Mal-WASNAN-Project-Document-2006-2010

Water and Sanitation Project
in
Monkey Bay Health Zone, Mangochi District, Malawi
Project Description Document
November 2006
The Icelandic International
Development Agency (ICEIDA)
The Government of the
Republic of Malawi

Table of Contents
ACRONYMS ................................................................................................................................................ 3
PROJECT SUMMARY SHEET................................................................................................................. 6
FOREWORD ................................................................................................................................................ 9
1. INTRODUCTION ........................................................................................................................... 11
1.1 Socio Economic Situation in Malawi.................................................................................... 11
1.2 Population ............................................................................................................................ 11
1.3 Description of Current Situation of the Water and Sanitation Sector .................................. 12
1.4 The Government Policy and Strategy in the Water and Sanitation Sector ........................... 12
1.5 Previous and Ongoing Aid to the Sector............................................................................... 13
1.6 Institutional Framework for Development Efforts in the Sector........................................... 13
2. PROJECT BACKGROUND AND JUSTIFICATION................................................................. 15
2.1 Problem to be Addressed...................................................................................................... 15
2.2 Expected end of Project Situation......................................................................................... 15
2.3 Target Group ........................................................................................................................ 16
2.4 Project Site ........................................................................................................................... 16
2.5 Roles and Functions of the Water, Environment and Sanitation Taskforce (WEST)............ 17
2.6 Cross Cutting Issues for Special Consideration ................................................................... 19
3. DEVELOPMENT OBJECTIVE .................................................................................................... 19
4. SPECIFIC OBJECTIVES .............................................................................................................. 19
5. MAIN OUTPUTS ............................................................................................................................ 20
6. THE PROJECT STRATEGY ........................................................................................................ 20
7. ACTIVITIES.................................................................................................................................... 22
8. MAIN INPUTS................................................................................................................................. 24
9. ASSUMPTIONS .............................................................................................................................. 26
10. RISKS AND CONSTRAINTS........................................................................................................ 26
11. ORGANISATION, ADMINISTRATION AND MONITORING OF THE PROJECT ............ 26
12. INDICATORS AND MEANS OF VERIFICATION.................................................................... 29
13. MONITORING, REPORTING AND EVALUATION ................................................................ 30
14. SKELETON BUDGET.................................................................................................................... 32
15. DISBURSEMENT OF FUNDS, ACCOUNTING AND AUDITING .......................................... 33
16. PROJECT IMPLEMENTATION PLAN...................................................................................... 33
17. REFERENCES ................................................................................................................................ 34
Annex 18.1 Logical Framework Matrix (LFWM) for the Project .................................................. 35
Annex 18.2 Numbers of Boreholes and Latrines in the Monkey Bay Health Zone ........................ 37
Annex 18.3 Terms of Reference for the ICEIDA Project Advisor .................................................. 38
Annex 18.4 Draft Project Agreement with Communities. .............................................................. 40
Annex 18.5 Project Implementation Plan ...................................................................................... 42
Annex 18.6 Organogram/organisational Chart ............................................................................. 47
Annex 18.7 ICEIDA’s Implementation Unit................................................................................... 48
Annex 18.8 Project Reporting Structure ........................................................................................ 49
Annex 18.9 Terms of Reference for the Project Steering Committee (PSC) .................................. 50
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Annex 18.10 Terms of Reference for the Project Supervisory Board (PSB) .................................... 51
Annex 18.11 Terms of Reference for the ICEIDA Project Co-ordinator ......................................... 52
FIGURE 1 MAP OF THE PROJECT AREA .......................................................................................................... 16
FIGURE 2 ORGANISATIONAL HIERARCHY FOR PROJECT IMPLEMENTATION ................................................... 27
Front cover photo of community based maintenance by Jo Tore Berg.
2

Acronyms
AEHO
AHSA
AIDS
BOQ
CBM
CBO
CDA
DA
DANIDA
DEC
DEHO
DEO
DHO
DPD
DWC
EMRWSS
EU
GDP
GOM
HIV
HSA
ICEIDA
JICA
Assistant Environmental Health Officer
Acting Hospital Service Administrator
Acquired Immunodeficiency Syndrome
Bill of Quantities
Community Based Management
Community Based Organisation
Community Development Assistant
District Assembly
Danish International Development Agency
District Executive Committee
District Environmental Health Officer
District Environmental Officer
District Health Officer
District Director of Planning and Development
District Water Coordinator
East Mangochi Rural Water Supply and Sanitation Programme
European Union
Gross Domestic Product
Government of Malawi
Human Immunodeficiency Virus
Health Surveillance Assistant
Icelandic International Development Agency
Japanese International Cooperation Agency
3

KFW
KGP
LFWM
MASAF
MEGS
MGDS
MIS
MPRS
MOH
M & E
M & R
M S M E
PASU
PCM
PHAST
PIM
PIU
PM
PPM
SWAP
TA
TBA
TMT
UNDP
VCT
Kredit fuer Wiederaufbau
Kalembo Groundwater Project
Logical Framework Matrix
Malawi Social Action Fund
Malawi Economic Growth Strategy
Malawi Growth and Development Strategy
Management Information System
Malawi Poverty Reduction Strategy
Ministry of Health
Monitoring and Evaluation
Monitoring and Reporting
Micro, Small and Medium Scale Enterprises
Project Advisory Service Unit
Project Cycle Management
Participatory Hygiene and Sanitation Transformation
Participatory Impact Monitoring
Project Implementation Unit
Project Manager
Project Planning Matrix
Sector Wide Approach
Traditional Authority
Traditional Birth Attendant
Technical Management Team
United Nations Development Programme
Voluntary Counselling and Testing
4

WES
WEST
VHWC
WHO
WMA
Water and Environmental Sanitation
Water Environment and Sanitation Task Force
Village Health and Water Committee
World Health Organisation
Water Monitoring Assistant
5

Project Summary Sheet
Country:
Sector:
Project Title:
Malawi
Water and Sanitation
Water and Sanitation Project
Monkey Bay Health Zone
Estimated Duration: 2006 to 31.12.2010
Estimated Total Cost: US$ 3 275 500
ICEIDA Contribution: US$ 2 729 500
Government of Malawi Contribution: US$ 546 000
Development Objective:
The overall objective of the Project is to assist the Malawi Government in its efforts to
achieve the Millennium Development Goals, (herein referred to as MDGs), and its
national development goal of economic growth as laid down in the Malawi Growth and
Development Strategy, (herein referred to as MGDS), in order to ensure that water
resources are well protected and managed as well as reducing water and sanitation related
diseases in the Monkey Bay Health Zone. This project is expected to contribute to
improved health standards and an increase in the quality of life of the most vulnerable
part of the population.
Specific Objectives:
1. Increasing the number of functioning boreholes in the Monkey Bay Health Zone;
2. Building capacity among staff at district level on Water and Sanitation and the
communities on Community Maintenance of boreholes and pumps by offering
training;
3. Increasing knowledge and information about hygiene and sanitation among the
target group;
4. Increasing numbers of shallow wells in the target area and improving shallow
well protection;
5. Putting to good use two natural springs in Mvunguti Village before the end of
2007, and to build up well functioning Community Based Management system
there;
6. Improving the Community Based Management of the various water resources by
offering training courses for the target group;
7. Promoting networking and a functional coordination, monitoring and reporting
system between stakeholders.
Expected Outputs:
In order to achieve the specific objectives the project will have to deliver the following
results:
1. Up to 100 new boreholes drilled and functional, 50 boreholes repaired and civil
works on or around those areas done according to national standards by end of
2010.
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2. Adequate and properly trained water point committees established and, qualified
to maintain boreholes and pumps (committees capable of Community Based
Maintenance and repair work).
3. Adequate and properly trained committees on hygiene and sanitation that can
train and sensitize the target group.
4. Up to 300 shallow wells protected at household level on a self help basis.
5. Two natural springs protected and improved for supply of safe drinking water on
a community participatory basis.
6. Trained committees and leaders in Community Based Management.
7. A functioning system put in place regarding, “Planning, coordination, monitoring
information sharing and reporting system” between stakeholders through DEC
and District Assembly.
The Malawi Government commits itself to:
1. Provide a number of professional extension staff (CDA, HSA, WMA) in the
project area, and shall ensure timely execution of the project’s activities;
2. Pay salaries of all Government staff on the project;
3. Make necessary provisions and allocations in the Annual Budgets (Public
Investment Plan) from 2007/08 to 2010 for paying allowances and other expenses
for staff from the Ministry of Irrigation and Water Development for supervision
of the Project activities in accordance with Malawi Government Rules and
Regulations;
4. Ensure regular and appropriate supervision of extension staff from the Mangochi
District Office;
5. Designate a Government Officer at district level in Mangochi (Director of
Planning or any other appropriate officer) who shall work in close collaboration
with the ICEIDA’s Project Manager;
6. Ensure that at the end of the Project Government will make efforts to employ
additional extension staff who were under the Project but on ICEIDA’s payroll.
ICEIDA commits itself to:
1. Provide technical and financial assistance to the Malawi Government as detailed
in the Project Description Document;
All fees, salaries and operational costs for the Project Advisor/Project Manager
and ICEIDA’s Project - Coordinator shall be paid by ICEIDA in accordance with
ICEIDA’s Rules and Regulations;
2. Procure and fund all relevant utilities (i.e. equipment and materials as well as
vehicles and motor Cycles) that will be used for the implementation of the
Project;
3. Cost and provide consultancies to assist in the project implementation as and
when need arises;
4. Provide funds for construction of boreholes and rehabilitation of older ones;
5. Fund and facilitate training at all levels and other capacity building for
extensional staff and communities during the Project;
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6. Provide support for surveys (boreholes and shallow wells) and other studies found
appropriate to implement the Project’s objectives;
7. Pay necessary allowances and transport costs for local staff to attend scheduled
meetings, events or activities related to the delivery of the project activities, as
well as allowances for representatives from relevant Ministries for Project
meetings. Allowances shall be paid in accordance with ICEIDA’s Rules and
Regulations;
8. Pay salaries of locally hired experts and cover contingency (e.g. transport and
stationary) regarding the Project, as found appropriate;
9. Recruit and pay salaries for additional staff, water and health assistants whose
services needed in order to fulfil the Objectives of the Project.
Expected contribution by local communities:
1. Provision of locally available materials and labour (e.g. construction of water and
sanitation facilities);
2. Organisation in the villages/sites and participation in finding places for boreholes;
3. Organising of Water Point Committees for implementation of the Project;
4. Carrying out local organisational tasks such as collection and delivery of local
construction materials (e.g. sand, stone, water);
5. Providing safe place(s) for storage of construction materials;
6. Reporting regular of the various stages of construction;
7. Assuming ownership and taking full responsibility of management and
maintenance of the water points through the Water Point Committees;
8. Establishing a local fund for maintenance and spare parts of the water and
sanitation infrastructure.
A Borehole Users Project Agreement will be signed between the Project Implementation
Unit and the communities involved in the Project. (See draft agreement in Annex no
18.4)
8

