Ministry of Agriculture and Rural Development

Food and Agriculture Organization of the United Nations

Terms of Reference for Final Evaluation of the Project Strengthening Capacities to Enhance Coordinated and Integrated Disaster Risk Reduction Actions and Adaptation to Climate Change in Agriculture in the Northern Mountain Regions of Viet Nam UNJP VIE 037 YNJ
1. Background information

This project: Strengthening Capacities to Enhance Coordinated and Integrated Disaster Risk Reduction Actions and Adaptation to Climate Change in Agriculture in the Northern Mountain Regions of Viet Nam is designed to establish a practical disaster risk reduction action and climate change adaptation in selected three pilot provinces including Phu Tho, Yen Bai and Lao Cai, which have a high exposure of agriculture to natural hazards. The project is addressing critical problems and gaps identified as followed: The project responded to the request from the Government of Viet Nam through Ministry of Agriculture and Rural development (MARD) to provide rehabilitation assistance in supporting poor and flood-affected households in Phu Tho, Yen Bai and Lao Cai Provinces, which were hit by a series of natural disasters including Cyclone Kammuri in August 2008 and followed by Cyclone Hagupit in September 2008, to restart their rice cultivation. Though emergency support can not be completely avoided, however, the project aims at providing effective planning, preparedness and technical/institutional support in order to minimise the adverse impacts of natural disasters and adapt to the impacts of climate change. The project designed to enhance coordinated and integrated disaster risk management actions and adaptation to climate change, institutional and technical capacity of the professional bureaus of MARD at the national level and provincial and district level Department of Agriculture and Rural development (DARD) in order for them to address risks in a proactive way from an agricultural perspective, including the emerging challenges of adaptation to climate change. Such institutional building is expected to catalyze a process to better positioning the MARD in the implementation of the National Strategy for Natural Disaster Prevention, Response and Mitigation and new climate change action plan. Building institutional and technical capacity within MARD related to climate change impacts, vulnerability and adaptation will also provide a comparative advantage to better represent the agriculture sector in National Target Programme on climate change. Together with technical capacity building, measures to strengthen institutional support services is required to enhance coordinated and integrated DRR actions and adaptation to climate change at local level. From the previous assistance two major aspects have been recognized for improvement: (i) improving provincial,

district and community level seed production, storage and maintenance and (ii) make available usable early warning products including weather/climate forecast products for agricultural applications. Such an improvement would help to expand the scope for saving lives and better safeguarding of peoples livelihoods. Through building well coordinated DRR actions and climate change adaptation, the project will aim at addressing existing vulnerabilities and risks in agriculture. Availability of location specific data on disaster impacts and spatial information on vulnerability and risks provides a basis to understand the areas of concern to make better informed decisions in disaster preparedness and response and long term measures relevant to climate change adaptation. The project will also strengthen the ongoing efforts by UNICEF on Vietinfo database while indicators relevant to agriculture sector together with other available indicators for the northern mountain region should be incorporated. Disaster Risk Reduction and Climate Change Adaptation action converges at local level. To operationalize the community level actions, it is essential to introduce and demonstrate through a guided learning by doing process at district and community levels, a set of locally adapted, innovative and gender-sensitive technologies for climate change adaptation in agriculture; this will further enhance: i) local awareness about disaster preparedness and adaptation to climate change; ii) the resilience of local communities against the impacts of current climatic extremes, which are expected to further increase in intensity and frequency in the context of climate change; iii) livelihood assets, on-farm employment and household food security; and iv) active participation of the most vulnerable men and women. Successfully tested good practice examples will provide the basis for further replication in similar agro-ecological regions in the country. Project objectives, outcomes and outputs The overall objective of the project is to strengthen the institutional systems and processes for disaster risk reduction and preparedness in order to reduce vulnerability to climate extremes and strengthen resilience to climate change impacts. The projects objective will be achieved through following outcomes and outputs: Outcome 1: Strengthened institutional, technical and policy frameworks and coordination for disaster risk reduction and climate change adaptation in agriculture at national, provincial and local level (in the northern mountain regions) Output 1.1: Institutional and technical capacity of relevant provincial and local (district and commune) institutions strengthened to enhance coordinated and integrated DRR actions and to reduce vulnerability to climate change Output 1.2: Enhanced policy frameworks, guidelines and coordination and communication mechanisms for disaster risk reduction and climate change adaptation in agriculture in line with National Strategy for Natural Disaster Prevention, Response and Mitigation (2020) and Action Plan Framework for adaptation and mitigation of climate change in agriculture (2008 2020) Outcome 2: Strengthened institutional support services to enhance coordinated and integrated DRR actions and adaptation to climate change at the provincial level (3 pilot provinces) Output 2.1: Improved seed production, storage and maintenance system at provincial, district and commune level in place to enhance preparedness and effectively respond to climate related extremes in the mountain region Output 2.2: Enhanced capacity for developing localised early warning systems and weather/climate information application for risk management and adaptation at the provincial level Outcome 3: Improved database management, spatial information products to facilitate local level DRR actions and strengthen resilience of vulnerable communities to climate change impacts Output 3.1 Developed effective database management system in order to monitor impacts of natural disasters in agricultural and food security and streamlining the communication between district and central institutions. Output 3.2 Developed spatial decision support products based on the hazards, local

