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Annex J: Project Document

Government of Papua New Guinea

United Nations Development Programme

Other partners:Global Environment FacilityConservation InternationalJapanese Human Development Trust FundAustralian Centre for International Agricultural ResearchAustralian National University

“COMMUNITY-BASED COASTAL AND MARINE CONSERVATION IN MILNE BAY PROVINCE”

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Milne Bay Province is located on the eastern extremity of the island of New Guinea, at the edge of the biologically rich “coral triangle”. The area is a globally important storehouse of coastal and marine biodiversity, harbouring a range of tropical marine ecosystems. The species richness of these ecosystems is extraordinarily high, and besides displaying high levels of endemism, the area supports large populations of threatened species. While Milne Bay’s coastal and marine ecosystems remain in relatively pristine condition compared to that elsewhere in the Pacific Rim, pressures on the environment are escalating, and precautionary conservation interventions are needed to foreclose the loss of global conservation values. The project will support community-based conservation management demonstrations, working in three designated Zones that are representative of Milne Bay’s habitat diversity and the many different social settings in the Province. Interventions will seek to establish community-managed marine protected areas (MPAs), geared to securing conservation and sustainable use objectives. With this objective, the project will support social mobilization, planning, awareness, advocacy, monitoring, evaluation and targeted capacity development. The Project is partitioned into two phases, to facilitate learning and condition GEF support progressively upon the attainment of conservation outcomes. This project document represents Phase 1, which will pilot the conservation approach in the first of the three target Zones, where social feasibility analyses undertaken during the course of project preparation have indicated that prospects for successfully mitigating threats to biodiversity are strong. Activities during this phase will test and adapt appropriate conservation models to reflect social, economic and ecological specificities in the area, while also establishing an enabling institutional and policy environment for

Table of Contents

SECTION 1..........................................................................................................................3

PART IA SITUATION ANALYSIS...........................................................................................3PART IB STRATEGY.............................................................................................................3PART II. RESULTS FRAMEWORK.........................................................................................5PART III MANAGEMENT ARRANGEMENTS........................................................................12PART IV LEGAL CONTEXT................................................................................................16

BUDGET.............................................................................................................................17

SIGNATURE PAGE.......................................................................................................25

Annexes to Section 1.......................................................................................................26

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SECTION 1

Part Ia Situation Analysis

The project will conserve a representative sample of globally significant marine biodiversity of Milne Bay Province. A detailed description of the problem to be addressed is provided in Part B of the GEF-approved Project Brief in Section 2 of this document. The relevant outcome in the Country Programme is SAS: G3-SGN1-SASN1.

The national institutional and legal framework is described in Part A of Section 2. A description of lessons learned that have influenced project design is provided in Part G of Section 2. An independent review of the project design is provided in Annex C of Section 2.

Part Ib Strategy

The country’s approach to sustainable development, while conserving biodiversity, and its national commitment to these goals are described in Part A of Section 2. UNDP’s Programme in support to these goals is described in its Country Programme Outline 2003-2007 (CPO). The CPO identifies four “Strategic Areas of Support” for each UNDAF objective. The intended outcome for the “Conservation of environment and energy for sustainable livelihoods” strategic area of UNDAF objective 1 is: “Policies developed and implemented to promote sustainable development at national, provincial and local levels”. The project will directly contribute to this outcome.

The specific activities undertaken through this project in support of policy development and strengthened national capacities are described in Part C of Section 2.

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Part II. Results Framework

A detailed log-frame matrix is provided in Annex B of Section 2 of this document.

Intended Outcome as stated in the Country Programme Outline Results and Resources Framework: Policies developed and implemented to promote sustainable development at national, provincial and local levelsOutcome indicator as stated in the Country Programme Outline Results and Resources Framework, including baseline and target. Sustainable development parameters and monitoring system established at national, provincial and local levels and reflected upon policiesApplicable Strategic Area of Support: Conservation of environment and energy for sustainable livelihoodsPartnership Strategy:NGO-Execution through partnership with Conservation International. A National Steering Committee chaired at the national government level, co-chaired by UNDP. Project work with the following partners: Australian National University; Australian Center for International Agricultural Research; Government of Japan; National and Milne Bay Provincial Governments.Project title and number: Community-based Coastal and Marine Conservation in Milne Bay Province- PNG/02/G31/A/1G/71

Intended Outputs Output targets for (years) Indicative Activities Inputs1. Capacity increased for marine conservation and near-shore resource management at the Provincial, Local Level Government and Ward levels

WDC trained as community facilitators in each of the targeted wards: (8 by Yr2, 12 by Yr 4)At least 4 WDCs engage communities in marine resource management activities by the end of year 1All Zone 1 MPA management plans are integrated into LLG Development Plans by Year 5District-level annual budgeting recognizes marine conservation programs by Year 5 Province-wide dive tourism policies developed and instituted by Year 2. Communications network for surveillance reporting across Zone 1 by Year 2.

Provide training and extension to Ward Development Committees 1.2.Establish a conflict resolution mechanism at the Ward level1.3. Engage Local Level Government in conservation effortsStrengthen the Provincial policy and institutional framework for marine conservation activities.1.5 Form marine conservation alliance with environmental advocacy and legal service entities.

Project staff Recruitment Engagement of 15 community based facilitators Engagement of planning and translation specialistEngagement of legal advocacy specialist Equipment: Computers, Boat, vehicle, field and office equipmentEngagement of CIT and GIS specialists in support of MBGSpecialist resource persons Budget Resources Input

GEF $ 0.5 millionCI $ 0.5 millionUNDP $ 0.2 millionMBPG $ 0.22millionTotal $ 1.42million

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Intended Outputs Output targets for (years) Indicative Activities InputsAn advocacy alliance is exchanging monitoring data with Provincial Govt by Year 4

2. A representative network of community-based marine conservation and sustainable near-shore resource management areas is established

Initial MPA design in Zone 1 targeted sites established and processed for formal recognition by Year 4Species- management plans developed for 5 community clusters by Year 3.At least 3 inter-community management forums in Zone 1 convened by Year 4At least 6 WCAs in Zone 1 gazetted by Year 5.All PNGDA affiliated dive operators are in full compliance with the dive fee system and are engaged in fee adjustment negotiations by Year 2

2.1 Commence a process of adaptive and participatory management planning2.2 Establish community-based management structures adapted to the local social landscape2.3 Institutionalise an appropriate community-based monitoring and adaptive management program.2.4 Establish long-term surveillance and enforcement systems for MPAs2.5 Establish an independent monitoring and evaluation mechanism to ensure MPA effectiveness2.6 Develop a tourist/diver marine conservation partnership2.7 Formalize Marine Protected Areas system

Engagement of GIS Training SpecialistEngagement of Socio-economic specialistRecruitment of Biodiversity Officer and Resource EconomistEngagement of Marine Biodiversity Assessment specialistEngagement of ANU/UPNG marine biological monitoring team Engagement of Fisheries Management SpecialistRecruitment of Marine Protected area and conservation coordinatorEngagement of Protected Area Management specialistResource persons

Budget Input

GEF US$ 2.3 millionCI US$ 0.75 millionACAIR US$0.14 millionMBPG US$0.12 millionTPA US$ 0.07 millionTotal: US$ 3.38 million

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Intended Outputs Output targets for (years) Indicative Activities Inputs3. An environmental education program and conservation awareness strategy

Conservation curricula developed and integrated into existing school curricula by Years 4 & 6.Conservation education materials are developed and distributed to educators in targeted sites (all Zones) by Years 4 & 6:20 Vocational students are engaged in community-level adaptive management and monitoring activities in target communities by Year 4.10 church groups in targeted sites are utilizing developed teaching aides and resource materials by Year 4A communication strategy for the Province is implemented by Year 2.Communication/Awareness networks instituted by Year 2Lessons are documented by end of Year 2

3.1 Integrate marine conservation and resources management module into primary and vocational school curricula3.2 Develop, produce and disseminate environmental resource materials for use in primary and vocational schools3.3. Sensitise school inspectors, superintendents and senior teachers to marine conservation and resource management issues3.4 Collaborate with local churches to impart conservation values to interest groups3.5 Train educators at all levels to utilize teaching materials3.6 Design and implement a marine conservation awareness campaign for Milne Bay Province3.7 Develop and participate in lessons exchange mechanisms

Recruitment of Education CoordinatorEngagement of Education Materials Production specialist Project Personnel-Education CoordinatorResources Persons

GEF US$ 0.4 millionCI US$ 0.3 millionTotal US$ 0.7million

4. Policies on sustainable development and land use strategies for densely populated small islands are finalised, reflecting the nexus between environment, poverty and governance.

At least 30 farming families on 15 islands are engaged in technical extension activities such as integrated pest management, alternative cash and/or subsistence cropping by Year 3Food security-marine resource awareness materials are produced and disseminated to 45 islands by Year 2.By Year 3, relevant Provincial level polices reflect the findings and recommendations of the comparative vulnerability analysis

4.1 Provide agricultural research, training and extension to targeted small island communities4.2 Undertake comparative vulnerability analysis for small islands in Milne Bay Province based on demographic change and external environmental perturbations4.3 Employ island waste control and sanitation systems

Sub-Contract- Small Marine communities In Peril Programme and Land-Use and Nutrition ProgrammeResource PersonnelBudget Input

GoJ US$ 0.35 millionMBPG US$ 0. 16 millionUNDP US$ 0.30 millionANU US$ 0.108 millionCI US$ 0.1 millionTotal: US$ 1.018 million

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Intended Outputs Output targets for (years) Indicative Activities Inputsfor small islandsSmall island vulnerability indices are entered into the PNG Resource Information system by Year 35 islands are piloting alternative solid waste management programs by Yr 2

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Third Party Contribution Total: $3,518,705GLOBAL ENVIRONMENT FACILITY

Number Unit Cost US$Personnel:International 1 545,795 545,795National 2 Variable 129,804Consultants 8 Variable 595,075Sub-total 1,270,674

Training:Training & workshops 19 Variable 1,002,281Sub-contracts 8 Variable 369,354Sub-total 1,371,365

Equipment:Expendable 125 Variable 25,585Non-expendable 32 Variable 101,850Sub-total 127,435

Travel:Mission Costs 53,658Sub-total 53,658

MiscellaneousReporting costs 31,143M&E 60,000NGO Execution Fee 285,455 Sub-total 376,598

TOTAL 3,200,000

JAPANESE HUMAN DEVELOPMENT TRUST FUND

Number Unit Cost US$Training:Training & workshops 2 7,500 15,000Sub-contracts (SLUNP) 1 274,732 274,732Sub-total 289,732

MiscellaneousNGO Execution Fee 28,973 Sub-total 28,973

TOTAL 318,705

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UNDP Contribution Total: $500,000

Number Unit Cost US$Personnel:International 2 Variable 86,409Sub-total 86,409

Training:Training & workshops 93,591Sub-contracts 1 300,000 300,000Sub-total 393,591

Equipment:Non-expendable 20,000Sub-total 20,000

TOTAL 500,000

In-Kind and Parallel Financing Total: $ 2,424,317

GOVERNMENT OF PAPUA GUINEA – IN KIND

Number Unit Cost US$Personnel:National Staffing ?? ?? 58,769 Sub-total 58,769

Training:Community Extension and Staff training workshops

31,892

Sub-total 31,892

Equipment:Provincial-Wide VHF Radio System 1 184,000 184,000 Sub-total 184,000 184,000

Travel:Local Travel 187,692 Sub-total 187,692

MiscellaneousOperational and Administrative Costs 107,647Sub-total 107,647 TOTAL 570,000

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CONSERVATION INTERNATIONAL – PARALLEL CASH

Number Unit Cost US$Personnel:International 1 80,850 80,850National 1 29,989 29,989Consultants 2 Variable 8,400Sub-total 119,239

Training:Training & workshops 19 Variable 1,048,140Sub-contracts 1 10,500 10,500Sub-total 1,058,640

Equipment:Expendable 21,438Non-expendable 87,675Sub-total 109,113

Travel:Mission Costs 55,345Sub-total 55,345

MiscellaneousReporting costs 16,544M&E 7,500 Sub-total 24,044

TOTAL 1,366,381

CONSERVATION INTERNATIONAL - IN-KIND

US$Office 103,775Communications 65,100Misc. 56,813Audit 21,280Human Resources 16,296Total 283,619

A more detailed breakdown of these costs has been provided by Conservation International, allocating costs across the five years of Phase 1. The detailed breakdown is included in the budget supporting documentation held by UNDP.

AUSTRALIAN NATIONAL UNIVERSITY – PARALLELSmall Islands in Peril sub-contract: academic staff time: $108,000

AUSTRALIAN CENTRE FOR INTERNATIONAL AGRICULTURE RESEARCHAssessment of beche-de-mer: ACIAR and CSIRO staff time:$96,3171

1 ACIAR co-financing is A$170,774 Australian Dollars. Exchange rate as at 28 June 2002 used: A$1=US$0.564

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Part III Management Arrangements

The project will be executed by Conservation International, pursuant to the Project Cooperation Agreement in Annex 1.3.

After finalisation of the Project Brief, UNDP commissioned a NGO Capacity Assessment of Conservation International, from 10-18 September 2001. The assessment was undertaken by a joint team from UNDP Regional Audit Services Centre (Kuala Lumpur) and UNDP Operations Support Group (New York). The team’s report has been used by UNDP and Conservation International to clarify management arrangements and ensure sufficient capacity is in place for satisfactory project execution. See Annex 1.4 for a summary of the capacity assessment issues. Arrangements will be monitored during project implementation. The assessment team will be invited to review the execution practices during and upon completion of phase 1 of the project.

As the Project Brief states, the project aims to transfer execution functions to qualified national institutions. In-line with UNDP’s focus on the importance of governance in Papua New Guinea’s decentralised system (see section 1a), it is intended that the Milne Bay Provincial Government will play a stronger role in the execution of phase 2 of the project. Nevertheless, there is a need to strengthen capacity at the provincial government level in order to ensure the sustainability of the project outcomes. Conservation International will ensure that the Milne Bay Provincial Government is increasingly more involved in the project during phase 1, through the designation of counterparts to each project expert and specific budgeting for counterpart training.

Rather than arbitrarily set a point in time to transfer project execution to the Milne Bay Provincial Government, capacity benchmarks have been established that must be met before the transfer will take place (see Annex 1.5). The aim is for the transfer to take place at the end of phase 1, however provision exists for Conservation International to continue to act as Executing Agency into phase 2. The reviews of execution practices will assess progress towards the benchmarks (see Terms of Reference for the review team in Annex 1.1).

The Government of PNG has requested UNDP’s assistance in executing a number of specific Budget Lines in the Project Budget (see accompanying budget). Due to the nature of the activities, UNDP will provide support services for the two independent reviews of Conservation International’s execution arrangements during phase 1 and the independent evaluations of project progress. These support services provided by UNDP are described in the Letter of Agreement between UNDP and the Government of Papua New Guniea for the provision of support services (Annex 1.6), in accordance with the UN procedures.

The Australian National University has been pre-selected for a $300,000 contract to undertake a comparative vulnerability analysis for small islands (output 4a of the Project Brief in Section 2). This analysis will assist to strengthen the nexus between governance, human-security and natural resource/environment conservation (see Terms of Reference for the sub-contract in Annex 1.1). The work is an integral component of the Australian National University’s “Small Islands in Peril” (SMIP) project, to be implemented

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in partnership with the University of Papua New Guinea (UPNG) and the National Agricultural Research Institute (NARI), with some technical assistance from Environment Australia. The SMIP project has already been approved by the Board of the Millennium Ecosystem Assessment as a “sub-global” assessment. It represents an opportunity to create positive-feedbacks between the Project, SMIP and the Millennium Ecosystem Assessment. Furthermore, the SMIP objective of capacity development at UPNG contributes to UNDP’s efforts to develop national capacity in Papua New Guinea. For these reasons, the Australian National University has been pre-selected for the sub-contract.

Reporting Arrangements and Responsibilities

As the GEF Implementing Agency, UNDP is responsible to the GEF Council for the effective and efficient use of GEF resources. The UNDP/GEF Executive Coordinator is required to report on project delivery to the GEF Secretariat and GEF Council. Therefore, the UNDP/GEF Regional Coordinator maintains a role in monitoring project implementation and ensuring GEF funds are used in accordance with GEF eligibility rules, policies and norms. Immediately after the project document is signed, the UNDP/GEF Regional Coordinator and UNDP-PNG will prepare a “Project Implementation Work plan” (PIW) outlining monitoring responsibilities and key issues for consideration.

Conservation International are obliged to meet all standard UNDP reporting requirements, as set out in Article X of the Project Cooperation Agreement. In addition, the project is subject to standard UNDP/GEF monitoring and evaluation requirements.

The standard M&E procedures required for all UNDP/GEF projects include:

Tripartite Review (TPR)A tripartite review is a policy-level meeting of the parties directly involved in the project. It aims: to assess the progress of the project and to take decisions on recommendations to improve the design and implementation of the project in order to achieve the expected results. A tripartite review must be held once a year. In exceptional circumstances, there may be more than one TPR during a year. The following parties participate in the TPR: The Government: the national coordinating authority and other concerned

agencies; UNDP; The Executing Agency; and Other main stakeholders, including other United Nations agencies and other

donors, as deemed appropriate.

Combined Annual Project Report (APR) and Project Implementation Review (PIR)Thanks to recent changes in reporting requirements of both UNDP and the GEF Secretariat, a combined format serves as the basis for both UNDP and GEF annual reporting requirements. The APR/PIR is used as an input to the Tripartite Review (TPR) and must be ready two weeks prior to the TPR meeting. It may be completed and submitted to UNDP-PNG at any time during the year.

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It may also be submitted to the UNDP/GEF Regional Coordinator any time, so long as it covers the July-June GEF reporting period.Conservation International is responsible for preparing the APR/PIR. The Project Manager will present the report at the TPR meeting. UNDP-PNG is responsible for submitting the report to the UNDP/GEF Regional Coordinator in order to meet GEF reporting requirements. Comments and/or revisions may be made to the report by UNDP-PNG and/or UNDP/GEF before onward transmission to the GEF Secretariat.

Quarterly Operational Report

Each quarter, the Project Manager is required to prepare a 100-word summary of the project’s substantive and technical progress towards achieving its objectives. The summaries are reviewed and cleared by UNDP-PNG before being sent to the UNDP/GEF Regional Coordinator.

Mid-term and Final Independent Evaluations

A mid-term evaluation will be conducted in Year 2 and a final evaluation in Year 5 of phase 1. Both evaluations will be undertaken in accordance with UNDP procedures, also taking into account specific GEF requirements. Terms of Reference will be developed by UNDP-PNG with input from UNDP/GEF, CI and GoPNG. An independent evaluator will conduct the mid-term evaluation, while a team of 1-2 evaluators will undertake the final evaluation.

UNDP/GEF’s contribution to the evaluations will include: Review and provide comments on draft TOR Agree on timing and scope of evaluation mission Agree to final TOR Organize GEFSEC arrangements and requirements, if the evaluation has

been identified for a GEFSEC Managed Project Review. Provide nominations for international consultants Review short-list candidates for both international and national consultants Agree with UNDP-PNG on final candidates Participate in evaluation mission if necessary Provide input to the evaluation mission and respond to evaluation

consultant’s questions Review and provide comments on draft evaluation report Support UNDP-PNG, CI, GoPNG and project in addressing recommendations

and applying lessons.

Independent Review of Execution Arrangements

As was recommended in the September 2001 Capacity Assessment Report, a team will undertake follow-up reviews in Years 2 and 5 of Phase 1. The missions will coincide with the independent evaluations. The review team will provide its reports to the Resident Representative, UNDP-PNG, in line with the Terms of Reference (see Annex 1.1).

Project Implementation

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Part D of Section 2 provides an outline of project implementation arrangements. Further elaboration is provided here. In the case of any discrepancies between this section and Part D of Section 2, this section will prevail.

Immediately after the project document is signed, Conservation International will initiate the hiring of the Chief Technical Advisor (CTA). UNDP-PNG, UNDP/GEF and GoPNG will participate in the selection process.

The CTA will undertake an inception mission and prepare an Inception Report. The Inception Report will be considered at the first Steering Committee meeting along with a rolling 2-year work plan and the first quarter’s detailed work plan.

Conservation International will establish a Project Office in Alotau, Milne Bay Province, in line with this Project Document.

A Project Steering Committee will be established. It will be chaired by the Secretary of the Department of National Planning and Rural Development. The CTA will act as secretary to the Steering Committee (see Annex 1.1 for the Steering Committee’s Terms of Reference).

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Part IV Legal Context

This Project Document shall be the instrument referred to as such in Article I of the Standard Basic Assistance Agreement between the Government of Papua New Guinea and the United Nations Development Programme, signed by the parties on 7 April 1981. The host country implementing agency shall, for the purpose of the Standard Basic Assistance Agreement, refer to the government co-operating agency described in that Agreement.

UNDP acts in this Project as Implementing Agency of the Global Environment Facility (GEF), and all rights and privileges pertaining to UNDP as per the terms of the SBAA shall be extended mutatis mutandis to GEF.

The UNDP Resident Representative in Papua New Guinea is authorized to effect in writing the following types of revision to this Project Document, provided that he/she has verified the agreement thereto with the Executive Coordinator, GEF Unit, UNDP (or designated Officer-in-Charge/ representative) and is assured that the other signatories to the Project Document have no objection to the proposed changes:

Revision of, or addition to, any of the annexes to the Project Document;

Revisions which do not involve significant changes in the immediate objectives, outputs or activities of the project, but are caused by the rearrangement of the inputs already agreed to or by cost increases due to inflation;

Mandatory annual revisions which re-phase the delivery of agreed project inputs or increased expert or other costs due to inflation or take into account agency expenditure flexibility; and

Inclusion of additional annexes and attachments only as set out here in this Project Document.

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BUDGET

United Nations Development ProgrammePNG/02/G31/A/1G/71- Milne Bay Coastal and Marine Conservation

Budget " A"Main Source of Funds: 1G - Global Environment Trust FundExecuting Agency: NGO - NGO (Int'l)

Sbln DescriptionImplementing

Funding Total 2002 2003 2004 2005 2006

010 PERSONNEL 011 International Consultants

011.01Chief Technical Advisor NGO Net Amount 545,795

100,000

104,400

108,976

113,735

118,684

W/M 60 12 12 12 12 12

Total 545,795100,00

0104,40

0108,97

6113,73

5118,68

4011.99 Line Total ----------

Net Amount 545,795

100,000

104,400

108,976

113,735

118,684

W/M 60 12 12 12 12 12

Total 545,795100,00

0104,40

0108,97

6113,73

5118,68

4013 Administrative Support

013.01 Finance and Admin Manager NGO Net Amount 84,495 15,600 16,224 16,873 17,548 18,250W/M 60 12 12 12 12 12Total 84,495 15,600 16,224 16,873 17,548 18,250

013.02Accountant NGO Net Amount 45,309 8,747 9,096 8,828 9,155 9,483W/M 60 12 12 12 12 12Total 45,309 8,747 9,096 8,828 9,155 9,483

013.99 Line Total ----------

Net Amount 129,804 24,347 25,320 25,701 26,703 27,733W/M 120 24 24 24 24 24Total 129,804 24,347 25,320 25,701 26,703 27,733

015 Monitoring and Evaluation

015.01Independent Evaluation NGO Net Amount 30,000 10,000 20,000Total 30,000 10,000 20,000

015.02Execution Review NGO Net 30,000 15,000 15,000

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AmountTotal 30,000 15,000 15,000

015.99 Line Total ----------

Net Amount 60,000 25,000 35,000Total 60,000 25,000 35,000

016 Mission Costs

016.01 Official Travel NGO Net Amount 53,658 8,500 6,237 13,200 12,467 13,254Total 53,658 8,500 6,237 13,200 12,467 13,254

016.99 Line Total ----------

Net Amount 53,658 8,500 6,237 13,200 12,467 13,254Total 53,658 8,500 6,237 13,200 12,467 13,254

017 National Consultants

017.01 Community Development Specialist NGO Net Amount 203,257 37,640 39,146 40,651 42,157 43,663W/M 60 12 12 12 12 12Total 203,257 37,640 39,146 40,651 42,157 43,663

017.02 Community Trainer NGO Net Amount 91,525 16,949 17,627 18,305 18,983 19,661W/M 60 12 12 12 12 12Total 91,525 16,949 17,627 18,305 18,983 19,661

017.03MPA and Conservation Coord NGO Net Amount 91,007 16,853 17,527 18,201 18,876 19,550W/M 60 12 12 12 12 12Total 91,007 16,853 17,527 18,201 18,876 19,550

017.04Communications Officer NGO Net Amount 59,277 10,978 11,416 11,855 12,294 12,734W/M 60 12 12 12 12 12Total 59,277 10,978 11,416 11,855 12,294 12,734

017.05Education Officer NGO Net Amount 44,142 8,174 8,501 8,828 9,155 9,484W/M 60 12 12 12 12 12Total 44,142 8,174 8,501 8,828 9,155 9,484

017.06Marine Biodiversity Officer NGO Net Amount 91,254 16,848 17,522 18,223 18,952 19,709Total 91,254 16,848 17,522 18,223 18,952 19,709

017.07Monitor WDC Empower NGO Net Amount 8,855 1,785 1,085 2,275 2,275 1,435Total 8,855 1,785 1,085 2,275 2,275 1,435

017.08 Monitor Awareness Activities NGO Net Amount 5,757 1,067 2,345 2,345

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Total 5,757 1,067 2,345 2,345017.99 Line Total ----------

Net Amount 595,074

110,294

112,824

120,683

122,692

128,581

W/M 300 60 60 60 60 60

Total 595,074110,29

4112,82

4120,68

3122,69

2128,58

1

019 PROJECT PERSONNEL TOTAL ---------- Net Amount

1,384,331

243,141

273,781

268,560

275,597

323,252

W/M 480 96 96 96 96 96

Total1,384,33

1243,14

1273,78

1268,56

0275,59

7323,25

2020 CONTRACTS 021 Contract A

021.02 Translation, Training/Plan-Matl NGO Net Amount 17,500 3,500 3,500 3,500 3,500 3,500Total 17,500 3,500 3,500 3,500 3,500 3,500

