DEPARTMENT OF DISASTER MANAGEMENT AFFAIRS

UNDP Disaster Risk Management Programme Support to Malawi 2012-2016

Second Quarter Progress & Financial Report

1st April to 30th June 2013

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Table of ContentsAcronyms..............................................................................3Executive Summary...............................................................4A. Situational Background....................................................5B. Assessment of Project Results During the Reporting Period

6i. Progress towards achieving programme outcomes and expected impact............................................................................12ii. Gender Mainstreaming..........................................................12iii. Status of key Partnerships and inter-agency/departmental collaboration in the area of the outcome:......................................12

C. Financial Status and Utilization.......................................13D. Lessons Learned.............................................................15E. Conclusion.....................................................................15F. Future Work Plan...........................................................15Annex:................................................................................16

Project Annual Work Plan Monitoring Tool.....................................16

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Acronyms

DoDMA Department of Disaster Management Affairs

DRM Disaster risk management

DRR Disaster risk reduction

MGDS Malawi Growth and Development Strategy

MoLGRD Ministry of Local Government and Rural Development

NGO Non-governmental organisation

PSD Programme Support Document

SWG Sector working group

TC Technical Committee

ToRS Terms of Reference

UNICEF United Nations Children Fund

UNDP United Nations Development Programme

UNFPA United Nations Population Fund

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Executive Summary

The UNDP Disaster Risk Management Programme Support to Malawi is a five-year programme that will run from 2012 to 2016. Presently the programme is being supported through direct payment. Among the key outputs achieved during the second quarter were the integration of disaster risk management into district socio-economic profiles and development plans in Chikhwawa, Phalombe, Mangochi, Ntcheu and Karonga districts. The Disaster Risk Management Handbook for Malawi, whose development process started in 2010 was finally finalized and printed. Authors from 16 publishing houses were also trained on how best to incorporate DRM concepts into the textbooks for the new secondary school education curriculum. The programme also finalized the development of the tools and guidelines for the DRR Small Grants Scheme, having held consultations with key district level stakeholders. The process of drafting the DRM Communication Strategy commenced in the quarter where a proposed outline and content were presented and discussed with national and local stakeholders. The draft DRM Bill was presented and discussed by stakeholders which led to the production of the 1st draft that would be used for further consultations. Through the programme, Malawi was also able to attend and participate in the deliberations of the Fourth Session of the Global Platform for Disaster Risk Reduction in Geneva, Switzerland. Partnerships with other key players, proper coordination and consultations were the key strategies that contributed to the successes the programme registered in the 2nd quarter. A major implementation challenge were delays in settling payments as well as procurement of some items such as stationery for implementation of activities, due to direct payment mode of financing.

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A. Situational Background

In 2012, the Department of Disaster Management Affairs (DoDMA) signed a five-year programme support document with the United Nations Development Programme (UNDP) on UNDP’s support to the Government of Malawi for disaster risk management interventions. The programme will run for five years from 2012 to 2016. Since the programme rolled-out in the last quarter of 2012, 2013 will be the first year full year of implementation of the programme. The programme has been aligned to the Hyogo Framework for Action as well as the Malawi Growth and Development Strategy II (MGDS II), supporting theme 3 of the MGDS II: Social Support and Disaster Risk Management. DoDMA is the lead implementation institution, together with other line ministries, district authorities, NGOs and other UN agencies, while UNDP provides financial and technical support. Some of the key partners that have co-financed activities under the project or have jointly implemented some activities are: Ministry of Local Government and Rural Development, district councils, Ministry of Climate Change and Environment, Malawi Institute of Education, Christian Aid, UNFPA, UNICEF, World Bank, Evangelical Association of Malawi, Centre for Environmental Policy and Advocacy and Christian Aid. In 2012, the programme is being implemented through direct payment mode.

The programme has the following three key outputs:

Disaster risk management mainstreamed in policies, plans and development

Data and knowledge on the impact of natural disasters collected and made accessible to decision makers in Government, Private Sector Civil Society, and Communities

Coordination mechanisms and implementation arrangements for DRM/DRR established and used at national level and in the 15 disaster-prone districts

Among the key achievements of the project to date are:

Finalization of DRM Policy; Printing of DRM Handbook;

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Drafting of DRM Bill; Establishment and launch of the national platform for DRM; Establishment of a disaster risk reduction small grant facility for

community based projects; Integration of DRM into district development plans in 9 district

councils, and; Integration of DRM into the secondary school and basic primary

school curriculum.

