TERMS OF REFERENCE OF SAFEGUARDS SPECIALIST

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Kyrgyz Republic

Enhancing Resilience in Kyrgyzstan Project «ERIK»

 

COMPONENT 2 – IMRPOVING SAFETY AND FUNCTIONALITY OF SCHOOL INFRASTRUCTURE 

 

TERMS OF REFERENCE

OF SAFEGUARDS SPECIALIST

  1. GENERAL INFORMATION

Kyrgyz Republic (further — Kyrgyzstan) due to its geographic location is highly vulnerable to natural disasters. According to the Ministry of Emergency Situations (MoES), the country suffers from both recurrent and high-intensity disasters with over 200 emergencies taking place each year. Among the recurrent disasters, the Kyrgyz Republic is exposed to inter alia floods, landslides, mudflows, avalanches, windstorms and rise of sub-soil waters. The country is also exposed to catastrophic damages and losses from high intensity-low frequency events such as earthquakes.

Since 1990, over 2.3 million people were affected by 29 major disasters. On average, the disasters in the Kyrgyz Republic cause annual financial, economic and social damage of around USD 30 – 35 million (or 1.0 — 1.5% of GDP). A recent probabilistic seismic risk assessment supported by the Bank estimated that a magnitude 7.3 earthquake generated by the Issyk-Ata fault and the earthquake of 7.5 magnitude in the Fergana valley can lead to significant destruction, loss of life and economic loss. For example, in the Ferghana valley, the number of deaths among teachers and students of schools can reach a maximum of 11,400, and the amount of economic losses will be more than USD 268 million.

In this regard, the Government of the Kyrgyz Republic and the World Bank have agreed to allocate funds (No. __ credit) for the implementation of the  Enhancing Resilience in Kyrgyzstan project (hereinafter the ERIK project). The Ministry of Finance (MOF) is the recipient of funding, and the Ministry of Emergency Situations (MoES) is the implementing agency of the ERIK project. The implementation of the ERIK project will be carried out by the Project Implementation Unit (PIU) under the Ministry of Emergency Situations of the Kyrgyz Republic and will be carried out in close coordination with other ministries and departments of the project participants. One of the components (Component 2) of the project is Improving Safety and Functionality of School Infrastructure. This component provides for construction work related to improving seismic safety, improving the functionality and energy efficiency of schools. The implementation of this Component will be carried out with the support of the Ministry of Education and Science (MEaS) and the State Agency for Architecture, Construction and Housing and Communal Services under the Government of the Kyrgyz Republic (SAACHCS).

To implement the Project, the PIU should establish a technical team responsible for solving all types of issues related to the project by meeting the requirements agreed by the Government of the Kyrgyz Republic and the World Bank. One of the most important requirements of the Project is to manage issues related to the Project in accordance with the WB procedures.

Upon execution of works for achievement of the project objectives it is necessary to ensure compliance with the requirements of the environmental legislation of the Kyrgyz Republic and the WB policy on environmental and social protection described in the Environmental and Social Management Framework (ESMF) and Resettlement Policy Framework (RPF) prepared within this project.

  1. PROJECT BACKGROUND:

The goal of the Enhancing Resilience in Kyrgyzstan Project (ERIK) is to support the Government of the Kyrgyz Republic in strengthening its capacity to manage the natural disaster risks.  in strengthening its capacity to respond to disasters, in providing safer and improved learning environment for children, and in reducing adverse financial impacts of natural hazards on the government budget and population.