021.99 Line Total ----------

Net Amount 17,500 3,500 3,500 3,500 3,500 3,500Total 17,500 3,500 3,500 3,500 3,500 3,500

022 Contract B

022.01 Economist NGO Net Amount 39,000 19,000 5,000 5,000 5,000 5,000Total 39,000 19,000 5,000 5,000 5,000 5,000

022.02Biological Monitoring NGO Net Amount 57,054 24,154 10,850 5,600 10,850 5,600Total 57,054 24,154 10,850 5,600 10,850 5,600

022.03Fisheries Management NGO Net Amount 30,000 7,500 7,500 7,500 7,500Total 30,000 7,500 7,500 7,500 7,500

022.04 GIS Training NGO Net Amount 72,300 17,960 15,460 12,960 12,960 12,960Total 72,300 17,960 15,460 12,960 12,960 12,960

022.05Protected Area Management NGO Net Amount 37,500 15,000 10,000 7,500 5,000Total 37,500 15,000 10,000 7,500 5,000

022.06Marine Biologist Assess Spec NGO Net Amount 109,000 36,333 36,333 36,334 Total 109,000 36,333 36,333 36,334

022.99 Line Total ----------

Net Amount 344,854 97,447 90,143 77,394 43,810 36,060Total 344,854 97,447 90,143 77,394 43,810 36,060

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023 Contract C

023.01Education Materials Production NGO Net Amount 7,000 3,500 3,500 Total 7,000 3,500 3,500

023.99 Line Total ----------

Net Amount 7,000 3,500 3,500 Total 7,000 3,500 3,500

029 SUBCONTRACTS TOTAL ---------- Net Amount 369,354

100,947 97,143 80,894 50,810 39,560

Total 369,354100,94

7 97,143 80,894 50,810 39,560030 TRAINING 032 Other Training

032.01W/S Trainer of Trainers/Comm Entry NGO Net Amount 52,041 52,041 Total 52,041 52,041

032.02W/S Community Entry Approach NGO Net Amount 249,393 45,693 62,020 35,560 46,900 59,220Total 249,393 45,693 62,020 35,560 46,900 59,220

032.03Integrate MPA -LLF Dev Plans NGO Net Amount 16,800 4,200 4,200 4,200 4,200Total 16,800 4,200 4,200 4,200 4,200

032.04 Integrate Marine Resources Manage NGO Net Amount 27,615 1,751 6,466 6,466 6,466 6,466Total 27,615 1,751 6,466 6,466 6,466 6,466

032.05Biological Socio-Econo Deter/Monitr NGO Net Amount 100,000 50,025 49,975Total 100,000 50,025 49,975

032.06 Forum Conservation Needs NGO Net Amount 57,330 8,033 8,033 20,633 20,631Total 57,330 8,033 8,033 20,633 20,631

032.07W/S User Rights/Accss Issues NGO Net Amount 39,200 13,737 13,212 12,251 Total 39,200 13,737 13,212 12,251

032.08Marine Resource Mapping & Planning NGO Net Amount 172,610 46,774 50,584 41,931 30,416 2,905Total 172,610 46,774 50,584 41,931 30,416 2,905

032.09Forum, Comm-based Marine ManagementNGO Net Amount 72,266 5,618 17,592 14,619 14,728 19,709Total 72,266 5,618 17,592 14,619 14,728 19,709

032.10Comm-based Monitoring Technical Sup NGO Net 27,160 6,790 6,790 6,790 6,790

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AmountTotal 27,160 6,790 6,790 6,790 6,790

032.11Conservation Activity Recording NGO Net Amount 26,810 5,362 5,362 5,362 5,362 5,362Total 26,810 5,362 5,362 5,362 5,362 5,362

032.12Tech Support for Comm; data&Mngmt NGO Net Amount 37,415 7,945 7,945 7,945 6,790 6,790Total 37,415 7,945 7,945 7,945 6,790 6,790

032.13MPA Regulation Establishment & Enft NGO Net Amount 39,256 11,844 11,494 15,918 Total 39,256 11,844 11,494 15,918

032.14Surveillance Procedures & Mechanism NGO Net Amount 35,490 11,830 11,830 11,830 Total 35,490 11,830 11,830 11,830

032.15MPA Cluster Development NGO Net Amount 9,429 9,429Total 9,429 9,429

032.16Conservation Development Churches NGO Net Amount 5,224 1,706 1,164 1,164 595 595Total 5,224 1,706 1,164 1,164 595 595

032.17W/S Environment Education Churches NGO Net Amount 6,370 1,593 1,593 1,592 1,592Total 6,370 1,593 1,593 1,592 1,592

032.18Trainer Of Trainers Education Mat NGO Net Amount 12,994 4,331 4,331 4,332 Total 12,994 4,331 4,331 4,332

032.19Technical Support of Environment Ed NGO Net Amount 14,876 3,719 3,719 3,719 3,719Total 14,876 3,719 3,719 3,719 3,719

032.99 Line Total ----------

Net Amount

1,002,279

216,915

217,210

178,249

192,522

197,383

Total1,002,27

9216,91

5217,21

0178,24

9192,52

2197,38

3

039 TRAINING TOTAL ---------- Net Amount

1,002,279

216,915

217,210

178,249

192,522

197,383

Total1,002,27

9216,91

5217,21

0178,24

9192,52

2197,38

3040 EQUIPMENT 045 Equipment

045.01Expendable NGO Net Amount 25,585 25,585

21

Total 25,585 25,585

045.02Non-expendable NGO Net Amount 101,850

101,850

Total 101,850101,85

0045.99 Line Total ----------

Net Amount 127,435

127,435

Total 127,435127,43

5

049 EQUIPMENT TOTAL ---------- Net Amount 127,435

127,435

Total 127,435127,43

5050 MISCELLANEOUS 052 Reporting Costs

052.01Ongoing Reporting of LLG efforts NGO Net Amount 3,500 700 700 700 700 700Total 3,500 700 700 700 700 700

052.02Intergt of MPA Mngt Plans to Prov NGO Net Amount 4,200 1,050 1,050 1,050 1,050Total 4,200 1,050 1,050 1,050 1,050

052.03Reporting Channel to MBPG NGO Net Amount 2,625 525 525 525 525 525Total 2,625 525 525 525 525 525

052.04MPA Gaze Formulation & Formalizatn NGO Net Amount 12,163 3,325 3,325 2,756 2,757Total 12,163 3,325 3,325 2,756 2,757

052.05Audit Costs NGO Net Amount 8,658 1,808 1,712 1,712 1,713 1,713Total 8,658 1,808 1,712 1,712 1,713 1,713

052.99 Line Total ----------

Net Amount 31,146 3,033 7,312 7,312 6,744 6,745Total 31,146 3,033 7,312 7,312 6,744 6,745

059 MISCELLANEOUS TOTAL ---------- Net Amount 31,146 3,033 7,312 7,312 6,744 6,745Total 31,146 3,033 7,312 7,312 6,744 6,745

090 EXECUTION FEE 094 NGO Execution Fee

094.01Execution Fee NGO Net Amount 285,455

285,455

Total 285,455 285,45

22

5094.99 Line Total ----------

Net Amount 285,455

285,455

Total 285,455285,45

5

099 BUDGET TOTAL ---------- Net Amount

3,200,000

976,926

595,446

535,015

525,673

566,940

W/M 480 96 96 96 96 96

Total3,200,00

0976,92

6595,44

6535,01

5525,67

3566,94

0

23

United Nations Development ProgrammePNG/01/010 - Milne Bay Coastal and Marine Conservation

Budget " A"Main Source of Funds: 01 - UNDP-IPF / TRAC - (Trac 1.1.1 & 1Executing Agency: NGO - NGO (Int'l)

Sbln Description Implementing Funding Total 2002 2003 2004 2005010 PERSONNEL 011 International Consultants 011.52 GIS Specialist NGO Net Amount 50,000 20,000 30,000

Total 50,000 20,000 30,000011.53 ICT Specialist NGO Net Amount 36,409 15,000 21,409

Total 36,409 15,000 21,409011.99Line Total ---------- Net Amount 86,409 35,000 51,409

Total 86,409 35,000 51,409019 PROJECT PERSONNEL TOTAL ---------- Net Amount 86,409 35,000 51,409

Total 86,409 35,000 51,409020 CONTRACTS 024 Contract D 024.01 SMIP NGO Net Amount 300,000 122,925 82,925 94,150

Total 300,000 122,925 82,925 94,150024.02 Sustainable Land-Use and Nutri Prog NGO Net Amount 274,732 100,000 90,000 84,732

Total 274,732 100,000 90,000 84,732024.99Line Total ---------- Net Amount 574,732 222,925 172,925 178,882

Total 574,732 222,925 172,925 178,882029 SUBCONTRACTS TOTAL ---------- Net Amount 574,732 222,925 172,925 178,882

Total 574,732 222,925 172,925 178,882030 TRAINING 032 Other Training 032.01 ICT Training NGO Net Amount 93,591 25,000 25,000 25,000 18,591

Total 93,591 25,000 25,000 25,000 18,591032.02 W/S Community Vulnerability Assessn NGO Net Amount 15,000 5,000 5,000 5,000

Total 15,000 5,000 5,000 5,000032.99Line Total ---------- Net Amount 108,591 30,000 30,000 30,000 18,591

Total 108,591 30,000 30,000 30,000 18,591039 TRAINING TOTAL ---------- Net Amount 108,591 30,000 30,000 30,000 18,591

Total 108,591 30,000 30,000 30,000 18,591040 EQUIPMENT

24

045 Equipment 045.01 Non Expendable NGO Net Amount 20,000 10,000 10,000

Total 20,000 10,000 10,000045.99Line Total ---------- Net Amount 20,000 10,000 10,000

Total 20,000 10,000 10,000049 EQUIPMENT TOTAL ---------- Net Amount 20,000 10,000 10,000

Total 20,000 10,000 10,000090 EXECUTION FEE 094 NGO Execution Fee 094.01 NGO Execution Fees NGO Net Amount 28,973 28,973

Total 28,973 28,973094.99Line Total ---------- Net Amount 28,973 28,973

Total 28,973 28,973099 BUDGET TOTAL ---------- Net Amount 818,705 326,898 264,334 208,882 18,591

Total 818,705 326,898 264,334 208,882 18,591

25

United Nations Development ProgrammePNG/01/010 - Milne Bay Coastal and Marine Conservation

Budget " A"Main Source of Funds: 01 - UNDP-IPF / TRAC - (Trac 1.1.1 & 1Executing Agency: NGO - NGO (Int'l)

Sbln Donor Funding Total 2002 2003 2004 2005103 103.01 JPN JPN Net Contrib. 318,705 133,973 95,000 89,732

CO Adm. % 2.69 3.16 3.34 0.00CO Adm. 9,600 3,600 3,000 3,000Total 328,305 137,573 98,000 92,732

103.99 Net Contrib. 318,705 133,973 95,000 89,732 CO Adm. % 2.69 3.16 3.34 0.00CO Adm. 9,600 3,600 3,000 3,000Total 328,305 137,573 98,000 92,732

109 C/S Total ---------- Net Contrib. 318,705 133,973 95,000 89,732 CO Adm. % 2.69 3.16 3.34 0.00CO Adm. 9,600 3,600 3,000 3,000Total 328,305 137,573 98,000 92,732

999 Net Contrib. 500,000 192,925 169,334 119,150 18,591Total 500,000 192,925 169,334 119,150 18,591

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SIGNATURE PAGE

Number: PNG/02/G31/A/1G/71

PNG/01/010

Title: Community-based Coastal and Marine Conservation in Milne Bay Province

Duration: 5 yearsCountries: Papua New GuineaACC/UNDP (Sub) Sector: G3: EnvironmentGEF Focal Area: Biodiversity GEF Operational Programme: OP#2 Costal, Marine, and Freshwater

EcosystemsGEF Implementing Agency: UNDPExecuting Agency: Conservation International

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Estimated Starting Date: October, 2002

Approved on behalf of the Government:

Signature_________________________ Date: _________________________

Approved on behalf of the Executing Agency:

Signature_________________________ Date: _________________________

Approved on behalf of UNDP Papua New Guinea:

Signature_________________________ Date: _________________________

UNDP & Cost-Sharing Financing

(in US$)

TOTAL: $6,443,022

UNDP-Managed FundsUNDP/GEF: $3,200,000TRAC $500,000JHDTF $318,705Sub-Total $4,018,705

Parallel Financing:Government: $570,000CI $1,650,000Other donors $204,317Sub-Total: $2,424,317

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ANNEXES TO SECTION 1Page

Annex 1.1 Terms of Reference: 26Steering Committee 26Chief Technical Advisor………………………………………… 27

Community Development Specialist………………………… 33Marine Biodiversity Officer…………………………… 35Marine Protected Area & Conservation Coordinator………… 37Education Coordinator………………………………………… 39Community Trainer…………………………………………… 41Tourism Extension Officer……………………………………… 43Communications Officer……………………………………… 46Finance and Administration Manager………………………… 48Project Accountant…………………………………………… 50Office Assistant………………………………………………… 52Dinghy Operators……………………………………………… 54Village Engagement Teams…………………………………… 56

Output 1 Contract 1: Legal Advocacy…………………………………… 58Contract 2: Transition, Training/Planning Materials…………… 60

Contract 3: ICT Specialist ……………………………………………… 61Contract 4: GIS Specialist ………………………………………… 63

Output 2 Contract 1: Economics………………………………………… 65Contract 2: Biological Monitoring……………………………… 67Contract 3: Fisheries Management…………………………… 69Contract 4: GIS Trainer………………………………………… 71Contract 5: Protected Areas Management…………………… 73Contract 6: Marine Biodiversity Assessment…………………… 75

Output 3 Contract 1: Education Materials Production…………………… 77Output 4 Contract 1: Small Islands in Peril……………………………… 79

Research Scientist………………………………… 84International Coordinator (ANU IC) …………………………… 85National Coordinator (UPNG NC)…………………………… 86Contract 2: Sustainable Land Use and Nutrition Program…… 88Team Leader………………………………………… 92Land Use Specialist………………………………… 93Women’s Agricultural Extension Officer…………… 95Research Coordinator……………………………… 96Field Assistant……………………………………… 97Ward Based Assistant……………………………… 98

Pilot Waste Management Program ………………………………….. 99Capacity Assessment Audit…………………………………………………. 101Annex 1.2 Proposed Five -Year Work Plan (2002 – 2007)2 104Annex 1.3 Project Cooperation Agreement 115Annex 1.4 Response to Issues Raised by UNDP’s NGO Capacity Assessment Report

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2 A 2-year rolling workplan will be prepared by the CTA during the Inception Phase

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Annex 1.5 Project Sustainability and Provincial Capacity Benchmarks 127Annex 1.6 Letter of Agreement between UNDP-PNG and Government of PNG 133

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Annex 1.1 Terms of Reference

Project Steering Committee

The project partners will form a Steering Committee to provide guidance and direction to the conservation and development programmes of the Milne Bay Coastal and Marine Conservation and Development Project. The Steering Committee would be established as soon as practical, but will at least hold its first meeting in time to consider the CTA’s Inception Report.

Although the Steering Committee will have decision-making power as well as an advisory function, it may not alter project objectives or outputs. The Steering Committee may alter project activities and/or implementation arrangements, including arrangements for the sub-contracts, but only if there is clear and consistent evidence, based on progress reports against project output indicators that the project activities are failing to deliver project outputs, or the sub-contracts are failing to meet their obligations under their Terms of Reference. Changes to project activities and/or implementation arrangements funded by the GEF will require the consent of the UNDP/GEF Executive Coordinator or his representative.

The Secretary of the Department of National Planning and Rural Development will be the Chairman of the Committee. The committee will meet at least bi-annually, or more often if required and will set its meeting dates and venues. Committee meetings may be requested by the Chairman, Deputy Chairman or UNDP.

The Committee will be responsible for the following:

Advise project management on implementation Review project progress Approve the annual work plan and budget Monitor project expenditures Review the project APR/PIR

The committee membership will comprise of:

DNPRD as Chairman (First Assistant Secretary, AID Coordination) DEC as Deputy Chairman (First Assistant Secretary) Milne Bay Provincial Government (Administrator) National Fisheries Authority (Manager Sedentary Fisheries) Conservation International (Director, Melanesia Program) UNDP (Assistant Resident Representative) University of PNG (Senior Lecturer, Biology Department) World Wildlife Fund (Country Director)

The project's CTA will act as the Secretary to the Committee.

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Position: Chief Technical Advisor (CTA)Reporting to: Project Steering Committee (PSC)Duration: Initial period of 2-years. 5-year positionTiming: Appointment by the date of commencement of the Implementation Phase Location: Alotau, Milne Bay province, PNG

BACKGROUND

The Milne Bay Province of Papua New Guinea contains some of the most biologically diverse and pristine coral reefs, mangrove forests, and sea grass beds left in the world. Milne Bay Province has an estimated 13,000 km2 of coral reefs, equivalent to 32 percent of Papua New Guinea’s total charted reef area. The Province comprises the mountainous southeastern-most tip of mainland PNG, 10 relatively large islands and more than 150 smaller islands. Two Rapid Assessment Surveys (RAP) undertaken by Conservation International recorded 429 species of reef coral with 20+ new species being reported. The RAPs also recorded approximately 945 species of molluscs, and 1,109 reef and near-shore fish species. This ecosystem is therefore of global siginicant for its marine biota within the eastern sector of the Coral Triangle

The marine environment also provides subsistence and economic benefits for coastal communities and important breeding areas for marine turtles and dugong. The integration of marine biodiversity conservation into human development priorities is critical for the long-term sustainability of these resources, biodiversity and sustained livelihoods of local coastal communities. The improvement of the subsistence agriculture base is also an important component so that the pressure on the exploitation of the marine resource is lessened.

Conservation International, ANU and UNDP-GEF developed the MILNE BAY COMMUNITY BASED COASTAL AND MARINE CONSERVATION PROJECT to address these issues and to provide site-based demonstrations of Community-based conservation and sustainable use of marine systems. Three zones were selected with areas of interest within zone 1 to be implemented in the first 5-year phase. Phase 2 which follows on from phase 1 is to be to be triggered by the success of the first phase and will be an extension of the project into zones 2 and 3.Areas of interest in Phase 1 are; Nuakata, Yabam/Pahilele Islands, Engineer group of Islands, Ware Island, Deboyne islands, Brooker Island and their associated reef ‘territories’.

The project has undergone a 2-year preparatory phase within which a project document ProDoc has been developed. Substantial documentation has been developed through the CNA Conservation Needs Assessment, SES Social Evaluation Study, SPP Stakeholder participation Plan SUOP Sustainable Use Option Plan, PPNA policy & planning Needs Assessment and M&E Monitoring and Evaluation, A Threats Matrix and Project Log Frame are key elements of the ProDoc that will guide the implementation of the project.

Implementation will be with communities will be facilitated through Village Engagement Teams who will be working with the existing village development

32

structures of the Ward Development Committees WDCs and Village Interest groups. The CSIRO in conjunction with the national Fisheries Authority and CI have completed a Stock Assessment of sedentary marine resources of the province and habitat mapping. Other technical international consultants and their counterparts will visit the various projects sites in the assessment of the baseline and proposing how best the project can address the implementation of activities to achieve the desired results.

An extensive diversity of subcontracts will occur under the project including Independent Monitoring. An extensive series of Workshops has been developed to increase the awareness and capacity of project stakeholders.

A long-term Chief Technical Advisor is required to provide technical support to the project. The project duration is planned for 10 years (late 2002 to 2012) with the CTA in place full-time for the first 60 months and to be evaluated for the second phase.

The CTA is to be part of and based with the Project Team in Alotau, Milne Bay Province, Papua New Guinea. The incumbent will manage on a day-to-day basis the project staff. Reports as necessary (monthly, quarterly and annual) will be compiled and shall comply with the procedural requirements of the project partners. During residency under this appointment the incumbent will be a Conservation International staff member, and under any contractual modality shall have a contractual responsibility to CI for implementation of his/her duties. The CTA will work under the general instruction of the Project Steering Committee.

There is required travel to all project sites within each 12 month period, with about one working week spent at each site (including travel to and between sites) during each visit and consultation with provincial and national agencies, and supervision of subcontractor will drive the CTA work plan and work schedule which will be coordinated by the incumbent in close consultations with CI/UNDP/ANU/SLUNP quarterly in advance, for approval by these partners in accordance with the Log Frame. Any adjustments beyond the Log Frame will require the approval of the Project Steering Committee (PSC).

DUTIES AND RESPONSIBILITIES

The CTA will be the overall Project Team Leader, a full time CI staff person with primary responsibility to coordinate the overall implementation of the project. The CTA will take the lead in ensuring that local capacity is built especially in the MB Admin so that sectors of the project implementation and management is taken over by MB Admin. This will be in accordance with specific triggers set for sustainability of the project. The specific responsibilities of the CTA will be in the fields of project operations and management and technical input. Specifically, these involve the bulleted list below, but may be amended by all parties (CI, UNDP) from time to time in response to changing project needs.

Project operations and management:

33

Assist the project and MB Provincial Government in the design, planning, management, implementation, monitoring and supervision of project components

Advise UNDP on the training needs of individual project staff so that they may fulfill their assigned functions effectively and to participate in the drafting of a training plan for the project.

Assist the project and MB Provincial Government in drafting and finalising overall project and annual work plans, and to advise the project staff on the rules and regulations for UNDP/GEF projects, in particular as required by the GoPNG, as it relates to financial requirements and management and monitoring procedures.

Assist the project and MB provincial Government in drafting and finalising the Annual Progress Report and to guide staff in implementing decisions made at the Steering Committee meetings in a timely manner to a high standard.

Assist project staff to plan their activities in relation to implementation of the overall projects activities, objectives and targeted impact; to monitor progress; and to assist them in drawing up Annual Work Plans in relation to the approved budget on how to use the projects resources effectively and efficiently.

Undertake an Inception Mission, culminating in an Inception Report to the Steering Committee including a rolling 2-year work plan as well as a detailed work plan for the first quarter of the project.

The incumbent will ensure that recommendations made in the M&E are included in adjustments to work programs and the log frame as may be instructed by the Steering Committee.

Review and prepare Terms of Reference for International and National Consultants to a high standard with a detailed work plan and together with UNDP identify and shortlist suitable candidates and to confirm the suitability of all technical staff recruited under the project prior to their recruitment.

With the relevant technical staff, be responsible for the overall supervision of the work by International and National Consultants and ensure agreed outputs are met on time

Ensure the project staff meet all reporting requirements, updates and reviews for the Project Steering Committee, and to independently advise all stakeholders of the progress made by the Executing Agency, and to take a lead in preparing annual and costed rolling quarterly work plans to a high standard listing the responsible party, inputs, cost of inputs, process of implementation, activities, outputs and outcomes/results, and expected impact as they relate to each objective of the project.

Establish contacts and a database on other actors in related thematic fields in PNG the Pacific and the Coral Triangle and propose how best to cooperate with them in order to avoid duplication of efforts and benefit from sharing of experiences. Such actors will be Governmental,

34

international organizations, projects funded by donors, NGOs and UN agencies.

Review and assess all project reports and outputs and provide comments and guidance to project and MB Provincial Government, , ANU, SLUNP stakeholders as required.

Prepare updates to the Project Steering Committee meetings as called by the chairperson.

Prepare update reports for a Tripartite Review Meeting (TPR) at least once a year.

Provide all parties with a concise quarterly CTA report on project progress according to the current work plan; drawing attention to difficulties encountered and strategies proposed to overcome problems. These reports will be specific and analytical and will form the basis for a quarterly project review meeting to be attended by the project Steering Committee during which the CTA will introduce the report and make recommendations for immediate actions relating to day-to-day issues.

Facilitate coordination between contractors and consultants under the project, and to direct contractors in information exchange in order to help ensure that the various project components are integrated, and that there is information flow between contractors and consultants.

Advise the FAM, who reports directly to the CBC Finance Manager, to ensure efficient and top-quality administration of the project funds.

35

Technical inputs

Dependent on the specific scope of technical skills / qualifications of the CTA, the position will be responsible for significant technical inputs to project development, actual project outputs, reviews and appropriate site monitoring and visits. This will include:

Assist the MPACC, CDS, EDC, MBO in organization of and participation in all annual reviews of project outputs.

Oversee the work of the short-term International and National Consultants and contractors to ensure technical quality requirements are met, and draft a brief assessment of each mission. Reports are to be shared with relevant project partners in draft form, with adjustments to be coordinated by the CTA after reviewing any comments received from each partner.

Review and monitor progress among each participating community within areas of interest in Zone 1. At least one visit in a year to each community to evaluated progress of the work plan and implementation. Consultation with project staff as a debriefing will be a standard procedure in communicating findings.

Participate in all relevant workshops and conferences relating to the project and to make presentations and reviews of results and outputs where necessary.

Provide technical input to and contribute directly to specialist training activities through involvement in training workshops at the national and local levels, and to provide TORs for training activities, especially abroad, and to collaborate with the CI/UNDP in reviewing nominees for overseas training.

The CTA will be based in Alotau but is envisaged the need for quarterly duty travel to the each of the four project areas in Nuakata/Yabam-Pahilele, Engineers, Ware, Deboynes, Brooker within Milne Bay Zone 1 to attend to work under this TOR that is best done at the field/site level.

Learning and Knowledge Sharing:

The incumbent is to participate in the learning/knowledge-sharing networks of i) UNDP/GEF senior project personnel; ii.) CI iii) ANU and other agencies as may arise on projects sharing common characteristics.

To identify and participate in additional networks, for example scientific and policy-based networks that may also yield lessons that can benefit project implementation.