This quarterly report covers the period 1st April to 30th June, 2013.

B. Assessment of Project Results During the Reporting Period

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EXPECTED CP OUTPUTS AND TARGETS for 2013

PLANNED ACTIVITIES

RESPONSIBLEPARTY

RESULTS OF ACTIVITIES

PROGRESS TOWARDS ACHIEVING OUTPUTS

COMMENTS/DETAILS ON OUTPUT

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Output 1: Disaster risk management mainstreamed in policies and development plans

Targets:

DRM policy approved by cabinet;

Disaster Preparedness and Relief Act reviewed

3 district development plans with DRR integrated;

1.1 Integrate disaster risk management into district socio-economic profiles and district development plans of Chikhwawa, Phalombe, Mangochi, Ntcheu and Karonga districts

DoDMA DRM integrated into the socio-economic profiles and district development plans of 5 districts: Phalombe, Chikhwawa, Ntcheu, Mangochi and Karonga

OVERACHIEVED (167%)

Department took advantage of the review of district development plans that was underway during the quarter to target as many districts as possible. This was necessary as the next review of the plans would be done after 3 years. Some line items for the activity were co-financed or co-facilitated by Evangelical Association of Malawi, Centre for Environmental Policy and Advocacy and Department of Environmental Affairs. Support from Ministry of Local Government and Rural Development and commitment of the district councils ensured successful implementation of the activity

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Finalized DRM public expenditure review;

Introduce DRM into primary level curricula

1.2 Hold third national stakeholders consultative workshop on the draft DRM Bill

DoDMA First draft DRM Bill developed, to be used for further consultations

PARTIALLY ACHIEVED

1.4 Conduct training for secondary school teaching materials publishers and writers

DoDMA DRM has been incorporated into secondary school curricula and primary school for standards 1, 2 and 5 only. Publishers from all publishing houses and writers of secondary school textbooks trained in DRM

PARTIALLY ACHIEVED

Although the target in the AWP is on primary school, the department took advantage of the review process of the secondary school curriculum to integrate issues in the secondary school curriculum. The training was targeted at writers who will by writing text books for secondary schools on how best they can include DRM issues in the textbooks

1.5 Print DRM Handbook

DoDMA 3000 copies of DRM handbook printed

FULLY ACHIEVED

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Output 2: Coordination mechanisms and implementation arrangements for DRM/DRR established and used at national level and in the 15 disaster-prone districts

Targets:

2.1 Held workshop for district councils to present and discuss draft ToRs, grant award criteria and modus operandi for community based DRR activities at local level

DoDMA Grant facility for community based DRR projects small grants scheme, with all relevant guiding documents, tools and structures, established

FULLY ACHIEVED

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DRM communication strategy developed;

Detailed database established including appropriate linkages;

Grant facility for community based DRR set up;

Inclusion of DRM materials in 7 district climate information centres

2.2 Held stakeholders consultative workshop to present proposed outline of National DRM Communication Strategy

DoDMA Stakeholder input on the outline of the communication strategy solicited.

NOT ACHIEVED

Development of strategy will be done in the third quarter and finalized in the 4th quarter.

Output 3: Coordination mechanisms and implementation

3.1 Attended the Fourth Session of the Global Platform for Disaster

DoDMA PARTIALLY ACHIEVED

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arrangements for DRM/DRR established and used at national level and in the 15 disaster-prone districtsTargets: National DRM Platform establishedSWG operational and meets at least 2 times;TC function taken up by National Platform;Development partner coordination established and inputs in platform and SWG provided;2 simulation exercises;14 contingency plans reviewed;

Risk Reduction in Geneva, Switzerland

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i. Progress towards achieving programme outcomes and expected impact

The project is in its first year of implementation which makes it challenging to report on expected outcomes and impact. However, the progress made to date as indicated in Section A of this report, the project is on track as a lot of regulatory and policy frameworks have been developed and the implementation will follow in the subsequent years and monitored closely to achieve set outcomes. As per The Disaster Risk Management Programme Support Document (DRM PSD), a mid-term evaluation will be conducted to assess the impact.

ii. Gender Mainstreaming

It has been proven that women and children are more affected with disasters compared to men which makes them vulnerable necessitating more targeted interventions in DRM programme. Efforts are being made to include gender aspects in the regulatory frameworks and policies being developed under this programme. For instance the draft policy, through not approved, advocates for the incorporation of gender and special needs in planning processes as one of its guiding principles. Efforts are also being made to develop a gender disaggregated database which is expected to provide to inform planning processes and monitoring.

