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BUSINESS PLAN 2020 Department of Climate Change Ministry of Climate Change and Natural Disasters Government of Vanuatu BUSINESS PLAN 2020 Department of Climate Change Ministry of Climate Change and Natural Disasters Government of Vanuatu © Department of Climate Change (DoCC) 2020 All rights for commercial / for profit reproduction or translation, in any form, reserved.
DoCC authorises the partial reproduction or translation of this material for scientific, educational or research purposes, provided that DoCC and the source document are properly acknowledged.

Permission to reproduce the document and/ or translate in whole, in any form, whether for commercial / for profit or non-profit purposes, must be requested in writing.
Original text: English Design and Layout by Daryl Abel Produced by: The Department of Climate Change Ministry of Climate Change and Natural Disasters Government of Vanuatu Port Vila, Vanuau P : +678 22160 E : docc@vanuatu.gov.vu W : www.nab.vu CONTENTS FOREWORD FROM THE DIRECTOR EXECUTIVE SUMMARY ORGANIZATIONAL STRUCTURE THE ROLE OF THE BUSINESS PLAN KEY OBJECTIVES REPORTING STRUCTURE VALUES PRIORITIES AND ACTIONS BUDGET 2019 ARCHIEVEMENTS PROJECT MANAGEMENT UNIT MONITORING AND EVALUATION CONCLUSION 2020 WORKPLAN Department of Climate Change Business Plan 2020 iii I R O T C E R D E H T M O R F D R O W E R O F “ This yearly business plan guides the Department to roll out its implementation activities for next year 2020.
This plan aims to address adaptation and mitigation strategies with the overall policy framework.

“ The Republic of Vanuatu geographically is located in the South West Pacific mitigation strategies with the overall policy framework.
This plan priorities and placed in the ring of fire and the south pacific belt of tropical cyclones, outlines activities that needs to be carried out in year 2020. which makes Vanuatu to have high level of exposer to natural hazards events These plans need assistance and support from the Vanuatu government, and becomes vulnerable to diverse climate change impacts.
Frequent MoCC, line government agencies, Provincial governments, development and seasonal hazards are geological, climatological and meteorological partners, the Non-government organisations (NGOs), the private sectors, civil related hazards such as tropical cyclones, sea-level rise, droughts, ocean societies, and communities through existing communications to implement acidification, temperature rise, and flooding and climate change impacts.
disaster risk reduction (DRR) and climate change adaptation (CCA).

The Vanuatu has been ranked up in 2015 as one of the most vulnerable countries DoCC will need continues support from all stakeholders from the national level in the world, meaning it is mostly prone to natural hazards and man-made down to the community and Area Council levels into the future.

disasters and to the impacts of climate change.


Vanuatu is one of the strong advocacy on climate change and disaster risk management initiatives who have participated in a lot of regional and international forums on climate change and resilience activities to determine the risk on the country.
The Department of Climate Change (DoCC) is a mandated Vanuatu Government Department under the Ministry of Climate Change and Natural Disasters (MoCC) as per the Meteorology, Geological Hazards and Climate Change Act No.25 of 2016, tasked with the coordination and implementation of all adaptation, mitigation and disaster risk reduction programs and initiatives to climate change impacts in Vanuatu.

This yearly business plan guides the Department to roll out its implementation activities for next year 2020.
This plan aims to address adaptation and 4 Department of Climate Change Business Plan 2020 Mike Sam Waiwai Director Department of Climate Change The Council of Ministers (COM) strongly supported a Prime Minister’s Office across all levels and sectors, the focus of the new Department of Climate direction that a strategic realignment be undertaken of existing Departments Change (DoCC) was intended to: and Units responsible for Disaster Risk Reduction (DRR) and Climate Change • Lead innovation and change in CC initiatives across the Pacific; issues.
Subsequently, the Council of Minister’s decision number 18/2013 • Support the National Advisory Board on CCDRR (April 2013), instructed that a new Ministry – the Ministry of Climate Change • Improve sustainability by securing highly trained technical contracted Adaptation, Energy, Environment, Geo-Hazards and NDMO – be created.
This staff in permanent GoV positions; was followed by the Gazette of 23 April 2013 establishing the Ministry with • Maintain momentum & delivery of current projects; responsibilities including Climate Change Adaptation and DRR issues.

On • Progress current & new initiatives in Climate Change and Disaster Risk 13th December 2013, the Corporate Services Unit for the new Ministry was Reduction approved.
• Progress compliance to International Conventions to which Vanuatu is a The Ministry of Climate Change and Natural Disasters therefore currently • Mainstream Climate Change across the Vanuatu Government as per consists of five Departments namely: National Sustainable Development Plan (NSDP) • Vanuatu Meteorology & Geo-Hazards Department (VMGD) • Operationalize the CCDRR Policy • Department of Energy (DoE) • Coordinate and monitor CC & DRM projects • Department of Environmental Protection & Conservation (DEPC) • Secure further CC & DRR projects and funding signatory • National Disaster Management Office (NDMO) • Department of Climate Change (DoCC) While much can be done in theory, it is essential for the new Department to quickly and unambiguously establish its practical identity and function.
According to the White Paper which justified the establishment of the Department of Climate Change, the Department, guided by Vanuatu’s CCDRR The initial months will be critical, and given the limited staffing and budgeting, Policy, will establish clear priorities for future action, deliver better assessment carefully and strategically prioritizing activities will be imperative.
of climate change and disaster risks, monitor and evaluate projects and outcomes, capture experiences and lessons learned, and drive better climate The following table presents advice from technical advisors with a past service delivery.