To identify, analyze and communicate lessons learned that might be useful in design and implementation of similar projects. The duty of identifying and analyzing lessons learned is an on-going one, and the duty to communicate those lessons is on an as-needed basis,

36

To ensure that TOR for consultants recruited under the project incorporate mechanisms to outline lessons learned.

Reporting Requirements:

The following reports are to be submitted by the CTA in draft form to the indicated parties by e-mail. These reporting requirements form an integral part of the CTA duties and must be delivered on time and as specified. Changes can, however, be made as agreed between CI/UNDP and the CTA.

Report Incidence

Format Distribution

Inception Report Within first 3 months

Word document Steering Committee, CI, UNDP

CTA work plan Quarterly Table CI, UNDPProgress report Quarterly Word document

highlighting progress, bottle-necks, solutions

GoPNG, MBAdmin, CI, UNDP, GoJ3, ANU1

(‘all parties’)

Monthly meeting minutes

Monthly; 1 wk after meeting

Word document All parties

Project rolling Work plan

As required – At least annually

Word Document Table (update)

All parties

Project Quarterly Work plan

Quarterly Table All parties

Mission report 1 wk after mission

Word document on site progress

All parties

CI Annual work report

Annually (in March)

Word document CI

CTA Assessment As required

As required CI and UNDP

End of assignment report

2 months before end of contract, unless then renewed

Word and tables All parties

REQUIREMENTS3 Years 1-3 only1

37

The selected candidate for the position of CTA will have the following qualifications and experience:

A postgraduate degree and substantial program management work experience in Environmental Conservation and/or other related fields. Management degrees or certificates in addition to technical experience are assets.

At least ten years of broad experience in multisectoral project management. Including management of contracts implemented by consultants and/or research institutes; in the fields of environmental and natural resources management, preferably with experience in tropical marine and small island issues.

A demonstrated understanding of the practical and local political issues related to natural resources management within the Pacific an advantage.

Substantial experience in PAs management, alternative livelihoods, subsistence improvement, biodiversity conservation and marine systems evaluation and a broad based working experience in Melanesia highly desirable.

Proven ability of good coordination and negotiation skills to work effectively within a coastal Melanesian working environment with government counterparts and various international/ national consultants.

Proven knowledge of, and ability to impart, international best practices in:

Biodiversity conservation (requirement)

Alternative livelihoods and participatory community development (highly desirable)

Management of multifaceted projects, with a practical understanding of ‘Logframe’ or related approaches (requirement)

Familiarity with UN rules and regulations in general and those of UNDP and GEF in particular is an advantage. Access to informal and formal knowledge networks on technical areas under the project a requirement.

Fluency in English required and specifically, excellent writing and communication skills.

Must be ready, willing, and physically capable of undertaking field trips to project sites over long sea distances. The area is one of chloroquine-resistant and cerebral malaria incidence.

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Position: Community Development Specialist (CDS)Reporting to: Chief Technical Advisor (CTA)Duration: 5-yearsTiming: Appointment by the date of commencement of the Implementation Phase. Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The project places heavy emphasis on stakeholder participation via a cyclic process of disseminating environmental information, allowing time for communities to absorb and process the information, and attempting to capture responses via Local Level Governments; two such cycles are planned.

The project would define the parameters of successful management in PNG’s unique socio-cultural context, borrowing lessons from, but also supplying lessons to other coastal and marine conservation initiatives in Pacific Island SIDS.

The full project will support demonstrations of community-based conservation in representative sites. Interventions will establish community-managed conservation areas zoned for strict protection and sustainable use with stakeholder participation. At district, provincial and national levels, the CDS will coordinate planning, awareness and communications, training and other ancillary activities required for successful conservation management in the province. The Community Development Specialist will be responsible for oversight of activities of the Community Trainer and the Communication Officer in the implementation of the Community Entry Process and resultant documentation.

REPORTING STRUCTURE

The CDS will report to the Chief Technical Advisor on the coordination of planning, awareness and communications, training and other ancillary activities at the district, provincial and national levels.


Design Socio-Political/Economic Surveys for Province-wide and Site-specific areas.

Oversee and guide staff involved in the Community Entry process. This will include the responsibility to design and adopt the project’s Community Approach Model. This model will set out approaches for interacting with project communities and how the project will process and filter activities related to community motivation, awareness and support

Assist in the training of the Village Engagement Teams and co-ordinate site-specific research teams particularly in areas that the CDS is familiar with.

39

Assist in collecting field data obtained from above surveys and oversee analysis and write up of the data.

Liaise with appropriate Community Stakeholders, Government Institutions and Commercial Interests to avoid and/or resolve conflicts between the expectations of all stakeholders and interest groups and the conservation objectives of the Project.

Contribute towards defining the outputs and activities required to address threats to biodiversity and gather inputs from all stakeholder and interest groups on indicators, for use in monitoring and evaluation.

Design plans and supervise monitoring and evaluation of community entry, training, awareness and education activities of the project.

Provide input on the social tractability of proposed project sites.

REQUIREMENTS

The successful candidate may be a PNG non-citizen or a PNG national and will have the following attributes:

At least 5 years experience working in sociology/anthropology, preferably in marine environmental management.

Demonstrated leadership and experience in team coordination.

Demonstrated experience and ability to work effectively with local communities and other pertinent stakeholders in coastal PNG on resource management issues.

Demonstrated knowledge of and or training in participatory tools and methodologies such as PRA.

Tertiary qualifications in sociology/anthropology or a related discipline.

High-level oral and written communication, negotiation, and liaison skills.

Demonstrated experience in fieldwork management, including the ability to work to strict deadlines and with limited supervision.

40

Position: Marine Biodiversity Officer (MBO)Reporting to: Marine Biodiversity Assessment Specialist (MBAS) / Chief Technical Advisor (CTA)Duration: 5-yearsTiming: Appointment by the date of commencement of the implementation phase Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The project’s objective is to develop a formally recognised community-based conservation program among village communities of Milne Bay Province. High priority sites for conservation are to be designated in collaboration with local communities. The project will support demonstrations of community-based conservation in representative sites. How this affects the biological and socio-economic status of these areas of interest needs to be determined, closely followed and evaluated. The marine biodiversity assessment and monitoring component of the project will be initiated and technically supported by a short-term specialist in Marine Biodiversity Assessment (MBAS) who will design and coordinate the program of activities. The MBO will play a key role in assisting in the design of methodologies and for field implementation of both a community-based monitoring program and an independent scientific program within the target villages. Also the MBO will be responsible for overseeing the implementation of community-based marine monitoring program within targeted villages and link these results to the formal scientific marine monitoring program. This will include monitoring of indicator/surrogate species and catch per unit effort data. The MBO will work in close collaboration with other members of the project team including the MPACC and the Community Development Team to maintaining appropriate linkages with local communities.

The MBO will undertake extensive on-the-job-training under the MBAS and as the project progresses (by year three) take over the responsibilities of the scientific management and reporting of the marine conservation component of the project. The MBO will also receive technical support from the CI network of marine specialists based at the CBC –Melanesia and CI-DC offices.

At village, district, and provincial levels, the MBO will assist in the activities required for successful resource assessments, monitoring and conservation in the Milne Bay Province under the initial technical supervision, support and mentoring of the MBAS.

REPORTING STRUCTURE

The MBO will report initially to the MBAS on the progress of the field implementation of the various programs, with supervision in Milne Bay provided by the Chief Technical Advisor. From year 3, the MBO will be reporting directly to the Chief Technical Advisor on the implementation of the Scientific Marine Monitoring Program and the Community-based Monitoring Program.

41


Assist the MBAS in planning, designing and implementing baseline marine biodiversity assessments in the area covered by the project.

Assist the MBAS in planning, organize and coordinate marine biodiversity and fisheries resources monitoring activities and programs throughout the project area.

Assist the MBAS in design, trial, including a training component of a participatory MPA monitoring program that is community-based, scientifically valid and can detect trends in target species/habitats

Liaise with fisheries authorities, both national and overseas, in the development of marine biodiversity and fisheries resources monitoring and management practices.

Contribute to the analysis and preparation of reports on the baseline assessments and surveys as well as status of the monitoring program and be able to report and cooperate with the PNG Global Coral Reef Monitoring Network, and its Pacific node.

Contribute towards defining the outputs and activities required to address threats to biodiversity and for sustainable resource management.

Assist the project team with technical and scientific advice to support the formulation of marine conservation education, outreach and awareness approaches and programs

Contribute technical and scientific advice for the design, testing, adaptation and production of training and extension manuals.

Assist in assessing training needs and provide basic training for targeted members of local communities in methods used for baseline and monitoring surveys and reporting assessments.

With the support and mentoring from the MBAS, progressively take over full responsibility of activities and reporting for the marine conservation program.

REQUIREMENTS

The successful candidate is expected to be recruited locally in PNG and should have the following attributes:

At least 3 years experience working in marine biology or fisheries with some experience in the implementation of marine surveys.

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Demonstrated ability to work effectively with local coastal PNG communities in marine resource management.

Tertiary qualification degree/diploma in marine biology/science or fisheries.

High-level oral and written communication, negotiation and liaison skills.

Demonstrated experience in fieldwork management, training and reporting skills, including the ability to work to strict deadlines and with limited supervision.

Basic background in statistics and a willingness to learn statistical analyses needed and their interpretation for the program.

Working experience with local communities would be highly desirable.

Open Water Diver Certification would also be required

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Position: Marine Protected Area & Conservation Coordinator (MPACC)Reporting to: Chief Technical Advisor (CTA)Duration: 5-years Timing: Appointment by the date of commencement of the Implementation PhaseLocation: Alotau, Milne Bay Province PNG

BACKGROUND

The project places emphasis on stakeholder participation so that the key stakeholders in the target villages develop the skills necessary to manage their resources in a sustainable way.

The project will initiate and operationalise a system of MPAs, providing resource-owning communities with the necessary support to manage their lagoon, reef and coastal systems. Site priority for marine conservation will be determined by the Marine Protected Area & Conservation Coordinator (MPACC) through a synthesis of the results of the community entry and biological data and will assist communities to assess short-term costs and long-term benefits of MPAs. Innovative protection of habitat through community developed and adaptive management practices will be explored. The MPACC will coordinate the synthesis of community based management practices, the development of by-laws, surveillance and control mechanisms, in close collaboration with the Marine Biodiversity team (MBAS and MBO) and local and traditional stakeholders. Finally he will be responsible for monitoring and evaluate activities related to MPA, marine conservation in general and community management.

DUTIES

Synthesis of social, biological and economic data for resource owner interpretation in the determination of the best areas for conservation opportunities.

Field mapping and map drafting of designated marine and coastal areas under various levels of protection and management through a process of community dialogue.

Using PRAs, determine areas of conservation management with community stakeholders and ensure that local communities involved are fully engaged in the activities of the project, and play a leading role in community-based management of the conservation areas.

Develop conservation related policies in liaison with resource owners and provincial level government.

Assist in the design of marine biodiversity and fisheries resources monitoring throughout the project area and coordinate field application of the monitoring program with local community stakeholders.

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Facilitate a transition towards local communities assuming responsibility, in partnership with local government, for MPA management activities

Investigate legal options for the protection of habitat or associated areas set aside for conservation and ensure process of legal recognition of protected areas is achieved.

Assist in the formation of marine conservation management forums and offer technical support in the development of curriculum, educational and awareness materials. This will include the designing of project ‘s standard conservation messages and concepts to be used with local communities in the field.

Work with marine conservation partners and in close collaboration with Milne Bay Provincial and local authorities to design a plan for the establishment of a marine protected areas system.

Maintain close dialogue and coordination with the Department of Environment and Conservation, for policy and procedural matters advice pertaining to the establishment, gazettal and by-laws related to MPAs

REQUIREMENTS

The successful candidate is expected to be a PNG national and will have the following attributes:

At least 5 years experience working in conservation management.

Demonstrated experience and ability to work effectively with local communities in coastal PNG on marine resource management and conservation issues

Ability to work in a multi-sectoral team, to interpret scientific data, and apply it practically in the Milne Bay situation.

Tertiary qualification degree/diploma in marine environmental management, fisheries management, conservation management or related topics.

High-level of oral and written communication, negotiation, partnership building and liaison skills.

Demonstrated experience in PRA, fieldwork management, Participatory Monitoring & Evaluation (PAME) and reporting, including the ability to keep to strict deadlines and under limited supervision.

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Position: Education Coordinator (EDC)Reporting to: Chief Technical Advisor (CTA)Duration: 5-yearTiming: Appointment by the date of commencement of the Implementation Phase. Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The project will develop an environmental education and awareness program aimed at building new conservation constituencies to facilitate the future conservation and sustainable use of marine ecosystems by Milne Bay people. A major component of this program is in formal environmental education (EE) curriculum and teaching material development. Education can impact the project outcome success through changing attitudes and developing applied knowledge and skills in environmental decision-making. The education component will be developed in cooperation with the National Department of Education through teacher training and materials development and testing in Milne Bay Province. The primary and vocational levels of the formal education sector will be the initial focus of this work.

The EDC will also plan and coordinate both formal and non-formal educational initiatives targeting youth and teachers and help develop marine conservation awareness strategies in Milne Bay Province. Non-formal education and awareness initiatives (targeting churches and youth groups) will complement work in the formal sector. Non-formal education will be a concurrent activity that will benefit from developments in the formal sector.


In collaboration with CI’s International Communications Department and local stakeholders, develop an environmental education strategy for the Milne Bay project as well as an individual EDC work plan.

In collaboration with CI’s International Communications Department, appropriate education authorities and project staff, develop teaching materials in marine environmental education at primary and vocational level. Identify and procure existing EE materials for the resource library. Develop distribution strategies for existing and new materials.

In collaboration with the Department of Education and other relevant organizations, coordinate and implement teacher-training workshops in priority areas. Provide on-going support to teachers including access to additional materials or information, and support of EE projects teachers implement with their classes.

Assist in the trials of draft education materials with teachers and senior education staff in Milne Bay Province.

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Plan and implement community-level non-formal EE activities targeting students and teachers in Milne Bay Province. Coordinate conservation awareness efforts that target youth.

Maintain regular communication with the International EE Program at CI in Washington, DC, and provide periodic reports on progress and or results achieved during the current period in the area of EE.

Seek out and take advantage of opportunities to share experiences and learn from CI’s network of environmental educators.

In coordination with the Communications Officer and International Communications Department in Washington, help design and implement communications strategies to address threats to the Milne Bay marine and terrestrial ecosystems.

Monitor and evaluate impacts of education initiatives undertaken under the environmental education strategy.

REQUIREMENTS

The successful candidate is expected to be a PNG citizen with the following attributes:

At least 5 years experience working in a field related to education with a knowledge of environmental education concepts, methods and resources;

High-level oral and written communications skills, negotiation and liaison skills, and ability to work as member of a team;

Demonstrated experience and ability to work effectively with local communities in coastal PNG on resource management issues;

Fluency in written and spoken English;

Knowledge of local biodiversity conservation and resource management issues;

Computer skills (Word, Excel, e-mail, and Internet required; PageMaker, Photoshop and similar programs are a plus);

Bachelors’ degree in Education (preferred) or Environmental/Marine Science

At least 5 years classroom or non-formal teaching experience with children and adults and Experience developing educational materials;

Familiarity with national education system, including curriculum standards, education reform efforts, and teacher training programs;

Knowledge of evaluation methods would be a plus

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Demonstrated leadership and experience in team coordination.

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Position: Community Trainer (CT)Reporting to: Community Development Specialist (CDS)Duration: 5 yearsTiming: Appointment by the date of commencement of the Implementation PhaseLocation: Alotau, Milne Bay Province PNG

BACKGROUND

The project places emphasis on stakeholder participation so that the key stakeholders in the target villages develop the skills necessary to manage their resources in a sustainable way.

The full project will support demonstrations of community-based conservation in representative sites. Interventions will establish community-managed conservation areas zoned for strict protection and sustainable use with stakeholder participation. At district, provincial and national levels, the CDS will coordinate planning, community entry, awareness, training and other ancillary activities required for successful conservation engagement and management with local communities. The CT will be responsible for oversight of the Community Engagement Teams in the implementation of the Community Entry Process within the target villages.


Identify and select suitable members of the wider community to act as Village Trainers through a series of Community Development and Selection Training workshops held for potential community officers.

Provide extensive training in basic participatory research and analysis and community engagement methods to selected Village Trainers.

Co-ordinate Village Trainers in patrol movements.

Patrol initially with Village Trainers and conduct Community Needs Assessment.

Brief and debrief Village Trainers in order to ensure quality control in the application of field activities of the project.

Oversee PRA analysis of community consultations.

Assist in developing awareness campaigns and define communications strategy for targeted communities, youth and women’s forums.

Contribute towards defining the outputs and activities required to address threats to biodiversity and for sustainable resource management.

Gather inputs from communities and Village Trainers on indicators for use in monitoring and evaluation.

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Provide input into the social tractability of targeted communities.

Produce regular reports on Community Entry activities.

Identify gaps in technical expertise needed to implement the project’s community training programs that can be filled by short-term consultants.

Assess project–related training needs within the target communities.

Work with other staff to ensure gender issues are incorporated into planning, implementation, and monitoring of the project.

Develop strategies, and to design and implement training program frameworks through which other sections of CI Alotau program will strengthen the capacity of community organizations to enable them to implement community driven resource management activities.

Plans, directs, and oversees the project’s community training or capacity building activities.

Work with other project staff to formulate documented conservation educational approaches to define intended audience, messages, and media. Assist in the production of facilitator notes and curriculum supplements.

Work with other staff to design, test, modify, produce training manuals and extension materials and assist in the development of awareness material such as posters, pamphlets, booklets, newsletters, radio broadcasts, videos, slide presentations, exhibits, dramas, and fact sheets.

REQUIREMENTS


At least 5 years experience working in community based development in marine environmental management.

Demonstrated leadership and experience in team coordination;

Demonstrated experience and ability to work effectively with local communities in coastal PNG on resource management issues

Tertiary qualifications in sociology/anthropology, teaching or a related discipline.


Demonstrated experience in fieldwork management, including the ability to work to strict deadlines and with limited supervision.

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Position: Tourism Extension Officer (TEO) (to be funded by MB Government)Reporting to: Community Development Specialist (CDS)Duration: 5 yearsTiming: Appointment by the date of commencement of the Implementation PhaseLocation: Alotau, Milne Bay Province PNG

BACKGROUND

The project emphasis is on the development of economic activities, which offer direct economic returns to enable communities to set aside traditionally owned nature resource areas under marine protection. The main tourism-related activity at presents is scuba diving. Dive tourism, which currently is dominated by live-aboard dive vessels, currently caters for 1,000 divers annually. These divers tend to frequent a regular circuit of dive sites on weeklong expeditions. Historically little or no economic benefit has reverted directly to the local communities from dive tourism in the area, particularly from live aboard vessels.

Specialised ecotour operators used to promote traditional sailing tours, up to a week sailing around the islands. The traditional sailing technology is strong in Milne Bay, partly due to the Kula trading ring, but these days would be seen more on the outer islands. Although best tourism potential and resources are marine tourism, outer islands such as Trobriands, Fergusson, D’Entrecasteux, outer Louisiades Archipelago and remoter small groups of islands offer excellent cultural and ecotourism opportunities.

The overall economic livelihood of the communities in the region is low and other income generating opportunities need to be explored. Coastal ecotourism has already been identified as one of the key alternative revenue generating opportunities for this area. In this context the project aims at instituting alliances with the private tourism sector, particularly in the dive tourism sector, but also the project will research appropriate community ecotourism strategies with potential for development as part of its sustainable development component.

The project recognises that for Milne Bay local indigenous tourism projects, often in remote locations, success would depend on several factors including:

Community support and understanding

Basic tour products and infrastructures developed and maintained

Guides and tourism workers who can interpret the unique values of the island environment and present themselves well

Management strategies that recognise the particular social, cultural and economic needs of local communities,

Control of the project by the communities themselves and;

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Key/strategic partnerships with the tourism industry in place and working.

At district, provincial, and national levels, the TEO will coordinate planning, awareness, training, and other ancillary activities to develop, implement and monitor a community-based ecotourism development strategy with focus on dive tourism and nature and cultural tourism management that would involve and ultimately benefit local communities in the province.

REPORTING STRUCTURE

The TEO will report to the Community Development Specialist on tourism related developments with private operators and communities, and liaise with the Milne Bay Visitor’s Bureau on a regular basis.


Assist the Community Development Specialist (CDS) in the design of a basic conservation economic survey and in particular, on aspects of tourism related activities, mainly scuba-diving tourism, for Province wide and site-specific areas.

Undertake consultations on tourism activities and resources with the various sub-committees and members of the local communities and identify key community issues related to tourism development.

Liaise with tourism-related organisations in Milne Bay province, including the MBP Tourism Promotion Authority office and key tour operators using sporadically the area to discuss tourism development planning, community support and marketing issues related to tourism initiatives/products potential from the province.

In liaison with the CDS, work in close collaboration with short-term consultants involved in the Economic Development process to design and implement ecologically compatible tourism enterprises in project communities

Assist in collecting field data and analysis and compilation of various surveys related to dive tourism and ecotourism issues, including “willingness to pay tourism survey”.

Assess the training needs of the local communities in the area of tourism development, community awareness and the management of tourism operations.

Assist in the training of the Community Engagement Teams and co-ordinate site-specific research teams on diving and tourism related issues.

Review in collaboration with the CDS the existing and potential tourism resources and activities in the MB project area and group of islands.

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Liaise with appropriate community representatives, local government officials, NGOs partners, the private sector and other relevant interest groups on the implementation of community and dive tourism activities in order to coordinate and review expectations of all stakeholders.

Contribute towards defining the outputs and activities required to address economic based threats to biodiversity and gather inputs from all stakeholder and interest groups on indicators for use in monitoring and evaluation in relation to the tourism sector.

Provide input on the economic tractability of proposed tour products at project sites in both the community ecotourism and dive tourism sectors.

In collaboration with tourism stakeholders in the province, identify strategies to market and promote the tourism products and make recommendations on costs and time required to develop marketing and promotional materials.

Assist in the develop of financial management systems acceptable to the communities in channeling and managing revenues of dive and ecotourism activities to ensure an equitable share of benefits within the communities and the maintenance of sustainable ecotourism operations.

Liaison with the CI Ecotourism Department in the development and implementation of marine and coastal ecotourism components to the project.

REQUIREMENTS


At least 5 years experience working in community based development in the tourism and/or the nature tourism sector

Knowledge of ecotourism principles and practices and/or direct tourism sector experience.

Demonstrated leadership and experience in a multisectoral team environment.

Demonstrated experience and ability to work effectively with local communities in coastal PNG on resource economic issues and preferably tourism-related issues.

Tertiary qualifications in economics, tourism or a related discipline.

Proven high-level oral and written communication negotiation and liaison skills.

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Position: Communications Officer (CO)Reporting to: Chief Technical Advisor (CTA)Duration: 5-yearsTiming: October 2002Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The CO will assume direct responsibility for all communication activities associated with the project. More specifically, the CO will be responsible for awareness raising, community liaison, project image development and promotion, media liaison, public relations, and information transfer with local and overseas partners throughout the implementation of the project.

As part of the overall environmental education and awareness strategy, a broad based awareness campaign will be designed to impart conservation values to different stakeholders in the project area. The Project’s Communications Program will address Milne Bay Marine conservation issues through conservation awareness activities at all levels. In particular, the CO, in collaboration with the CDS, will be responsible for the design and implementation of these various awareness campaigns to reach key communities and other stakeholders, raise their awareness of and aim at changing their attitude toward important conservation issues. In some cases, the project will aim at influencing changes in behavior of specific target audiences.

The CO will also ensure effective communication linkages with alliances, partners, such as LLG and communities, and the dissemination of biodiversity conservation messages in an appropriate form for the various target audiences identified in the communication strategies.

DUTIES

Establish contacts with existing media organizations in the project area for effective communication and environmental awareness purposes.

Liaise with other project staff and partners to develop appropriate communication strategies for the Milne Bay project by using CI’s participatory 4-P methodology and approach.

Assume responsibility for communications, public and media relations and the preparation of awareness and promotion material relating to the activities of the project for community, local, national and international audiences.

In collaboration with the CDS, key partners and the CI International Communication Department, design and organize communications and awareness campaigns to reach communities and other key stakeholders.

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Solicit support for Communication initiatives from private sector to finance biodiversity conservation awareness and explore development of project code of ethics and certification scheme to increase local private sector participation in conservation activities.

Develop relationships with any local media outlets (radio, print, and TV if applicable) and form key partnerships to support awareness and outreach campaigns for disseminating conservation messages.

Write and distribute press releases relating to the project as directed from time to time by the CTA.

Design and coordinate communications/media events at the regional level.

Develop an effective communication network and facilitate liaison for information sharing and dissemination among the project participants, LLG and communities involved in the MPAs, the private sector, relevant local and regional organizations, NGOs and other key stakeholders.

Provide content to CI-Melanesia website developers to communicate project

activities beyond the Province and the region.

Be the custodian and maintain a full database of project activities including video, photo, press clippings, and publications library for the Milne Bay Project.

REQUIREMENTS

The successful candidate is expected to be a PNG citizen with the following attributes:

A Diploma in Communications with 3 years experience in communicating environmental information to local communities;

Sound oral, written, communication and negotiation skills.

An ability to work in a team and assist in the communications aspect of the diversity of disciplines within the project.

Demonstrated experience and ability to work effectively with local communities in coastal PNG on resource management issues;

Hands-on skills and experience in designing and producing conservation-oriented pamphlets and publications.

Computer and Desktop skills (Word, Excel, Publisher, e-mail, and Internet required; PageMaker, Photoshop, Power Point and similar programs) are an advantage.

