Terms of Reference for GEF Medium Sized Project (MSP) Preparation
National and International Consultants
Government of Botswana is presently carrying out a national IWMR planning exercise. Several other
countries in the Southern Africa region are engaged in similar IWRM planning processes. UNDP is
proposing the MSP “Support Integrated Water Resources Management Planning in Southern Africa” to
assist these efforts. The MSP would provide direct support to the national IWMR planning process in
Botswana and establish a regional knowledge management mechanism to strengthen institutional capacity
to support and foster IWRM in the region.
In order to complete consultations will the project stakeholders and partners, and prepare the MSP project
document, UNDP would like to engage consultant assistance to carry out the preparatory activities as
described in these ToR‟s.
The project background, objectives, log frame etc are described in the PID document, Appendix 1.
Objectives of the consultancy
The anticipated results of the services are to formulate a framework for GEF support to national IWRM
planning and regional knowledge management platform and prepare a MSP document.
Scope of Work
The work will be carried out by a team comprising an international consultant (IC) and a national
consultant (NC). Jointly they will be responsible for ensuring that the MSP is prepared and agreed in
consultation with all relevant project stakeholders and partners, and will carry out the necessary activities
to formulate the MSP document in accordance with UNDP requirements. To this end the consultants will
carry out consultations to confirm and elaborate:
1. project outcomes, outputs and activities;
2. roles and responsibilities of the various project partners
3. costed inputs the project partners will provide to the project;
4. implementation and management arrangement
5. project time frame and budget.
Further, the consultants will gather all information required to formulate the MSP document as per the
requirements laid out in the MSP Proposal Template, and produce a final draft for comment and
subsequently the final MSP document.
Activities, Duration and Outputs
The consultants will work in collaboration with UNDP and the GEF Regional Coordinator for Southern
Africa, and in cooperation with implementing partners.
A description of the detailed activities, their timing and suggested roles and responsibilities within the
consultant team are provided in table below.
DURATION ACTIVITY TASKS and OUTPUTS ROLES OF THE
Weeks from 1. Initial revision of Discuss & revise background info etc. After initial discussions
start the PID updating of log frame. Preparation of a between the NC and the
new Zero Draft PID. IC the NC takes a lead
1-2 role in revising the
PID. NC sends the
updated Zero Draft PID
to the IC as a basis for
the upcoming mission.
3 2. Preparations for the Logistics Mainly done by the NC
mission of the Make appointments
international Prepare a verification workshop
consultant confirming the Zero Draft MSP
document with all stakeholders
4 3. Mission of the Carry out and document the workshop Collaborative effort
international and other consultations with project between the NC and the
consultant stakeholders and implementing IC.
partners to agree the design of the MSP
Agree on outputs, indicators,
management structure etc
5-6 4. Complementary Follow-up meetings with key Mainly done by the NC
fact-finding and stakeholders
consultations Collection of additional information
and data for incremental cost baseline
7-8 5. Preparation of 1st Describe and elaborate project It is foreseen that this
draft MSP document components, outputs and accompanying will commence already
activities, stakeholder participation, during activity 3.
monitoring frameworks etc.
The responsibility for
Draw up the project outcome budget, as preparing the 1st draft
well as outcome-output-input budget. rest with the NC.
However, the IC should
Elaborate the project monitoring and provide guidance.
evaluation plan, derived from the project
logical framework. This task ends with the
NC sending the 1st Daft
See detailed task description below. MSP Document to the
9 6. Editing of 1st draft Editing of the 1st draft to produce the final Mainly done by the IC
MSP document MSP Proposal document, addressing all
GEF and UNDP requirements (as per
MSP Proposal template), including
assessment and description of project
See detailed task description below.
10-11 7. Client review No input from NC/ IC.
