TERMS OF REFERENCE
CONSULTING SERVICES – INDIVIDUAL SELECTION
TERMS OF REFERENCE FOR INDIVIDUAL CONSULTANT
| PART I: | ||
| Position | Operations Manager | |
| Category of Consultancy | Local (Level 5) | |
| Contract Type | Time-based Individual Consultant | |
| Hiring Entity | TRHDP Project Office | |
| Location | Honiara, Solomon Islands | |
| Duration | 2 years | |
| Start date | As soon as possible upon agreement | |
Tina River Hydropower Development Project
| Project Details | |
| Strategic Context | The Tina River Hydropower Project is the first large-scale infrastructure to be developed under a public-private partnership arrangement and the first utility-scale renewable energy project for the Solomon Islands expected to deliver benefits such as more affordable electricity and improved accessibility to cleaner, more reliable energy sources for community now and in the future. The Tina River Hydropower Project consists of (i) 15-megawatt hydropower facility located on the Tina River southeast of Honiara, comprising: a dam, headrace tunnel and a powerhouse about 3km downstream of the dam; (ii) access road to facilitate the construction and operation of the hydropower facility; and (iii) transmission lines – two parallel (on separate poles) single circuit transmission lines connecting the powerhouse to the existing Lungga Power Station. Further project details are included in Annex A. The Tina Hydro Project Office under the Ministry of Mines, Energy and Rural Electrification is responsible for the coordination of the project activities to ensure Tina Hydropower Limited as implementing entity responsible for the hydropower facility and access road and Solomon Power as Offtaker under the Power Purchase Agreement fulfil their obligations under the project agreements. The Project Office has a fundamental advisory role to Solomon Islands Government, ensuring that the interests of the government are protected in line with the project agreements. The Project Office is responsible for monitoring and supporting the implementation of the social and environmental safeguard arrangements, the Gender Action Plan and Community Development Plan, and maintaining the Dam Safety Advisory Panel (DSAP) and the Lender’s Technical Advisor (LTA) including the independent social and environmental monitoring agent. The Project Office also supports entities participating in the implementation arrangements agreed under the land acquisition process, the communities in utilizing their share of project benefits for community development, and the tribes which would be interested and committed to the establishment of a protected area in the upper catchment. The Operations Manager of the Project Office is expected to enhance leadership within the Project Office to efficiently support project implementation in the best interests of the Solomon Islands Government. |
Contract Details
| Details | |
| Objective | The Operations Manager shall be based in Honiara, Solomon Islands, providing support to the Project Manager (PM) in managing the Tina River Hydropower Project Office. |
| Duration | The position is for a period of 2 years with expected opportunity to renew subject to satisfactory performance evaluation rating by the PM annually. |
| Reporting | The Operations Manager will report to the PM. The Operations Manager will shadow the PM to learn the various aspects of the Project including the following:All the 4 components of the ProjectThe StakeholdersImplementationFlow of fundsAgreements including EPC contractThe Financial ModelAdditional financingTechnical aspects of the dam, tunnel and powerhousePending work at the siteUp to date DisbursementsFuture disbursementsPending design issuesRole of LTA and DSAPMeetingsSharePoint structureProcurement through STEPStatus of contracts of the ConsultantsPerformance ManagementWorld Bank and other CFP Missions, aide memoirThe Operations Manager will hold briefing meetings with the PM monthly or as otherwise agreed in writing with the PM. The Operations Manager, under the guidance of the PM and Deputy Project Manager, will provide project implementation progress updates to the Project Steering Committee (PSC) at the quarterly PSC meetings or as required by the Chairperson of the PSC.The Operations Manager will liaise and work very closely with the CBSP 2 Project Manager, the Deputy Project Manager and the Environmental and Social Safeguards Manager such that he/she develops a very good understanding of the finances, procurement, administrative, communications & media, grievance redress mechanism, gender action plan, biodiversity management plan, safeguards, health and safety, Tina Core Land Company (TCLC), Cooperatives, Land, Influx, all 4 components of the Community Benefits Sharing Project 2 (CBSP2)The Operations Manager will shadow the Project Manager; however, it is expected that he/she to learn about the project he/she will actively be involved in the deliverables listed on page 6. The Operations Manager will conduct and chair meetings, preparing the agenda and minutes of the meetings. The Operations Manager will act in the role of the Project Manager during periods of absence of the PM from Honiara. During this period the Operations Manager will be solely responsible for the running of the Project Office. The delegations include: authority to endorse and sign purchase vouchers, review and approve timesheets for the ESSM, the Financial & Commercial Advisor (FCA), review and approve invoices from LTA, DSAP members, Ashurst, the FCA, the ESSM; review and approve agenda for the Project Steering Committee meetings, CFP missions, review and approve imprest requests, review/endorse memos from DSAP, correspond with THL on pending matters, conduct and chair progress meetings, chair meetings with ADB, WB, MMERE, MOFT and respond to emails. The Project Office organization chart is included in Annex B. |
DETAILED POSITION DESCRIPTION
The Operations Manager will support the PM, the Environmental and Social Safeguards Manager, the Deputy Project Manager and the CBSP 2 Project Manager for ensuring the effective and efficient management of the Project Office by:
- Implementing the project activities under the Project Office’s responsibility, including monitoring and supporting the implementation of the social and environmental safeguard arrangements, the Gender Action Plan and Community Development Plan.