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Position: Finance and Administration Manager (FAM)Reporting to: Centre for Biodiversity Conservation (CBC) Finance ManagerDuration: 5 yearsTiming: Appointment by the date of commencement of the Implementation PhaseLocation: Alotau, Milne Bay Province, PNG

BACKGROUND

The project is multisectoral, which is funded by a diverse group of partners. Management and execution of the project is through Conservation International and will require extensive financial management and reporting to be undertaken under strict Operational Guidelines provided for GEF/UNDP projects and CI Procedures Manual.

This position will implement CI financial management and ensure that institutional standards are met. The FAM will manage the day-to-day administrative operations and will have responsibility for administrative duties and the overall management of finances and accounts of the project. Quarterly financial status reports for each of the budgeted activities will be collated by the FAM and channelled to the CTA.

Human Resources, logistics and administration requirements of the project such as time sheets, leave, internal and external travel, training requests, staff contracts and performance evaluation will also be under the responsibility of this position. Ultimately, this position would maintain the day-to-day operations of the Milne Bay office and provide a wide range of services also including compliance issues, procurement of material and equipment, bidding process, project asset inventory and control.

REPORTING STRUCTURE

The Finance and Administration Manager will report to the CBC Finance Manager, and will advise the Chief Technical Advisor on the daily operation of the administration and financial support of the project. The FAM will assist staff in their delivery of project activities by logistical and human resource support, maintain daily financial requests/invoices/receipts for procurement and travels with the FA and OA. The FAM will report to the CBC Finance Manager to ensure that CI and UNDP financial management standards are upheld. Milne Bay project staff will not in any circumstance ever be required to perform any activity for other CI projects, and will be spend 100% of their time on UNDP/GEF in Milne Bay.


Providing sound advice and assistance to CTA and project staff on all aspects of the project’s finance and administration requirements and procedures.

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Ensuring that all financial transactions are in accordance with approved CI and UNDP Financial and Staff Regulations and follow CI Procedures Manual.

The FAM is responsible for approving the process and payment CI procurement action associated with the project.

Preparing regular and timely financial reports for the CTA, various project teams and donors.

Preparing all financial information required for the project annual work plan and budget process.

Advising the CTA and project staff on all financial and budgetary matters affecting their activities.

Managing and maintaining effective control of the project’s assets, including bank accounts, local and foreign currency reserves, vehicles, dinghies, office furniture, equipment and supplies and technical equipment;

Collating and consolidating monthly work plans in consultation with all staff and partners and forward to the CTA.

Collating all quarterly progress reports and financial status reports and forward to the CTA.

Ensuring procedures of daily and weekly timesheets are maintained and up-to-date.

Ensuring that all leave taken by staff is tracked and entitlements are in accordance with the relevant CI staff contracts and CI procedures manuals.

Developing a staff training and improvement plan and liaise with CI-Human Resources Division on various training programs and follow-up for staff.

Maintaining staff employment records and profiles, and is responsible for staff performance evaluations and follow-up actions.

Supervising the work of the Project Accountant, Office Assistant and Dinghy

Operators. Serve as the liaison and focal point with the CBC Finance and Operation

Manager in relation to local contracts, payroll and accounting related to the project.

REQUIREMENTS


At least 5 years experience working in office management or accounting

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Formal qualification preferably a diploma in management

High-level oral, computer and personal communication skills, working knowledge of MS Project an advantage.

Good knowledge of accounting procedures

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Position: Project Accountant (PA)Reporting to: Finance and Administration Manager (FAM)Duration: 5 yearsTiming: Appointment by the date of commencement of the Implementation Phase.Location: Alotau, Milne Bay Province, PNG

BACKGROUND

This position processes financial information at the Alotau project office level. The Project Accountant will ensure efficient accounting and financial management of project funds including account maintenance and timely delivery of financial reports. The PA ensures day-to-day financial transactions are conducted within CI & UNDP financial policies and procedures and assist in the preparation of financial agreements, reports and audits.

The PA will report to the Finance and Administration Manager on day-to-day basis on the maintenance of financial records of the project’s operational activities, and prepare monthly financial reports.


Using Oracle Program, records all financial transactions, according to CI (or UNDP where appropriate) organizational and country accounting policies and procedures;

Supervision and maintenance of financial accounting and reporting system by ensuring proper documentation exists before disbursements are made.

Supervising the daily preparation of cashbooks, and monthly bank reconciliation of Balance Sheet accounts;

Compiles monthly cash request information for submission to the FAM;

Reviews expense reports for accuracy and correctness;

Supervising the posting and processing of transactions to the general and subsidiary ledgers;

Exercise financial delegation and counter signs all financial transactions with the FAM.

Assisting in the preparing of quarterly and annual budgets for donors

Maintain the project’s asset register and system of recording of all purchases;

Preparing the consolidated budget in consultation with the FAM and other staff as required

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Preparation and raising of cheques for payment upon submission of cheque requisition and approval by the FAM, including payment of bills to vendors and utilities.

Reviewing the monthly and fortnightly payrolls of project staff

Banking; including deposits, withdrawals including handling of travel and project advances in a timely manner.

Preparing ‘ad hoc’ management and financial information and reports as required internally and by donor agencies

Maintains petty cash in accordance with established procedures and ensures that all expenses are correctly receipted and that all transactions are correctly documented.

Preparing the annual financial statements for audit

Assisting the FAM in the discharge of his/her duties.

REQUIREMENTS

The successful candidate will be a PNG National and have the following attributes:

A PNG national with Bachelor’s degree in Accounting or with Major in Accounting or Finance.

More than 2 years experience in accounting and financial management;

Excellent computer skills and must be able to use and understand several accounting software simultaneously. Knowledge of ORACLE software would be an advantage.

Knowledgeable on PNG taxation laws, auditing and financial management programs.

Knowledge of UNDP financial procedures would be an advantage.

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Position: Office Assistant (OA)Reporting to: Finance and Administration Manager (FAM)Duration: 5 yearsTiming: Appointment by the date of commencement of the Implementation PhaseLocation: Alotau, Milne Bay Province, PNG

BACKGROUND

The project administration requires proficient staff to ensure that the project operates effectively and that there is efficient maintenance of records. There will be large volumes of communicated materials through electronic, postal services, documents and other methods, which will require being duly maintained. There will also be extensive movement of staff both within and outside the project area in the performance of activities, which will require consistent organisation and logistical support.

The Office Assistant will be responsible for day-to-day support in maintaining efficient organisation and implementation of all logistical and office management issues. The position will report to the Finance and Administration Manager (FAM) and will work in close collaboration with the Project accountant on the daily operation of the administration in support of the project staff in their delivery of project activities including; logistical support, maintain daily communication from the project office, maintaining good records and procurement.


Develop and maintain a filing system, which is consistent with the requirements of principal project stakeholders.

Maintain correspondence register and files of electronic and written form, including faxes, and e-mails.

Maintain inventory of project equipment.

Daily direction of members of the public dealing with the project to appropriate project staff and maintenance of appointments.

Organize and procure tickets for travels.

Organize and procure office consumable items.

Collect and dispatch all postal items.

Ensure recurrent operational expenses of the office are current.

Maintains staffs leave records under the direction of the F/AM.

Maintains all office supplies, stationery, and equipment inventories;

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Year end inventory and stock take of office consumables;

Maintains front desk of the office; including answering telephone calls and attending to enquiries.

General clerical duties as required and assigned from time to time by the Finance & Administration Manager.

REQUIREMENTS


At least 5 years experience working in office management and duties.

Formal qualification preferably a diploma in secretariat and/or bookkeeping.

Basic computer skills.

High-level oral, computer and personal communication skills.

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Position: Dinghy Operators (DOs) (3 in Total)Reporting to: Finance and Administration Manager (FAM)Duration: 5 yearsTiming: From October 2002Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The project covers an extensive area within which transportation is mainly by sea. The project is divided into 3 main areas of interest. These are:

The Nuakata, Yabam/Pahilele islands which are a tight cluster of islands accessible from Alotau taking 2 hours by dinghy or 2 hours by vehicle and ½ hour by dinghy from East Cape.

Ware Island which is an isolated island accessed from Samarai to the south and taking 2 hours by dinghy, together with the Conflict Group which is another tight cluster of islands 2 hours to the east of Samarai.

Panaeati/Panapompom which is accessed from Misima Island and is 1 hour by dinghy to the south and Brooker Island which is a further 1½ hours away.

The customary owned reefs of these communities are also either in the surrounding area or distant i.e. not within sight of these islands. VETs who will be doing extension in these areas of interest are also taken from communities, which are adjacent to these islands. Due to the extension programs necessary to achieve the objectives and related activities there will be extensive travels required throughout the length of the project.

The seas are subject to strong wind warnings especially in the SE wind season of March to November while the potential cyclone season is in the remaining months.

Locally manufactured fiberglass half cabin dinghies powered by a petrol engine which are fully equipped with safety equipment are anticipated as the main means of transport in the project. These would be based in the centers of Alotau, Samarai Island and Bwagaoia on Misima Island.

REPORTING STRUCTURE

The DOs will report to the Finance and Administration Manager who will coordinate the movements of the dinghies for patrol work by the various sections of the project. Requests to travel will be channeled through the FAM with the assistance of the Office Assistant.


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To operate and drive an allocated dinghy for the transport of project staff, community members and other passengers in a safe manner.

Advise project staff when it is advisable not to travel due to adverse weather conditions

Undertake general maintenance of the outboard engine and ensure sufficient fuel is on board in accordance with the sailing instructions issued.

Maintain a log book of travels, hours and fuel Maintain all safety equipment in good condition and ensure safety

standards are applied at all times.

Ensure the security of the dinghy at anchor and at moorings.

REQUIREMENTS

The DOs located at Alotau, Samarai and Misima will be local persons with the following qualifications and experience;

Experience of dinghy operation

A knowledge of the reefs and passages within the project area of Milne Bay

Outboard engine maintenance, preferably a qualified outboard motor mechanic.

Understanding of radio and emergency procedures.

Have a strong respect for the community;

Be honest and accountable.

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Position: Village Engagement Teams (VETs) (15 in Total)Reporting to: Community Trainer (CT)Duration: As required (part-time basis)Timing: From October 2002Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The Community Engagement Process (CEP) aims at developing partnerships between the Coastal and Marine Conservation Project (CMCP) and the communities that have an interest in managing their resources and conserving their marine environment. The CEP will enable communities to develop local potential for organizing activities that will enhance community development and well being and the sustainable use of marine resources for secure livelihoods. To ensure stable resource management and conservation outcomes, the CMCP will require an extensive investment in local-level capacity building, building upon the existing knowledge and capabilities of communities. The Village Engagement Teams (VETs) are the CMCPs vehicle for community engagement and will facilitate this process.

The CEP shall not in itself be conservation driven; VETs will focus on self-reliance, countering any misguided expectations, and laying groundwork for the communities to become conscious of how much their livelihoods depend on the management and sustained biodiversity of their marine environment. The CEP will allow the CMCP to identify those communities with questions and interests relating to natural resource management. The CEP and the VETs are not to be made responsible for solving community problems but rather to support and assist communities in coming to terms with the economic and environmental changes around them. Within the community engagement philosophy it is regarded as essential that people take control of their community and their destinies. The VETs will assist in building the capacity of the Ward Development Committees (WDCs). They will also raise the level of awareness of the general community in conservation and resource management goals; to include planning, conflict mediation, enforcement and monitoring.

REPORTING STRUCTURE

The VETs will report to the Community Trainer on the capacity development of the Ward Development Committees (WDCs) and the general community for conservation and resource management goals.


The VETS will use the Participatory Rural Appraisal (PRA) methodologies in order to increase villagers’ understanding and awareness of the importance of resource management and conservation. This method will also be used

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to prepare systematic site-specific plans of action for resource management.

The VETs will work with the Village Magistrates (VM) in conflict mediation

techniques and the equitable distribution of benefits.

VETs will make regular patrols to build community capacity and help communities identify and address their own priorities.

De-briefing sessions will be conducted after each patrol in order to refine methods and share lessons learned. These sessions will be used for monitoring and evaluation.

REQUIREMENTS

The VETs are local community members with a balanced number of men and women with the following qualities:

Be exceptionally motivated;

Have a strong belief in what they are doing;

Be responsible;

Have a strong respect for the community;

Be open-minded;

Be honest and accountable; and

Be a good listener

All VET positions are part-time.

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Contracts – Output 1

The following sub-contracts are required for supporting the implementation of Output 1 of the project aiming at building a better local constituency in support of marine conservation in the province. These are sub-contracts on Legal Advocacy and Translation, Training and Planning Material. Final Terms of Reference for theses sub-contracts will be reviewed and finalized by the CTA during the Inception Phase of the project.

Contract 1: Legal AdvocacyReporting to: Community Development Specialist (CDS)Duration: as requiredTiming: years 2-5Location: Alotau, Milne Bay Province, PNG

BACKGROUND

Village communities are not familiar with National Government laws that affect their livelihood, in particular, laws relating to fisheries & marine resources, conservation, natural resources and land. Also the decision makers within the Ward Development Committees are not familiar with their role in assisting the WDC chairman (ward councillor) in the introduction of proposed laws to the Local Level Government assembly. Currently the Local Level Governments in zone 1 either do not have or are in the process of drafting new LLG laws under the reform. (Organic Law on Provincial and Local- level Governments).

OBJECTIVES

The project aims at forming a conservation alliance for the Milne Bay Province that would serve as a tool for environmental advocacy and legal services in the promotion of marine conservation and sustainable use of resources with local communities.

The contractor will be responsible through a collaborative and participatory process to initiate the emergence of a conservation alliance associated with Civil Society in close collaboration with the public and private sectors. The process will include information workshops, seminars and awareness initiatives, and will originally be based on the baseline assessment of level of stakeholder awareness to be implemented in year 1.

The process and activities will be coordinated through the Community Development Specialist (CDS).

OUTPUTS

Process, methodology and approach for creating the conservation alliance contained in a Legal Advocacy Strategy and Action Plan.

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Legal and Environmental advocacy provided to local communities targeted by the project.

An environmental advocacy (watchdog) alliance to monitor reef-related trends and improve governance and transparency in the public and private sectors is formed.

Capacity is built for the conservation alliance to address policy appraisal and regulatory negotiations in marine and near-shore resource management issues.

Facilitation for the transfer of legal and advocacy services to local communities is undertaken as required and on an ad-hoc basis.

REQUIREMENTS

The successful contractor will be from within PNG and will satisfy the following requirements:

At least 5 years previous experience in the advocacy of laws, preferably environmental laws with coastal communities.

Registered solicitors in PNG

Demonstrated experience and ability to work effectively with local communities in coastal PNG on legal, by-laws and resource management issues;

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Contract 2: Translation, Training/Planning Materials Reporting to: Communication Officer (CO) Duration: as required and based on community entry strategyTiming: years 1-5Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The main spoken languages of Milne Bay Province are English and motu, but in such a wide spread archipelago several dialects with limited range are spoken by local communities. For effectiveness in dissemination and understanding of project messages for communication, awareness and field implementation activities, in particular training and planning, the project will need to translate selected documents into several local vernacular languages across the Milne Bay area. In phase 1 these languages would be Dobu, Tubetube and Misima.

Each of these languages has been translated into the New Testament by SIL bible translators working together with local translators. These SIL translators have developed a standard version of representing vowels, consonants, diphthongs and grammar within these languages. All new translations therefore must conform to these language standards. SIL translators, either overseas or nationals would be the agent to do the final screening of all translations to ensure maintenance of standards. Within Milne Bay Province the local SIL headquarters is located at Alotau.

OBJECTIVES

This is to adapt training materials so that villagers can gain a more precise understanding of project training, manuals and planning documents and the information/concepts that they contain. This will reinforce traditional values and existing resource management terminology within the village through local language expression.

OUTPUTS

Selected documents, messages and manuals identified by the project team through the CO and the CDS are translated into the vernacular language indicated. Final versions of all documents, messages and manuals, reviewed, checked and approved for publication by SIL translators.

REQUIREMENTS

The successful contractor may be a PNG non-citizen or a PNG national and will have the following attributes:

At least 5 years experience in translation of the local language. [Dobu, Tubetube, Misima].

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An understanding of technical/scientific language [marine biology, legal] in English would be an advantage.

Ability to adjust literal translation into a translation that captures local situation.

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Contract 3: ICT SpecialistReporting to: Chief Technical Advisor (CTA) Duration: As requiredTiming: years 2 through 5Location: Alotau, Milne Bay Province, PNG

Background

UNDP with other project partners are developing a Community-based Coastal and Marine Conservation project in the Milne Bay Province. In line with its mandate, UNDP is required to assist build the capacities of the Milne Bay Provincial Government (MBPG) as the national institution to ensure that the outcomes of its development interventions are sustained over a long term. It is proposed that the MBPG will assume management role of the project during Phase 2 of project implementation. It is envisaged that large volume of quality biodiversity and other socio-economic information generated through various project activities will need to be maintained to ensure MBPG has capacities to sustain project outcomes. Database development and maintenance of information is therefore crucial and must be compiled in a form that is accessible by all stakeholders and mainstreamed into decision- making apparatus of the Provincial Government. A capacity assessment conducted jointly be MBPG, UNDP and Conservation International (CI) of the MBPG has revealed that the Information systems and management capacities in key divisions are weak.

Aim and Objective

The objective of the ICT programme support is to build on the MBPG's current database management initiatives and capacities. An ICT Specialist will be engaged to work with the MBPG to build information database capacities and will provide technical support for ongoing conservation and sustainable development information database efforts by MBPG, based on the work undertaken by the project The aim of the co-operation is to strengthen the Information Technology component of the MBPG, both within its key divisions and at the Management level

Role and Responsibilities

The UNDP ICT programme support to the MBPG will come under the leadership of the CTA working in close collaboration with the MBPG Administrator in defining the ICT Programme outcomes. In co-ordination with the MBPG and the project staff team, the specialist will ensure that the programme will focus in those priority areas identified by the MBPG requiring building-up capacities. The specialist will be directed by the CTA and will report to the project and the MBPG administrator. The specialist will also provide UNDP a Report on the ICT Support Programme as required.

Deliverables

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In co-ordination with the MBPG, the specialist will conduct an initial diagnostic assessment of the ICT and database management initiative already undertaken by the MBPG and determine the gaps that will need to be filled based on the ICT priority areas identified. Once gaps are identified and agreed to by the MBPG, The specialist will develop a plan of action as to how the gaps will be filled.

The ICT specialised will also be required to provide technical inputs where setting up computer data base systems is identified in key areas. In setting up the systems, the ICT specialist will ensure sustainability of such systems including question of standardisation of equipment, quality, applications and user-friendly nature of the system, resources input required and the ability of the MBPG to sustain such system taking into account budget and other resources constraints.

The ICT Specialist will also design an ICT training programme and will conduct such training. The training programme will be designed based on the level of computer proficiencies of the staff of the MBPG and will be delivered on a group basis rather than individual. Where individual specialist training is necessary this shall be conducted as well.

The ICT Specialist will be required to produce an end of assignment report highlighting the various activities of the ICT programme support completed and the outcomes of such activities and any further ICT capacity building work needed.

REQUIREMENTS

The successful contractor will have the following attributes: A qualified CIT specialist with a minimum 5 years experience with database

management and development. Proven ability to train others in basic CIT techniques and programmes.

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Contract 4: GIS SpecialistReporting to: Chief Technical Advisor (CTA) Duration: As requiredTiming: years 2 through 5Location: Alotau, Milne Bay Province, PNG

Background

The GIS programme is one component of UNDP’s support activities in building the capacities of the Milne Bay Provincial Government (MBPG) focused on strengthening the GIS information provisions and database management. The programme will assist the MBPG improve the designing, production and management of Land-use and Marine resources as part of strengthening the local governance capacity to take over the project activities in the long-term. In addition, this sub-contract will assist the Miln e Bay Visitor’s Bureau in planning a sustainable strategy and to identify/map locations of community tourism sites for potential development, in order to provide alternative cash income earning opportunity for the Province and the local communities.

Aims and Objectives

The GIS programme will aim at improving the ability of the Milne Bay Provincial Government to collect, analyse and map spatial information related to planning of coastal and marine conservation and sustainable use of resources in the Province in conjunction with the efforts of the project staff. In addition, the programme will aim at improvinge the ability of the MBTB to access geographical information about the unique natural features through the province as possible tourist destinations for planning purposes.

Roles and Responsibilities

The GIS specialist will work in close consultation with the Land and Planning Unit of the MBG and the MB Visitor’s Bureau . The GIS specialist will l be under the general supervision of the CTA, and will also report to the UNDP office as required.. He will liaise with the Centre for Applied Biodiversity Science (CABS) based at CI and the ANU GIS team working on the SMIP component of the project (refer to output 4).

Deliverables

Capacity building of local Milne Bay Government staff in using the satellite coverage database established by the project through the work of CI CABS and the GIS Trainer Sub-contract.Database containing information on existing tourist hotspotss including natural features and the mapping of specific site locations to be managed by the MB Visitor’s Bureau staff

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Development of a computer based GIS database incorporating data on communities and existing infrastructure for the MB Government Assessment of the training needs of the MB staff regarding GIS applications and computer database and conducting relevant hand-on training for the MBPG staff.

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Requirements

The successful contractor will have the following attributes: A qualified GIS specialist with a minimum 5 years experience preferably

within the tropics,Proven ability to train others in basic GIS mapping techniques and interpretation.

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A total of six sub-contracts are envisaged for supporting the implementation of Output 2 of the project aiming at the technical establishment of marine protected areas and other initiatives in support of sustainable management and monitoring of the marine resources in Milne Bay province. They include sub-contracts for Economics, Biological Monitoring, Fisheries Management, GIS training, Protected Area management and a Marine Biodiversity Assessment Specialist. Final Terms of Reference for theses sub-contracts will be reviewed and finalized by the CTA during the Inception Phase of the project.

Contract 1: EconomicsReporting to: Community Development SpecialistDuration: as requiredTiming: years 1-5Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The primary marine resources targeted in Milne Bay Province have been sea cucumbers or holothurians (which once processed is called bêche-de-mer), trochus, and giant clam. Sea cucumber species are still the most highly targeted commercially exploited animal group, because they produce a high-value product at low costs and efforts. Sea cucumbers are the most important source of cash income for local communities in Milne Bay coastal areas.

In response to these threats to commercial fisheries stocks and marine biodiversity, the project is developing a pre-emptive strategy to mitigate long-term trends in unsustainable harvests of marine resources in an effort to maintain the extraordinary marine environment of Milne Bay and ensuring the sustainable livelihoods of rural communities dependent on these marine resources. In particular, the project will need to demonstrate the tangible benefits local communities will derive by switching from unsustainable to sustainable use of natural resources and identify level of indirect and direct incentives required to support local communities incomes. These analysis and findings will form the core of this contract for the Resource Economist.

In addition, levels of enhancement of the social and economic livelihoods of local communities needs to be determined in order to assess the impacts and usefulness of project activities in enhancing communities livelihoods. The contractor will determine the social and economic status of local communities at the beginning of the project and set up a proper monitoring process to evaluate changes in socio-economic parameters over the project period.

OBJECTIVES

The objective of the project for this contract is two-fold: (1) assessing the potential of various project interventions to secure sustainable livelihoods and

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maintain marine biodiversity. It examines their feasibility by determining the extent to which key stakeholders have sufficient incentives and capacity to support or implement them. (2) Defining and measuring baseline socio-economic parameters for each target communities, design a basic monitoring system and assess impact of project activities on these key parameters

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OUTPUTS

The Resource Economist may also use sub-contracts for the socio-economic components of this contract. He will work in close collaboration with the SMIP ANU team with support from the CBC Melanesia Resource Economist. The contractor will report directly to the Community Development Specialist (CDS).

Review and assessment of the current information on patch dynamics (including recently acquired SABS data) for each project zone completed. Appropriate research/survey program is designed to gather data on missing key information and other identified gaps.

Complete a livelihoods analysis for five island communities in Zone 1 to measure variation in the opportunity costs of foregoing bêche-de-mer fishing under various MPA management strategies and to set a monitoring benchmark to measure changes in yields, incomes, and expenses. Cash, trade, and subsistence income and expenditure values are to be assessed as part of this analysis.

Supply and value chains of sedentary marine resources reviewed to assess current benefits and to improve opportunities for returning greater benefits to local fisherman.

Construct a simple model of the performance of alternative MPA management systems at the local level (i.e., from the perspective of the local community), to include permanent refuge, rotating closed areas, seasonal closed areas, size limits, export quantity (catch) limits etc. under short, medium, and long-term scenarios.

Construct a simple model of the performance of hatcheries as a means of increasing BDM supplies in severely over-harvested areas.

Provide assistance to a dive tourism study designed to measure willingness to pay for MPA conservation as another alternative income source.

Baseline assessments of socio-economic parameters in each of the targeted project conservation areas measured. (i.e. income level and sources, economic value of subsistence vs. trade, health and education, etc.). This includes complete socio-economic profiles for each area with monitoring plan designed.

QUALIFICATIONS

The successful contractor may be either a PNG non-citizen or a PNG national and will have the following attributes:

M.Sc. degree in Fisheries Economics and a minimum of 5 years experience in the field.

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Demonstrated experience and contracts in conservation economics or resource economic analysis and assessments in PNG and/or the Pacific region with particular emphasis on marine and fisheries sector.

Proven work experience in socio-economic issues/matters associated with conservation area development and management.

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Contract 2: Biological MonitoringReporting to: Marine Biodiversity Assessment Specialist (MABS) and MBODuration: as requiredTiming: years 1-5Location: Alotau, Milne Bay Province, PNG

BACKGROUND

Currently marine resources represent the main local income source generated by the target communities in zone 1. Some resources such as green snail, giant clam and high value sea cucumbers have been harvested at an unsustainable rate. There was a stock assessment of these compiled in 2002 that serves as a baseline data set based on the sites and LLGs where the survey was done. Also the habitat types were mapped indicating the broad areas of similar habitat for comparative evaluation.

A long-term participatory monitoring and evaluation program will be designed in targeted sites, focused on building stakeholder capacity to monitor critical social and ecological changes. This will be complemented by an independent monitoring and evaluation program, which will include scientific surveys and assessments.

