extreme weather and climate information for Disaster Risk Reduction;

3. Develop a regional meteo-alert system (dissemination of climate information);

4. Build capacity in early warning system of National and regional Experts 2 Impacts

The project will increase the capability of SADC countries to respond to the challenges such as disaster

mitigation and early warning, for food security, environmental protection, and water security.

National technical staff working in national level of hydro-meteorological institutions from 15 member

states will be involved in the generation and management of climate data, and trained advanced weather

forecasting techniques. This will improve preparedness, early warning systems and establish systems

for understanding how disaster losses are generated in order to avoid them in the future, saving lives

and economy losses. Finally the project will contribute to reducing impact of floods, droughts, cyclones

and sea level rise in the SADC region.

As part of implementation of SARCIS-DR in SADC, the Climate Services Centre will need to recruit a

Regional Climate Modelling Specialist. These Terms of Reference (TORs) describes the responsibility

for the Regional Climate Modelling Specialist position.

Regional Climate Models (RCMs) are limited-area models with representations of climate processes

comparable to those in the atmospheric and land surface components of AOGCMs, though typically run

without interactive ocean and sea ice. RCMs are often used to dynamically downscale’ global model

simulations for some particular geographical region to provide more detailed information. By contrast,

empirical and statistical downscaling methods constitute a range of techniques to provide similar

regional or local detail.

SADC Region does not yet have a calibrated and validated Regional Climate Scenarios output for the

strategic climate change adaptation policies. This may require relatively high spatial and temporal

resolutions to adequately inform vulnerability, adaptation, and mitigation assessments, which play an

important role in determining how to safeguard against and prosper in a changing climate.

- 12 -

2. Main Purpose and Objective of the assignment

The main purpose of the assignment is for the Regional Climate Modeling Specialist to develop regional

climate models and train regional experts in interpretation of global and regional climate models and

their products.

3. Specific objectives

Develop climate models for use in the region and for training regional experts in interpretation and use

of products from global and regional climate models.

The specifics tasks are:

1. To identify features pertaining to the continent/subregion that are not represented in current

models and must therefore be incorporated into modelling systems;

2. To verify/validate selected models and document the models’ strengths and weaknesses over

the continent, especially over southern Africa;

3. To see to the improvement of at least two open-source global models and two open-source

mesoscale models over Africa in the short-term; and

4. To design multi-model systems (MMSs) for climate over African CORDEX Domain.

4. Scope of Work

The Regional Climate Modeling Specialist will, under the guidance of the Project Coordinator, perform

the following duties:

Develop regional climate models which CSC and SADC NMHSs will use for climate forecasting

for the SADC region;

Interpret and assess relevant LRF products from Global Producing Centres (GPCs) (some of

which can be obtained through the Lead Centres for LRFMME), make use of Lead Centre for

Standard Verification System on LRF (see Attachment II-8), distribute relevant information to

RCC Users; and provide feedback to GPCs;

Generate regional and sub-regional tailored products, relevant to RCC User needs, including

seasonal outlooks etc.;

Perform verification of RCC quantitative LRF products, including the exchange of basic

forecasts and hindcast data;

Generate ‘consensus’ statement on regional or sub-regional forecasts;

Provide on-line access to RCC products/services to RCC Users;

Develop a climate Research and Development agenda and coordinate it with other relevant

RCCs;

Promote studies of regional climate variability and change, predictability and impact in the

Region;

Develop consensus practices to handle divergent climate information for the Region;

Develop and validate regional models, methods of downscaling and interpretation of global

output products;

Develop a climate Research and Development agenda and coordinate it with other relevant

RCCs;

Advising the Project Coordinator on matters that enhance regional climate downscaling

capability for CSC and SADC NMHSs.

5. Deliverables

Regional climate models and trained regional and national climate modeling experts. The following are

the items to be delivered:

- 13 -

document on developed regional climate models;

document on generated regional and sub-regional tailored products;

documented model evaluation performance metrics;

training procedural manual; and

Consultancy report.

6. Qualifications

Post graduate qualification in climate modeling and downscaling and other relevant fields;

Knowledge of and experience in climate downscaling, climate data management and

environment domain;

At least 10 years of practical experience in climate downscaling and forecasting;

Experience of working within SADC region will be an advantage.

