United Nations Development Programme Global Environment Facility Full Project – Conservation and Sustainable Use of Biodiversity on the South African Wild Coast



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PART III. MANAGEMENT ARRANGEMENTS


  1. The project would be executed by the Eastern Cape Parks Board, following UNDP guidelines for nationally executed projects. The Executing agency will sign the grant agreement with UNDP and will be accountable to UNDP for the disbursement of funds and the achievement of the project goals, according to the approved work plan. In particular, the Executing Agency will be responsible for the following functions: (i) coordinating activities to ensure the delivery of agreed outcomes; (ii) certifying expenditures in line with approved budgets and work-plans; (iii) facilitating, monitoring and reporting on the procurement of inputs and delivery of outputs; (iv) coordinating interventions financed by GEF/ UNDP with other parallel interventions; (v) approval of Terms of Reference for consultants and tender documents for sub-contracted inputs; and (vi) reporting to UNDP on project delivery and impact.




  1. The project has been designed as an integral part of the larger, programmatic, Wild Coast Conservation and Sustainable Development Program. This programmatic approach has been successfully piloted in the CAPE Project and is now being adopted for the Wild Coast as an appropriate form of strategic intervention for the region. A regional land use plan (the Wild Coast Spatial Development Plan) and a detailed regional Biodiversity Action Plan (the Wild Coast Biodiversity Action Plan) provides the strategic framework for the operational co-ordination of related activities and projects across the Wild Coast. The land use plan and regional action plan are, in turn, integrated into the Provincial Growth and Development Plan (PGDP) and the municipal Integrated Development Plans (IDP’s), as a priority sectoral program, to ensure that they become an essential part of, and contribute effectively to, the sustainable development agenda of the region




  1. The Wild Coast Conservation and Sustainable Development Program will comprise the following management, oversight and co-ordination structures:

    1. Wild Coast: Inter-Governmental Co-ordination Committee;

    2. Program Steering Committee;

    3. Wild Coast Program Management Unit;

These structures are constituted to ensure strong collaboration, and avoid duplication of effort, among sustainable resource use and conservation initiatives in the region.


  1. The Intergovernmental Coordination Committee (ICC) will be composed of, at least, the National Ministers (or their delegates) of Environmental Affairs and Tourism (DEAT), the Provincial MEC for Environmental Affairs and the Executive Mayors of OR Tambo and Amatole District Municipalities with other MEC’s and Ministers co-opted as and when necessary. The ICC will be responsible for reviewing overall progress of the Wild Coast Program and provide the political support to overcome barriers to implementation. The political focal point, and co-chair, for the ICC will comprise the National Minister of Environmental Affairs and Tourism and the Provincial MEC for Environmental Affairs. The ICC will meet at least on an annual basis to review reports from the PSC and the PMU. The ICC is currently in the process of being constituted. Feedback mechanisms to other government departments will be effected through existing intergovernmental and interdepartmental structures in line with the Intergovernmental Relations Act.




  1. The Program Steering Committee will be composed of, at least, public institutions and traditional authorities currently active in the Wild Coast. These include: DEAT (national, including MCM), DEAET (provincial), Eastern Cape Tourism Board, Eastern Cape Development Corporation, Eastern Cape Parks Board, DWAF, representatives of the two District and seven local Municipalities, DLA, National Department of Agriculture, South African National Biodiversity Institute, the Department of Local Government and Housing and representatives of the regional traditional authorities. The PSC will meet at least quarterly and it will be convened and supported logistically by the PMU. The PSC will be jointly chaired by the DEAET (provincial) and DEAT (national). Specifically the PSC will be responsible for: achieving co-ordination among the various Government agencies; guiding the program implementation process to ensure alignment with national, provincial and local statutory planning processes and sustainable resource use and conservation policies, plans and conservation strategies; ensuring that activities are fully integrated between the other developmental initiatives in the region; overseeing the work being carried out by the implementing agencies, monitoring progress and approving reports; overseeing the financial management and production of financial reports; receiving regular report-backs to the representing Departments/Institutions. The Program Steering Committee will also act as the monitoring and project oversight committee for the GEF Project. The Committee may also create non executive sub committees comprised entirely of local stakeholder representatives to consider technical issues; such sub-committees will not however have policy or financial oversight responsibilities. All members of the PSC will be required to carry a formal mandate of the organizations or sector that they represent.




