Request for Proposals (RfP) for Implementation of the gender and environmental and social management system (GESS) for the TREPA Project - Transforming Eastern Province of Rwanda through Adaptation.
IUCN Rwanda Country Office
RfP Reference: IUCN-2025-11-P03168-14
Welcome to this Procurement by IUCN. You are hereby invited to submit a Proposal. Please read the information and instructions carefully because non-compliance with the instructions may result in disqualification of your Proposal from this Procurement.
1. REQUIREMENTS
1.1. A detailed description of the services and/or goods to be provided can be found in Attachment 1.
2. CONTACT DETAILS
2.1. During the course of this procurement, i.e. from the publication of this RfP to the award of a contract, you may not discuss this procurement with any IUCN employee or representative other than the following contact. You must address all correspondence and questions to the contact, including your proposal.
IUCN Contact: tenders.rwanda@iucn.org
3. PROCUREMENT TIMETABLE
3.1. This timetable is indicative and may be changed by IUCN at any time. If IUCN decides that changes to any of the deadlines are necessary, we will publish this on our website and contact you directly if you have indicated your interest in this procurement (see Section 3.2).
DATE - ACTIVITY
18 November 2025 - Publication of the Request for Proposals
20 November 2025 - Deadline for confirmation of intention to bid
23 November 2025 - Deadline for submission of questions
27 November 2025 - Planned publication of responses to questions
3 December 2025 - Deadline for submission of proposals to IUCN (“Submission Deadline”)
10 December 2025 - Clarification of proposals
12 December 2025 - Planned date for contract award
15 December 2025 - Expected contract start date
3.2. Please email the IUCN contact to confirm whether or not you are intending to submit a proposal by the deadline stated above. This will help IUCN to keep you updated regarding the procurement.
4. COMPLETING AND SUBMITTING A PROPOSAL
4.1. Your Proposal must consist of the following three documents:
Signed Declaration of Undertaking (see Attachment 2)
Technical Proposal (see Section 4.4 below)
Financial Proposal (see Section 4.5 below)
Proposals must be prepared in English.
4.2. Your Proposal must be submitted by email to the IUCN Contact (see Section 2). The subject heading of the email shall be IUCN-2025-11-P03168-14. The bidder’s name is the name of the company/organisation on whose behalf you are submitting the proposal, or your own surname if you are bidding as a self-employed consultant. Your proposal must be submitted in PDF format. You may submit multiple emails suitably annotated, e.g. Email 1 of 3, if attached files are too large to suit a single email transmission. You may not submit your Proposal by uploading it to a file-sharing tool.
IMPORTANT: Submitted documents must be password-protected so that they cannot be opened and read before the submission deadline. Please use the same password for all submitted documents. After the deadline has passed and within 12 hours, please send the password to the IUCN Contact. This will ensure a secure bid submission and opening process. Please DO NOT email the password before the deadline for Proposal submission.
4.3. Pre-Qualification Criteria
IUCN will use the following Pre-Qualification Criteria to determine whether you have the capacity to provide the required goods and/or services to IUCN. Please provide the necessary information in a single, separate document.
Pre-Qualification Criteria
1. 3 relevant references of clients similar to IUCN / similar work
2. Confirm that you have all the necessary legal registrations to perform the work.
4.4. Technical Proposal
The technical proposal must address each of the criteria stated below explicitly and separately, quoting the relevant criteria reference number (left-hand column).
Proposals in any other format will significantly increase the time it takes to evaluate, and such Proposals may therefore be rejected at IUCN’s discretion.
Where CVs are requested, these must be of the individuals who will actually carry out the work specified. The individuals you put forward may only be substituted with IUCN’s approval.
IUCN will evaluate technical proposals with regards to each of the following criteria and their relative importance:
Description - Information to provide - Relative weight
1. Understanding of the assignment - Demonstrates a clear understanding of the assignment, context, and expected deliverable - 10pts
Clarity and completeness of the Proposal Completeness of the proposal - 10pts
2. Methodology Presents a sound and realistic approach, methodology, and work plan to achieve the objectives - 20pts
3. Relevant Experience At least three (3) years’ experience in developing, implementing and monitoring environmental and social safeguards instruments and gender mainstreaming - 15pts
Proven previous experience in gender equality and social inclusion programming in international organizations. Familiarity with the environmental and social policies of Green Climate Fund (GCF) - 15pts
Experience in implementation support of conservation, landscape restoration or natural resource management projects in Rwanda - 10pts
4. Qualifications Master’s degree in anthropology, social science, gender studies, natural resource management, economic or international development or law or similar education – but with focus on social issues - 10pts.