iii. Status of key Partnerships and inter-agency/departmental collaboration in the area of the outcome:

The implementation of some activities established some partnerships and provided some opportunity for co-financing. It also identified areas where new partnerships can be established. Some of the activities implemented in the quarter where collaboration with other projects and new partnerships included:

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Activity Collaborating partners

Extent of collaboration

Integrate disaster risk management into district socio-economic profiles and district development plans of Chikhwawa, Phalombe, Mangochi, Ntcheu and Karonga districts

MoLGRD Technical support and planning for activity

Evangelical Association of Malawi

Technical support and co-financing for some line items

Centre for Environmental Policy and Advocacy

Co-financing for some line items

Department of Environmental Affairs

Technical support to include climate change issues

Conduct training for secondary school teaching materials publishers and writers

Evangelical Association of Malawi

Technical support and co-financing for some line items

Book Publishers Association of Malawi and Malawi Writers Union

Technical support

Ministry of Education, Science and Technology and Malawi Institute of Education

In-kind support and planning for the activity

Apart from these activities, UNFPA also provided financial support to the National Statistical Office to start working on the gender disaggregated baseline database data collection for Malawi, which is one if the activities that will be supported by this programme. It is anticipated that UNDP support towards the programme will be used for the second phase of the exercise, which will involve actual collection of data in the 15 disaster prone districts and 4 cities.

C.Financial Status and Utilization

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Project Tile: UNDP Disaster Risk Management Programme Support to Malawi 2012-2016Activity Budget Expenditure Balance Donor

contributionsIntegrated disaster risk management into district socio-economic profiles and district development plans of Chikhwawa, Phalombe, Mangochi, Ntcheu and Karonga districts

8,775,000.00 16,236,502.94 UNDP TRACOne UN Fund

Held third national stakeholders consultative workshop on the draft DRM Bill

23,400,000.00 2,160,164.34 UNDP TRACOne UN Fund

Printed DRM Handbook 10,075,000.00 13,950,000.00 One UN FundConducted training for secondary school teaching materials publishers and writers

12,350,000.00 6,742,450.00 One UN Fund

Held local level consultations to present and discuss draft ToRs, grant award criteria and modus operandi for community based DRR activities at local level

8,775,000.00 3,426,851.21 UNDP TRACOne UN Fund

Held stakeholders consultative workshop to present proposed outline of National DRM Communication Strategy

8,125,000.00 1,738,325.44 One UN Fund

Attended the Fourth Session of the Global Platform for Disaster Risk Reduction in Geneva, Switzerland

8,125,000.00 1,969,057.00 + US$9,810 (3,139,200.00*)

UNDP TRAC

Total Expenditure 49,362,550.00

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D. Lessons Learned

The key lesson learnt during the quarter is the need to coordinate with other stakeholders that are working on similar issues. This helped in bringing both human and financial resources together for the implementation of some of the activities, while avoiding duplication of efforts.

E.Conclusion

The programme’s progres so far indicates that it has achieved most of its output targets. More than 60% of funds allocated under UNDP TRAC to the 2013 Annual Workplan had been utilized by the end of the 2nd

quarter. Approximately 98% of the allocation under One UN Fund had also been utilized during the 2nd quarter. The major challenges during implementation came as a result of some delays in procuring some items such as stationery for implementation of activities due to direct payment delays.

F. Future Work Plan

The following activities are planned to be implemented during the second quarter of 2013, from 1st July to 30th September 2013:

1. Hold consultative meetings on the draft DRM Bill at national and local levels

2. Launch DRM Handbook andDRR Framework3. Integrate DRM into district development plans and socio-

economic profiles of Nkhotakota, Zomba, Dedza, Nsanje, Blantyre, Nkhatabay and Machinga districts

4. Conduct public expenditure review on DRM5. Draft the national DRM communication strategy 6. Collect baseline data and create database for disaster risk

management7. Call for project proposals for the DRR small grants scheme and

conduct an appraisal of the proposals

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8. Produce outreach/publicity materials for the commemoration of the international day for disaster reduction

9. Hold sector working group meeting

Annex: Project Annual Work Plan Monitoring Tool

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The Annual Work Plan (AWP) Monitoring Tool Year___2013, 2nd Quarter_ CP Component: Crisis Prevention and Recovery___Implementing Partner ________DoDMA___EXPECTED CP OUTPUTS AND INDICATORS INCLUDING ANNUAL TARGETS