 

Component 2 of the Enhancing Resilience in Kyrgyzstan Project (ERIK): Improving Safety and Functionality of School Infrastructure 

The objective of this component is to improve the safety and functionality of existing state school infrastructure by supporting the Government in the implementation of the State Program “Safe Schools and Pre-schools in the Kyrgyz Republic in 2015-2024′ approved by the Resolution of the Government of the Kyrgyz Republic No.551 dated July 31, 2015. Specifically, Component 2 aims to: (i) Maximize the number of school children protected from earthquakes by implementing cost-effective interventions which are primarily intended to protect life safety; (ii) Reduce economic losses and minimize disruptions in the normal operation of schools and the education service caused by earthquakes; (iii) Improve functional conditions and learning environment of schools, including water and sanitation and energy efficiency; and (iv) Develop capacity in the education sector to take implementation of the State Program on Safer Schools to scale. To achieve these objectives, interventions designed and implemented under Component 2 are intended to upgrade school facilities to at least a seismic performance objective of life safety.1

The project will finance the following main activities under the Component 2:

  • Civil works to improve safety and functionality of existing priority school facilities. Besides other additional activities this activity will include: (i) feasibility studies and detailed design of interventions including on-site inspection of facilities; (ii) building works and construction supervision; and (iii) To minimize disruptions in the normal operation of schools during building works, the project will consider alternative solutions as for example a construction of temporary classrooms. Two main lines of intervention will be implemented (Table 2): (i) replacement of existing buildings by new safer buildings; and (ii) seismic retrofitting of existing buildings.
  • Table 2. Lines of intervention to be financed under Component 2
Lines of intervention Objectives Application Complementary interventions
1. Replacement of existing buildings and systems

 

Reduce seismic vulnerability (improve seismic performance up to a minimum of life safety), and improve functional conditions and quality of learning environment If seismic retrofitting is not viable from a safety and/or economic viewpoint Construction of new classrooms (as needed)
2. Seismic retrofitting of existing buildings If current seismic performance of existing school building does not meet life safety Functional rehabilitation:

—          water and sanitation

—          energy efficiency (e.g. insulation of building envelope, replacement of windows/doors)

—          Capital repairs

Construction of new classrooms

Seismic retrofitting will be accompanied by functional rehabilitation of the school buildings, while both replacement and seismic retrofitting might include construction of additional classrooms to cover current or future needs.

  • Capacity building in the education sector to take implementation of the State Program on Safer Schools and Preschool institutions to scale. This activity will support the preparation of a long-term national intervention and investment plan, which will enhance the capacity of the Government to implement the State Program. This plan will include: (i) an intervention strategy to improve the safety and functionality of school infrastructure countrywide; (ii) an investment strategy to finance the implementation of the plan; and (iii) explicit prioritization criteria to maximize the benefits of the investment with clear short to long term goals. This activity will also contribute to creating the enabling environment needed to implement the State Program by designing and delivering a capacity building program for key stakeholders in the country.
  • Design and integration of school infrastructure module in management information system. This activity will support the development and creation of web module «school infrastructure», as well as its integration into the existing information system to assist the MoE and other relevant departments in the management of school assets and monitoring of the implementation of the State program on safe schools and preschool educational institutions.

Priority schools to be financed under Component 2 will be selected through a transparent risk-informed decision-making process established by the recipient in close consultation with relevant stakeholders and supported by World Bank technical assistance. To ensure that objectives are met and that the selection process is transparent, a risk-informed decision-making process will be applied in the school selection. This process involves the definition of selection criteria, such as school location in highest seismic risk areas, vulnerable school building types, minimum number of students, and school occupancy, among others. From the group of schools that meet the selection criteria (eligible schools), prioritization criteria will be applied for defining the final group of schools for intervention. Prioritization criteria will aim to maximize safety benefits, cost-efficiency, and social equity Both selection and prioritization criteria are endorsed by the relevant agencies and must be approved by the Coordination Committee.

The Methodology for the design and implementation of Component 2 will become basis for scaling up project activities across the country. Through the GFDRR grant, the World Bank provides technical assistance and support in engineering and analytical work to provide information needed for the selection of priority schools and activities to build the capacity of key stakeholders in the country to carry out seismic performance–based assessment, seismic retrofitting, and cost-efficiency analysis.