5. Work Plan and deliverables schedule Realistic and coherent work plan aligned with the proposed timelines and deliverables - 10pts
TOTAL - 100
4.5. Financial Proposal
4.5.1. The financial proposal must be a fixed and firm price for the provision of the goods/services stated in the RfP in their entirety.
4.5.2. Prices include all costs
Submitted rates and prices are deemed to include all costs, insurances, taxes (except VAT, see below), fees, expenses, liabilities, obligations, risk and other things necessary for the performance of the Terms of Reference or Specification of Requirements. IUCN will not accept charges beyond those clearly stated in the Financial Proposal. This includes applicable withholding taxes and similar. It is your responsibility to determine whether such taxes apply to your organisation and to include them in your financial offer.
4.5.3. Applicable Goods and Services Taxes
Proposal rates and prices shall be exclusive of Value Added Tax.
4.5.4. Currency of proposed rates and prices
All rates and prices submitted by Proposers shall be in Rwandan Francs (RwF)
4.6. Additional information not requested by IUCN should not be included in your Proposal and will not be taken into account in the evaluation.
4.7. Your proposal must remain valid and capable of acceptance by IUCN for a period of 90 calendar days following the submission deadline.
4.8. Withdrawals and Changes
You may freely withdraw or change your proposal at any time prior to the submission deadline by written notice to the IUCN Contact. However, in order to reduce the risk of fraud, no changes or withdrawals will be accepted after the submission deadline.
5. EVALUATION OF PROPOSALS
5.1. Completeness
IUCN will firstly check your proposal for completeness. Incomplete proposals will not be considered further.
5.2. Technical Evaluation
5.2.1. Scoring Method
Your proposal will be assigned a score from 0 to 10 for each of the technical evaluation criteria, such that ‘0’ is low and ‘10’ is high.
5.2.2. Minimum Quality Thresholds
Proposals that receive a score of ‘0’ for any of the criteria will not be considered further.
5.2.3. Technical Score
Your score for each technical evaluation criterion will be multiplied with the respective relative weight (see Section 4.4) and these weighted scores added together to give your proposal’s overall technical score.
5.3. Financial Evaluation and Financial Scores
The financial evaluation will be based upon the full total price you submit. Your financial proposal will receive a score calculated by dividing the lowest financial proposal that has passed the minimum quality thresholds (see Section 5.2.2) by the total price of your financial proposal.
Thus, for example, if your financial proposal is for a total of CHF 100 and the lowest financial proposal is CHF 80, you will receive a financial score of 80/100 = 80%
5.4. Total Score
Your proposal’s total score will be calculated as the weighted sum of your technical score and your financial score. The relative weights will be:
Technical: 70%
Financial: 30%
Thus, for example, if your technical score is 83% and your financial score is 77%, you will receive a total score of 83 * 70% + 77 * 30% = 58.1% + 23.1% = 81.2%.
Subject to the requirements in Sections 4 and 7, IUCN will award the contract to the bidder whose proposal achieves the highest total score.
6. EXPLANATION OF PROCUREMENT PROCEDURE
6.1. IUCN is using the Invitation Procedure for this procurement. This means that only invited bidders may submit a proposal. IUCN typically invites from four to six bidders to submit a proposal.
6.2. You are welcome to ask questions or seek clarification regarding this procurement. Please email the IUCN Contact (see Section 2), taking note of the deadline for submission of questions in Section 3.1.
6.3. All proposals must be received by the submission deadline in Section 3.1 above. Late proposals will not be considered. All proposals received by the submission deadline will be evaluated by a team of two or more evaluators in accordance with the evaluation criteria stated in in this RfP. No other criteria will be used to evaluate proposals. The contract will be awarded to the bidder whose proposal received the highest Total Score. IUCN does, however, reserve the right to cancel the procurement and not award a contract at all.
6.4. IUCN will contact the bidder with the highest-scoring proposal to finalise the contract. We will contact unsuccessful bidders after the contract has been awarded and provide detailed feedback. The timetable in Section 3.1 gives an estimate of when we expect to have completed the contract award, but this date may change depending on how long the evaluation of proposals takes.
7. CONDITIONS FOR PARTICIPATION IN THIS PROCUREMENT
7.1. To participate in this procurement, you are required to submit a proposal, which fully complies with the instructions in this RfP and the Attachments.
7.1.1. It is your responsibility to ensure that you have submitted a complete and fully compliant proposal.
7.1.2. Any incomplete or incorrectly completed proposal submission may be deemed non-compliant, and as a result you may be unable to proceed further in the procurement process.
7.1.3. IUCN will query any obvious clerical errors in your proposal and may, at IUCN’s sole discretion, allow you to correct these, but only if doing so could not be perceived as giving you an unfair advantage.
