Programme Period: _2013 - 2017_

Key Result Area (Strategic Plan): Sustainable development pathways that can eradicate poverty and reduce social and economic inequality and exclusion. Atlas Project ID: ______________Start date: 1 April 2014End Date 31 December 2014Implementation Modality: DIM

United Nations Development Programme

United Nations Development ProgrammeCountry: SAMOAProject Document

Project Title: UNDP Support to the 3rd UN Small Island Developing States (SIDS) Conference 2014

Expected CP (SRDP) Outcome: By 2017, inclusive economic growth is enhanced, poverty is reduced, sustainable employment is improved, livelihood opportunities and food security are expanded for women, youth and vulnerable groups and social safety nets are enhanced for all citizens.

Expected Output(s):(Those that will result from the project and extracted from the SRDP)

Support provided to Government prior to and during the SIDS Conference, 2014.

Implementing Partner: UNDP Multi-Country Office, ApiaResponsible Parties: Ministry of Foreign Affairs and Trade, Government of

SamoaUNDP Strategic Plan Outcome: Growth and development are inclusive and

sustainable, incorporating productive capacities that create employment and livelihoods for the poor and excluded.

UNDP Strategic Plan Output: Scaled up action on climate change adaptation and mitigation across sectors, which is funded and implemented.

Brief DescriptionThe Government of Samoa has identified inter alia support to the Small Island Development States (SIDS) Conference 2014, as one of the key areas of assistance required from UNDP under the new UNDAF, 2013-2017. UNDP will work closely with other UN Agencies through this Project Document that is designed to support specific initiatives to help ensure a successful SIDS Conference. This support will include: provision of international specialists and technical support in the areas of (a) policy and partnerships advice; (b) technical advice on IT/TV equipment (c) communications and advocacy; and (d) administration and finance.

Agreed by (Implementing Partner): Lizbeth Cullity, Resident Representative, UNDP

Agreed by (Government of Samoa): Noumea Simi, ACEO Ministry of Finance

Agreed by UNDP: Lizbeth Cullity Resident Representative, UNDP

1

2014 AWP budget: 400,000

Total allocated resources: _________ UNDP Global (TRAC I): 50,000 UNDP Regional (TRAC II): 100,000 UNDP RBAP (XB): 50,000 Unfunded 200,000

I. SITUATION ANALYSISThe Government of Samoa with the support of UNDESA will host the 3 rd Small islands Developing States Conference on 1-4 September 2014 and in doing so also agreed to host a series of pre-conference Forums that will take place from 28-31 August 2014. Given the size and complexity of hosting such a Conference for the first time in Apia, Samoa, it is envisaged that there will be considerable demands for support placed on the small UNCT based in Apia. UNDP, as one of the larger UN agency with an office in the country, is expected to support the Government to ensure a successful event as well as help ensure effective UN participation.

The UNDP Multi Country Office based in Samoa covers three Pacific island countries and one territory (Cook Islands, Niue, Samoa and Tokelau) and manages regional programmes that cover the 15 Pacific island countries (10 covered from an office in Fiji and PNG). The UN Development Assistance Framework (UNDAF 2013-2017) has been designed for the 14 Pacific Island Counties and Territories (excludes PNG) and covers both country-level support as well as that provided through the regional programme of UNDP and managed by the Pacific Centre. A UNDP sub-regional programme document covering the 14 countries has been developed to focus attention specifically on areas of priority for UNDP support.

The UNDAF identifies five broad areas where the UN System plans to focus its programmatic contributions, initiatives and synergies while the UNDAF Multi-Country Action Plan represents the common operational plan for implementing fourteen individual UNDAF Country/Territory Results Matrices. Both the Samoa UNDAF Results Matrix 2013-2017 and UNDP’s Pacific Sub-Regional Programme Document for the same period focuses on three of the Government’s National Development priority areas: 1) Economic Sector (Macroeconomic Stability, re-invigoration of agriculture, revitalization of exports, sustainable tourism and an enabling environment for business development), 2) Social Policies (A healthy Samoa with an improved focus on access to education training and learning and promotion of social cohesion), and 3) Environment Sector (with a focus on environmental sustainability, climate and disaster resilience).

