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Mid Term Review of the Improving Ocean Governance and Integrated Management of the BCLME III
Commissioning Unit: Namibia
Evaluation Plan: 2019-2023
Evaluation Type: Project
Completion Date: 06/2020
Unit Responsible for providing Management Response: Namibia
Documents Related to overall Management Response:
 
1. Recommendation:

Recommendation 1: GEF SECRETARIAT Grant project 12-month extension.

GEF Secretariat should grant the project at a 12-month extension justified by the delays and factors beyond the control of the project. Due to the delays, notably the delay in hiring the BCC executive secretary ES, the late recruitment of the PM and considering the complex implementation and oversight arrangement (learning by doing through a learning institution), provide the project with a 12-month extension.

Management Response: [Added: 2020/07/17]

Fully Accept the recommendation for a project extension due to the delay in the recruitment of the Project Manager and internal BCC processes that have since been addressed.

However, PSC recommends an extension of 18 months instead of 12 months if the budget allows. This is also to take into consideration delays that may come as a result of COVID-19. 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
a) PMU to do a budget revision and present two scenarios for: (i) a 12 months’ extension, and (ii) a 18 months extension for the remaining time period and present to PSC for final decision.
[Added: 2020/07/17] [Last Updated: 2020/10/11]
GEF SECRETARIAT 2020/09 Completed Budget revision completed. History
b) PMU/Secretariat to request UNDP for the extension
[Added: 2020/07/17]
GEF SECRETARIAT 2020/12 Not Initiated MTR assigned the responsibility to this recommendation to the GEF Secretariat. However, the BCC Secretariat and UNDP will ensure that submission is made to the GEF Secretariat.
2. Recommendation:

Recommendation 2:  Senior BCC Management hire the new BCC Executive Secretary. The senior management of the BCLME convention facilitates the recruitment of the BCC Executive Secretary ES as a matter of priority i.e. in six months as a condition for continuing.

The Executive Secretary of the BCC is ultimately the accountable person to the UNDP as implementing partner for results and fiduciary implementation. This position can be filled as soon as possible to enable this project to get on track in line with what had been agreed on at the onset.

Management Response: [Added: 2020/07/17]

Fully accept. The BCC is in the process of recruiting the Executive Secretary. Up to the point that the position is filled, the BCC’s Acting Executive Secretary is fully accountable for project execution in line with the Cooperative Agreement between UNDP and BCC.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
a) PSC to recommend to EAC to encourage the Commission to fast track the recruitment of the Executive Secretary and importantly to add timeframe to the process.
[Added: 2020/07/17]
Senior BCC Management 2020/11 Initiated
b) Commission to recruit the Executive Secretary
[Added: 2020/07/17]
Senior BCC Management 2021/06 Not Initiated
3. Recommendation:

Recommendation 3:  UNDP/GEF/ Hire a UNDP Chief Technical Officer. Using project funds, the UNDP can recruit a CTA and support the PMU with technical monitoring capacity for results at the regional, national level and sub-national levels.

While the project design had clearly stated expected results at the regional levels and arrangement i.e. PM, the expected results at the national level are not so clear. There is a need to establish a monitoring system and authority for integrated results and integrated results at regional and national, sub-national levels. The national coordinators are the monitoring focal point for national-level results, but this was included later, and the results were established at the policy level and national-level but not learning from each other for policy results. Teamwork at the national-level and joint results and work planning at the national level are needed. The CTA can oversee the streamlining and the integrated monitoring framework i.e. vetted log frames and work plans for each country and at the regional level. This CTA position can be filled as a priority before any further work planning is completed. The post should be paid for by project funds. The position must be accountable to senior BCC senior management and to UNDP/GEF. The CTA role should be highly technical function – institutional and capacity building focus and monitoring oversight and can be closely managed by UNDP. The technical monitoring officer must be a senior-level ecosystem technical profile with a background in ecosystem science but also monitoring for results and results-based management to support work planning and provide training to supplement the PMU and BCC staff needs as well as support capacity development needs in countries. This staff will support the project manager and the EAC program with work planning and work with BCC technical staff to train and guide them in their planning efforts to move towards results.

Management Response: [Added: 2020/07/17]

Partially accept because the full time CTA as recommended will result in high PMU costs However the need to strengthen the M&E capacity at PMU/ Secretariat is acknowledged.

