Section 7. Terms of Reference

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1 APPENDIX-A TERMS OF REFERENCE UNION-LEVEL TECHNICAL ASSISTANCE TO PROVIDE INSTITUTIONAL SUPPORT TO THE MYANMAR NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT I. INTRODUCTION IDA GRANT H814MM FY The Republic of the Union of Myanmar has received a grant in the amount of US$ 80 million from the World Bank toward the cost of its National Community Driven Development Project which is being implemented by the Department of Rural Development (DRD). The objective of the project is to enable poor rural communities to benefit from improved access to and use of basic infrastructure and services through a people-centered approach and to enhance the government s capacity to respond promptly and effectively to an eligible crisis or emergency. This approach will empower villagers to manage and participate in their own development. The objective will be achieved through: (i) financing community-identified rural infrastructure investments; (ii) strengthening the capacity of communities in partnership with local authorities to effectively identify, plan and implement their development priorities; and (iii) facilitating the participation of the poor and vulnerable, both women and men, throughout the project cycle at the community level. The project is comprised of five components, implemented over a period of approximately six years. Each component will include specific activities that seek a gender balance as well as to empower women. Component 1: Community Block Grants (US$52.2 million), to finance three annual cycles of on average US$27,000 to about 640 village tracts in 15 townships for priority community level infrastructure. The infrastructure to be financed will be based on an open menu (using a negative list) and typically include small feeder roads, foot-paths and bridges, small dykes, drinking water systems, rehabilitation of class rooms and health centers, and small-scale rural electrification. Considering the unfamiliarity of government and communities with the concept of community empowerment, the first annual cycle in each township will contain a positive list of sub-projects that are easier to implement (using standardized designs). Block grants will be allocated through a 59 P a g e

2 participatory planning process covering all villages within a village tract. All village tracts in selected townships will be covered for equity purposes. Planning and prioritization of sub-projects will be undertaken by villagers and representative village tract forums. Component 2: Facilitation and Capacity Development (US$14.2 million), to finance technical assistance and institutional support at the union and township levels, including the hiring of community facilitators for the purpose of supporting the implementation of community driven activities under component 1 and a grievance redress mechanism. In this context, it will support capacity development in areas such as participatory processes, project management, gender equality and inclusion, environmental management and social accountability for local committee members as well as government staff at the township, region/state and union levels. Component 3: Knowledge and Learning (US$1.8 million), to support community representatives and government staff through learning from community based approaches implemented within Myanmar. Additional activities will include southsouth learning exchanges to expose government counterparts to successful community driven development approaches in ASEAN countries and other regions. There will also be annual multi-stakeholder reviews to share experiences from the previous cycle and discuss ways to improve the project s design and implementation for the next cycle. These reviews will include lessons learned with regard to governance and anticorruption measures. Finally, the project will fund an annual development marketplace to highlight the most promising innovations in people-centered development in Myanmar with a view to initiating these in the project areas. Component 4: Implementation Support (US$11.8 million), to support project management at the union and township levels, including monitoring and evaluation, reporting and communications as well as administration and logistical support for project implementation. Furthermore, this component will include third-party financial and technical audits. Component 5: Emergency Contingency Response (US$0 million), to allow for the rapid reallocation of grant proceeds from other components in order to provide preparedness and rapid response support to disaster, emergency and/or catastrophic events, as needed. The funds flow and disbursement arrangements will be determined at the time that a contingency response is activated The project will operate in 15 townships one in each of the country s 14 regions and states as well as the union territory. Criteria for the selection of townships are: primarily poverty, with additional criteria being absence of external funding and commitment by regional government to the objectives of the project. The project will not operate in areas affected by conflict. As the situation in the conflict-affected areas normalizes and experience from the National Community Driven Development Project