II. BACKGROUNDThe 3rd International SIDS Conference will focus the world’s attention on a group of countries that remain a special case for sustainable development in view of their unique and particular vulnerabilities. The United Nations General Assembly decided that the Conference should seek to achieve the following objectives:

o Assess the progress to date and the remaining gaps in implementation following the first two conferences (held in Rio and Mauritius);

o Seek a renewed political commitment; o Identify new and emerging challenges and opportunities for the sustainable

development of SIDS and means of addressing them; and o Identify priorities for the sustainable development of SIDS to be considered in the

elaboration of the post-2015 UN development agenda.

2

The resolution calls for “a concise, focused, forward-looking and action-oriented political document”1, while the small island States have also expressed their desire to highlight successful partnerships and areas of innovation.

The preparations for the Conference began with a national preparatory process. The national preparations were then considered in regional meetings in June and July of 2013, with the Pacific regional meeting held in Fiji in July. The regional meetings were followed by an inter-regional preparatory meeting in the third quarter of 2013. After the small island developing States completed their preparations, the global process began in early 2014, bringing together the full range of stakeholders - Member States, civil society, private sector representatives, and others and will culminate in the Samoa Conference.

The first UN planning mission for the Conference took place on 1-5 April 2013 in Apia, under the leadership of Wu Hongbo, DESA USG and Conference Secretary General. The mission was an opportunity for the UN team to discuss first hand with Samoa Government colleagues logistical and other arrangements for the staging of the international conference. Following the mission a report to the Government of Samoa touched on key issues relating to the venue; security; protocol; media and ICT requirements; sustainability of the conference; travel; in-country transport; hotel and other accommodation; local staff; health and medical; and budget and finance issues including the host Government agreement. The mission also held a number of discussions with the host Government about their expectation that the conference be a platform for new and renewed action-oriented partnerships that lead to concrete deliverables, whose progress can be monitored through an intergovernmental process. While the partnership discussion was more on the substance of the conference its emphasis also had implications for logistics etc. Leaders of Small Island Developing States have stated clearly the aim to make partnerships a cornerstone of the 2014 SIDS Conference, calling for the “strengthening of collaborative partnerships between SIDS and the international community” as one of the important ways and means to address new and emerging challenges and opportunities for the sustainable development of Small Island Developing States (SIDS).

In recent years, small islands developing states have identified areas where they can take leadership, work together, and bring other partners on board for concrete actions on sustainable development. Examples of such partnerships and voluntary commitments include: Global Island Partnership (GLISPA), SIDS DOCK, Initiative on Renewable Energy SIDS, Productive Use of Clean Energy for SIDS, and Ocean Watch, as well as voluntary commitments by individual SIDS.

The preparations for the conference in Samoa rest primarily with the Government Task Force (National Task Force under the leadership of the Prime Minister) together with UNDESA team based in New York. Support to both the Government and UNDESA will be provided by the local UNCT under the leadership of the UN Resident Coordinator and UNDP Resident Representative.

III. STRATEGYUNDP will provide policy advice and administrative support to the Government of Samoa, in its role as host for the 3rd UN Small Island Developing States (SIDS) Conference 2014. The Conference is a major event and the first of its kind to be held in Samoa. It will ensure continued commitment to the sustainable development of SIDS and aims to focus

1 Sixty-eighth session. Second Committee. Agenda item 19 (b) Sustainable development: follow-up to and implementation of the Mauritius Strategy for the Further Implementation of the Programme of Action for the Sustainable Development of Small Island Developing States p. 3

3

attention on the value of realizable, tangible and practical partnerships between SIDS; between SIDS and other countries; between SIDS governments and non-government organisations and with the private sector. It will also provide an opportunity for SIDS to spell out their priorities in the post-2015 agenda that has a clear emphasis on climate change, DRM and risk management.

