Prodoc pims5686 SouthAfrica National abs project

8.Governance and Management Arrangements

Roles and responsibilities of the project’s governance mechanism: The project will be implemented over a aperiod of five years. UNDP will be responsible for the overall execution of the project.
The Implementing Partner for this project is the Department of Environmental Affairs (DEA).

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  More specifically, DEA will directly implement Outputs 2.1, 2.2, 2.3, 2.6 and 3.2. through its Project Management Unit (PMU).
  
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  For certain Outputs above-mentioned, specific arrangements apply:
  
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    During year 1, DEA will tender out the work on Output 2.1 to a capable service provider.
    
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    Output 2.2 will be implemented by DEA in collaboration with Tyefu Traditional Trust as the partner on the ground. DEA will however retain budgetary control of the funds allocated to Ouptut 2.2.
    
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    The funding for Output 2.3 is foreseen to be availed to grantees on the ground and the GEF-SGP in South will be used as the disbursement mechanism, whereby the a specific call for proposals relevant to the outut will be lauched throug a colloboration between the PMU and the SGP coordination.
    
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    Output 3.2 will be implemented in partnership with SANBI, through direct appointment, but DEA will also in this case retain budgetary control of the funds allocated to Ouptut 3.2.
    

Responsible Parties (RPs):

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  Council for Scientific and Industrial Research (CSIR), which will be responsible for Output 1.1
  
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  Agricultural Research Council (ARC), which will be responsible for Outputs 1.2 and 2.5.
  
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  Department of Science & Technology (DST) , which will be responsible for Output 3.1.
  

An example for an Agreement/MOU for the RPs is included in Annex J. The overview of funds and responsibilities allocation is provided in the table below:

Table . Overview of over budget allocations and responsibilities (according to the TBW)

Output #	Project Output (Short)	Allocated budget (US$)	Proposed implementation arrangement
1.1	Output 1.1 (Afr. Ginger) - CSIR	558,000	CSIR (Council for Scientific and Industrial Research)
1.2	Output 1.2 (Northern Cape) - ARC	900,000	ARC (Agricultural Research Council)
2.1	Output 2.1 (Pelag.) - DEA PMU	680,000	DEA (PMU)
2.2	Output 2.2 (Aloe ferox) - DEA PMU / Tyefu Community	1,037,000	DEA + Tyefu Traditional Trust
2.3	Output 2.3 (Honeybush) - DEA PMU / SGP	1,000,000	DEA (PMU) with funds rolled out through the GEF-SGP
2.4	Output 2.4 (African Ginger cultivation) - ARC	350,000	ARC
2.5	Output 2.5 (Extension Services N Cape Hub) - ARC	150,000	ARC
2.6	Output 2.6 (Rooibos) - DEA PMU	100,000	DEA (PMU)
3.1	Output 3.2 (Certification System) - DEA PMU	437,600	DST (Department of Science & Technology)
3.2	Output 3.1 (National Recordal System) - DST	215,000	DEA (PMU)
COMP 1, 2 and 3	Project’ technical implementation and composition of a PMU within DEA, including (i) and (ii): (i) Project Core Team: Project Manager (financed by GEF, DEA recruitment) Project Finance Officer (directly finance by DEA) Project’s M&E Officer (financed by GEF at 70%, UNDP recruitment) (ii) Other needed inputs into the project’s technical implementation (equipment, furniture, vehicle, travel, supplies, etc.)	362,400	DEA and UNDP
COMP 4	Monitoring & Evaluation plus Knowledge Management (refer to Section VII for details)	140,330	DEA PMU and UNDP
PMC	Project Management Costs	295,716	DEA PMU and UNDP
TOTAL		6,210,046

The Implementing Partner is responsible and accountable for managing the respective components and outputs of this project, including the monitoring and evaluation of project interventions, achieving project outcomes, and for the effective use of UNDP resources. The project organisation structure²³ is as follows:

Figure . Project organisation structure.