7.2. In order to participate in this procurement, you must meet the following conditions:
Free of conflicts of interest
Registered on the relevant professional or trade register of the country in which you are established (or resident, if self-employed)
In full compliance with your obligations relating to payment of social security contributions and of all applicable taxes
Not been convicted of failing to comply with environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection
Not bankrupt or being wound up
Never been guilty of an offence concerning your professional conduct
Not involved in fraud, corruption, a criminal organisation, money laundering, terrorism, or any other illegal activity.
7.3. You must complete and sign the Declaration of Undertaking (see Attachment 2)
7.4. If you are participating in this procurement as a member of a joint venture, or are using sub-contractors, submit a separate Declaration of Undertaking for each member of the joint venture and sub-contractor, and be clear in your proposal which parts of the goods/services are provided by each partner or subcontractor.
7.5. Each bidder shall submit only one proposal, either individually or as a partner in a joint venture. In case of joint venture, one company shall not be allowed to participate in two different joint ventures in the same procurement, nor shall a company be allowed to submit a proposal both on its behalf and as part of a joint venture for the same procurement.
A bidder who submits or participates in more than one proposal (other than as a subcontractor or in cases of alternatives that have been permitted or requested) shall cause all the proposals with the bidder’s participation to be disqualified.
7.6. By taking part in this procurement, you accept the conditions set out in this RfP, including the following:
It is unacceptable to give or offer any gift or consideration to an employee or other representative of IUCN as a reward or inducement in relation to the awarding of a contract. Such action will give IUCN the right to exclude you from this and any future procurements, and to terminate any contract that may have been signed with you.
Any attempt to obtain information from an employee or other representative of IUCN concerning another bidder will result in disqualification.
Any price fixing or collusion with other bidders in relation to this procurement shall give IUCN the right to exclude you and any other involved bidder(s) from this and any future procurements and may constitute a criminal offence.
8. CONFIDENTIALITY AND DATA PROTECTION
8.1. IUCN follows the European Union’s General Data Protection Regulation (GDPR). The information you submit to IUCN as part of this procurement will be treated as confidential and shared only as required to evaluate your proposal in line with the procedure explained in this RfP, and for the maintenance of a clear audit trail. For audit purposes, IUCN is required to retain your proposal in its entirety for 10 years after the end of the resulting contract and make this available to internal and external auditors and donors as and when requested.
8.2. In the Declaration of Undertaking (Attachment 2) you need to give IUCN express permission to use the information you submit in this way, including personal data that forms part of your proposal. Where you include personal data of your employees (e.g. CVs) in your proposal, you need to have written permission from those individuals to share this information with IUCN, and for IUCN to use this information as indicated in 8.1. Without these permissions, IUCN will not be able to consider your proposal.
9. COMPLAINTS PROCEDURE
If you have a complaint or concern regarding the propriety of how a competitive process is or has been executed, then please contact procurement@iucn.org. Such complaints or concerns will be treated as confidential and are not considered in breach of the above restrictions on communication (Section 2.1).
10. CONTRACT
The contract will be based on IUCN’s template in Attachment 3, the terms of which are not negotiable. They may, however, be amended by IUCN to reflect particular requirements from the donor funding this particular procurement.
11. ABOUT IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Headquartered in Switzerland, IUCN Secretariat comprises around 1,000 staff with offices in more than 50 countries.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
www.iucn.org
https://twitter.com/IUCN/
12. ATTACHMENTS
Attachment 1 Specification of Requirements / Terms of Reference
Attachment 2 Declaration of Undertaking (select 2a for companies or 2b for self-employed as applicable to you)
Attachment 3 Contract Template
Terms of Reference
Title: Implementation of the gender and environmental and social management system (GESS) for the TREPA Project - Transforming Eastern Province of Rwanda through Adaptation.
Objective of the Consultancy
This consultancy has the following objective(s):
1. Ensure that environmental and social risks of TREPA sub-projects/site-level activities are proactively identified, assessed, mitigated, and reported in accordance with IUCN’s Environmental and Social Management System (ESMS), the Green Climate Fund’s (GCF) Environmental and Social Safeguards policy (ESS), and national safeguard policies and legislative frameworks.
2. Support the systematic application of the ESMS procedures which are established in the project’s Environmental and Social Management Framework (ESMF) throughout the project lifecycle.
3. In case adjustments to the ESMF procedures are required (e.g. due to changing context, national policies etc.), ensure timely update and approval by GCF.
4. Integrate risk management strategies into project implementation, supervision, monitoring, and reporting. This includes overseeing compliance with ESMS requirements, supporting the preparation and implementation of safeguard instruments for each sub-project (e.g., ESMPs, GRM, SEP, Gender Action Plan), and ensuring that these tools are effectively embedded in field operations.
5. Deliver technical support, coaching, and training to enhance safeguard understanding and compliance across all actors involved in project implementation to ensure consistent and high quality application of safeguard standards.
