PCBs Inception Report-February 2011
Ministry of Environment / “Implementation of Phase I of a comprehensive Poly Chlorinated Biphenyls (PCBs) management system in the Hashemite Kingdom of Jordan”
Inception Report
February, 2011
BASIC PROJECT INFORMATION
Project Title: / Implementation of Phase I of a comprehensive Poly Chlorinated Biphenyls (PCBs) management system in the Hashemite Kingdom of JordanProject Number: / 00077155
Funding Agency: / Global Environment Facility (GEF), United Nations Development Programme (UNDP), Government of Jordan, Privet Sector in Jordan
Executing Agency: / Ministry of Environment
Project Starting Date: / 1 January, 2011
Duration of the Project: / 3 years
Project Budget: / (US$)1,150,000
PREFACE
This document is the Inception Report for theImplementation of Phase I of a comprehensive Poly Chlorinated Biphenyls (PCBs) management system in the Hashemite Kingdom of Jordan which has been started on the 1stof January2011. The project inception workshop was held on 22 February, 2011and was attended by about 60 participants from the related governmental, non-governmental institutions and private sector.
This report shows the updated project management structure and project activities, in addition to three years workplan.
Listofabbreviations
ASEZA / Aqaba Special Economic Zone AuthorityAWP / Annual Work Plan
BAT / Best Available Technology
BEP / Best Environmental Practices
CEGCO / Central Electricity Generating Company
EDCO / Electricity DistributionCompany
ERC / Electricity Regulatory Commission
ESM / Environmentally Sound Management System
GEF / Global Environment Facility
GEF OFP / Global Environment Facility Operation Focal Point
GHG / Green House Gases
HSWMD / Hazardous Substances and Waste Management Directorate
IDECO / Irbid District Electricity Company
IP / Implementation Plan
JEPCO / JordanianElectric Power Company
MEMR / Ministry of Energy & Mineral Resources
MoEnv / Ministry of Environment
MoH / Ministry of Health
MoPIC / Ministry of Planning and International Cooperation
NEPCO / National Electric Power Company
Nex / National Execution
NGO / Non- Governmental organization
NIP / National Implementation Plan
NPD / National Project Director
NPM / National Project Manager
PA / Project Assistant
PAC / Project Advisory Committee
PB / Project Board
PCBs / Poly Chlorinated Biphenyl's
PMC / Project Management Committee
PO / Project officer
POPs / Persistent Organic Pollutants
QPR / Quarterly Progress Report
RCU / Regional Coordination Unit
RFP / Request for Proposal
RSS / Royal Scientific Society
TOR / Terms of Reference
UNDP CO / United Nations Development Program Country Office
UNEP / United Nations Environment program
TABLE OF CONTENTS
BASIC PROJECT INFORMATION
PREFACE
List of abbreviations
TABLE OF CONTENTS
1.BACKGROUND AND PROJECT CONTEXT
2.PROJECT OBJECTIVES and components
3.INSTITUTIONAL FRAMEWORK AND PROJECT IMPLEMENTATION
4.PROJECT ACTIVITIES
4.1Component 1: Regulatory and administrative strengthening for PCB management.
4.2 Component 2:Improving PCB inventory and technical capacity for Environmentally ly Sound Management System (ESM) of PCB equipment and materials
4.3 Component 3:Demonstration projects for testing ESM system and disposal of PCB containing equipment
4.4Component 4: Monitoring, learning, adaptive feedback, outreach and evaluation
5.PROJECT DETAILED WORK PLAN
6.PROJECT DETAILED BUDGET
7. RISK MANAGEMENT PLAN: (Indicators ma t3’ayaro) please check all word and the whole document
8. PROJECT MONITORING AND EVALUATION
9.PROGRESS ON PROJECT START-UP ACTIVITIES
ANNEXES
Terms of Reference- Project Board (PB)
Terms of Reference- Project Advisory Committee (PAC)
Terms of Reference- National Project Manager (NPM)
Terms of Reference - National Project Officer (NPO)
Terms of Reference - National Project Assistant (NPA)
Structure of technical teams
Inception workshop Agenda
List of Participants
1
PCBs Inception Report-February 2011
1.BACKGROUND AND PROJECT CONTEXT
Jordan has ratified the Stockholm Convention on Persistent Organic Pollutants (POPs) in 2004 and the Ministry of Environment (MoEnv) became the national focal point for POPs issues. Jordan started its efforts under the Stockholm Convention in2003through implementing a project to developthe National Implementation Plan (NIP) supported by the Global Environment Facility (GEF) and with the United Nations Development program (UNDP) to build the national capacities in POPs issues and to develop the NIP.