The project will contract the services of a Marine Biodiversity Assessment Specialist (MBAS) on a short-term basis to design these programs, supervise their implementation in the field with the assistance of National Marine Biodiversity Officer (MBO).

OBJECTIVES

This monitoring program of indicator species will help determine the current health of economic species and also alpha and beta biodiversity of the reefs. There would be control sites and sites as determined by the local communities as protected areas.

A partnership with the University of Papua New Guinea is envisioned for undertaken the marine surveys, reef checks and more rigorous habitat mapping, species inventory and key species assessment for this level of biological monitoring. This will increase the local capacity of students in field monitoring and will serve the requirement of scuba monitoring which the communities will not be engaged in due to the lack of qualified divers and necessary required back-up.

The Marine Biodiversity Assessment specialist in consultation with other project staff will plan and finalise the details for implementation of this contract.

OUTPUTS

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Marine biodiversity assessment baseline surveys following methodologies and on sites/quadrates and transects define by the Baseline Survey Plans, including control sites.

Baseline Survey Reports and maps of marine biodiversity assessments based on indicator/surrogate species and catch per unit effort data.

Monitoring of selected marine and fisheries species following the scientific marine biodiversity monitoring plans developed for the project in zone 1 including control sites.

Scientific and MPA assessments monitoring reports with findings, evaluation and interpretation of the marine field survey results to be provide for technical review by the MBAS and the MBO.

REQUIREMENTS

The successful contractor may be a PNG institution or consultant company and will have the following attributes:

At least 5 years experience in applied marine monitoring in coastal PNG.

Demonstrated experience in marine biodiversity surveys, assessments and with supervision of indicator-based monitoring programs.

Ability to compile reports which are scientifically rigorous.

Fully certified as Open Water Diver with supervision provided by Rescue Diver level personnel.

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Contract 3: Fisheries Management Reporting to: Marine Biodiversity Assessment Specialist (MBAS)Duration: as requiredTiming: years 2-5Location: Alotau, Milne Bay Province, PNG

BACKGROUND

Currently marine resources represent the main local income source generated by the target communities in zone 1. Some resources such as green snail, giant clam and high value sea cucumbers have been harvested at an unsustainable rate. This has resulted in low populations of these, from which recovery is difficult.

To achieve conservation, tangible economic benefits of doing so must be evident. Conservation of specific areas of marine environment must therefore be seen to enhancing the economic livelihoods of local fisheries. Marine species cultivation or aquaculture is among potential options already identified. This could be through the seeding of spawning aggregation sites of sea cucumbers by the dispersal of hatchery-raised spawn or by the establishment of localised clam and other species farms to the benefit of local communities.

The project needs to undertake an evaluation of potential for aquaculture development within the Milne Bay province project area and to document the technical and economic feasibility of cultivating within the area, various marine and estuarine species following consultations with local communities and private enterprise stakeholders. Past initiatives in aquaculture development and extension have not proven much successful in the Pacific region in general so potential, concept and operations need to be carefully assessed.

The final contract terms of reference will be refined by the Marine Biodiversity Assessment Specialist in consultation with the CTA and other project staff, and based on stakeholder discussions and other pre-feasibility assessments on options for income-generating activities.

OBJECTIVE

The Fisheries Management Advisor will provide technical advice on feasibility and implementation of marine species cultivation and re-seeding. In doing so, species and methods of cultivation considered must have no adverse environmental and social impacts on the area and its resources, be economically viable and utilize appropriate technology for maintenance, management and adoption by local communities.

OUTPUTS

Survey and review completed on existing aquaculture activities on the islands of Milne Bay province. Information brief provided on issues,

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constraints and opportunities related to early attempts at development of aquaculture activities in Milne Bay, PNG and other countries of the Pacific.

Evaluation conducted, in collaboration with Resource Economist and CDS, of various options for the development of aquaculture initiatives in the context of the Milne Bay Project and its coastal communities including:

o Identification of full range of potential aquaculture development options that might be suitable for the Milne Bay project MPAs and coastal areas.

o Basic information on which species are appropriate, suitable cultivation procedures, the raw materials, capital and skills required to operate such ventures, the market potential and the economics for each proposed aquaculture resource and venture, based on available data;

o Assessment of the relative suitability of the various options, on a range of criteria including potential profitability, social acceptability, risk, and environmental impact.

Recommendations on the development of a marine species culture program for increasing economic benefits to local communities and promote sustainable management of marine resources. If conclusive these recommendations should include a proposed Plan for Implementation of aquaculture initiatives as part of the project.

REQUIREMENTS

The successful contractor may be a PNG non-citizen or a PNG national and will have the following attributes:

At least 5 years experience working in marine biology or fisheries with substantive experience in aquaculture development, techniques and extension in PNG and/or the Pacific region.

Tertiary qualification degree/diploma in marine biology or fisheries science.

Proven ability to analyze and synthesize information from various sources and produce quality reports and plans on marine species and aquaculture development.

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Consultant 4: GIS Trainer (GIST)Reporting to: Chief Technical Advisor (CTA)Duration: as requiredTiming: years 1 & 2Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The project requires good quality maps for zone 1 that are both professionally accurate and easy to interpret by village people. The latter would be 3 dimensional of the seabed floor, reefs, landforms and other recordable features including socio-economic parameters.

Within output 4, ANU staff will be able to access the Land Management updated MASP4 database. This is an AusAID-funded program of assistance to the PNG Department of National Planning and Monitoring, under the title ‘Information for Rural Development and Planning in PNG’ (IRDP).

The SABS analysis conducted by the CSIRO will also map marine habitats and describe the broad oceanographic patterns for the Solomon and Coral Sea, thus generating a range of biophysical and geographical data which will be relevant to an assessment of the goods and services currently supplied by the marine ecosystem. This and other sources of data should be sufficient to produce a marine version of the BioRap database for Milne Bay Province.

OBJECTIVES

The GIS trainer would set up the map layers in a suitable software program that is user-friendly and can be run using computer capacity in the Alotau Field Office. All technical staff would undergo basic training so that they are familiar with the program and able to update information within certain layers and produce maps for use in marine conservation work and with communities.

It is anticipated that the CI Milne Bay terrestrial program will have Landsat7 imagery for physical feature/vegetation analysis. Socio-economic data sets could also be represented graphically and spatially as other GIS layer.

REPORTING STRUCTURE

4 The MASP database uses the same 1:500,000 scale base map as PNGRIS, but the mapping units are Agricultural Systems defined as unique combinations of six variables related to the measurement of ‘agricultural intensity’: (a) fallow vegetation type cleared from garden sites at beginning of planting; (b) number of times land is planted before being fallowed; (c) period of time the land is fallowed; (d) most important crops; (e) techniques used to maintain soil fertility (other than fallowing); and (f) segregation of crops within or between garden sites.

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The GIS Trainer will report to the CTA and will liaise with the Centre for Applied Biodiversity Science (CABS) based at CI and the ANU GIS team working on the SMIP component of the project (refer to output 4). OUPUTS

Building (and maintaining) the data base and training the professional staff to use and update the database are the two main concerns of this contract position. Outputs expected are:

Collection of existing GIS layers from various sources of Milne Province Cover into a GIS database. This will be a multi-layered GIS database suitable to support mapping and geographic analysis of Milne Bay zone 1 and including marine components such as: sea bed floor, reefs, islands, sandbars, currents, sea surface temperature gradients, as well as terrestrial components such as: land-use, (gardening, forest type), villages, political boundaries, socio-economic parameters.

An up-to-date Milne Bay Project GIS mapping and usage instructions manual.

Project field staff trained in use and applications of the GIS database, maps and systems.

REQUIREMENTS

The successful contractor will have the following attributes:

A qualified GIS specialist with a minimum 5 years experience preferably within the tropics,

Proven ability to train others in basic GIS mapping techniques and interpretation.

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Contract 5: Protected Areas Management Reporting to: Marine Protected Area and Conservation Coordinator (MPACC)Duration: As requiredTiming: years 1-3Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The project aims to strengthen resource management and marine biodiversity conservation in Milne Bay Province and to conserve a representative sample of the globally significant marine diversity of the area. For this the project sets out to establish a representative network of community-based marine conservation and sustainable near-shore fishery and dive-site management areas (MPAs) and to mobilize local communities to select sites for MPA and sustainable management practices. Experience elsewhere in the Pacific shows that while MPAs are established, communities need alternative seafood and income sources, external assistance, and supporting legislation to successfully establish and maintain MPAs. It is clear that community participation in and ownership of all aspects of MPA planning, operation, and monitoring are critical to the success of MPAs.

Communities that have established MPAs in other Pacific islands usually decide that the MPA needs legal status to strengthen traditional authority, allow enforcement on outsiders, and enhance the sustainability of the MPA. But at the same time, communities may also fear that formal declaration of an MPA will compromise their customary control over a lagoon and coastal area. No legal formalisation of community-based MPA and traditional authority system is in place at the moment in PNG and an innovative approach needs to be taking for implementation.

OBJECTIVE

The purpose of this contract is to review available information about customary and legal systems for established marine protected areas (MPAs) and conservation areas with particular reference to PNG and propose, through the use of existing and innovative legislative measures, legal avenues within PNG law to establish community-based coastal and marine protected areas in Milne Bay. These MPAs would need to remain under the control of the customary owners where legal boundary definition can be delineated in consultation and with support from custodian communities.

OUTPUTS

Review of legal classification, environmental and national park laws, methods and systems used in the Pacific region and particularly PNG that supports the establishment of community-based coastal and marine protected areas (including WMA, CA, IUCN categories, MAB Biosphere

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reserves, Ramsar sites and MPAs established under other GEF/MPA and conservation projects in the region).

Synthesis of research findings on Milne Bay customary resource conservation practices, by-laws and taboos that could impact or be developed to support establishment of marine protected areas.

Synthesis of results of interviews and perception assessment from local communities on legal aspects of community-based resource management, monitoring and enforcement. Critical community parameters in design of innovative MPA legislation are identified.

Evaluation matrix and description of possible options for legal denomination of customary controlled and community based marine protected areas for the Milne Bay project.

Recommendations and package of model laws and procedures at LLG, provincial levels, and/or amendments necessary at National level, for the legal registration of customary-owned and managed MPA to implement successful community-based conservation approaches in PNG with direct application to Milne Bay province.

REQUIREMENTS

The successful contractor should be sourced from within PNG and will have the following attributes:

Advanced legal education and licensed to practice law in PNG, with a minimum of 5 years experience in application of PNG conservation law or holding environmental law and policy positions.

Proven ability to prepare and draft national, provincial and LLG-level laws, regulations and other legislative instruments on environmental management issues.

An understanding of coastal livelihood strategies relating to the marine environment would be an advantage.

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Contract 6: Marine Biodiversity Assessment Specialist (MBAS)Reporting to: Chief Technical AdvisorDuration: 2 months per yearTiming: Year 1-3 Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The project will support demonstrations of community-based conservation in representative sites. How this affects the biological and socio-economic status of these areas of interest needs to be determined, closely followed and evaluated. For this the project will pilot a community-based adaptive management process. A long-term participatory monitoring and evaluation program will be designed in targeted sites, focused on building stakeholder capacity to monitor critical social and ecological changes. This will be complemented by an independent monitoring and evaluation program, which will include scientific surveys and assessments.

OBJECTIVES

The project will contract the services of a Marine Biodiversity Assessment Specialist on a short-term basis to design these programs, supervise their implementation in the field with the assistance of National Marine Biodiversity Officer (MBO) and provide technical on-the-job training and mentoring to this officer in order for the MBO to take over responsibility of the marine assessments, conservation and monitoring programs by year 3 of the project implementation.

The MBAS will be responsible to design methodologies for collecting baseline information for management planning and for developing both a community-based monitoring program and an independent scientific program to assess impacts and natural variability in the marine ecosystems of the project area.

The MBAS will be at first responsible for the oversight of the Scientific Marine Monitoring Program in collaboration with expertise from relevant institutions, agencies and other key partners. Also the MBAS will be also responsible for overseeing the design of community-based marine monitoring program within targeted villages and link these results to the formal scientific marine monitoring program. This will include monitoring of indicator/surrogate species and catch per unit effort data.

OUTPUTS

A Training and Capacity-building Plan for the on-the-job training and expertise development of the national Marine Biodiversity Officer

A biological data set of indicator/surrogate species that can be utilized to determine the status of alpha and beta biodiversity in specific sites within the areas of interest.

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A biological dataset of marine species important in the generation of income within coastal communities in the areas of interest for marine protected areas.

Baseline marine biodiversity assessment plans for the area covered by the project and drawing from initial stock assessments and marine habitat maps, including a scientifically rigorous method of data collection with interpretation of results based on relevant statistical analysis.

Devise a suitable scientific marine biodiversity and fisheries resources monitoring program which can be continued on a regular basis by project marine biologists in association with local institutional capacity

A Participatory MPA monitoring program that is community-based, scientifically valid, can detect trends in target species/habitats and can be reported on to the PNG Global Coral Reef Monitoring Network and Pacific nodes.

From field data prepare reports with maps and visual representation on the status of the marine biodiversity in the Milne Bay Province project areas including Baseline Survey Reports, Monitoring Plans and Reports.

Technical and scientific contributions to the project marine conservation education, out reach and awareness programs.

Trained local project team members in methods used for baseline and monitoring surveys and reporting assessments.

Trained National Marine Biodiversity Officer in taken over responsibility of the marine conservation and monitoring program.

REQUIREMENTS

The successful contractor is expected to have the following attributes:

At least 10 years experience working in tropical marine biology or fisheries with substantive experience in the design and implementation of marine biodiversity survey, assessments and indicator-based monitoring programs, preferably in the Pacific.

Post-graduate degree/diploma in marine biology or fisheries science.


Demonstrated experience in marine education, training and supervision of staff.

Statistical background sufficient to analyze the data robustly and interpret findings

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Certification in Rescue Open Diving would also be required.

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One sub-contract is envisaged for supporting the implementation of Output 3 of the project aiming at the increase environmental awareness and education on marine resources management and conservation issues with all stakeholders in the Milne Bay province. This sub-contract is for the production of education material to support the project activities and objectives.

Contract: Education Materials ProductionReporting to: Education Coordinator (EDC)Duration: as requiredTiming: years 3 & 5Location: Alotau, Milne Bay Province, PNG

BACKGROUND

There is currently a lack of up-to-date and appropriate teaching materials for environmental education, which poses a serious problem at all levels of teaching. In addition there is also a need to develop teaching aids and resources for educators concurrently with these efforts to revise the curricula in order to support efforts by the project in marine conservation in the long-term.

There will be 2 phases of education material production following the evaluation and baseline study to be conducted by the Education Curriculum and materials evaluation consultant. These are projected for years 3 and 5. It is anticipated that there will be materials for at least 2 levels of education at the production stage in these years.

OBJECTIVES

The project aims to develop the curricula and the integration of general environmental education and marine conservation curricula and resource materials into the existing, elementary, primary and vocational school programs throughout the Province.

The environmental education program will work in conjunction with the National Department of Education to develop appropriate curricula and resource materials, and teaching aids which will be jointly developed for trial and use in the coastal schools of the province.

OUTPUTS

The outputs required will be further defined by the Education Coordinator with input from the Community Development team but will include:

Production of pre print-run copies of all documents based on layouts, designs and contents provided by the EDC

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Final production and printing of or the equivalent of 4 full colour teacher’s guide/resource books preferably on recycled paper, centre stapled with the equivalent of 28 A4 gloss paper pages and hard cover.

Delivery of materials to Alotau, Milne Bay, through a reliable carrier and organised with insurance cover of materials in carriage.

REQUIREMENTS

The successful contractor will satisfy the following requirements:

An established printing firm with proven performance

Capable of high-level production with the facility of possible further print runs of materials from the original template.

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CONTRACTS – OUTPUT 4

Three sub-contracts are envisaged for supporting the implementation of Output 4 of the project aiming at sustainable small island land-use and development in Milne Bay province. These include sub-contracts for the implementation of two distinct programs under the project under separate co-funding: a Small Islands In Peril program under partnership with ANU/UPNGand the Sustainable Land-use and Nutrition Program supported by the Government of Japan. In addition, CI will provide funding to develop solid waste management systems on some islands. These programs aim at producing outputs that will contribute to the overall implementation and monitoring of the Milne Bay Project. Final Terms of Reference for theses sub-contracts will be reviewed and finalized by the CTA during the Inception Phase of the project.

Contract 1: SMIP Small Islands In Peril Program [ANU/UNDP]Reporting to: Chief Technical Advisor (CTA)Duration: 3 yearsTiming: years 1-3Location: Alotau, Milne Bay Province, PNG

BACKGROUNDA ‘small island in peril’ (SMIP) is defined as an island, which has less than 100 km2 of cultivable land, and a population density in excess of 100 per km2 of cultivable land. Milne Bay Province has more SMIPs than any other province in Papua New Guinea (PNG) and notably the coastal and island communities of Milne Bay are more dependent on marine resources (and marine transport) than those of any other province.The people who live on SMIPs are well aware of the problems, which they face, but their options appear to be limited. A number of ‘safety valves’ which have previously served to mitigate the impact of population pressure on the local resource base are no longer effective. The SMIPs have tended to fall between the cracks of provincial planning systems, and they have not attracted special attention under the rubric of poverty alleviation, because their human development indicators (or those of the districts to which they belong) are still much higher than those found in the more backward parts of the New Guinea mainland

RELATION TO MILNE BAY PROJECT This component refers to the Project Document section 27 (a) Undertake a Comparative Vulnerability Analysis for Small Islands. The activities related to this are in the ANNEX B Log Frame Matrix Output 4: 4.1 Provide agricultural research, training and extension to targeted small island communities4.2 Undertake comparative vulnerability analysis for small islands in Milne Bay Province based on demographic change and external environmental perturbations.

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This component is a separate sub-program of the Milne Bay Project to be undertaken by the ANU in partnership with the University of PNG and to be jointly led by an International Coordinator (ANU) and a National Coordinator (UPNG) who will be reporting to the Chief Technical Advisor.

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RELATION TO MILLENNIUM ECOSYSTEM ASSESSMENT (MA)The MA is a four-year process, beginning in April 2001, and jointly sponsored by the Global Environment Facility and the United Nations Foundation, which is ‘designed to improve the management of the world’s natural and managed ecosystems by helping to meet the needs of decision-makers and the public for peer-reviewed, policy-relevant scientific information on the consequences of ecosystem changes for human development (both positive and negative) and options for better managing ecosystems to meet human needs’ (MA 2001b). In September 2000, a Working Group appointed by the MA Board issued a call for proposals to undertake ‘sub-global assessments’ as part of the MA process. It was envisaged that these might be regional, national or local ecosystem assessments, which would:

Yield information of direct relevance to policy and management decisions at the scales where most decisions influencing environment and development are taken (local communities, nations, and watersheds);

Assist countries in harmonizing their commitments and obligations to multiple ecosystem-related conventions;

Provide direct benefits to local and national institutions in the form of better data and information, increased staff skills and expertise through involvement in the assessment process, access to new models for synthesizing practical and scientific ecological knowledge, experience with new methods of participatory assessments, and access to new analytical and modelling tools;

Increase understanding – at all scales – of different communities’ and stakeholders’ perceptions of the values at stake in ecosystem change;

Help to develop mechanisms and techniques for obtaining and communicating information and findings gathered at one scale to help meet needs and demands at larger and smaller scales.

The call for proposals was accompanied by a set of ‘selection criteria’, which would be used to rank proposals in terms of their relevance to the MA process.

In January 2002, the MA Board approved the inclusion of the Milne Bay SMIP Project as a sub-global assessment within the overall MA framework. This means that the project will adopt the common objectives, methodology and policies formulated by the MA’s Sub-Global Working Group (SGWG). Under the MA timetable, a progress report on the findings of the Milne Bay SMIP Project will be submitted to the SGWG in October 2003.

RELATION TO UPNGUPNG staff will participate in fieldwork as an in kind contribution of time to the value of 300 days. Field travel costs to fulfill the activities have been budgeted for in the SMIP proposal. Other linkages are through the National Coordinator as a staff within UPNG and as directed the UPNG Steering Committee. Provision is also made in the budget for the award of scholarships to Honours/Masters students in UPNG’s Environmental Science Program, who will participate in the fieldwork under the supervision of the scientific staff.The National Coordinator and other members of the UPNG Steering Committee will be appointed by a senior academic in the University’s School of Natural

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Sciences, who will chair the committee. The UPNG Steering Committee will have similar functions to its ANU counterpart (see the Terms of Reference).

OBJECTIVESAs a sub-global assessment within the Millennium Assessment MA process, the SMIP Project will have four objectives: To build a credible and feasible framework for the collection, analysis and

synthesis of ecosystem-wide data for decision-making at the level of the local community and at different levels of planning and administration in Milne Bay Province, which will

(a) Respond to stakeholder needs for decision-making information at relevant scales,

(b) Contribute to multi-scalar assessments undertaken by the MA; To test this framework in community-based assessments of ecosystem

goods and services in the SMIPs of Milne Bay Province; To address decision-making information needs at the provincial level by

(a) Providing a body of peer-reviewed scientific information relevant for decisions that may have an impact on ecosystem functions and services,

(b) Providing scenarios of cumulative impact of segmented policy decisions and incentives on ecosystem functions and services, and

(c) Providing any appropriate policy recommendations for improved ecosystem management and conservation;

To build capacity to undertake integrated assessments at local, provincial and national levels, by (a) Strengthening and developing tools for innovative multi-stakeholder

approaches and participatory monitoring and planning for ecosystem management, and

(b) Providing a forum for exchange of information, lessons learned and policy experience.

To address the planning requirements of the Milne Bay Provincial Government and its component Local-Level Governments, specific attention will be paid to the problem of incorporating the findings of integrated ecosystem assessments at different scales into the production of a provincial Human Development Report and the use of this report for planning purposes.The first stage of the process of sub-regional assessment within the overall analytical framework of the MA process encompasses four tasks To define the ‘ecosystem’ subdivisions or units of analysis; To characterize the ecosystem; To characterize the human demands on, and uses of, the ecosystem; To characterize the ‘state’ or ‘condition’ of the ecosystem.

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OUTPUTSThe fieldwork phase of the SMIP will produce a more detailed picture of the relationship between local ecosystems and socio-economic systems in the SMIPs of Milne Bay Province. This will involve a number of discrete tasks: To ground-truth the key indicators derived from the review of existing

evidence on those wards whose boundaries encompass the 45 SMIPs; To collect new data for additional indicators which have either been derived

from the project’s analytical framework or from the list of standard indicators contained in the Human Development Report for PNG

To embed the process of data collection in the conduct of a community-based ecosystem assessment in a sample of small island communities which is then integrated with the policy and planning functions of the Milne Bay Provincial Government.

To provide Milne Bay Community-based and Marine Conservation Project staff and activities with information derived from the analysis of data on indicators and community-based assessment, and findings, to evaluate and review project methodology, approach and implementation with local communities.

The second stage of the process of sub-regional assessment within the overall analytical framework of the MA process encompasses four tasks To develop plausible future descriptions of the driving forces influencing

ecosystems; To assess the impact of those plausible futures on the goods and services

provided by the ecosystems; To identify the policies, technologies, and tools would help to address

negative impacts of ecosystem change or increase the aggregate benefits provided by ecosystems;

The ‘basic outcomes’ of the sub-global assessments in the MA process are expected to include: Improved information for decision-making; Improved capability to address poverty and development issues; Improved human and institutional capacity to undertake integrated

assessments; Improved capability for meeting obligations under global environmental

agreements.

ANU CAPACITYThe ANU, through its various schools and centers, has a long history of engagement with research and research institutions in PNG, and almost certainly contains the largest single collection of scholars, anywhere in the world, who specialize in the study of island Melanesia through a wide range of

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disciplines. At any one time, it also contains a substantial number of postgraduate students from PNG who are studying for higher degrees in relevant scientific disciplines.

REQUIREMENTSConservation International as the executing agent of the project will ensure that the SMIP implementation is timely in line with the work program. SMIP in turn will ensure that the program schedule is followed with particular reference to the output 4 of the Community-based Coastal and marine Conservation project.

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STAFFINGThis sub-program will require a Team of mainly ANU and UPNG staff that will work in close collaboration with the Milne Bay project staff in the implementation of research activities in the Milne Bay province project area. They will be lead by the International Coordinator of the project, a current ANU staff member and based in Canberra. These positions will be reviewed during the Inception Phase of the project. The TORs are presented for the following positions:

Research Scientist (ANU RS) International Coordinator (ANU IC)] National Coordinator (UPNG NC)

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Position: Research Scientist (ANU RS)Reporting to: International Coordinator (ANU staff member)Duration: 36 months Timing: Appointment by the date of commencement of the

Implementation PhaseLocation: ANU, Canberra, ACT Australia

BACKGROUNDThe Research Scientist will be a post-doctoral fellow employed by the Resource Management in Asia-Pacific (RMAP) Program in the Research School of Pacific and Asian Studies (RSPAS) at the Australian National University. He or she will hold a Ph.D. in a relevant scientific discipline, and will have extensive fieldwork experience in island Melanesia.

DUTIESHe or she will be expected to:1. Collaborate with the Community Development Specialist (CDS) and other

Milne Bay project professional staff in coordinating research and survey activities of the sub-program with other outputs activities in the field and with local communities.

2. Conduct searches and reviews of all scientific literature and other information relevant to the project;

3. Conduct fieldwork in Milne Bay Province to collect additional data relevant to the project;

4. Collaborate with the National Coordinator in the supervision of university students undertaking fieldwork to collect such data;

5. Collaborate with the Milne Bay project staff in the conduct of meetings with representatives of local communities and the conduct of community-based ecosystem assessments within the province;

6. Collaborate with the Milne Bay project staff in the preparation and conduct of provincial workshops to discuss the design, organization and results of research in the province;

7. Collaborate with the National Coordinator in the design and delivery of tertiary-level courses or modules which present the project’s methodology or findings;

8. Collaborate with the National Coordinator in disseminating the project’s methodology or findings to members of the National Support Group and other national stakeholders;

9. Collaborate with ANU IT and CI-Milne Bay project staff to design and maintain a website through which the project’s methodology or findings can be made available to both a national and global audience;

10.Contriubute to the progress report submitted to the MA Sub-Global Working Group in October 2003, and to peer-reviewed publications, which present and discuss the project’s methodology and findings.