Background
Project Reference: P03168
Donor reference: FP167
The International Union of Conservation of Nature’s (IUCN) mission is “to influence, encourage and assist societies throughout the world to conserve the integrity and diversity of nature and to ensure that any use of natural resources is equitable and ecologically sustainable.” IUCN projects aim to achieve positive conservation and social outcomes, including benefits for communities that depend on natural resources.
However, unintended negative environmental and social impacts may occur when projects are implemented. Within the context of its mission, IUCN intends to ensure that appropriate measures are taken to avoid or minimise negative environmental and social impacts while stimulating positive impacts.
To put this intention into practice, IUCN has established an Environmental and Social Management System (ESMS) as an intrinsic part of IUCN’s project cycle. It provides systematic steps and operational tools for managing the environmental and social performance of projects implemented or supported by IUCN. The system allows IUCN to screen potential projects for negative environmental or social impacts and develop suitable measures to avoid, minimise, or compensate for these impacts. It also ensures that the implementation and effectiveness of mitigation measures are monitored and that any impacts arising during execution of the project are addressed.
The ESMS requirements are documented in the form of a management manual (referred to as the ESMS Manual) that, together with the ESMS Standards, establishes IUCN’s ESMS Policy Framework.
The IUCN Eastern and Southern Africa Regional Office (ESARO) operates in twenty-four countries in the Horn of Africa, East Africa, Southern Africa and the Western Indian Ocean. The current ESARO programming is composed of a suite of mutually interrelated programs and projects designed to address some of the most profound challenges affecting people and nature in the region. Among the projects implemented by IUCN’s Eastern and Southern Africa Regional Office is the GCF-funded TREPA Project - Transforming Eastern Province of Rwanda through Adaptation. IUCN is recruiting a consultant to support the ESMS implementation of the TREPA project.
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards. IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
www.iucn.org
https://twitter.com/IUCN/
About the Project
TREPA - Transforming Eastern Province of Rwanda through Adaptation.
The TREPA Project intends to restore 60,000 hectares of drought-degraded landscapes into climate resilient ecosystems through re-forestation, agroforestry, restoration of pasturelands, and soil erosion control measures in the Eastern Province of Rwanda, which is the most vulnerable and drought exposed region of the country. The province covers seven districts namely: Bugesera, Rwamagana, Ngoma, Kirehe, Kayonza, Gatsibo and Nyagatare. In addition, irrigation infrastructure projects in the targeted landscapes of the Eastern Province will be climate-proofed by the TREPA Project. These projects under MINAGRI could include Export Targeted Modern Irrigation (ETI) in Mpanga (600 hectares) and Mahama (1200 hectares), Kayonza Irrigation and Integrated Watershed Management Project in Kayonza (2000 hectares), Warufu- Mugesera in Gatsibo and Ngoma as well as Rurambi dyke in Bugesera. TREPA will finally support the national and local institutions to effectively plan, manage and monitor climate adaptation outcomes from improved land use at national and decentralized levels.
For implementation of the TREPA Project, three components will be considered namely:
Component 1: Restored landscapes that support climate resilient agro ecological systems and livelihoods in Eastern Province.
Component 2: Market and value chain development for climate resilient agricultural and tree products linked to financial products and services for sustainable management of agro-ecological systems.
Component 3: Strengthened enabling environment to effectively plan, manage and monitor climate adaptation outcomes from improved land use at national and decentralized levels.
TREPA is implemented by IUCN (accredited entity) together with the Rwanda Forestry Authority as executing entity in partnership with ICRAF, World Vision, and CORDAID. The project has been screened on social and environmental risks in accordance with the requirements of IUCN’s Environmental and Social Management System (ESMS). The environmental and social impacts of the project are overall expected to be highly positive given that it aims to improve the resilience of the communities and ecosystems through a participatory and bottom-up approach. It is considered unlikely that project activities will have significant adverse environmental and/or social impacts that are diverse, irreversible, or unprecedented (hence no high risk). However, land-use changes, physical restoration measures and value chain and enterprise development might trigger mild social or environmental impacts given the sensitivity of the dryland ecosystem, the complexity of the social fabric, and increasing pressure from resource competition.
Overall, the identified impacts were expected to be few, generally site-specific, largely reversible, and readily addressed either through project activities or mitigation measures. The project has therefore been classified as moderate risk. The main risk area is the potential need for mostly short-term restrictions on the use of natural resources which might trigger livelihood impacts of resource users. While project activities are already foreseen to provide alternative resources or income, the Standard on Involuntary Resettlement and Access Restrictions was still triggered and a Process Framework (PF) was required (attached to the ESMF) in order to ensure that all people affected by access restrictions put in place by the project would be able to benefit from these measures and as such that negative livelihood impacts are avoided. Any gaps would be addressed through an Access Restriction Mitigation Action Plan that would establish additional measures (guidance provided in the PF).
