Terms of Reference (TOR)
Individual Consultant for the position of TRTP Project Coordinator
1. Client
The client for the services requested under the Terms of Reference (ToR) is the Consolidated Programme Implementation Unit (CPIU IFAD) for projects funded by the International Fund for Agricultural Development (IFAD).
2. Context of the country
The IFAD projects are implemented in accordance with procedures established and approved by IFAD in agreement with the Government of the Republic of Moldova. The Consolidated Programme Implementation Unit for IFAD Programme (UCIP IFAD) was created in 2000 by a Decision of the Government of the Republic of Moldova and is responsible for the administration, implementation and monitoring of IFAD Programme activities along various projects, as well as the coordination of activities with the institutions and organizations participating in the implementation of the projects. The activities under the projects are implemented by CPIU IFAD in collaboration and/or through accredited service providers and partner financial institutions, depending on the specific activities implemented.
3. Context of the project
The Talent Retention for Rural Transformation Project (TRTP) was launched in 2021 with an implementation period of 6 years. The project aims to stimulate large-scale rural economic growth and reduce poverty through complementary investments.
The project aims to enable the rural poor, especially young people, women and small farmers, to increase their productive capacity, resilience to economic, environmental and climate risks and ensure their access to markets.
The climate resilient infrastructure sub-component is designed to support investment in productive rural infrastructure, resilient rural economic transformation by removing bottlenecks and strengthening small farmers (up to 50 ha owned + rented) and rural businesses by promoting the implementation of climate smart technologies. Eligible types of infrastructure under this sub-component will include investments in public infrastructure such as irrigation infrastructure (small-scale irrigation systems and water storage ponds for irrigation) and village feeder roads (linking the village to production areas and households).
4. Context of the Task/Activities
The task at hand involves the effective coordination and management of the TRTP project within the CPIU IFAD structure, falling solely under CPIU’s responsibility. This initiative aims to achieve its outlined objectives and outcomes while adhering to the terms of financing agreements and institutional policies.
The project operates within a framework of result-based management, requiring strategic planning, efficient use of resources, and proactive risk mitigation. Collaboration between the project team and external stakeholders, including donors and implementing partners, is essential for success.
To ensure transparency and accountability, the project relies on regular monitoring and reporting mechanisms, covering both physical progress and financial expenditures. The allocated funds, provided by multiple donors, are managed with the highest standards of financial integrity.
The Project Coordinator leads a multidisciplinary team, fostering coordination with support units to ensure seamless execution. The role involves anticipating challenges, proposing solutions, and accelerating progress where needed, all while maintaining alignment with the overall program strategy.
This task supports broader development goals, contributing to sustainable outcomes that directly impact target beneficiaries and align with the organization’s mission.
5. General and specific objectives
Among the general objectives of this position, the following are listed:
The role of the TRTP Project Coordinator, operating under the authority of the CPIU Director, is crucial to ensuring the successful implementation and management of project activities. The TRTP Coordinator’s responsibilities encompass several key areas:
• Planning and Coordination:
The TRTP Project Coordinator will develop and oversee detailed plans for the implementation of project activities. This includes ensuring that all actions are aligned with the TRTP project’s overall objectives and timelines. The TRTP Coordinator will facilitate effective collaboration among stakeholders to maintain coherence in the TRTP project’s approach and execution.
• Achievement of Objectives:
A core responsibility of the TRTP Coordinator is to ensure that the TRTP project’s outcomes and objectives are fully achieved. This will involve strict adherence to financing agreements and institutional procedures, utilizing a results-based management framework to monitor progress and address any deviations promptly.
• Strategic Risk Management:
The TRTP Coordinator will play a proactive role in identifying potential risks that could impede TRTP project implementation. By designing and applying appropriate mitigation measures, the TRTP Coordinator will ensure that these risks are minimized. Additionally, strategies to accelerate the achievement of project outcomes will be developed and implemented.
• Team Leadership and Coordination:
Leading the project team is a central element of the TRTP Coordinator’s role. The individual will provide guidance, support, and direction to team members to maintain a high level of performance. Coordination with the CPIU support team will also be a priority to ensure smooth integration and support for project activities.
• Timely execution of actions agreed upon during IFAD missions
The TRTP Coordinator will closely follow up on all actions agreed upon during IFAD missions, and ensure that they are timely executed by the relevant CPIU team members in their respective areas.
• Financial Management:
The TRTP Coordinator is responsible for overseeing the efficient management of financial resources allocated to the project by various donors. This includes ensuring that funds are utilized effectively and in compliance with donor requirements and financial regulations, with transparency and accountability as key objectives.
• Progress Reporting:
Regular reporting on both the physical and financial progress of the Talent Retention for Rural Transformation Project (TRTP) is an essential duty. The reports will be prepared based on data provided by the task leaders of CPIU IFAD and submitted to the authorities specified in the financing agreement, as well as to IFAD, providing a comprehensive overview of the project’s status and achievements.