12 8. Final revision and Adjustments and revisions to reflect Joint effort between the
submission to GEF comments received. NC and the IC
Submission of the final project output –
the MSP document to the GEF IW office
Details for activity 5 above:
Describe and elaborate project components, outputs and accompanying activities, i.e.:
a. assessment of water resources issues and priorities (specific contributions and technical inputs to
the Botswana NWMP review process);
b. cross-sectoral coordination mechanism (IMCC) (composition, role and tasks; specific support to
the IMCC, such as secretariat services; relationship and delegation of tasks to CWP; managing
horizontal and vertical exchange and flow of information);
c. links to transboundary processes and institutions (mechanism, managing exchange and flow of
d. stakeholder participation process (stakeholder analysis, managing participation and dialogue);
e. capacity building and awareness raising activities (contents and delivery of capacity building, e.g.
workshops, target audiences);
f. regional knowledge management mechanism (host of the mechanism; outputs, such as
documentation of lessons and best practices; means of knowledge and information dissemination
g. IWRM monitoring framework (development of indicators, links to MDG monitoring systems).
Details for activity 6 above:
Define project management and implementation arrangements, including project personnel and short-term
inputs.1 Define roles, responsibilities and functions of project implementing partners, and the inputs
(activities) they will provide to project components. This includes defining the roles and contributions of
GWP-SA and WaterNet/Cap-Net, and their collaboration with respect to implementation of capacity
building activities and documentation of the IWRM processes;
As indicated above the duration of the project is 12 weeks. During this period the total input
from the National Consultant is limited to 30 days and for the International Consultant 14 days.
The travel cost (air travel economy class); accommodation and allowances for one mission of 7
days will be reimbursed.
GEF and UNDP Country Office Support
The UNDP country office in Gaborone will furnish the consultant team with all locally available
UNDP documentation that could form input or guidance to the preparation of the MSP. They
will also be available to assist with setting up appointments and official communication.
It is expected that the project will recruit a national project coordinator and assistant, who, in concert with lead
agency designated staff, will function as the “Project Management Unit”. Responsibilities would include overall
project coordination; day-to-day management of project activities; preparation of work plans; support to the
„IMCC‟; and interaction with transboundary institutions and processes. The „IMCC‟ would constitute the formal
cross-sectoral coordination mechanism and may delegate various coordination, consultation, and advisory tasks to
the Botswana Country Partnership; the „IMCC‟ would approve the project work plans and recruitment of
personnel/technical inputs, and provide project oversight. UNDP will be responsible for overall project
The GEF IW office for Southern and East Africa will furnish the consultant team with the
necessary GEF documentation and guidance.
Lines of Reporting
On all matters regarding the administration of the contract, the consultant will report to:
Ms .Cecile Collas
Tel. and email: +41 (22) 917 8288
On all technical aspects of the project, the consultant will report to:
Mr. Nik Sekhran
Regional Coordinator/Task Manager
GEF IW Southern and East Africa
Tel. and email:+ 27.12.354.8131
EXCERPT FROM UNDP PROJECT INITIATION DOCUMENT
1. GLOBAL SIGNIFICANCE AND PROBLEM STATEMENT
The WSSD Plan of Implementation calls for the development of integrated water resources management
and water efficiency plans by 2005 (IWRM plans), with support to developing countries. Further,
adoption of national IWRM policies and strategies for the management and development of water
resources is a fundamental step towards reaching most of the MDGs. Consistent with the MDG and
WSSD targets, IWRM strategies involve balancing societies‟ multiple needs and uses of water with the
need to protect ecosystems and their ability to sustain multiple uses.
Conventional fragmented, sectoral approaches to water allocation, use and management are not
sustainable. A wide range of issues – such as competing sectoral uses, land degradation, pollution from
various sources, climate variability and change – impact water resources quality and quantity and need to
be addressed in concert. Where water resources are shared between countries, it is also essential to take
into account transboundary concerns. While there are many good efforts ongoing globally that in one
way or another support IWRM principles and aim to address water issues in a more integrated manner,
comprehensive national IWRM processes are lacking or in incipient stages. There are no tried and tested
methodologies and processes for the development of national IWRM plans that could offer models for
countries for their national IWRM planning.
UNDP is proposing to support the formulation of several GEF Medium-Size Projects to assist countries
with the development of their national IWRM and water efficiency plans. GEF support would enable
countries to better integrate the environmental dimensions of water resources management and
incorporate transboundary and global environmental issues into national IWRM processes and plans.
