Terms of Reference -...

GOVERNMENT OF THE COMMONWEALTH OF DOMINICA

HOUSING RECOVERY PROJECT

Terms of ReferenceCommunications, Monitoring and Evaluation Specialist

Introduction An urgent and critical issue confronting Dominica is the recovery of its housing sector in the wake of Hurricane Maria which struck the island in September 2017. The hurricane devastated the country’s infrastructure, communities and households, along with the main productive sectors – agriculture and tourism. Prior to Hurricane Maria, it was already established that the country’s development was challenged by the vulnerability of its population and economy to natural disasters, which can impose large costs on the country’s fragile economy. The Government of the Commonwealth of Dominica has embarked upon a broad range of housing recovery strategies aimed at increasing structural resilience in the housing sector and the built environment, thus reducing the vulnerability of citizens and the economy to natural disasters.

Project Background The Commonwealth of Dominica has secured financing from the International Development Association (IDA) credit and a Crisis Response Window Grant for the Housing Recovery Project (HRP). The HRP is one of the projects in the GoCD’s National Home Repair and Reconstruction Programme portfolio. The HRP will contribute both to the recovery of housing for disaster-affected households and to improving the application of resilient building practices in the housing sector. The Project will finance support for housing recovery systems and capacity building, support for the reconstruction of houses, and project management and coordination. The project has a significant construction works component and other activities related to institutional strengthening and capacity building. It has been formulated in keeping with the GoCD’s National Housing Repair and Reconstruction Programme (NHRRP). The HRP is prepared as part of an overall development partner initiative to support medium- and long-term recovery in Dominica, and is part of a broader World Bank recovery portfolio comprised of two other operations: (i) an Emergency Agricultural Livelihoods and Climate Resilience Project; and (ii) an Additional Financing to the Disaster Vulnerability Reduction Project.

A stand-alone Project Implementation Unit (PIU) will be established under the Ministry of Housing and Lands (MoH) to be responsible for the timely implementation and execution of the HRP program. The PIU will report directly to the Permanent Secretary (PS) of the MoH, and will liaise constantly with the technical divisions of the MoH and the Ministry of Planning (MoP) as well as the Housing Task Force (HTF), responsible for overseeing sector recovery. In the implementation of the Program, the Communications, Monitoring and Evaluation Specialist and the PIU staff will have support from a team of international experts, who will form an Implementation Support Team (IST), housed in the Ministry of Finance. This IST will have

1

expertise in areas of World Bank procurement, social/environmental safeguards and financial management, and will serve as a shared resource across all World Bank financed Projects in Dominica.

An essential component of the Project is the establishment of up to seven (7) Technical Assistance Centers (TACs) throughout the country to serve as satellite offices of the Physical Planning Division of the Ministry of Planning and Economic Development (MoP) and MoH. These TACs will be the primary interface between the public/eligible beneficiaries/contractors and the implementing agencies. The PIU will oversee the operations at the TACs while the TACs support the PIU in the collection of the demographic information required for administering eligibility under the project, for undertaking technical assessments and carrying out development control functions. These Terms of Reference have been prepared to assist in the engagement of a Communications, Monitoring and EvaluationSpecialist for the PIU. He/She will be responsible for all aspects of strategic communications for the project, and managing and overseeing the monitoring and evaluation frunction of the project at all levels.

Objectives

The Communications, Monitoring and EvaluationSpecialist will design and carry out a communications strategy to ensure public awareness, understanding and buy-in of the Project activities and ensure dissemination of information to potential beneficiaries and affected households. The Specialist will serve as the direct supervisor of the communications strategy and its implementation, in close coordination with the Government and World Bank. Additionally, the Specialist will establish a results-based monitiroing approach, monitor data quality, track the progress of activities, contribute to staff capacity building initiatives, provide strategic information to the PIU Project Manager for evidence-based decision making, and coordinate with technical divisions of the MoH and MoP to implement specific project interventions.

Specific Duties and Responsibilities

Develop an information and communications strategy for the Housing Recovery Project informed by communication needs beneficiaries, Government, and the World Bank, and monitor its implementation;

Hold consultations with various audiences and stakeholder analyses to ensure stakeholders participate in effective ways to inform the design and development of the communications strategy;

Conduct public opinion research and assessment of public attitudes and key stakeholders on issues related housing recovery and reconstruction in general, and the Project in particular;

Supervise the implementation of communications campaigns during Project implementation, tailored to different audiences, and ensure campaigns reach hard-to-

2

reach and vulnerable populations. Campaigns should include various media delivery mechanisms, including radio, print, megaphone delivery, television, social media, billboards, to ensure broad reach;

Continuously assess beneficiary perception of the HRP’s implementation and activities, including but not limited to, customer service evaluation of services provided at TACs and beneficiary satisfaction among housing recovery subsidy recipients;

Continually assess the quality of the communication campaigns, ensuring lessons feed into subsequent media campaigns;

Develop media highlights and materials documenting Project progress for dissemination locally and beyond;

Work closely with local media including government information service, private media outlets; social media outlets;

Advise key project stakeholders on trends, news developments, or changing/unexpected circumstances related to information and communications needs and determine appropriate strategic responses to address them;

Serve as the principal point of contact for the communications related to the Project, including development of press releases, organization of press conferences and responding to media questions related to the Project;

Participate in World Bank missions and other meetings to assess the implementation progress of the Project;

Perform other tasks and orders required and confirmed for successful implementation of the Project.