The project is closely linked to other projects being implemented by UNDP including the Youth Employment Joint Programme Initiation Plan (YEP) – (Atlas ID 0007964) and a number of GEF funded regional and country programmes and projects specifically addressing climate change, DRM and risk management. The project is also linked to communications advisory support that is being funded by the UNDP Pacific Centre to ensure promotion of a UNDP funded documentary entitled “Save our Tuna”; a paper on vulnerability and social exclusion being produced by the Pacific Centre; as well general media coverage throughout the Conference.

The project is expected to indirectly support the achievement of the UNDAF for the 14 Pacific countries by helping draw attention to the specific needs of SID across a range of areas inline with the intentions of the UNDAF this UNDP project will work closely with other UN agencies to support the government as host or the 2014 conference. The project is expected to support UNDP’s Global 2014 Annual Business Plan; with specific reference to: Output 7.1: Support countries to negotiate at the intergovernmental panel to

identify and agree upon the post-2015 development agenda.

In addition, it is envisaged that the International SIDS Conference will focus specific global attention on the impact of climate change on small island states thereby covering to some extent a third output n the 2014 Annual Business Plan.

Output 1.4: Support countries in achieving inclusive low emission and climate resilient development policies and programmes and in accessing environmental finance.

IV. ENABLING ACTIONS/ EXPECTED OUTPUTS AND PROPOSED ACTIVITIESThe expected outputs/key enabling actions that have been identified where UNDP together with accompanying activities required to most effectively support the Government of Samoa are:

Enabling Action: Support the Third International Small Island Developing States Conference and Pre Conference Events in August – September 2014 by providing technical and policy advisory support in the design and delivery of four pre-conference forums, partnerships dialogues, side and parallel events; as well as financial and administrative assistance.

Output 1: On-going technical and policy advice and support to the Government of Samoa and UNDESA in the lead up to the 3rd SIDS Conference provided.

1.1 Maintain ongoing communications with UNDP NY, UNDESA and the Government of Samoa to ensure effective coordination.

1.2 Provide advice and technical support on issues at the request of the Government, UNDESA and UNDP.

4

1.3 Regular consultations and advice to UNDP and Pacific UNCT to ensure effective coordination of UN support to the Government of Samoa in the lead up to the SIDS Conference.

1.4 Logistical support during the Conference, including hiring of vehicles with drivers.

Output 2: Technical and policy advisory support in the design and delivery of four pre-conference Forums; the Partnership Dialogue process; side events and parallel events provided.

2.1 Review and advice on the concept notes for the pre-conference Forums on Major Groups, Renewable Energy and the Private Sector as well as development of a draft concept note on the partnership dialogue process.

2.2 Participation in the Government of Samoa led Partnerships Dialogue Committee meetings, a committee which has overall responsibility for arranging the pre-conference Forums, the partnership dialogues and the side and parallel events.

2.3 Engagement of international events management to ensure effective coordination and management of events prior to the conference and parallel events.

Output 3: Technical and policy advice on pre-Conference Forum on Youth and associated youth activities throughout the course of the Conference provided.

3.1 Support through the preparation of a Concept Note and programme for the pre-conference Youth Forum, including participation in coordinating committee under the leadership of the Government of Samoa.

3.2 Coordination of UN Pacific support to Youth tent and associated activities.

Output 4: Direct support to the SIDS National Coordinators office provided.

4.1 Side events coordination, logistical, financial and administrative to the Government of Samoa.

4.2 IT advisory support for computer and other equipment for the Conference.4.3 Day-to-day financial, administrative and logistical support to the Government of

Samoa SIDS Coordinator’s office for the period May-September 2014.

V. PERFORMANCE INDICATORSIn order to monitor the project performance and ensure effective delivery of the outputs the following indicators have been identified:

o Four (4) pre-conference Forums and six (6) partnership dialogue sessions with specific partnership announcements and recognition of the importance to SIDS of youth issues; role of non-government organisations and the private sector; and the key role of renewable energy in ensuring sustainable development of SIDS.

o Successful hosting of the Conference with effective logistical and administrative support provided by the Government in conjunction with the UN.

o Launch of the UNDP sponsored documentary on oceans, tuna and sustainable fishing in the Pacific; and announcement of a UNDP-led research paper on social exclusion in the Pacific.