Foreword
This Project Document for the Water and Sanitation Project for Monkey Bay Health
Zone in Mangochi District, Malawi is the outcome of a number of events and the
collaboration of different institutions and persons.
In June 2004, during a visit by an ICEIDA delegation to Monkey Bay Community
Hospital, the Environmental Health Officer put forward an informal proposal for
ICEIDA’s consideration regarding possible support by the agency of the Water and
Sanitation sector as a measure to reduce water and sanitation related diseases. This
matter was discussed among members of the delegation and the ICEIDA staff members
in Malawi. It was then decided that the suggestion be forwarded to the board of ICEIDA
for consideration. Ms Þórdís Sigurðardóttir, ICEIDA Country Director at that time and
Mr Jóhann Pálsson ICEIDA Project Manager in the Fisheries Project, submitted a memo
to the General Director of ICEIDA, Mr Sighvatur Björgvinsson where it was suggested
that a survey should be conducted before ICEIDA made a decision to embark on such a
project.
Between October and December 2004 an appraisal team was organised comprising of
Mr Guðni M. Eiríksson as a Consultant from ICEIDA and Mr Richard Chola, a Senior
Assistant District Environmental Health Officer based in Monkey Bay. The results of the
appraisal were presented to ICEIDA Board of Directors. After careful consideration of
the appraisal report and the recommendations therein the Board agreed to embark on a
project on Water and Sanitation activities in the Monkey Bay Health Zone.
On October 12 th 2005, Dr W.O.D Sangala, the Principal Secretary of the Ministry of
Health and Population affirmed support to the planned project on behalf of his ministry.
In December 2005, Africa-South Project Partners, represented by Mr Z.C.N Zana were
hired as a consultant to formulate this particular Project Document, based on the appraisal
study document of December 2004, field analysis and a two day participatory workshop
with the local partners. The consultancy was commissioned by the ICEIDA Country
Director, Mrs Margrét Einarsdóttir.
The consultant worked closely with the following team:
• Zacharia Solomoni – Assistant Environmental Health Officer Monkey Bay
• Bright Siwale – Health Assistant Monkey Bay
• Richard Chola – Senior Assistant Environmental Health Officer Monkey Bay
• Harry Chipeni – Director of Planning and Development for Mangochi District
• Beatrice Mtotha – Environmental Health Officer Water & Sanitation for
Mangochi District
• Kiswell Phiri –Water Coordinator for Mangochi District
• Chief Nankumba – Traditional Authority
• Pondeponde –Water Officer for Mangochi District
• Phaless Chizule – District Community Development Officer
• Ársæll Kristófer Ársælsson – Project Manager ICEIDA
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• Ragnhildur Rós Indridadóttir – Reproductive Health Adviser ICEIDA
• Lovísa Leifsdóttir – Medical Adviser, ICEIDA
• Annie Kagone – Health Surveillance Assistant
• Getrude Kachepatsinga – Health Surveillance Assistant
• Faniza Kaulembe - Community Development Assistant
• Sylvia Hamadziripi – Moderation Assistant to Consultant
The first skeleton draft was presented to the partners at national level who made
significant contributions to his document. Present at the meeting were the following:
• W. O Sangala - Principal Secretary Ministry of Health – Chairman
• M. Einarsdóttir - Country Director, ICEIDA
• Z C N Zana - Senior Partner Africa-South Project Partners – Consultant
• Á. Kristófer Ársælsson - Project Manager, ICEIDA
• H Masuku - Chief Environmental Health Officer Ministry of Health
• O M Kankhulungo - Ministry of Irrigation & Water Development
• J Kazombo - Ministry of Irrigation & Water Development
• G W Malunga - Principal Secretary Ministry of Irrigation & Water Development
• S Hamadziripi - Moderation Assistant to Consultant
The draft document was revised and elaborated further by Mrs Margrét Einarsdóttir, -
ICEIDA Country Director, Mr. Ársæll Kristófer Ársælsson - ICEIDA Project Manager
for the Fisheries Project and Mr. Boniface N.C. Gondwe, Director in the Ministry of
Irrigation and Water Development. Others that read the document and gave valuable
comments were Ms Þórdís Sigurðardóttir Reykjavík - ICEIDA Deputy Director, Mr.
Kelvin Sentala - Legal Practitioner, Mr. James Mambulu -Water and Environmental
Specialist at CIDA Malawi, Mr. Jo Tore Berg - BA in Anthropology and Intern at
ICEIDA in Malawi and Mrs. Sigfríður Gunnlaugsdóttir - ICEIDA Project Manager for
Social Project in Malawi.
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1. Introduction
1.1 Socio Economic Situation in Malawi
More than 52% of the population of Malawi, which is currently estimated at 12.5 (2005)
million, live under the income poverty line and of these 22.4% live in extreme poverty. 1
In terms of employment, farming is the main activity in the rural areas (81.4%). 2
Although agriculture is the main activity, agricultural sales do not contribute the most
important source of cash income. Generally, rural households spend about 58.7% 3 of
their income on food and there is inadequate income spent on other basic needs and
productive means.
Health indicators have shown that life expectancy in Malawi dropped from 41.8 years in
1970-75 to 39.6 years in 2000-05. 4 The HIV/AIDS epidemic has contributed to the
decreased life expectancy in Malawi. The Infant mortality rate for the under five is
estimated to be 112 deaths per 1000 live births (2003). 5
Due to these poor socio-economic indicators, the new Malawi Growth and Development
Strategy (MGDS) maps improved access to water supply and sanitation out as one of its
key strategies to achieve economic growth. The Project is aimed at achieving this partly
by establishing water supply and sanitation systems using demand driven approaches and
participatory hygiene and sanitation transformation. 6
The Malawi Government, in consultation with its stakeholders, has developed the MGDS
as a single Strategy that consolidates the MPRS (Malawi Poverty Reduction Strategy),
the MEGS (Malawi Economic Growth Strategy), the Health SWAP (Sector Wide
Approach) and various sector strategies. The MGDS has been developed for the next five
years and is linked to the Malawi Millennium Development Goals, where MGDS
assesses economic growth as central to achieving the MDG. The MGDS seeks to achieve
the MDG of access to clean water and sanitation. 7
1.2 Population
It is estimated that 83.6% 8 of the population of Malawi lives in the rural areas whereby
55.9% of the rural population live in poverty. 9 The Southern Region Rural has the
highest proportion of poor households (64.4%) compared to the Northern Region Rural
(56.3%) and Central Region Rural (46.7%). 10 Mangochi district forms part of the
southern region and has a population of approximately 600,000. The ethnic composition
1 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p. 8 and 143.
2 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p 61.
3 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p 69.
4 UNDP. 2005. Human Development Report 2005, p. 253.
5 UNDP. 2005. Human Development Report 2005, p. 253
6 Government of Malawi. 2005. Malawi Growth and Development Strategy. Volume 1, p. 60.
7 Government of Malawi. 2005. Malawi Growth and Development Strategy. Volume 1, p. 5-7.
8 UNDP. 2005. Human Development Report 2005, p. 235
9 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p. 145.
10 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p. 145.
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of Mangochi District is dominated by the Yao and other smaller ethnic groups of Chewa,
Thumbuka, Tonga, Ngoni and Lomwe. The Monkey Bay Health Zone is, however,
dominated by the Chewa.
The target area for the project is the Monkey Bay Peninsula which falls under T.A.
Nankumba, composed of 98 villages with 21,300 households and a population of about
107,000. The majority of the households in the peninsula are smallholders, but fish
businesses form an important part of the economy in the villages closest to the lake.
1.3 Description of Current Situation of the Water and Sanitation Sector
The Integrated Household Survey 2004-2005 showed that only 66.4% of Malawian
households have access to improved water source with lower access in rural (63.9%) than
in urban (85.1%) areas. According to this survey 73.3% of households in the whole of
Mangochi District have access to an improved water source. 11 Many people whose
borehole pumps are non functional simply resort to unsafe drinking water sources like
lakeshore and river waters. There have been a number of cholera outbreaks along the
lakeshore due to unsafe water. This trend culminated in the 2001/02 cholera outbreak
that reported over 33,000 cases and 100 deaths. Cholera cases were normally associated
with the rainy period but in Monkey Bay, cholera cases have been reported even during
the dry season signalling the seriousness of the situation.
The provision of equitable access to potable water supplies and good sanitation facilities
is pivotal to poverty reduction as this has a direct impact on health status of the
population and therefore their productivity. Preventive health care areas are mainly
nutrition, water and sanitation and prevention of common diseases such as malaria.
1.4 The Government Policy and Strategy in the Water and Sanitation Sector
In the MGDS the overall goals of the Government of Malawi are to:
• Ensure that water resources are well protected and managed in order to reduce
manufacturing cost and increase ability to engage in different forms of
manufacturing that require water.
• Reduce water borne diseases. 12
The key strategies in order to achieve these goals are to:
• Empower national authorities to manage water resources using Integrated Water
Resources Management approach and establish good monitoring system.
• Improve the quality of surface and ground water.
• Improve sustainable access to water supply and sanitation so that among others,
every Malawian has access to potable water within a maximum distance of 500m.
• Integrate rural water supply and participatory hygiene and sanitation
transformation. 13
11 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p. 87.
12 Government of Malawi. 2005. Malawi Growth and Development Strategy. Volume 1, p. 60.
12

