Consultancy Terms of Reference for Identification of Relevant Planning Instruments Through Which Upscaling of Ecosystem-Based Adaptation Solutions and Economic Case Studies Will Be Embedded

1. Background

The Greater Virunga Transboundary Collaboration (GVTC) is a regional organisation established to foster transboundary cooperation among the Democratic Republic of Congo, Rwanda, and Uganda for the conservation of biodiversity and sustainable development in the Greater Virunga Landscape (GVL). GVTC coordinates efforts to protect endangered species, combat wildlife crime, and promote ecosystem health through collaborative frameworks. GVTC operates under a treaty signed by the three partner states and collaborates closely with protected area authorities, conservation NGOs, and development partners. Its mandate includes policy harmonisation, joint planning, and facilitating information exchange among stakeholders. Additionally, it works with national governments, protected area authorities, and partners to promote regional dialogue and joint conservation strategies in the Greater Virunga Landscape (GVL).

In partnership with the UNEP, GVTC is implementing the Vanishing Treasures (VT) project, which aims to ensure climate-resilient mountain ecosystems that support resilient livelihoods and the conservation of mountain flagship species. During its first phase, through the International Gorilla Conservation Programme (IGCP), climate-smart conservation and ecosystem-based adaptation solutions were tested in two pilot sites in Uganda surrounding Bwindi Impenetrable Forest National Park and Mgahinga Gorilla National Park. Communities benefitted from the construction of rainwater harvesting tanks and domestic energy-efficient cookstoves, training in climate-smart agricultural practices and Participatory Integrated Planning approaches, and improved water resource management techniques. In Phase 2, VT focuses on scaling up interventions and integrating the solutions tested in Phase 1 into relevant planning instruments, including policies, strategies, and plans, at both national and subnational levels within GVL countries to secure long-term climate resilience in these mountain ecosystems.

Under Phase 1, a Targeted Scenario Analysis (TSA) was conducted to assess the economic benefits of climate-smart agricultural practices, linking policy objectives with economic analysis to guide sustainable sector development. Key TSA recommendations include: (i) strengthening agricultural extension and management services to enhance productivity and climate resilience; (ii) building local government capacity for policy design and implementation using participatory approaches; and (iii) developing district framework climate investment and performance management plans to access national adaptation and international mitigation finance for climate-smart agriculture.

However, several sector policies and plans are inadequately aligned or coordinated at the national level, which hampers operational implementation at district level. Dominant farming systems are highly susceptible to future climate risks. Therefore, fundamental shifts towards low/no-input practices and enhanced agro-ecosystem management can deliver substantial productivity gains while reducing soil erosion and flooding.

This consultancy will identify the specific planning instruments—policy, legal, regulatory, strategy, plan, guideline, and budget frameworks—that can embed the upscaling of available solutions and economic case studies from Phase 1 across Rwanda and Uganda. The work will be undertaken collaboratively with key political stakeholders and will conclude with a stakeholder validation workshop and a final report containing an actionable roadmap.

2. Purpose and Objectives

Overall purpose: Identify and prioritise relevant planning instruments at national, subnational, and sectoral levels that can embed and enable the upscaling of tested VT Phase 1 solutions from the economic case studies across the GVL.

 Specific Objectives:

• Map and analyse existing planning instruments, including policies, strategies, plans, laws, regulations, standards, frameworks, and budgeting tools across sectors such as agriculture, environment, climate change, forestry, water, disaster risk management, land use/planning, wildlife, protected areas, tourism, and local governance in Rwanda and Uganda.
• Map the relevant stakeholders for national and regional conservation planning
• Identify institutional mandates and coordination mechanisms relevant to integrating climate adaptation/mitigation, ecosystem management, and biodiversity conservation into sector development policies and plans.
• Pinpoint entry points in planning cycles (e.g., policy revision windows, budget processes, district development planning, sector working groups for embedding upscaled solutions.
• Develop a practical action plan for integrating the solutions into priority tools, with an implementation and financing strategy.