IV. Job Title: International short-term Expert on Meteo-Alarm System

1. Background

The purpose of this project is to increase the capability of SADC countries to respond to the challenges

such as disaster mitigation and early warning, food security, environmental protection, and water

security. The overall objective of the project is to decrease the negative impacts of extreme weather

and climate related phenomena and risks in the SADC region and contribute towards sustainable

development of the societies. The specific objectives are to:

1. Improve meteorological infrastructure equipment for catering early warning system in Member

States countries;

2. Generate extreme weather and climate information for Disaster Risk Reduction;

3. Develop a regional meteo-alert system (dissemination of climate informatio);

4. Build capacity in early warning system of National and regional Experts 2 Impacts

The project will increase the capability of SADC countries to respond to the challenges such as disaster

mitigation and early warning, for food security, environmental protection, and water security.

National technical staff working in national level of hydro-meteorological institutions from 15 member

states will be involved in the generation and management of climate data, and trained advanced weather

forecasting techniques. This will improve preparedness, early warning systems and establish systems

for understanding how disaster losses are generated in order to avoid them in the future, saving lives

and economy losses. Finally, the project will contribute to reducing impact of floods, droughts, cyclones

and sea level rise in the SADC region.

As part of implementation of SARCIS-DR in SADC, the Climate Services Centre will need to recruit

an International Early Warning System Tool Development Specialist under the development of

meteo-alarm system component. These Terms of Reference (ToRs) describe the responsibilities for the

Early Warning System Tool Development Specialist position.

The Project will be ran by hiring qualified international experts in a manner that the Meteoalarm system

operates for SADC in order to maximize the share of experience from the European experts and avoid

facing potential difficulties in missing the take-off of the initiative. S/He will work together with

Numerical Weather Prediction Expert, IT Expert, Database Expert and GIS Expert in order to develop

an internet based tool of SADC alert system.

- 14 -

Objectives:

Develop an Electronic Regional Risk Atlas to be installed and will be running at SADC CSC Climate

data centre, for increased knowledge of risk exposure for five hazards (floods, wild fires, heavy rain,

wind and tropical cyclone). The Electronic Regional Risk Atlas is an internet based tool designed to

store hazard, vulnerability and critical infrastructure data, produce disaster risk assessment maps, assess

the potential impact of disasters, monitor the real time progression of disaster, and provide inputs to

determine the most effective use of resources and funds.

Develop an Information management and communication schemes to be used with the National

Emergency Response Coordination Centre in the region prior, during and post disaster.

Propose a cross-boundary cooperation involving for instance national/local civil protection authorities,

fire brigades, hydrological and meteorological services, representatives of health and education sectors,

the private sector, etc dealing with trans-boundary disaster management.

Design and conduct capacity-building programme and provision of support for the approximation to the

EU Floods Directive and Meteo-alarm system and the implementation of an integrated approach to flood

risk management encompassing prevention, preparedness and response in accordance with the

Integrated Flood Management.

To liaise with Database Management Expert in the 15 Member States and at SADC Secretariat level in

the development of SADC Alert system website as well as other decision-making tools aimed at

generating relevant information on climate risk management.

Qualification and experience

Masters degree in Meteorology with specialization in NWP;

Five (5) years of working experience in operational NWP;

Evidence of good knowledge and applications of NWP models;

Key Skills and Competencies

Excellent computing skills including working with Fortran, Unix and Linux, other compiled

computer languages such as. C, C++, Java, etc. are necessary

Good programming systems

Ability to communicate effectively orally and in writing

Ability to prepare written reports in a clear, concise and meaningful manner

Ability to work with minimum supervision

Websites & portal

Web management software and technologies

Remote Sensing

Competence with GIS applications

Other

Knowledge of several high level programming languages and significant exposure to and

demonstrated proficiency in all aspects of programming and analysis, including

structured/object-oriented design, relational systems, scripting and query languages, document

design and management, hardware and software requirements, systems facilities and execution

protocols. Knowledge of interactive systems; good knowledge of organization's information

infrastructure and IT strategy as it relates to user area(s).

Strong analytical and problem-solving skills, to include proficiency in the development and

implementation of systems of moderate size/complexity.