Specifically, it would assist countries to:
integrate relevant work within the GEF focal areas (BD, CC, IW, POP, LD) into national IWRM planning
and implementation processes;
improve cross-sectoral communication and coordination for IWRM, bringing together the various actors
(ministries, agencies, CSOs, GEF projects) through processes already piloted in the IW focal area by
strengthen the bi-directional relationship between national and transboundary water resources management
and links between national IWRM processes and transboundary initiatives; and
integrate global environmental concerns, especially land resource considerations into IWRM.
The MSPs would utilize the experience of several processes that have been piloted under the GEF IW
focal area to achieve integrated approaches for transboundary water systems, which can be adapted for
use on a national basis. By capturing lessons learned and best practices from both the international waters
and national IWRM processes, the MSPs would contribute to the development of IWMR planning
1.2 MSP to Support Integrated Water Resources Management Planning in Southern Africa
The first MSP, proposed here, aims to support IWRM planning in the Southern Africa region. It
comprises two components:
a. Support to the development of the national IWRM plan in Botswana
b. Regional knowledge management and institutional support for lessons learning and
replication of best practice within SADC
National IWRM Plan in Botswana:
Botswana is presently undertaking a review of its National Water Master Plan. The summary objective of
the review is to assess and project water demands and potential sources over a thirty year period, and
identify water resources development options that best meet economic efficiency, sustainability, and
poverty alleviation objectives. It also includes institutional, policy and legal aspects of water resources
management and effective implementation of the NWMP. While the review is a comprehensive effort
that aims to address all sectoral needs, GoB requires assistance to fully integrate water resources
management and development options across all sectors. In particular, support is needed to identify and
develop water efficiency and conservation options to respond to the problem of increasing water scarcity
and balancing allocation and use of water resources. Further, even though GoB strongly supports cross-
sectoral coordination and stakeholder participation, actual coordination is weak and requires concrete
assistance to develop consensus between sectoral interests in the formulation of national water resources
policy and implementation strategy.
Regional Knowledge Management
Several countries in the Southern Africa region are presently at the beginning stages of national IWRM
planning processes, including Botswana, Malawi, Mozambique, Namibia, Swaziland, and Zambia. The
only country in the region to have formulated an IWRM plan is South Africa. As mentioned above, tested
methodologies and processes for developing IWRM plans are lacking. The proposed project would
establish a regional knowledge management mechanism to support exchange of experience and lessons
learned, and eventually derive best practice and guidance on IWRM planning. Collaboration with SADC
and regional capacity building institutions would thereby strengthen institutional capacity in the region to
support national IWRM processes.
The diagram in Annex 1 illustrates the project process.
2. PROJECT LINKAGE TO NATIONAL PRIORITIES AND CP/GCF/RCF, CCA, AND UNDAF
Chapter 12 of the National Development Plan 9, 2003/4 – 2008/9, puts forth Botswana‟s priorities vis a
vis water resources, consistent with its “Vision 2016” – “A Long-Term Vision for Botswana: Towards
Prosperity for All”. The review of the NWMP is one of these priorities, and it is expected to produce “…
a revised institutional framework for the water sector in Botswana, which can respond and adequately
deliver Vision 2016 goals and aspirations on water.” Also prioritized is the work of the International
Waters Unit of the MMEWR to continue Botswana‟s participation in transboundary water resources
issues and full engagement in negotiation and promotion of international agreements on water resources
development and use at the regional level. The proposed project thus is directly linked to NDP9
The Country Programme for Botswana 2003-2007 recognizes the threat of environmental degradation to
the long-term sustainability of Botswana‟s development, as well as the reliance of a large part the
population on environmental resources for their livelihoods. The CP is based on UNDAF which
identifies environment as one of three strategic areas of focus for UN support, along with poverty and
HIV/AIDS. The CP supports the UNDAF objective to assist Botswana to fulfill its obligations under
global and regional commitments and goals. The proposed project is directly linked with, in fact identical
to, the output “Integrated water resources management plan developed” under this objective.