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The Research Scientist will work under the supervision of an International Coordinator, who will be the RMAP Project Convenor (a position already funded by the ANU).

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Position: International Coordinator (ANU IC)Reporting to: Chief Technical AdvisorDuration: 36 months Timing: Already appointed as ANU staff member.Location: ANU, Canberra, ACT Australia

BACKGROUNDThe International Coordinator will be the Convenor of the Resource Management in Asia-Pacific (RMAP) Program in the Research School of Pacific and Asian Studies (RSPAS) at the Australian National University. His contribution to the project, along with other contributions by members of the ANU Steering Committee, will be counted as part of the ANU’s in-kind contribution.

DUTIESThe International Coordinator will: Consult with and report to the Chief Technical Advisor (CTA) of the Milne

Bay Project on the set-up and development of the program’s activities, progress and achievements.

Be responsible for ensuring that the project fulfils the requirements of a sub-global assessment within the framework of the Millennium Ecosystem Assessment.

Assume the role of Coordinating Lead Author of the report submitted to the MA Sub-Global Working Group in October 2003, and organise the peer review mechanism for that report.

Facilitate the provision of relevant international scientific expertise to support or assist the Research Scientist in the review of existing data, and collection of additional data, relevant to the project, in the conduct of community-based ecosystem assessments in Milne Bay Province, and in disseminating the project’s methodology or findings to university students and other national stakeholders.

Convene a group of senior scientists at the ANU (the ANU Steering Committee) who will provide support and advice to the Research Scientist on the basis of their own specialised knowledge in fields relevant to the implementation of the project.

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Position: National Coordinator (UPNG NC)Reporting to: Chief Technical AdvisorDuration: 36 months Timing: Appointment by the date of commencement of the

Implementation PhaseLocation: UPNG, Pt Moresby, NCD, PNG

BACKGROUNDThe National Coordinator will be a full-time staff member of the University of PNG, which will function as the national institutional counterpart of the ANU for the purpose of project design and implementation. The National Coordinator will hold a Ph.D. in a relevant discipline, and will have extensive fieldwork experience in Milne Bay Province or another maritime province in PNG. His or her contribution is counted as part of the ANU’s in-kind contribution to the project (on behalf of UPNG).

DUTIESThe National Coordinator will: Advise the International Coordinator, the Research Scientist and the project

staff on the location of scientific literature and other information relevant to the project which is only available in the PNG national capital (Port Moresby);

Facilitate the provision of relevant national scientific expertise (both from UPNG and other national institutions) in the review of existing data, and collection of additional data, relevant to the project, in the conduct of community-based ecosystem assessments in Milne Bay Province, and in disseminating the project’s methodology or findings to university students and other national stakeholders;

Arrange with MBP staff for the installation and maintenance of scientific measuring equipment required for the collection of additional data on the small islands;

Recruit and supervise students from the University of PNG to undertake fieldwork in the province;

Provide logistical support for the Research Scientist and other overseas scientists entering PNG to work on the project, and make arrangements for these scientists to present and discuss their findings with national stakeholders prior to their departure;

With assistance from the International Coordinator and the Research Scientist, design and deliver tertiary-level courses or modules which present the project’s methodology or findings;

Contribute to the progress report submitted to the MA Sub-Global Working Group in October 2003, and to peer-reviewed publications, which present and discuss the project’s methodology and findings.

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Report (jointly with the International Coordinator) on the progress of the project to the National Steering Committee for the MBCP through the Chief Technical Adviser.

The National Coordinator and any other members of the UPNG Steering Committee for the project will be appointed by a senior academic in the University’s School of Natural Sciences. The UPNG Steering Committee will have similar functions to its ANU counterpart. The inputs of members of the UPNG Steering Committee (including the National Coordinator) will be treated as in-kind contributions to the project by the ANU under the terms of a contract between the

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two universities. The project budget makes provision for teaching relief to be provided to UPNG in order for the National Coordinator or other members of the UPNG Steering Committee to participate in project fieldwork and workshops during periods of university teaching.

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Contract 2: Sustainable Land Use & Nutrition Program (SLUNP) [GoJ Japan Human Resources Development Fund]Reporting to: Chief Technical AdvisorDuration: 3 yearsTiming: years 1-3Location: Alotau, Milne Bay Province, PNG

BACKGROUND

Land availability and food security are seen as the most important future constraints to sustainable economic development of the Milne Bay island communities. Population growth and competing land resource usage place increasing pressure on shifting cultivation beyond ecological sustainability. Experience elsewhere in Melanesia and the Pacific has been that this transition period is generally marked by declining crop diversity, erosion of traditional knowledge in resource management and agriculture, increased workload for women as gardens are pushed further from villages and productivity declines, and a worsening nutrition situation. Signs of these problems include

The Land Use and Nutrition Program aims to address these problematic areas in a holistic manner, incorporating work on sustainable gardening, general land resource conservation, and family nutrition. The purpose of this proposal is to get people to better use their renewable resources (land, trees, crops, animals, water, sea etc) and to improve their standard of living and level of well-being, increase self-sufficiency while ensuring these resources continue to be available in the long term.

Added to this, the Samarai-Murua District agricultural food security is very vulnerable to the climatic extremes of drought and cyclones, but especially susceptible to drought. All islands in the Samarai-Murua District have experienced one complete crop failure every decade since the 1870s, and government food relief has been a regular feature in recent decades. This failure of crops contributes to increased pressure on marine resources. People need to dive for marine resources to trade with more agriculturally well-endowed islands or for sale to commercial enterprises in order to acquire cash to purchase trade store staples such as rice and flour. Poor gardens combined with poor resource management will lead to decreased production affecting both food security and community wealth.

RELATION TO THE MILNE BAY PROJECT

This component refers to the Project Document section 27 (b) Sustainable Land Use. The activities related to this are in the ANNEX B Log Frame Matrix Output 4

4.1 Provide agricultural research, training and extension to targeted small island communities

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4.2 Undertake comparative vulnerability analysis for small islands in Milne Bay Province based on demographic change and external environmental perturbations

RELATION TO SMART CENTRE AND APPROPRIATE TECHNOLOGY FOR COMMUNITY AND ENVIRONMENT INC (APACE)

Within the MML Sustainability Plan (Mine Closure Plan 2000) under the Private Sector Issues and Concerns section the problem of rehabilitation of run down cash crop plantations and the establishment of new cash crop plantings was highlighted. The SMART (Samarai-Murua Agriculture & Research Training) center an initiative of MML and MBAdmin was as a result established. The SMART demonstration and experimentation center (with links to National Agriculture Research Institute (NARI), Division of Agriculture and Livestock (DAL), and the local community has actively been developing innovations and on-farm demonstrations. The SMART Center is run by Division of Agriculture and Livestock (DAL) and the MML agriculture program.

The SLUNP will utilize the SMART center in extension to the outer islands. Another potential partner is APACE. APACE is an Australian NGO with community projects operating in the Solomon Islands for over 20 years. Appropriate Technology for Community and Environment Inc is a member of the Australian Council for Overseas Aid (ACFOA) and the Solomon Islands Development Services Exchange (DSE).

APACE aims to implement integrated community development projects that seek to strengthen the village as the center of ecologically sustainable development. In depth discussions with APACE have been held in the past, and are ongoing concerning their potential to participate in sustainable land use work on and around Misima Island.

OBJECTIVES

The aim of the Sustainable Land Use and Nutrition Program is to have the community explore and understand their own subsistence land use system with links to the use of the marine environment. Taking them through such an active self-analysis process, in order to understand where the problems and issues they currently face stem from, is important if they are to take the next step of actively seeking improvements or solutions to their problems.

The primary objective is to develop and demonstrate systems of food and cash crop production, which will maintain soil fertility and sustain yields. It will thus be necessary to establish trial programs and provide the reseat and extension linkage to ensure the uptake of innovations by farmers in the Samarai-Murua District. It should be noted that this Program would have applicable replicability in other parts of PNG, Melanesia and the Pacific.

OUTPUTS

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The Sustainable Land Use and Nutrition Program will need to be farmer-based and utilize participatory methodologies that promote farmer experimentation and farmer-to-farmer dissemination. A central component is the Participatory Technology Development (PTD) and Participatory Rural Appraisal (PRA) approaches using appropriate technologies that require zero or low external input sustainable agriculture (LEISA). This approach is used to facilitate a continuing cycle of analysis, innovation, dissemination as well as farmer and local level capacity building.

Typical activities of the Sustainable Land Use and Nutrition Program, which would appear potentially applicable, include:

Research into the interrelationships between agricultural productivity/security and on marine resource use;

Conduct land use surveys;

Engage farmers in technical extension activities;

Continue the development of sustainable agriculture systems via the research and identification of potential alternative cash and subsistence cropping methods;

Form a food security alliance with the Samarai-Murua Agricultural, Research and Training (SMART) Center based at Misima and jointly conduct research and extension activities into the development of seed and planting materials production at using appropriate technologies;

Collaborate and assess current innovations underway or discussed by MML and SMART that could be disseminated in a long term PTD/PRA process include: kitchen gardens, living fences/legume hedgerows, alley cropping fixed site systems, replanting of fruit and nut groves;

Facilitate the development and strengthening of farmer, NGO and CBOs networks;

On farm trials and farmer to farmer extension process using PTD/PRA led by women

Provide capacity building and training to Women’s agriculture center and focus along with gender analysis of agriculture program;

Development of appropriate training and awareness materials at local level that elucidate the important connections between food security and sustainable land and marine resource use;

Develop a rural training outreach program;

Development and investigation of certified organic crops market linkages; and

Formalize links with the ANU planned SMIP projects and collaborate on areas deemed complimentary.

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REQUIREMENTS

Conservation International as the executing agent of the Milne Bay CBCMCP will ensure that the SLUNP implementation is timely in line with the work program. SLUNP in turn will ensure that the program schedule is followed with particular reference to the output 4 of the Community-based Coastal and marine Conservation project.

STAFFING

This sub-program will require a Team of researcher solely dedicated to this component of the project. They will work in close collaboration with the Milne Bay project staff and particularly with the Community Development Team. In the implementation of these SLUNP activities in the Milne Bay province project area. They will be lead by a Team Leader reporting directly to the CTA. These positions will be reviewed during the Inception Phase of the project. The TORs are presented for the following positions:

Team Leader (GoJ TL)

Land Use Specialist (GoJ LUS)

Women Agricultural Extension Officer (GoJ WDEO)

Research Coordinator (GoJ RC)

Field Assistant (GoJ FA)

Ward-based Assistant (GoJ WBA)

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Position: Team Leader (GoJ TL)Reporting to: Chief Technical Advisor (CTA)Duration: 36 months Timing: Appointment by the date of commencement of the Implementation PhaseLocation: Bwagaoia, Misima Is., Milne Bay Province, PNG

BACKGROUND

The team leader will be responsible for the overall coordination of the SLUNP (both community extension and research) and will be largely based at the SMART centre / Bwagaoia. There may be some occasions where he / she also participates in community work.

DUTIES

He or she will be expected to:

Liaise with the Chief Technical Advisor (CTA) and other Milne Bay Project staff, mainly the Community Development team, to ensure that the program is implemented satisfactorily and that all reporting requirements are met.

Liaise with other potential partners on areas of collaboration.

Conduct research and set program priorities and schedules

Conduct or organize for appropriate training of staff

Produce training and workshop material for use in the program

Co-ordinate the day to day running of the program

QUALIFICATIONS

Formal training an advantage (University diploma / degree or certificate from a tertiary institution), preferably in the field of agriculture

Ability to use computer

Good communication skills

Group leadership skills

Preferably fluent and literate in Misiman and / or Ware languages.

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Position: Land Use Specialist (GoJ LUS)Reporting to: Team leaderDuration: 36 months Timing: Appointment by the date of commencement of the Implementation PhaseLocation: Bwagaoia, Misima Is., Milne Bay Province, PNG

BACKGROUND

The land use specialist will spend most of his / her time in the target communities, in particular facilitating community workshops and carrying out extension activities. Other areas will include gathering appropriate local information and data and assisting the team leader in design and prioritisation of research and extension activities.

DUTIES


Facilitate 1 to 5 day workshops in the target communities involving a large number of participants

Effectively use program training and facilitative material and contribute to the preparation or modification of these

Carry out 1 on 1 extension activities with farmers

Contribute where applicable to the design and maintenance of both on station and on farm trials and research

Assist in the training of the field assistants and ward-based assistants.

Directly liaise with and supervise the ward based assistants.

Regularly report to the team leader

QUALIFICATIONS

Grade 10 or above or several years experience working in agricultural training

Effective group communication and facilitation skills

Good inter-personal communication skills

Group leadership / supervisory skills

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Confidence in public speaking

Literate in English (verbal and writing skills)

Computer skills preferred

Preferably fluent and literate in Misiman and / or Ware languages

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Position: Women’s Agricultural Extension Officer (GoJ WAEO)Reporting to: Team leaderDuration: 36 months Timing: Appointment by the date of commencement of the Implementation PhaseLocation: Bwagoia, Misima Is., Milne Bay Province, PNG

BACKGROUND

The Women’s Agricultural Extension Officer will spend most of his / her time in the target communities, in particular facilitating community workshops and other extension activities. His / her emphasis will be on women within the community, in particular areas such as household nutrition.

DUTIES

He or she will be expected to: Facilitate 1 to 5 day workshops in the target communities involving a large

number of participants, particularly aimed at women’s issues

Effectively use program training and facilitative material and contribute to the preparation or modification of these

One on 1 extension activities with farmers

Contribute where applicable to the design and maintenance of both on station and on farm trials and research

Regularly report to the team leader

QUALIFICATIONS

Grade 10 or above or several years experience working in agricultural training

Effective group communication and facilitation skills

Confidence in public speaking


Literate in English (verbal and written skills)

Computer skills preferred


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Position: Research Coordinator (GoJ RC)Reporting to: Team leaderDuration: 36 months Timing: Appointment by the date of commencement of the Implementation PhaseLocation: Bwagaoia, Misima Is., Milne Bay Province, PNG

BACKGROUND

The Research Co-ordinator will be responsible for the research and demonstration component of the program, be it on-station or on-farm trials and will be largely based at the SMART centre / Bwagaoia. The position will help provide the technical information needed by the other program staff and assist in the design of farmer trials.

DUTIES


Co-ordinate the day to day maintenance activities at SMART center with regard to existing trials

Keep records with regards to these trials

Design and implement new on-station trials based upon consultation with other program staff, particularly those carrying out community workshops and extension.

Help in the design of farmer trials and where applicable assist in extension activities.

Assist in the training of the field assistants and ward-based assistants.

Directly supervise the field assistants.

Conduct tours of the trial and demonstration plots.

QUALIFICATIONS

Grade 10 or above or several years experience working in agricultural training situations

Literate in English (verbal and written skills)


Group leadership / supervisory skills


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Position: Field Assistant (GoJ FA)Reporting to: Research coordinator (GoJ RC)Duration: 36 months Timing: Appointment by the date of commencement of the Implementation PhaseLocation: Bwagaoia, Misima Is., Milne Bay Province, PNG

BACKGROUND

The Field Assistant will be largely based at the SMART centre / Bwagaoia. Under the supervision of the Research co-ordinator, he / she will be responsible for the day to day maintenance of existing trial and demonstration plots and the implementation of new ones. When needed, he / she may also be asked to assist in extension activities.

DUTIES


Daily tasks involved in maintaining on-station trial and demonstration plots.

Assist the Research Coordinator in record keeping.

Conduct tours of the trial and demonstration plots.

Assist in extension activities when required.

QUALIFICATIONS

Some literacy in English (verbal and written skills)

Ability to follow instructions


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Position: Ward Based Assistant (GoJ WBA)Reporting to: Land use specialistDuration: 36 months Timing: Appointment by the date of commencement of the Implementation PhaseLocation: Bwagaoia, Misima Is., Milne Bay Province, PNG

BACKGROUND

The Ward Based Assistant will be based in his / her ward as a community member. He / she will only be paid a small monthly sum and will work largely on a volunteer basis. He / she will be the live-in link between the Women’s Extension Officer and Land Use Specialist and the community.

DUTIESHe or she will be expected to:

Agree to implement trials on his / her own land.

Assist in organizing and running workshops and conducting extension when the Land use specialist and Women’s extension officer require it.

Gather data as required.

Assist in helping other community members with trials.

QUALIFICATIONS

Some literacy in English (verbal and written skills)

Enthusiasm for helping bring about positive changes in his / her community.

Ability to follow instructions


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Contract 3: Pilot Waste Management ProgramReporting to: Community Development Specialist (CDS)Duration: as requiressTiming: years 2-3Location: Alotau, Milne Bay Province, PNG

BACKGROUND

The solid waste management issues in the small islands of Milne Bay Province such as Panaeti, Panapompom, Brooker and Ware are quite similar to other small Pacific Island Countries. Land dumping is the most common method for disposal but this is limited by the nature of the atoll environment. In these cases, also the waste stream has a very low level of organics because most food scraps are used for pig food. And there is a lower production of packaging wastes because local supplies are still a major source of food.

Rubbish management and awareness with linkages to general health issues is low. Some of the rubbish is being buried but most is just dumped around the sites. Burning is sometimes used to reduce waste volumes. There is a risk of rubbish being washed into the lagoons during tidal surges and storms.

There are no easy solutions for the problem of solid waste management in small atoll islands. However there is much that can be done at a community level to reduce the volumes of waste that are produced, to convert some of this waste into a usable resource, and to ensure that any residuals are disposed in an effective manner.

OBJECTIVE

The project will assess the waste management issues and will focus on developing adapted and community-based waste management options appropriate to the local cultural context. The program will focus on the 5 basic principle of modern waste management, as follows: Reduction (of the amount of waste being produced); Reuse (of waste materials in some other way); Recycling (eg. return to the supplier so they can be used again); Recovery (eg extracting material or energy value by reprocessing) and; Residuals management (disposing of whatever remains after all the above). These options will be explored in a participatory context in order to develop community awareness and support.

OUTPUTS

1. Review the current situation of waste management in the islands of Panaeti, Panapompom, Brooker and Ware. Assessment of main issues related to solid waste management and current practices related to waste reduction, disposal, recycling, reuse and recovery. This will include an baseline assessment of local perceptions and awareness towards solid waste issues.

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2. Solid waste management plans developed for each island with programs related to culturally-sensitive options for waste reduction, recycling, reuse and recovery, and disposal options.

3. Community awareness campaign on waste issues and solutions designed and implemented.

4. Pilot systems for community-based solid waste management in place on each island targeted by this Phase 1 program.

REQUIREMENTS

The successful contractor is expected to have the following attributes:

At least 5 years experience in the field of solid waste management in small island and atoll environment

Relevant Degree in Applied Science with application to waste management.

Proven experience on small scale pilot waste management system development.

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Capacity Assessment Audit Of Conservation International

1. General Background

UNDP-PNG, in partnership with the National and Milne Bay Provincial Governments, Conservation International, Global Environment Facility, Government of Japan, Australian National University and Australian Center for International Agriculture Research is funding the implementation of the Milne Bay Community-based Coastal and Marine Conservation project (MBCMCP). The project will support community-based conservation management demonstrations, working with local communities within three designated zones to conserve the coastal and marine ecosystems in Milne Bay Province.

Conservation International, a Non Government Environmental Organization has been entrusted with the execution role for the project. CI has established a strong presence in the Milne Bay province, where it has entered into partnership with community-based organization and the local authorities.

Prior to entrusting the execution role of the project to CI, a Capacity Assessment of CI was conducted by UNDP to determine the organization’s technical, financial and management capacities to execute the project. A report was produced which highlighted certain capacity weaknesses. CI has been progressively addressing these issues. This expanded audit is to follow up on the first capacity assessment report by assessing current status and to review the project’s efforts in building the execution capacity of the Milne Bay Provincial Government.

2. Capacity Assessment Audit

The objectives of the capacity assessment audits are:

To assess CI progress in fulfilling the recommendations of the initial Capacity Assessment Report and to make additional recommendations as necessary

To assess whether the report recommendations have enhanced CI capacities to effectively manage project resources.

To ensure project operations have followed laid down policies and procedures

To assess project progress in building the Milne Bay Provincial Government’s capacities to take over the execution role in phase 2 of project implementation.

The audits shall be conducted at the end of years 2 and 5 of Phase 1.

3.Location

The capacity assessment audits will cover CI-PNG Port Moresby office and the Alotau project office. Where necessary, issues will be followed-up with CI Headquarters.

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4. Scope

The scope of the audit will be limited to the activities of the operations of the Milne Bay Project and will follow-up on the recommendations contained in the Capacity Assessment of Conservation International Report. In particular, the areas listed below.

A.Technical Capacity (Monitoring of the Technical aspects of the project)

Regular visits and monitoring project progress and make modifications to project activities

Periodic progress and technical reports productions Technical backup network

B. Managerial Capacity (Ability to plan, monitor and co-ordinate activities)

Annual/Quarterly work plan reviews meetings are held Develop and review work plans Logistical support, facilities, office, basic equipment, utilities and

communication systems

C. Administrative Capacity (procurement systems, services and works are transparent and competitive.

Organisational systems for procurement and for assessing vendors for supply of goods and services.

Organisational legal and contractual framework Control mechanisms for budget and expenditure matters. Asset control and inventory system Recruitment policies, procedures and processes. Adherence to CI staff performance policies Standard job descriptions for consults or experts Organisational structure and reporting systems System of internal routine monitoring.

D. Financial Capacity (project budgeting, security and proper records of cash and advances, system of disbursements, financial reporting and tracking of expenditures against budgets)

Systems of tracking down financial commitments, expenditures and budget planning to avoid over-expenditure

Maintain local bank account and security of cash Systems of accountability for advances. Maintain project budget showing timing of planned expenditures for each

year and quarter.

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System for process payments to control risks through segregation of duties for transactions and reporting

Monitoring controls such as bank reconciliation Systems of verifying receipts of goods or performance of services and

authorisation Management of funding status against budget and the remaining budget. Policy of making payments by due dates on invoice or contracts and is able

to demonstrate performance against standard. System of reporting that tracks all commitments and expenditure against

budget by line. Accounting system that produces project expenditure against budget for

management purposes

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E. Capacity building of the Milne Bay Provincial Government

The audits shall cover management aspects of implementation, monitoring and supervision of the Milne Bay Provincial Government capacity building work plan. These include review of the progress made towards achieving the benchmarks. If necessary, the audits should also recommend additional benchmarks or improvements to existing benchmarks. Also a review of the effectiveness of counterpart arrangements put in place for MBPG staffs with the project’s specialist and consultants and the adequacy of resources input support provided by CI.