While the geographical focus has been defined as the Eastern Province and its seven districts, it is important to note that the actual sites for field interventions were planned to be selected only during project implementation. Hence, the screening was done as a high-level analysis of impacts, but a more detailed analysis is needed once the sites have been selected, and the activities are formulated in the form of sub-projects. Therefore, an Environmental and Social Management Framework (ESMF) was required. The ESMF delineates the process of assessing risks and identifying suitable mitigation measures, spells out requirements for consultation and disclosure, establishes implementation arrangements and identifies financial resources needed for ESMF implementation.
The ESMF was part of the project submission and has undergone review from GCF and a final version has been approved. The ESMF is part of GCF’s funding agreement. In reviewing the project’s Annual Performance Report of 2024 GCF identified the need to develop and implement the following additional safeguard tools / frameworks:
1. A structured FPIC documentation framework,
2. A formal monitoring protocol for assessing the ecological behaviour of introduced species,
3. A systematic water resource assessment methodology for existing and planned tree nurseries,
4. A site-specific environmental monitoring plan
5. A restoration planning methodology by integrating climate risks in species selection and plantation design.
INSTITUTIONAL SET-UP OF THE ASSIGNMENT
In line with IUCN ESMS policy, projects categorized moderate risk or higher require a dedicated safeguard specialist, either as staff member or in form of a consultancy, to coordinate the implementation and monitoring of ESMS requirements and to handle emerging risks, address grievance and serious incidents. For TREPA it has been decided that a combined ESMS and gender (GESS) consultancy was the most conducive option.
The GESS consultant will be hosted in the TREPA PMU (Project Management Unit) and will support the PMU and its implementing partners in the systematic application of Environmental and Social Management System (ESMS) procedures which are established in the projects’ Environmental and Social Management Framework (ESMF) as well as the five tools/frameworks prescribed by GCF.
The assignment is supervised by the IUCN Regional Program Delivery Manager, Multilateral Finance and technically the assignment is guided by the IUCN regional ESMS Specialist, based at IUCN ESARO.
The first ESMS training for staff of IUCN and of implementing partners was held in Kigali in December 2022 preceded by an ESMS Scoping mission. An ESMS refresher training and review workshop will be held in Kigali, Rwanda, at the beginning of December 2025. The objectives of the workshop are to review past safeguard implementation, develop or update site-specific safeguard and gender plans and instruments, and integrate their implementation into the projects’ workplans. It further aims at strengthening partners’ understanding on specific safeguard topics and to reactivate the Gender and Youth Action Plan Task Group (GYAP) and ESMP Task Group and set up their respective roadmaps.
The workshop will also be instrumental for facilitating project leads to develop the five safeguard tools/frameworks that were requested by the GCF. The training and review workshop will be organized by IUCN with the support of an international safeguard consultant, but the GESS consultant for TREPA hired under this ToR is expected to participate and actively engage in the review, update and revision of instruments and plans as they will be responsible for coordinating their future implementation.
Description of the Assignment
The main tasks required to be completed as part of this assignment are listed below and for each task the expected level of effort (LoE) has been estimated (including travel time to project sites). However, in a field-based project setting, tasks and timelines may be dynamic. For example, field-based assessments may take longer than planned; there may be changes in project sites requiring renewed ESMS screening; multiple rounds of feedback may be expected on donor reports; the number of grievances and serious incidents cannot be known upfront; tasks such as responding to serious incidents or dealing with grievances reported may take longer than estimated; or other matters may come up based on emerging needs.
The consultant is expected to show flexibility in adapting to the needs of the project and in managing priorities and may also be required to perform other relevant duties as may be required from time to time. The LoE estimated below is therefore indicative only. The consultant is expected to maintain a time protocol for all effort expended and discuss upcoming work and priorities with the regional ESMS specialist and the Regional Program Delivery Manager on a monthly basis and when the need arises.
The assignment will comprise the following tasks:
1. Familiarize with existing documentation and reporting Review project documents prepared at submission and any updates hereafter, including (but not limited to):
Funding proposal, stakeholder analysis, theory of change
ESMS Screening and Clearance Report
Reports of relevant studies carried out during project preparation and implementation phase
Safeguard instruments: ESMF, Process Framework, ESMPs produced for sub-projects / site level activities, Stakeholder Engagement Plan (SEP) and any updates, project-level grievance mechanism (including grievance register and log), as well as others where relevant.
Reports on ESMS trainings and stakeholder meetings carried out thus far
Preliminary gender assessment, and gender action plan (GAP)
Annual Project Reports (APR) submitted to GCF, review comments from GCF, and response from IUCN – focusing on the safeguards, stakeholder engagement and gender sections.