Develop and implement the project monitoring and evaluation plan to define standard operating systems and guidelines for M&E, reporting, and related services;

Establish guidelines on project monitoring and evaluation for the different project components, sub-components and activities;

Identify and define information requirements of components concerning planning, monitoring, and evaluation;

Develop and monitor performance indicators in conjunction with PIU management, and the MoH and MoP technical teams and agree on reporting requirements;

Assess training needs relevant to monitoring, evaluation, and management information systems;

Coordinate and undertake field visits to monitor data collection approaches to ensure compliance with operational procedures;

3

Provide strategic inputs/information and assist the Project Manager in preparing periodic (monthly, quarterly and annual) programmatic and management reports to the MoH, Housing Task Force, and the World Bank;

Minimum Required Qualifications and Experience

Minimum years of relevant experience: Masters degree (Communications, Public Affairs, Journalism, Marketing, or other related field) and a minimum of 5 years' relevant experience, or a Bachelor's and 8 years of experience.

Thorough knowledge of and practical experience in a full range of communications approaches, tools and methodologies essential to planning, executing, and monitoring communications strategies e.g., media operations, social marketing, opinion research, audience outreach, message targeting, and so on;

In-depth knowledge of Dominica’s social, political and development issues with strong current knowledge of key constituencies, their operations, policies, practices and priorities;

Ability to plan and successfully implement a comprehensive communications programme in support of defined objectives;

Demonstrated political awareness and ability to diplomatically handle sensitive situations with target audiences and to otherwise cultivate effective, productive client relationships/partnerships;

Required Skills:

Proven planning and organisational skills: strong conceptual and research/analytical skills, with the ability to think strategically and rapidly analyse and integrate diverse information from varied sources into conclusions and recommendations;

Exceptional ability to write and edit for a wide range of communication products as well as for the Internet, with experience conveying complex ideas in a clear, direct and lively, (non-academic) style;

Effective interpersonal skills; proven experience in working both as a leader and a member of the team;

Excellent oral and written communication and presentational skills. Spoken and written fluency required in English;

Strong computer skills; ability to use common software packages, e.g., Microsoft Word, PowerPoint, Excel, as well as the Internet.

4

Reporting Arrangements

The Consultant will report directly to the Project Coordinator of the Housing Recovery Project/Project Implementation Unit, Ministry of Housing.

Terms of the Assignment/Contract Duration

The Consultancy is expected to be awarded for a period of duration of one year, and will be renewed subject to satisfactory performance reviews. The assignment is expected to commence in July 2018 and is to be renewable annually as the HRP project continues through its project cycle. The Consultant shall be engaged on full time basis, eight hours a day, and five days a week. A six (6) month probation period will be included.

Expression of Interest

Interested applicants whose qualifications and experience are in line with the Terms of Reference are invited to submit their CV and a letter of motivation / application stating suitability for the position on or before Friday 15th June 2018 to [email protected] or [email protected] and 3 professional references.

Fred Esprit

National Housing Coordinator,

Ministry of Housing, Lands and Water Resource Management

Terms of ReferenceEnvironmental Specialist

5

mailto:[email protected]



Project Background The Commonwealth of Dominica has secured financing from the International Development Association (IDA) credit and a Crisis Response Window Grant for the Housing Recovery Project (HRP). The HRP is one of the projects in the GoCD’s National Home Repair and Reconstruction Programme portfolio. The HRP will contribute both to the recovery of housing for disaster-affected households and to improving the application of resilient building practices in the housing sector. The Project will finance support for housing recovery systems and capacity building, support for the reconstruction of houses, and project management and coordination. The project has a significant construction works component and other activities related to institutional strengthening and capacity building. It has been formulated in keeping with the GoCD’s National Housing Repair and Reconstruction Programme (NHRRP). The HRP is prepared as part of an overall development partner initiative to support medium- and long-term recovery in Dominica, and is part of a broader World Bank recovery portfolio comprised of two other operations: (i) an Emergency Agricultural Livelihoods and Climate Resilience Project; and (ii) an Additional Financing to the Disaster Vulnerability Reduction Project.

A stand-alone Project Implementation Unit (PIU) will be established under the Ministry of Housing and Lands (MoH) to be responsible for the timely implementation and execution of the HRP program. The PIU will report directly to the Permanent Secretary (PS) of the MoH, and will liaise constantly with the technical divisions of the MoH and the Ministry of Planning (MoP) as well as the Housing Task Force (HTF), responsible for overseeing sector recovery. In the implementation of the Program, the Communications, Monitoring and Evaluation Specialist and the PIU staff will have support from a team of international experts, who will form an Implementation Support Team (IST), housed in the Ministry of Finance. This IST will have expertise in areas of World Bank procurement, social/environmental safeguards and financial management, and will serve as a shared resource across all World Bank financed Projects in Dominica.

An essential component of the Project is the establishment of up to seven (7) Technical Assistance Centers (TACs) throughout the country to serve as satellite offices of the Physical Planning Division of the Ministry of Planning and Economic (MoP) and MoH. These TACs will be the primary interface between the public/eligible beneficiaries/contractors and the

6

implementing agencies. The PIU will oversee the operations at the TACs while the TACs support the PIU in the collection of the demographic information required for administering eligibility under the project, for undertaking technical assessments and carrying out development control functions. These Terms of Reference have been prepared to assist in the engagement of an EnvironmentalSpecialist for the PIU. He/She will be responsible for all aspects of strategic coordination with the Social and Environmental Management Specialist in the IST.

Objectives

The purpose of this consultancy is to provide environmental support to the PIU for the program's implementation to ensure compliance with the Bank’s Environmental Safeguards Policies and the environmental laws of Dominica, as described in the EA-EMF (Environmental Assessment and Environmental Management Framework) prepared for the HRP. During the planning process, proposed subprojects or activities must be screened, scoped, and assessed, and contracting language prepared to include environmental management plans. In addition, some projects will be relatively complex or have potential negative impacts on sensitive habitats, thus requiring further assessment or feasibility studies (including Environmental Impact Assessments or EIAs) which must be scoped and coordinated with the Bank, with nearby communities and affected parties, with Line Ministry staff, and with NGOs. Once project activities begin, there is a need for periodic field supervision of contractors, reporting to other agencies and Ministries, and coordination with the Bank.