The NIP was developed and disseminated all over the stakeholders in 2006, which was including related activities for Poly Chlorinated Biphenyl's (PCBs). The PCBs inventory, which was developed in 2004, was not detailed enough and the combined survey was not comprehensive enough to cover all transformers and equipments in Jordan that may be contain (PCBs).
The NIP included special activatesactivitiesrelated to (PCBs) (1) equipment inventory to upgrade the previous inventory,(2) PCBs sampling,(3) test equipment, (4) label the PCBs containing equipments and (5) disposal of PCBs oil contained in equipment. The MoEnv was searching for a comprehensive project to deal with PCBs according to NIP and in the same time to adopt processes for international Best Available Technology (BAT) and Best Environmental Practices (BEP).
Ministry of Environment with the United Nations Development Program has developed a project document for (“Implementation of Phase I of a comprehensive Poly Chlorinated Biphenyls (PCBs) management system in the Hashemite Kingdom of Jordan) “which is funded by the Global Environment Facility[MA1].
There are substantial gaps on the way to install the well founded and operational system for safe PCB handling in the Hashemite Kingdom of Jordan. The main barrier in changing the situation to be aligned with existing international standards is the limited national capacity, lack of qualified technical advice on the modern approaches which would be essential at the first stages aimed at safe PCB management in the country and no adequate control measures, low awareness level on PCB associated risks and limited national resources
The project will provide Jordan with the tool to achieve effective compliance with respect it’s convention obligations and the objective of substantively minimizing the environmental and health risks, both local and global. It has been developed to specifically address the principle barriers identified during project preparation through (1) component one: regulatory and administrative strengthening for PCBs management, (2) component two: improving PCBs inventory and technical capacity for Environmentally Sound management (ESM) of PCB equipment and materials, (3) Component three; Demonstration projects for testing ESM system and disposal of PCB containing equipment, (4) Component four; learning, adaptive feedback, outreach and evalution.
2.PROJECT OBJECTIVES and components
The project will provide necessary tools and increase technical capacity for Jordan sectors deal with PCBs to meet the requirements with respect to the Stockholm Convention with the overall objective of safeguarding the environment and health from PCB impacts at the national and global levels. A comprehensive system for environmentally sound management (ESM) and disposal of PCB materials will be take place, including up-to-date and functional PCB regulatory standards aligned with internationally recommended standers. The system will allow the required capacity building at the national level with a demonstration element targeting PCB material disposal abroad. The demo disposal component envisaged in the project will further re-enforce the awareness raising effect to ensure that industrial sector is fully aware of the Government requirements and approaches for safe PCB management through its final disposal.
Project Components: The inception workshop emphasize the adjustedfour main project components:
Component 1:Regulatory and administrative strengthening for PCB management.
This component aims to review the relevant laws and regulatory measures for effective control of PCB handling in Jordan and to list the following main points: hazardous waste classification, equipment registration, labeling and status reporting of PCBs. Through establish legal team to reviewingthe all regulations on PCBs and to developing national guidelines describes Best Available Technology ( BAT) Best Environmental Practices (BEP) for PCBs handling and management according to Environmental Sound Management (ESMMS) system, also registration system for the testeding equipment supported with computerize central database will beprovidedimplemented. Thequality training and information dissemination workshops will improve better awareness level on the regulatory system, guidelines and its requirements.
Component 2: Improving PCB inventory and technical capacity for Environmentally Sound Management (ESM) of PCB equipment and materials.