- 15 -

V. Job Title: Assistant Database and IT Expert

1. Background

The purpose of this project is to increase the capability of SADC countries to respond to the challenges

such as disaster mitigation and early warning, food security, environmental protection, and water

security. The overall objective of the project is to decrease the negative impacts of extreme weather

and climate related phenomena and risks in the SADC region and contribute towards sustainable

development of the societies. The specific objectives are to:

1. Improve meteorological infrastructure equipment for catering early warning system in

Member States countries;

2. Generate extreme weather and climate information for Disaster Risk Reduction;

3. Develop a regional meteo-alert system (dissemination of climate information);

4. Build capacity in early warning system of National and regional Experts 2 Impacts

The project will increase the capability of SADC countries to respond to the challenges such as disaster

mitigation and early warning, for food security, environmental protection, and water security. National

technical staff working in national level of hydro-meteorological institutions from 15 member states

will be involved in the generation and management of climate data, and trained advanced weather

forecasting techniques. This will improve preparedness, early warning systems and establish systems

for understanding how disaster losses are generated in order to avoid them in the future, saving lives

and economy losses. Finally the project will contribute to reducing impact of floods, droughts, cyclones

and sea level rise in the SADC region.

As part of implementation of SARCIS-DR in SADC, the Climate Services Centre will need to recruit

an Database and IT Expert under the improvement of meteorological infrastructure equipment

component. These Terms of Reference (ToRs) describe the responsibilities for the Database and IT

Expert position.

Responsibilities

Coordinate IT networking and system administration services; Development, maintain and ensure

security of IT infrastructure; Administer Internet and Web Servers to ensure 24 hours none interruption

of modelling services; Coordinate acquisition of new IT resources, regular improvements or upgrades

and also customize software programs for internal needs. Schedule and implement preventative

hardware maintenance activities and undertake/co-ordinate repairs in response to hardware failures.

Constantly review the IT needs and requirements against emerging technological trends and advice

management on how the needs can be met using the latest technology. Prepare technical manuals,

periodic progress reports and annual reports as required by SADC CSC. Maintain an inventory of all

SADC CSC IT resources, including service agreements and contracts. Carry out basic training on

relevant IT systems to ensure the efficient execution of tasks and efficient use of the available and new

software by SADC CSC staff and users. Support IT related capacity building activities of SADC CSC

and NMHSs (National Meteorological and Hydrological Services).

Qualifications and experience

At least a Degree in Computer Science or equivalent in Information Technology with a

specialization in networking and system administration

At least five years of working experience in an operational institution, especially handling large

number of users providing application services to external users/clients; Good knowledge of

- 16 -

Windows Server 2008, Unix, Linux, etc.

Required Skills and Competencies

Team player with a distinction for professional growth and self-management

Flair for computer networking, system administrations, and software installation

Server maintenance and administration (Linux, Windows 2003/2008 server)

Knowledge of Script Languages (IDL, Perl/Python, tcl/tk, bash, etc.)

Database maintenance (MySQL, PostgreSQL, Oracle, etc.)

Network installation and administration

Website and web services development (PHP, CSS, Javascript, etc.)

Knowledge of SW Development Tools; (make, build, version control, deployment, bug-tracking,

debugging, QA, document management)

Ability to communicate effectively orally and in writing

Ability to prepare written reports in a clear, concise and meaningful manner

Ability to work in an international environment

Specific Tasks

Coordinate and conduct early warning climate monitoring and disaster preparedness activities, including

facilitating data share and information dissemination, timely distribution of remote sensing and early

warning raw and analysed data & GIS information to DMUs (Drought Monitoring Units) and

stakeholders during the seasons; by liaising and looking for synergies with regional and international

partners (eg. WMO), and by taking stock of established information flow mechanisms (such as current

GIS systems, institutional collaboration mechanisms and regional/national committees);

Coordinate the processing and analyses of Early Warning datasets i.e. agro meteorological and

agricultural / livestock, market & livelihood information and data in support of the regional early

warning systems for climate change, food security, food availability, drought monitoring, disaster

preparedness and vulnerability assessment,

Contribute to the development of detailed system and other functional specifications and user

documentation for major systems, in particular analysis database and applications that could be used to

strengthen the institutional production of climate-related information;

Facilitate development of moderately complex systems (database, maps) and technological solutions

to support the coordination, monitoring and follow- up of tasks related to existing systems to facilitate

the taskforces climate production process;

Assist in facilitating the activities of the CSC project in the sub-region

Provide relevant IT technical implementation support to project activities in beneficiary

countries in Southern Africa

Build coherence and synergies with existing Information and communication management

initiatives and related activities in the sub-region

Facilitate timely production of maps, atlases, bulletins and reports

The candidate should have a strong sense of user interface and web design, website usability,

and the ability to translate complex project needs into high quality mockups and website

designs.