1.5 Previous and Ongoing Aid to the Sector
The Government of Malawi has put a great deal of effort into improving the quality of
drinking water by providing piped water schemes and borehole pumps throughout the
country. A number of development organisations have been involved in the promotion of
Water and Sanitation in Mangochi District, including MASAF, EU Micro projects, JICA,
KFW through GITEC, DANIDA and World Vision through MICAH Projects. There are
considerable examples of water and sanitation projects within the district, both positive
and negative, that the Malawi Government has learned from and takes into account in the
new Policy paper MGDS where the focus is, among other things, on establishing and
maintaining a register of all actors in the water and sanitation field, and on conducting
research aimed at establishing resource potential and guides. The Government also
focuses on incorporating local governments and communities in planning and
management of water supplies and sanitation. 14
Malawi Social Action Fund, hereinafter referred to as MASAF, financed by the World
Bank, is the most important individual programme working within the water and
sanitation sector in Malawi. MASAF projects are implemented through the District
Assembly in terms of coordination, management of implementation, while the financial
administration is done through a special MASAF implementation unit.
The Government of Malawi and KFW, through GITEC, have been involved in the East
Mangochi Rural Water Supply and Sanitation Programme (EMRWSS) from 1999 to
2006 constructing 943 water points and installing 41,350 sanplats. The preceding
Kalembo Groundwater Project (KGP) from 1995 to 1998 constructed 380 water points
and installed 9,950 sanplats. The boreholes were fitted with AFRIDEV hand pumps.
Through its focus on community participation during all project phases – planning,
implementation and operation, strong emphasis on creating community ownership of the
boreholes, community training in maintenance and the use of the demand driven
approach, the projects have achieved a high percentage of functioning boreholes with
96% of boreholes working in the KGP (2005) and 99 % in EMRWSS (2006). 15
1.6 Institutional Framework for Development Efforts in the Sector
For this Project a bilateral agreement between ICEIDA and the Government of Malawi
will be signed through a Memorandum of Understanding in accordance with the General
Agreement of Forms and Procedures between the Government of the Republic of Iceland
and the Government of the Republic of Malawi. The project will be financed jointly by
ICEIDA and the Government of Malawi. The communities will be responsible for the
supply of local materials, labour and long term maintenance of the facilities.
13 Government of Malawi. 2005. Malawi Growth and Development Strategy. Volume 1, p. 60.
14 Government of Malawi. 2005. Malawi Growth and Development Strategy. Volume 2, p.55.
15 Gitec. 2006. Rural Water Supply and Sanitation Projects 1995-2006, p.1- 9.
13

An Annual Activity Plan for the Project will be prepared along with the Annual Budget
in October of each year in accordance with this Project Description Document and the
skeleton budget. It will be done in a participatory manner by involving all stakeholders
including the District Assembly, as well as district representatives of the Ministry of
Health, Ministry of Irrigation and Water Development, Ministry of Women and Child
Welfare, Local Leaders and ICEIDA.
The responsibility of implementing this Project will lie mainly with the Ministry of
Irrigation and Water Development at district level as that Ministry have been designated
by the government to be responsible for all issues relating to water and sanitation in the
country. It has been noted however that the Ministry of Irrigation and Water
Development has limited resources as far as personnel at district level is concerned, with
only three technical members of staff. Lack of extension workers is also foreseeable. In
order to fulfil the objectives of the Project ICEIDA shall commit itself to recruit and pay
salaries of additional staff i.e. water and health assistants when deemed necessary. As
ICEIDA phases out its support the Government of Malawi undertakes to employ any
additional extension staff employed by ICEIDA for the Project.
The coordination of the different stakeholders shall be the responsibility of the District
Director of Planning and Development (DPD) of the Local Government. This complies
with the decentralisation policy of the Government of Malawi. On the national level the
Water and Environmental Sanitation (WES) Aid Coordination Sub Group is responsible
for coordinating efforts in the sector. The group, of which ICEIDA is a member, holds
regular meetings chaired by the Principal Secretary responsible for Water and Sanitation,
has proven a valuable forum for knowledge exchange, discussions and coordination. A
special task force is currently working on SWAP for the Water and Sanitation sector.
14

2. Project Background and Justification
2.1 Problem to be Addressed.
The Integrated Household Survey 2004-2005 showed that only 66.4% of households have
access to improved water source in Malawi with lower access in rural (63.9%) than in
urban (85.1%) areas. 16 In many villages in Malawi the drinking water source is very
poor, and many are prone to surface water pollution, especially during the rainy season.
The situation is aggravated by low hygiene standards and poor sanitation facilities. This
leads to regular outbreaks of waterborne diseases, e.g. diarrhoea and cholera. It is
generally recognised that access to improved drinking water sources and improved
sanitation is essential to preventing people from getting sick. It is estimated that 73.3% of
households in the whole of Mangochi District have access to an improved water source. 17
Piped water supply is restricted to urban areas in Mangochi (Monkey Bay, Boma and
Namwera). For the people in T/A Nankumba the common sources of water are the lake,
rivers, shallow wells and boreholes.
According to national statistics, approximately 30% of the borehole pumps are not
functioning due to various reasons such as lack of spare parts, vandalism, drying up or
salinity. 18 Many communities are unable to maintain the existing boreholes, dig new
wells or deepen existing ones or upgrade them to improve water quality, due to, limited
financial resources and lack of knowledge on maintenance. The communities have no
option therefore but to rely on contaminated water. In some villages women and children
spend considerable time fetching water from far away sources. In Monkey Bay a number
of cholera outbreaks are reported almost every year.
In Annex 18. 2 shows the number of functioning boreholes and protected shallow wells
as well as the number of pit latrines in the areas of the Monkey Bay health zone.
2.2 Expected End of Project Situation
The focus of the project shall be on improving hygiene among the target group,
increasing the sanitation facilities and providing access to potable water supplies. In that
way the Project is going to have an impact on the health status of the population together
with agricultural and economical productivity. It is envisaged that at the end of the
project period there will be great improvement in sanitation and access to safe drinking
water within a maximum radius of 500m from the inhabitants’ homes in over 20,000
households (90%) in the Monkey Bay Health Zone.
16 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p. 87.
17 National Statistic Office. 2005. Integrated Household Survey 2004-2005, p. 87.
18 Eríksson and Chola. 2004. Improved Access to Safe Drinking Water and Improved Sanitation in the
Monkey Bay Health Zone, p. 7.
15

2.3 Target Group
The target group for this project is the people in the communities of T/A Nankumba area,
known as Monkey Bay Health Zone. The Monkey Bay Health Zone includes four health
care centres as well as the Monkey Bay Community Hospital.
The target communities of this Project will be those rural communities in the project area,
which have inadequate sanitation facilities and insufficient access to safe drinking water,
whether in terms of quantity, quality or distance from home.
2.4 Project Site
The majority of the population live along the lakeshore and they mainly depend on
subsistence farming and fishing. The project area is located within the Nankumba
Peninsula on the western part of the South East Arm (SEA) (Figure 1) which falls under
the jurisdiction of Traditional Authority (TA) Nankumba with Group Village Heads
(GVHs) Mwanyama, Chiwalo, Chamba, Nankumba, Kasankha, Mputa, Zimbayuta,
Kapichi, Chembe, Mwalembe and Matekwe.
The project villages include Sumbi I and Madzedze in GVH Mwanyama and Nkope in
Chiwalo
Figure 1 Map of the Project Area
There are 98 villages with about 22,762 households and a population of approximately
109,245. The project covers 5 health centres namely Nankumba, Malembo, Nkope,
Nankwali and Monkey Bay with the following population distribution:
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Health Centre No. of Villages No. of Households Population
Nankumba 22 5,135 30,059
Malembo 22 4,004 17,653
Nkope 23 4,582 24,045
Nankwali 14 1,315 8,732
Monkey Bay 16 6,426 28,756
TOTAL 97 22,762 109,245
(Source: Z. Solomoni, April 2006)
2.5 Roles and Functions of the Water, Environment and Sanitation
Taskforce (WEST)
The existing Water, Environment and Sanitation Taskforce in Mangochi is comprised of:
the District Director of Planning and Development, the District Water Coordinator, the
Assistant Environmental Health Officer, the District Community Development Officer
and the District Environmental Officer.
The roles and functions of the existing Water, Environment and Sanitation Taskforce
(WEST) for community based Water and Sanitation Projects can be summarized as
follows:
• Promoting community identification of demand driven projects.
• Providing staff members to implement the project (CDA, HAS, Water and Sanitation
people)
• Planning and co-ordination of the activities of the Water and Sanitation Project
Sector.
• Training of Government Field Officers, Village Health and Water Committees,
village communities and artisans on specific issues of water and sanitation.
• Supervision of project implementation and monitoring of the progress.
• Meeting quarterly to discuss progress and make recommendations for improvement. .
The specific tasks of each member of the Taskforce of the Malawian Authorities in
Mangochi are listed in the table below:
17