institutional engagement in the Vanuatu climate sector, and is intended as a As the Vanuatu Government’s focal point for achieving resilient development guide only.
Y R A M M U S E V T U C E X E I Department of Climate Change Business Plan 2020 5 E R U T C U R T S L A N O T A Z N A G R O I I Director Mike Sam Waiwai Senior Mitigation Officer Nelson Kalo Senior CC Adaptation Officer Paulianne Basil Senior M&E Officer Johnnie Tarry Nimau Senior Communications Officer Florence Kuali-Iautu Senior Procurement Officer Nettie Joseph Senior Finance Officer Anne Marie Robert 6 Department of Climate Change Business Plan 2020 Administration and Finance Officer Henry Kramuel EXECUTIVE SUMMARY I N A L P S S E N S U B E H T F O E L O R E H T Photo: DoCC Staff and interns at the DoCC booth during 2019 PSC Day in Port Vila Source: DoCC The Ministry Corporate Plan, and the Departmental strategy plan, is a series direction of the organization through the Business Plans.
The ultimate goal of documents that bridge the Business Plan with day-to-day work plans and of this process is always to be cognizant of the long-term viability of the budgets.

It allows the department to look ahead, focus on key activities, department, to spend public funds wisely, and to maintain the quality of life for allocate resources, prepare for opportunities and risks, and set priorities all of our citizens during disaster events.

accordingly.
accordingly.

Most important, the Business Plans ensure that all Departments When deliberating business plans and budgets, departments must constantly are moving in the same direction.

Departments prepare Business Plans which weigh different National down to community level needs.

Increases in service have two primary purposes: levels must be matched by corresponding allocated budget.

By Financial regulation, the department cannot spend more funds than the approved 1.
A planning tool to achieve the objectives of Ministry in an organized and recurrent budget ceiling, and even the department does not have the financial efficient manner.

resources or the organizational capacity to do everything at once.

2.
2.

A communication tool to solicit Ministry feedback and direction on service Therefore, choices need to be made on service levels and allocation of delivery so that we clearly understand and meet their expectations; and budget and this is decided through the business planning process.
While this is a challenge, it also presents an opportunity for the organization to become Every year difficult decisions have to be made around which initiatives to fund, more resilient, to improve, and to do business differently where efficiencies what the appropriate service levels should be and to chart the immediate can be achieved.
Department of Climate Change Business Plan 2020 7 I S E V T C E J B O Y E K This Department’s national strategy and priorities as its key objectives serve as the foundation for developing this annual business plan and budgets that guide how we will deliver programs and services to our citizens in 2020.

Strengthen relationship with key stakeholders to allow for mainstreaming of Climate Change into sector plans, polices and budgets.
Raise awareness to stakeholders and partners on Climate Change initiatives and national endorsement processes Ensuring effective monitoring and reporting and efficient management of department resources.

Department of Climate Change supports and facilitate the implementation of programmes and projects.

Effective project coordination to support the Department of Climate Change mandate.
DoCC is recognized as an informed, accurate source of best practice knowledge and provides timely advice to stakeholders for CCDRR issues.

Support the review and implementation of CCDRR policy and action plan.

Partner with stakeholders to effect the national implementation of international Climate Change and Disaster Risk Reduction convention obligations.
Support government guidance and facilitation of CCDRR Projects Department of Climate Change Business Plan 2020 Photo: Two Ni-Vanuatu kids planting mangrove at Eratap bay, Efate.
Source: Johnny Tarry Nimau, 2019 E R U T C U R T S G N T R O P E R I MoCC Corporate Plan Articulates Ministry high level of goals and priorities Nab Secretariat Plan DoCC Annual Business Plan A Identifies department tasks/actions that meet the strategic Plan Annual Budget Allocation Identifies the resources needed to achieve those activities mention in BP The reporting structure depicted above guides the planning and reporting processes within the DoCC.
Department of Climate Change Business Plan 2020 9 S E U L A V Partnership Working together with other responsible humanitarian actors including Equity Providing opportunities for meaningful participation by all groups in society, government, private, donors funded projects and civil society organizations to including women, youth, the elderly, people with disabilities, remote implement priority activities highlighted in the business plan.
communities; valuing traditional practices; and engaging with all levels of Accountability Maintain the integrity of the department by ensuring culturally acceptable provision of services through proper uses of allocated budget and relief supplies.

government, industry sectors, development partners, donors, academia, regional and international bodies.

Inclusiveness To encourage the participation of all groups to achieve equitable outcomes and interventions in Climate change and DRM.
Transparency Operating openly on insensitive matters for others to see and to enable effective good relationship among our partners and increased participation in all aspect of planning and implementation of activities.

Learning and Reflection Community Focused Innovation Sustainability Strengthening and utilizing the existing systems through mitigation and adaption building on experience, learning from events, activities and good practice to ensure continuity of programs.
Positive Working Environment Open & honest communication, support and respect in the work place, be it in the office or out on the field.

SMARTER Specific, Measurable, Achievable, Realistic Timeframe, Evaluate, Readjust.

10 Department of Climate Change Business Plan 2020 The Department of Climate Change in its Business Plan for this year 2020 priorities includes the following key areas: 1.

Separations of function exercise.

2.

Staffing (tracking and accountability exercise) and capacity building issues.
3.

The CCDRR Policy implementation plan formulation and implementation exercise.

4.

Department Annual Budget.

5.

NAB Portal and DoCC Website strengthening and development.

6.