5

United Nations Development Programme

Annual Work Plan: YEAR - 2014

Award ID: 00080072 Project ID: 00089902Award Title: UNDP Support to SIDS Conference in SamoaBusiness Unit: WSM10Project Title: UNDP Support to SIDS Conference in SamoaPIMS no. AddImplementing Partner (Executing Agency) UNDP

SRDP Outcome: By 2017, inclusive economic growth is enhanced, poverty is reduced, sustainable employment is improved, livelihood opportunities and food security are expanded for women, youth and vulnerable groups and social safety nets are enhanced for all citizens.

Expected Output Planned Activities (last activity results and associated actions)

Timeframe Responsible Party

Planned Budget

Start End Funding Source (To be updated upon receipt of relevant fund codes).

Donor Budget Description Amount US

Output 1: Technical and policy advice and support to the Government of Samoa and UNDESA in the lead up to the 3rd SIDS Conference provided.Indicator:- Extent to which

UNDP’s technical and policy advices are streamlined / adopted

1.1 Maintain ongoing communications with UNDP NY, UNDESA and the Government of Samoa to ensure effective coordination.

1.2 Provide advice and technical support on issues at the request of the Government, UNDESA and UNDP.

1.3 Regular consultations and advice to UNDP and Pacific UNCT to ensure effective coordination of UN support to the Government of Samoa in the lead up to the SIDS Conference

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71200 International Consultants

102,000.00

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71600 Travel 9,000.00

Aug

‘14

Aug

‘14

UNDP 11300 UNDP 73400 Vehicle Hire 44,000.00

Apr Sep 74500 Miscellaneous (should not be more

35,000.00

6

in the SIDS Conference.

Baseline:- ZeroTarget:- Efficient use of UNDP’s

technical and policy advices led to successful SIDs Conference.

1.4 Logistical support during the Conference, including hiring of vehicles with drivers. Merge to 1.3

‘14 ‘14 than 5%)

Output 2: Technical and policy advisory support in the design and delivery of four pre-conference Forums; the Partnership Dialogue process; side events and parallel events provided.Indicator:- Number of UNDP

supported pre-conference forums held by type.

- Number of UNDP supported cooperation partnerships established by type.

- Number of UNDP supported side events and parallel events held by type.

Baseline:- Zero- Zero- ZeroTarget:- Four, with the main

focus on the Youth Forum.

- As requested.- Number as requested

following successfully vetted side and parallel events by UN-DESA.

2.1 Review and advice on the concept notes for the pre-conference Forums on Major Groups, Renewable Energy and the Private Sector as well as development of a draft concept note on the partnership dialogue process

2.2 Participation in the Government of Samoa led Partnerships Dialogue Committee meetings, a committee which has overall responsibility for arranging the pre-conference Forums, the partnership dialogues and the side and parallel events

2.3 Engagement of International events management to ensure effective coordination and management of events prior to the conference and parallel events.

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71200 International Consultants

62,000.00

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71300 Local Consultants

20,000.00

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71600 Travel 5,000.00

Output 3: Technical and policy advice on pre-Conference Forum on

3.1 Support in the preparation of Concept Note and programme for the pre-conference Youth Forum, including participation in coordinating

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71200 International Consultants

19,000.00

7

Youth and associated youth activities throughout the course of the Conference provided.Indicator:- UNDP supported pre-

conference forum on youth conducted and number of associated youth activities held by type.

Baseline:- ZeroTarget:- Ten.

committee under the leadership of the Government of Samoa.

3.2 Coordination of UN Pacific support to Youth tent and associated activities.

Output 4: Direct support to the SIDS National Coordinators office provided.Indicator:- Number and type of

side events held with logistical, financial and administrative support from UNDP..

Baseline:- ZeroTarget:- UNDP will be leading

on two side events and is expected to be co-leading approximately twelve others.

4.1 Side events coordination, logistical, financial and administrative support to the Government of Samoa.

4.2 IT advisory support for computer and other equipment for conference.

4.3 Day-to-day financial, administrative and logistical support to the Government Of Samoa SIDS Coordinator’s office for the period May-September 2014.