Importantly, this component is addressing will address the barriers associated with the incomplete knowledge on the PCB inventory in Jordan through stimulating expanded sampling and testing of oil equipment oil. It will be aligned with removing limitations identified in the PCB analytical capacity sector, and specifically in the field, at the electric equipment owners.
The component will further help in establishing a functional PCB equipment database. Further, it will develop ESM system for the direct application by enterprises with specialized trainings in the proper handling of PCB equipment.
The in-house capacity of the private/public sector companies will be improved to prepare them to manage PCB equipment safely and minimize PCB releases, human exposure and equipment cross-contamination.
Finally, it will address the highly recommended needs for infrastructure upgrade to have proper interim storages, which will serve the project needs and in the same time face the Mministry of Eenvironment (MoEnv) obligation in used oil management roles within its timeframe and beyond prior to final PCB disposal abroad.
Existing storage capacities were assessed to fit all shortall of the requirement for safety and environmentally sound design.
Component 3: Demonstration projects for testing ESM system and disposal of PCB containing equipment.
This element has been designed to test the feasibility and reliability of all the previously described project components performing together in a holistic PCB management system for meeting practical suitability of the project’s approach. The component will help dispose of around 40 tons priority PCB equipment and 100 tons of PCB contaminated materials through disposal in licensed disposal facilities abroad. This component also will also provide the specific training for PCBs management, handling, transportation, oil replacement, classification, sampling and testing… etc.
Component 4: Monitoring, learning, adaptive feedback, outreach and evaluation
The MoEnv will make periodic inspections to monitor and evaluate the private and governmental companies who are implementing the ESM system of PCBs handling and management. This is to To make the project more effectiveness at the national level.MoEnv will make periodic inspections to monitor the privet and governmental companies committed with the ESM of PCBs handling and management.
2.1 Immediate Objectives:
The immediate objectives of the project as mentioned in the inception workshop were:
1.Start establishing the legal committee at the national level from governmental and private sector.
- Start developing the terms of Reference (TOR) for the local and international experts.
- Establish and Nominal nominate members of the Project Advisory Committee (PAC) member from Private and governmental sectors Jordan Chamber of Industry.
- Increase the PCBs analyzing rooms to be six rooms as the following:
- Central monitoring and evaluation room in the MoEnv.
- Analyzing room in Irbid District Electricity Company ( IDECO) storage area.
- Analyzing room in Jordanian Electric Power Company (JEPCO) storage area.
- Analyzing room in Aqaba Special Economic Zone Authority (ASEZA)– Bin Hayan Laboratory.
- Additional Analyzing room in Electricity Distribution Company (EDCO) storage area
- Additional Analyzing room in National Electric Power Company (NEPCO) laboratory.
3.INSTITUTIONAL FRAMEWORK AND PROJECT IMPLEMENTATION
The project is nationally executed by MoEnv. The MoOEnv is responsible for the overall management of the project, primarily with regard to the achievement of the objectives, outputs , and outcomes impactand objectives.The Hazardous Substances and Waste Management Directorate (HSWMD) will takesupervise the overall implementation of the project project implementation to achieve MoEnv objectives on handling, management, testing, labeling, better monitoringand disposal of the PCBs equipmentand materials according to Stockholm and Basel convention obligations.
Project management arrangement:
The project will be financially executed following established UNDP national execution (NEX) procedures. The NEX Advances [MA2]modality was intended to be used according to the project Document, However, it changed to direct payment after discussing this issue with financial department in both UNDP and the MoEnv will be applied which will entail using the MoEnv financial systems.
A Project Board (PB) will be established by the IP to provide strategic, long-term guidance for the project and provide consultations whenever needed. The PB will make recommendations on issues such as the prioritization of project activities, shifts in strategic direction when required and also help to secure project partnerships with other relevant institutions. The PB will meet twice a year and include a high official representative from MoEnv (Chair), UNDP and the GEF Operational Focal Point, and the Jordanian Ministry of Planning and International Cooperation (MOPIC).