Through these activities, the TRTP Project Coordinator ensures that the project progresses effectively and delivers measurable results that align with its intended goals.
6. Objectives of the Task/Activities:
The responsibilities of the TRTP Project Coordinator encompass a wide range of activities designed to ensure the successful execution and management of the TRTP project. These activities are organized into key operational domains, each contributing to the TRTP project’s overall effectiveness and impact.
The role demands strategic leadership, meticulous planning, and efficient coordination to align the TRTP project with its objectives and stakeholders’ expectations. By harmonizing development efforts, monitoring progress, ensuring sound financial and administrative management, and overseeing procurement processes, the Coordinator guarantees the delivery of meaningful outcomes for beneficiaries while maintaining compliance with institutional and donor requirements.
Below are the detailed tasks and responsibilities categorized into core areas of activity.
Harmonized development and project execution
• Provide guidance on strategy, methodology to follow up and tools to set up for an efficient TRTP project implementation taking into consideration the steering committee and supervision missions recommendations;
• Organize participatory annual work planning and budget (AWPB) consolidating proposals from component managers; ensure a maximum of synergy between the TRTP project components to maximize impact on beneficiaries; monitor activities implementation and payments in accordance with approved budgets;
• Organize and supervise the TRTP project team work, ensuring the availability of means and that results are achieved;
• Facilitate the coordination and consistency in the teamwork of component managers, local stakeholders and TRTP project partners;
• Guide consultant, expert and service provider performance towards results and evaluate their performance;
• Closely follow up on all actions agreed upon during IFAD missions, and ensure that they are timely executed by the relevant CPIU team members in their respective areas
Project Monitoring and Evaluation
• Set up and monitor a performance framework for TRTP project staff and service providers in close collaboration with the M&E Manager (CPIU) and the TRTP project M&E officer;
• Supervise the implementation of technical and financial M&E system and its efficiency;
• Ensure the on-time preparation of progress reports;
• Organize comprehensive analysis workshops;
• Prepare a risk plan related to implementation and develop a mitigation measures plan;
Project administrative and financial management
• Recruit TRTP project staff in close collaboration with the Ministry of Agriculture, IFAD and the CPIU and sign contracts;
• Manage and supervise all TRTP project staff with performance indicators;
• Ensure transparent technical and management during regular meetings with the TRTP project staff;
• Respect procedures and percentage of disbursement per year, component, sub-component and activities related to the AWPB;
• Manage project bank accounts in collaboration with the CPIU finance manager and accountant; authorize payments based on provider invoice.
Procurement
• Plan annual procurement plan with the technical team and procurement manager/Officer and control maintenance and regular update of the procurement plan;
• Analyze and approve the selection of TRTP project partners, bidding documents, job descriptions and terms of reference of the TRTP project team as well as external service providers;
• Supervise the preparation and potential negotiation of agreements and other contracts with TRTP project partners and service providers;
• Communicate regularly with the Procurement Manager of the CPIU, the CPIU Director and IFAD on constraints and proposals to overcome procurement issues
7. Field of activity
The Project Coordinator is responsible for overseeing the implementation of all components of TRTP project, ensuring alignment with the approved annual work plan and budget. This role involves managing activities across infrastructure, agriculture, and rural development, while fostering collaboration among stakeholders and maintaining compliance with institutional and donor requirements. The TRTP Coordinator prepares and reviews key project documents, supervises procurement and contract management processes, and ensures the timely achievement of objectives through strategic planning and risk mitigation. Regular monitoring and evaluation of activities are conducted to maintain quality and assess impact. Additionally, the TRTP Coordinator supports capacity building for stakeholders and ensures transparency in financial and administrative management. By facilitating collaboration and addressing challenges, the TRTP Coordinator ensures the sustainability and long-term success of project outcomes.
8. Capacity building and transfer of knowledge
The Project Coordinator plays a vital role in capacity building and knowledge transfer by strengthening the skills and expertise of project staff, implementing partners, and beneficiaries. This includes organizing workshops, training sessions, and mentoring activities to enhance their ability to deliver results effectively. The TRTP Coordinator ensures that stakeholders are equipped with the necessary tools and methodologies to sustain project outcomes beyond its implementation. By fostering a culture of learning and collaboration, the TRTP Coordinator facilitates the exchange of best practices and innovative approaches, ensuring that knowledge gained during the project contributes to long-term development impacts. Additionally, the TRTP Coordinator oversees the transfer of infrastructure and resources to local authorities or beneficiaries, ensuring proper documentation and support for their continued use and management.
9. Reports and timetable of results
The Project Coordinator will report directly to the Director of CPIU IFAD, ensuring regular communication and updates on the progress of assigned tasks and project components. Performance evaluation will be conducted at the end of the probationary period, which spans two calendar months, to assess the effectiveness, adaptability, and contribution of the TRTP Coordinator to the project. This evaluation will provide an opportunity for feedback, alignment on expectations, and any necessary adjustments to the role. Additionally, a comprehensive review of the TRTP Coordinator’s performance will take place twice a year and at the end of the contract period. This review will focus on the overall achievements, impact on project outcomes, and adherence to organizational standards and procedures.