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71200 International Consultants

83,000.00

Apr

2014

Sep

2014

UNDP 11300 UNDP 71600 Travel 5,000.00

Apr

‘14

Sep

‘14

UNDP 11300 UNDP 71300 Local Consultants

16,000.00

Total 400,000.00

Grand Total 400,000.00

8

United Nations Development Programme

VII. MANAGEMENT ARRANGEMENTSThis is described as a Direct Implementation Project, with the UNDP Multi-Country Office in Samoa playing the role of Implementing Partner. It is to be funded from multiple sources from UNDP.

The Ministry of Foreign Affairs and Trade (MFAT) is a Responsible Party for specific activities agreed with the National SIDS Coordinator who sits in MFAT. Under the Letter of Agreement (LOA) with the Responsible Party, local personnel will be hired to support the operational aspects of the SIDS from the National SIDS Coordinator’s Office.

UNDP will undertake to process the recruitment of the International Consultants under appropriate contracts to support the Government in the coordination of the SIDS. Standard financial and reporting requirements as per UNDP rules and regulations will apply in this DIM project.

The standard UNDP procedures for DIM audit apply.

VIII. MONITORING AND EVALUATIONThe UNDP prescribed policies and procedures shall be applied for monitoring and evaluation of this project. Namely, Project Manager shall prepare a quarterly progress report and share with the Government. Also, the Project Manager shall prepare a final

9

Project ManagerUNDP SIDS Senior

Advisor

Project BoardSenior Beneficiary

MFAT and MoFExecutive

MFAT and MoFSenior Supplier

UNDP

Project AssuranceGPRU / UNDP Programme

Officer

Project Support

UNDP SIDS Specialist / GPRU

Project Organisation Structure

TEAM A TEAM CTEAM B

project review report for discussion in the project board, as required. Appropriate financial report (FACE form) shall be prepared as required.

An Issues Log and Risk Log shall be maintained appropriately. A Lessons Learned report shall be maintained to ensure ongoing learning and adaptation within the organisation, and to facilitate the preparation of the Lessons Learned report at the end of the project.

Monitoring Scheduled Plan shall be maintained as required.

VIIII. LEGAL CONTEXTThis programme support document shall be the instrument referred to as project support document in Article 1 of the Standard Basic Assistance Agreement (SBAA) between the Government of Samoa and the United Nations Development Programme, signed by the parties on 5th day of September 2008. The host country’s implementing Agency shall, for the purposes the Standard Basic Assistance Agreement, refer to the Government co-operating Agency described in that agreement.

The following types of revisions may be made to this project document with the signature of the UNDP Resident Representative only, provided that he/she is assured that The Government has no objections to the proposed changes:

a. Revisions in, or in addition to, any of the annexes of the project document;b. Revisions that do not involve significant changes in the immediate

objectives, outputs or activities of a project but are caused by re-arrangement of inputs already agreed to or by cost increases due to inflation.

Consistent with the Article III of the Standard Basic Assistance Agreement, the responsibility for the safety and security of the implementing partner and its personnel and property, and of UNDP’s property in the implementing partner’s custody, rests with the implementing partner. The implementing partner shall: (i) put in place an appropriate security plan and maintain the security plan, taking into account the security situation in the country where the project is being carried; and (ii) assume all risks and liabilities related to the implementing partner’s security, and the full implementation of the security plan.

10

ANNEX 1 – DUTIES AND RESPONSIBILITIES OF PROJECT PERSONNEL

DIRECT SUPPORT TO UNDP SAMOA MCO AND PACIFIC UNCT

Senior SIDS Adviser and Project Manager (4.5 months)Senior Advisor must work to ensure that the UNRC, the UNCT and UNDP is well-advised on the most effective ways to deliver support to the upcoming SIDS conference and all of the organization’s support activities is well defined and implemented. He/She is also expected to advise the Government of Samoa, the committee on partnerships and the RR/RC on how best to deliver on the theme of partnerships. Assist the UNDP Resident Representative (RR) and UN Resident Coordinator (RC) to ensure effective information sharing and communications with relevant partners. Under the guidance of the UN Resident Coordinator, the Senior Adviser will be responsible for the following:

Assist the RR/RC in consulting all partners listed above and following a review of the support envisaged by each partner, identify areas where UNDP can assist the Government of Samoa to host a successful conference. This includes engagement on the conference substance; the themes for the side events being arranged by the Conference Bureau; and the planned support from international partners, government and civil society.