Responsibilities

The consultant is expected to implement, and report upon, the activities described in the EA-EMF. Specifically, the consultant will:

Assist with the screening and application of mitigation measures, contracting language, and environmental plans for individual subprojects;

Screen proposed projects for impacts on the health and quality of forests, rights and welfare of people, and changes in the management, protection, or utilization of natural forests; potential impacts to physical cultural resources; and impacts to natural or critical habitats;

Examine and evaluate all activities proposed by individual subprojects toassess the potential environmental risks or impacts, to determine mitigation measures needed, based on the EA-EMF, as well as any additional mitigation and compliance measures from local permit requirements;

Identify complex or sensitive projects that require additional feasibility studies or EIAs as described in the EA-EMF;

7

Assist in the preparation of Terms of Reference for studies, coordinating with selected contractors or staff to ensure the studies are carried out adequately, in conjunction with the World Bank environmental specialist;

Assist with contracting documentation to ensure that applicable mitigation measures are included, and assist contractors or line Ministry staff to ensure that mitigation plans are being carried out;

Conduct field appraisal and review of subproject specifications, setting and site conditions to ensure that environmental aspects are appropriately addressed in planning, contracting and environmental mitigation plans;

Conduct field supervision, monitoring and inspection of individual subprojects to ensure compliance with the mitigation measures required, World Bank policies, and Dominican law;

Development of compliance checklists and supervisory guides for field inspections;

Periodically report on ongoing works, planning efforts, compliance and other aspects requiring attention and assist the PIU in review and preparation of the environmental aspects of annual reports as necessary.


A minimum of a Bachelor’s degree in natural sciences, engineering or related discipline Demonstrated experience of a minimum of 3 years in the field of environmental planning,

compliance, inspections, reporting, and/or assessment. Knowledge of World Bank Environmental Safeguards policies would be an asset. Work experience in the Caribbean would be a plus, specifically in Dominica.

Required Skills:

Excellent communication, interpersonal, organization and time management skills; Ability to work in teams within a collaborative mode; Integrity and confidentiality; Advanced computer (PC) skills, especially in Microsoft Office or related software; Strong Analytical and Report Writing Skills; Fluency in English Language with excellent written and oral communication and

listening skills.


8

The Consultant will report directly to the Project Coordinator of the Housing Recovery Project/Project Implementation Unit, Ministry of Housing.


The Consultancy is expected to be awarded for a period of duration of one year, and will be renewed subject to satisfactory performance reviews. The assignment is expected to commence in the July 2018 and is to be renewable annually as the HRP project continues through its project cycle. The Consultant shall be engaged on full time basis, eight hours a day, and five days a week. A six (6) month probation period will be included.


Interested applicants whose qualifications and experience are in line with the Terms of Reference are invited to submit their CV and a letter of motivation / application stating suitability for the position on or before Friday 15th June 2018 to [email protected] and 3 professional references.

Fred Esprit



9


Terms of ReferenceFinancial Specialist

Introduction

An urgent and critical issue confronting Dominica is the recovery of its housing sector in the wake of Hurricane Maria which struck the island in September 2017. The hurricane devastated the country’s infrastructure, communities and households, along with the main productive sectors – agriculture and tourism. Prior to Hurricane Maria, it was already established that the country’s development was challenged by the vulnerability of its population and economy to natural disasters, which can impose large costs on the country’s fragile economy. The Government of the Commonwealth of Dominica has embarked upon a broad range of housing recovery strategies aimed at increasing structural resilience in the housing sector and the built environment, thus reducing the vulnerability of citizens and the economy to natural disasters.

Project Background The Commonwealth of Dominica has secured financing from the International Development Association (IDA) credit and a Crisis Response Window Grant for the Housing Recovery Project (HRP). The HRP is one of the projects in the GoCD’s National Housing Repair and Reconstruction Programme portfolio. The HRP will contribute both to the recovery of housing for disaster-affected households and to improving the application of resilient building practices in the housing sector. The Project will finance support for housing recovery systems and capacity building, support for the reconstruction of houses, and project management and coordination. The project has a significant construction works component and other activities related to institutional strengthening and capacity building. It has been formulated in keeping with the GoCD’s National Housing Repair and Reconstruction Programme (NHRRP). The HRP is prepared as part of an overall development partner initiative to support medium- and long-term recovery in Dominica, and is part of a broader World Bank recovery portfolio comprised of two other operations: (i) an Emergency Agricultural Livelihoods and Climate Resilience Project; and (ii) an Additional Financing to the Disaster Vulnerability Reduction Project.

A stand-alone Project Implementation Unit (PIU) will be established under the Ministry of Housing and Lands (MoH) to be responsible for the timely implementation and execution of the HRP program. The PIU will report directly to the Permanent Secretary (PS) of the MoH, and will liaise constantly with the technical divisions of the MoH and the Ministry of Planning (MoP) as well as the Housing Task Force (HTF), responsible for overseeing sector recovery. In the implementation of the Program, the Fiancial Specialist and the PIU staff will have support from a team of international experts, who will form an Implementation Support Team (IST), housed in the Ministry of Finance. This IST will have expertise in

10

areas of World Bank procurement, social/environmental safeguards and financial management, and will serve as a shared resource across all World Bank financed Projects in Dominica.