Based on designed tools and mechanisms, establish a harmonized system/website aimed at

collecting information on spot checks/microassessments of implementing partners;

Competencies

Excellent facilitation skills, good IT skills, ability to communicate effectively orally and in writing;

ability to prepare written reports in a clear, concise and meaningful manner; and ability to work with

minimum supervision

- 17 -

VI. Job Title: National Expert on secondment (Disaster risk Management Expert)

Responsibilities:

Implement SADC CSC related applications of climate products and services needed by the Disaster risk

and related sectors. Assist the project implementation and conduct gaps and needs assessment and assist

the development of regional strategy for enhanced applications of climate products and services in

disaster risks assessment and Management. Assist in the capacity building activities related to

applications of severe weather forecast in disaster risks assessment and Management. Assist the project

for improving Meteorological and Hydrological Observations and data base management. Assist the

development and use of Climate Information Systems in disaster early warning and Disaster risk

Management practices including Decision Support Tools (Systems). Prepare periodic progress reports

as required by SADC CSC. Undertake any other related duties as may be assigned by the Director.

Qualifications and experience:

Advanced university degree (Masters Degree or equivalent) in social sciences or a subject related to

DRM. Minimum 3 years experience in programme management, programme design and formulation is

required. Preference will be given to a candidate having practical experience in implementation of

disaster risk management programme. Familiarity and knowledge of working with the development

community, NGOs and other players in the development sector and possessing knowledge and

experience of participatory project management approaches will be considered advantage.

Competencies:

A good understanding of disaster risk management concepts and approaches and their

relationship with sectorial and sustainable development;

Highly developed analytical skills, particularly from a multi-disciplinary perspective, with the

ability to integrate multi-disciplinary knowledge;

Ability to communicate effectively orally and in writing; Ability to prepare written reports in a

clear, concise and meaningful manner; and Ability to work with minimum supervision

VII. Job Title: National Expert on secondment (Hydrological specialist)

1. Background

The purpose of this project is to increase the capability of SADC countries to respond to the challenges

such as disaster mitigation and early warning, food security, environmental protection, and water

security. The overall objective of the project is to decrease the negative impacts of extreme weather

and climate related phenomena and risks in the SADC region and contribute towards sustainable

development of the societies. The specific objectives are to:

1. Improve meteorological infrastructure equipment for catering early warning system in

Member States countries;

2. Generate extreme weather and climate information for Disaster Risk Reduction;

3. Develop a regional meteo-alert system (dissemination of climate information);

4. Build capacity in early warning system of National and regional Experts 2 Impacts

The project will increase the capability of SADC countries to respond to the challenges such as disaster

mitigation and early warning, for food security, environmental protection, and water security.

National technical staff working in national level of hydro-meteorological institutions from 15 member

states will be involved in the generation and management of climate data, and trained advanced weather

forecasting techniques. This will improve preparedness, early warning systems and establish systems

for understanding how disaster losses are generated in order to avoid them in the future, saving lives

- 18 -

and economy losses. Finally the project will contribute to reducing impact of floods, droughts, cyclones

and sea level rise in the SADC region.

As part of implementation of SARCIS-DR in SADC, the Climate Services Centre will need to recruit a

short-term Hydrological Specialist under the extreme weather and climate information generation

component. These Terms of Reference (TOR) describe the position for the Hydrological Specialist.

1. Rational

A number of Regional Initiatives aimed at minimising the impacts of natural disasters including the

reduction of the impacts of floods and droughts have recently been undertaken. One of these initiatives

is the ‘Integrating SADC HYCOS into Regional Flood Risk Management Strategies in Support of

Disaster Risk Reduction (DRR)’ project, which includes the revitalisation of the SADC HYCOS

network of stations – particularly in the Zambezi basin -, DRR regional preparedness assessment and

road map for creating resilience, the development of a regional flood atlas and other specific flood

management tools. This project has developed databases, models and tools which will be transferred to

and installed at the SADC CSC headquarters in Gaborone. In addition, a regional base station, for the

real time capturing and storage of raw river flow and related hydro-meteorological data from the

revitalised SADC HYCOS stations, will also be established at CSC. This base station will be part of a

regional hydro-meteorological data management system, which will also be managed and maintained

by CSC.

The software ‘HYDSTRA’ is the main hydrological data management system at the CSC and member

states for managing the data and information that will be captured from revitalized SADC HYCOS

stations. Note: there will be a Base Station installed in each of the participating Member States so that

they have immediate and direct access to their own and other data they may require.

The institutional capacity and competency of CSC is critical in the sustainability and usefulness of the

products and services that it will be managing. However, there are currently no hydrologists and related

scientists that can manage the base station, databases, models and related tools mentioned above. The

SADC CSC, therefore, wishes to recruit an experienced hydrologist to undertake various Regional

Hydrological Tasks mainly focusing, but not solely, in the first instance on SADC HYCOS FRM

implementation.