Terms of Reference for the GAP and ESMP Task Groups established for TREPA
The level of effort foreseen for this task is approximately 4 days.
2. Coordinate implementation of safeguard instruments
Engage actively in the ESMS refresher training and review workshop to be held with the PMU and staff of other implementing partners in Kigali in December 2025. Being actively engaged and contributing to the review, updating and revision of safeguard instruments and plans will be crucial as the GESS consultant will be responsible for finalizing any open topics and coordinating their future implementation.
Develop a road map for ESMS tasks in collaboration with the international safeguard’s consultant based on the outcomes from the review workshop in agreement with the PMU and implementing partners; including specifying required actions to finalize specific safeguard instruments at site-level and ensure that these tools are effectively embedded in field operations.
Support the international safeguards consultant in guiding the PMU and implementing partners to develop the five safeguard tools/frameworks that were requested by the GCF reviewing the 2024 ARP – including ensuring their finalization and implementation after the planning and review workshop:
o A structured FPIC documentation framework,
o A formal monitoring protocol for assessing the ecological behavior of introduced species,
o A systematic water resource assessment methodology for existing and planned tree nurseries,
o A site-specific environmental monitoring plan
o A restoration planning methodology by integrating climate risks in species selection and plantation design.
Coordinate the implementation of the road map ensuring environmental and social due diligence for all TREPA site-level activities; this may include the following tasks; however, the final approach depends on the road map agreed during the training and review workshop:
o Review and where necessary update existing screening reports of sub projects / site level activities and screen all new activities on environmental and social impacts, define risk categories, identify necessary assessments and safeguard instruments, and produce ESMS Screening Reports.
o Support the PMU, implementing partners and service providers in carrying out assessments, preparing safeguards instruments for their sub-projects / site-level activities (ESMP and plans according to standards triggered); ensure their quality, appropriate budget and compliance with ESMS policy and guide pro-active integration into project activity design and workplans.
o Lead the ESMP Task Groups to smoothly coordinate the implementation of site-level ESMPs.
The level of effort foreseen for this task is approximately 35 days. As mentioned above, this is an indicative figure only, with the final effort expended dependent on the number of sub-projects to be screened, number and depth of assessments required, the suite of safeguard tools to be prepared, etc.
3. Gender mainstreaming and stakeholder engagement
Identify any updates required and carry out such updates to the existing Gender action plan (GAP); this may include the following but will ultimately depend on the road map defined during the training and review workshop:
o Prepare a gender integration guide for site-level activities and support implementation ensuring the integration of a gender lens in the approaches and/or respond to identified gender gaps in target implementation areas.
o Lead the gender and youth action plan (GYAP) ask Groups to smoothly coordinate the implementation of site-level measures.
o Considering project expected impact indicators, develop gender specific indicators and tools for tracking progress on integration and handling of gender issues in all project activities (site-level and project-wide).
The level of effort foreseen for the gender task is approximately 10 days. It needs to be understood that engagement activities with gender groups are naturally also covered in the below task.
Update the project’s overall stakeholder engagement plan (SEP) and coordinate its implementation. This may include the following tasks, but the final approach depends on the road map agreed during the training and review workshop:
o Guide the hub coordinators and field officers to carry out stakeholder engagement and consultation workshops in accordance with the project’s SEP, which is expected to be updated and finalized during the ESMS refresher training and workshop in December 2025. Advise them on stakeholder engagement during the actual design and implementation of (new) site-level activities.
o This task involves travel at least once during the assignment to each of the project sites across 7 districts where the project is being implemented (but a combination with the supervision mission is possible). This is to ensure that the GRM is appropriately set-up and communicated, that engagement strategies are gender-sensitive that and that discussions focus on E&S risks and give particular emphasis on any vulnerable groups as listed in the SEP.
o Document the stakeholder engagement interventions including recording gender disaggregated data and reporting on the outcomes and learnings.
The level of effort foreseen for the stakeholder engagement task is approximately 15 days, but it must be considered as indicative only. The actual effort expended will depend on the SEP as finalized at the ESMS workshop, new sites chosen if any, any particular issues that may arise during project implementation which may require direct engagement with stakeholders, or other factors.
4. Monitor implementation of safeguard instruments and gender plans
Prepare monitoring tools and guide the PMU and implementing partners in monitoring progress on the implementation of safeguard instruments, the gender action plan (or actions) and the stakeholder engagement plan (or individual measures).
Monitor the implementation of the safeguard tools / frameworks requested by the GCF as part of the review of the 2024 ARP (see task 2).
Carry out field-based monitoring missions to review progress of implementation of safeguard instruments, gender and stakeholder actions.
Provide ESMS and gender-related refresher training and capacity building support for all project staff and other relevant stakeholders as required.
