a. Terms of Reference For Developing A Sustainable National GHG Inventory Management System In Zambia

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1 a. Terms of Reference For Developing A Sustainable National GHG Inventory Management System In Zambia 1. Background On 9 May 1992, the world s governments adopted the United Nations Framework Convention on Climate Change (UNFCCC). The UNFCCC entered into force on 21 March 1994 and as of 24 May 2004, 189 countries (including the European Community) were Parties to the Convention. The objective of the UNFCCC is to stabilize greenhouse gas (GHG) concentrations in the atmosphere at a level that would prevent dangerous human-induced interference with the climate system. The ability of the international community to achieve this objective is dependent on an accurate knowledge of emissions trends, and on our collective ability to alter these trends. Article 4, paragraph 1(a) and Article 12, paragraph 1(a), of the Convention provide for each Party to report national emissions and removals to the Conference of the Parties (COP). The key mechanism for reporting is the national communication. According to Decision 17/CP.8,3 each non-annex I Party shall, as appropriate and to the extent possible, provide in its national inventory, on a gas-by-gas basis and in units of mass, estimates of anthropogenic emission of carbon dioxide (CO2), methane (CH4) and nitrous oxide (N2O) by sources and removals by sinks. Non-Annex I Parties are encouraged, as appropriate to provide information on anthropogenic emissions by sources of hydrofluorocarbons (HFCs), perfluorocarbons (PFCs) and sulphur hexafluoride (SF6). Zambia prepared its First National Communication in 2000 and is in the process of finalizing its Second national Communication. A project entitled Low Emission Capacity Building (LECB) a global initiative initiated in 2011 is being implemented in more than 24 countries including Kenya, Uganda, Congo DR, Morocco, Argentina, Chile, China, Colombia, Ecuador, Egypt, Mexico, Peru, Philippines and Zambia. In Zambia the Project is spearheaded by the Ministry of Lands Natural Resources and Environmental Protection (MLNREP) with technical and financial support from the United Nations Development Programme (UNDP) and the European Union (EU). The project is aimed at accelerating the implementation of climate change mitigation actions in line with the SNDP and other national documents. In particular, Zambia is using this project to improve its GHG inventory system and is the process of establishing a sustainable National GHG inventory through the project. A National inventory system refers to a set of relations between people and institutions to ensure: i) the sustainability of the inventory preparation in the country, ii) consistency of reported emissions, and iii) standard quality of results. It contains elements necessary to compile the annual inventory, including institutional, legal and procedural arrangements. Countries need a strong national inventory system in order to produce high quality inventories. That means countries need to set up a system that considers the following issues and aspects: Establishment of a National Entity (Central coordination agency) responsible through an Inventory Coordinator, Source team leaders and 1

2 an Inventory compiler for coordinating GHG planning, management and implementation; Established or major legal and /or collaboration arrangements between the National GHG Entity, and institutions that are custodians of key source data and that will provide the required data for Energy, Industrial Processes, Agriculture, Land Use, Land Use Change and Forestry, and waste; A process and plan for implementing quality assurance and quality control procedures, including ensuring the UNFCCC reporting and IPCC guidelines have been properly implemented; A process to ensure that the National inventory meets the standard inventory data quality indicators of accuracy, transparency, completeness, consistency and comparability; A process for continuous improvement of the National Inventory; The Ministry is therefore, seeking the services of a Local Consultant (LC) to facilitate activities towards the initialization of the process of establishing the National GHG inventory System. In particular, the LC will serve as a technical resource person to a stakeholder workshop towards the establishment of a sustainable national GHG inventory management system 2. Terms of Reference for Consultant A consultant is being sought to develop and recommend a suitable Sustainable National Inventory Management System; taking account of all issues elaborated in the background. 2.1 Specific Terms of Reference Review the institutional arrangements for previous national GHG inventory process in the country and the process for approval of the GHG inventory and corresponding National Communication to the UNFCCC; Review various institutional arrangements existing in various countries of similar circumstances for a National GHG Inventory System and processes for approval of GHG inventories, to include centralized vs. decentralized, in- sourced vs. out-sourced, single agency vs. multi agency and integrated vs. separate, and recommend to stakeholders the most suitable institutional arrangement for Zambia; In developing the institutional arrangement recommended elaborate on the specific functions related to inventory planning, preparation and management, and recommend their set up and integration into institutional arrangement to be recommended; Describe in full the requisite roles and responsibilities of various actors in national inventory preparation - undertaking inventory planning, preparation and management as part of the institutional arrangement being recommended; Recommend a suitable legal basis under which the institutional arrangement recommended shall be operationalized (Statutory body, protocol, MoU etc.); Make a presentation of findings and act as a resource person at a stakeholder workshop to be organized by the Ministry; Prepare and submit to the Ministry, a stakeholder workshop proceedings report, one week after the stakeholder workshop; 2.2 2