Institution Title Roles and Functions
District
Assembly
District
Director of
Planning &
Development
(DPD)
• Chairperson of WEST
• Planning and Co-ordination of activities of the Water, Environment and
Sanitation Taskforce
• Providing policy guidelines for the Water and Sanitation activities
• Linking the WATSAN activities to District Assembly and DEC
• Monitoring of progress
Min of
Environmental
Affairs
Community
Development
Min. Of
Health
Min. of
Irrigation and
Water
Development
DEO
District
Environmental
Officer
District
Community
Development
Officer
(DCDO)
District
Assistant
Environmental
Health Officer
(DEHO)
District Water
Coordinator
(DWC)
Water
Monitoring
Assistants
(WMAs)
• Member of WEST.
• Participating in planning workshops.
• Awareness campaign on linkages between water and sanitation project
and environmental issues.
• Environmental Education of communities.
Reporting to DEC.
• Member of WEST.
• Participating in planning workshops.
• Organising communities for self help participation.
• Conducting community needs assessment.
• Conduct awareness campaigns.
• Training of local leaders and committees on leadership and works
organisation.
• Assisting project committees in preparing site specific work schedules.
• Co-ordinating activities of the CDAs.
• Monitoring of progress on sites in terms of gender and self-help
participation.
• Reporting to DEC on a quarterly basis.
• Member of WEST.
• Participating in planning workshops.
• Facilitating community mobilisation and awareness meetings.
• Training HSAs and VHWCs.
• Coordination, Management and Supervision of HSA’s activities.
• Preparing of monthly reports to DHO.
• Monitoring of progress and reporting to WEST and DEC.
• Member of WEST.
• Participating in planning workshops.
• Community awareness and mobilisation.
• Coordination, management and supervision of WMA’s activities.
• Monitoring of borehole pump performance and keeping data.
• CBM Training and Maintenance of borehole pumps.
• Site agents for contractors.
• Reporting to Senior Water Officer at Head Quarters.
• Reporting to DEC.
18

2.6 Cross Cutting Issues for Special Consideration
Water is recorded as one of the basic resources for human beings. Issues of water and
sanitation have a human rights dimension which need special attention. This was
highlighted by the DPD during the strategy formulation workshop in Mangochi.
Gender issues are an integral part of the overall national development agenda in Malawi.
Therefore the overall priority in the MGDS is to mainstream gender in the national
development process to enhance participation of women and men, girls and boys for
sustainable and equitable development.
In the scope of this project it will be necessary to carry out gender analysis with regard to
hygiene, water and sanitation before the project starts in order to integrate the gender
issues into the project management cycle. Other cross-cutting issues will be actively
integrated in the project’s activities including environmental protection as well as
HIV/Aids awareness and prevention.
3. Development Objective
(Project Matrix Annex no.18.1)
The overall development objective of this project is to reduce water and sanitation related
diseases in the Monkey Bay Health Zone. This will contribute to improved health
standards of the population of Mangochi. Therefore, the main purpose of this project
shall be to increase access to sustainable safe drinking water and improve sanitation in
the Monkey Bay Health Zone.
This is in line with the Policy of the Malawian Government as can be seen in the new
policy paper: “Malawi Growth and Development Strategy” which provides that Malawi
remains committed to achieving the Millennium Development Goals (MDGs), one of
which is access to clean water and sanitation. 19 In order to achieve the goals there are
several strategies. One of them is integrated rural water supply and participatory hygiene
and sanitation transformation. 20
4. Specific Objectives
The Contracting Parties, ICEIDA and the Government of Malawi (through the Ministry
of Irrigation and Water Development, the Ministry of Women and Child Welfare and the
Ministry of Health in Mangochi District) agree to work towards achieving the following
specific objectives
Specific Objectives:
19 Government of Malawi. 2005. Malawi Growth and Development Strategy, p. 7.
20 Government of Malawi. 2005. Malawi Growth and Development Strategy, p. 60.
19

1. Increasing the number of functioning boreholes in the Monkey Bay Health Zone;
2. Building capacity among staff at district level on Water and Sanitation and the
communities on Community Maintenance of boreholes and pumps by offering
training;
3. Increasing knowledge and information about hygiene and sanitation among the
target group;
4. Increasing numbers of shallow wells in the target area and improve shallow well
protection;
5. Putting to good use 2 natural springs in Mvunguti Village before the end of 2007,
and to build up well functioning Community Based Management system there;
6. Improving the Community Based Management of various water resources by
offering training courses for the target group;
7. Promoting networking and a functional coordination, monitoring and reporting
system between stakeholders.
5. Main Outputs
The Contracting Parties expect the Project’s inputs and activities to result in:
1. Up to 100 new boreholes drilled and functioning and 50 boreholes repaired and
civil works on or around those areas done according to national standards by end
of 2010
2. Adequate and properly trained water point committees established and qualified
to maintain boreholes and pumps (committees capable of Community Based
Maintenance and repair work).
3. Adequate and properly trained committees on hygiene and sanitation, that can
train and sensitize the target group.
4. Up to 300 shallow wells protected at household level on a self-help basis.
5. Two natural springs protected and improved for supply of safe drinking water on
a community participatory basis.
6. Committees and leaders trained in Community Based Management
7. A functioning system in place regarding, “Planning, coordination, monitoring
information and reporting system” between stakeholders through DEC and
District Assembly.
6. The Project Strategy
The strategy of this project will be to increase the accessibility to safe drinking water and
sanitation and promote better hygiene practices through construction of new boreholes
and rehabilitation of older ones as well as promoting community based management and
conservation principles.
The main emphasis of the project will be on two components:
1. Infrastructure (hardware): Construction of new boreholes and rehabilitation of
older ones.
20

2. Community work and training (software) that will focus on managerial and
maintenance skills, implementation competency, and adoption of technologies.
The project will be implemented in two phases of which the second phase will be
dependent on the success of the first phase. The first phase will take place from 2006 to
2010 and the second phase will be a possible extension to 2015. The first phase will
incorporate:
• Preparation (surveys and sensitisation meetings in the villages).
• Training of extension staff at district level when needed and training of the local
communities.
• Drilling of up to 100 new boreholes and rehabilitation of 50 major boreholes in
the Monkey Bay Health Zone.
The project’s outputs will be achieved through the following steps:
Surveys
Where data is not currently available it will be necessary to carry out the following
surveys:
(i) Hydro-geological survey.
(ii)
(iii)
Baseline survey on existing boreholes that require major repairs.
Baseline survey and gender analysis with regard to hygiene, water and
sanitation.
Training Courses
Extension staff will be provided with training in water and sanitation issues and the
community members and the local leaders will receive the necessary training to enable
them to take responsibility for the pumps, boreholes and sanitation facilities.
Village Meetings
The implementing team shall hold regular village meetings to listen to the views of the
community members and discuss plans, schedules, strategies and progress. The village
meetings might be in form of group meetings, door-to-door household visits, drama
sessions, water point gatherings and any other gatherings that are convenient for the
target groups.
Demonstrations and Training
Demonstration sanitation facilities of latrines, hand-washing devices, refuse pits and
bathrooms shall be built at strategic houses as examples. The demonstration locations
will be democratically selected at village meetings. The demonstration sanitation
facilities will be used for training the local artisans and HSAs.
Construction and Supervision of Sanitation Facilities
Most sanitation facilities shall be constructed by the owners themselves. The supervision
of the construction will be done by the HSAs. In the eventuality that not enough HSAs
are stationed or available in the area, the project will hire local temporary staff with
qualifications to be trained as HSAs, CDAs, WMAs. These will undergo an “on the job
21

training” while working on the project. An arrangement shall be made with the relevant
Ministry to provide them with formal training.
Water Supply Technologies
The best way to supply safe water in a cost effective and sustainable way is a question,
which is still subject to research and debate. Much faith has been placed on the use of
AFRIDEV hand pumps. These were believed to be village level operation and
maintenance pumps, but as yet the pumps have not proven totally suitable.
Even though the AFRIDEV is termed simple technology, it has proved difficult for many
local communities to maintain and repair the pump; something the number of nonfunctioning
boreholes indicates. However, experience from the GITEC operated
Kalembo Groundwater Project (KGP) from 1995 to 1998 with 96 % boreholes working
in 2005 and East Mangochi Rural Water Supply and Sanitation Programme (EMRWSS)
from 1999 to 2006 with 99 % working in 2006 has showed that the AFRIDEV hand
pumps together with a strong emphasis on community participation in all project phases –
planning, implementation and operation, a strong emphasis on creating community
ownership of the boreholes, community training in maintenance and the use of the
demand driven approach to projects, it is possible to achieve a high percentage of
functioning boreholes. 21
This Project proposes to support complementary strategy of promoting alternative water
supply techniques while also supporting the rehabilitation and construction of community
boreholes with AFRIDEV pumps.
In addition to borehole water supply other water supply techniques shall be considered,
i.e:
• Digging new wells and upgrading existing shallow wells
• Protecting natural springs
• Pumping water from the lake and purifying water on a trial pilot basis
7. Activities
(See Project Activity Plan in Annex 18.5)
To achieve the above outputs a number of activities will have to be undertaken. The
activities outlined below were elaborated during the two-day workshop of stakeholders in
Mangochi in December 2005. More detailed activities and sub-activities will be worked
out by the Project’s staff members
1. Drilling and major rehabilitation of boreholes carried out.
1.1 Carrying out a baseline survey on existing boreholes that require major
repairs.
21 Gitec. 2006. Rural Water Supply and Sanitation Projects 1995-2006, p. 1-9.
22