vulnerability and risks at the provincial level Outcome 4 Location specific community based disaster risk reduction, climate change adaptation and awareness actions prioritized and implemented at the community level Output 4.1: Location specific technologies for DRR and climate change adaptation within the agriculture sector identified and screened and the CBDRM process facilitated to prioritize community actions Output 4.2: Location specific technologies for DRR and climate change adaptation within the agriculture sector implemented through a participatory learning by doing process at the community levels 2. Objectives of the final evaluation

The objective of this Final Review is to evaluate the projects effectiveness, and results measured against objectives, outcomes and outputs set forth in the project document. The evaluation will also draw strategic and operational lessons learnt. Specifically, the final evaluation will address the followings: To evaluate the implementation process and collaborative mechanism as well as its achievements of the project up to November 2011, Review the efficiency, strengths and weaknesses of the Project from its start until present, and To find out the linkage between the project outcomes and the ongoing target program in agriculture and rural development sector including Tam Nong and Chuong trinh Nong thon moi Provide Project stakeholders and funded agency with recommendations to improve and enhance the project outcome and effectiveness In assessing the implementation process, the review will systematically and objectively evaluate the following aspects of the Project: Relevance: the extent to which the objectives, implementation strategies, activities and methodologies are being adapted to the needs of the sector and relevant stakeholders, Effectiveness: the extent to which the Project is achieving its objectives; and the actual outputs and outcomes of the Project, Efficiency: the results achieved in relation to the resources expended in terms of time, financial and human resources, Sustainability: the extent to which current outcomes are expected to continue to be achieved beyond the completion of the Project, and Impact: give an indication as to the overall effect on the sector. 3. Issues of special consideration

Along with the evaluation of project implementation process, achievement, efficiency, strengthens, weaknesses and drawing lessons learnt, this assessment should also address the followings: How the projects objectives, outputs and outcomes are in line with the resolution of the 7th Congress by the session X Central Executive Committee on agriculture, farmers and rural areas (Tam Nong) How different projects outcomes and outputs practically support each other in strengthening the institutional systems and processes for disaster risk reduction and improving preparedness in order to reduce vulnerability to climate extremes and build resilience to climate change impacts as expressed in its design; and will the achievement be sustainable? Whether or not the project plays catalytic role in ensuring close interaction and coordination between line agencies at provincial and district levels; The extent that the proposed projects objectives are accomplished? Elaborate the reasons for successes and failure? Outcomes shall be assessed with special attention to the Resolution of the 7th Congress by the Session X Central Executive Committee on agriculture, farmers and rural areas (Tam Nong), National Strategy for

Natural Disaster Prevention, Response and Mitigation to 2020, and National Target Program on Climate Change Response. 4. Outputs of the evaluation

The final evaluation is expected to produce the following outputs: An activity report illustrating meetings / interview with the projects donor, key stakeholders and PMU staffs as well as field surveys A concise presentation (in Vietnamese and English) on the main findings, conclusion, lessons learned, and recommendations at the workshop introducing about the final review results and the wrap-up workshop in December 2011 A final Review Report (in Vietnamese and English), which comprise recommendations and lessons learnt for future action with specific indicators The final report will compose of all findings, assessments and recommendations and be submitted to FAO and PMU in both English and Vietnamese no later than 15 November 2011 5. Methodologies

The evaluation approach provided below are principle method, it is expected that the evaluation team is responsible for revising and elaborating the approach as necessary. The review team is expected to conduct the assessment through: Interviewing implementing agencies, FAO staff, PMU staff, local authorities of 3 pilot provinces, and organizations and communities in the projects sites Reviewing of available Project documents, progress and technical reports A field visit to 3 project provinces of Yen Bai, Phu Tho, and Lao Cai Other appropriate methods as required. The Review Team will pursue the above set objectives in a collaborative manner by applying a consultative approach throughout the assignment. The Review Team shall however, be given an independent status to ensure the objectiveness of the Final Review. 6. Timeframe for the final evaluation The aforementioned tasks of this evaluation shall be implemented by a team of national consultants (one consultant and one assistant). Total working days allocated for this assignment is about 18 to 22 days extending from Mid September 2011 to Mid November 2011. The below table provide detail information on time allocation for the assignment. Action Briefing for evaluators by PMU and FAO Carry out desk review and analysis of available project data and documents; Develop detailed work plan Review documents and conduct interviews with stakeholders in Ha Noi Time frame 1day 2 days Expected output Consultants are well aware of key information relevant to project A work plan detailing where to visit, whom to meet and interview, what to review, applied methodologies etc. approved by the PMU Findings at national level and of a review of relevant documents Person in charge Consultant, PMU and FAO Consultants, PMU Staff

