1. Objectives of the mission and detailed assignments

Expertise France will assist AFD to administer the Team Europe EVN Energy Transition Facility. Under AFD supervision, EF will mobilize permanent staff and short-term experts, and be responsible of the implementation of specific activities.  The permanent staff will be composed of two experts, a Facility Coordinator and a Facility Management Officer, that will provide services in terms of coordination, monitoring, and accountability and will be in charge of implementation of some specific activities of the Facility.

The Facility Management Officer will provide support to the Facility Coordinator in order to implement its duties.

The Facility Management Officer will be under the direct supervision of the Facility Coordinator, and will have permanent interactions with AFD Hanoi office team, the Task team leader of the facility (based in Bangkok). He/she will liaise with different stakeholders involved in the implementation of the Facility such as (i) the Project management units (PMUs) in charge of the coordination and implementation of the investment projects funded by the Facility, (ii) EVN (and subsidiaries) departments that will receive support from the facility and (iii) the financiers.

The detailed assignments of the Facility Management Officer are  the following ones:

Supervision, monitoring and reporting

• General follow-up of the Facility implementation ;
• Support AFD team in the accountability to EUD on the Facility implementation;
• Ensure an efficient coordination and circulation of information among the various stakeholders involved in the Facility activities, as well as in the investment projects supported by the Facility;
• Prepare the steering committee meeting and its minutes and organize periodic meetings with related stakeholders (AFD, EVN, European partners,…) to review the Facility’s implementation and the action;
• Define the monitoring mechanism of the Facility and contribute to monitoring of logical framework (“logframe”)/ OPSYS and follow up of the key performance indicators in liaise with EVN (PMUs and departments / subsidiaries)
• In close collaboration with the technical assistance funded under the Facility and with AFD team, support and give guidance to the Project Management Units, implementing investment sub-projects  by the Facility (i) to define the reporting content model, (ii) to include in their monitoring and evaluation (M&E) matrix, indicators relevant for M&E of the projects and the Facility, (including gender issues)
• Support EVN and relevant departments/subsidiaries in the preparation of documents to be approved by the Vietnamese Authorities relating to the Facility
• Ensure the quality, consistency and timeliness of both technical and financial reporting due by AFD to EU delegation along with the PMUs implementing investment projects funded by the Facility under components 1 and 2;
• Prepare the Annual Technical and Financial reports due to EU delegation (EUD) consolidating (i) the reports of the sub-projects funded by the Facility and (ii) the activities and progress achieved and budget executed and planed;
• Prepare any other technical and financial reports due by AFD to EUD;
• Prepare, organize and participate to regular meetings with AFD Hanoi office as well as, when relevant and upon AFD request, with EU Delegation in Hanoi
• Organize the mid-term and final evaluations of the Facility (ToR, procurement support to AFD and follow up) and actively support and participate in these evaluations;
• Execute any other contribution requested by AFD team to review and ensure the respect of (i) the European Union Contribution Agreement and or (ii) any other AFD commitments to the EU related to the Facility implementation
• Continuously inform AFD TTL and AFD team in Hanoi during the different stages of the reporting and monitoring of the activities of the Facility (audit, ROM, etc…)
• Support knowledge building and sharing, if necessary, with the support of the short-term experts: compilation of lessons learnt / good practices and sharing for replication in future projects, organization of capitalization event…
• Support the cofinanciers in the follow up of the sectoral public policies and strategies related to the Facility and EVN activities

 Planning, Budgeting and financial reporting

• Prepare (i) the planning of activities and (ii) the budget planning and execution, in line with the Facility governance (steering committee and reporting);
• Prepare the global budget planning and execution of the Facility (including processing requests for drawdowns to EUD) based on budget planning and execution prepared by the PMU of the investment projects funded by the Facility;
• Ensure the consistency between the annual budget planning and the budget of the Action in appendix ;
• Ensure the adequacy of the format in which the budget is presented with EU expectations ;
• Ensure the accounting and financial management ;
• Gather the information on all the budgets of the counterparts involved in the project to prepare the periodic financial reports to EUD;
• Accounting (organize documentation and justification of expenses, archive) for the Facility activities;
• Support AFD team in Hanoi in the verification of the compliance and justification of expenses;
• Support AFD team in Hanoi in the verification of compliance with EU and AFD procedures regarding contract and fiduciary management for the Facility activities;

 Procurement activities under AFD direct implementation

• Contribute to the writing of the ToRs
• Be in charge of preparation, publication, evaluation, assignment and contracting stages, in respect with AFD procurement procedures
• Follow up of the list of procurement contracts
• Preparation of addendum to contracts under AFD direct management during implementation, if requested, in respect with AFD procurement procedures;

EF short term experts for the 4 components:

• Mobilize and supervise pools of Short Terms Experts in collaboration with the Facility Coordinator and under AFD supervision
• Prepare specific ToR to be submitted to AFD for the mobilization of short-term experts
• Conduct the recruitment of the Short Term Expert and follow up of their deliverables;

Depending on the component of the Facility mobilized, he will also have the following tasks, in collaboration with the Facility Coordinator :

For Components 1 and 2 :

• Monitor the planning and implementation of the components 1 and 2;
• Coordinate with BEI and KFW teams in case of request from these entities of using the facility funds
• Prepare the ToR for the Short Term Expert or TA to be funded under the Facility (if necessary) and evaluate the indicative costs of the studies;
• Draft ToRs for the studies or Preparation of Tender documents and to the bidding analysis (for Consultants and Technical Assistances funded by the Facility in respects with AFD procurement procedures;
• Mainly contribute to the preparation of contracts under AFD direct management during implementation, if requested, in respect with AFD procurement procedures;
• Contract monitoring and follow up including deliverables.

For Component 3 :

• Discuss with EVN’s relevant representatives at Headquarters as well as dependent entities and subsidiaries on capacity building’s needs under the Facility ;
• Identify a global and annual capacity building plans under the Facility
• Facilitate implementation and management capacity building activities (Component 3)
• Assist AFD for organizing study tours and trainings (funded under C3).

For Component 4 :

• Discuss with EVN’s relevant representatives at Headquarters as well as dependent entities and subsidiaries on specific needs related to EVN low carbon and energy transition roadmap in partnership with European key stakeholders
• Establish a preliminary set of activities needed by EVN for its energy transition roadmap
• Identify the advisory services’ needs from relevant stakeholders and prepare the mobilization of European expertise
• Assist AFD for organizing study tours (funded under C4),
• Support AFD to procure and mobilize expertise and support AFD to monitor the deliverables

The experts will be in charge of the definition and implementation of the Visibility Action Plan, and will contribute on demand on Communication activities.

The experts will be entitled to co-organize (ToR, logistics, etc.) and actively participate and report on cofinanciers supervision missions in Vietnam when required.

The balance between all these tasks shall be adjusted to the effective needs of the EVN JETP Facility implementation.