Work closely with the UNDP Headquarters (Regional Bureau for Asia and Pacific and UNDP Bureau for Development Policy) to assist the RR in communicating information to the National Committee for the Conference and the implications of various decisions taken by the Conference Bureau and UN general assembly.

Advise the RR/RC and the Government of Samoa in the area of partnerships by helping draw together UN presence and work in the sub-region and recommend the most effective means for sustaining existing or launching new partnerships at the conference.

Assist the RR/RC in ensuring that the UNDP office in Samoa is able to support the Government of Samoa in hosting a successful Conference by defining and planning the operational support that will be required from UNDP. This could include, managing the off-site venues, ICT, logistics, etc. and ensuring that the required capacity/human resources is defined and secured.

Oversee and supervise the provision of effective operational support from the UNDP office in Apia to the conference

Assist the RR/RC in defining the support needed to manage and coordinate the eight (8) offsite Side Event venues.

Advise the UN Country Team and UNDP on effective participation in the Side Events.

Ensure that UNDP is able to effectively communicate on the themes relevant to the conference and its support to SIDS

Advise UNDP on effectively showcasing the paper on social exclusion and the documentary on blue oceans economy.

Provide briefing notes and background information at the request of the RC/RR to support senior level discussions and dialogue.

Advise the Government and other relevant stakeholders when requested on aspects of sustainable development of SIDS and/or the implementation of the Barbados Programme of Action, Mauritius Strategy for Implementation, and the Rio+20 Future We Want;

11

Establish and nurture close relationships with various stakeholders to support the creation of partnerships and an active network on the issues relevant to the SIDS 2014 conference.

SIDS Specialist (4.5 months)Under the guidance of the UN Resident Coordinator and SIDS Senior Advisor and Project Manager, the Small Islands Developing States Specialist will provide support in the following ways:

Strengthening UNDP capacity in close collaboration with regional organisations, national governments and other United Nations Country Team partners in the implementation of the Third International SIDS Conference 2014.

Support discussions and consultations with the Government of Samoa, donor and UN communities on the preparations for the International Conference where requested.

Provide appropriate support and assistance to the UNDP Multi Country Office in matters relating to SIDS, and the rollout of their respective processes.

·Support UN Country Teams, Governments of Samoa and associated donor partners and NGOs in coordination and information exchange on the sustainability of the SIDS conference.

Assist the UNDP SIDS Senior Advisor and Project Manager with tasks as requested and Side Events and Forum arrangements.

Senior IT Adviser (6 weeks)Under the guidance of the UN Resident Coordinator and SIDS Senior Advisor and Project Manager, the Adviser will provide the following support to the Government of Samoa:

Coordinates all broadcast technology and A/V equipment for the conference. Installs and tests systems technical infrastructure for the conference. Minimizes service interruptions at times of equipment and/or system failure by

rapidly identifying and implementing solutions. Sets up and operates equipment and transmission links during broadcasts and

webcast. Integrate the IT network, switches, data backups as related to broadcast and

webcast. Communicates with members of the engineering team and other teams to

effectively resolve equipment and system issue. Inspect all IT/TV equipment donated by the Chinese Government and verify their

compatibility to the conference needs. Ability to meet deadlines, prioritize assignments and handle multiple tasks

simultaneously.

SIDS Conference Communication Consultant (3 months)Under the guidance of the UN Resident Coordinator and SIDS Senior Advisor and Project Manager, the Adviser will provide the following support to the Government of Samoa:

Prepare UNDP communication strategy for SIDS Conference, and manage communications for the UNDP Samoa Multi-Country Office during the SIDS Conference.