1.2 Carrying out project awareness campaigns and organizing community
participation.
1.3 Preparing repair work specifications including Bill of Quantities (BoQs), cost
estimates and Tender documents.
1.4 Tendering out major repair works
1.5 Supervising contractor works
1.6 Carrying out hydro-geological survey when needed.
1.7 Preparing tender documents and calling for tenders
1.8 Supervising contractors and controlling quality
2. Training on Community Based Maintenance and minor repair works on defunct
borehole pumps.
2.1 Collecting baseline data on current boreholes.
2.2 Carrying out training on community based management
2.3 Assisting the community in organizing fund for repairs of pumps.
2.4 Training local pump minders and VHWCs, on minor repairs while carrying
out repairs.
2.5 Conducting monthly village visits while conducting on site training on CBM
and hygiene.
3. Training of staff and Committees in hygiene and sanitation. The staff will train the
target group.
3.1 Training extension staff (trainers) to be able to provide training in the selected
sites/villages.
3.2 Conducting meetings in the villages/sites to explain the project objectives and
strategies.
3.3 Training local voluntary drama groups for awareness campaigns.
3.4 Conducting on the job training of VHWCs on promotion of sanitation
techniques.
3.5 Training extension staff in participatory hygiene and sanitation technique
while selecting sites in the field.
3.6 Supervising adoption of hygiene and sanitation techniques
4. Upgrading of shallow wells and constructions of new where possible.
4.1 Carrying out a survey of existing shallow wells and identifying requirements
of upgrading and where new wells can be constructed.
4.2 Conducting training of HSAs and WMAs on shallow well technology.
4.3 Organizing visit for implementing team to area where shallow wells are
working properly
4.4 Conducting Community sensitization meetings and organizing of local inputs.
4.5 Training local artisans on improved shallow well techniques.
4.6 Supervising construction and handing over completed facilities
4.7 Conducting training on CBM
5. Improving two natural springs on community participatory basis.
23

5.1 Collecting baseline data on the current situation in the villages with natural
springs.
5.2 Preparing technical designs of the spring protection including BOQs and cost
estimates.
5.3 Conducting community organizational meetings.
5.4 Organizing site clearing and collection of local materials.
5.5 Procuring and deliver external materials.
5.6 Organizing builders and supervising construction
5.7 Conducting CBM training
6. Providing CBMT, Community Based Management training courses for extension staff
as needed and for the Communities, leaders and committees that will be responsible for
the supervision and maintenance of boreholes and the new water and sanitation facilities.
6.1 Conducting training of local leaders and committees in community based
administration of projects.
7. Establishing a functioning co-ordination, monitoring and reporting system between
stakeholders through DEC and District Assembly.
7.1 Assessing capacities of partners in terms of planning, co-ordination,
implementation, monitoring and reporting and training needs
7.2 Preparing annual work plans and resource requirement plans
7.3 Conducting co-ordination, monitoring and reporting skills training to WEST
members.
7.4 Supervising and monitoring implementation of projects
7.5 Conducting quarterly WEST Meetings and preparing minutes for
incorporating the results.
8. Main Inputs.
The Malawi Government commits itself to:
1. Provide a number of professional extension staff (CDA, HSA, WMA) in the
project area, and shall ensure timely execution of the project’s activities;
2. Pay salaries of all Government staff on the project;
3. Make necessary provisions and allocations in the Annual Budgets (Public
Investment Plan) from 2007/08 to 2010 for paying allowances and other expenses
for staff from the Ministry of Irrigation and Water Development for supervision
of the Project activities in accordance with Malawi Government Rules and
Regulations;
4. Ensure regular and appropriate supervision of extension staff from the Mangochi
District Office;
5. Designate a Government Officer at district level in Mangochi (Director of
Planning or any other appropriate officer) who shall work in close collaboration
with the ICEIDA’s Project Manager;
24

6. Ensure that at the end of the Project Government will make efforts to employ
additional extension staff who were under the Project but on ICEIDA’s payroll.
ICEIDA commits itself to:
1. Provide technical and financial assistance to the Malawi Government as detailed
in the Project Description Document;
All fees, salaries and operational costs for the Project Advisor/Project Manager
and ICEIDA’s Project - Coordinator shall be paid by ICEIDA in accordance with
ICEIDA’s Rules and Regulations;
2. Procure and fund all relevant utilities (i.e. equipment and materials as well as
vehicles and motor Cycles) that will be used for the implementation of the
Project;
3. Cost and provide consultancies to assist in the project implementation as and
when need arises;
4. Provide funds for construction of boreholes and rehabilitation of older ones;
5. Fund and facilitate training at all levels and other capacity building for
extensional staff and communities during the Project;
6. Provide support for surveys (boreholes and shallow wells) and other studies found
appropriate to implement the Project’s objectives;
7. Pay necessary allowances and transport costs for local staff to attend scheduled
meetings, events or activities related to the delivery of the project activities, as
well as allowances for representatives from relevant Ministries for Project
meetings. Allowances shall be paid in accordance with ICEIDA’s Rules and
Regulations;
8. Pay salaries of locally hired experts and cover contingency (e.g. transport and
stationary) regarding the Project, as found appropriate;
9. Recruit and pay salaries for additional staff, water and health assistants whose
services needed in order to fulfil the Objectives of the Project.
Expected contribution by local communities:
1. Provision of locally available materials and labour (e.g. construction of water and
sanitation facilities);
2. Organisation in the villages/sites and participation in finding places for boreholes;
3. Organising of Water Point Committees for implementation of the Project;
4. Carrying out local organisational tasks such as collection and delivery of local
construction materials (e.g. sand, stone, water);
5. Providing safe place(s) for storage of construction materials;
6. Reporting regular of the various stages of construction;
7. Assuming ownership and taking full responsibility of management and
maintenance of the water points through the Water Point Committees;
8. Establishing a local fund for maintenance and spare parts of the water and
sanitation infrastructure.
25

A Borehole Users Project Agreement will be signed between the Project Implementation
Unit and the communities involved in the Project. (See draft agreement in Annex no
18.4)
9. Assumptions
The Major Assumptions in this Project include:
1. Commitment by the target group, traditional leaders, District Assembly and
Communities to actively participate in the Project implementation;
2. Ownership by the target group can be achieved;
3. Borehole pump spare parts available through local entrepreneurs;
4. Water table does not go too low due to natural droughts or environmental
degradation;
5. Water sighting surveys results favorable for borehole drilling and safe drinking
water.
10. Risks and Constraints
1. The possibility of any future political changes either in Malawi or in Iceland that
would negatively influence the current development policy could constitute a risk
for the project.
2. Another substantial risk is the District’s involvement through the demand driven
aspects of the Project, because of weak district capacities and their inadequate
funding. The Project will address this through strengthening the Project
management at the regional level through the Mangochi office.
3. The third risk is connected to the second one is that the field staff from the
Ministry of Health and Ministry of Women and Child Development is already
involved in other projects such as the ICEIDA sponsored Health Project and
Adult Literacy Project.
4. Other notable risks are possible natural disasters beyond human control.
11. Organisation, Administration and Monitoring of the Project
The Ministry of Finance on behalf of the Government of Malawi will enter into an
agreement with ICEIDA by signing a Memorandum of Understanding (MoU) regarding
the funding, procedures and provision of project experts from Iceland.
Project implementation will be a joint responsibility of the Mangochi District Assembly
under the Ministry of Irrigation and Water Development on behalf of the Malawi
government and ICEIDA on behalf of the government of Iceland. This approach
complies with the National Decentralisation Policy that aims at integrating government
agencies at the district and local level into one administrative unit.
26

Figure 2 Organisational hierarchy for Project Implementation
Project Supervisory Board (PSB)
Principal Secretary of Water and Sanitation
ICEIDA Country Director
PSC-Representatives
Bi-annual
consultation
Project Steering Committee (PSC)
District Commissioner Mangochi
District Director of Planning, Mangochi:
ICEIDA Project Advisor/Project Manager
District Water Coordinator
Environmental Health Officer
District Community Development Officer
District Environmental Officer
PIU-Representatives
3-monthly
review
Project Implementation Unit (PIU)
District Director of Planning, Mangochi
ICEIDA Project Advisor/Project manager
ICEIDA Project Coordinator
Desk officer, Water
Desk officer, Health
Daily
implementation
11.1 The Project Implementation Unit (PIU) shall constitute the designated Government
Officer at district level (Director of Planning, ICEIDA’s Project Manager and all
staff employed for the project (See Annex 18.7). The PIU shall be responsible for the
day-to-day running and implementation of all project activities. The extension
workers of WEST are the Water Monitoring Assistants (WMAs), the Health
Surveillance Assistants (HSAs) and the Community Development Assistants
(CDAs). They work directly with the involved communities, committees and
community leaders and they are the channel that will be used for monitoring and
reporting of project progress from the local level to the top management level. They
are the ones that will work daily with the PIU at the implementation of the Project.
27