An essential component of the Project is the establishment of up to seven (7) Technical Assistance Centers (TACs) throughout the country to serve as satellite offices of the Physical Planning Division of the Ministry of Planning, Economic Development and Investment (MoP). These TACs will be the primary interface between the public/eligible beneficiaries/contractors and the implementing agencies. The PIU will oversee the operations at the TACs while the TACs support the PIU in the collection of the demographic information required for administering eligibility under the project, for undertaking technical assessments and carrying out development control functions. These Terms of Reference have been prepared to assist in the engagement of a FinancialSpecialist for the PIU. He/She will be responsible for all aspects of strategic coordination with the IST Financial Manager on all financial resource management aspects of the project.

Objectives

TheFinancialSpecialistmanage the project’s financial maters as part of the project implementation arrangements, in accordance with the relevant GOCD and IDA financial management requirements.

Responsibilities

The primary responsibiities of the Financial Manager include:

1. Maintaining an integral accounting system for all approved Project activities, utilizing standard accounting procedures, which will ensure full documentation and recording of sources and uses of funds;

2. Preparing the Financial Management Reports and Financial Statements for all the Project activities;

3. Ensuring that Project expenditures are incurred for the intended purpose; and

4. Building the financial management capacities of MoH and MoP and of the Project Implementation Unit.

Main Tasks

Coordinate with the Financial Manager at the IST and with the PIU Project Manager to ensure the timely production of interim financial monitoring reports (IFRs);

11

Prepare and submit - in coordination with the PIU Project Manager and the Financial Manager of the IST- a financial report of disbursements/payments to suppliers and to the MoF;

Follow up the IST established financial procedures in line with the GoCD and the World Bank financial guidelines;

Maintain all accounts, ledgers, and reporting systems to make sure they follow appropriate standards and regulatory requirements;

Effect all the PIU eligible expenditures jointly with the PIU Manager; Assess reports received from internal/external auditors and follow up any audit

queries/management letters; Review and certify receipts and cash transfer sheets regarding sale of Bid Documents; Review and check withdrawal applications prepared for drawdown of the World Bank

funds for all activities; Review and verify accuracy of information on payment vouchers; Prepare payment vouchers before payments are processed for all Project activities; Verify and ensure the availability of funds before payments are processed; Manage Project expenditures, ensuring full compliance with project rules and procedures

(as per the Project Operational Manual and IDA Project Guidelines) agreed between the Bank and GoCD for the Project;

Prepare the project’s Budget estimates/Cash Flow Projections and allocation for Project activities in consultation with the Project Manager and technical specialists;

Review, verify and certify monthly and special financial statements and reports, including expenditure reports and Bank Reconciliation Statements;

Assist in updating the Project Operational Manual; Develop a Financial Procedures Manual and update regularly; Review receivables and payables and ensure prompt settlement of payables to the

Project's suppliers and contractors; Attend Project review meetings with donor agencies and Implementing Agencies. Liaise with Accountant General during the preparation of the Annual Financial

Statements and other financial project matters as necessary. Report and liaise with the accountants and financial analysts of the concerned ministries. Liaise with Implementing Agencies. Monitor closely the work of the team involved in the maintenance of the Cashbook. Monitor in conjunction with the Procurement/Contract Management Specialist, the

management aspects of all project activities, as well as evaluating any difficulties experienced;

Developand maintain the accounting system in accordance with the Operational Manual and the guidelines provided by the IST Financial Manager;

Review and verify compliance of all requests for payments for project activities; Reconcile inventory records and physical assets with the General Ledger;

12

Any other duties assigned by the Project Manager of the PIU, and the Financial Manager of the IST.


1. Bachelors Degree in Finance / Accounting, Economics, Business / Public Administration or related fields.

2. Professional Accounting Qualification would be an asset3. Practical experience in application of World Bank or other Multilateral Bank’sRules and

Regulations, use of bidding/tender documents and consultant’s selection procedures and documents.

4. Minimum of 3 years’ experience in accounting, or related fields of finance

Required Skills:

Excellent communication, interpersonal, organization and time management skills; Demonstrated ability to work in teams within a collaborative mode; Integrity and confidentiality; Advanced computer (PC) skills, especially in Microsoft Office or related software; Strong Analytical and Report Writing Skills; Fluency in English Language with excellent written and oral communication and listening skills.


The Consultant will report directly to the Project Manager of the Housing Recovery Project/Project Implementation Unit, Ministry of Housing.


The Consultancy is expected to be awarded for a period of duration of one year, and will be renewed subject to satisfactory performance reviews. The assignment is expected to commence in July 2018 and is to be renewable annually as the HRP project continues through its project cycle. The Consultant shall

13

be engaged on full time basis, eight hours a day, and five days a week. A six (6) month probation period will be included.



Fred Esprit



Terms of ReferenceProcurement and Contract Management Officer


Project Background The Commonwealth of Dominica has secured financing from the International Development Association (IDA) credit and a Crisis Response Window Grant for the Housing Recovery Project (HRP). The HRP is one of the projects in the GoCD’s National Housing Repair and Reconstruction Programme portfolio. The HRP

14



will contribute both to the recovery of housing for disaster-affected households and to improving the application of resilient building practices in the housing sector. The Project will finance support for housing recovery systems and capacity building, support for the reconstruction of houses, and project management and coordination. The project has a significant construction works component and other activities related to institutional strengthening and capacity building. It has been formulated in keeping with the GoCD’s National Housing Repair and Reconstruction Programme (NHRRP). The HRP is prepared as part of an overall development partner initiative to support medium- and long-term recovery in Dominica, and is part of a broader World Bank recovery portfolio comprised of two other operations: (i) an Emergency Agricultural Livelihoods and Climate Resilience Project; and (ii) an Additional Financing to the Disaster Vulnerability Reduction Project.