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Annex 1.2 Proposed Five -Year Work Plan (2002 – 2007)

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OUTPUT 1 1.1 Provide training and extension to Ward Development Committees 1.1.1 Assemble a team of experienced trainers to train Ward Development Committees X X X 1.1.2 Train trainers in participatory learning and action methods X X X 1.1.3 Develop training materials in vernacular languages. X X X X X X X X X X X X X X X X X X X X X 1.1.4 Develop and implement a training work plan in each targeted LLG ward. X X X X X X X X X X 1.1.5 Monitor field activities of WDCs for the purposes of assuring quality control X X X X X X X X X X 1.2 Establish a conflict resolution mechanism at the Ward level 1.2.1 Provide training to Village Court Officials and WDCs in conflict resolution at the inter-community level X X X X X X X X X X 1.2.2 Provide ongoing technical support to Village Court Officials and WDCs in conflict management activities X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

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1.3 Engage Local Level Government in conservation efforts 1.3.1 Sensitize LLG to conservation needs and requisite monitoring approaches X X X X X X X X X X 1.3.2 Integrate MPA management plans into LLG development programming and budgeting X X X X X X 1.3.3 Establish channels to continuously update Local-Level Government on relevant project developments X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 1.4 Strengthen the Provincial policy and institutional framework for marine conservation activities 1.4.1 Provide capacity building in information technology and interpretation to appropriate sectors of Provincial Administration X X X X X X X X X X X X X X X X X X X X X X X X 1.4.2 Develop a Provincial dive tourism policy that institutes financial incentive structure for dive fee system X X X X X X X X X X X 1.4.3 Develop Provincial high frequency radio communications system for project activities (inc. surveillance and reporting) X X X 1.4.4 Develop a provincial protected areas policy. X X X X X X X X X X 1.4.5 Integrate MPA management plans into Provincial development programming and budgeting X X X X X X X X X X X X 1.4.6 Undertake Provincial fisheries policy review and development X X X X X X X X X X X X X X 1.4.7 Establish channels to continuously update Provincial Government on X X X X X X X X X X X X X X X X X X X X

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relevant project developments1.4.8 Continually assess and communicate potential impacts of changes in policies pertaining to conservation objectives X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X1.4.9 Develop joint programming with other government, NGO, and international donor marine resource management initiatives as they relate to Provincial level marine conservation objectives X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 1.5 Form marine conservation alliance with environmental advocacy and legal service entities 1.5.1 Create a conservation alliance with local and international organizations to promote marine conservation objectives. X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X1.5.2 Establish an environmental advocacy (watchdog) alliance to monitor reef-related trends and improve governance and transparency in the public and private sectors X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X1.5.3 Support CELCOR and ELC in building policy appraisal and regulatory negotiation capacities in marine and near-shore resource management issues X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X1.5.4 Facilitate the transfer by CELCO and ELC of legal and advocacy services to local communities as needed X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X OUTPUT 2 2.1 Commence a process of adaptive and

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participatory management planning 2.1.1 Perform site specific social, biological and economic assessments to fill identified data gaps X X X X X X X X X X X X X X X X X X 2.1.2 Convene participatory forums to determine conservation needs using appropriate data and communications tools X X X X X X X X 2.1.3 Conduct an assessment of resource rights and access issues X X X X X X X X 2.1.4 Provide training on community mapping of reefs and tenurial claims X X X X X 2.1.5 Build consensus within communities in the formalization of resource rights and mapping. X X X X X X X X X X X X X X X X X X2.1.6 Develop species-specific management plans for species under threat of over-harvest X X X X X X X X X X X X X X X X 2.1.7 Train WDC members and Village Interest Group members in marine resource management principles X X X X X X X X X 2.1.8 Provide appropriate technical assistance to identify and prioritise management strategies X X X X X X X X X X X X X X X 2.2 Establish community based management structures adapted to the local social landscape 2.2.1 Determine membership criteria appropriate for management forums within each community X X X X 2.2.2 Convene community management forum and establish procedures and responsibilities X X X X X X X X

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2.2.3 Establish a process of mediation with communities in MPA boundary determination and establishment X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 2.3 Institutionalize a simple and locally appropriate community based monitoring and adaptive management program 2.3.1 Develop appropriate social, economic and biological indicators for community-level monitoring methods X X X X X X X X X X X X X X X 2.3.2 Train WDCs in monitoring methods and basic interpretation X X X X X X X X X X X X X X X 2.3.3 Provide training for village recorders to compile and manage village files on conservation activities X X X X X 2.3.4 Provide ongoing technical support to assist communities in evaluating data collected and assist in modifying management strategies X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 2.4 Establish long-term surveillance and enforcement systems for MPAs 2.4.1 Define zoning regimen and management regulations for established MPAs. X X X X X X 2.4.2 Build capacity of local village court officials to enforce conservation regulations. X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X2.4.3 Establish surveillance and enforcement procedures within each community X X X X X X X X X X X X X X X X 2.4.4 Provide training to village rangers in surveillance mechanisms X X X X X X X X X X X X X X X X

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and enforcement procedures 2.5 Establish an independent monitoring and evaluation mechanism to ensure MPA effectiveness 2.5.1 Conduct biennial socio-economic assessments in MPA communities to evaluate incentive structures, accrual and distribution of benefits from MPAs X X X X X X X X 2.5.2 Conduct biennial biological assessments in MPAs to evaluate species and habitat conservation impacts X X X X X X X X 2.5.3 Conduct intelligence gathering to evaluate rules compliance X X X X X X X X 2.5.4 Conduct biennial evaluation of court adjudication effectiveness X X X X X X X X 2.6 Develop a tourist/diver marine conservation partnership 2.6.1 Establish project alliance with PNG Divers Association to promote the importance of diving best practices X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X2.6.2 Co-monitor adherence to dive fee system within MBP and effectiveness of benefit distribution mechanisms X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X2.6.3 Encourage dive tourism industry to support and promote marine conservation awareness and generate stakeholder support X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X2.6.4 Engage dive tourism operators in collection and supply of relevant data (e.g., tourism trends, X X X X X

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community behaviours, environmental observations) to inform project activities2.6.5 Formulate a tourism alliance with the Milne Bay Visitors Bureau Board to monitor dive tourism trend data and investigate other tourism opportunities and markets X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

2.7 Formalize Marine Protected Areas system 2.7.1 Prepare long-term management plan at the site cluster level X X X X X X X X X X X X X X X X X X X X X X X X2.7.2 Determine appropriate policy and institutional avenues for gazettal of MPAs X X X X X X X X X X X X 2.7.3 Submit established MPAs for gazettal and complete planning and policy work required to formally gazette MPAs X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X OUTPUT 3 3.1 Integrate marine conservation and resources management module into elementary, primary and secondary vocational school curricula 3.1.1 Work jointly with NDOE, VTAT and IEA curriculum officers to determine current curricula gaps in schools. X X X X X X X X 3.1.2 Attend curriculum-writing workshops to insert conservation overlays into curricula development X X X X X X

3.2 Develop, produce and disseminate

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environmental resource materials for use in elementary, primary and secondary schools 3.2.1 Conduct education materials gaps assessment X X X X X X X X 3.2.2 Develop resource materials with input from teaching establishment and other relevant organisations. X X X X X X 3.2.3 Establish a linguistic translation alliance with SIL in the production of materials in local vernacular X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X3.2.4 Evaluate effectiveness of resource materials through surveying techniques X X X X X X X X 3.3 Sensitise school inspectors, superintendents and senior teachers to marine conservation and resource management issues 3.3.1 Conduct workshops for education officials to introduce marine conservation and resources management issues. X X X X X X 3.3.2 Develop and disseminate marine conservation teaching aides to education officials to distribute to teachers. X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 3.4 Collaborate with local churches to impart conservation values to interest groups 3.4.1 Work with the PNG Council of Churches, MEF and interested congregations to develop teaching aides and resource materials X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

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3.4.2 Train instructors in use of developed materials X X X X X X X X X X X X

3.4.3 Monitor progress and effectiveness of program X X X X X X X X X X X X 3.5 Train educators at all levels to utilize teaching materials 3.5.1 Conduct workshops for educators to introduce new materials and train them in their application X X X X X X X X X X X X X X X 3.5.2 Provide short-term technical assistance in classrooms for use of new materials X X X X X X 3.5.3 Design surveying techniques to determine teacher use of materials and student receptiveness X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X3.5.4 Use survey results to evaluate program success and make necessary modifications. X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 3.6 Design and implement a marine conservation awareness campaign for Milne Bay Province 3.6.1 Perform a participatory awareness needs assessment for Milne Bay Province X X X X X X 3.6.2 Conduct preliminary public awareness activities throughout the province (e.g., posters, pamphlets, theatre groups) X X X X X X 3.6.3 Initiate province-wide awareness raising program using radio and local newspapers X X X X X X 3.6.4 Design and continuously update awareness program messages X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

3.6.5 Mobilise youth and X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

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women’s forums to participate in conservation awareness raising efforts 3.7 Develop and participate in lessons exchange mechanisms 3.7.1 Establish Community Based Marine Management and Conservation Network to inform and exchange lessons learned between communities throughout the province X X X X 3.7.2 Share project lessons with other conservation actors within PNG, Solomon Islands and Vanuatu through use of MARINENET X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X3.7.3 Participate in appropriate regional and international forums to exchange project lessons and inform the design of other initiatives X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

OUTPUT 4 4.1 Provide agricultural research, training and extension to targeted small island communities 4.1.1 Research the interrelationship between agricultural productivity/security and on marine resource use on targeted islands X X X X X 4.1.2 Conduct land use surveys in catchment- coastal interface of targeted islands X X X X X 4.1.3 Engage farmers in technical extension activities in use of low-input sustainable agriculture systems X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 4.1.4 Provide extension on X X X X X X X X X X X X X X X X X X

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integrated pest management systems for the recent African snail infestations4.1.5 Research and identify potential alternative cash and subsistence cropping methods (inc. alternative crop production) X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 4.1.6 Provide capacity building and training to Women’s agricultural centre X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 4.1.7 Develop awareness materials that elucidate the important connections between food security and sustainable marine resource harvesting X X X X 4.1.8 Form a food security alliance with the SMART demonstration and experiment centre jointly conduct research and extension activities X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 4.2 Undertake comparative vulnerability analysis for small islands in Milne Bay Province based on demographic change and external environmental perturbations 4.2.1 Integrate marine conservation objectives into small island vulnerability community assessments X X X X X X X X X X X X X X X X X X X X X X X X X X X X X 4.2.2 Organise participatory workshops to discuss the design, implementation and findings of community assessments X X 4.2.3 Facilitate the introduction of scientists/extensionists to small island communities to collect relevant data and provide technical assistance X X X X X X X X X X X X X X X X X X X X X 4.2.4 Integrate findings of community assessments into Provincial policy X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

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development, planning and decision-making4.2.5 Secure international scientific expertise to conduct land-use mapping, database development and coursework/training programs X X X X 4.3 Employ island waste control and sanitation systems 4.3.1 Assess waste management practices of targeted island communities X X X X 4.3.2 Provide technical support in developing solid waste management and sanitation techniques X X X X

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Annex 1.3 Project Cooperation Agreement

PROJECT COOPERATION AGREEMENTbetween

THE UNITED NATIONS DEVELOPMENT PROGRAMMEand

CONSERVATION INTERNATIONAL

Whereas the United Nations Development Programme ("UNDP") and Conservation International ("the NGO") have, on the basis of their respective mandates, a common aim in the furtherance of sustainable human development;

Whereas UNDP has been entrusted by its donors and the Global Environment Facility (“GEF”) with certain resources that can be allocated for programmes and projects, and is accountable to its donors, its Executive Board and the GEF Council for the proper management of these funds and can, in accordance with the UNDP Financial Regulations and Rules, make available such resources for cooperation in the form of a Project;

Whereas the NGO, its status being in accordance with national regulations, is committed to the principles of participatory sustainable human development and development cooperation, has demonstrated the capacity needed for the activities involved, in accordance with the UNDP requirements for management; is apolitical and not profit-making;

Whereas the NGO and UNDP agree that activities shall be undertaken without discrimination, direct or indirect, because of race, ethnicity, religion or creed, status of nationality or political belief, gender, handicapped status, or any other circumstances;

Now, therefore, on the basis of mutual trust and in the spirit of friendly cooperation, the NGO and UNDP have entered into the present Agreement.

Article I. Definitions

For the purpose of the present Agreement, the following definitions shall apply:

(a) "Parties" shall mean the NGO and UNDP;

(b) "UNDP" shall mean the United Nations Development Programme, a subsidiary organ of the United Nations, established by the General Assembly of the United Nations;

(c) "The NGO" shall mean Conservation International, a non-governmental organization that was established in and incorporated under the laws of California, United States of America, with a principle place of business in Washington D.C., with the purpose to ‘conserve(ing) the Earth’s natural heritage, our global biodiversity, and to demonstrate that human societies are able to live harmoniously with nature’;

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(d) "The Agreement" or "the present Agreement" shall mean the present Project Cooperation Agreement, the Project Document (Annex), which incorporates the Project Objectives and Activities, Project Work Plan, Project Inputs being provided by UNDP resources, and Project Budget, and all other documents agreed upon between the Parties to be integral parts of the present Agreement;

(e) "Project" shall mean the activities as described in the Project Document;

(f) "Government" shall mean the Government of Papua New Guinea

(g) "UNDP resident representative" shall mean the UNDP official in charge of the UNDP office in the country, or the person acting on his/her behalf;

(h) "Project Director" shall mean the Chief Technical Advisor appointed by the NGO, in consultation with UNDP and with the approval of the Government coordinating authority, and will act as the overall coordinator of the Project and assumes the primary responsibility for all aspects of it;

(i) "Expenditure" shall mean the sum of disbursements made and valid outstanding obligations incurred in respect of goods and services rendered;

(j) "To advance" shall mean a transfer of assets, including a payment of cash or a transfer of supplies, the accounting of which must be rendered by the NGO at a later date, as herein agreed upon between the Parties;

(k) "Income" shall mean the interest on the Project funds and all revenue derived from the use or sale of capital equipment, and from items purchased with funds provided by UNDP or from revenues generated from Project outputs;

(l) "Force majeure" shall mean acts of nature, war (whether declared or not), invasion, revolution, insurrection, or other acts of a similar nature or force;

(m) “Project Work Plan” shall mean a schedule of activities, with corresponding time frames and responsibilities, that is based upon the Project Document, deemed necessary to achieve Project results, prepared at the time of approval of the Project, and revised annually.

(n) “GEF” shall mean the Global Environment Facility, represented by its Council and Chief Executive Officer.

(o) “UNDP/GEF Task Manager” shall mean the GEF Regional Coordinator for Biodiversity and International Waters in Asia-Pacific, employed by the GEF Unit of UNDP’s Bureau for Development Policy.

Article II. Objective and Scope of the Present Agreement

1. The present Agreement sets forth the general terms and conditions of the cooperation between the Parties in all aspects of achieving the Project Objectives, as set out in the Project Document (Annex of the present Agreement).

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2. The Parties agree to join efforts and to maintain close working relationships, in order to achieve the Objectives of the Project.

Article III. Duration of Project Agreement

1. The term of the present Agreement shall commence on [date of start of Agreement] and terminate on [date of end of Agreement]. The Project shall commence and be completed in accordance with the time frame or schedule set out in the Project Document.

2. Should it become evident to either Party during the implementation of the Project that an extension beyond the expiration date set out in paragraph 1, above, of the present Article, will be necessary to achieve the Objectives of the Project, that Party shall, without delay, inform the other Party, with a view to entering into consultations to agree on a new termination date. Upon agreement on a termination date, the Parties shall conclude an amendment to this effect, in accordance with Article XVII, below.

Article IV. General Responsibilities of the Parties

1. The Parties agree to carry out their respective responsibilities in accordance with the provisions of the present Agreement, and to undertake the Project in accordance with UNDP policies and procedures as set out in the UNDP Programming Manual, which forms an integral part of the present Agreement. Further, the Parties agree to undertake the Project in accordance with GEF policies and procedures as set out in the “Instrument for the Establishment of the Restructured Global Environment Facility”, GEF’s Operational Strategy and Operational Programmers, and as advised by the UNDP-GEF Task Manager.

2. Each Party shall determine and communicate to the other Party the person (or unit) having theultimate authority and responsibility for the Project on its behalf. The Project Director shall be appointed by the NGO, in consultation with UNDP and with the approval of the government coordinating authority.

3. The Parties shall keep each other informed of all activities pertaining to the Project and shall consult once every three months or as circumstances arise that may have a bearing on the status of either Party in the country or that may affect the achievement of the Objectives of the Project, with a view to reviewing the Work Plan and Budget of the Project.

4. The Parties shall cooperate with each other in obtaining any licenses and permits required bynational laws, where appropriate and necessary for the achievement of the Objectives of the Project. The parties shall also cooperate in the preparation of any reports, statements or disclosures, which are required by national law.

5. The NGO may use the name and emblem of the United Nations, UNDP or GEF only in direct connection with the Project as set out in the Project Document, and otherwise only subject to prior written consent of the UNDP Resident Representative in Papua New Guinea.

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6. The activities under the present Agreement are in support of the efforts of the Government, and therefore the NGO will communicate with the Government as necessary. The Project Director will be responsible for day-to-day contacts with the relevant government authorities and UNDP on operational matters during the implementation of the Project. The UNDP Resident Representative will act as the principal channel for communicating with the Government coordinating authority regarding the activities under the Project Cooperation Agreement unless otherwise agreed with the Parties and the Government.

7. The UNDP Resident Representative will facilitate access to information, advisory services, technical and professional support available to UNDP and will assist the NGO to access the advisory services of other United Nations organizations, whenever necessary.

8. The Parties shall cooperate in any public relations or publicity exercises, when the UNDP Resident Representative deems these appropriate or useful.

Article V. Personnel Requirements

1. The NGO shall be fully responsible for all services performed by its personnel, agents, employees, or contractors (hereinafter referred to as "Personnel").

2. The NGO personnel shall not be considered in any respect as being the employees or agents of UNDP. The NGO shall ensure that all relevant national labour laws are observed.

3. UNDP does not accept any liability for claims arising out of the activities performed under thepresent Agreement, or any claims for death, bodily injury, disability, damage to property or other hazards that may be suffered by NGO personnel as a result of their work pertaining to the project. It is understood that adequate medical and life insurance for NGO personnel, as well as insurance coverage for service-incurred illness, injury, disability or death, is the responsibility of the NGO.

4. The NGO shall ensure that its personnel meet the highest standards of qualification and technical and professional competence necessary for the achievement of the Objectives of the Project, and that decisions on employment related to the Project shall be free of discrimination on the basis of race, religion or creed, ethnicity or national origin, gender, handicapped status, or other similar factors. The NGO shall ensure that all personnel are free from any conflicts of interest relative to the Project Activities.

Article VI. Terms and Obligations of Personnel

The NGO undertakes to be bound by the terms and obligations specified below, and shallaccordingly ensure that the personnel performing project-related activities under the present Agreement comply with these obligations:

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(a) The personnel shall be under the direct charge of the NGO, which functions under the general guidance of UNDP and the Government;

(b) Further to subparagraph (a) above, they shall not seek nor accept instructions regarding the activities under the present Agreement from any Government other than the Government of Papua New Guinea or other authority external to UNDP;

(c) They shall refrain from any conduct that would adversely reflect on the United Nations and shall not engage in any activity, which is incompatible with the aims and objectives of the United Nations or the mandate of UNDP;

(d) Subject to the requirements outlined in the document “UNDP public information disclosure policy”, information that is considered confidential shall not be used without the authorisation of UNDP. In any event, such information shall not be used for individual profit. The Project Director may communicate with the media regarding the methods and scientific procedures used by the NGO; however, UNDP clearance is required for the use of the names UNDP and GEF in conjunction with Project Activities in accordance with Article IV, paragraph 5, above. This obligation shall not lapse upon termination of the present Agreement unless otherwise agreed between the Parties.

(e) The personnel are expected to work in accordance with their agreed project Terms of Reference. Any participation in activities or initiatives not directly related to the project must be approved in advance by the Project Steering Committee. At the time of requesting approval personnel shall notify the Project Steering Committee of any absences from their duty station and explain how the Project Workplan activities will be completed.

(f) Further to subparagraph (e) above, UNDP may make a reasonable reduction in the NGO execution fee if the participation of personnel in non-project activities results in a material delay to the execution of Project Workplan activities.

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Article VII. Supplies, Vehicles and Procurement

1. UNDP shall contribute to the Project the resources indicated in the Budget section of the Project Document.

2. Equipment, non-expendable materials, or other property furnished or financed by UNDP shallremain the property of UNDP and shall be returned to UNDP upon completion of the Project or upon termination of the present Agreement, unless otherwise agreed upon between the Parties, and in consultation with the government coordinating authority. During Project implementation and prior to such return, the NGO shall be responsible for the proper custody, maintenance and care of all equipment. The NGO shall, for the protection of such equipment and materials during implementation of the Project, obtain appropriate insurance in such amounts as may be agreed upon between the Parties and incorporated in the Project Budget.

3. The NGO will place on the supplies, equipment and other materials it furnishes or finances such markings as will be necessary to identify them as being provided by UNDP.

4. In cases of damage, theft or other losses of vehicles and other property made available to the NGO, the NGO shall provide UNDP with a comprehensive report, including police report, where appropriate, and any other evidence giving full details of the events leading to the loss of the property.

5. In its procedures for procurement of goods, services or other requirements with funds made available by UNDP as provided for in the Project Budget, the NGO shall ensure that, when placing orders or awarding contracts, it will safeguard the principles of highest quality, economy and efficiency, and that the placing of such orders will be based on an assessment of competitive quotations, bids, or proposals unless otherwise agreed to by UNDP.

6. UNDP shall make every effort to assist the NGO in clearing all equipment and supplies throughcustoms at places of entry into the country where Project activities are to take place.

7. The NGO shall maintain complete and accurate records of equipment, supplies and other property purchased with UNDP funds and shall take periodic physical inventories. The NGO shall provide UNDP annually with the inventory of such equipment, property and non-expendable materials and supplies, and at such time and in such form as UNDP may request.

Article VIII. Financial and Operational Arrangements

1. In accordance with the Project Budget, UNDP has allocated and will make available to the NGO funds up to the maximum amount of [total amount of Agreement]. The first installment of [amount of first installment] will be advanced to the NGO within 30 days working days following signature of the present Agreement. The second and subsequent installments will be advanced to the NGO quarterly, when a financial report and other agreed-upon

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documentation, as referenced in Article X, below, for the activities completed have been submitted to and accepted by UNDP as showing satisfactory management and use of UNDP resources.

2. The NGO agrees to utilise the funds and any supplies and equipment provided by UNDP in strict accordance with the Project Document. The NGO shall be authorised to make variations not exceeding 20 per cent on any one line item of the Project Budget provided that the total Budget allocated by UNDP is not exceeded. The NGO shall notify UNDP of any expected variations on the occasion of the quarterly consultations set forth in Article IV, paragraph 3, above. Any variations exceeding 20 per cent on any one- line item that may be necessary for the proper and successful implementation of the Project shall be subject to prior consultations with and approval by UNDP. In such circumstances, the UNDP Resident Representative in Papua New Guinea will consult with the UNDP-GEF Task Manager. All variations made to the Project Budget will be in accordance with the GEF principle of incrementality, as advised by the UNDP-GEF Task Manager.

3. The NGO further agrees to return within two weeks any unused supplies made available by UNDP at the termination or end of the present Agreement or the completion of the Project. Any unspent funds shall be returned within two months of the termination of the present Agreement or the completion of the Project.

4. UNDP shall not be liable for the payment of any expenses, fees, tolls or any other financial cost not outlined in the Project Work Plan or Project Budget unless UNDP has explicitly agreed in writing to do so prior to the expenditure by the NGO.

Article IX. Maintenance of Records

1. The NGO shall keep accurate and up-to-date records and documents in respect of all expenditures incurred with the funds made available by UNDP to ensure that all expenditures are in conformity with the provisions of the Project Work Plan and Project Budgets. For each disbursement, proper supporting documentation shall be maintained, including original invoices, bills, and receipts pertinent to the transaction. Any Income, as defined in Article I, paragraph 1 (k), above, arising from the management of the Project shall be promptly disclosed to UNDP. The Income shall be reflected in a revised Project Budget and Work Plan and recorded as accrued income to UNDP unless otherwise agreed between the Parties.

2. Upon completion of the Project/or Termination of the Agreement, the NGO shall maintain therecords for a period of at least four years unless otherwise agreed upon between the Parties.

Article X. Reporting Requirements

1. The NGO shall provide UNDP and the government coordinating authority with periodic reports on the progress, activities, achievements and results of

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the Project, as agreed between the Parties. As a minimum, the NGO shall prepare:

(a) A combined Annual Progress Report (“APR”)/ Project Implementation Review (“PIR”), in the format prescribed by UNDP.

(b) Quarterly Operational Reports (“QOR”). This may be provided in conjunction with the financial report set in paragraph (2) below.

2. Financial reporting will be quarterly:

(a) The NGO prepares a financial report and submits it to the UNDP Resident Representative no later than 30 days after the end of each quarter, in English.

(b) The purpose of the financial report is to request a quarterly advance of funds, to list the disbursements incurred on the Project by budgetary component on a quarterly basis, and to reconcile outstanding advances and foreign exchange loss or gain during the quarter.

(c) The financial report has been designed to reflect the transactions of a project on a cash basis. For this reason, unliquidated obligations or commitments should not be reported to UNDP, i.e., the reports should be prepared on a "cash basis", not on an accrual basis, and thus will include only disbursements made by the NGO and not commitments. However, the NGO shall provide an indication when submitting reports as to the level of unliquidated obligations or commitments, for budgetary purposes;

(d) The financial report contains information that forms the basis of a periodic financial review and its timely submission is a prerequisite to the continuing funding of the Project. Unless the Financial Report is received, the UNDP Resident Representative will not act upon requests for advances of funds from UNDP;

(e) Any refund received by an NGO from a supplier should be reflected on the financial report as a reduction of disbursements on the component to which it relates.

3. Within two months of the completion of the Project or of the termination of the present Agreement, the NGO shall submit a final report on the Project activities and include a final financial report on the use of UNDP funds, as well as an inventory of supplies and equipment.

Article XI. Audit Requirements

1. The NGO shall submit to the UNDP Resident Representative in Papua New Guinea a certifiedannual financial statement on the status of funds advanced by UNDP. The Project will be subjected to a yearly comprehensive audit and to other audits as may be needed, at the sole discretion of UNDP, in order to ascertain meticulous and appropriate financial and general management by the NGO. The yearly audit will be reflected in the annual audit plan prepared by UNDP Headquarters (Division of Audit and Performance Review) in consultation with

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the Parties to the Project. The audit shall be carried out by the auditors of the NGO or by a qualified audit firm, which will produce an audit report and certify the financial statement.

2. The Project will further be subjected to annual capacity assessment reviews by an UNDP-appointed team. Such reviews will be funded from the project budget.

3. Notwithstanding the above, UNDP shall have the right, at its own expense, to audit or review such Project-related books and records as it may require and to have access to the books and record of the NGO at any time.

Article XII. Responsibility for Claims

1. The NGO shall indemnify, hold and save harmless, and defend at its own expense, UNDP, itsofficials and persons performing services for UNDP, from and against all suits, claims, demands and liability of any nature and kind, including their cost and expenses, arising out of the acts or omissions of the NGO or its employees or persons hired for the management of the present Agreement and the Project.

2. The NGO shall be responsible for, and deal with all claims brought against it by its Personnel,employees, agents or subcontractors.

Article XIII. Suspension and Early Termination

1. The Parties hereto recognise that the successful completion and accomplishment of the purposes of a technical cooperation activity are of paramount importance, and that UNDP may find it necessary to terminate the Project, or to modify the arrangements for the management of a Project, should circumstances arise that jeopardise successful completion or the accomplishment of the purposes of the Project. In particular, and given the need to improve certain aspects of the financial management of the NGO, as contained in the letter addressed by UNDP to the NGO dated 12 October 2001, it is agreed that, should any of the audits carried out by UNDP reveal that irregularities in the financial management of the NGO have not been duly corrected or re-occur, UNDP shall be entitled to terminate this agreement immediately.

2. UNDP shall consult with the NGO if any circumstances arise that, in the judgement of UNDP,interfere or threaten to interfere with the successful completion of the Project or the accomplishment of its purposes. The NGO shall promptly inform UNDP of any such circumstances that might come to its attention. The Parties shall cooperate towards the rectification or elimination of the circumstances in question and shall exert all reasonable efforts to that end, including prompt corrective steps by the NGO, where such circumstances are attributable to it or within its responsibility or control. The Parties shall also cooperate in assessing the consequences of possible termination of the Project on the beneficiaries of the Project.