Development of 2021 Business Plan.

7.

Development of Department’s Strategic Plan.

8.

Development of the Communication, Engagement and Partnership Strategy and Implementation Plan.

9.

National Climate Change Day Symposium Plan and Activities.

10.

Reporting Mechanisms – Quarterly and Six Monthly Reporting.

11.
11.

Low Emissions Strategy Development.

12.

Monitoring and Evaluation and reporting obligations.

13.

Legislation and Policy matters.

Photo: DoCC at the beginning of 2019 during induction workshop for the new staff Source: DoCC Department of Climate Change Business Plan 2020 11 I S N O T C A D N A S E T R O R P I I I PRIORITIES AND ACTIONS The RAG (Red, Amber, Green) method is used to identify the activities based on its Urgency as for High, Medium and Low respectively.
Actions Separations of function exercise Activities Responsibility Time frame • Conduct stock take review exercise (adaptation and general CCDRR function) • Convene stake holders workshop • • Communication Strategic Plan Inform MCCA department.

Heads on stock take.

• Feb - Apr 2020 • Q1, 2020 • Jun - Jul 2020 • Q1, 2020 • CCDRR officer and director.
(lead) • Stake holders: • VCAN • NAB • Donors • MCCA department • Communications Staffing • Staffs Appraisal • Director • 1st Quarter CCDRR policy implementation plan • CCDRR policy implementation plan formulation • Reviewing of implementation plan.
(stuff workshop) • Director and TA (lead) • All staff Budget • Re current NPP’S 2020: Climate and DRR symposium • Re current NPP’S 2020: International negotiations regional • Finance (Lead) • All staff NAB portal/DoCC website development • OGCIO to develop website • DoCC to seek short term IT support to upgrade website • Training and handover • Comms / M and E • Director(lead) • OGCIO developer Buisness plan •  Draft 2021 business plan • All staff (M and E – lead) • Early July (currently in progress) • Early to Mid-July • 4th Quarter • Early - 12 July • Q1 - Q2 • Nov - Dec • Sep (initiate process) Six Monthly Reports • Compilation and submission of SMR Staff tracking and accountability • Formulation of meeting minutes’ action template.
• Circulate populated templates to all stuff for each meeting.

• Track action.

DoCC Strategic Plan • - Annual Report 2020 • Development of the Annual Report • M and E (lead) • All staff • Jun to Dec • (1st SMR submitted • Finance / admin (lead) • On- going and M and E • Director.
• TA hired • Communications and M&E Officer (lead) • Q3 • Q1 • Q1 • Q4 Outreach and Awareness Activities • Government stakeholders outreach and awareness program • CC Symposium day • Communications (lead) support from all staffs 12 Department of Climate Change Business Plan 2020 PRIORITIES AND ACTIONS Actions Establish partnerships with NGOs private sectors and government department through MOUs DoCC to ensure timely PMR of each staff members Activities Responsibility • Recommended to be address to Red color as a level of urgency to be done in quarter 3 in 2020 • DoCC and FORESTRY Dept.
on mitigation • DoCC and Government stakeholders and NGOs in relation to CCA • Functional of Mitigation TWG • Operational of Adaptation TWG • To be completed by end of September (all staffs to be in permanent position) • To be added to Red color • Stock Take TAs supports to DoCC • Maybe to be considering in the future since DoCC had • NAB Sec, DoCC recruited a senior Officers to assist in this area.
• SPC to support DoCC on MEL Framework • Storage/achieving (MRV data) Time frame • Q3 • End of April • Q3 • TBC • Q2 Information Knowledge and Management (IKM) Strategy • Development of the IKM national framework/strategy • Implementation Plan completed and actioned.

• Communications Officer • Q3 lead/NAB Sec Activity prioritization • Stock take • Aff Staff Budgeting • Development of publications/ printing/ marketing.
• Financial Resources Directory • Finance and Admin • Communications • On-going • On-going Legislation and Policy • Stock take of sectors activities on CC and DRR ( CC policy • All staff and stakeholders • On-going mapping) Restructuring • Review and streamline DoCC structure • Aff Staff • On-going • Monitoring, Evaluation and Learning • M&E officer and Director • On-going MEL and Reporting Obligation Staffing and Administration • Travel policy • Internal arrangements and Planning Low Emission Strategy Development • Consultations with stakeholders • Development and validation of information • Aff Staff • On-going • All staff and stakeholders • On-going Department of Climate Change Business Plan 2020 13 T E G D U B These Business Plan and Budget have been fully integrated with the objective are allocated to the various programs and tied to clear and achievable of laying out information in a transparent manner to allow the ministry and activities.
The business planning and budgeting process is transparent and interested stakeholders the opportunity to understand how the allocated provides the Ministry and donor with information on how department funds are budget is spent.

used.