It is recommended that the BCC (instead of UNDP/GEF) contracts the services of a CTA/M&E Specialist who will not be a full-time PMU staff to support PMU/Secretariat with results based monitoring (including training, facilitating development of a results based. The CTA/ M&E Expert should address results and impact monitoring in relation to SAP. As the Executing Agency BCC will contract the CTA/M&E Specialist while UNDP will continue to provide the oversight function.  

Key Actions:

Key Action Responsible DueDate Status Comments Documents
a) Develop ToR for the CTA/ M&E Specialist
[Added: 2020/07/17] [Last Updated: 2020/08/31]
BCC 2020/08 Completed ToR developed History
b) Advertise the vacancy
[Added: 2020/07/17] [Last Updated: 2020/08/31]
BCC 2020/08 Completed Post advertised. History
c) Select suitable Specialist – tender evaluation committee
[Added: 2020/07/17] [Last Updated: 2020/10/11]
BCC 2020/09 Completed The evaluation process for the M&E Specialist is scheduled to start on 14 October 2020 due to the availability of the evaluation committee. History
d) Finalise contract and have the Specialist onboard
[Added: 2020/07/17]
BCC 2020/10 Not Initiated
4. Recommendation:

Recommendation 4: BCC/ PMU, UNDP, augment capacity at PMU for cross-cutting implementation support areas. 

UNDP/GEF support project install programmatic cross-cutting at PMU level by developing strategies with all relevant BCC technical staff for BCC implementation on knowledge management, capacity development, results-based monitoring, procurement, stakeholder engagement, partnerships, and resource mobilization. Using project funds, augment the capacity of the PMU for cross-cutting areas including procurement, communications and knowledge management, capacity building. The BCC PMU needs resources for cross-cutting strategies to implement and facilitate and monitor for cross-cutting areas results, in particular capacity development, communications (in particular for policy level results) and knowledge management and results-based monitoring. The project design lacks the strategies for these cross-cutting areas’ support for implementation.

Sub-recommendations  

- Procurement  

  •  Do a budget plan for procurement acceleration linked post MTR integrated work plan redesign;
  •  Accelerate the expenditure and initiate actions i.e. procurement support to support BCC undertake this. 
  •  Determine SOPs to support national demonstration projects move on their procurements. 
  •  Do project related procurement learning and capacity work with all stakeholders involved across the three countries;

 UNDP provides capacity and learning support to procurement in terms of how to do accelerated recruitment for 

  • projects, SOPs, and bigger work packages.

Knowledge Management 

· Due to needs identified for stakeholder engagement, knowledge sharing, and capacity building, policy level results, develop a knowledge management strategy for knowledge sharing and project-level communications. This should focus on showcasing, regional monitoring and compliance work, NIC intersectoral and sustainability, demonstration inter-sectoral work and multi-stakeholder engagement and policy support. The knowledge management function is a modality for results around learning and sharing including for continued policy learning goals among Party states. It will augment the work as BCC becomes a knowledge-based institution for the sub-region.

· Develop a regional online learning platform for regional capacity. 

Communications  

· Hire a PMU KM/Communication support officer and enlist BCC technical and program support officers into planning for communication strategy around the project KM and learning work and for what reasons i.e. policy level results, intercountry sharing, etc. The work is also an opportunity to build capacity for this function at the BCC secretariat in its effort to become an effective knowledge platform and to increase the visibility of good work and cooperation across the region and in the world.

Management Response: [Added: 2020/07/17]

Partially accepted

Procurement – fully accepted

Following the MTR, the project will review the work plan and budget for the remaining duration of the project and prepare a procurement plan. Training on BCC procurement procedures will be provided for the national demonstration projects.

Knowledge management – fully accepted

The M&E Expert will support the BCC to extract knowledge management outputs and produce products.