3 Section 6. Bank Policy Corrupt and Fraudulent Practices grows, these areas could in the future also be covered by the national program and its implementation modalities. The project outcomes include improved access to community-prioritized services and infrastructure, and enhanced participation of rural populations, including the poor and vulnerable, in the development process. Outputs are along the four main components of the project: (i) community block grants; (ii) capacity development and facilitation; (iii) knowledge and learning; and (iv) implementation support. Some of the main outputs include: Number and type of community infrastructure built (for instance, kilometers of road rehabilitated, number of schools, clean water provision) Government officials and community members trained and using their new skills in planning, implementation, project management, and monitoring Cross-learning and knowledge exchanges facilitated between townships Grievance redress mechanism established and percent of grievances resolved. There are three main indicators at the project development objective level, one to measure improved services and the other two indicators focusing on the peoplecentered approach. Indicators will be disaggregated by gender, ethnicity, and poverty where feasible. Number of persons having access to and use project-built infrastructure and services Percent of households in project villages participating in planning, decisionmaking, and implementation of sub-projects Percent of community members satisfied with the project. II. OBJECTIVE The objective of the assignment is to provide institutional support and technical assistance to the Department of Rural Development for the implementation of the National Community Driven Development Project. The consultancy services are required for FY III. SCOPE OF WORK To achieve this objective the main scope of work of the selected Consultant will include: 1. Assisting in overall planning, implementation and monitoring of the project in line with the implementation guidelines in the project operations manual. 2. Assisting in updating and revising the project operational manual as required. 61 P a g e

4 3. Assisting in managing the township Consultants and community facilitators and carrying out performance evaluations for Consultants and facilitators. 4. Assisting in ensuring consistency of policies and guidelines across the 15 project townships through regular supervision and monitoring. 5. Developing a comprehensive grievance handling system for the project at all levels (Union, Township, Village Tract, Village). 6. Assisting in implementing good governance and social accountability measures throughout the project cycle at the community level. 7. Providing continuous on-the-job training and capacity development for DRD staff at the Union and Township levels, through the formulation and implementation of a capacity building plan, curriculum development and training modules. 8. Designing and helping DRD to implement a Management Information System to track and monitor project performance at the Village Tract, Township and Union levels, including grievance tracking financial reporting and environmental and social safeguards tracking. 9. Supporting the implementation of the Environmental and Social Screening and Assessment Framework, including environmental codes of practice, environmental management plans and resettlement action plans, as well as possible disaster risk management measures. 10. Providing support for continuous communication and consultation with and outreach to national and local stakeholders, including preparing related materials and advising on appropriate channels. 11. Advising on developing a strategy and to foster the sustainability of the project at the State/Region and Township levels, including the preparation of a partnership approach with development partners. 12. Contributing to periodic reports on project implementation. 13. Undertaking other activities as requested by DRD. If additional resources for component 1 became available, the geographical coverage of the project may be expanded. In this case, the Government and the World Bank would assess with the Consultant whether the scope of work can be expanded to the additional project locations. If so, the contract with the Consultant may be amended accordingly. IV. TECHNICAL TEAM STRUCTURE The Consultant Team will be comprised as follows (see Annex 1 for the reporting structure): Team Leader/ Lead CDD (48person months) Grievance Handling Officer (48 person months) Training (36 person months) Communications (6 person months) Infrastructure (16 person months) Procurement (16 person months)

5 Section 6. Bank Policy Corrupt and Fraudulent Practices Finance (16 person months) Monitoring and Evaluation Officer (36 person months) MIS (short-term) V. PERSONNEL QUALIFICATIONS AND TASKS In total, the assignment requires 246 person months. Detailed personnel qualifications and tasks are provided in Annex 2. VI. SCHEDULE The Consultant will be assigned for a period of 48months starting in June VII. ASSIGNMENT COST AND SOURCE OF FUNDING The Consultant contract will be financed under IDA Grant H8140. VIII. PERFORMANCE EVALUATION The Consultant s performance will be evaluated in the context of the performance indicators for the project as stipulated in the project grant agreement and operations manual as well as on other stipulations by DRD. Particular emphasis will be placed on the Consultant s ability to capacitate DRD staff to manage the project independently by the time the Consultant contract ends. DRD will measure the performance on an annual basis based on performance indicators attached to the Consultant contract. IX. REPORTING All written reports by the Consultant will be in English and in Myanmar language. These reports should be submitted to the Project Manager, DRD. A list required reports for the first year of the contract is provided in Annex 3. X. LOCATION The Consultant Team will be located in Naypyitaw. Office premises, major equipment, and vehicles will be provided by the Department of Rural Development, Ministry of Border Affairs. 63 P a g e