Chapter four of the Common Country Assessment (2001) lays out the constraints and challenges to
sustainable utilization of Botswana‟s natural resources vis a vis six inter-related „environmental‟
concerns, including rangeland degradation, depletion of water resources, pollution, waste and sanitation,
and climate change impacts. The proposed project contributes directly to addressing a range of the
identified constraints, including increasing public awareness, capacity building and participatory decision-
The Second Regional Cooperation Framework for Africa, 2002 – 2006, addresses “protecting and
regenerating the environment” as a cross-cutting objective critical to sustainable human development and
poverty eradication. The proposed project contributes to several expected results of the RCF, including
effectively addressing the environmental dimensions of conflicts and disasters and effective management
of cross-boundary water resources.
The proposed project contributes to the objectives of the GCFII (2001- 2005), specifically with respect to
promoting equitable and sustainable management of the global commons [para. 32 (c)] and generating
tools and sharing approaches for equitable access to, and sustainable use of, water, land and biological
resources as natural resource assets for poverty reduction [para 38 (b)].
3. STAKEHOLDERS AND BENEFICIARIES INVOLVED IN THE PROJECT
At the national level, stakeholders and beneficiaries include the ministries and their agencies involved in
and having a bearing on water and land resources management, such as Ministry of Minerals, Energy and
Water Affairs; Ministry of Environment, Wildlife and Tourism; Ministry of Local Government; Ministry
of Lands and Housing; Ministry of Agriculture; and Ministry of State President. Other partners include
civil society organizations and NGOs such as Kalahari Conservation Society and Environment Watch
Botswana. The proposed MSP should also benefit a number of related GEF and other projects, e.g.
UNEP Desert Margins Initiative and UNDP Botswana LANDCARE, as well as GEF IW projects
(Okavango, Orange Senqu, Groundwater and Drought Management in SADC), and vice versa these
projects would contribute vital information on water-relevant concerns to the national IWRM planning
At the regional level, stakeholders include capacity building organizations in the region, Global Water
Partnership – Southern Africa, Cap-Net/WaterNet, and SADC.
4. RATIONALE FOR GEF INVOLVEMENT AND FIT WITH GEF OPERATIONAL PROGRAMMES AND
GEF has been supporting countries‟ work within the GEF Focal Areas – biodiversity, climate change,
international waters, persistent organic pollutants and land degradation – that has direct relevance for
IWRM. UNDP and other agencies have utilized GEF support to assist countries in planning under each
of these focal areas. Results of this work, priorities that have been established, and ongoing action within
these areas should be utilized effectively and linked with national IWRM planning and implementation
processes, because they contribute to achieving the MDGs and Johannesburg targets. Not only would this
promote more holistic and comprehensive water resources management, it would also facilitate progress
with the issues addressed under these focal areas.
Such „cross-sectoral‟ coordination adds complexity to water and land resources management, and in many
instances exceeds the capacity of developing countries. GEF has piloted processes in its international
waters focal area that may help countries to delineate where such integrated approaches are necessary,
and to simplify the perceived complexity. These processes will be useful to consider in formulating
national IWRM plans. Indeed, GEF is considering terminating support for separate national action plans
under its international waters focal area, and may ask nations to integrate these transboundary
considerations into their national IWRM plans. Consequently, GEF would support the MSPs for national
IWRM plans through the international waters focal area in Operational Program 10 (global technical
support component). This series of pilot MSP projects would serve as innovative demonstrations under
Strategic Priority III for the focal area.
5. EXPECTED GOAL, OBJECTIVES, AND OUTCOMES OF FINAL PROJECT AND RELEVANCE TO
OUTCOMES OF CPD AND UNDAF
The expected goal, objectives and outcomes are elaborated in the draft project Logical Framework
attached in Annex 2.
Project Goal: IWRM is operationalized across southern Africa, and contributes to
environmentally, economically and socially sustainable development.
Project Objective: National processes and institutional mechanisms are in place to undertake
adaptive IWRM planning.
Outcome 1: IWRM Plan for Botswana is adopted that addresses national and transboundary
water management priorities, integrates global environmental management
objectives, and balances multiple uses of water resources.
Outcome 2: Increased awareness and capacity of stakeholders (government, civil society,
private sector) to engage in the IWRM planning and implementation process.
Outcome 3: Monitoring of progress in planning and implementing IWRM is improved.