- Supporting the entities participating in the implementation arrangements agreed under the land acquisition process (Tina Core Land Company and the five core landowning tribes’ co-operatives), the communities in utilizing their share of project benefits for community development through the CBSP project, and the tribes which would be interested and committed to the establishment of a protected area in the upper catchment.
- Monitoring the project activities of Tina Hydropower Limited as implementing entity responsible for the hydropower facility and access road and Solomon Power as Offtaker under the Power Purchase Agreement to ensure they fulfil their obligations under the project agreements.
- Monitoring Solomon Islands Government commitments to ensure it is meeting and maintaining its obligations as required by the project agreements.
The Operations Manager’s detailed project description is set out as follows.
General Responsibilities & Objectives
- Overall in-depth understanding of the relevant documents/agreements including:
- Project Documents including Power Purchase Agreement (PPA), Implementation Agreement (IA). Government Guarantee Agreement (GGA), the Land Lease Agreement and the Side Letter Agreement.
- Financing agreements and project agreements of all Concessional Financing Partners (CFPs), the Facilities Agreement, and various security agreements and documents.
- Safeguards documents including Environmental Social Impact Assessment (ESIA), Land Acquisition and Livelihood Restoration Plan (LALRP), Gender Action Plan (GAP), Community Development Plan (CDP); and implementation of the Construction Environment and Social Management Plans (CESMP).
- Project Operations Manuals (POMs) and any other relevant documents.
- Implement the project management system including suitable office administration for the Project Office, including appropriate document and records storage systems (SharePoint), communication, procurement, risk, meeting and administration management, ensure project management procedures and systems are accessible to all staff and consultants as relevant, and in consultation with the Deputy Project Manager, ESSM , train staff and consultants as relevant on the use of project management procedures and systems.
- Assist the PM in the implementation of effective internal and external communication protocols as part of the overall project management procedures and systems.
- Assist the PM in leading the coordination and collaboration of the key project stakeholders to ensure timely project implementation to resolve any major implementation hindrances efficiently and effectively.
- Assist the PM to maintain an overview of the TCLC, and associated tribal cooperatives, and benefit share arrangements with a view to ensure that they are functioning according to the Land Lease Agreement and the Implementation Agreement.
Project Office Staff and Consultants
- Assist the PM to oversee and manage the Project Office staff plan to ensure the Project Office is appropriately resourced to fulfil its mandate and implementation of the key project activities under its responsibility effectively and efficiently in accordance with the project agreements.
- Work very closely with the Deputy Project Manager, Environmental and Social Safeguards manager to deliver in accordance with their terms of reference.
- Review of Project Office staff and consultant performance in accordance with their contract terms and deliverables. Performance review will be coordinated in consultation with the Deputy Project Manager and Environmental and Social Safeguards Manager. Performance review will be on a six-monthly basis or as otherwise agreed in writing with the PM.
- Ensure capacity development of all national staff including identification of opportunities to participate in training and workshops for professional development and skills development.
- Assist the PM in the management of the Dam Safety and Advisory Panel member’s contracts to ensure that Concessional Financers’ requirements are adhered to during project implementation. Assist the PM in convening Dam Safety and Advisory Panel meetings, visits and progress meetings in accordance with the project agreements.
- Assist the PM in the management of the Lender’s Technical Advisor (LTA) contract to ensure that Concessional Financers’ requirements are adhered to during project implementation. In accordance with the terms of contract, assist the PM to manage the LTA’s input, review and advice, quaterly and six-monthly site visits, and facilitate discussions with relevant project stakeholders and CFPs.
- Assist the PM in the management and support the interface between LTA and Tina Hydropower Limited to complete submission of the utilization requests and supporting documents to ensure timely provision of the Technical Advisor’s Certificate in accordance with the Facilities Agreement.