It allows for accountability in service delivery, while maintaining a focus The Department business planning process ensures resources and budget on long term sustainability.
The Department of Climate Change is newly established and has an operational budget that was approved by COM to do its operations.
OPERATIONS BUDGET (RECURRENT) Operational Budget 2020 8CAB - Subsistence Allowance Amount * 300,000 Operational Budget 2020 8COU- Uniform Amount * 170,000 8CBI - International Accommodation 300,000 8CRE- Equipment Repair & Maintenance 100,000 8CBL- Local Accommodation 250,000 8CRV- Vehicles Repair & Maintenance 8CEC- Consultants Fees 8CFV- Vehicles Fuel 8CGR- Transport- Freight 45,000 8CSF- Food -Supplies 200,000 8CTI- International Travel 150,000 8CTL - Local Travel 8CHI- International Medical Treatment 70,000 8CUE- Electricity Utilities 8CIE- Equipment Hire 8CJO- Office Cleaning 40,000 8CUW - Water Utilities 50,000 8CWL- Local Workshops 8CKD - Advertising - Communication 50,000 8CZV - Value Add Tax 8CKR- Printing- Communication 400,000 8CBR - Building - Renovation 8CKS - Stationery- Communication 95,000 8EEC- Equipment - Computer 8CKT - Telephone/Fax- Communication 200,000 8EFO - Furniture - Office Furniture 8CMG - General - Materials 100,000 8CKM - Advertising & Marketing 8COI - Incidentals 415,172 8CAI - Subsistence Allowance 8COP - Official Entertainment 150,000 31,135 20,000 400,000 400,000 1,020,000 50,000 800,000 400,000 200,000 150,000 200,000 300,000 300,000 * All Amounts in Vatu (VT) Total Operation Cost 2020: 7,356,307 VT 14 Department of Climate Change Business Plan 2020 STAFFING COSTS (RECURRENT) BUDGET Currently, all 8 positions within the Department of Climate Change are fully operational and funded by the Vanuatu Government Position # Scale EL7.1 7020 Salary Amount * 4,682,900 7025 7028 7022
 7023 7024 7026 7027 H Os 4.3 1,634,100 As 3.0 1,195,500 H Os 4.3 1,634,100 H Os 4.3 1,634,100 H Os 4.3 1,634,100 H Os 4.3 1,634,100 H Os 4.3 1,634,100 Position Director Senior Officer (M&E) Finance & Admin Officer Senior Officer (Communication, Outreach & Partnerships) Senior Officer (Mitigation) Senior Officer (Adaptation & DRR) Senior Officer (Procurement & Contracts) Senior Officer Finance (CC Projects) * All Amounts in Vatu (VT) Total Payroll Cost 2020: 15,683,000 VT TOTAL BUDGET The total budget (including its operation and payroll proportion) for 2020 remains fairly constant from 68% Operation 2019.
23,039,307 VT Total Budget 32% Payroll Department of Climate Change Business Plan 2020 15 S T N E M E V E H C A 9 1 0 2 I In its first eleven months of establishment, the Department of Climate Change Technical Working Group (MTWG).

(DoCC) is happy to share with its partners and stakeholders some of the great achievements it has produced this year 2019.
These achievements were the Another major highlight was the establishment of a partnership with Oxfam Recruiting of new stuff members, purchase the Departments Assets, Conduct in Vanuatu through a Memorandum of Agreement (MOA).

Staffs attended 2 departmental initial planning workshops, development and launching of its various national and international meetings and workshops and finally the first Business Plan 2019, Goal, Vision, Mission, Values and a new Logo.
successful closure and handing over of assets of the IRCCNH and VCAP projects.

With these achievements, the Department guided by Vanuatu’s Aligning of the objectives to the strategic plans and policies for Climate Change (CC) and Disaster Risk Reduction (DRR) Policy, will continue implementation by the Department, development of the first Information, to promote good governance and establishes clear priorities for future action.
education and Communication (IEC) awareness materials, Institutional It will deliver better information on and assessment of climate change and capacity buildings, NAB portal upgrade training, formation of the first ever disaster risks, building on existing systems and cultural heritage to improve Mitigation Technical Working Group, five permanent staffs, and lastly the Vanuatu’s resilience.

positive outcome for the department’s first submitted New Project Proposal (NPP).
Monitoring and evaluation of projects and outcomes, capturing experience and lessons learned to inform planning and good practice will drive better So far the Department was highly recognized for achieving all that were to be service delivery and implementation of Climate Change projects, programs achieved in its Business Plan for this year 2019.

From these achievements, and initiatives in the future.
The Department is looking forward to working few highlights were that the Department successfully recruited all seven closely with its government and Non-government organisations partners and staffs under its structure with five of them now became permanent.

The initial stakeholders in future to achieve a common goal in addressing the impacts outreach and awareness program successfully reached all six provinces, of climate change.
To reiterate, the creation of the Department of Climate schools and communities throughout Vanuatu, Adaptation stock take Change should be regarded as an investment for a more resilient Vanuatu.
activities, Mitigation stakeholders’ workshop and formation of a Mitigation 16 Department of Climate Change Business Plan 2020 I T N U T N E M E G A N A M T C E J O R P Photo: DoCC Provincial Consultation with the Penama Provincial Technical Advisory Commission Source: DoCC Department of Climate Change Business Plan 2020 17 I T N U T N E M E G A N A M T C E J O R P The Department of Climate Change is hosting a Project Management Unit (PMU) which oversee projects activities and financing of the CC and DRR In keeping with these principles, the crosscutting CCA/DRM policy and related projects being implemented through the Department.
The PMU is the sector specific conditions stated by each project, the PMU would be being assisted by the different technical advisory expert team which is the responsible for the following key functions and outputs at an operational level: current NAB Secretariat.

The consultants working as project officers were funded by the projects and assist department staffs with related CC activities.

