TO DEVELOP A FULL SCALE PROJECT PROPOSAL ON INCREASING ACCESS TO CLEAN AND AFFORDABLE DECENTRALIZED ENERGY SERVICES IN SELECTED VULNERABLE AREAS OF MALAWI
Location :Lilongwe, MALAWI
Application Deadline :20-Mar-14
Additional Category:Environment and Energy
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :English
Starting Date :(date when the selected candidate is expected to start)20-Apr-2014
Duration of Initial Contract :40 Working days
Expected Duration of Assignment :40 Working days
Background
Malawi is one of the least electrified countries in the SADC region, with an average per capita consumption of 111kWh per annum – among the lowest in the world. Provision of sufficient, reliable and clean energy in Malawi is a critical challenge, as recognized by the Government which has put energy as a focus area in both the Malawi Growth and Development Strategy II (MDGS 2011 - 2016) and the Economic Recovery Plan (2012). The demand for electricity by far exceeds the installed capacity and new generation capacity is urgently needed, with the government focused on promoting diversified sources and utilization of the country's abundant renewable energy resources – particularly micro-hydro and solar. Malawi is now one of more than 80 governments from developing countries that formally have joined the UN-sponsored Sustainable Energy for All (SE4ALL) initiative and have committed to the following national targets:
- To improve access to electricity to 15% by 2015, 20% by 2020 and 30% by 2030;
- To improve the use of energy efficient end-use devices by 1% by 2015, 5% by 2020 and 10% by 2030.
- To increase the contribution of RES in the mix by 1% by 2015, 3% by 2020 and 6% by 2030;
- To increase access and meet SE4ALL targets, effort is needed to develop power plants close to the end users in the rural areas and since financial resources are scarce, investments for new generation can only be leveraged by involving the private sector and social enterprises.
In recent years various innovative, decentralized approaches – including mini-grids – have been piloted in the country by both Government, donors and social enterprises and have been shown as an affordable and efficient ways to meet these goals. This has been most prominently demonstrated by the successful establishment of Malawi's first mini-grid, independent vertically-integrated utility, the Mulanje Electricity Generation Agency (MEGA). However as noted in the SE4A gap analysis conducted for the country, the replication and expansion of such approaches is hindered by lack of access to upfront financial resources; the need for further capacity-building support and institutional strengthening at the district level; and lack of awareness of the relevant business models and regulations needed to develop such off-grid rural electrification platforms.
It is in this context that the Global Environment Facility (GEF) has recently approved a new Project Identification Form (PIF) for a GEF-funded project entitled 'Increasing access to clean and affordable decentralized energy services in selected vulnerable areas of Malawi.
Duties and Responsibilities
The objective of the consultancy is to develop a full scale GEF project proposal on access to clean and affordable decentralized energy services in selected vulnerable areas of Malawi and will be carried out by a team of two consultants an international and a national. The objective of the project that will be developed is: 'To increase access to energy in selected remote, rural areas in Malawi by promoting innovative, community-based mini-grid applications in cooperation with the private sector and civil society.' The project is to be coordinated by the Ministry of Energy – Department of Energy Affairs (DEA) and is embedded in the new UNDP Malawi Project Support Document/Sustainable Energy Management Support to Malawi (SEM), which provides the framework for UNDP's assistance to the Government of Malawi for a sustainable energy management support over the period for 2012 – 2016. The project builds on and is informed by various baseline investments in this sector currently supported by various donors in Malawi – particularly the Scottish Government, DfID's Business Innovation Facility, and the Japanese International Cooperation Agency (JICA) – as well as activities of many civil society groups currently under the umbrella of the newly formed Cooperation Network for Renewable Energy in Malawi (CONREMA).
The proposed project has three interrelated components
- Component 1 – Expansion of the Mulanje Electricity Generation Agency's (MEGA) micro-hydro power plant (MHPP) and mini-grid scheme;
- Component 2 – Replication of MEGA model via piloting of two (2) mini-grid schemes in two districts in the Northern Region;
- Component 3 – Institutional strengthening and capacity building for promotion of decentralized, mini-grid applications across the country.
The team will review relevant sources of information consult stakeholders.