Project Reporting
- Assist the PM to ensure the reporting obligations of the Project Office are fulfilled, on time and of the required standard, including establishing an appropriate communications protocol, reporting format and processes for timely delivery. The project reports include overall quarterly progress reports, mid-term review, completion report, and other reports as required by the project agreements. The Project Office is responsible for collecting all relevant reporting inputs to complete the overall quarterly progress report, including those from Tina Hydropower Limited and Solomon Power.
- Assist the PM to update and implement the Project Operations Manual for the Project Office and coordinate the update and implementation of the Project Operations Manual for Tina Hydropower Limited, as necessary by obtaining consents of the relevant stakeholders and no objection from the relevant CFPs.
- Assist the PM to lead the Project Office and coordinate key project stakeholders’ participation in CFPs periodic implementation support missions.
Resource Management
- Assist the PM to ensure transparent, accurate and organized financial management of Project Office.
- Assist the PM in his role to oversee the Project Office budget and be accountable for the funds provided to the Project Office by the CFPs, Solomon Islands Government, and other development partners as relevant.
- Assist the PM to lead preparation of the Annual Work Plan and Budget for the Project Office by closely aligning with the scheduled activities of Tina Hydropower Limited for the Hydropower facility and access road and Solomon Power for the transmission line. Liaise with the Deputy Project Manager, the Environmental and Social Safeguards Manager and the Financial and Commercial advisor and assist the PM to prepare the Annual Work Plan and Budget with all relevant inputs from Project Office staff and consultants. The Annual Work Plan and Budget is due to the relevant parties not later than 30th September of each calendar year.
- Assist the PM in the coordination activities with the Financial and Commercial Advisor to ensure timely preparation of Tina Hydropower Limited Annual Work Plan and Budget for the Hydropower facility and access road.
- Assist the PM to lead the Project Office’s input to Ministry of Mines, Energy and Rural Electrification for its national annual development budget bid for the counterpart financing required to cover the Project Office’s operational costs. The input is to be managed in close coordination with the Deputy Project Manager. The budget bid to reach MMERE by 31st July each year.
- Assist the PM to ensure that the Project Office funds are audited on an annual basis in accordance with the project agreements.
Specific Deliverables of contract and Key Dates
These deliverables are the responsibility of the Operations Manager with support from Deputy PM and the PM.
| Key Deliverables | Timing |
| Quarterly Project Reports and quarterly Interim Financial Reports (IFRs) by the dates stipulated in the POM. | Quarterly |
| Annual Work Plan and Budget (AWPB) for the Project Office by the dates stipulated in the POM | Annually |
| Consolidated AWPB with inputs from THL and Solomon Power, by the dates stipulated in the POM. | Annually |
| Solomon Islands budget request as per requirement of the Ministry of Mines, Energy and Rural Electrification. | Annually |
| Financial Statements (FS) for FY2026, FY 2027 and FY 2028 and Completed Audit reports plus opinions from the Office of the Auditor General, well before the deadline in accordance with POM. | Annually |
| Project Implementation Completion Report by not later than 6 months after the Project Closing Date (PCD), with input from Tina Hydropower Limited and Solomon Power. | 6 months post PCD |
| DSAP meeting minutes. | As required |
| Steering Committee meeting minutes (quarterly and/or ad-hoc basis). Updated POMs on a six-monthly basis or as may be agreed with the World Bank | Quarterly |
In addition to the above deliverables the Operations Manager should deliver progress reports on a monthly basis to the PM in the following format and make presentations to the PM, Deputy Project Manager (DPM) and Environmental and Social Safeguards Manager (ESSM) on topics and the learnings:
| Topics | Learnings | Outcome of discussions with the PM, DPM, ESSM | |
| Agreements | PPA, OLA, EPC contract, Settlement Agreement, Side Letter, Implementation Agreement, Government Guarantee Agreement, Financing Agreements between SIG and CFPs | Salient features of all these agreements and their relationship | |
| Original Financing | Interest rates during implementation and operation phase, term, grace period, *interest during construction (capitalized and cash), Return of equity during construction | ||
| Additional Financing | Break down | ||
| Risks matrix | Water, Landslide, Seismology, Karst | Risks sharing | |
| Capacity vs energy payment | Risks to SIG/SIEA | ||
| Levelized cost of energy | Formula | Explanation of how it is calculated.FOMR, CICR, WACC | |
| Financial Model | Logic, inputs, P&L account, Balance Sheet, Operations and Maintenance, Outages, Plant Factor, Dividends, Term of loans, Weighted Average Cost | ||
| Utilization Requests | Technical Advisor’s Certificate in accordance with OLA (facility Agreement between SIG and THL)Milestone payments for EPCPayments to THL for Non-EPCEscalation payments | Basis for payments; including Annual Work Plan and Budget | |
| Royalty payment, Community Benefit sharing fund, lease payments | Learnings from definitions in the Implementation Agreement | Basis of calculations in accordance with the Implementation Agreement and the Lease Agreement plus escalations | |
| Biodiversity Action Plan | Upper Tina Catchment and Core Land Area Management Plan | ||
| Socio Impact Management Plan | Baseline survey and midterm survey results | ||
| ESMPs | 31 ESMPs- which are assigned to HEC and 6 ESMPS assigned to the PO | Salient features and their inter-relations | |
| Gender Action Plan | Key features | Progress | |
| Grievance redressal mechanism | Process, Features | Progress | |
| Land acquisition | Process, payments, TCLC, Cooperatives, Board Meetings, AGMs | Progress |
Selection Criteria
This section details the basis upon which selection of the successful candidate will be made.