Organize press conferences, briefing sessions and interviews. Coordinate and liaise with the SIDS Secretariat Media Team Provide communications support related to the visit of UNDP senior officials (e.g.

Administrator, Regional Director) at SIDS conference

12

Manage copyediting, proofing, layout, design and printing of the Social Exclusion and Vulnerability in the Pacific report.

Provide organizational support for all UNDP side events in the lead up to the SIDS Conference

Develop and implement communication strategies, material and public events during the SIDS Conference for:

the film Inside Out: Saving our Tuna; the report Social Exclusion and Vulnerability in Pacific Liaise with, and provide relevant material to, UNDP communication team in New

York before, during, and after SIDS conference Maintenance of information database and photo library related to the SIDS

conference Monitor and report on advocacy and communications strategies implemented for the

SIDS conference Collection and documentation of lessons learnt from the SIDS conference Prepare monthly progress reports entailing key deliverables listed above.

Events Coordination for Pre-Conference Forums, Partnerships Dialogues and Parallel Events (3 months)Under the guidance of the UN Resident Coordinator and SIDS Senior Advisor and Project Manager, the Adviser will provide the following support to the Government of Samoa:

Coordinate onsite logistics in direct collaboration with the selected venue, caterer, security, AV contractors and/or production company, including:o Physical layout and movement/flow;o Audio/Visual;o Catering;o Decorations; ando Security liaison and planning – coordinating with UNDSS, Government of

Samoa and local authorities. Assist in development of event program, then implementation

o Roll-out and AV coordination, including video/projected visual componentso Speaker/participant coordination/stagingo Musical/artistic performance(s)

Guest coordination:o Liaise with UN and Government of Samoa Focal Pointso Design/oversee protocol for high-level government attendees & VIPso Coordinate arrivals with securityo Provide instruction for staff/volunteer greeters/handlerso Make logistical arrangements for requested private meetings/bi-lateralso Assist with press coordination/logistics

Advocacy and Mediao Participate in event outreach planning and developmento Organize logistics for press conference, red carpet, interviews

Assist in development of signage and branding, including:o Step and repeat, projected visual content, banners, logistical/directional

signageo Post-event follow-upo Coordinating development of post-production materials (i.e. web content and

videos) with web/graphic designer(s), photographer(s) and videographer(s) /editor(s)

Ancillary responsibilities may include negotiating a pre-party or after-party by

13

brokering an agreement with external partner and overseeing partner implementation.

Operational Support (3 months)Under the guidance of the UN Resident Coordinator and SIDS Senior Advisor and Project Manager, the Adviser will provide the following support to the Government of Samoa:

Standardise the finance and accounting systems of the project while maintaining compatibility with UNDP financial accounting procedures;

Prepare revisions of the budgets and assist in the preparation of the annual work plans as required;

Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures from readily available information sources;

Prepare status reports, progress reports and other financial reports; Process all types of payments requests for settlement purposes; Prepare periodic accounting records by recording receipts, disbursements (ledgers,

cash books, vouchers, etc.) and reconciling data for recurring or financial special reports and assist in preparation of annual procurement plans;

Undertake project financial closure formalities including submission of terminal reports; and

Assist in the timely issuance of contracts and assurance of other eligible entitlements of the project personnel and services.

Ensure office files are maintained accurately; Receive, inspect and verify all received goods. Enter records in the asset control

database ensuring inventory records are up-to-date and accurate; Represent the project on administrative issues such a common services, premises,

etc. Support the Project Manager in any administrative task as required. Provides general office and administrative support, including accurate and timely

production of reports, processing of    documents and administrative requirements; Maintains accurate records and/or data. Appropriately applies relevant policies,

guidelines, procedures and processes. Recognizes and reports data and other discrepancies;

Establishes effective working relationships with internal and external contacts at all levels.