Communications – partially accepted

The PMU will procure technical services to communicate project results when required instead of hiring a Communications Support Officer. This is to ensure that staff costs are not exceeded.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
e) Disseminate material/products on project results
[Added: 2020/07/17]
BCC/ PMU, UNDP 2021/12 Initiated This action is ongoing and will continue until project end.
c) Provide training on BCC procurement procedures to all staff members
[Added: 2020/07/17] [Last Updated: 2020/08/31]
BCC/ PMU, UNDP 2020/08 Completed Staff members were trained on the BCC procurement procedures through sessions and this is still ongoing. History
a) Review the entire project work plan and budget (after the integrated work planning session);
[Added: 2020/07/17]
BCC/ PMU, UNDP 2020/12 Not Initiated
b) Develop an annual procurement plan for 2021 (and for every year thereafter)
[Added: 2020/07/17]
BCC/ PMU, UNDP 2020/12 Not Initiated
d) M&E Specialist to produce knowledge management products and provide training/ mentoring to BCC/ PMU staff
[Added: 2020/07/17]
BCC/ PMU, UNDP 2020/11 Not Initiated
5. Recommendation:

Recommendation 5. UNDP/GEF/PMU/BCC co-facilitate post-MTR project team-building retreat and work planning exercise and focus on integrated results and streamlining needs for results.

- The project’s components are interlinked. At the MTR, integration and streamlined work planning toward the expected outcome-level results became apparent. Facilitate integrative work planning to fully enable the monitoring of project expected results. The baseline work, consisting of governance and organizational review as well as gender policy, ecosystem valuation and cost benefits, can be used in a work planning exercise that aims at institutional capacity building and governance policy targets. 

-         The need was identified for integration planning and results monitoring namely 1. That the full scale of regional and national-level capacity development, technical and monitoring support needs for impact-level results have not been fully fleshed out during project inception; and 2 that SAP support work planning is

dependent on the studies in other components and need to be vetted by senior management and agreed upon for way forward. 

Management Response: [Added: 2020/07/17]

Fully accept. The BCC agrees to undertake a retreat and work planning exercise to focus on integrated results and streamlining needs for results. The exercise will be facilitated by experts and will involve all BCC Staff and projects.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Undertake a team retreat and work planning session to produce an integrated work plan for the BCC in line with the SAP.
[Added: 2020/07/17]
UNDP/GEF/PMU/BCC 2020/11 Not Initiated
6. Recommendation:

Recommendation 6: UNDP/PMU/BCC. Policy Work –Science for Policy and Governance

- PMU should enable the BCC commissioners to be more involved in monitoring project results to get Governance and SAP implementation policy level results and buy-in. PMU/BCC enable BCLME senior management involvement in the monitoring of results at all levels including strategic trips to visit the demonstrations – regional, national and sub-national for policy purposes.   

- PMU should provide support more policy-level influencing steering committee meetings. To do this it can have standing agenda item on key project outputs and sharing of output level results by consultant’s presentation of key reports, i.e. governance baseline work, institutional work at country level and also reports by demsortaion project stakeholders. Make sure reports are in official languages. Ensure translation and documents are sent to PSC on time for feedback. PMU develop and share policy briefs linked the component one and four outputs -governance and organizational assessments, ecosystem valuation and cost-benefit analysis to the BCLME Management group for feedback.

- PMU can facilitate the development of the post MTR streamlined and integrated work plan based on the feedback from senior managers, governance and organizational assessments, input from the EAC -science and compliance monitoring program during an inclusive project-wide redesign workshop/teambuilding retreat. 

- UNDP/GEF can support PMU and BCC with ongoing value added through, institutional capacity development support, monitoring strategy development and implementation for results, procurement capacity development support, results-based management training, and knowledge management strategy support.  This might be done through the recruitment of the new CTA. The UNDP and or CTA can help PMU prioritize work planning on monitoring system and data gaps and getting results from the working groups on conserving and protecting the agreed

shared resource- concept of shared stocks seem to be getting lost in the broader work program of transboundary and EPAS.

- UNDP/GEF provides training to PMU support on policy-level communications. 

Management Response: [Added: 2020/07/17]

Fully accepted.

The PSC will continue to update the BCC Commissioners on project activities through the existing BCC structures (Executive Secretary, PSC/EAC).

The project will continue to support PSC/EAC to communicate policy recommendations.

The project will support the BCC to facilitate the development of an integrated work programme.

UNDP and GEF will continue to support the PMU with policy level communications.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
a) Share project update reports with the Commission
[Added: 2020/07/17]
UNDP/PMU/BCC 2022/03 Initiated This is an ongoing action that the project will continuously do until project end.
b) Extract policy messages, produce and disseminate knowledge products (M&E Specialist).
[Added: 2020/07/17]
UNDP/PMU/BCC 2022/03 Initiated Project is continuously extracting policy messages, producing and disseminating knowledge products. Oncoming M&E Specialist to strengthen this area.

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