Support the PMU in drafting the annual progress report (APR) for GCF, working with all implementing partners, with a focus on reporting progress of implementing the safeguards instruments, the gender action plan and the projects’ stakeholder engagement plan.
Participate in annual supervision mission and present progress on the implementation of safeguard instruments, the gender action plan and the projects’ stakeholder engagement plan.
Monitor and address emerging risks.
Record ESMS data of the project and assure maintenance of ESMS records.
The level of effort foreseen for this task is approximately 54 days.
5. Grievance management and serious incident reporting
Implement the project-level grievance mechanism in accordance with the IUCN ESMS Grievance Mechanism, ensure appropriate communication among stakeholders and ensure the mechanism’s maintenance. Ensure channels for grievance reporting at all project sites are also set up and functional.
Receive, record and process grievances, identify whether escalation to the next level is required in line with IUCN’s three-staged grievance process.
Work with the PMU to solve grievances, track cases until closure and maintain a register of grievances and report on progress in solving grievances.
For gender-based violence ensure a survivor-cantered approach; if necessary, identify and engage with gender experts, specialists and groups that are knowledgeable about GBV risks.
Identify and report serious incidents; support the root cause analysis and identification of corrective actions and ensure implementation. Maintain a lot of serious incidents reported and their resolution.
The level of effort foreseen for this task is approximately 10 days, but it is to be noted that this is an estimate only; actual effort would depend on the type and number of grievances or serious incidents reported
Duration of the Assignment
Approximately 12 months, starting on 1 December 2025
Deliverables and Activities
The consultant will provide the following deliverables and carry out the following activities:
1 Final versions of the updated project-level safeguard instruments: ESMF, Access Restriction Mitigation Action Plan, GYAP, SEP, GRM
2 Final versions of all ESMS screening reports for sub projects/at site level.
3 Final versions of requisite safeguard instruments at sub-project / site level
4 Reports of monitoring missions across project sites and annual monitoring tables/reports for each safeguard instrument, GYAP and SEP (including documentation of stakeholder engagement meetings conducted at each sub-project site).
5 Final versions of the ESMS, stakeholder engagement and gender sections of the APR, including responses to comments and feedback from GCF.
6 Grievance and serious incidents register and log document the actions taken to solve the issues.
7 The following safeguard tools and the respective evidence of their implementation at site level:
A structured FPIC documentation framework,
A formal monitoring protocol for assessing the ecological behaviour of introduced species,
A systematic water resource assessment methodology for existing and planned tree nurseries,
A site-specific environmental monitoring plan
A restoration planning methodology by integrating climate risks in species selection and plantation design.
9. Minutes of monthly meetings with IUCN Regional ESMS Specialist and the Regional Program Delivery Manager.
Payment Schedule
The Timetable below summarises the chronological order of deliverables and indicates milestones at which IUCN will pay the Consultant.
Deliverable - Milestone payment
Deliverable 1-9 - 30%
Deliverable 3-6 - 40%
Deliverable 7-9 - 30%
Skills and Experience
The consultant must have the following skills, education and experience as a minimum:
Master’s degree in anthropology, social science, gender studies, natural resource management, economic or international development or law form similar education but with focus on social issues.
At least three (3) years’ experience in developing, implementing and monitoring environmental and social safeguards instruments and gender mainstreaming.
Previous experience in gender equality and social inclusion programming in international organisations.
Familiarity with the environmental and social policies of Green Climate Fund (GCF).
Experience in implementation support of conservation, landscape restoration or natural resource management projects including in Rwanda.
Strong communication skills, both written and verbal. Proven experience working and engaging with communities on the ground but also with other project stakeholders including involvement of government authorities at districts and provincial level.
Strong capacity building skills and ability to communicate ideas clearly and confidently, articulate issues and recommend solutions.
Ability to influence, motivate, and collaborate with others. A good team player who can work as a member of a multi-disciplinary team, motivates and lead group efforts and network effectively across boundaries.
Willingness to travel extensively to remote rural locations. Travel to field sites may constitute approximately 1 trip per month.
This role requires fluent written and spoken English. Knowledge of local languages spoken in the region of project implementation is required
Supervision and coordination
The consultant will report to and work under the supervision of Regional Programme Delivery Manager, Multilateral Finance, Nairobi
Declaration of Undertaking in Relation to Implementation of the gender and
environmental and social management system (GESS) for the TREPA Project - Transforming Eastern Province of Rwanda through Adaptation.
I, the undersigned, hereby confirm that I am an authorized representative of the following organization:
Registered Name of Organization (the “Organization”):
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Year of Registration:
I hereby authorize IUCN to store and use the information included in the attached Proposal for the purpose of evaluating Proposals and selecting the Proposal IUCN deems the most favorable. I acknowledge that IUCN is required to retain the Proposal in its entirety for 10 years after then the end of the resulting contract and make this available to internal and external auditors and donors as and when reasonably requested.