All Project Coordinators and staffs will report to the Director of DoCC.
PMU STAFF FINANCIAL MANAGEMENT Assessing Financial Management capacity of IA, providing training, and assisting in: The PMU level is the Program Management level, generally fiduciary, • Budgets (with input from IA), comprising: • Accounts and contract ledgers, • Replenishments, • PMU Manager (or Program Director, or Head of PMU), • Financial statements and Audits facilitation, • Finance Management Officer(s), assisted by Accountant(s), • Financial reports.
• Procurement Officer(s), assisted by Civil/Structural Engineer, • HR Officer, • M&E Officer (including Environmental and Social Management frameworks, and/or assisted by an Environmental & Social Mitigation PROCUREMENT Officer), • Communication and Public Relations Officer (if required), • Executive Secretary, or Office Assistant, or IT Officer.
Assessing Procurement (purchasing) capacity of IA, providing training, and facilitating the procurement of goods, works and services by IA through frameworks and agreements: • Procurements plans (with input from IA), • Design, specifications, cost estimates and bid documentation, • Selection and contracts, • Contracts administration and supervision, including consultants and works.
FUNCTION AND SCOPE OF WORK OF THE PMU The function of the PMU is to manage and coordinate the implementation of the projects by the IA, monitor key targets and indicators, and carry out project-specific financial and procurement, disbursement of funds, monitoring and reporting.

The PMU is not to be an IA in itself and should not relieve the IA of their responsibility for ownership of the projects.
18 Department of Climate Change Business Plan 2020 MONITORING AND EVALUATION Facilitating and coordinating external M&E activities, and reviewing and monitoring IA activities through: • M&E guidelines and frameworks, • M&E reports (with respect to inputs, outputs, outcomes, processes and impact of the various interventions), • Monitoring database (to support country risk profile (NAB secretariat), mapping and statistics, • Environmental management and monitoring, • Social management (including gender, youth and resettlement) and monitoring, • Measures to mitigate potential social and environmental impacts, • Project identification and feasibility process (the PMU should not be directly responsible for planning but should liaise closely with the Technical Advisory Team (i.e.
NAB Secretariat), and with the planning departments and its provincial counterpart.

PROJECT MANAGEMENT • Training and capacity building, • Oversight of project and contracts management, • Progress updates on implementation, • Performance standards on all responsibilities and obligation of the GoV and funding partners for efficient and effective execution of project activities.
PROJECT MANAGEMENT UNIT COORDINATION WITH RELEVANT STAKEHOLDERS PMU must establish and maintain appropriate multi-sector CCA/DRM projects coordination mechanisms with: • MoCC Departments • Finance, MFEM • International institutions, donors, etc.
(MFA) • Planning, DESPAC (PMO) • Data registry, DS (MFEM) • Infrastructures, PWD (MIPU) and VPMU (PMO) • Decentralisation, DLA (MIA) • Other line ministries and agencies Generally, the responsibility of the Implementing Agencies (IA), including • NGOs, community leaders and development sectors investors budget, procurement plan, TORs and specifications, supervision of consultants • Other CCA/DRM projects associated with global and regional and works, M&E activities, etc., the PMU can eventually provide and maintain: commitment.
Department of Climate Change Business Plan 2020 19 I N O T A U L A V E D N A G N R O T N O M I I Photo: DoCC team during Provincial consultations at Malampa Day celebrations, Lakatoro Provincial Center Source: DoCC The Department of Climate Change (DoCC) has a strong emphasis on the implementing stakeholders to learn from the experiences and improve future monitoring and evaluation of department and project related projects and interventions.
The current M&E framework of the Department has helped the activities.

Monitoring is the routine collection and analysis of information Department to improve and strengthen its activities for this year 2020. to track progress against set plans and check compliance to established standards.
It helps identify trends and patterns, adapt strategies and inform With the M&E framework, the Department will develop tools to help monitor decisions for projects and programme management of the Department and evaluate (M&E) all activities highlighted and mentioned in this plan under operations.

Evaluation involves identifying and reflecting upon the effects of the Priorities Actions.

The Department will develop tools, and allocate time what has been done, and judging their worth.
The findings allow projects and and budget for M&E at the commencement of activities to be undertaken to programme managers, beneficiaries, partners, donors and other department input into the mid-year and the annual report.

20 Department of Climate Change Business Plan 2020 Vanuatu’s society, environment and economy are highly vulnerable to climate and financial resources.

This new Department of Climate Change will provide change and disaster risks.
Predicted increases in extreme weather from the focal point for driving and delivery of these changes and programmes in climate change means we will face greater impacts in future.

We also live with Vanuatu.

the threat of volcanic eruptions, earthquakes and tsunamis.

Indeed, as an island nation.

Vanuatu is ranked as the country with the highest exposures in The Department, guided by Vanuatu’s CC and DRR Policy 2016 - 2030, will the world to multiple hazards.
Almost 81% of the country’s landmass and 76% promote good governance and establishes clear priorities for future action.

of its population are vulnerable to multiple hazards, including: It will deliver better information on and assessment of climate change and disaster risks, building on existing systems and cultural heritage to improve • Volcanic eruptions - there are six active volcanoes; Vanuatu’s resilience.
Monitoring and evaluation of projects’ outcomes, • Cyclones - on average 2-3 per year; capturing experiences and lessons learned to inform planning and good • Earthquakes - on average, one major earthquake greater than M7.0 practice will drive better service delivery and implementation of Climate every year, and numerous 5-6 level magnitude quakes; Change projects.

• Tsunamis - on average one significant tsunami with a wave height >1m every 10 years.
Coordination and communication at all levels of government and across • Storm surges (both cyclonic and non-cyclonic); sectors and communities are crucial to effective implementation of millions • Coastal and river flooding including flash flooding of small streams, and of vatu (dollars) of Climate Change funding.