Project Manager

Appointed by UNDP

Project Board

Beneficiaries and Stakeholders:
ARC, CSIR, DST, HCoP, PWG, Tyefu local organizations, business and industry associations, Provincial and Municipal departments in project sites

Executive/Project Director:

DEA

Bioeconomy Directorate
Suppliers:

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  UNDP
  
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  GEF SGP
  
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  ARC
  
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  CSIR
  
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  DST
  

+Other organizations (SANBI, Tyefu, possibly Traffic, etc.)

Project Assurance

UNDP CO

Head of Environment Unit

Project Organisation Structure

RP

DST

RP

CSIR

Project Management Unit (PMU)

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  Project manager (technical, strategic, managerial)
  
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  Finance Officer
  
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  Technical M&E Officer
  

RP

ARC

LEGEND Agricultural Research Commission (ARC) Council for Scientific and Industrial Research (CSIR) Honeybush Community of Practice (HCoP)

Pelargonium Working Group (PWG) Tyefu Traditional Leader (Chief Msutu) Tyefu Traditional Council (TTC) Tyefu Traditional Trust (TTT)

The Project Board (also called Project Steering Committee) is responsible for making by consensus, management decisions when guidance is required by the Project Manager, including recommendation for UNDP/Implementing Partner approval of project plans and revisions. In order to ensure UNDP’s ultimate accountability, Project Board decisions should be made in accordance with standards that shall ensure management for development results, best value money, fairness, integrity, transparency and effective international competition. In case a consensus cannot be reached within the Board, final decision shall rest with the UNDP Programme Manager. The terms of reference for the Project Board are contained in Annex E. The Project Board is comprised of the following institutions: UNDP, the Department of Environmental Affairs (DEA), Agricultural Research Council (ARC), Council for Scientific and Industrial Research (CSIR), Department of Science and Technology (DST), as well as XXXXXX [LIST ALL CO-FINANCIERS]

Other as relevant stakeholders and representatives from project beneficiary groups may be invited to Project Board meetings, namly: civil Society and business associations represetnative, representatives of the Provincial Governments of Northern Cape, Free State, Eastern Cape. A representative of the donor community with a stake in ABS issues in South Africa may also be invited on the board²⁴. The Project Board will meet after the Inception Workshop and at least once each year thereafter.
The Project Manager will run the project on a day-to-day basis on behalf of the Implementing Partner within the constraints laid down by the Board. The Project Manager function will end when the final project terminal evaluation report, and other documentation required by the GEF and UNDP, has been completed and submitted to UNDP (including operational closure of the project). The terms of reference for the Project Manager are contained in Annex E.
The project assurance roll will be provided by the UNDP Country Office. Additional quality assurance will be provided by the UNDP Regional Technical Advisor as needed.
Agreement on intellectual property rights and use of logo on the project’s deliverables and disclosure of information: In order to accord proper acknowledgement to the GEF for providing grant funding, the GEF logo will appear together with the UNDP logo on all promotional materials, other written materials like publications developed by the project, and project hardware. Any citation on publications regarding projects funded by the GEF will also accord proper acknowledgement to the GEF. Information will be disclosed in accordance with relevant policies notably the UNDP Disclosure Policy²⁵ and the GEF policy on public involvement²⁶.
Project Management: The Project Manager will be supported by a Finance Officer and a M&E Officer, and together they form the Project Management Unit (PMU). The PMU will be housed within DEA, with strong links to UNDP to facilitate payments, approvals and other procedures. The TORs for the Project Manager, the Finance Officer and the M&E Officer are included in Annex E.
Notably, the Project Manager will be recruited by DEA and following DEA’s salary scale, while the Project’s M&E Officer will be on-boarded at year 2, part-time to be recruited by UNDP on behalf of the DEA and upon their request. In turn, the Project’s Finance Officer will be directly financed by DEA as part of its co-financing to the project.