Outcome 1 comprises support to the national IWRM planning process while outcome 2 encompasses the
project‟s regional knowledge management component, and capacity building and awareness raising at
national and regional levels. A monitoring framework, linked to national MDG and poverty monitoring
systems, will be derived from the identified best practice and guidance to improve systematic tracking of
progress on IWRM in the region.
The final project is directly relevant to the four intended outcomes of the CP under the thematic area
Improved national capacity to monitor environmental conditions and trends and assess policy performance
in promoting environmental sustainability,
Improved awareness and understand among decision makers and the public of linkages between
environmental sustainability and human poverty and well-being,
Global environment concerns and commitments integrated in national planning and policy,
Improved national capacity to negotiate and implement global benefits.
As mentioned above, the national IWRM plan is one of the CP outputs.
6. DESCRIPTION OF PREPARATORY INCEPTION STAGE
Initial consultations have been carried out with Government of Botswana and other project partners on the
scope and activities of the proposed MSP, and have broadly identified proposed project support. The
purpose of this PDF A project is to carry out follow-up discussions, agree project outputs and activities
and the roles and responsibilities of the various project partners, and prepare and agree the final MSP
project document. The PDF A will finance activities required to elaborate the cross-sectoral coordination
mechanism, links to transboundary processes and institutions, stakeholder participation process, capacity
building and awareness raising activities, and the regional knowledge management mechanism. The
preparation phase of the MSP will emphasize stakeholder participation.
6.1 Expected Outcomes and Completion Date of PDF A Project
The expected outcome of the PDF A project is a framework for GEF support to national IWRM planning
and regional knowledge management platform.
7. MANAGEMENT ARRANGEMENTS
The project will be executed by UNOPS. The Botswana Department of Water Affairs will be the lead
agency for project implementation at the national level, in close collaboration with the above-mentioned
water-relevant ministries and their agencies. Project activities will further be implemented in
collaboration with the Global Water Partnership – Southern Africa, Cap-Net/WaterNet, and UNDP.
7.1 Roles and Responsibilities of the Parties
UNOPS will be accountable to UNDP for financial management and timely contracting of project inputs.
Overall project management and technical backstopping will be carried out by UNDP. Elaboration and
agreement of roles, responsibilities and functions of project implementing partners will be finalized
during the project preparation phase.
GEF Support for Developing National IWRM/WE Plans to meet multiple MDGs: IWMR Planning in Southern Africa MSP
Nationally Owned Process: Botswana
Work plan for project adopted
by Inter-Ministerial Committee
Other nationaL IWRM planning processes in region
Other nationaL IWRM planning processes in region
Interact with Conduct rapid water and
GWP, Cap-Net; land related resources
donor analysis by catchment and
coordination & from institutional standpoint
facilitation (local, catchment, national)
through UNDP boundary
Country Office; processes
Capacity Draft basin analyses
building & reviewed by stakeholders,
coordination revised if necessary and
inputs adopted by Inter-Ministerial
Draft IWRM plan formulation
Draft IWRM plan reviewed with
by stakeholders regional
Draft IWRM plan revised SADC
and adopted by
Regional Knowledge Management
Exchange experience and lessons learned
Develop best practice and guidance for IWRM planning, disseminate in the region
Logframe Matrix: Integrated Water Resource Management Planning in Southern Africa
INDICATORS MOV ASSUMPTIONS/RISKS
Goal: IWRM is Political stability and law and
operationalized across order are in place
southern Africa, and Continued political commitment
contributes to to meeting MDGs and WSSD
economically and socially
Continued support to IWRM from
social and economic sectors
organizations remain ready to
assist countries to undertake
IWRM reforms and investment
Project Objective: National SADC countries have developed and adopted IWRM IWRM Plan documents Consensus can be achieved and
processes and institutional plans for water resources management, water sector conflicts of interest can be
mechanisms are in place to reforms and investments. PRS and PRSP documents resolved on balancing competing
undertake adaptive IWRM Baseline: 1 country uses of water at both national and
planning EOP at least 7 countries Documentation of national – transboundary scales
transboundary coordination and IWRM concerns receive sufficient
IWRM plans are integrated into PRSs and PRSPs harmonization mechanisms attention and allocation of
Baseline: zero national and external sources of
EOP 3 Countries Transboundary SAPs or financing