Scope of Work and Tasks under the Consultancy
A Project Preparation Grant (PPG) has been approved by the GEF Secretariat to prepare a Medium-Size Project Document (MSP) for this project based on the approved project proposal concept (PIF). The PPG phase will support various data collection efforts and undertake several stakeholder consultations with the view to further develop the approved project concept into a fully formulated project document. The final output of the PPG phase will be a complete UNDP Project Document (PRODOC) and Request for GEF CEO Endorsement template ready for submission to UNDP and GEF, with all required supporting annexes, tracking tools and background information.
The PPG will allow for the recruitment of 1 national consultant and 1 international lead consultant to prepare these deliverables. These documents will be prepared under the guidance of the UNDP/GEF Regional Team for Africa and the UNDP Malawi Energy and Environment Team, working in close collaboration with key government officials, donors, NGOs, CBOs, and the private sector.
The PPG phase is expected to be completed within a period of 6 months. The Request for GEF CEO Endorsement and the UNDP Project Document (together with all annexes and supporting documentation) must be finalized and submitted by the consultants no later than September 1 st , 2014 to meet the GEF Secretariat deadline for approval.
The PPG phase will include four interrelated components:
Component A: Technical review
Baseline studies: A number of government, private sector and donor–financed initiatives supporting decentralized renewable energy technologies and mini-grids are either underway or under development as noted in the PIF. During the PPG phase there will verification of the scope of the projects identified during the PIF and identification of any relevant new proposals. Particular attention will be paid to all initiatives identified under the newly established Cooperation Network for Renewable Energy in Malawi (CONREMA) and identified under the SE4A rapid assessment. When there is need for more accurate data on baseline activities this will be collected by the national consultant.
Assessment of specific institutional strengthening and capacity building needs for promotion of decentralized, mini-grid applications across the country: This report will be prepared by the national consultant and will be used to validate the selection of activities under Component #3.
Studies to address any opportunities/risks identified during the environmental and social screening of the project proposal (ESSP): the ESSP pre-screening will be provided to the consultants who will complete a final version to be included in the GEF submission in line with UNDP guidelines.
Identification of specific sites for components #1 and #2 of the PIF based on the parameters provided in the PIF and consultations with the relevant stakeholders: The chosen sites under Component #2 will be drawn from a total of 12 potential sites that have been identified under the National Water Resources Master Plan for Malawi in the Northern Region well as from studies conducted for the Malawi Rural Electrification Plan (MAREP) and their more recent updated assessment of the country's hydro power generation potential (on-going).
The design and choice of technologies for the mini-grid scheme(s) under Component #2: This will be decided during the PPG phase. A full preliminary assessment of the relevant technologies and their suitability for the sites considered will be conducted by the national consultant.
Ensuing detailed integration with relevant development plans, policies, budgets and complementary projects: Integration with the UNDP Malawi Sustainable Energy Management (SEM) project and SE4A national processes is critical. The SEM Project Support Document (PSD) provides the framework for UNDP's assistance to the Government of Malawi for a sustainable energy management support project for 2012 – 2016. This project is expected to be embedded in that project and also the SE4A Malawi National Action Plan.
Defining the operational and governance structure for the mini-grids in consultation with the relevant district and community authorities and based on an assessment of the institutional capacities in the targeted districts. Activities will need to be undertaken during the PPG phase to ensure community sensitization (prior to implementation) on the need for cost-reflective tariffs and an appropriate collection scheme for any mini-grids supported by the project, as well as community participation in on-going operations and maintenance of the targeted mini-grid(s).
Completion of the GEF Climate Change Mitigation Tracking Tool using the latest GEFSEC methodology provided for calculating GHG benefits from RE projects. A detailed assessment of all direct and indirect GHG emission reductions from project activities should be done based on the indicative scenarios described in the PIF and as per GEF guidelines. A preliminary baseline analyses of current usage and fuel switch for each of selected pilot locations and estimation of ex-ante direct and indirect GHG emission reduction will be conducted during the PPG stage and presented in the Request for CEO Approval.