Provincial authorities and area major flooding from larger rivers; • Landslides and debris flow; • Droughts, both short and long-term; • Climate Change; • Sea Level Rises.
councils, coordinated by the new Department, will be supported to play key roles, in line with decentralization.

Women and vulnerable groups including the elderly, disabled and youth will share in planning, decision making and community action.
To reiterate, the creation of the Department of Climate Change should not Therefore, a key priority for the Vanuatu Government is achieving resilient be regarded as a cost to the national government, but rather an investment development across all levels and sectors in our small island nation.

This in a more resilient Vanuatu, better placed to meet the challenges of Climate is to addressing the risks faced because of the potential impact of climate Change and disasters into the future.
change and disasters.
It is vital that the best use is made of human, natural I N O S U L C N O C Department of Climate Change Business Plan 2020 21 1.1 1.2 1.3 1.4 1.5 2 2.1 2.2 2.3 3 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 Activities Strengthen relationships with key stakeholdes to allow for mainstreaming of CC into Target Budget VT Time frame Responsible Participate in Climate change and DRM workshops, conferences at National, regional and international level At least 5 180,000 Q1 - Q4 mitigation officer; Key CC Mitigation Stake holders Collect and make available mitigation information’s & studies from key stakeholders Monthly/ Quarterly Report - Q1 - Q4 MO; Key stakholders Complete Mapping out key climate change Mitigation stakeholders Quarterly Report Draft and sign MOU with key Mitigation Stakeholders At least 3 - Q1 - Apr MO Complete Draft mitigation report on mitigation initiatives across key stakeholders 30,000 Apr Mitigation officer; Key stakeholders Raise Awareness to stakeholders and partners on CC Initiatives and national endorsement processes Liaise with DEPC for to raise Awareness on Secondary Schools of Malampa, Shefa & Tafea (Env 3.1, Env 3.4, Policy objective 7.5) # of awareness conducted - Mar - Jun MO, Energy, Forestry and VMGD Awareness on Climate Change and Mitigation in communities of Shepherds islands # of awareness conducted 500,000 May Radio Programs & Talk Back Show on National Implementations towards Mitigating Climate Change DoCC supports and
 facilitates the implementation of programes and projects # of awareness conducted NPP Apr, Jul Climate change mitigation workshop; A. Updating key mitigation stakeholders on the progress of implementation towards achiving national ambitions (NDC) Workshop conducted 200,000 Feb, Oct MO Assits and support with development of climate change awareness mitigation awareness materials NPP/COMs Apr MO/ Key stakeholders Assits and support NAB on Natonal, Regional and International matters (Env 3.4 ) Monthly/ Quarterly Reports
 Project Q1 - Q4 MO/ DoCC stuffs liaise with key stakeholders and partners to contribute to Mitigation of carbon emissions Monthly/ Quarterly Reports Project Q1 - Q4 DoCC, DoE, Forestry (REDD+) Review and appraise project concepts and proposals Monthly/ Quarterly Reports Project Q1 - Q4 MO, DoCC Stuffs stock take on the implementation of NERM and CCDRR policy (workshop) Monthly Reports 100,000 May Monthly/ Quarterly Reports Project Q1 - Q4 DoCC, NAB DoCC, NAB Assist and support with the drafting and reviewing of national obligation (BUR/ NDC/National Communication) Assist and support the strenthening of National GHG inventory(workshop / consultation) Monthly Reports 100,000 Mar DoCC, NAB 3.9 TWG meetings 3.10 Liaise with NAB to commence training on the use of MRV and inventory tool (IPPC 2006 GL) Meeting Minutes Training Reports 120,000 Bi-monthly TWG members 100,000 Apr MO, Key stakeholders Total Budget 1,330,000 22 Department of Climate Change Business Plan 2020 1.1 1.2 1.3 1.4 1.5 2 2.1 Activities Institutionalise climate change and DRR governance, building institution capacity and awareness (Env 3.1) Target Identified gaps, challenges of CC&DRR polices and education polices Gaps and challenges reported and sign MOU (education & Climate change Dept) Budget VT Time frame Responsible SPC funded Ongoing M&E & CCDRR officer Develop M&E framework M&E Frame work developed SPC funded Q3 M&E & CCDRR officer
 Compilation of quarterly reports SMR Quarterly report submitted SMR submitted to DSPAC SPC funded Q1 - Q3 M&E & CCDRR officer SPC funded Q2 - Q4 M&E & CCDRR officer Compilation of all Reports Report submitted SPC funded Q4 M&E & CCDRR officer Strengthen research, data and statistics for accountability & evidence based decision making (Soc 6.9) Monitor and evaluate Stakeholders and donor funding agencies relationships Reports provided 100,000 Q4 M&E & CCDRR officer 2.2 Work with NDMO PDoCC in provinces PTAC
 challenges evaluated 100,000 3 3.1 3.2 4 4.1 5 5.1 Track annually # of DoCC officers receiving relevant qualification (Soc 6.1.2) Conduct capability assessment # of staffs trained Conduct in house sessions on performance management Staffs are informed on performance management system 15,000 Q4 15,000 Q1 M&E, HR, Director M&E, HR, Director Coordinate donor resources to align with national objective (Soc 6.8) Track # of plans and reports produced within department that includes the mainstreaming of CCDRR and Mitigation issues into planning and reporting Draft departmental strategic plan Stocktake of CCDRR policies, and other related national policies on climate change Strategic plan draft Q3 All staff Total Budget 230,000 N A L P K R O W 0 2 0 2 Department of Climate Change Business Plan 2020 23 Activities Activities Daily Operations Daily Operations Financial Reporting Financial Reporting 1 1 1.1 1.1 Target Target Budget VT Time frame Responsible Budget VT Time frame Responsible • Monthly report to Director, Finance Manage • Monthly report to Director, Finance Manage - Q1 - Q4 - Q1 - Q4 Finance Finance (CSU) & Donors project team (CSU) & Donors project team • Monthly report to Director and Copied PO • Monthly report to Director and Copied PO Project Coordination on CC Project Financial Project Coordination on CC Project Financial Activity.
Activity.
Work with staff to develop NPP based on Department Work with staff to develop NPP based on Department needs needs NPP Submitted to MBC NPP Submitted to MBC Budget Entry 2021 Budget Entry 2021 Budget Entered Budget Entered Supervise Finance & Administration Supervise Finance & Administration 1.2 1.2 1.3 1.3 1.4 1.4 1.5 1.5 Provide Financial Support to CC & DRM officer Provide Financial Support to CC & DRM officer 1.6 1.6 Provide Financial support to Mitigation Officer Provide Financial support to Mitigation Officer • Report of Database.