National Project Manager (NPM) will be selected from the Hazardous Substances and Waste Management Directorate (HSWMD). (Hazardous Substances and Waste Management Directorate. The NPM is MoEnv staff as fully dedicated personal for this project; this would be considered as part of the Ministry’s in-kind contribution. The NPM will be responsible for high level arrangement and to keep the project goals in the right track with the HSWMD goals. He has the authority to run the project on a day to-day basis under the guidance of the Director of the Hazardous Substances and Waste Management Directorate. The Project Manager’s prime responsibility is to ensure that the project produces the results specified in the project document, to the required standard of quality and within the specified constraints of time and cost. NPM TOR is attached in Annex III
, whowill be is accountable on a daily basis to the Director of the HSWMD azardous Substances and Waste Management Directorate, while the Project will hire a full time National Project Officer, (NPO) and National Project Assistant (NPA). The annual workplan (AWP) of this project will be integrated into the AWP of the directorate to ensure coordination and sustainability. The NPM will be responsible ilityonfor the successful implementation of project activities and the achievement of planned project outputs under the daily guidance of the Director of the Directorate. She/he will work closely with the NPO and NPA ProjectAssistant, and will report to the Project Board (PB) and to the UNDP Country Office (UNDP CO). NPO and NPA The Administrative and Financial Assistant will provide assistance to the NPM andthe project staff. NPA She/he is responsible for all administrative (contractual, organizational and logistical)and accounting (disbursements, record-keeping, cash management) matters related to the project. TOR for PA is attached in Annex VI.
The Project officer (PO) will be responsible for all outdoor activities he will supervise field technical teams and check on their work. TOR for PO is attached in Annex V
The IP will establish the Project Advisory Committee (PAC) which includes representatives from MoEnv (chair) and all relevant institutions, industries, eclectic companies. PAC is to oversee the implementation of the project.The (PAC) will provide overall guidance and direction to the project implementation, in accordance withthe project document and annual work plan, overseeing the project’s technical progress and providingrecommendations for its improvement, where necessary, reviewing Project Monitoring and EvaluationPlan that will assess the project success, ensuring coordination of project activities with related nationaland donor-funded initiatives, advocating to the project outcomes, outputs and activities. Each PAC member will be the focal point for the project in his institution to follow up the technical teams. The PAC willmeet once every four months or less upon necessity meet on quarterly basis andinclude representatives from MoEnv (chair) and all relevant institutions, industries, eclectic companies. TOR for PAC is attached in Annex I
UNDP CO will play the role of Senior Supplier—being a GEF Implementing Agency represented in thecountry. Project assurance will be ensured by Global Environment Facility Operation Focal Point (GEF OFP), UNDP CO together with the UNDP GEF Regional Coordination Unit(RCU).Project Board (PB) is responsible for making management decisions for a project in particular when guidance is required by the Project Manager. The Project Board plays a critical role in project monitoring and evaluations by quality assuring these processes and products, and using evaluations for performance improvement, accountability and learning. It ensures that required resources are committed and arbitrates on any conflicts within the project or negotiates a solution to any problems with external bodies. In addition, it approves the appointment and responsibilities of the Project Manager and any delegation of its Project Assurance responsibilities. Based on the approved Annual Work Plan, the Project Board can also consider and approve the quarterly plans (if applicable) and also approve any essential deviations from the original plans. In order to ensure UNDP’s ultimate accountability for the project results, Project Board decisions will be made in accordance to standards that shall ensure management for development results, best value money, fairness, integrity, transparency and effective international competition. In case consensus cannot be reached within the Board, the final decision shall rest with the UNDP Project Manager.
The PB consists of the following members:
- The Secretary General of Ministry of Environment (MoEnv) - Chair
- The Secretary General of Ministry of Planning and International Cooperation / GEF Operational Focal Point (MoPIC)
- United Nation Development Programme UNDP Country Office Director
- National Project Manager (NPM)/ acting as the PB secretariat
The PB will monitor the project’s implementation, provide guidance and advice, and facilitate communication, cooperation, and coordination among stakeholders and other project partners. At theinitial stage of project implementation, the PB may, if deemed advantageous, wish to meet morefrequently to build common understanding and to ensure that the project is initiated properly. Furtherdetails on the PB are provided in the monitoring and evaluation section of the document. TOR for PB is attached in Annex I