3. Scope of Work

• Countries: Rwanda and Uganda
• Sectors: agriculture, environment and climate change, forestry, water resources, land use and spatial planning, disaster risk reduction, wildlife and protected areas, tourism, and local governance and finance.
• Levels: National, subnational (provincial/district), and transboundary/regional mechanisms relevant to GVL coordination.
• Conduct a swift desk review of VT Phase 1 outputs (solutions, economic case studies, TSA report) implemented by the International Gorilla Conservation Programme and relevant national/regional documents.
• Prepare an inception report detailing the methodology, work plan, stakeholder mapping approach, and a preliminary list of planning instruments to assess.
  Identify and categorise key institutions such as ministries, agencies, protected area authorities, local governments, sector working groups, development partners, the private sector, farmer organisations, and civil society organisations to involve in both national and regional conservation planning.
• Conduct key informant interviews (KIIs) and focus group discussions (FGDs) as necessary.
• Compile an inventory of relevant instruments (policy, law, regulation, strategy, plan, guideline, budget/MTEF, investment frameworks), noting their status (draft or adopted), revision cycles, custodians, and alignment with TSA recommendations.
• Analyse institutional mandates and coordination mechanisms; identify gaps and overlaps hindering district-level implementation.
• Determine concrete entry points for integrating upscaled solutions, including climate-smart agriculture and ecosystem-based adaptation/mitigation measures.
• Prioritise instruments with the highest feasibility and impact for embedding solutions.
• Draft an action plan on embedding VT solutions into identified planning instruments with timelines and responsibilities, engaging stakeholders on
  Facilitate a regional stakeholder workshop to present findings and draft an action plan; gather feedback and prepare a final report.
• Provide a workshop report (agenda, participants, key messages, agreed actions).

4. Deliverables

5. Timeline

Indicative duration: from 20^th January to 15^th March 2026.

6. Consultant Qualifications
7. Advanced degree in public policy, environmental management, climate change, natural resources management, agricultural economics, or a related field.
8. At least 7–10 years of demonstrated experience in policy analysis, planning instruments, and mainstreaming climate/biodiversity into sector plans.
9. Experience working with government institutions in Rwanda and/or Uganda
10. Familiarity with transboundary conservation and protected area governance.
11. Proven facilitation skills for multi-stakeholder processes and policy dialogues; experience producing policy briefs and upscaling roadmaps.
12. Strong understanding of climate finance mechanisms (national adaptation funds, international mitigation finance), agricultural extension systems, and district planning processes.
13. Excellent analytical, writing, and communication skills in English; French proficiency is an asset for DRC engagement.
14. Management, Reporting, and Coordination

GVTC will contract the consultant and will work closely with UNEP’s Vanishing Treasures project team. A designated GVTC focal point will provide overall guidance and facilitate access to stakeholders and documents. The consultant will submit deliverables to GVTC for review, with UNEP and relevant national authorities providing technical input. Progress meetings will be held at agreed intervals.

7. Ethics, Safeguards, and Data Management
8. Ensure informed consent and confidentiality in all interviews and consultations.
9. Adhere to GVTC/UNEP safeguarding policies and applicable national regulations.
10. Use credible, up-to-date sources and provide proper citations in analytical outputs.
11. Store and handle data securely; share only aggregated/appropriate information in reports.
12. Risks and Mitigation Measures
13. Access to current policy documents may be limited: Mitigation—work through GVTC/government focal points; use official repositories; schedule early requests.
14. Coordination challenges across countries/sectors: Mitigation—clear engagement plan; regular check-ins; leverage existing sector working groups.
15. Political or scheduling constraints for workshops: Mitigation—early planning; hybrid participation options; high-level invitations.
16. Language barriers and cross-border dynamics: Mitigation—bilingual materials (English/French) and local facilitation support.
17. Budget and Payment Schedule

• Payment 1 (30%) Upon approval of Inception Report.
• Payment 2 (70%) Upon approval of all deliverables

10. Evaluation and Selection Criteria

• Relevant experience and qualifications (30%).
• Quality and feasibility of methodology/work plan (30%).
• Understanding of regional policy context and TSA integration (20%).
• Financial competitiveness and value for money (20%).

11. Proposal Submission Requirements

Interested consultants are invited to submit proposals, including:

• Technical proposal outlining understanding of the assignment, methodology, and work plan.
• Financial proposal with detailed cost breakdown, including fees for facilitating validation workshop.
• Curriculum Vitae (CV), demonstrating relevant qualifications and experience.
• Evidence of similar assignments completed in the past (references or sample reports).

Submission Deadline: January 12^th, 2026
Proposals should be submitted electronically to: es@greatervirunga.org with a copy to rkabeya@greatervirunga.org