6 Annex 1 REPORTING STRUCTURE DRD Union Project Secretariat Union level Consultant 1. Team Leader/Lead CDD 2. Grievance Handling Officer 3. Training 4. Communications 5. Infrastructure 6. Procurement 7. Finance 8. M&E Officer 9. MIS DRD Township Office Township level Consultants Village tract and village committees Reporting relationship Working relationship

7 Section 6. Bank Policy Corrupt and Fraudulent Practices GENERAL QUALIFICATIONS Annex 2 PERSONNEL QUALIFICATIONS AND TASKS The following qualifications are required for all Consultant staff. Priority will be given to specialists with experience of community driven development in Myanmar or Southeast Asia. The ability to communicate effectively in Myanmar language is not required but is highly desirable. Ability to work effectively and sensitively in teams and with government counterparts Strong inter-personal skills and ability to resolve conflict Prior experience of working in low capacity environments Proven track record in capacity building Ability to communicate effectively with project stakeholders Fluency in spoken and written English Willingness and ability to travel frequently to project villages Proven ability to work under pressure and deliver in a timely manner No. PERSONNEL SPECIFIC QUALIFICATION MAIN TASKS 1 Team Leader/Lead Community Driven Development 2 Grievance Handling Officer Master s degree in social sciences with at least 15 years of project management experience At least 15 years of experience in community empowerment programs, especially communitybased rural infrastructure projects Master s degree in social sciences or law At least 7 years of experience working on development projects Prior experience of project monitoring or tracking of complaints Experience working on community based Support DRD in all aspects of project implementation Assist DRD in updating the project operations manual and annual work plans Manage a team of eight consultants, monitor their performance and ensure timely delivery of quality outputs Provide, or contribute to, on-the-job training and capacity building to DRD staff on all aspects of project management Support DRD in preparing annual implementation reports highlighting activities, outputs and results Provide oversight and guidance on the design and implementation of the Grievance Handling System Establish a system and procedures for logging, responding to and following up on complaints at the Village Tract, Township and Union levels Develop a simple handbook for grievance handling for the CDD project (Village, Village Tract, Township and Union Level) as part of the project operations manual Develop training modules and train project staff (DRD, Township level Consultants) in monitoring and reporting on project 65 P a g e

8 No. PERSONNEL SPECIFIC QUALIFICATION MAIN TASKS projects grievances, Organize and assist DRD staff in undertaking regular training for community facilitators and village volunteers in grievance handling Contribute to developing informational material about the grievance handling system Prepare regular reports on the type, nature and location of complaints for dissemination on the project s website 3 Training 4 Communications Master s degree in social sciences or with specialization in training Prior experience in developing training modules and developing and undertaking training programs for project staff and community facilitators At least 10 years of relevant work experience Master s degree in communications or journalism, or in areas relevant to the project s mission (e.g., economics, sociology, political sciences) if combined with work experience in communications Minimum of 7 years of demonstrated work experience in communications Thorough knowledge of and practical experience in full range of communications approaches essential to planning, executing, and monitoring Develop a training plan for DRD staff at the Union and Township level with results indicators to measure training outcomes Develop a training plan for Township Consultants and community facilitators Assist Township Consultants in preparing a training plan for village tract and village committees Develop training modules for DRD staff on project management, CDD principles and the project operations manual Develop training modules for the Township Consultants and village tract and village committees based on the project operations manual Develop monitoring tools and indicators to measure training results Prepare regular reports on training activities Assist DRD in organizing visits for village tract and village committees and DRD township staff to learn about other community based projects in Myanmar Develop communications strategy for the project. Responsible for planning, designing, executing and monitoring and evaluating the impact of communications strategies, activities, and campaigns for the project. Determine the types of information and communications activities that are best suited to addressing issues or needs Assist DRD in writing and overseeing the preparation, production and dissemination of both routine and complex outreach products that promote the strategic and timely flow of information and major issues about the project to key audiences in Myanmar In coordination with DRD, initiate relationships with key internal and external stakeholders Identifies opportunities for and forges