3 At least with a BSc Degree in engineering, environment, Natural Resources, Experience in GHG inventory preparation and with more than 3 years in management of projects related to mitigating or adapting to climate change, and / or project formulation on NAMAS, LEDS, CDM, and / or sequestration projects and carbon emissions; Skills demonstrated in capacity building and mentoring; Strong knowledge of government policies and strategies; Strong understanding about global and national climate change and environmental issues; Demonstrated strong leadership, effective management skills, good coordination ability and team working spirit; Good organizational skills, with strong experience in organizing and facilitating meetings, workshops and writing reports; Good interpersonal/communication skills; Good oral and written communication skills in English; Experience in management systems, especially programs such as Word, Excel and Power Point; 2.3 Duration of the consultancy 2.4 A report and presentation detailing findings on each of the specific ToRs in 2.1; A Stakeholder workshop proceedings report; b. Terms of Reference For Operationalization of the institutional arrangements for NIS ToRs The Ministry is seeking the services of a Consultant to facilitate activities towards the operationalization of the National GHG inventory System. In particular, the consultant will serve as a technical resource person to a stakeholder workshop on training of experts in areas necessary for the establishment of a sustainable national GHG inventory management system in Zambia. Terms of Reference for the Consultant Based on the Institutional arrangements established for the NIS, the consultant will: Undertake a capacity needs assessment for Key institutions involved in the NIS and draw a capacity building programme for the institutions and persons Draw-up cooperation agreements between the Inventory Coordinating Institution and assigned source leads and activity data source Institutions Facilitate training workshop to address the capacity building needs and prepare work plans, procedures and operational schedules for cyclic information transfer from Activity data institutions to Source leads and to the Inventory Compiler 3

4 At least with a BSc Degree in engineering, environment, Natural Resources, Experience in GHG inventory preparation Skills demonstrated in capacity building and mentoring; Strong knowledge of climate change related government policies and strategies; Strong understanding of global and national climate change and environmental issues; Good organizational skills, with strong experience in organizing and facilitating meetings, workshops and writing reports; Good oral and written communication skills in English; Experience in management systems, especially programs such as Word, Excel and Power Point; Duration of the consultancy A report and presentation detailing findings on each of the specific ToRs in 2.1; A training workshop report; c. Terms of Reference For Development of an IT Platform for the NIS The Ministry is seeking the services of a Consultant to facilitate activities towards the development of an IT Platform for the National GHG inventory System. In particular, the consultant will serve as a technical advisor in the identification (specifications) and installation of the hardware, software and operating systems for an IT platform necessary for a sustainable national GHG inventory management system in Zambia. Specific Terms of Reference Provide technical details and specifications of the IT hardware, software and operating systems needed for handling the NIS operations (data capture, inventory processing and reporting) of the NIS, including archiving systems and procedures; Conduct training on key category software and its significance Recommend system operations for an effective NIS Design data transfer and data sharing platforms / systems for a functioning NIS At least with a BSc Degree in engineering, environment, Natural Resources, Experience in setting-up of functional IT data sharing and storage platform Some experience in GHG inventory data handling and preparation Proven skills in capacity building and mentoring activities Strong knowledge of government policies and strategies Strong understanding about global and national climate change and environmental issues; Experience in management systems and IT Hard and software 4