11.2 The Contracting Parties shall form a “Project Steering Committee” (PSC), which
will comprise of various technical Government Officers at district level, namely, The
District Commissioner of Mangochi district, the District Water Officer, the District
Environmental and Health Officer, the Community Development Officer and the
Regional Water Officer. Designated/nominated Government and ICEIDA’s
representatives at the PIU shall also be members of the PSC. The PSC shall be
responsible for monitoring both the general progress of the project and overall
implementation of the activities and making suggestions for corrective measures for
project cycle management.
11.3 The PSC shall meet every three months. The District Commissioner shall be the
Chairperson of the PSC. The Terms of Reference for the PSC are detailed in Annex
no. 18.10 of the Project Description Document.
11.4 There shall be a Project Supervisory Board, comprising mainly of the
representatives of the Contracting Parties at the highest level, namely; the Principal
Secretary responsible for Water and Sanitation, the Principal Secretary for Health,
Principal Secretary for Economic Planning and Development, the Principal Secretary
for Gender and Child Welfare and the Principal Secretary for Local Government, on
the one hand, and ICEIDA’s Country Director on the other. The Water Environment
and Sanitation Task Force (WEST) are also members of the PSC. Members of the
Board reserve the right to incorporate any other officers to the Board, government or
otherwise, in so far as their services and expertise would be so required, as the Board
may deem fit.
11.5 The PSB shall be responsible for monitoring the overall administration and
implementation of the whole project and also for providing policy guidelines to the
contracting parties on the same. The PSB shall meet at least every six-month. The
Principal Secretary responsible for Water and Sanitation shall be the chairperson of
the PSB. Terms of Reference for the PSB are detailed in Annex of the Project
Description Document. Terms of Reference for the PSC are detailed in Annex no.
18.11 of the Project Description Document
11.6 The PIU and PSC shall prepare progress reports every six months which will be
presented at PSB meetings. The PSC shall hold a biannual workshop to prepare for
detailed work-plans and budgets, which shall in turn be, submitted to PSB for
approval.
28

11.7 An annual narrative activity and financial report shall be produced by the PIU which
shall be verted by the PSC and approved by the PSB. Once agreed upon by the
Contracting Parties the report shall be submitted to the Ministry of Finance and
ICEIDA’s head Office in Reykjavik (the Icelandic Government).
12. Indicators and Means of Verification
Appropriate indicators of progress for the Project have been developed as shown in the
Project Matrix in Annex 18.1
The indicator and means of verification for the overall objective will be the improved
health standard of the population in Monkey bay Health Zone verified with reduced
number of people reported to the Monkey Bay Community Hospital with dysentery and
cholera.
The Indicators and Means of Verification for the Specific Objectives are the following:
1. Up to100 new boreholes, 50 boreholes repaired and civil works done according to
national standards by end of 2010. Annual progress reports by District Water
Coordinator will give record of the achievements.
2. At least 95% of the boreholes constructed or rehabilitated by the Project are
functioning in 2010 and the Water Point Committees have ensured no more than a
week’s waiting time for maintenance and reparation for broken down pumps. The
source of information will be quarterly reports compiled by the District Water
Coordinator (DWC).
3. Use of sanitary, bathroom, hand washing facilities, practiced by over 80% of the
target population by end of 2010. Quarterly progress reports by the District
Environmental Health Officer (DEHO) will provide information as means of
verification.
4. The indicator will be 300 shallow wells in selected villages in the Monkey Bay
Health Zone by 2010 with well functioning Village Health and Water Committees
(VHWCs). Annual progress reports by the DEHO for Monkey Bay Health Zone
will provide the relevant information on this issue.
5. The indicator will be two natural springs protected and completed with well
functioning Community Based Management (CBM) system in Mvunguti Village
by end of 2007. Annual progress reports by the District Water Coordinator as
well as site visits will be the means of verification.
6. The indicator will be functioning committees and leaders that are responsible for
taking care of the boreholes and sanitation facilities in their villages. Quarterly
progress reports by the District Environmental Health Officer (DEHO) will
provide information as means of verification.
29

7. Annual activity-plans worked out in accordance with the Project Document and
its skeleton budget approved by the Project supervisory Board (PSB) at the
beginning of October each year. Verification will be the completed activity plan.
8. Project Progress Monitoring field visits by WEST every three months with reports
to District Executive Committee DEC and ICEIDA will be the verification means.
13. Monitoring, Reporting and Evaluation
The Project shall set up a transparent system of monitoring and reporting.
Monitoring involves systematically observing and assessing achievements or progress of
the Project activities, based on the Project activity plan and the indicators and means of
verification stipulated during the planning phase.
Simple formats will be developed for the collection of data and for monthly and quarterly
monitoring sessions. The extension workers of WEST, the WMAs, HSAs and CDAs will
report every month to the PIU where they provide information about the activities in the
field and their progress as well as existing and potential problems to be solved during
their monthly meetings.
During the quarterly meetings with the PSC the PIU will deliver a written report on the
progress and financial status of the Project.
Progress reports for each six-month period shall be prepared by the PIU and PSC and
presented to the PSB meetings for discussions and consideration. The PSC shall hold a
biannual workshop. The first workshop shall be before May and the second no later than
October before the meetings with the PSB where the PSC represents detailed work-plans
and the budget proposal for the next year in accordance with the Project Document and
the skeleton budget. This shall be submitted biannually to the PSB and the Contracting
Parties for approval.
An annual narrative and financial report shall be produced by the PIU and PSC and
mutually agreed upon by the Contracting Parties at the end of each financial year of the
Project and sent to ICEIDA and the Ministry of Finance.
The financial year for the project will run from 1 st January to 31 st December of every
calendar year.
The reporting sequence will follow the reporting organizational chart as seen in Annex no
18.6 and in Annex no 18.8 is the reporting structure.
A mid term external evaluation will be organised during the first quarter of 2008.
An independent evaluation of Project activities will be conducted during the last quarter
of the year 2009 by a team of external evaluators. The composition of the evaluation team
30

shall include at least one individual identified by ICEIDA and another identified by the
Malawi Government, as well as other individuals as found appropriate by the Contracting
Parties. On the basis of the evaluation, the Contracting Parties will make a decision on
whether to extend the Project period further or prepare the Project phase-out.
31

14. Skeleton Budget
The total estimated budget of the Project from 2006 to 2010 is US$ 3,275,500 as
indicated in the table below. The ICEIDA contribution amounts to US$ 2,729,500 and the
contribution from the Government of Malawi amounts to US$ 546,000. The cost figures
are indicative estimates only. More detailed estimates will be prepared during the
implementation of the Project. Costs will be established on the basis of quotations from
relevant sources and suppliers.
Item no Human resources Funding 2006 2007 2008 2009 2010 Total
1 Technical Assistance ICEIDA 0 112.000 112.000 112.000 112.000 448.000
2 Short Term Consultancy ICEIDA 31.400 40.000 40.000 30.000 17.000 158.400
3
4
Local Technical
Staff
ICEIDA 14.400 14.400 14.400 14.400 14.400 72.000
GOM 0 60.000 70.000 80.000 80.000 290.000
Local Office & ICEIDA 4.400 10.800 10.800 10.800 10.800 47.600
Management Staff GOM 0 4.000 4.000 4.000 4.000 16.000
Total 50.200 241.200 251.200 251.200 238.200 1.032.000
Item no Operation Cost Funding 2006 2007 2008 2009 2010 Total
5 Project Office Administration Costs ICEIDA 6.500 10.400 10.400 10.400 10.400 48.100
6 Field Operation ICEIDA 4.500 18.000 18.000 18.000 18.000 76.500
6 Support GOM 0 40.000 40.000 40.000 40.000 160.000
7,1 Vehicles and motorcycles ICEIDA 10.400 30.000 30.000 30.000 30.000 130.400
Total 21.400 98.400 98.400 98.400 98.400 415.000
Item no Equipment, materials Funding 2006 2007 2008 2009 2010 Total
7,2 Vehicles and motorcycles ICEIDA 48.000 0 0 0 0 48.000
8,1 Water and Santitation Materials ICEIDA 187.000 316.600 316.600 316.600 316.600 1.453.400
8,2 Materials for training ICEIDA 13.500 0 0 0 0 13.500
8,3 Office Equipment ICEIDA 13.500 0 0 0 0 13.500
Total 262.000 316.600 316.600 316.600 316.600 1.528.400
Item no Training Funding 2006 2007 2008 2009 2010 Total
9,1
9,2
Training in
Communities
ICEIDA 28.700 16.400 16.400 16.400 16.400 94.300
GOM 0 15.000 15.000 15.000 15.000 60.000
Training of ICEIDA 11.400 28.600 28.600 28.600 28.600 125.800
staff GOM 0 5.000 5.000 5.000 5.000 20.000
Total 40.100 65.000 65.000 65.000 65.000 300.100
Budget summay
Human resources
Operation Cost
Equipment, materials
Training
Total
2006 2007 2008 2009 2010 Total
50.200 241.200 251.200 251.200 238.200 1.032.000
21.400 98.400 98.400 98.400 98.400 415.000
262.000 316.600 316.600 316.600 316.600 1.528.400
40.100 65.000 65.000 65.000 65.000 300.100
373.700 721.200 731.200 731.200 718.200 3.275.500
Total Funding from ICEIDA 373.700 597.200 597.200 587.200 574.200 2.729.500
Total Funding from GOM 0 124.000 134.000 144.000 144.000 546.000
Overall Total Budget 373.700 721.200 731.200 731.200 718.200 3.275.500
32