• Contracts (project) and department staffs up to • Contracts (project) and department staffs up to date on 3 months’ basis.

date on 3 months’ basis.
Refer to CC & DRM Business Plan to find key Refer to CC & DRM Business Plan to find key indicators indicators Refer to Mitigation Business Plan to Find Key Refer to Mitigation Business Plan to Find Key Indicators Indicators - Q3 - Q3 - Q3 - Q3 - - Jan - Dec Jan - Dec Finance & Admin Finance & Admin DoCC Jan - Dec DoCC Jan - Dec Finance & Admin Finance & Admin DoCC Jan - Dec DoCC Jan - Dec Finance & Admin Finance & Admin 1.7 1.7 Provide Financial Support to M&E Officer Provide Financial Support to M&E Officer Refer to M&E Business Plan to Find Key Indicators Refer to M&E Business Plan to Find Key Indicators DoCC Jan - Dec DoCC Jan - Dec Finance & Admin Finance & Admin 2 2 2.1 2.1 Support Climate finance Working Group Support Climate finance Working Group Liaise with CFWG to review Climate finance roadmap and Liaise with CFWG to review Climate finance roadmap and support and strengthen institutional framework support and strengthen institutional framework Total Budget Total Budget • CFR Reviewed and progressed.


• Reports on Accreditation progress to AF & GCF.

• Reports on Accreditation progress to AF & GCF.
• Amount Funding Secure • Amount Funding Secure CFWG CFWG Private Sector Private Sector NAB, DoCC NAB, DoCC - TBC 24 Department of Climate Change Business Plan 2020 1.1 1.1 1.2 1.2 1.3 1.3 1.4 1.4 1.5 1.5 1.6 1.6 Activities Activities Daily Operations Daily Operations Commitment of LPO (Invoice, DSA, Imprest, Bills) Commitment of LPO (Invoice, DSA, Imprest, Bills) Target Target Budget VT Time frame Responsible Budget VT Time frame Responsible Making sure that all Invoice, DSA, Imprest, Bills Making sure that all Invoice, DSA, Imprest, Bills are committed and get approval from Supervisor are committed and get approval from Supervisor & Director & Director DoCC Q1 - Q4 DoCC Q1 - Q4 Finance & Admin Finance & Admin Filing (LPOs, Mails) Filing (LPOs, Mails) File according to LPO #’s and Mail Dates File according to LPO #’s and Mail Dates DoCC Q1 - Q4 DoCC Q1 - Q4 Monthly Warrant (Update weekly funds available) Monthly Warrant (Update weekly funds available) Provide report on update budget Provide report on update budget - Q1 - Q4 - Q1 - Q4 Secretarial Duties (organising staff meetings, Staff Rules, Secretarial Duties (organising staff meetings, Staff Rules, Update Payslip, Cleaning Roaster, Customer Service, Staff Update Payslip, Cleaning Roaster, Customer Service, Staff Leaves Updated.
(Annual/Sick Leaves), Stationaries, Mail Leaves Updated.

(Annual/Sick Leaves), Stationaries, Mail Box) Box) • Staff Meeting Minutes • Staff Meeting Minutes • Payslip sent out.

• Payslip sent out.

• Reminder emails for cleaning.