9 Section 6. Bank Policy Corrupt and Fraudulent Practices No. PERSONNEL SPECIFIC QUALIFICATION MAIN TASKS 5 Infrastructure 6 Procurement communications strategies e.g., campaign management, media operations, social marketing, opinion research, audience outreach, message targeting, etc. Proven planning and organizational skills. Strong conceptual and research/analytical skills, with the ability to think strategically and rapidly analyze and integrate diverse information from varied sources into conclusions and recommendations Master s degree in civil engineering or equivalent Minimum 10 years of experience in design, construction, supervision or management of infrastructure projects, preferably under community driven development program Familiarity with contract management Proven track record in preparing technical guidelines/manuals and design reviews Master s degree in engineering, management, business administration or related field At least 10 years of working experience in public procurement on international donor/ngo financed projects partnerships to improve dialogue and outreach and to strengthen the project s overall effectiveness Monitor and analyze local media stories relating to the project. Advise DRD on news and developments that may impact the project, and draft responses Assist with translation of English documents into Myanmar language and vice versa, as required Review, and revise and update as required, the government s standard designs for community infrastructure as well as the project s environmental codes of practice Visit project villages regularly to review and check the quality of design and construction, contract management, including use of environmental codes of practice, and advise DRD on resolution of any issue identified Help to maintain a master data base of geocoded infrastructure construction in the project villages Provide regular training to DRD, the Township Consultants and village tract and village committees on technical design, construction management, and procedures in the operations manual for the implementation of infrastructure construction Evaluate the performance of DRD and Consultant engineers working at the Township level and report findings to DRD Assist DRD in carrying out the procurement activities at Union level according to the project s agreed procurement procedures Provide on-the-job procurement and contract administration training to DRD staff Review and update, as required, the procurement section of the project operations manual Together with the Training, develop (i) a procurement training plan for DRD staff 67 P a g e

10 No. PERSONNEL SPECIFIC QUALIFICATION MAIN TASKS 7 Finance Demonstrated knowledge of World Bank procurement guidelines An accounting qualification that is recognized by the International Federation of Accountants At least ten years international financial management experience in a computerized accounting environment, including project financial management Experience in the establishment of financial management functions 8 M&E Officer Master s degree in economics, public policy, political science or a related field Minimum 7 years of experience in monitoring large-scale CDD projects, preferably in Myanmar or SE Asia at the Union and Township level and (ii) a procurement training plan for the Township Consultants and community facilitators Assist the Township Consultants in preparing a procurement training plan for village tract and village committees Monitor the procurement performance under the project and prepare relevant inputs into regular implementation progress reports Set up the filing and accounting systems for the project Ensure that the project s financial management guidelines are consistent with those of the World Bank As needed, supervise the work of staff/consultants setting up the project s accounting system and reconfiguring the accounting software to enable automatic generation of financial reports in the formats required by the World Bank Review the fund replenishment requests (withdrawal applications) for the 2 Designated Accounts (DA) opened by DRD Review the budget replenishment requests submitted by the project Review and provide quality control over the preparation of the annual work plans and budget plans, contract awards and disbursement plans, budget versus actual variance analysis and budget re-allocation plans, and assist in the project management of the external audit process as needed Supervise and undertake on-the-job training for the Union and Township finance staff in project accounting, the maintenance of financial records, budget category assignment, preparation of the project s financial statements and withdrawal applications Monitor the financial performance of the overall project Supervise the internal reporting system of the project, including the development of reporting formats and flows of information between the Village tract, Township and Union levels Oversee the Management Information System (MIS) and ensure that project data are complete, accurate and reliable. Help DRD prepare reports on the project Oversee the development of case studies and