A stand-alone Project Implementation Unit (PIU) will be established under the Ministry of Housing, Land and Water Resource Management (MoH) to be responsible for the timely implementation and execution of the HRP program. The PIU will report directly to the Permanent Secretary (PS) of the MoH, and will liaise constantly with the technical divisions of the MoH and the Ministry of Planning (MoP) as well as the Housing Task Force (HTF), responsible for overseeing sector recovery. In the implementation of the Program, the Communications, Monitoring and Evaluation Specialist and the PIU staff will have support from a team of international experts, who will form an Implementation Support Team (IST), housed in the Ministry of Finance. This IST will have expertise in areas of World Bank procurement, social/environmental safeguards and financial management, and will serve as a shared resource across all World Bank financed Projects in Dominica.

An essential component of the Project is the establishment of up to seven (7) Technical Assistance Centers (TACs) throughout the country to serve as satellite offices of the Physical Planning Division of the Ministry of Planning and Economic Development (MoP). These TACs will be the primary interface between the public/eligible beneficiaries/contractors and the implementing agencies. The PIU will oversee the operations at the TACs while the TACs support the PIU in the collection of the demographic information required for administering eligibility under the project, for undertaking technical assessments and carrying out development control functions. These Terms of Reference have been prepared to assist in the engagement of a Procurement and Contract ManagementSpecialist for the PIU. He/She will be responsible for all aspects of strategic coordination with the IST Procurement Specialist on all fiduciary aspects of the project.

Objectives

The Procurement and Contract Management Officer will be required to perform relevant procurement activities, supervise the international and national bidding process for goods, services and civil works; prepare and submit bid evaluation reports, negotiate contracts and make recommendations for award to the Governmentin keeping with the World Bank Procurement Guidelines.

Responsibilities

15

The Procurement and Contract Management Officer will assist the Governmentin all contracts and procurement related matters, and provide procurement and contract management services for the various components of the HRP. He/she will assist the Project Managerwith the preparation and negotiation of contracts for all project components and with consulting firms and consultants, suppliers of goods, and contractors.

The Procurement and Contract Officer will develop effective contract administrative and monitoring procedures, train staff to apply them, and be responsible for preparing all periodic reports on project procurement status.

The Procurement and Contract Management Officer will report to the Project Managerand will be responsible for the procurement and contract management aspects of the Project, as well as with the general implementation aspects as needed. This will require, among others, working closely with the PIU Technical Officers, other line ministries and agencies involved in the implementation and coordination of different project components, and the preparation of financial plans and budgets for the implementation of the components.

Main Tasks

Prepare annual procurement plans and ensure their timely implementation and review/revise as needed, in coordination and cooperation with the Project Manager and PIU Technical Officers and have them approved by the World Bank (WB);

Regularly review and revise/update the project Procurement Plan (PP) and corresponding budget for approval and monitoring purposes, including all relevant details such as review method, procurement method, market approach, and dates. Revise these in collaboration with the Project Manager, PIU Technical Officers and if required relevant Ministry/Department and submit to the WB for no-objection if necessary;

Prepare in coordination with PIU Technical Officers and relevant government personnel, Terms of References (TORs) for individual consultants to be engaged within the Project and other Project related consultancy services; Bid Documents, Bills of Quantities (BOQs), Request for Proposals (RFP), and Expressions of Interest and other bidding documents as necessary for procurement of goods, works, consulting and non-consulting services, and transmit the documents to the World Bank for review and no objection;

16

Ensure timely publication of General Procurement Notices (GPN), Specific Procurement Notices (SPN), and requests for Expression of Interests (EOI) as required in the national newspapers/Official Gazette, Development Gateway, UN Development Business Online, et cetera for the procurement of goods, works and services required for the project and ensure timely publication of contract awards;

Organize evaluation of Bids and Consultant proposals; advise and guide the Evaluation Committees and PIU Technical Officers on WB Procurement and Consultants' selection procedures; take part in the Evaluation Committees as necessary and feasible, and assume the role of the Committee’s secretary if required;

Coordinate and respond to inquiries from bidders and consultants in a timely manner;

Conduct pre-bid meetings and/or site visits and prepare minutes;

Conduct the bid opening procedure and prepare minutes of bid opening;

Prepare the minutes of the evaluation committee meetings;

Prepare bid evaluation reports and proposal evaluation reports in collaboration with Evaluation Committee and PIU Technical Officers and transmit evaluation documents to the World Bank for review and no objection;

Undertake contract negotiations if applicable; Prepare relevant Contracts for procurement of works, goods, consulting and non-consulting

services for the project and ensure timely distribution of all relevant procurement and contract documents to relevant stakeholders (Government, Accounts Department, Technical Officers, Consultants, Suppliers, and the Bank);

Perform final check-up of the contracts before disbursement;

In cases of procurement actions requiring the Bank’s “no objection”, coordinate the dispatch of procurement documents to the Bank, monitor the Bank’s response time on issuing “no objections” at different levels of the procurement process and follow-up accordingly;

Develop and implement administrative and monitoring procedures for effective supervision of works (earned value, application of escalation clauses, payment procedures, technical assessment with performance indicators to be developed and link with financial monitoring, chain of command for required actions with clear responsibilities assigned to individuals) on the basis of a standard spreadsheet or acceptable electronic model for all concerned Implementing Agencies.