Stakeholder consultations during technical review: The PPG consultants will mobilize and engage stakeholders during the project design and document these consultations in detail. A PPG inception workshop will be held with all relevant stakeholders at the start of the PPG process. The PIF was devised based on preliminary consultations with a broad range of stakeholders in the renewable energy sector in Malawi and it is essential that the PPG phase build on those consultations and baseline investments. Engagement with the relevant District Councils and District Executive Committees (DEC) are critical. The level of non-governmental stakeholder involvement in the project is also expected to be significant, particularly as regards implementation of decentralized site-level activities under Components #1 and #2. As such extensive consultations with donors and CBOs such as MEGA and Practical Action are essential.
Risk Assessment: A full risk assessment and mitigation strategy of all project risks will be done at the PPG phase.
Component B: Institutional arrangements, monitoring and evaluation
The outputs of Component A will be used as technical input to Component B for the formulation of the UNDP-GEF project document and Request for GEF CEO Endorsement. The following activities will be completed under this Component:
Finalization of project results framework: Further define the results framework with appropriate objective-level and outcome-level quantitative and qualitative SMART indicators, and end-of-project targets. Special attention will be made to include socio-economic and sex disaggregated indicators. As mentioned in the PIF, gender is one of the most important cross-cutting issues incorporated into both MEGA's business and operational model and UNDP's SEM project. Therefore the impact of project activities and beneficiaries should be disaggregated by gender during the PPG phase and these should be incorporated into the project results framework.
Definition of monitoring and evaluation (M&E): A detailed M&E work plan will be developed, including clear identification of responsibilities and accountabilities, as well as an appropriate M&E budget. The plan will be based on the standard template provided in the UNDP-GEF project document template that reflects the mandatory requirements of the GEF M&E Policy.
Define sustainability plan: The sustainability plan will outline the principles and guidelines for ensuring the long-term sustainability of project achievements and replication post-project. It will also outline an exit strategy, seeking the continuation of key activities/achievements without the need of long-term international financing.
Definition of management arrangements: Overall the project will be coordinated by the Ministry of Energy – Department of Energy Affairs (DEA). However as noted in the PIF the implementation and operation of the downstream decentralized energy activities are envisioned to be implemented in partnership with district governments, NGOs and social enterprises. The project document will need to specific exactly how the project will be executed and managed on an overall national level and the specific entities that will be delegated to lead project execution on component-by-component basis with an explanation of the legal modalities and relationships between these parties and the DEA (including the possible use of a 'responsible parties' modality).
The organisational structure governing the project will also be decided. This will include identification of the project board. Particular attention needs to be paid as to how the management arrangements for this project can be integrated with and complement the institutional arrangements of the UNDP Malawi SEM project.
Stakeholder consultations during Component B: Involve key agencies in the development of the project strategy to ensure a strong national ownership. In close collaboration with key government representatives and other stakeholders, the consultants will ensure full participation in the development of the project results framework and ensure agreement on the project objectives and outcomes. Undertake consultations to secure agreement(s) on project implementation arrangements; including roles, responsibilities, and accountabilities of lead and partner agencies. Document these consultations.
Component C: Financial planning and co-financing investments
Prepare a detailed multi-year budget following the standard template provided in the UNDP-GEF project document template that reflects the mandatory requirements of the GEF M&E Policy.
Explore multilateral and bilateral co-financing opportunities: Undertake series of consultations with partners to ensure a coherent and sustainable financing package for the project including post- GEF grant phase.
Ensure completion of all required official endorsement letters: An official endorsement letter will be prepared by the GEF Operational Focal Point of the Government. A co-financing guarantee will be collected from participating government institutions, bilateral development partners, multilateral development partners and NGOs who wish to provide cash or in kind contributions to the project. Co-financing letters will be requested and secured from all the stakeholders listed in the PIF.
Stakeholder consultations during Component C: The proposed stakeholder consultations will provide an opportunity for participants to familiarise themselves with the available projects and financing mechanisms and to strengthen their knowledge on what they can be able to do and what assistance they could be able to get both from development partners and interested investors. The consultations on financial planning and co-finance for this project will be done in the broader context of the development of a SE4ALL National Action Plan and Investment Prospectus, as well as joint sector-wide support for decentralized RE applications in Malawi.