3. Main purpose and objective of the assignment

The main purpose and objective of the assignment is to develop institutional capacity for CSC on

relevant hydrological issues which will be required at the Centre.

4. Specific Objectives

Manage CSC SADC HYCOS Base Stations;

Develop and manage Regional hydrological database;

Develop, Management and periodically updating of the hydrological web portal;

Advise member states on the use of hydrological and FRM tools and other relevant issues;

Undertake relevant hydrological analysis; and

Develop training and advocacy materials.

5. Scope of work

The scope of work of the Hydrological Specialist will include:

Liaison with the SADC Member States on Regional and trans-boundary watercourse

hydrological issues;

Management of CSC SADC HYCOS Base Station, including quality control checks and

dissemination of information;

Management of the Regional hydrological database - This will include both raw data obtained

directly from the gauging stations through the base station and quality controlled, historic archive

- 19 -

data obtained from the Member States;

Support management and periodic updating of the web portal / HTML information tool database

developed through the SADC HYCOS FRM project;

Advise the Member States on the rehabilitation and revitalization of existing and establishment

of new SADC HYCOS gauging stations;

Assist member States with the review and development of rating curves;

Advise Member States on the use of the hydrological and FRM tools developed under the SADC

HYCOS FRM project including the Regional Flood Atlas and models developed or proposed for

two flood hot spot areas of Chokwe in Mozambique and Katima Mulilo/Kasane in Namibia and

Botswana;

Advise on and where appropriate undertake the use of hydrological models for both drought and

flood forecasting, warning and analysis;

Undertake statistical analysis of hydrological data and extreme flow analysis;

Undertake analysis of long term hydrological data to try and identify changes in hydrological

behaviour e.g. due to land use changes or climate variability, and estimate the impact of such

changes on future hydrological patterns;

Assist member States with the provision of hydrological training when appropriate, either

directly or by identifying specific specialists in the training required; and

Undertake any other relevant duties appropriate to the post.

6. Deliverables

CSC HYCOS base stations;

CSC Regional hydrological database;

A functioning hydrological web-portal; and

Relevant training materials.

7. Qualification

The successful candidate should have:

A degree in Civil Engineering, Environmental Sciences or similar and a post-graduate

qualification in Hydrology.

A minimum of ten years relevant postgraduate experience is required. In addition.

In addition the person appointed must demonstrate good communications (both spoken and

written), working knowledge of IT, hydrological modelling and analytical skills.

The successful candidate’s experience shall include the following:

The processing, quality control and management of hydrological data;

Use of hydrological data management systems;

Practical field hydrometry including field monitoring experience and the design, specification,

operation and maintenance of gauging stations;

Analysis of hydrological data including statistical and stage-discharge rating analysis;

Hydrological and hydraulic modelling; and

HYDSTRA experience would be advantageous but not essential.

Other information

The position will be based in Gaborone, but the successful candidate will be expected to travel frequently

throughout the whole of the SADC Region. In addition, the person identified may be required to

represent CSC at meetings with donors and other International organisations elsewhere in the world.

The person appointed will be expected to be able to work both in an office based environment both on

their own and also as part of a team; be able to undertake technical presentations to hydrologists from

the SADC Member States and be comfortable working in a field environment if required to undertake

field visits/assessments.

- 20 -

Annex 6 A: Project Procurement Risk Rating

Item Assessment Rating

Risk factor # Risk factor Low (L) / Moderate (M) / Substantial (S) /

High (H)

Project Procurement Risk Rating

Country Level

1 Procurement Legal and

Regulations Framework

Moderate

2 Systemic Prohibited Practices Substantial

Sector Level

3 Capacity of the Sector Moderate

4 Capacity of local industry Low

Project Level

5 Project design risks Low

6 Delivery risks Low

Capacity Risk of the Executing Agency

7 Capacity Low

8 Governance & Prohibited

Practices

Low

- 21 -

Annex 6 B: Procurement Arrangement (EURO) for activities financed under CDSF

Grant

**BPM- Bank’s Procurement Methods and Procedures; BPS- SADC Procedures

Categories BPM

(Bank’s PMP)

*BPS

(SADC)