5 Duration of the consultancy A list of IT hardware and software specifications for a GHG IT Platform A report detailing findings on each of the specific ToRs above d. Terms of Reference For Development of Key source Analysis Improvement plan for NIS In order to allow the comparison of emissions between different years of the inventory, the GHG profile must be internally consistent; i.e. the methods, emission factors and assumptions should be the same for all inventory years. Ideally, the data sources used for activity data will be the same for all years. Different methods can be used to estimate emissions or removals from most sources and sink categories. The selection of a particular method will depend on the desired degree of estimation detail, the availability of activity data and emission factors, and the financial and human resources available to complete the inventory. In IPCC terminology, the lowest ranking or simplest method is Tier 1, while more elaborate methods are Tier 2 and Tier 3. Tier 2 activity data defined by the country for the most important land uses/activities. This level requires higher resolution activity data to correspond to specific regions and land-use categories of GHG inventories. Tier 2 also applies emission factors defined by the country for the most important land uses/activities. The Ministry is, therefore, seeking the services of a Consultant to facilitate activities towards the operationalization of the National GHG inventory System. In particular, the consultant will provide technical advice on the Key source analysis and provide an improvement plan for the establishment of a Tier 2- based sustainable national GHG inventory management system in Zambia. Specific Terms of Reference Based on current NIS data sources and processing arrangements, undertake a key source data review exercise For each source, provide a description of the methodology and the sources of data (activity data, emission factors, methodologies), to be used Recommend data improvements necessary to move to Tier 2 Recommend and design new data source analysis methodologies in consultation with the Key data sources for a Tier 2 GHG Inventory process for Zambia Design and develop a Tier 2 GHG Inventory process for the established NIS Improve key source analysis (to Tier 2) Prepare trend analyses Provide methods for quantitative assessment of data uncertainties; and Propose necessary data improvements accordingly At least with a BSc Degree in engineering, environment, Natural Resources, Experience in Tier 1 and 2 GHG inventory procedures and preparation Strong knowledge in application of activity data, emission factors and methodologies of GHG source data and analysis Good understanding of government climate change related policies and strategies; 5

6 Strong understanding about global and national climate change and environmental issues; Good organizational skills; Experience in management systems, especially programs such as Word, Excel and Power Point any other necessary in GHG inventory works; Duration of the consultancy A report of the key source data review exercise; A report detailing findings on each of the specific ToRs above; e. Terms of Reference For Development of a QC/QA plan for NIS The purpose of implementing QA procedures is to independently assess the quality of the inventory and to identify where improvements could be made. It is recommended countries use reviewers who have not been involved in preparing the inventory and complete QA activities sufficiently in advance of UNFCCC submission to be able to correct problems that are identified during QA. A good QA/QC plan is important for the preparation of a reliable, defensible emissions inventory. This task describes the procedures for implementing QC and QA on GHG inventories as described in Chapter 8 of the IPCC GPG While not obligatory for non-annex I Parties, it is recommended that countries institute some level of both QC and QA, depending on resources available, as this will contribute to improved transparency, consistency, comparability, completeness and confidence in the national inventory. QC is a system of routine, planned technical activities to measure and control the quality of the inventory as it is being prepared. The inventory team typically implements the QC procedures, which include: Routine and consistent checks to ensure data integrity, correctness and completeness; Routine and consistent checks to identify errors and omissions; Accuracy checks on data acquisition and calculations and the use of approved standardised procedures for emissions calculations, emissions measurements, estimating uncertainties, documentation, archiving and reporting; and Technical reviews of data, methods and results. On the other hand, QA is a planned system of review, and sometimes audit, procedures conducted by personnel not involved in the inventory development process. Reviews, preferably by independent third parties, are performed on a finalized inventory following implementation of the QC procedures. The reviews are conducted to verify that data quality objectives were met; ensure that the inventory represents the best possible estimates of emissions and sinks given current scientific understanding and data availability; and support the QC programme. Quality control (QC) and completeness are important not only for the reliability of the inventory results, but also for providing a reliable comparison from one year to the next. The quality and completeness of the inventory should be as high as possible, with continuous improvements and retroactive corrections when new data become available. The Ministry is therefore, seeking the services of a Consultant to facilitate activities towards the operationalization of the National GHG inventory System. In particular, the consultant will provide technical advice and a QC/QA Plan for checking and documentation at different stages for a Tier 2-based sustainable national GHG inventory management system in Zambia. 6

7 Prepare QC/QA plan (including minimum QC specifications rigorous certification of data, results or references). Establish criteria / check list for QC/QA plan and draft TOR for peer review group Specify QC/QA expertise needed and provide technical advice in the constitution of QC/QA review group Define procedures for checking and documentation Prepare Tier 2 source specific QC procedures Propose improvements to QC/QA plan At least with a BSc Degree in engineering, environment, Natural Resources, Experience in GHG inventory preparation and review Proven experience in QC/QA work Demonstrated strong leadership, effective management skills, good coordination ability and team working spirit; Good organizational skills, Good oral and written communication skills in English; Experience in management systems, especially programs such as Word and Excel Duration of the consultancy A report containing a QC/QA plan, checklist and procedures for implementation f. Terms of Reference For Development of documentation & archiving system for NIS Improvements may arise from various aspects of the national communication process and, may or may not be, immediately feasible. In addition to sources of improvement which may be identified during the uncertainty assessment, non-annex I Parties should describe any constraints and gaps and related financial, technical and capacity needs, associated with the implementation of activities and preparation and improvement of national communications. The Ministry is therefore, seeking the services of a Consultant to facilitate activities towards the development of documentation & archiving system for the National GHG inventory System. In particular, the consultant will undertake the following: Define procedures for archiving Provide training for data archiving, development of assumptions and identify recommended methods Propose documentation procedures and arrangements Serve as a resource person at a workshop to demonstrate proposed archiving methods and procedures using results obtained from the established GHG inventory management process 7