Prepare relevant procurement-related correspondence and coordinate procurement matters with the World Bank, project beneficiaries, contractors and suppliers of goods and services;

17

Ensure the forwarding of copies of signed contracts to the World Bank to facilitate disbursement;

Monitor the progress of contract implementation to ensure that it abides by the stipulated standards, procedures and planned procurement timetable (Items: Project Schedule, Project Budget, Project Reporting, Technical Procedure, Contract Management);

Monitor timely receipt of the goods, provisional acceptance of works and Consultants reports in keeping with contractual requirements before issuing final acceptance certificates;

Monitor the receipt of the Supplier’s and Consultant’s invoices and ensure the request does not exceed the contract allowance based on work completed or goods supplied;

Assist in resolving any claims during implementation or any dispute or arbitration arising from performance of the Contractors/Suppliers/Consultants;

Establish and maintain an efficient procurement and contract management tracking system to ensure quick retrieval of procurement information by the visiting supervisory WB missions, annual audits etc.;

Develop, update and maintain the Project’s procurement filing system, and ensure timely input of all relevant documents in their respective files;

Establish and maintain an inventory of final destinations of all goods/equipment procured under the projects;

Maintain a Register of qualified Suppliers, Consultants and Contractors and ensure periodic update of the Register;

Provide procurement training for PIU Staff, Committee Evaluators and staff of Beneficiary Agencies that might be appointed for implementation of the Project;

Prepare and submit for Bank review periodic procurement progress reports, keep list of completed, on-going and planned contracts and keep updated list of contracts subject to the World Bank post review;

Prepare a final report of all the works executed;

Specific Responsibilities:

In addition to the above areas, the Procurement and Contract Management Officer will:

Establish and maintain records of, and monitor schedules and compliance with, procurement procedures pertinent to International Competitive Bidding, Limited International Bidding, National Competitive Bidding and Shopping under the HRP for all goods, works and non-

18

consulting services including training and RFP’s as per applicable method including expert services;

Establish and maintain records of all schedules and bidding documents on procurement under the HRP, for processing and for the file records of the PIU;

Prepare and submit to the Project Manager, bidding documents for procurement of goods, works, consulting and non-consulting services under HRP, and prepare for forwarding to the Bank, as appropriate, the necessary documentation for their review.

Keep up-to-date on all procurement procedures as are outlined by the IDA procedures under the Agreements.

Work closely with the PIU Financial Management Officer, Project Manager and Technical Officers in preparing budgetary estimates and in ensuring timely and complete documentation of actual expenditures incurred in relation to procurement of works (including professional fees), goods and services.

Prepare procurement related section for inclusion in the quarterly progress reports, and other reports/information as may be requested by the PIU Coordinator and in any forms [reports/diagrams] that might be required by the Project’s needs.


5. Minimum of a Bachelor’s Degree in Engineering, Law, Economics, Project Management or a related field.

6. Minimum three (3) years experience related to procurement of goods, works and services. Proven experience with donor-funded procurement (WBG, CDB, EU, IDB, etc.) and proven knowledge of procurement regulations/guidelines used by international donors would be an advantage.

7. Experience in contract management of goods, services and works contracts, including handling claims.

8. Knowledge and training in World Bank or other Multilateral Bank’s Procurement Procedures and Regulations would be an advantage.

19

Required Skills:

Excellent communication, interpersonal, organization and time management skills; Demonstrated ability to work in teams within a collaborative mode; Integrity and confidentiality; Advanced computer (PC) skills, especially in Microsoft Office or related software; Strong Analytical and Report Writing Skills; Fluency in English Language with excellent written and oral communication and listening skills.







Fred Esprit



20



Terms of ReferenceSocial Safeguards Specialist

Introduction

An urgent and critical issue confronting Dominica is the recovery of its housing sector in the wake of Hurricane Maria which struck the island in September 2017. The hurricane devastated the country’s infrastructure, communities and households, along with the main productive sectors – agriculture and tourism. Prior to Hurricane Maria, it was already established that the country’s development was challenged by the vulnerability of its population and economy to natural disasters, which can impose large costs on the country’s fragile economy. The Government of the Commonwealth of Dominica has embarked upon a broad range of housing recovery strategies aimed at increasing structural resilience in the housing sector and the built environment, thus reducing the vulnerability of citizens and the economy to natural disasters.

Project Background

The Commonwealth of Dominica has secured financing from the International Development Association (IDA) credit and a Crisis Response Window Grant for the Home Recovery Project (HRP). The HRP is one of the projects in the GoCD’s National Housing Repair and Reconstruction Programme portfolio. The HRP will contribute both to the recovery of housing for disaster-affected households and to improving the application of resilient building practices in the housing sector. The Project will finance support for housing recovery systems and capacity building, support for the reconstruction of houses, and project management and coordination. The project has a significant construction works component and other activities related to institutional strengthening and capacity building. It has been formulated in keeping with the GoCD’s National Housing Repair and Reconstruction Programme (NHRRP). The HRP is prepared as part of an overall development partner initiative to support medium- and long-term recovery in Dominica, and is part of a broader World Bank recovery portfolio comprised of two other operations: (i) an Emergency Agricultural Livelihoods and Climate Resilience Project; and (ii) an Additional Financing to the Disaster Vulnerability Reduction Project.

A stand-alone Project Implementation Unit (PIU) will be established under the Ministry of Housing, Land and Water Resource Management (MoH) to be responsible for the timely implementation and execution of the HRP program. The PIU will report directly to the Permanent Secretary (PS) of the MoH, and will liaise constantly with the technical divisions of

21

the MoH and the Ministry of Planning (MoP) as well as the Housing Task Force (HTF), responsible for overseeing sector recovery. In the implementation of the Program, the Communications, Monitoring and Evaluation Specialist and the PIU staff will have support from a team of international experts, who will form an Implementation Support Team (IST), housed in the Ministry of Finance. This IST will have expertise in areas of World Bank procurement, social/environmental safeguards and financial management, and will serve as a shared resource across all World Bank financed Projects in Dominica.