Total

1.0 Goods:

1.1 High Performance Computers and Software 500,002 500,002

1.2 Reg NWP & ClMod software & Data

assimilation

70,200 70,200

1.3 Automatic Message Switching System (AMSS) 100,002 100,002

1.4 Automatic weather stations 119,000 119,000

1.5 Office Equipment 13,000 13,000

Total Goods 802,204 802,204

2.0 Services:

2.1 Individual Consultants: TAs 1,456,700 1,456,700

2.2 Financial Audit 75,000 75,000

Total Consultancy 1,531,700 1,531,700

3 Capacity Building:

3.1 Visiting Scientists 108,000 108,000

3.2 National Expert Secondment 93,600 93,600

3.3 Training on EWS, ICT DRR/workshops 284,000 284,000

Total Capacity Building 485,600 485,600

4 Operating Expenses:

4.1 Consumables 14,995.7 14,995.7

4.2 Data Flow Subscription 10,000 10,000

4.3 Project Vehicles (operations cost) 15,000 15,000

4.4 Admin/logistics 51,600 51,600

4.5 Regional/International Travels 87,000 87,000

4.6 Dissemination of climate information 185,500 185,500

Total Operating Expenses 364,096 364,096

5.0 Contingency: 15,000 15,000

6.0 SADC’S in Kind Contribution 238,000 238,000

TOTAL 2,348,904 1,087,696 3,436,600

- 22 -

Annex 6 C: Procurement Review Procedures Categories: Selection

Method

Prior / Post

Review

Comments:

Goods:

High Performance Computers and

Software

OCB

Prior All

Reg NWP & ClMod software &

Data assimilation

Automatic Message Switching

System (AMSS)

Automatic weather stations

LIB Prior N/A

Office Equipment LIB Post N/A

Consultancy Services:

Consultancy Services of

Individuals

IC Prior The first ( 2) and the rest subject to

Post-Review

Financial Audit LCS Prior N/A

Training :

Annual training plan for all

external training

N/A Prior Required on annual basis to be

approved by the Bank

- 23 -

Annex 6 D: Procurement Plan

1.0 GOODS

Package description Lot

Number Lot Description

Estimated

Amount in

Euros

Procurement

Method

Pre-or Post-

Qualification

Dom. or

Regional

Preference

Prior or

Post

Review

SPN

Publication

Date

Contract

Start Date

Reg NWP & ClMod software &

Data assimilation 1

Reg NWP &

ClMod software

& Data

assimilation 70,200 LCB N/A N/A Prior 1-Apr-16 30-Jun-16 1

High Performance Computers

and Software 6

High

Performance

Computers and

Software 500,002 OCB N/A N/A Prior 1-May-16 30-Jul-16

2

Automatic Message Switching

System (AMSS) 1

Automatic

Message

Switching

System (AMSS)