2 days

Consultants

Action Conduct a field visit to 3 project provinces Prepare an assessment report (in both English and Vietnamese) Debriefing for PMU, FAO and related stakeholders,

Time frame 6 days

Expected output Findings at provincial level

4.5 days

Assessment report

Person in charge Consultants, PMU staff, provincial coordinators Consultants

0.5 day

All related parties are aware of and comments on the result of the assessment Final report Final review (this will be decided based on the need)

Finalize the report Conduct a field visit to 3 project provinces to check the results and recommendations of the Final Report with FAO Representative and NPD

2days 3 days

Consultants, FAO, PMU Staff, and participating agencies Consultants Consultants, FAO Representative, NPD, project coordinator, provincial coordinators Consultants, FAO, PMU Staff, and participating agencies

Preparing a concise presentation and present it at a workshop, which will be organized for introducing the assessment results TOTAL

1 day

All related stakeholders will be informed in regards to the assessment results.

22 days

Note: Logistics of field trips and consultations will be facilitated by the PMU. Expenses associated with the provincial field trip will be covered by the PMU. 7. Evaluation team and requirements

A team of independent national consultants (one consultant and one assistant) will be recruited to conduct the evaluation. The selected consultants should not have participated in the project preparation and/or implementation and should not have conflict of interest with project related activities. The expected evaluation team should meet the following requirements: Strong knowledge and proven experience in disaster management, climate change adaptation and agriculture in Vietnam Proven records of experience in evaluation, logical framework approach and project cycle management Proven experience in planning, implementation and monitoring disaster prevention/preparedness and climate change adaptation programmes / projects in Vietnam Strong command of English and Vietnamese Good at MS office software including Word processing and Power-point presentation Proven knowledge and experience in statistics Good experience in policy and / or institutional analysis The national expert should meet the following minimum requirements:

Extensive knowledge and experience of Viet Nam disaster management, climate change adaptation and agriculture sector generally, Proven experience in evaluation methodology and logical framework of project development, project cycle management Proven experience in similar assignments, including analysis and writing skills, Long standing knowledge and field experience at local and national level on planning, implementation and monitoring of disaster prevention/preparedness and climate change adaptation programmes in Viet Nam, Experience in policy and/or institutional analysis Experience in working with government and UN staffs; Experience in team work Fluent in written and spoken English. Good knowledge in statistics, MS software including Word processing and Power-Point presentation

The Vietnamese Research Assistant should meet the following minimum requirements; Extensive knowledge and experience of Viet Nam disaster management, climate change adaptation and agriculture sector generally, Proven experience in evaluation methodology and logical framework of project development, Experience in policy and/or institutional analysis assignments will be an asset, Fluent in written and spoken English. Good knowledge in statistics, MS software including Word processing and Power-Point presentation 8. Responsibilities of the evaluation team

Responsibilities of the national consultant Leading the Review Team in communicating with the PMU during the mission Leading the Review Team in planning, conducting and reporting on the Review Deciding on division of labor within the Team and ensuring timeliness of reports Use of best evaluation methodologies in conducting the Review Conducting the debriefing for the PMU and FAO Leading the development of draft and final versions of the Final Review Report and the presentation of the findings. Documentation of the Review and submission to FAO and PMU Responsibilities of the evaluation assistant Contributing to the development of review plan and methodology; Conducting specific elements of the evaluation determined by the lead consultant; Contributing to presentation of the evaluation findings and recommendations Documenting the evaluation and data gathering; Translation and interpretation for the Review Team

9. Application process Interested applications can apply individually or by groups of two consultants by submitting the below mentioned materials: An expression of interest outlining both the qualifications of the interested party and the details of proposed methodology and consultancy fee for the assignment, C.V. of the individual/s submitting the application Deadline: Interested applicants should submit their applications no later than Wednesday 14th September 2011 to:

UNJP VIE 037 UNJ Project Management Unit Room 304 - 305, 3rd floor, MARD Inter agency compound No. 6 Nguyen Cong Tru St., Hanoi Tel: (84-4) 3733 6640/6642 - Fax: (84-4) 3733 7769 Mobile: 0988977326, Or Email: thaiminhhuong84@gmail.com (preferably)