10. Consultant’s qualifications and experience
• Master degree in agronomy, economy, rural development, business management or equivalent;
• At least 7 years of experience in implementation, coordination and management of agricultural, rural development projects funded by multilateral of bilateral donors;
• A solid experience in monitoring and evaluation or/and financial management is an additional asset;
• Competencies and experience in the implementation, coordination, and management of agricultural and rural development projects funded by multilateral or bilateral donors.
• Very good command of written and spoken English and Romanian;
• Very good knowledge in main software (Word, Excel, PowerPoint)
Requirements and experience,
Candidates for the position of Project Coordinator should meet the following qualifications, experience, and skills:
Educational Background
• A Master’s degree in agronomy, economics, rural development, business management, or a related field.
Professional Experience
• At least 7 years of proven experience in the coordination, implementation, and management of agricultural or rural development projects funded by multilateral or bilateral donors.
• Experience in monitoring and evaluation or financial management is an advantage.
Core Competencies
• Strong skills in project management, including planning, coordination, and team leadership.
• Proficiency in business negotiation, communication, and public relations.
• Ability to engage effectively with stakeholders, including beneficiaries, donors, and implementing partners.
• Demonstrated ability to organize, prioritize tasks, and manage multiple components of complex projects.
Language Proficiency
• Fluency in English and Romanian is required. Proficiency in Russian is an asset for effective communication in a multilingual environment.
Technical Knowledge
• Proficiency in MS Office tools (Word, Excel, PowerPoint) for reporting and presentations.
• Strong analytical skills, with the ability to interpret data, prepare informative reports, and make evidence-based recommendations.
Additional Skills
• Ability to identify and mitigate risks related to project implementation.
• Capacity to develop and maintain collaborative relationships in multinational and multi-stakeholder environments.
• Experience in building the capacity of project teams and stakeholders through training and knowledge-sharing initiatives.
These qualifications are essential for ensuring the successful implementation of projects, achieving defined objectives, and contributing to the sustainable development goals of the organization.
Key criteria for the shortlist:
Evaluation Criteria for shortlisting scoring
1 General qualifications and experience: 20
• Master degree in agronomy, economy, rural development, business management or equivalent; 15
• Completion of international training programs or courses related to project implementation, coordination, or management, preferably with a focus on economic development, rural development, or agricultural projects, organized by multilateral or bilateral donors. 5
2 Specific experience as an independent expert: 30
• At least 7 years of experience in implementation, coordination and management of agricultural, rural development, projects funded by multilateral of bilateral donors; 20
• A solid experience in monitoring and evaluation or/and financial management is an additional asset; 5
• Proven experience in leading and managing multidisciplinary teams, as well as coordinating activities with multiple stakeholders, including beneficiaries, local authorities, and international donors, to achieve project objectives effectively; 5
3 Skills: 15
• Mandatory knowledge of Romanian and English – Russian is an asset; 10
• Digital computer skills (World, Excel, power point etc.); 5
4 Competences demonstrated at interview (for candidates who obtain at least 40 points for criteria 1, 2 and 3 above): 35
• Theoretical and practical knowledge in the required area of expertise; 10
• Ability to analyse, synthesize and apply information in practice in the required field; 10
• Competencies and skills in business negotiation, communication and public relation and human resources management; 10
• Ability to apply strategic thinking in project planning and execution, including the development of long-term objectives, risk mitigation strategies, and innovative approaches to achieve sustainable development outcomes. 5
TOTAL 100
The consultant will be selected in accordance with the ICS procurement method set out in the Procurement Manual for IFAD Programmes, which can be accessed via the IFAD website at https://www.ifad.org/documents. The consultant ranked first in the shortlist will be invited within a reasonable time to submit a technical and financial proposal which will be evaluated and negotiated. The minimum pass mark for the shortlist is 70 points.
11. Place and period of execution
The consultant will be engaged under a service provision contract valid until 31 March 2027 or until the completion of the TRTP/IFAD VIII project. The contract includes a probationary period of two months and requires a commitment of 40 hours per week. The services will be delivered at the Consolidated Unit for the Implementation of IFAD Programmes, located in Chisinau, Bd. Ștefan cel Mare și Sfânt 162, et. 13.
In addition to office-based work, the consultant will also be required to undertake regular field visits to monitor project activities, either independently or while accompanying IFAD missions. Project vehicles will be used for these field visits to facilitate effective supervision and coordination on the ground.
12. Project coordination
Coordination and approval of the consultant’s activities will be carried out by the Director of the CPIU IFAD.
13. Services and facilities to be provided by both parties
The consultant will work in strict accordance with the activities outlined in this ToR and will collaborate closely with all departments within CPIU IFAD to ensure effective coordination and integration of activities across the entity.