An essential component of the Project is the establishment of up to seven (7) Technical Assistance Centers (TACs) throughout the country to serve as satellite offices of the Physical Planning Division of the Ministry of Planning and Economic Development (MoP). These TACs will be the primary interface between the public/eligible beneficiaries/contractors and the implementing agencies. The PIU will oversee the operations at the TACs while the TACs support the PIU in the collection of the demographic information required for administering eligibility under the project, for undertaking technical assessments and carrying out development control functions. These Terms of Reference have been prepared to assist in the engagement of a Social Safeguards Specialist for the PIU. He/She will be responsible for all aspects of strategic coordination with the IST Environmental and Social Management Specialist on all social safeguards aspects of the project.

Objectives

Some individual sub-project activities proposed under the HRP will lead to social impacts, particularly those with a focus on small civil works to be executed throughout the island, including in the Carib Territory, where the majority of the Island’s Carib/Kalinago population resides. The purpose of this consultancy is to provide social support to the PIU during project implementation to ensure compliance with the Bank’s Social Safeguard Policies and the laws of Dominica.The consultancy is also to ensure that other social impacts are identified and mitigated as necessary.

Responsibilities

During the preparation of sub-projects, proposed sub-project activities must be screened, scoped, and assessed for impacts on assets/access to assets, as well as whether the activity/sub-project will implicate the country’s Carib/Kalinago population. Once impacts are identified and determined the social specialist will be responsible for the implementation and documentation of mitigation measures as per the RPF and IPP.

22

The consultant is expected to implement, and report upon, the activities described in the IPP and RPF. Specifically, the consultant will:

Assist the Environmental and Social Management Specialist of the IST in the preparation of technical and operations safeguard plans for approval and implementation;

Assist the Environmental and Social Management Specialist of the IST and the PIU Project Manager in preparation of reports (monthly, quarterly, annual) on safeguards risks with appropriate actions for project implementers and stakeholders;

In consultation with the Environmental and Social Management Specialist is the IST, execute a knowledge gap assessment and build capacity of implementers to close identified gaps and minimize livelihood risks;

Screen and scope (examine and evaluate) all activities proposed by individual subprojects to evaluate and assess the potential social risks or impacts and to determine which mitigation measures are needed;

Screen and scope proposed projects for the presence of indigenous peoplesin accordance with the World Bank’s Operational Procedures (OP 4.10);

Implement and report upon the Indigenous Peoples Plan in full consultation with the Carib Council and Ministry of Carib Affairs;

Implement and report on the Project Grievance Redress Mechanism, as outlined in the Project Operations Manual

Conduct consultations with the relevant project beneficiaries on a regular basis to ensure that issues are addressed in a timely manner and that project beneficiaries are kept abreast of development;

Conduct field supervision, monitoring and inspection of individual sub-projects to ensure compliance with the mitigation measures required, to ensure compliance with World Bank policies, and to insure compliance with the laws of Dominica.

Report on project activities and social issues/concerns as they arise to serve as documentation of compliance and to support periodic reporting to the PIU.


A minimum of a Bachelor’s degree in social sciences (geography, anthropology, sociology, economics, law) or related discipline. A Master’s Degree would be an asset.

23

Demonstrated experience of a minimum of 5 years in the field of social development, project planning and project implementation.

Qualitative research skills and experience in community consultation would be an asset. Knowledge of World Bank Social Safeguards policies would be an asset. Work experience in the Caribbean would be an asset, specifically in Dominica.

Required Skills:

Excellent communication, interpersonal, organization and time management skills; Ability to work in teams within a collaborative mode; Integrity and confidentiality; Advanced computer (PC) skills, especially in Microsoft Office or related software; Strong Analytical and Report Writing Skills; Fluency in English Language with excellent written and oral communication and

listening skills.







Fred Esprit


24




Terms of ReferenceProject Manager

Introduction

An urgent and critical issue confronting Dominica is the recovery of its housing sector in the wake of Hurricane Maria which struck the island in September 2017. The hurricane devastated the country’s infrastructure, communities and households, along with the main productive sectors – agriculture and tourism. Prior to Hurricane Maria, it was already established that the country’s development was challenged by the vulnerability of its population and economy to natural disasters, which can impose large costs on the country’s fragile economy. The Government of the Commonwealth of Dominica has embarked upon a broad range of housing recovery strategiesaimed at increasing structural resilience in the housing sector and the built environment, thus reducing the vulnerability of citizens and the economy to natural disasters.

Project Background

The Commonwealth of Dominica has secured financing from the International Development Association (IDA) credit and a Crisis Response Window Grantfor the Housing Recovery Project (HRP). The HRP is one of the projects in the GoCD’s National Home Repair and Reconstruction Programme portfolio. The HRP will contribute both to the recovery of housing for disaster-affected households and to improving the application of resilient building practices in the housing sector. The Project will finance support for housing recovery systems and capacity building, support for the reconstruction of houses, and project management and coordination. The project has a significant construction works component and other activities related to institutional strengthening and capacity building. It has been formulated in keeping with the GoCD’s National Housing Repair and Reconstruction Programme (NHRRP). The HRP is prepared

25

as part of an overall development partner initiative to support medium- and long-term recovery in Dominica, and is part of a broader World Bank recovery portfolio comprised of two other operations: (i) an Emergency Agricultural Livelihoods and Climate Resilience Project; and (ii) an Additional Financing to the Disaster Vulnerability Reduction Project.

A stand-alone Project Implementation Unit (PIU) will be established under the Ministry of Housing and Lands (MoH) to be responsible for the timely implementation and execution of the HRP program. The PIU will report directly to the Permanent Secretary (PS) of the MoH, and will liaise constantly with the technical divisions of the MoH and the Ministry of Planning (MoP) as well as the Housing Task Force (HTF), responsible for overseeing sector recovery. In the implementation of the Program, the Project Manager and the PIU staff will have support from a team of international experts, who will form an Implementation Support Team (IST), housed in the Ministry of Finance. This IST will have expertise in areas of World Bank procurement, social/environmental safeguards and financial management, and will serve as a shared resource across all World Bank financed Projects in Dominica.