15. Disbursement of Funds, Accounting and Auditing
Disbursement of funds from ICEIDA
The ICEIDA Project Advisor/Project Manager and the ICEIDA Country Director will be
responsible for the disbursement of funds from ICEIDA to the Project. The funds will be
provided in a timely manner and in accordance with scheduled and approved Project
Activity Plans. The Project Advisor/Project Manager shall, with assistance from the
Monkey Bay based ICEIDA accountant when needed, account for the Project
expenditures in accordance with ICEIDA and Icelandic Government requirements.
The Icelandic National Audit Office will audit the Project funds provided by ICEIDA
annually.
The District Director of Planning will be responsible for accounting for Project
expenditure of funds provided by GOM in accordance with GOM requirements.
Details for the annual financial report will be prepared by the PIU for approval by the
PSB.
GOM and ICEIDA will internally and separately audit each Project accounts as stated
above, unless either party requests an external auditor of all the project funds. In case of
such a request, the party requesting the audit will be responsible for the cost of the audit.
The final audited accounts for the Project shall be available for examination and approval
by GOM and ICEIDA no later than three months after the closing date of the Project.
16. Project Implementation Plan
The implementation of the first phase of the project will start in 2006 and will be
concluded at the end of December 2010. The activities of the project are outlined in
Annex no. 18.5
The first year will focus on preparatory issues such as a survey of the functionality of the
existing water sources, capacities of executing partners, hydro-geological surveys and
gender analysis.
The following years will focus more on training of the implementing teams and the
implementation of activities (construction and rehabilitation of boreholes).
A mid term external evaluation will be organised during the first quarter of 2008.
An independent evaluation of the Project activities will be conducted during the last
quarter of the year 2009 by a team of external evaluators. The composition of the team
shall include at least one individual identified by ICEIDA and another one identified by
the Malawian Authorities as well as other individuals as found appropriate. On the basis
of the evaluation, the Contracting Parties will make a decision on whether to extend the
Project period further or prepare the Project phase-out.
33

17. References
Eiríksson, Guðni Magnús and Richard Chola. 2004. Improved Access to Safe Drinking
Water and Improved Sanitation in the Monkey Bay Health Zone. Reykjavík: 2004.
Gitec. 2006. Rural Water Supply and Sanitation Projects 1995-2006. Paper presented to
WES meeting 19 th July 2006.
Government of Malawi. 2005. Malawi Growth and Development Strategy. Volume 1.
First Draft. Lilongwe: Government of Malawi.
Government of Malawi. 2005. Malawi Growth and Development Strategy. Volume 2.
First Draft. Lilongwe: Government of Malawi.
UNDP. 2005. Human Development Report 2005. New York: UNDP.
National Statistic Office. 2005. Integrated Household Survey 2004-2005. Zomba:
National Statistic Office.
Solomoni, Zacharia. April 2006.
34

Annex 18.1 Logical Framework Matrix (LFWM) for the Project
Annex 18.1 Project Matrix for Water and Sanitation Project for
Monkey Bay Health Zone (H. Z.)
Development Objective Indicators Risks/external factors
The overall developm. objective Improved health standards of the Changes of Policy and the
of this project is to reduce water population in M.B health Zone economical situation in
and sanitation related diseases Reduced number of people Malawi and/or Iceland
in the M.B health Zone
reported to hospital with
dysentery, cholera…
Specific Objectives Indicators Risks/external factors
1. To increase the number of Functioning boreholes used by
boreholes in the M.B H. Zone the target group in the M.B.H.Z. Lack of qualified companies.
2.To build up capacity among Maintained Boreh. At least
the communities in 95% of the boreh. and pumps Borehole pump spare parts
maintenance of boreholes and are attended to within a week not available through local
pumps. through self organisation of the entrepreneurs.
committees.
3. To increase knowledge in Use of sanitary, bathroom, hand Lack of interest among the
hygiene and sanitation washing facilities practiced by target group/difficulties in
among the target group over 80% of the target communication within the area
population by end of 2010
4. To increase numbers 300 shallow wells using variety
of shallow
of appropriate pumps in
wells and improve protection selected villages in M.B. H.Z
by 2010 with well functioning
5.Put to use 2 natural springs in VHWCs
Mvunguti Village before the Two natural springs protection
end of 2007
completed with well functioning
CBM in Mvunguti Village
by end of 2007
6. To improve Community based Responsibility in the villages
Management
for boreholes and latrines
7.To establish functional co- Annual work-plans ready at the Lack of motivation of staff
ordination, monitoring and beginning of each year. from implementing institutions.
reporting system between stake- Monitoring field visits by WEST
holders
every 3 months followed by
reports
Main Outputs Indicators Risks/external factors
1. 100 new boreholes drilled and Functioning boreholes used by
50 major borehole repairs the target group in the M.B.H.Z.
by end of 210
Same as above.
2. Adequate and properly Maintained Boreh. At least
trained water point committees 90% of the boreh. and pumps
are attended to within a week
35

through self organisation of the
committees
3. Adequate and properly Use of sanitary, bathroom, hand
trained hygiene, sanitation washing facilities practiced by
over 80% of the target
committees that are
population
capable of running training by end of 2010
courses for the target group.
4. Improved use of shallow
wells
300 shallow wells in selected
and protection at households villages in M.B. H.Z by 2010
level
with well functioning VHWCs
5. Two natural springs protected
and improved for supply of safe Two natural springs protection
drinking water on a community completed with well functioning
participatory basis
CBM in Mvunguti Village
by end of 2007
6. Trained Committees and Committees and leader
leaders in Community
take responsibility for boreholes
Based Management
and latrines.
7. Planning, co-ordination, Annual work-plans approved
monitoring information and by ICEIDA at the beginning of
reporting system established each year. Monitoring field
visits by WEST every 3 months
followed by reports
Main activities Main inputs Risks/external factors
1. Drilling and major rehabilitat.
of boreholes carried out.
2. Training of water points
Committees in maintenance
of broken boreholes pumps Funds and commodities Lack of extension workers
3. Training of staff and Technical assistance
committees in hygiene and Consultants Human resource management
sanitation, that will train the Training
target group.
4. Upgrading of shallow wells
and constructions of new where
possible.
5. Improve two natural springs
on a community participatory
basis.
6. Provide training in CB
Management for fieldworker
committees and communities
6. Establishment of functioning
Co-ordination, monitoring and
reporting system between
stakeholders.
36

Annex 18.2 Numbers of Boreholes and Latrines in the Monkey Bay Health
Zone
Source: The report from Dec 2004 by G.M.Eiríksson and R. Chola “Improved Access to
Safe Drinking water and improved Sanitation in the Monkey Bay Health Zone”
If there is to be one borehole for every 60 households there is a need for 355 boreholes, a
shortage of 172. Only in Nankwali is the number of households per. borehole less than
60.
Table 1. The number of functioning boreholes and protected shallow wells in the areas
of the Monkey Bay health zone.
Population No. Of Boreholes Protected Taps People Households/
Households functioning shallow /communal Accessible Boreholes
Wells taps
Health care
Nankumba 30059 5135 38 42 0 - 135
Malembo 17969 4084 26 0 0 5528 157
Mkope 24050 4134 41 0 31 11365 101
Nankhali 7393 1315 26 1 0 - 51
Monkey Bay 28306 6648 52 0 8 7664 128
Total 107777 21316 183 43 39 - 116
Very few households in the Monkey Bay area have lined pit latrines, and around 20.000
are needed
Table 2. The number of ordinary pit latrines is far lower than the number of households
in all the areas in the Monkey Bay health zone. Lined pit latrines with a dome slab are
not common (based on data in Appendix 3).
Population No. Of Ordinary Latrines With
Households Pit latrines Dome Slabs
Health care
Nankumba 30059 5135 3612 45
Malembo 17969 4084 2320 0
Mkope 24050 4134 1287 109
Nankhali 7393 1315 708 43
Monkey Bay 28306 6648 2657 867
Total 107777 21316 10584 1064
37