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1. The Organisation is duly registered in accordance with all applicable laws.
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3. The Organisation and its staff and representatives are free of any real or perceived conflicts of interest with regards to IUCN and its Mission.
4. The Organisation agrees to declare to IUCN any real or perceived emerging conflicts of interests it or any of its staff and representatives may have concerning IUCN. The Organisation acknowledges that IUCN may terminate any contracts with the Organisation that would, in IUCN sole discretion, be negatively affected by such conflicts of interests.
5. None of the Organisation’s staff has ever been convicted of grave professional misconduct or any other offence concerning their professional conduct.
6. Neither the Organisation nor any of its staff and representatives have ever been convicted of fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation.
7. The Organisation acknowledges that engagement by itself or any of its staff in fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation will entitle IUCN to terminate any and all contracts with the Organisation with immediate effect.
8. The Organisation is a going concern and is not bankrupt or being wound up, is not having its affairs administered by the courts, has not suspended business activities, is not the subject of proceedings concerning those matters, or in any analogous situation arising from a similar procedure provided for in national legislation or regulations.
9. The Organisation complies with all applicable environmental regulatory requirements or other legal requirements relating to sustainability and environmental protection.
10. The Organisation is not included in the UN Security Council Sanctions List, EU Sanctions Map, US Office of Foreign Assets Control Sanctions List, or the World Bank listing of ineligible firms and individuals. The Organisation agrees that it will not provide direct or indirect support to firms and individuals included in these lists.
11. The Organisation has not been, is not, and will not be involved or implicated in any violations of Indigenous Peoples’ rights, or injustice or abuse of human rights related to other groups or individuals, including forced evictions, violation of fundamental rights of workers as defined by the International Labour Organization’s (ILO) Declaration on the Fundamental Principles and Rights at Work, child labour, sexual exploitation, sexual abuse,
or sexual harassment.
< Name and position of authorised representative of the Proposer
Declaration of Undertaking in Relation to Implementation of the gender and
environmental and social management system (GESS) for the TREPA Project -Transforming Eastern Province of Rwanda through Adaptation.
I, the undersigned, hereby confirm that I am self-employed and able to provide the service independent of any organisation or other legal entity.
Full name (as in passport):
Home or Office (please delete as appropriate) Address (incl. country):
I hereby authorise IUCN to store and use the information included in the attached Proposal for the purpose of evaluating Proposals and selecting the Proposal IUCN deems the most favourable, including Personal Data as defined by the European Union’s General Data Protection Regulation (GDPR). I acknowledge that IUCN is required to retain my Proposal in its entirety 10 years after the end of the resulting contract and make this available to internal and external auditors and donors as and when reasonably requested.
I further confirm that the following statements are correct:
1. I am legally registered as self-employed in accordance with all applicable laws.
2. I am fully compliant with all my tax and social security obligations.
3. I am free of any real or perceived conflicts of interest with regards to IUCN and its Mission.
4. I agree to declare to IUCN any real or perceived emerging conflicts of interests I may have concerned IUCN. I acknowledge that IUCN may terminate any contracts with me that would, in IUCN sole discretion, be negatively affected by such conflicts of interests.
5. I have never been convicted of grave professional misconduct or any other offence concerning my professional conduct.
6. I have never been convicted of fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation.
7. I acknowledge that engagement in fraud, corruption, money laundering, supporting terrorism or involvement in a criminal organisation will entitle IUCN to terminate any and all contracts with me with immediate effect.
8. I am not included in the UN Security Council Sanctions List, EU Sanctions Map, US Office of Foreign Assets Control Sanctions List, or the World Bank listing of ineligible firms and individuals. I agree that I will not provide direct or indirect support to firms and individuals included in these lists.
9. I have not been, am not, and will not be involved or implicated in any violations of Indigenous Peoples’ rights, or injustice or abuse of human rights related to other groups or individuals, including forced evictions, violation of fundamental rights of workers as defined by the International Labour Organization’s (ILO) Declaration on the Fundamental Principles and Rights at Work, child labour, sexual exploitation, sexual abuse, or sexual harassment.
Step 1: Acquire Tender Documents
Obtain the relevant tender documents.
Step 2: Review Requirements
Thoroughly read the tender specifications, terms, and conditions.
Step 3: Prepare Proposal
Prepare your proposal as guided, ensuring all the required information is included.
Step 4: Submission
Submit your completed proposal by 03/12/2025 via daniel.lekuroito@iucn.org.
NB: The email to be used exclusively for this consultancy is daniel.lekuroito@iucn.org.