  • OBJECTIVE:

The purpose of the assignment is to ensure compliance with environmental and social safety and security requirements during construction work through the Safeguards Specialist (consultant) hired by the PIU. The basis for the implementation will be the current requirements of environmental legislation of the Kyrgyz Republic, and project ESMF prepared under World bank’s safeguards policies.

  1. SCOPE OF SERVICES:

To ensure compliance with the above mentioned requirements, the Consultant must complete the scope of work listed below during the implementation of the project:

Specialist’s responsibilities.

  • Assist and support PIU Director in implementation of environmental safeguard commitments as outlined in the project Financing Agreement.
  • Implementation of all aspects of ESMF/ESMP, including environmental screening and filling the screening checklists for each subproject to be undertaken under the project.
  • Assist and support the PIU in developing ToR for the selection of consultants and contractors in terms of environmental and social safeguards;
  • Assist and support the PIU in conducting tenders and drafting contracts with consultants and contractors in terms of compliance with environmental and social safeguards;
  • Supervising, providing oversight for and supporting contractors in achieving their responsibilities as outlined in the ESMF and subproject ESMPs and Checklists;
  • To ensure that the contractors prepares site-specific environmental and social management plan and gets it approved from ‘The Engineer’/PIU before the start of physical works.
  • Carrying out frequent field visits and conduct monitoring for ESMF/ESMP implementation;
  • Identifying and preparing environmental induction and training materials; training calendar and conduct/manage ESMF/ESMP training for the PMU/PIU personnel, supervision consultant and contractors’ staff in accordance with the Training Plan given in ESMF;
  • Responding to and documenting environmental incidents/accidents based on the field reports;
  • To ensure and help contractors and supervision consultant in documenting and maintaining record (written, photographic) for the environmental safeguards including occupational and community related accidents during the project implementation.
  • Preparing quarterly progress reports for submission to World Bank and other stakeholders as defined in the ESMF/ESMP and site specific ESMPs.
  • Organizing community consultation for the preliminary designs and solicit community inputs as needed
  • Facilitating establishment of the mechanism for community complains and maintenance the complains register
  • The Environment Specialist will ensure that the project remains compliant with the following World Bank operational policies and guidelines:
  • OP / BP 4.01 Environmental Assessment
  • OP / BP 4.04 Natural Habitats
  • OP 4.09 Pest Management
  • OP 4.11 Physical Cultural Resources
  • OP / BP 4.12 Involuntary Resettlement
  • OP 4.10 Indigenous Peoples
  • OP / BP 4.36 Forests
  • OP / BP 4.37 Safety of Dams
  • OP / BP 7.50 Projects on International Waterways
  • OP / BP 7.60 Projects in Disputed Areas
  • Collect and analyze data on social issues in project areas relevant for its implementation and supervision including the impact of project activities on vulnerable groups of population, gender, (women/men) and children, as well as labor the impact of influx, if any, on these groups and  an overall community livelihood.
  • Assist in the design of a communication strategy including community outreach and public awareness campaigns for the project on its goals, targeted audiences, main messages, communication tools and channels (brochures, billboards, radio, social media, women’s groups, community groups, monitoring and evaluation mechanisms & etc).
  • Maintain a consolidated register log of grievances received, monitoring the status of each grievance received and its resolution to ensure appropriate citizen/ beneficiary feedback including frequent on-site visits of beneficiaries for feedback. Regularly report the details of  grievances to the PIU Director.
  • Report any cases of child labor in the project activity to the Director of the PIU for immediate contact on that issue with the WB team.