100,002 LIB N/A N/A Prior 1-May-16 30-Jul-16 3

Automatic Weather Stations 1

Automatic

Weather

Stations 119,000 LIB N/A N/A Prior 1-May-16 30-Jul-16 4

Office Equipment 1

Office

Equipment 13,000 LIB N/A N/A Post 1-May-16 30-Jul-16 5

Total Cost

802,204

- 24 -

2.0 CONSULTANCIES

Description Selection

Method

Lump sum or

Time-Based

Estimated

Amount in

Euros

Prior/Post

Review

EOI

Publication

Date

Contract

Start Date Comments

Chief Technical Advisor -Team

Leader IC Time-Based 280,800 Prior 1-Mar-16 30-May-16

1

Assistant Forecasting Expert IC Time-Based 126,000 Prior 1-Apr-16 30-Jun-16

2

Assistant Climate Modelling

Expert IC Time-Based 126,000 Post 1-Apr-16 30-Jun-16

3

International short-term experts

on Meteo-alarm System IC Lump sum 120,000 Post 1-Jun-16 30-Aug-16

Time split

over two

years

4

5

Accountant IC Time-Based 126,000 Post 1-Mar-16 30-May-16

Finance expert IC Time-Based 198,000 Post 1-Mar-16 30-May-16

6

Procurement Expert IC Time-Based 159,500 Post 1-Mar-16 30-May-16

7

- 25 -

M&E & Communication Expert IC Time-Based 194,400 Post 1-Mar-16 30-May-16

8

Assistance Database and IT

Expert IC Time-based 126,000 Post

9

Auditing LCS Lump-Sum 75,000 Prior 1-Jun-16 30-Aug-16

1

0

Total Cost 1,531,700

- 26 -

Annex 7 A: SADC CSC'S Organizational Structure

Coordinator

ICT & Data

Management

& Geospatial

Technology

Climate

Diagnostics &

Prediction

Climate

Monitoring &

Application

Planning &

Monitoring

and

Evaluation

Procurement Finance&

Accountant

Data

Management

Geospatial

Technology &

Remotes

Sensing

Computer

Services and

Information

Technology

Communicat-

ion

Climate

diagnostics &

seasonal

forecast

Climate

Modelling

and scenarios

Climate Early

Warning

Climate

Change and

impact

assessment

Health

Food Security

and

Agriculture

Water

Resources

Disaster

Management

- 27 -

Annex 7 B: Project Management Structure

SADC CSC

COORDINATOR

PROCUREMENT FINANCE

ACCOUNTANT

M&E

ASS.

IT EXPERT

ASS.

SEASONAL FORECAST

ASS.

CLIMATE MODELING

VISITING SCIENTISTS

INTERNATIONAL CONSULTANT EWS

ADMIN&LOGISTIC

SADC SECRETARIAT

SCOM-MET

CTA

- 28 -

Annex 8: FM assessment report

Planning and Budgeting: SADC has a comprehensive budgeting system and procedures as

prescribed under Article 28 of Chapter 10 of its financial provisions of 1992, and governed by

part IV of the financial regulations 2012; which clearly defines budget preparation, review,

approval, funds allocation as well as budgetary control and funds reallocation procedures. As

a result, the operation will follow the existing budgeting principles. This would be

complimented by an annual work plan and budget agreed between the Bank and SADC and

contained in the project detailed costing tables in the project appraisal report.

Accounting Systems: SADC has effective control over transaction processing from initiation,

authorization, approval, payment voucher preparation, disbursements, transaction recording

and processing for reporting purposes as required under regulations 69. Accounting for the

proceeds of the project will therefore follow SADC’s accounting systems in keeping with the

Bank’s financial reporting requirements. Financial recording and processing for project will be

done using the existing Sun accounting software by using separate expenditure codes for

project transactions, to facilitate financial reporting.

Internal Control and GAC: Part II and III of SADC’s financial regulations (2005) prescribes

work processes, and clearly defines responsibilities and functions of various stakeholders,

institutions and officials for ensuring effective control environment within the Secretariat.

Regulations 14 also creates a functional Internal Audit department as part of SADC

management function to guide transaction process flow to enforce compliance with the

financial regulations. The proposed project will be covered under SADC’s existing internal

control mechanisms. The project shall also be subjected to the Bank’s fiduciary reviews as part

of periodic supervision missions, and make appropriate recommendations to improve the

control environment where necessary.

Funds Flow and Disbursements Arrangements: All Bank funds to be disbursed under the

project would be in accordance with rules and procedures as set out in the Bank’s Disbursement

Handbook (that can be accessed from the Bank’s website) as applicable. Given the nature of

activities to be undertaken under the project, SADC will make use of both the direct payment

and special account methods. All forms of goods, consultancy fees and related reimbursable

expenses will be paid directly by the Bank; whereas workshop and other project management

operating expense, local and regional workshop related expenses will be paid using the special

account method of disbursement in line with the procurement packages and agreed thresholds.

To facilitate flow of funds under the project, SADC Secretariat will open one (1) Special

Account in foreign currency and One (1) local (Pula) currency account at a local commercial

bank acceptable to the Bank to be managed by SADC in line with existing rules. The Bank will

issue a Disbursement Letter of which the content will be discussed and agreed during

negotiations; and SADC will be required to submit to the Bank, details of all Bank Accounts

as well as specimen signatures of authorized signatories for signing withdrawal applications

and direct payments. The fund flow arrangement is depicted in the diagram (Annex 8b Figure

3) below.

Counterpart contribution: SADC Secretariat’s counterpart contribution is estimated at about

6.5% of the total project cost, would be in-kind in the form of office space, utilities, support

staff etc.; consequently, no separate bank account will be opened in respect of counterpart

funds. However, the Secretariat shall be required to properly and comprehensively record all

- 29 -

in-kind counterpart contributions in an appropriate manner to facilitate reporting and

stakeholder performance assessment purposes.