11 Section 6. Bank Policy Corrupt and Fraudulent Practices No. PERSONNEL SPECIFIC QUALIFICATION MAIN TASKS ethnographic research to provide information on implementation progress, lessons learned and best practices Explore the establishment of smart-phone enabled monitoring Assist DRD in supervising independent monitoring activities undertaken by other consultants Design and oversee evaluation activities including impact studies and external evaluations by third parties, as necessary Alert DRD to any emerging project implementation issues Assist the Training in developing training tools and deliver trainings on monitoring 9 MIS (short-term) Master s degree in computer science, information technology or equivalent expertise in database design and management Minimum of 7 years work experience in overseeing and implementing management information systems Knowledge of basic programming and operating systems such as Microsoft Office, Word, Excel, PowerPoint, Access GIS experience is advantageous Design, program and initially operate the project information databases including for data from the field surveys, schedule of events, and field monitoring reports, etc. Design reporting and monitoring templates and ensure that reports are automatically generated by the various databases Contribute to the preparation of project reports and presentations that are accurate, analytical, reliable and timely Together with the M&E Officer, ensure that data collection, entry, analysis and production of reports proceed smoothly and in a timely manner Together with the Training and the M&E Officer, design training tools and deliver trainings as necessary 69 P a g e

12 Annex 3 UNION-LEVELTECHNICAL ASSISTANCE CONTRACT DELIVERABLES KEY PRODUCTS Project operations manual: finalization, annual revision Reporting: preparation of quarterly activity reports Grievance handling system: development of systems and requirements for the grievance handling value chain, from uptake, sorting and processing and acknowledgement and follow-up, to verification and action, monitoring and evaluation, and feedback; preparation of training manual and materials; project staff training; preparation of grievance tracking reports Staff training: development of a training plan and modules for DRD staff, Township Consultants and community facilitators; development of monitoring tools and indicators to measure training results; organization of regular training events for staff at all levels; preparation of regular reports on training activities Communications: development of communications strategy, work plan and materials; management of project website; monitoring of communications impact; training of DRD staff Community infrastructure: Revision, as required, of the government s standard designs for community infrastructure as well as the project s environmental codes of practice; provision of training to DRD, Township Consultants and village tract and village committees on technical design, construction management and procedures Procurement: Review and update, as required, of the procurement section of the project operations manual; development of a procurement training plan; provision of on-the-job procurement and contract administration training to DRD staff Financial management: Setting up of the filing and accounting systems for the project; review and update, as required, of the financial management section of the project operations manual; development of a financial management training plan; provision of on-the-job financial management training to DRD staff in project accounting, the maintenance of financial records, budget category assignment, preparation of the project s financial statements and withdrawal applications Monitoring and evaluation: development of M&E system, reporting formats and flows of information between the various levels and attendant training materials; preparation of monthly implementation monitoring reports; provision of staff training Management information system: design, programming and initial operation of the project information databases; design of training modules; provision of on-the-job and refresher training for DRD staff in managing the MIS and databases DUE DATE Finalization August 2013;revision annually after each block grant cycle 4 per year, 30 days after the end of each quarter September 2013;tracking reports every 3 months; refresher training every 6-12 months August 2013; activity reports every 3 months August2013; monitoring reports every 3 months August 2013; refresher training every 6-12 months August 2013; refresher training every 6-12 months September 2013; refresher training every year August 2013; monitoring reports every month; refresher training every year August 2013; refresher training every 6-12 months

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