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3. UNDP may at any time after occurrence of the circumstances in question, and after appropriateconsultations, suspend the Project by written notice to the NGO, without prejudice to the initiation or continuation of any of the measures envisaged in paragraph 2, above, of the present Article. UNDP may indicate to the NGO the conditions under which it is prepared to authorise management of the Project to resume.

4. If the cause of suspension is not rectified or eliminated within 14 days after UNDP has given notice of suspension to the NGO, UNDP may, by written notice at any time thereafter during the continuation of such cause: (a) terminate the Project; or (b) terminate the management of the Project by the NGO, and entrust its management to another institution. The effective date of termination under the provisions of the present paragraph shall be specified by written notice from UNDP.

5. Subject to paragraph 4 (b), above, of the present Article, the NGO may terminate the presentAgreement in cases where a condition has arisen that impedes the NGO from successfully fulfilling its responsibilities under the present Agreement, by providing UNDP with written notice of its intention to terminate the present Agreement at least 30 days prior to the effective date of termination if the Project has a duration of up to six months and at least 60 days prior to the effective date of termination if the Project has a duration of six months or more.

6. The NGO may terminate the present Agreement only under point 5, above, of the present Article, after consultations have been held between the NGO and UNDP, with a view to eliminating the impediment, and shall give due consideration to proposals made by UNDP in this respect.

7. Upon receipt of a notice of termination by either Party under the present Article, the Parties shall take immediate steps to terminate activities under the present Agreement, in a prompt and orderly manner, so as to minimise losses and further expenditures. The NGO shall undertake no forward commitments and shall return to UNDP, within 30 days, all unspent funds, supplies and other property provided by UNDP unless UNDP has agreed otherwise in writing.

8. In the event of any termination by either Party under the present Article, UNDP shall reimburse the NGO only for the costs incurred to manage the project in conformity with the express terms of the present Agreement. Reimbursements to the NGO under this provision, when added to amounts previously remitted to it by UNDP in respect of the Project, shall not exceed the total UNDP allocation for the Project.

9. In the event of transfer of the responsibilities of the NGO for the management of a Project to another institution, the NGO shall cooperate with UNDP and the other institution in the orderly transfer of such responsibilities.

Article XIV. Force majeure

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1. In the event of and as soon as possible after the occurrence of any cause constituting Forcemajeure, as defined in Article I, paragraph 1, above, the Party affected by the Force majeure shall give the other Party notice and full particulars in writing of such occurrence if the affected Party is thereby rendered unable, in whole or in part, to perform its obligations or meet its responsibilities under the present Agreement. The Parties shall consult on the appropriate action to be taken, which may include suspension of the present Agreement by UNDP, in accordance with Article XIII, paragraph 3, above, or termination of the Agreement, with either Party giving to the other at least seven days written notice of such termination.

2. In the event that the present Agreement is terminated owing to causes constituting Force Majeure, the provisions of Article XIII, paragraphs 8 and 9, above, shall apply.

Article XV. Arbitration

The Parties shall try to settle amicably through direct negotiations, any dispute, controversy or claim arising out of or relating to the present Agreement, including breach and termination of the Agreement. If these negotiations are unsuccessful, the matter shall be referred to arbitration in accordance with United Nations Commission on International Trade Law Arbitration Rules. The Parties shall be bound by the arbitration award rendered in accordance with such arbitration, as the final decision on any such dispute, controversy or claim.

Article XVI. Privileges and Immunities

Nothing in or relating to the present Agreement shall be deemed a waiver, express or implied, of any of the privileges and immunities of the United Nations and UNDP.

Article XVII. Amendments

The present Agreement or its Annex may be modified or amended only by written agreementbetween the Parties.

IN WITNESS WHEREOF, the undersigned, being duly authorised thereto, have on behalf of theParties hereto signed the present Agreement at the place and on the day below written.

For the NGO: For UNDP:

Signature: _______________________ Signature: _______________________

Name: _______________________ Name: _______________________

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Title: _______________________ Title: _______________________

Place: _______________________ Place: _______________________

Date: _____________________ Date: ______________________

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Annex 1.4 NGO Capacity Assessment Report

Response to Issues Raised by UNDP’s NGO Capacity Assessment Report

Areas of issues and concerns

raised in the CA Report

Conservation International

Response

CI Implementation

Status

UNDP views comments and

Recommendations

Provision of building provincial and local capacity for sustainability and replicability beyond phase 1

UNDP will provide co-financing to several components of the project that is designed to build provincial management and delivery capacities.

A work plan has been developed and sets out specific capacity building and support needs from CI and specific performance benchmarks for reaching capacities for the MBPG.

The work plan is included in the Project Document (Annex 1.2)

CI-PNG operations are not governed by written manuals and guidelines

A draft administration and Financial policies and procedures Manuals, specific to CI-PNG will be developed

A draft policies and procedures manual has been produced, and once finalised and adopted by CI, will become the official operating policies and procedures for the project.

UNDP Financial and Human Resource rules and the UNDP Programming Manual apply in circumstances where the provisions of the CI-PNG Policies & Procedures Manual do not apply or cannot be enforced

Separation of project staff functions and that of CI-PNG core functions to avoid project staff and budget utilised for CI core activities

Alotau will be the primary centre for project coordination. All core full staff time of CI staff will be headquartered in Port Moresby, only short term technical input would be used outside of Milne Bay Province

CI has produced staff organisational chart identifying roles and responsibilities of CI core staff in Port Moresby and that of the Project staff. TOR for project positions explicitly sets out the reporting channelsThe CBC Finance Manager will be basaed in Alotau, and the FAM will report to this position to ensure stringent financial management. The FAM will work on Milne Bay project 100% of their time.

The Project Cooperation Agreement will ensure that project staff assigned to carrying out CI core activity will seek endorsement from the Project’s Steering Committee prior to taking up CI core work.

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Response

CI Implementation

Status


Recommendations

Strengthen the independent review mission provisions in project document

CI concurs with a recommended independent review schedule, one within 18 months of signing of the project document

Provision made in the Project Document to schedule independent review twice during the 5 years of project implementation

The Project budget for the independent review will be a direct payment by UNDP and funded under the GEF budget component

Activate the steering committee during the first 6 months of project document signing

Needs to be agreed upon by all parties prior to project inception

Provision in the project document for the project’s steering committee meeting to take place bi-annually

The Steering Committee is expected to review & endorse the Inception Report, therefore it will need to meet in the first 6 months

Provisions for the maximum use of national expertise in preference to international experts for project staffing and contracts

All project position will be advertised and where possible local candidate with the right credentials will be given preference, followed by those within PNG. In the event no suitable experts are found, options of hiring UN Volunteer with counterpart training and advertising in the region for overseas expertise will be explored.

TOR has been developed to delineate international recruited project staffing posting and that of national staffing.

This issues can be addressed through the Project’s Recruitment and Selection Review Panel, comprising of membership from UNDP, MBPG, CI, DNPM, DEC Where possible, UNDP will encourage use of UN Volunteers

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Response

CI Implementation

Status


Recommendations

Level of project staff salary levels are nearer to those offered by Government in order for project staff to be amalgamated into MBPG establishment by phase 2 of the project. This ensures that project staff continues with the project when project execution is taken over by the MBPG in phase 2.

CI has introduced a new salary band utilising the UNDP-GCS salary survey of April 2000, as the primary source of setting CI salary levels. CI salary levels are lower than those offered by UNDP but slightly higher than the Government rates.

National Project staff salaries projected in the project budget is nearer to Government salary scale

Salary levels for MBPG staff seconded to project in the future are fixed at Government pay rate. CI and MBPG need to agree that the project will not recruit key staffs from the MBPG for vacant project positions to avoid staff leaving the MBPG.A pro-rata annual 35% bonus payment will be paid to long term MBPG staff attachments to the project

Establishment of DSA rates and other travel related expenses for project.

Domestic travel rates are determined from quotations obtained for air tickets, accommodation and meals. All travel advances are acquitted upon return with official receipts tendered.

DSA rates for travel within the project area is yet to be established

CI needs to establish project specific DSA rates and travel expense levels for all travels within project community areas. Alternatively, will use established Government rates

No authorisation process and procedures has been established for procurement management

CI programs can monitor, through monthly cash flow Following the 2000 audit recommendation, CI-PNG has maintained a fixed asset register. 3 quotations are obtained for purchases greater than or equal to $3,000.Furniture and equipment were purchased with restricted funds.

Draft CI Policies and Procedures has addressed this issue

CI still needs to establish authority and delegated amount at designation levels within the project

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Response

CI Implementation

Status


Recommendations

No established controls and tagging system for physical tracking of assets and equipment

A fixed assets register is maintained

CI is yet to develop a tagging system, although this is addressed in the draft policies and procedures Manual.

Needs to develop a system of tagging and inventory system Where such system is absence, UNDP system will apply

Lack of budget control system, deficiencies in monitoring and tracking of project expenditures against budget availability

CI is implementing a new budgeting procedure, where approved annual budget obligations are recorded as income by field offices, debit due to Washington. Adjustment to approved annual budget are recorded as journal entries increasing or decreasing accounts receivable and income by donors as applicable

CI progressively setting up the Oracle accounting software but is not operational as yet. CI has located a new Finance and Accounting Manager in Alotau.

This is important area in the light of the mandatory implementation progress and financial reporting requirements by CI and therefore needs to be in place prior to disbursement of project funds.

Settlement of K10, 187.92 due to Internal Revenue Commission in wages tax penalty incurred in 2000

CI auditor- PWC recommended that group tax from 2000 to date be reviewed to avoid further penalties

The matter remains unresolved and CI must act urgently to settle the payment to IRC

CI needs to provide to UNDP a letter of confirmation of settlement from IRC, prior to project been operational.

Segregation of delegation and authorisation of financial transactions

Two additional staffs are planned to be recruited to enable checks and balances in authorising of financial transactions

Recently recruited of an operations Manager to CI-PNG now provides segregation of financial authorisation, within the organisation.

Bank account for the project should be opened with 3 signatures to receive all UNDP project funds disbursement.

Absences of codes on check requisitions

Cheque requisitions will now have accounts codes and recorded in the general ledger accounts by cost centres, functions and sites against budget lines and funding sources before approval

CI has introduced coding system on check requisition, but again reinforces the need for a financial Manual to be developed

Provision of coding cheque is required for purposes of project audit

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Annex 1.5 Project Sustainability and Provincial Capacity Benchmarks

In May 2002, UNDP in partnership with the Milne Bay Provincial Government (MBPG) and CI undertook an internal capacity review of the key functional divisions of the provincial government who will play a major co-ordination and liaison role during project implementation. The review purpose was three folds; to identify existing project planning and management capacity gaps existing in these divisions, determine the information and training needs assistance to address this gaps; and developing performance benchmarks as the basis of attaining capacities.

A fundamental task of local government is to develop and maintain sufficient capacity with which to address people's reasonable expectations and needs. From the perspective of the Provincial Administrator, this means being able to perform effectively in three critical areas, organisational maintenance, or keep the internal workings running smoothly, organisational representation, or interacting with external environment and organisational planning or dealing with future needs. Capacity building therefore requires an ever expanding organisational took kit; divisional heads must acquire the necessary and appropriate expertise, or tool, to handle its tasks effectively and efficiently.

Key personnel from selected functional divisions' heads of sector programme within the Provincial Government, namely, Environment and Conservation, Fisheries and Marine Resources, Policy and Planning, Tourism, Education, Treasury and Human Resources Management were interviewed. This was to determine, from their perceptions, the capacity gaps and the training and assistance needs requirements critical to building and maintaining organisational effectiveness during project implementation and planning for sustaining project outcomes in the longer term.

The methodology for identifying and developing the capacity gaps consisted of several steps: 1) a review of the critical Milne Bay project activities that must be sustained, 2) interview discussions with individual divisional heads to identify project planning and management capacity gaps, 3) summary of the gaps identified linked to project activities and outputs, 4) recommended requirements for training and assistance needs and by whom 5) and setting of performance benchmarks

Overview of review findings.

In general, the lack of National Government capacity building and resources inputs to the provincial government to implement the reforms brought about by the 1995 Organic Law on Provincial and Local level governments remains a real impediment to implementing development programmes in Milne Bay Province. The lack of capacity to prepare, implement, monitor and manage development plans has meant that the provincial government has to prioritise its development programmes and has resulted in considerable disparity between the provincial and local level government. There is also the lack of co-ordination at the national level amongst key development agencies responsible for delivering guidance to the provincial government, a pre-requisite for successful planning, designing and implementation of development programmes in the province.

One of the key findings was that the Milne Bay Provincial Government has seconded two officers to Conservation International to act as the key focal point between

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project partners and the Milne Bay Provincial Government during the course of formulating the project proposals. This has resulted in an overall effective consultation and co-ordination process within the key division resulting in the drafting and submission of the project document to the Global Environmental Facility for funding endorsement. It also signifies Provincial Government's commitment and support to the project, which sets the foundation for a collaborative approach to implementing the marine conservation and sustainable development programme in the Milne Bay Province. In addition, it reflects that counterpart arrangements are key to effective coordination and capacity building

It is also clear from the discussion, that while the project formulation process has been well coordinated within the various functional division of the provincial administration, there are several capacity gaps that needs to be work on that could improve the overall efficacy during project implementation and beyond. However, because of the budget constraints imposed by the national government upon the provincial government has meant that functional divisions has had very limited resources to build staff capacities. Likewise, the review suggests that the divisions would benefit greatly in building their capacities through increased participation in project-funded activities during implementation. It is suggested that divisions, as much as possible, develop a strategy to better integrate its field operations with that of the project's activities fieldwork plans, so that joint field programmes are undertaken. This will result in staffs receiving specialist technical training and is cost effective. Further, it was suggested that the divisions take over respective project activities, where they felt that they have attained the capacity to do so, but only after the project has laid the programme foundation. As highlighted in the attached matrix, CI, UNDP and the MBPG personnel should work together in building capacities in areas identified to be lacking and in the true spirit of corporation.

Capitalising upon the review to enhance Provincial Government Capacity

CI, UNDP and MBPG have pursued a collaborative process in the development of various project proposals during the project design stage. The review discussions held with the MBPG staffs has enabled CI and UNDP to understand the true dimensions of capacity building needs in the respective division of the MBPG. The process will be further enhanced through future counterpart arrangements and joint review workshops and meeting to ensure that progress is been made towards implementing recommended training and assistance needs requirements as highlighted in the attached matrix. One possible venue for progress review would be through the established MBPG Staff Development and Training Committee. The committee sets overall policy direction and oversee the implementation of training and staff development programmes for the provincial government.

Outcomes

In order to build MBPG capacity to a sufficient level to take responsibility for the execution of the project’s 2nd phase, a 5-year workplan has been developed for the project.

This will be reviewed during the inception phase to take account of the recent elections in PNG and the new provincial government team. The CTA will also ensure

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the outcome indicators are quantified (with means of verification) and measurable benchmarks are agreed (to be used for the assessment of MBPG’s execution capacity at the end of phase 1). The two Capacity Assessment Reviews to be undertaken in Phase 1 will also assist in finalsing the benchmarks (see Terms of Reference for the Reviews in Annex 1.1)

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A. Integration of Project Objectives into MBPG Operations

Community Mobilization

The local communities within target zones will be mobilized through awareness programme, resources mapping, genealogy studies and training to manage conservation activities, including building of local level government and ward development committee

Areas Lacking Capacity

Proposed Action

Intended Outcome

Outcome Indicator

Indicative Outputs

Environment and Conservation division lacks adequate staffing and budget resources to plan, design and implement community-based conservation and sustainable development programmes

MBPG budget and human resources support is allocated to enable division to participate in project related community entry patrols and workshops and promote conservation and sustainable development programmes

The division is fully staffed and functioning effectively. Increased involvement in the planning and designing of conservation and sustainable development programme across communities in zone 1.

At least 4 ward development committees are engaging target communities in marine resources management activities by the end of year 1

Community conservation- awareness and community entry programme undertaken jointly with CI

Fisheries and Marine Resources division lacks budget and human resources to conduct educational awareness on best fishing practices and harvesting methods for small-scale community based fishery

MBPG to allocate sufficient input resources to enable division to promote small-scale community-based fishery

The Provincial Fisheries Committee is functioning effectively and explicitly reflected at different levels of official planning in areas covered by the project in phase 1

More Ward Development Committees are actively developing and incorporating community-based fisheries resources development programmes into their district plans by year 5

Provincial Small Scale community-based fishery programme

Policy and Planning division’s central MIS is integrated with other key policy division to enable the establishment of provincial-wide socio-economic database for purposes of

The Project provides specialist training in information and technology support to enhance

Data and planning tools developed for monitoring project’s conservation and sustainable development

Provincial sectoral policies developed on conservation and sustainable marine resources

Improved methods, guidelines and planning tool for project activities monitoring

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province development planning

existing information technology capacities

activities management

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Network of community based conservation and management areas

A representative network of community based marine and sustainable near-shore fishery management areas will be established by developing conservation enterprises like the dive eco-tourist and fisheries management plans


Proposed Action

Intended Outcome

Outcome Indicator

Indicative Outputs

Environment and Conservation division needs understanding of the applications and processes of important environment legislations and policies relating to setting-up of Marine Protected Areas

Maintain ongoing communication and dialogue withDepartment of Environment and Conservation to improve understanding of environment legislations policies and processes. Dialogue also provides the channel for networking with other key national government agencies to understand agencies policies and process regarding project implementation

Provincial Policies for MPA formalized.

At least 6 WCA in Zone 1 is gazetted by year 5 of project implementation, as the basis for co-enterprise development

Establishment of marine protected areas as the vehicle to maximizing opportunities for enterprises development.

Fisheries and Marine Resources division requires technical and scientific skills support to design and implement marine resources stock assessment programme

Absence of province-wide database is hindering division’s ability to plan and implement an effective community-based fisheries programme

Divisional capacity will be greatly enhanced by the recruitment of a marine biologist to undertake stock assessments

Project to provide MIS database management specialist training

Species-specific Indices for marine resources established and fisheries policies and management plans are in place to ensure resources over-harvesting is legalized.

Number of fisheries enterprise developed and reflecting sustainable marine resources use plans

Sustainable fisheries management plans developed and adopted into WDC, local level and provincial governments development plans

Milne Bay Tourist Bureau does not have the capacity to manage the “dive fees” system,

Project and PNGDA to ensure appropriate organizational and management

Dive Fees agreement made that incorporates effective and equitable income

MOU developed and signed. Province wide tourism policy endorsed by

Dive-Tourist Programme

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Proposed Action

Intended Outcome

Outcome Indicator

Indicative Outputs

including dealing with community disputes and accounting for fee disbursements

systems is in place

benefits distribution system for all community reef owners in zone 1

MBPG by Year 3.

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Environment Education

An environment education programme is imparting conservation values and resources management to students in formal and informal schools (primary and secondary vocational school, church schools). An environment educational programme is imparting conservation values and resources management to students in formal and informal schools.


Proposed Action

Intended Outcome

Outcome Indicator

Indicative Outputs

Absence of central computer database and enhancement of skills in computer programming and basic computing

Project to provide technical support in computer programming and MIS database development

Statistical and planning management tools developed for monitoring environment education in the province

Planning and designing of environmental education programme that incorporates environment education in school curriculum province-wide

Province environment education curriculum policy report

Land-Use strategies for densely populated small islands

Densely populated small islands are assisted to establish land use options, soil management and food security


Proposed Action

Intended Outcome

Outcome Indicator

Indicative Outputs

No ongoing Agriculture extension programme due to resources input constraints to outer islands to promote sustainable agriculture practices

Recruitment of extension specialist to assist develop an agriculture extension programme

Agricultural scientific and research center established to provide innovative agricultural practices to address food security

Majority of communities within the SMART center are benefiting socially and economically from alternative agricultural practices

Training provided in innovative agricultural practices at community, local level and provincial level

B. Links to Ongoing activities


Proposed Action Intended Outcome

Outcome Indicator

Indicative Outputs

A two years Provincial Financial Management Support Programme undertaken by UN Volunteers is underway in the

The FMSP programme is training provincial staff to maintain effective provincial financial management systems. The UNDP

Decentralized and participatory decision making processes for improved access to

Project budgeting, reporting system is feed into the Provincial Government financial

Project budget and reporting system is formalized in preparation for MBPG execution of

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Proposed Action Intended Outcome

Outcome Indicator

Indicative Outputs

Milne Bay Province financial management system will be incorporated and project budgeting and reporting mechanisms will be installed as part of the PFMP

basic services

system by year 5

project activities in phase 2.

A provincial Staff Development and Training Committee is existing, which sets policy and approves all staff development and training programmes, headed by the Administrator

All counterpart training work programme with CI is submitted and approved by the committee prior to execution. The committee will also be responsible for the evaluation and monitoring of the progress of attachment

Reporting and monitoring system is developed for improved staff capacity building programme

MBPG staff development work plans developed and approved by the committee reflecting attachments to project activities

Joint work plans with CI in enhancing the capacities of MBPG

Follow-up assessment of the CI capacity will also assessment the extend to which CI has supported building MBPG capacity

TOR includes assessment of MBPG capacity building programme

National institution identified to hand over execution role in phase 2 of project implementation

Capacity Assessment Report on CI

Progress reporting on the MBPG capacity building programme

C. Project Execution Capacity Benchmarks

Benchmarks Indicators Provincial Fisheries Committee

(mandated under the new Fisheries Act) working effectively

Meeting at least as regularly as provided under Fisheries Act.

Provincial Moratorium on live reef fish collection for food fish trade is maintained until an enforceable and sound management framework to curtail destructive fishing is legislated

Project field reports Provincial Govt. port and boat checks Reports made to Provincial Govt. or

Project Office Govt. legislation

New Financial mechanisms anticipated under the Fisheries Act are in place to recover cost associated with monitoring and enforcement compliance

National Fisheries Authority proclamations, publications and policies

Provincial Govt. budget allocations

Provincial Govt. Enforcement Office fully staffed and functioning

All proposed actions in Part A above are completed and verified

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Annex 1.6 LOA Between UNDP and The Government of Papua New Guinea

Standard Letter of Agreement Between UNDP And The Government of Papua New Guinea For The Provision Of Support Services

Dear [name of government official],

1. Reference is made to consultations between officials of the Government of [the name of programme country] (hereinafter referred to as “the Government”) and officials of UNDP with respect to the provision of support services by the UNDP country office for nationally managed programmes and projects. UNDP and the Government hereby agree that the UNDP country office may provide such support services at the request of the Government through its institution designated in the relevant programme support document or project document, as described below.

2. The UNDP country office may provide support services for assistance with reporting requirements and direct payment. In providing such support services, the UNDP country office shall ensure that the capacity of the Government-designated institution is strengthened to enable it to carry out such activities directly. The costs incurred by the UNDP country office in providing such support services shall be recovered from the administrative budget of the office.

3. The UNDP country office may provide, at the request of the designated institution, the following support services for the activities of the programme/project:(a) Identification and/or recruitment of project and programme personnel;(b) Identification and facilitation of training activities;(c) Procurement of goods and services;

4. The procurement of goods and services and the recruitment of project and programme personnel by the UNDP country office shall be in accordance with the UNDP regulations, rules, policies and procedures. Support services described in paragraph 3 above shall be detailed in an annex to the programme support document or project document, in the form provided in the Attachment hereto. If the requirements for support services by the country office change during the life of a programme or project, the annex to the programme support document or project document is revised with the mutual agreement of the UNDP resident representative and the designated institution.

5. The relevant provisions of the [Insert title and date of the UNDP standard basic assistance agreement with the Government] (the “SBAA”), including the provisions on liability and privileges and immunities, shall apply to the provision of such support services. The Government shall retain overall responsibility for the nationally managed programme or project through its designated institution. The responsibility of the UNDP country office for the provision of the support services described herein shall be limited to the provision of such support services detailed in the annex to the programme support document or project document.

6. Any claim or dispute arising under or in connection with the provision of support services by the UNDP country office in accordance with this letter shall be handled pursuant to the relevant provisions of the SBAA.

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7. The manner and method of cost-recovery by the UNDP country office in providing the support services described in paragraph 3 above shall be specified in the annex to the programme support document or project document.

8. The UNDP country office shall submit progress reports on the support services provided and shall report on the costs reimbursed in providing such services, as may be required.

9. Any modification of the present arrangements shall be effected by mutual written agreement of the parties hereto.

10. If you are in agreement with the provisions set forth above, please sign and return to this office two signed copies of this letter. Upon your signature, this letter shall constitute an agreement between your Government and UNDP on the terms and conditions for the provision of support services by the UNDP country office for nationally managed programmes and projects.

Yours sincerely,

________________________Signed on behalf of UNDP

[Name][Title: Resident Representative]

_____________________For the Government[Name/title][Date]

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Description Of UNDP Country Office Support Services

1. Reference is made to consultations between [insert name of Designated institution], the institution designated by the Government of [name of programme country] and officials of UNDP with respect to the provision of support services by the UNDP country office for the nationally managed programme or project [insert programme or project number and title], “the Programme” [or “the Project”].

2. In accordance with the provisions of the letter of agreement signed on [insert date of agreement] and the programme support document [or project document], the UNDP country office shall provide support services for the Programme [or Project] as described below.

3. Support services to be provided:

Support services (insert description)

Schedule for the provision of the support services

1. BL 15.01 Year 2 & Year 52. BL 15.02 Year 2 & Year 5

4. Description of functions and responsibilities of the parties involved:

UNDP will contract independent consultants to undertake the mid-term evaluation and final evaluation (as set out in Part III “Management Arrangements” of the Project Document).

UNDP will organise an internal team of experts to review the project capacity performance of Conservation International (as set out in the Terms of Reference in Annex 1.1 of the Project Document).

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Annex J: Project Document · Web viewEach quarter, the Project Manager is required to prepare a...

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Transcript of Annex J: Project Document · Web viewEach quarter, the Project Manager is required to prepare a...