Financial Reporting: SADC currently prepares monthly and quarterly management reports for

the Secretariat’s activities including reports for on-going donor-funded projects, as required

under regulations 71. The reports include (i) income and expenditure statement, (ii) budget

execution report, and (iii) balance sheet. These reports were found to be comprehensive. In this

regard, the Secretariat will be required to handle and account for the project resources using

the existing system in keeping with the Bank’s financial reporting requirements. In accordance

with the Bank’s financial reporting requirements, SADC will prepare and submit an Interim

Quarterly Progress Report (IQPR) to the Bank no later than 45 days after the end of each

calendar quarter, in a format that shows receipts by source and expenditures by main

expenditure classifications together with Physical Progress Reports linking financial

information with physical progress and highlighting issues that require attention within 45 days

after the end of the respective quarter. These will be further presented and agreed with the

Secretariat as part of the project launching.

External Audit: Regulations 71 through 73 of Part X of SADC’s financial regulations (2012)

guides the preparation of SADC’s statutory audits. Currently, the entity as well as project audits

are conducted by private external auditors annually. With the exception of few delays

encountered in submitting the audited financial statements to the Bank for selected previous

and ongoing projects, most of the reports received and reviewed by the Bank received clean

audit opinions. It is however important to note that, the latest (FY 2013) audited financial

statements for the Institutional Support to African Climate Institution Project (ISACIP) which

is being implemented by SADC’s Climate Services Centre (CSC) received a qualified audit

opinion, resulting from non-availability of some supporting documents for selected project

expenditures as highlighted by the external auditors. The assessment also revealed a backlog

of two (2) years audits to financial year 2015. The project is currently following up on the

external auditors to finalize all outstanding audits. It is important to note that the multinational

nature of the ISACIP and the agreed auditing arrangements also contributed to the current audit

delays; and lessons learnt would guide the design of the auditing arrangement for the proposed

project. To this end and in line with the Bank’s General Conditions, SADC will be required to

prepare and submit a separate annual audited financial statements and management letter to the

Bank not later than six (6) months after the end of each financial year. The audit of the project

shall be carried out by independent private auditors to be procured using Bank rules and

procedures of procurement, and the audit shall be carried out in accordance with the Bank’s

approved audit Terms of Reference (ToR); and adequate financial resources have been

allocated under the project to cater for the audit. To avoid delays in submitting the audits,

SADC Secretariat would be required to initiate the audit recruitment process within six months

after project approval to ensure timely availability of the auditors. As part of the Bank’s audit

monitoring process, the Bank’s fiduciary team would follow up to ensure compliance as soon

as the project is approved.

FM Action Plan: To help address weaknesses identified and enhance the FM systems, the

following actions have been taken by Secretariat to address the Bank recommendations.

- 30 -

Annex 9 FM Action Plan

# Required Actions Actions taken by SADC Timeframe

1 Expedite the contract renewal of the

Assistant Finance Officer or

competitively recruit a replacement

to fill the vacancy.

SADC has renewed the contract of

AFO and is going to recruit a FO after

approval

February 2016

2 Expedite action to clear all audit

backlogs up to FY 2015 for the

ongoing project; and address

weaknesses raised by the auditors.

SADC has sent the missing vouchers

to the auditors for FY 2012 and 2013

through the Executing Agency of

ISACIP (ACMAD)

All audit backlogs up to FY 2015 are

undergoing at ACMAD where

SADC has sent all supporting

expenditures documents

Ongoing

3 Develop Audit Terms and reference

and share with Bank for clearance

to facilitate auditor selection

process.

Wait for the approval of the proposal

and will be part of the procurement

plan

Six Months

after approval

Conditions and Financial covenants

No FM effectiveness condition; however, SADC Secretariat would ensure timely availability

of a dedicated finance person with the requisite experience to handle project FM activities

and keep proper accounting records throughout project implementation; and this would form

part of other conditions.

In addition to the above, the SADC shall, in form and substance satisfactory to the Bank, fulfill

the following condition prior to first disbursement:

1) Submit evidence of having opened a Foreign Currency Denominated Special Account

for the deposit of the proceeds of the Grant and its related local currency operating

account.

FM Supervision: The frequency of FM supervision is determined by the outcome of the

assessed FM risk rating. The project would be implemented in a “Moderate” risk environment

and hence, subject to two supervisions per year. Other supervision activities would be desk

reviews of the IQPRs, annual audit reports, and management letters for follow-up actions. The

outcome of these reviews would inform the intensity of subsequent FM supervisions.

- 31 -

Annex 10. Funds Flow Diagram

The ClimDev Fund

Resources

Special Foreign Currency

Account (SFCA) in a Local

Commercial Bank acceptable

to the Bank

Local Currency (Pula)

Project Account in a Local

Commercial Bank

acceptable to the Bank

Project eligible operating expenses including

Workshop/Conference related expenses Consultants and related

reimbursable expenses