Component D: Finalization of the Complete Package of Documentation and a Final Validation Workshop
A validation workshop – facilitated by DEA and UNDP – will be held in Malawi no later than 15 th August 2014 to gather representatives from all relevant stakeholders to present, discuss and validate the final draft project documents and all materials developed by the consultants.
Subsequent to the validation workshop the consultants will finalize all submission documents incorporating the inputs and feedback from the validation workshop. Component D should see the complete documentation package being formally submitted to UNDP and then to the GEF Secretariat.
The complete documentation package should include the following documents:
- Finalized UNDP Project Document with all annexes;
- Finalized GEF Request for CEO Endorsement;
- Finalized GEF CCM Tracking Tool;
- Finalized ESSP (Environmental and Social Screening Procedures).
All co-financing letters including official endorsement letter from GEF Operational Focal Point.
Once GEF Secretariat comments have been received on the submission, the international consultant (with support from the national consultant) will prepare a ‘UNDP Response to GEF Secretariat Comments' and then make changes to the text of the UNDP project document and GEF Request for CEO Endorsement with the ultimate objective of obtaining GEF approval of the full project.
Competencies
The individual consultant is expected to have core competencies allowing him/her to support the PM:
- Promoting Ethics and Integrity/Creating Organizational Precedents;
- Building support and political acumen;
- Building staff competence, creating an environment of creativity and innovation;
- Building and promoting effective teams;
- Creating and promoting enabling environment for open communication;
- Creating an emotionally intelligent organization;
- Leveraging conflict in the interests of UNDP & setting standards;
- Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
- Fair and transparent decision making;
- Calculated risk-taking.
Additionally, he/she is expected to have functional competencies allowing him/her to support the PM:
- Contributing to positive outcomes for the client in a client based approach that anticipates client needs;
- Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
- Demonstrates understanding of client's perspective;
- Keeps the client informed of problems or delays in the provision of services;
- Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively;
- Solicits feedback on service provision and quality;
- Strong interpersonal, written and oral communications skills;
- Ability to work well in multi-disciplinary teams;
- Highly developed inter-personal, negotiation and teamwork skills, networking aptitude;
- Ability to conduct research and analysis with strong synthesis skills;
- Ability to build strong relationships with national consultants; focuses on impact and results for the client and responds positively to critical feedback; consensus-oriented.
Required Skills and Experience
Education:
- Minimum postgraduate degree in Engineering, Sciences, Renewable Energy, Economics and/or related subjects;
Experience:
- Proven and extensive international experience in renewable energy projects, particularly decentralized energy platforms and mini-grids;
- Proven past experience in UNDP/GEF project formulation/design, including drafting of GEF- compliant project documents and endorsement requests;
- At least 10 years experience designing and/or implementing renewable energy and/or climate mitigation activities in developing countries;
- Experience working with international organizations, including UNDP, is preferred but not required.
- Ability to conduct detailed quantitative GHG emission reduction calculations (direct and indirect) according to GEF policies and procedures;
- Knowledge of Sustainable Energy for all objectives and processes is preferred.
Language:
- Regional and national knowledge is highly desirable;
- Excellent English drafting and communication skills.
Payment Modalities and Specifications
Three payments made as follows:- 20% Paid upon approval of Inception Report;
- 30% Paid upon submission of Draft Project Proposal;
- 50% Paid upon approval by GEF of Final Project Proposal.
Application Process
All applications including P11 form, CV, technical and financial proposals should be submitted to the above address in a sealed envelope indicating the following reference 'International Consultant for development of full scale project proposal on increasing access to clean and affordable decentralized energy services in selected vulnerable areas of Malawi' through UNDP jobs website: http://jobs.undp.org. http://jobs.undp.orgor by email procurement.mw@undp.org only: This email address is being protected from spam bots, you need Javascript enabled to view it by 20th March 2014. Incomplete applications will be excluded from further consideration.
Recommended Presentation of Proposal: Introduction about the consultant/CV; Proposed methodology and work plan (max 1 page); Financial proposal, including proposed fee and all other travel related costs (such as flight ticket, per diem, etc)..
Criteria for Evaluation of Proposal: The selection will be made based on the educational background and experience on similar assignments. The price proposal will weigh as 30% of the total scoring.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