 

Ensure implementation of the World Bank Involuntary Resettlement Policy through:

  • Screening of the expected social impact; if needed, as a result of screening develop further protection measures for the Component 2 of the project.
  • Preparation of safeguards documents: Resettlement Action Plan (s) (RAP);Determining at the stage of design and making proposals on the activities to prevent or minimize a need for land acquisition, involuntary resettlement, temporary or irretrievable loss of physical or economic assets that may occur as a result of work during the project implementation;
  • Participation in final decision making related to the project decisions on social issues according to the legislation of the Kyrgyz Republic and the World Bank requirements on land acquisition and resettlement issues. In case of differences between the legislation of the Kyrgyz Republic and the World Bank requirements on land acquisition and resettlement practice, a Consultant shall conduct an explanatory work for local government authorities on the priority of the World Bank’s safeguards policy based on the measures given in the RPF.
  • Maintaining regular contacts with all parties interested in the implementation of project activities in general, and ensuring awareness of stakeholders and communities through public consultations on the RAP with population, local institutions and public organizations;
  • Preparation of training materials on environmental and social safeguards (assessment, management and implementation tools),
  • Conducting trainings on environmental and social safeguards for relevant government agencies, contractors and project institutions according to the developed ESMF and RPF.
  • Maintaining regular coordination with the World Bank team’s safeguards specialists.

 

 

In the field of ensuring activities on the grievance redress mechanism throughout the entire implementation period of Component 2 of the Project:

 

  • Development of a comprehensive plan on the grievance redress mechanism and its implementation as described in the Project Operational Manual:
  • Applicants’ referral mechanism;
  • Application review activities;
  • Mechanisms for notifying applicants of the results of decisions taken;
  • Informing all beneficiaries and project affected people about the complaint handling system through regular information channels used by the project, as well as through organizing and holding meetings, public hearings, meetings during the project implementation, brochures on local languages, posting on bulletin boards.
  • Preparation of report to the PIU Director on each statement received, activities carried out and the results of decisions;
  • The consultant should act in accordance with the specified activities on the Grievance Redress Mechanism given in the Project Operational Manual;

 

Ensure compliance with safety and labor protection requirements when implementing the Component 2 of the project through:

 

  • Developing instructions based on the ESMF and RPF on safety instructions;
  • Conducting safety training for PIU staff and third parties visiting construction sites;
  • Monitoring compliance with the safety requirements by all parties involved in the implementation of Project including the contracting organizations and local population;
  • Monitoring compliance with the requirements of the relevant laws/regulations and rules/guidelines of the ESMF and RPF on the protection of workers ‘ rights, labor safety and insurance.

 

Preparation of reports within the project

  • Timely provision of monthly, quarterly, and annual reports on implementation performance of ESMF/ESMP, EPP and RAP;
  • The report should include the following sections: frequency of site visits, progress achieved on safety measures, problems, errors, general conclusions and recommendations for further work. The main focus should be on the EPP at the sites.

Period of contract.

The Customer enters into a contract with a consultant for 12 months with the possibility of extension, with 2 months of probation period;

 

The Consultant should be ready to travel to construction sites in the regions of the Kyrgyz Republic separately or jointly with the PIU staff and other persons. All travel expenses shall be paid by the project;

Life insurance / professional liability during the execution of the contract shall be paid at the expense of the Consultant;

The Consultant should work with his/her own hardware (laptop), the Customer will provide only a workplace.

 

  1. QUALIFICATION REQUIREMENTS:

 

  • Advanced degree in environmental and social sciences

 (ecology, sociology, anthropology, geology, environmental protection);

  • At least 5 years of experience in the field of environmental protection and social industry;
  • At least 3 years of work experience as a specialist in environmental and social safeguards in projects funded by international donor organizations;
  • Good knowledge of Kyrgyz legislation in the field of environmental protection, land administration issues, and the Kyrgyz Republic’s commitments vis-à-vis the World Bank safeguard policies in the legal agreement for ERIK;
  • Experience in the development of documentation on environmental and social safeguards and life safety;
  • Fluency in Russian, Kyrgyz and moderate knowledge of spoken and written English will be an advantage;
  • Computer skills Microsoft Word, Excel, Internet Explorer.
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