______________________________________________________________________________________________

DIRECT SUPPORT TO SIDS COORDINATORSIDS Side Events and Logistics OfficerThe SIDS Events and Logistics Officer is responsible to the SIDS National Coordinator and together with the appropriate personnel from UNDESA will undertake the following key responsibilities with the respect to the Side Events coordination. Liaise with the each of the side event lead organisers to coordinate:

Onsite logistics in direct collaboration with the selected venue, caterer, security, AV contractors and/or production company

Guest participation through liaison with UN and Government of Samoa focal points; design/oversee protocol for high-level government attendees & VIPs; coordinate arrivals with security; provide instruction for staff/volunteer greeters/handlers; make

14

logistical arrangements for requested private meetings/bi-laterals; and assist with press coordination/logistics

Assist in development of signage and branding Other duties as agreed with the SIDS National Coordinator

SIDS CEO Personal AssistantThe role of the Personal Assistant is to support the SIDS National Coordinator in their daily administrative, planning and travel related matters. The duties include:

Coordinating all appointments of the SIDS National Coordinator. Act as the SIDS National Coordinator's point of contact. Arrange travel, visa and accommodation for the SIDS National Coordinator and

assigned staff. Screen phone calls, enquiries and requests and handle them when appropriate. Meet and greet at all levels of seniority. Organise and maintain diaries and make appointments. Deal with incoming email, faxes and post. Take notes and minutes at required meetings. Organise and attend meeting and ensure the SIDS National Coordinator is well

prepared for meetings. Reply to correspondence that comes to the SIDS National Coordinator as

appropriate. Fix all the appointments of the SIDS National Coordinator on a daily basis. Brief the SIDS National Coordinator on the agenda before every meeting. Collect all the reports on behalf of management. Coordinate with the SIDS National Coordinator and other committees and

subcommittees of the National Task Force.

Transport OfficerThe role of the transport officer is to support the SIDS National Coordinator. The duties include:

Provision of reliable and secure driving services; Proper use of vehicle; Day-to-day maintenance of the assigned vehicle; Availability of documents / supplies. Ensures provision of reliable and safe driving services by a) driving assigned

vehicles for the transport of Ministry of Foreign Affairs staff, the SIDS National Coordinator and assigned associated member of the SIDS National Taskforce other high-ranking officials and visitors; and delivery and collection of mail, documents and other items, as required and b) meeting official personnel and visitors at the airport as required.

Ensures cost savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.

Ensures proper day to day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tyres, brakes, car washing etc.

Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts in the assigned vehicle.

Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

15

ANNEX 2 – RISK LOG

# Description Date Identified

Type Impact &Probability

Countermeasures / Mngt response Owner Submitted, updated by

Last Update Status

1 Insufficient financial resources for full project delivery

1 May Operational Probability on a scale from 1 (low) to 5 (high) = 4

Impact on a scale from 1 (low) to 5 (high) = 2

The project has been designed based on best- guesstimates of expected support required from UNDP by the Government of Samoa ahead of the SIDS conference. As there remain a number of unknowns, steps are already been taken within the UN Pacific team to identify potential gaps in support, with a clear understanding that some support may be needed from across all UN agencies in the Pacific.

UNDP 9 June 2014 Garry Wiseman

2 Unforeseen requirements for UNDP intervention during SIDS conference

1 May OperationalProbability on a scale from 1 (low) to 5 (high) =2

Impact on a scale from 1 (low) to 5 (high) = 3

While UNDESA and the Government of Samoa are indicating that all logistical and protocol arrangements for the SIDS are being coordinated by them, there remains some concern of gaps in arrangements.

Steps are being taken to ensure full disclosure of all plans so that UNDP and UN Pacific can be fully informed as earlier as possible of actual division of responsibilities between the Government and UNDESA.

UNDP9 June 2014 Garry Wiseman

3 Key technical staff not brought into the team either on short term contracts or under a detail assignment from within UNDP.

1 May Operational Probability on a scale from 1 (low) to 5 (high) =2

Impact on a scale from 1 (low) to 5 (high) = 4

Steps have been taken to promote increased commitment from UNDP Samoa staff along with UN Samoa colleagues to ensure adequate additional backstopping if it becomes necessary.

UNDP9 June 2014Garry Wiseman

16