PLANNED ACTIVITIESList all the activities including monitoring and evaluation activities to be undertaken during the year towards stated CP outputs

EXPENDITURESList actual expenditures against activities completed

RESULTS OF ACTIVITIESDURING 2ND

QUARTER

PROGRESS TOWARDS ACHIEVING CP OUTPUTSUsing data on annual indicator targets, state progress towards achieving the CP outputs. Where relevant, comment on factors that facilitated and/or constrained achievement of results including:

1. Disaster risk management mainstreamed in policies and development plans Baseline:No up to date ActHandbook in draft formNo printed operational guidelines and DRR frameworkLimited coverage of DRM in school curriculumNo PER for DRM1 DDP with DRR incorporatedIndicators:Consultants for reviewing the Act contractedConsultants for PER contractedNumber of DRR handbooks, DRR frameworks and opearational guidelines disseminated to key stakeholdersRevised curriculum with DRMTargets:Finalize DRM policyDraft DRM Act by DecemberDRM PER finalizedInternational DR day celebratedDRM incorporated in new primary and secondary school curricula3 DDP with DRR integrated

Review the Disaster Preparedness and Relief Act

1st draft DRM Bill produced

Finalize the National Disaster Risk Management Policy and submit to Cabinet

Policy submitted to OPC for final comments

Conduct a Public Expenditure Review (PER) for DRM.

Consultants engaged

Introduce DRM into school curricula at primary level

Textbook writers trained in DRM

Printing, dissemination and launch of DRR Handbook and operational guidelines

DRM Handbook printed

Integrate DRM into District Development Plans in 3 vulnerable districts

DRM integrated into development plans of 5 vulnerable districts

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EXPECTED CP OUTPUTS AND INDICATORS INCLUDING ANNUAL TARGETS

PLANNED ACTIVITIESList all the activities including monitoring and evaluation activities to be undertaken during the year towards stated CP outputs

EXPENDITURESList actual expenditures against activities completed

RESULTS OF ACTIVITIESDURING 2ND

QUARTER

PROGRESS TOWARDS ACHIEVING CP OUTPUTSUsing data on annual indicator targets, state progress towards achieving the CP outputs. Where relevant, comment on factors that facilitated and/or constrained achievement of results including:

OUTPUT 2: Data and knowledge on the impact of natural disasters collected and made accessible to decision makers in Government, Private Sector Civil Society, and CommunitiesBaseline:No DoDMA led grant facilityNo DRM communication strategyNo media trained in reporting on DRM1 database with major gaps Indicator:Timely establishment of modus operandi for the grant facilityData collection exercise Improved reporting on disaster risk management by the mediaTarget :ToRs for grant facility developed DRM communication strategy developed30 media personnel trainedDetailed database established

Set up mechanism for community based DRR activities at local level (i.e. development of ToRs, criteria for awarding grants, modus operandi for the grant initiative)

Mechanisms set up (Small grants scheme guidelines, proposals guidelines and proposal assessment guidelines finalized)

Establish a gender disaggregated disaster database ( training, data collection, technical support etc)

Data collection and compilation underway

Formulate and operationalize a national communication strategy on DRM, including training of reporters and editors on effective DRM reporting

Draft outline developed and presented to stakeholders

OUTPUT 3: Coordination mechanisms and implementation arrangements for DRM/DRR established and used at national level and in the 15 disaster-prone

Participate in relevant DRR meetings/conferences i.e. Global Platform, SARCOF pre-season, UN SPIDER Technical Advisory Mission & DRR Preparedness workshop

4th Global Platform for DRR attended

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EXPECTED CP OUTPUTS AND INDICATORS INCLUDING ANNUAL TARGETS

PLANNED ACTIVITIESList all the activities including monitoring and evaluation activities to be undertaken during the year towards stated CP outputs

EXPENDITURESList actual expenditures against activities completed

RESULTS OF ACTIVITIESDURING 2ND

QUARTER

PROGRESS TOWARDS ACHIEVING CP OUTPUTSUsing data on annual indicator targets, state progress towards achieving the CP outputs. Where relevant, comment on factors that facilitated and/or constrained achievement of results including:

districts.Baseline:No national DRM platformInadequate simulation exercisesNo officers trained in search and rescueIndicator:Number of national platform meetings held and knowledge products heldNumber of simulation exercises conductedNumber of officers trainedNumber of contingency plans reviewed/developedTarget:National platform launch2 simulation exercises1 national and 4 district contingency plans

4th

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