  1. The Wild Coast Program Management Unit (PMU) will provide the secretariat, coordination and program management functions to the broader Wild Coast Program, of which the protected areas function (supported through this project) forms an integral part. The staffing of the PMU will include a Program Manager and a number of support staff. The Program Manager will report to the Director General (Biodiversity) in DEAT and present progress reports to the PSC and ICC. The protected areas component of the Wild Coast Program will be implemented by the Eastern Cape Parks Board. The CASU will ensure the coordination of the activities of the protected areas component with the other components of the Wild Coast Program.




  1. The Eastern Cape Parks Board (ECPB), as a provincial public entity accountable to the Eastern Cape MEC for Environmental Affairs and Tourism, will be directly responsible for the implementation of the protected areas component of the Wild Coast Conservation and Sustainable Development Program. A critical sub-set of this protected area component is the establishment and support of co-management arrangements in the protected area network. The GEF project will establish and support the Wild Coast Co-management Assistance Support Unit (CASU) within the ECPB. The CASU unit will then be responsible for the co-ordination and implementation of the GEF project activities and will report on activities and progress through the program co-ordination structures (briefly described below).




  1. The Co-management Assistance Support Unit (Wild Coast PAs) (CASU) will oversee and support implementation of all project activities as well as the contracting and management of specialist service providers. The CASU, as an implementation unit within the Eastern Cape Parks Board, will report directly to the Chief Operating Officer of the ECPB. Specialist services from the current Eastern Cape Parks Board eastern region such as scientific services, mentoring and evaluation, community liaison, technical services and conservation planning will be utilized during project preparation. It will be responsible for the following defined tasks:

  1. preparing quarterly and annual progress reports;

  2. preparing annual work plans;

  3. preparing terms of reference and tender documentation for good and services outsourced to external vendors;

  4. coordinating project activities, and taking steps to identify and resolve implementation bottlenecks;

  5. preparing and disseminating project reports and other information materials;

  6. maintaining accounting books and records required for sound financial record-keeping and internal control in line with generally accepted accounting principles;

  7. submitting timely progress reports to the Executing Agency.



  1. As the GEF implementing agency for this project, UNDP will monitor all activities and outputs. UNDP will ensure that the activities are being conducted in co-ordination with the government and other stakeholders. UNDP will be ultimately accountable to GEF for project delivery and responsible for supervising project implementation. UNDP will provide technical backstopping services and monitor adherence to the work plan. The project will comply with UNDP’s monitoring, evaluation and reporting requirements, as spelled out in the UNDP Programming Manual. Quarterly progress reports will be submitted to UNDP by the executing agency, providing a brief summary of the status of activities and output delivery, explaining variances from the work plan, and presenting work-plans for each successive quarter for review and endorsement. The Quarterly progress reports will provide a basis for managing disbursements. An Annual Project Report (APR) will be prepared at the end of each year, summarizing and evaluating work in progress in more detail, and will be reviewed by the Project Steering Committee, which shall make recommendations to the executing agency and UNDP regarding the subsequent scheduling of project activities. A Terminal Report will be prepared upon project completion and reviewed at the final PSC meeting for the project. Section IV, Part VIII on Monitoring and Evaluation outlines the reporting requirements further.




  1. The Government will provide the Resident Representative with certified periodic financial statements, and with an annual audit of the financial statements relating to the status of UNDP (including GEF) funds according to the established procedures set out in the Programming and Finance manuals. The Audit will be conducted by the legally recognized auditor of the Government, or by a commercial auditor engaged by the Government.




  1. Within the framework of Simplification and Harmonization and Service Delivery Optimisation the Programme Manager will identify the systems gaps where UNDP can be effective




  1. In order to accord proper acknowledgement to GEF for providing funding, a GEF logo should appear on all relevant GEF project publications, including among others, project hardware and vehicles purchased with GEF funds. Any citation on publications regarding projects funded by GEF should also accord proper acknowledgment to GEF. The UNDP logo should be more prominent - and separated a bit from the GEF logo if possible, as UN visibility is important for security purposes.



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