The contractor is responsible for providing the following services: 

   a)    Facilitate technical activities and support of the ICP in Rwanda

·         Maintain workplan and timeline oversight throughout the ICP, and provide MINECOFIN and MINEMA (including GS Secretariat) with a regular written update on progress and required decisions / next steps including on coordination with further involved stakeholders,

·         Identify and carry out research and data analyses needs related to ICP outputs.

   b)    Convening key stakeholders in meetings/workshops to achieve an inclusive and participatory process 

·         In close coordination with MINECOFIN and MINEMA and supported by the GS Secretariat maintain an updated and inclusive stakeholder map, detailing all relevant/ key local stakeholders to participate in the process. Guided by MINECOFIN, MINEMA the GS Secretariat and AFD, supervise the integration of inputs of key actors, in particular, GRMA, Global Shield Financing Vehicles[1] (GSFVs), members of the GS Coordination Hub (CH) and the Technical Advisory Group (TAG) as well as other into the main products of the ICP.

·         Identify and engage with the different stakeholder groups as part of the ICP: government, multilateral and bilateral development sector, private sector, civil society, academia, indigenous communities, and marginalised groups. This includes:  

o    Identifying relevant communication channels to reach these stakeholder groups;

o    Follow-up meetings with key actors and / or key groups of actors throughout the ICP;

o    Identifying existing fora / committees / working groups that the process can build upon and identify suitable mechanisms to integrate their inputs.

·         Support the facilitation and moderation of meetings throughout the ICP (incl. writing of minutes and reports),

·         Manage the logistics and administrative aspects of the ICP, including the organisation of meetings and workshops: The contractor supports the organisation of up to 2 technical workshops in the context of the In-Country Process in Rwanda. Each workshop lasts between 0.5 and 3 days and encompasses up to 100 participants. The time and date for each workshop will be established in close collaboration with MINECOFIN and MINEMA and will be communicated to the contractor in due course.

The services for each workshop include in detail:

·         Concept and coordination:

o    Development of workshop concept notes and agendas, including meetings for the conceptualization in close coordination with MINECOFIN and MINEMA, and supported by the GS Secretariat

o    Supporting MINECOFIN and MINEMA with invitation management and communication with stakeholders, where appropriate,

o    Participation in briefing calls with speakers, MINECOFIN and MINEMA, and GS Secretariat as required,

o    Support of reporting and evaluation (writing of meeting / workshop reports etc.).

·         Organisational Support, logistics and service provider management

o    Research of suitable venues and hotels in accordance with Global Shield procurement requirements. Support in drafting terms of reference for a tender process if applicable. The workshop venue will be hired directly by the Global Shield Secretariat.

o    Research of event service providers (event agencies, photographers, catering etc.) and support in drafting terms of reference for those service providers

o    Coordination of service providers (location, catering, technical support) prior to and during the workshops.

·         If requested, organise field trips to previously identified areas of the country to document the need of local actors (like municipalities, vulnerable groups, etc) during the gap analysis development phase, if needed. Such missions should be approved in advance by MINECOFIN, MINEMA and Global Shield Secretariat. 

·         After Rwanda´s Request for CDRFI Support to the GS has been submitted, coordinating with and supporting MINECOFIN and MINEMA in the interaction with the relevant Financing Vehicle(s) under the Global Shield Financing Structure (GSFV) for the tailoring and approval of the Support Package Proposal, in coordination with the GS Secretariat.

   c)    Ensuring finalised and endorsed ICP outputs in a transparent way 

·         Prepare the development of ICP outputs by compiling available information for the stocktake and prepare an overview for the first workshop,

·         Gather inputs from all stakeholders for main ICP outputs 1) Stocktake, 2) Gap Analysis, and 3) Request for CDRFI Support, and sharing information, decisions, drafts, and final outputs. Conducting 10 – 20 short interviews with key stakeholders for the stocktake of initiatives that are relevant for CDRFI (in coordination with the GS Secretariat)

·         Realize additional research as required by MINECOFIN and MINEMA in preparation of the workshop,

·         Coordinate and complement: Specific draft outputs may be prepared or supported by organisations with technical expertise or skills and shall be integrated into the stocktake and gap analysis, including (list to be revised and approved by MINECOFIN and MINEMA based on information provided by GS Secretariat):

o    Gender analysis [If applicable]

o    Risk analytics and economic loss assessment

o    Analysis of gaps and identification of opportunities in the legal and regulatory framework environment

o    Capabilities of the domestic private sector for insurance

o    Social/Shock-Responsive Protection

·         Integrate feedback from Government Focal, GS Sec and Technical Advisory Group (TAG) Recommendations into drafts of the key ICP outputs and develop final drafts with support and guidance from the GS Secretariat for the key ICP outputs and secure endorsement by the government on final products, including 1) Stocktake, 2) Gap Analysis; and 3) Request for CDRFI Support

·         The work is guided by the following principles:  

o    Outputs should be produced in line with the recommended criteria (cf. general ICP Guidance Note),

o    Support the process objectively, fairly, and transparently, i.e., the consultant should not promote a preferred solution / project motivated by their own interest.

·         Support with the communication and presentation of results to the public, incl. providing speaking points to government officials and key actors on the progress of the ICP. Additionally, Support the preparation of communication materials, including short statements, posts, blogposts, press releases.

·         After Rwanda’s request for CDRFI support to the GS has been submitted, coordinating with, and supporting MINEMA and MINECOFIN in the interaction with the Financing Vehicles under the Global Shield Financing Structure (GSFV)  

   d)    Ad hoc services

·         Advisory support to the government and the governmental focal point throughout the ICP by providing technical advice on CDRFI, climate change adaptation, and comprehensive disaster risk management, as needed.

·         Coordinate the compilation of knowledge on national processes in Rwanda, including knowledge about national Disaster Risk Management (DRM), incl. Disaster Risk Finance (DRF), national CDRFI mechanisms, national public financial management and fund management, and key stakeholders.

·         Contribute to the overall GS knowledge management and learning process and engage in at least 2 evaluation calls with GS Sec.

·         If applicable: coordinate the support to the government focal in promoting institutionalisation of knowledge in relevant government agencies.

·         Engage in coordination meetings between MINECOFIN, MINEMA, GS Secretariat.