8 Prepare and present a national manual of procedures or inventory reports for adoption Review Inventory system and develop overall Inventory improvement strategy identifying areas for improvement At least with a BSc Degree in engineering, environment, Natural Resources, Experience in GHG inventory preparation and with more than 3 years in management of projects related to mitigating or adapting to climate change, and / or project formulation on NAMAS, LEDS, CDM, and / or sequestration projects and carbon emissions; Skills demonstrated in capacity building and mentoring; Strong knowledge of government policies and strategies; Strong understanding about global and national climate change and environmental issues; Demonstrated strong leadership, effective management skills, good coordination ability and team working spirit; Good organizational skills, with strong experience in organizing and facilitating meetings, workshops and writ ing reports; Good oral and written communication skills in English; Experience in management systems, especially programs such as Word, Excel and Power Point; Duration of the consultancy A report addressing all the ToRs above, including documentation procedures and arrangements, and a National Manual of procedures and inventory reporting formats and an Inventory improvement strategy as annexes A training workshop report; Outcome 2 NAMAs and related MRVs a. Terms of Reference For Development of NAMA concept note by sector (4 consultants) NAMAs are actions that reduce GHGs or enhance sink. They are presumed to be, voluntary, country driven and compatible with sustainable development. Conceptually, NAMAs are no different to existing mitigation efforts but what is new about NAMAs is the UNFCCC context and the need to Monitor, Report & Verify the identified NAMAs. MRV is key to ensure transparency & accountability of impact of support received, to track & report impact of NAMAs on GHG emissions, sustainable development, poverty reduction and co-benefits. As such NAMAs will be recorded in both national & international registry systems (UNFCCC just launched prototype registry). For supported NAMAs, countries are expected to report progress through National Communications every four years and/or Biennial Update Reports (BURs) every two years and will be subject to International Consultation and Analysis. Key components of a NAMAs include description of proposed activities: geographical and sectoral boundaries, calendar, actors and roles, assumptions and policy framework, sectoral 8

9 baseline and NAMA baseline, Estimation of emissions with and without the NAMA, Monitoring plan - NAMA indicators and parameters, Management plan, Phased financial structure and Reporting plan. The Ministry is therefore, seeking the services of a Consultant to lead the process of NAMA development in the energy, agriculture, industrial processes and waste management sectors. In particular, the consultants will undertake the following in each sector: Develop baseline and low emission scenarios Identify required policy instruments Identify costs and financing options Draft NAMA concept notes Present NAMA concepts for Government endorsement for selected NAMAs Development of detailed NAMA proposals (in the sector) Prepare detailed NAMA proposals for Submission to UNFCCC registry for Submission for funding if supported. Indicate possible sources of financing (if not supported) Development of training module & training of S/holders in MRV systems o Develop module on MRV training o Conduct training o Training on the use of protocols and tools Designing of MRV Systems for developed NAMAs o Select methodologies and monitoring protocols o Recommend reporting process o Identify possible verification bodies At least with a BSc Degree in engineering, environment, Natural Resources, Experience in development and management of projects related to mitigating or adapting to climate change, and / or project formulation on NAMAS, LEDS, CDM, and / or sequestration projects and carbon emissions; Skills demonstrated in capacity building and mentoring; Strong knowledge of government policies and strategies on low emission; Strong understanding about global and national climate change and environmental issues; Demonstrated strong leadership, effective management skills, good coordination ability and team working spirit; Good organizational skills, with strong experience in organizing and facilitating meetings, workshops and writ ing reports; Good oral and written communication skills in English; Experience in management systems, especially programs such as Word, Excel and Power Point; Duration of the consultancy Four months A NAMA concept note 9

10 A full NAMA proposal MRV System for the developed NAMA A training workshop report on MRV for the sector NAMA developed 10

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