An essential component of the Project is the establishment of up to seven (7) Technical Assistance Centers (TACs) throughout the country to serve as satellite offices of the Physical Planning Division of the Ministry of Planning, Economic Development and Investment (MoP). These TACs will be the primary interface between the public/eligible beneficiaries/contractors and the implementing agencies. The PIU will oversee the operations at the TACs while the TACs support the PIU in the collection of the demographic information required for administering eligibility under the project, for undertaking technical assessments and carrying out development control functions. These Terms of Reference have been prepared to assist in the engagement of a Project Manager for the PIU. He/She will be responsible for the management and implementation of the project.

Objectives

The Project Manager will head the PIU and lead the implementation of the World Bank financed Housing Recovery Program, with the support PIU staff and working closely with line ministries within the GoCD. The Manager shall also be responsible for ensuring project activities are conducted in accordance with GoCD and World Bank requirements. The Manager shall direct and organize project implementation activities and will manage staff efforts with respect to contracting, financial management and reporting, contract supervision and other relevant aspects of PIU operation. The Manager shall be responsible for ensuring that GoCD line agencies are appropriately involved with project activities, particularly with respect to the MoH which will be the technical lead agency for construction works activities and the Ministry of Planning involved in the decentralized Technical Assistance Centers.

Responsibilities

26

The Project manager is responsible for the direction, coordination, implementation, control and completion of the Project while working closely with the Ministry of Housing. The Project Manager will be supported by PIU staff in the execution of duties. Specifically, the Project Manager’s duties include:

Guide and lead the direction of the Housing Recovery Project implementation in conjunction with the Ministry of Housing, by defining Project scope, goals, detailed schedules and deliverables;

Coordination and management of project implementation activities, including procurement, disbursement, preparation of consolidated work programs, budgets, quarterly and annual progress reports in accordance to the Project Appraisal Document (PAD) and the Project Operations Manual (OM);

Ensure that the requirements, criteria, policies, procedures and organizational arrangements set forth in the OM are applied;

Liaise with the Housing Task Force (HTF) to exchange project information and coordinate the process of review and approval of the annual Project Implementation Plan (PIP) and requests for budgetary allocations;

Coordinate and ensure that the OM and PIP are properly updated at least twice a year;

Coordinate and facilitate line ministries (MoP and MoH) support required for efforts in the procurement of works including related studies, design, planning and execution of all construction contracts and any line ministry support required for Project implementation;

Manage projects funds based on GoCD regulations and as agreed under the Financing Agreement;

Manage up to10 PIU staff, provide opportunities for continued training, review performance and make yearly recommendations/decisions on staffing;

Lead quality assurance processes;

Strengthen PIU communications and relationship with public entities, international organizations, local government authorities, project beneficiaries, and others;

Manage the supervision of the technical consultants, including review of progress reports and work products prepared by the technical consultants;

Liaise and coordinate with the World Bank on all technical and administrative aspects of the Project;

Organize and manage PIU office operations, staff efforts and workload allocation;

Liaise with the Implementation Support Team (IST) on international procurement, financial management, social and environmental safeguard procedures and overall monitoring of the project process;

Advise and regularly report to the Permanent Secretary on PIU project implementation activities, program plans and recommend project implementation strategies;

27

Prepare interval monitoring reports as required for submission to the World Bank;

Have an oversight of all Technical Assistance Centers (TAC) functions related to the Housing Recovery Project through close coordination with the TAC advisors who will be responsible for day to day operation of the TACs;

Other related duties as assigned by the Permanent Secretary.

Project Planning

Upon commencement, the Project Manager will conduct a comprehensive project planning process that includes delivery of:

a. Project readiness

b. Comprehensive scope

c. Resourcing plans, scheduling and identifying all interrelated tasks and their dependencies

d. Budget projection and evaluation

e. Project delivery deadlines

f. Risk evaluation and mitigation matrix

Define and deliver:

a. Project scope

b. Detailed project plan with project timeframes and deliverables, and associated communication documents


A Bachelor’s Degree or equivalent in civil engineering, technical management or related discipline and a minimum of 10years’ experience with managing large contracting programs with significant procurement based activities.

Minimum 3years’ experience in managing programs with international agencies such as World Bank, IADB, European Union or similar agency.

Demonstrated experience with management of multidisciplinary teams and programs particularly with a strong engineering component.

Experience in the delivery and project management of housing projects will be an advantage

Demonstrated experience in projects focused in the Eastern Caribbean is desirable.

Required Skills and Competencies:

Excellent communication, interpersonal, organization and time management skills;

28

Excellent decision-making and leadership capabilities Experience managing large teams; Theoretical and practical project management knowledge Proficiency in project management software tools (i.e. MS Project or related tools) Strong Analytical and Report Writing Skills; Fluency in English Language with excellent written and oral communication and

listening skills. Project management qualification (PMP) or equivalent relevant qualification


The Consultant will report directly to the Permanent Secretary of the Ministry of Housing, Lands, and Water Resources.


The Consultancy is expected to be awarded for a period of duration of two years, and will be renewed subject to satisfactory performance reviews. The assignment is expected to commence in July 2018 and is to be renewable annually as the HRP project continues through its project cycle. The Consultant shall be engaged on full time basis, eight hours a day, and five days a week. A six (6) month probation period will be included.



Fred Esprit



29



Terms of Reference -...

Documents

Transcript of Terms of Reference -...