Outcome 1: IWRM Plan for Situation assessment of the status of water resources Assessment reports Sufficient information can be
Botswana is adopted that management is completed and priority IWRM issues generated to support resource
addresses national and and actions are identified IWRM plan management and allocation
transboundary water Baseline: water sector studies available decisions
management priorities, Mid-term: cross-sectoral situation assessments Transboundary management
integrates global completed strategies and programmes Willingness/ability to achieve
environmental management agreement on priorities and
objectives, and balances IWRM plan reflects national priorities and consensus Documentation of cross-sectoral, resolution of potential WR use or
multiple uses of water agreed through cross-sectoral multi-stakeholder participatory consultation and allocation conflicts
resources processes coordination processes
Baseline: agreement to prepare IWRM plans EOP:
Government leadership and
Records and outputs of IMCC
adopted by parliament prioritization of IWRM issues
Transboundary basin concerns and agreements are
incorporated into national plans and reflect national Monitoring reports
Baseline:8 transboundary water management
programmes in place
EOP: transboundary planning targets incorporated
into IWRM plans
Cross sectoral institutional coordination mechanisms
for IWRM are functional
Baseline: incipient CWP established EOP:
functional Inter-ministerial Coordinating Committees
in place and CWPs actively supporting IWRM
planning processes and mandated by IMCCs
Coordination of roles and responsibilities clearly
defined across spatial (hydrologic units – basins) and
administrative (local-national) levels
Baseline: roles and responsibilities not defined
EOP:roles and responsibilities clearly delineated
Outcome 2: Bi-directional mechanisms in place to incorporate Proceedings of dialogue and Intergovernmental relations between
Increased awareness and national and transboundary basin concerns into networking events riparian countries remain sufficiently
capacity of stakeholders respective WR planning and management cooperative
(government, civil society, arrangements Requests for information
private sector) to engage in Baseline:no integration EOP: Sufficient institutional and human
the IWRM (planning & knowledge management platforms in place and Project monitoring reports resources capacity to carry out IWRM
implementation) process informing CWP & IMCC processes planning processes
GWP/CWP progress reports and
Consistent and practical guidance for IWRM planning documentation Sufficient support for meaningful
is developed and accessed throughout the region Cap-Net documentation stakeholder participation, particularly
Baseline:no consistent guidance available of constituencies with low capacities
EOP:Guidance formulated and accessible through IWRM planning guidance and marginalized groups
knowledge management platform document(s)
Documentation of planning
Public outreach and participation
Outcome 3: Monitoring of Monitoring framework derived from IWRM guidance Monitoring framework Sufficient capacity/resources to carry
progress in planning and and best practices is adapted and used across region document out information collection and
implementing IWRM is Baseline: no framework in place reporting
improved EOP:monitoring framework applied in at least 3
Working definition of terms for the purposes of this MSP:
Characteristics of IWRM processes:
Addresses both management of water as a resource, and provision of water services
Addresses multiple domains that shape WR management and provision of water services:
o enabling environment – policy, legislation, financing mechanisms
o institutional arrangements that determine how policy is implemented and who is involved
o management instruments and tools to manage water resources, their use, and the behavior of water users
is cyclical, ongoing process of assessing issues, agreeing goals and priorities, implementing priority actions, and monitoring and evaluating approaches and
aims to balance competing uses of water resources towards the end of social equity and poverty reduction, environmental sustainability, and economic
aims to coordinate and integrate WRM across spatial and political scales – catchment, basin; local, national, transboundary
promotes participation of all stakeholder groups in decision-making processes to level the playing field in the negotiation of roles, rights, and responsibilities
Project addresses the „assessment of issues‟ and „agreement of goals and priorities‟ phase of the cyclical process. In practice, it builds on existing work done in the
IWRM process, and assessment of its effectiveness and gaps/omissions; it emphasizes strengthening the process of assessment and decision-making (e.g. inter-
ministerial coordination, participation of marginalized groups and public at large), and development of lessons learned and guidance for effective IWRM planning,
so as to promote replication of effective IWRM planning across the southern Africa region.