• Reminder emails for cleaning.
• Update Excel (Leaves) • Update Excel (Leaves) • Update Stationaries • Update Stationaries • Collection of Mails • Collection of Mails DoCC Q1 - Q4 DoCC Q1 - Q4 Finance & Admin Finance & Admin Requesting Funds Requesting Funds Asset Listing Asset Listing Total Budget Total Budget Records of Requisition Form for funding approval Records of Requisition Form for funding approval - Q1 - Q4 - Q1 - Q4 Finance & Admin Finance & Admin Records of assets Records of assets DoCC Q1 - Q4 DoCC Q1 - Q4 Finance & Admin Finance & Admin - TBC N N A A L L P P K K R R O O W W 0 0 2 2 0 0 2 2 Department of Climate Change Business Plan 2020 25 1.1 1.2 2 2.1 3 3.1 3.2 3.3 Activities Preserve and enhance cultural and traditional knowledge (Soc 1.2) Target Attend all sectoral events that showcase adaptation practises (festivals, exhibition…) documentation and upload to NAB portal and promote the practises (radio talk back show) Research on adaptation traditional knowledge methodologies (gathering Alignment of sector stakeholder programs and CC/DRR policy & legislation (Env 3.1.3) Mainstreaming CCDRM into all sectoral plans, policies, strategies etc Budget VT Time frame Responsible 100,000 27 Mar - 30 Oct CCADRMO 10,000 Q1 - Q4 CCADRMO - Q1 - Q4 CCADRMO Promote strenghtened resilience & adaptation to climate related, natural and man made hazzards (Env 3.1.4, Env 3.4.1) Promote & strenghten MoET and other relevant stakeholders with CCDRR modules in national curriculum and EiE plans.
Draft and Sign MOU with Adaptation Stakeholders Intergrate climate information for resilient development in productive sectors: Agriculture, Water, Fisheries, Tourism, Infrastructure and Health.
(working with projects such as TNA) - Q1 CCADRMO 10,000 Funding Needed Q1 - Q4 CCADRMO 4 Communication and partnership activities and awareness programs targeting issues such as climate change adaptation & Resilience (Env 3.4.2) Implement 2 workshops (NPP) + Adaptation & DRM Consulation workshop + CCADRM TWG establishment workshop.
Radio Takback show (awareness on adaptation improve modern / traditional knowledge technics) Involvement with any relevant stakeholders activities to advocate on CCDRM 5 Improve monitoring and early warning systems (Env 3.2.1) Liaise with NDMO on activities Total Budget 100,000 1 NPP NPP 100,000 440,000 CCADRMO CCADRMO Stakeholders CCADRMO 26 Department of Climate Change Business Plan 2020 Activities Develop plan and implement the NPP/ symposium planned activities for 2020 Target • Work plan developed and approved.
• Implementation of activities completed as per the: # radio programs, video/documentaries, drama play, field school, school quiz, sports activities, and attendance sheet, pictures, press releases.
• Final report developed, approved and disseminated to Director, DG and others Budget VT Time frame NPP 2020 30 Oct Responsible Comms Officer Prepare and support Outreach and awareness Programs to maintain climate change and disaster risk management messaging Assist with keeping the CC Portal and DoCC website up to date: Materials and information collected from CC officers and stakeholders, and Materials collected are posted on the website Develop and deliver Information, Education and Communication (IEC) Programs.
Promote partnership and Outreach for the work of DoCC and DoCC/donor visibility Development of the Outreach and Communication related Policy and Program for Vanuatu: Communication, Outreach, Engagement and Partnerships Strategy, and National Information Knowledge and Management (IKM) Framework.

• Outreach Plan developed and approved.

• Outreach Program Report developed, approved and disseminated Funding Needed 27 Mar - 30 Oct Comms Officer to Director, DG and others.
• Materials disseminated to stakeholders with reports to Director on outreach impacts and issues • CC materials uploaded onto the NAB Portal.

• Assist NAB Secretariat with the IEC Endorsement process.

• DoCC website developed and launched.

• DoCC awareness materials uploaded onto the website • # Programs in schools and communities.

• #Programs in Line Government Ministries.

• #Programs in sector stakeholder agencies.


• #Quarterly newsletter developed and disseminated - Q1 - Q4 Comms Officer Funding Needed Q1 - Q4 Comms Officer • DoCC/Stakeholders meetings organised and meetings held with - Q1 - Q4 Comms Officer minutes and reports to Director.

• # of press releases on events and activities • Strategy approved by Director and Director General.
• National IKM Framework approved and endorsed by NAB - Q1 - Q2 Comms Officer Development of other DoCC reports and plans as per Director’s request • Business Plan 2020 completed and approved by Director.

• DoCC Annual Report 2019 completed and approved by Director - Q1 Comms Officer Attend meetings, conferences, workshops on behalf of DoCC nationally, regionally and internationally Total Budget • Report Back to Office completed and submitted to Director.
• Approved report saved in the DoCC shared Drive Q1 - Q4 Comms Officer Funding Needed - Department of Climate Change Business Plan 2020 27 Activities Oversee the development, adjustment and implementation of procurement plans Target Procurement Plan submitted to and approved by with reports to Director Budget VT Time frame Responsible - Q1 Procurement Officer Tendering/Procurement from selection of firms local and international for public, restricted and informal tenders Tender processes undertaken in compliance with CTB legislation and donor requirements with reports to Director DoCC Q1 - Q4 Procurement Officer Supervise transparent procurement processes complying with national and international guidelines (solicitation bases, evaluation reports to progress contracting) To obtain quotes for parts, goods and equipment locally and overseas in accordance with the financial requirements of the PFEM Act, Government contracts and Tenders Act To purchase parts/goods locally and overseas on accordance with the financial requirements of the PFEM Act, Government Contracts and Tenders Act Manage timely and efficient delivery of goods to be procured and of services, overseeing delivery of goods and services to project sites or implementing agencies Total Budget Procurement processes undertaken in compliance with legislation and donor requirements with reports to Director - Q1 - Q4 Procurement Officer Copies of quotation is attached to Assessment Forms, submitted signing by Director DoCC Q1 - Q4 Procurement Officer Monthly Report to Director.
- Q1 - Q4 Procurement Officer Goods and services delivered with reports to SO Finance and Director DoCC Q1 - Q4 Procurement Officer - 28 Department of Climate Change Business Plan 2020 Produced by The Department of Climate Change, Government of Vanuatu The Department of Climate Change Ministry of Climate Change and Natural Disasters Government of Vanuatu PMB VA0059 , Lini Highway, Nambatu Area, Port Vila Telephone: +678 22160 Email: docc@vanuatu.gov.vu Website: www.nab.vu © Department of Climate Change (DoCC) 2020