Mandatory Criteria – These criteria must be met in order to be considered for this role. The candidate will possess high levels of personal and working integrity including sense of urgency and attention to detail.
| Mandatory Criteria | Description |
| Education/Qualification | A Masters’ qualification in any of the following fields is required: engineering or project management. Project management certification such as PMP would be a plus. |
| Work Experience | A minimum of five (5) year professional engineering experience and or project management experience in an electricity utility gained on capital project and /or planning for generation, transmission or distribution infrastructure |
| Leadership Experience | Proven leadership experience in multistakeholder environments, at managerial level. Previous work experience in managing or working at a managerial level in a power facility/electricity utility. |
| Project Management and or Planning Experience | Experience in establishing well-functioning management units and to manage community expectations and other project risks using various communications platforms and strategies. Proven communication skills as spokesperson for project or company. |
| Communication Skills | Good communication skills in English and in Pidgin. |
| Driver’s license/clean police record | Possess a valid driver’s license for SI and a clean police record. |
Desirable Criteria – These criteria are requirements or qualities that are not mandatory but would be considered beneficial if they are met and will be scored as outlined.
| Other Criteria | Evaluation Points Allocated (x/100) | |
| Experience relevant to the Project60 Points | Prior experience working on infrastructure projects funded by financiers including working with design consultants, contractors, different levels of government. | 15 |
| Experience working with communities, landowners consultants for valuation, for land acquisitions, easements for infrastructure projects. | 15 | |
| Ability to proactively manage interfaces, financial/technical and contractual to identify implications and risk to projects early. Prior experience in procurement, financial management, or working with donor-funded/fiduciary systems | 15 | |
| Demonstrate an understanding of the various components of the Tina River Hydropower Development Project including CBSP2, the stages, the financing parties, impact on supply of electricity in Guadalcanal, the benefits to the various stakeholders including the communities in the project area. | 15 | |
| Experience relevant to the Terms of Reference40 Points | 1. Demonstrated capacity to build good working relationships with stakeholders- SIG, Concessional Financing Parties (CFPs), Contractors, Consultants, Communities, Provincial Government. | 10 |
| 2. Experience in establishing well-functioning project management units and required PMPs, and to manage community expectations and other project risks using various communications platforms and strategies. Proven communication skills as spokesperson for project or company. | 15 | |
| 3.Demonstrate sense of urgency, efficient and effective time management, attention to detail and commitment to meet deadlines. | 10 | |
| 4.Extremely proficient in Microsoft Windows applications, namely Excel, Word and Power Point and data management systems. | 5 | |
Resources Provided
Provide an outline of items/resources the Project Office will provide to enable delivery of the contract outcomes.
| Resources | |
| Equipment (IT/Comms etc) | The project will provide access to IT equipment, stationery, internet, communications, and related utilities. The Operations Manager will be fully responsible for the cost of local transportation (to/from the office). |
| Office Space | The project will provide the office space, including office furniture. |
| Documents | MMERE will provide to the Operations Manager all the existing reports and materials related to the Project Funding and administration needs. |
Selection Process
The position will be advertised following the open competitive method prescribed by the World Bank Procurement Regulations for IPF Borrowers 2023 noting that at least 3 qualified CVs would be compared and documented. Applicants will be assessed on (their) Resume as submitted and any supporting documentation.
Applicants who do not pass Mandatory criteria requirement will not be evaluated further.
Applicants passing mandatory criteria requirements will be assigned points on presented Desirable Criteria.
The Project Management Unit and stakeholders will then interview highest ranked individuals. Interviews will assess the strengths and weaknesses of candidates.