Annex 18.3 Terms of Reference for the ICEIDA Project Advisor
Terms of Reference for the Advisor in the ICEIDA supported Water and Sanitation
Project.
The Advisor is an employee of ICEIDA and will carry out his/her duties in accordance
with ICEIDA rules and regulations as well as the employment contract with ICEIDA.
He/she will join the Water and Sanitation Project as an Advisor and be resident in the
Monkey Bay area. He/she shall have the responsibility to support and facilitate activities
in the Project as detailed in the Project Document. The Advisor will be working with the
Ministry of Irrigation and Water Development in close collaboration with the Ministries
of Health and Women & Child Development.
The Advisor will be directly reporting to the ICEIDA Country Director.
Required Qualifications:
The Advisor shall be a qualified Engineer or Civil Engineer with at least three years
professional working experience, preferable in water and sanitation or similar projects.
Working experience in management is preferable, particularly in developing countries.
The following shall be the responsibilities of the Project Advisor:
• Supporting and assisting the Water Environment and Sanitation Task Force
(WEST) in the day-to-day implementation and monitoring of the Project’s
activities.
• Ensuring efficient channelling of ICEIDA funds, goods and services needed
for smooth day-to-day implementation of the Project, according to the budget
and activity plan and ensuring that such funds, goods and services are
accounted for and audited to the standards of ICEIDA
• Facilitating and participating in the organisation of training that is needed for
proper implementation of the Project as detailed in the Project Description
Document.
• Facilitating and organising baseline surveys as required by the Project.
• Providing technical guidance on technologies and techniques to be employed
by the Project.
• Supervising contractors and consultants as per terms of references and
contracts.
• Working in close co-operation with District Director of Planning.
• Facilitating and organising monthly meetings for the Project Implementation
Unit team.
• Attending and actively participating in meetings held by the Project
Supervisory Board, and the Project Steering Committee (whenever required).
• Providing assistance to the WEST in preparations of annual Project budgets
and plans of action, which will translate the Project Description Document
38

into time and activity schedule. The schedule will be due for approval by the
PSB in October each year.
• Preparing, together with the WEST, annual work plans, quarterly work
schedules and respective budgets.
• Preparing progress reports in cooperation with the WEST.
ICEIDA Expects the Adviser to:
• Actively participate in planning, budgeting and reporting to the administrative body
of the Water and Sanitation Project.
• In all the activities, be guided by the Project Description Document and in cases of
weaknesses or difficulties in implementation to report the said flaws and difficulties
as soon as possible.
• In all human relations, show respect and work towards good team spirit and
consensus at all levels. In case of difficulties report to the Country Director.
39

Annex 18.4 Draft Project Agreement with Communities.
Draft Borehole Users Project Agreement
This agreement is entered into by the Project Implementation Unit on behalf of the
Project, with the Village Headman and the Chairperson of Water Point Committee on
behalf of the people of ………………Village (borehole users).
A
(i)
We, .................................... Village Headman and ................................ Water
Point Committee Chairperson of ……………… Village, on behalf of the
BOREHOLE USERS SAY AS FOLLOWS:
We have discussed with the community the information provided by the Project
and that the community understands the conditions applicable for a new borehole
or the rehabilitation of an old borehole. The people understand that this is a
community-based project and that it will take the lead in all decisions. In order to
ensure an adequate supply of water and the economical operation of the hand
pump, the number of households making the application shall be ………………..
We understand that mere application for a borehole does not guarantee
acceptance.
(ii)
We certify that these households have applied for:
o If there is an existing borehole, an evaluation for the possibility for its
rehabilitation; or
o Construction of a new borehole.
o Improvement of household sanitation.
o Improvement of health education.
(iii) We agree that:
1. We shall form a democratically elected and gender balanced Water Point
Committee (attached list of members).
2. If a new borehole is to be constructed, we shall contribute K3000 to show
commitment in participating in the Project, before the borehole is sited. Once
handed over, the contribution shall not be refunded.
3. If the Project shall determine that an existing borehole within the community can
be rehabilitated, the contribution shall then be K2000.
4. We shall participate actively and provide leadership in all phases of Project
implementation.
5. We shall participate in the improvement of sanitation facilities at each household
by constructing a pit latrine with sanplat, hand-washing, bath shelter, clothes line,
rubbish pit and dish rack.
6. We shall participate in improving the health status of the people by learning about
relevant disease transmission routes and how to prevent diseases.
7. We shall help select and clear the site for the borehole and clear access roads.
40

8. We shall provide security for the plant and equipment during construction.
9. We shall monitor borehole drilling and civil works contractors.
10. We shall construct a soak away pit according to Project specifications, including
the provision of materials to construct a fence and the supply of banana saplings.
11. We shall participate in community mobilisation and training events without
expecting allowances from the Project.
12. We shall assume ownership and take full responsibility of management and
maintenance of the hand pump and the surroundings.
13. We shall draw up and enforce rules and regulations regarding the care and
maintenance of the borehole.
B
The project shall provide the following:
1. Technical expertise to suggest the most promising site, taking into account the
population distribution, other adjacent boreholes, and issues which can affect
sanitation.
2. Construct or rehabilitate the borehole, build the apron, drain and wash slab.
3. Expertise, skilled labour and materials for the construction or rehabilitation of the
borehole, apron, pump stand and wash slab.
4. Afridev hand pump.
5. Training in organisation, leadership, financial management, hygiene education,
hand pump operation and maintenance.
6. A sanplat to qualifying households.
In witness thereof the parties hereto agree on the above terms of the agreement, and
have appended their signatures as follows:
On behalf of Pump Users
Signed…………………………
(Village Headman)
Signed…………………………..
(Chairman of Water Point Committee)
On behalf of Project
Signed………………………..
Designation…………………..
ICEIDA Project Advisor
Date…………………..
Date………………….
41

Annex 18.5 Project Implementation Plan
Water and Sanitation Project for Monkey Bay Health Zone
Activity: 1
Drilling and major rehabilitation of boreholes carried out
Up to 100 new boreholes & up to 50 major borehole repairs by end of 2010.
Activities Indicators 06 07 08 09 10
1.1 Carry out a baseline survey on existing boreholes Analysis of data on locations type of damage, x x
that require major repairs.
required parts and cost of rehabilitation.
1.2 Carry out project awareness campaigns and At least one maintenance team of 5 people x
organize community participation.
per village.
1.3 Prepare repair work specifications including BOQ
and cost estimates and Tender documents.
Tender documents according to government
specifications.
x
1.4 Tender out major repair works. At least one tender per year x
1.5 Supervise contractor works Contractors to be paid when work is
x x x x
completed and certified correct.
1.6 Carry out hydro-geological survey when needed
and select sites for new boreholes.
A total of 100 sites until 2010 x x x x
1.7 Prepare tender documents and tender out and At least one tender doc per year. x x x x
prepare documents.
1.8 Supervise contractors and control quality 100 boreholes producing safe drinking water
by 2010.
x x x x
Activity: 2. Training on Community Based Maintenance and minor repair works on defunct borehole
pumps.
100 new boreholes and 50 Boreholes with well functioning and water point committees qualified to maintain boreholes
Activities Indicators 06 07 08 09 10
2.1 Collect baseline data on current boreholes. Analysis of data of status including, type
of fault, parts required, number of users.
2.2 Carry out training in community based management At least one drama performance per
village.
x
x
x x x x x
2.3. Assist the community in organizing fund for repairs of
pumps
2.4 Train local pump minders and VHWCs, on minor repairs
while carrying out repairs
2.5 Conduct monthly village visits while conducting on site
training on CBM and hygiene.
Communities contribute to the spare
parts costs in accordance with contract.
At least one CBM training conducted per
village
Each borehole water point visit at least
once every 3 months.
x x x x x
x x x x x
x x x x x
42

Activity: 3 Training of staff and Committees in Hygiene and sanitation. The staff will train the target
group.
Over 20000 households in Monkey Bay Health Zone adopt and use improved sanitation facilities by 2010
Activities Indicators 06 07 08 09 10
3.1 Train extension staff (trainers) to be able to provide
training in the villages
20 trained and qualified by end of 2006.
40 trained and qualified by end of 2007
40 trained and qualified by end of 2008
x x x x
3.2 Conduct meetings in the villages to explain the
project objectives and strategies
10 villages in year one and additional 30
villages every year with a functional
VHWC.
x x x x
3.3 Train local voluntary drama groups for awareness At least one drama group per health
campaigns
centre.
3.4 Conduct training of VHWCs on sanitation techniques 260 VHWCs qualified to lead others by
2010.
x
x
x x x x x
3.5 Train extension staff in participatory hygiene and
sanitation technique while selecting sites in the field.
20 Qualified to train others by end of
2006.
40 Qualified to train others by end of
2007
40 Qualified to train others by end of
2008
x x x x
3.6x Supervision of adoption of hygiene and sanitation
techniques.
20 000 households with toilets and hand
washing facilities by end of 2010.
x x x x X
.
43

Activity : 4 Upgrading of Shallow wells and constructions of new where possible
300 Shallow wells in selected villages in Monkey Bay Health Zone by 2010 with well functioning VHWCs.
Activities Indicators 06 07 08 09 10
4.1 Carry out a survey of existing shallow wells and
identify requirements of upgrading and where
new well can be constructed.
All existing wells on data base specifying
location, number of users, status, and
requirements.
x
x
4.2 Conduct training of HSAs and WMAs on
shallow well technology.
3 WMAs and 16 H.S.A qualified to supervise
shallow well construction and maintenance.
x
x
4.3 Organise visit for implementing team to area
where shallow wells are working properly
At least one visit to 3 successful projects
within Malawi.
x
x
4.4 Conduct Community sensitization meetings
and organisation of local inputs.
At least one meeting in each participating
village
x x x
4.5 Train local artisans on improved shallow well
techniques.
4.6 Supervise construction and handover
completed facilities.
At least 2 builders per village where shallow
wells are in demand.
x x x
300 shallow wells completed by 2010 x x x x
4.7 Conduct training on CBM Each water point with a functioning VHWC. x x x
44

Activity : 5 Improve two natural springs protected and improved for supply of safe drinking
water on a community participatory basis.
2 natural springs protection completed with well functioning CBM system in Mvunguti Village by end of 2007.
Activities Indicators 06 07 08 09 10
5.1 Collect baseline data on the current situation
in the villages with natural springs.
Data analysis of locations of springs their
water
x
x
5.2 Prepare technical designs of the spring
protection including BOQs and cost estimates.
Layout drawings, construction designs
and cost estimates.
x
5.3 Conduct community organizational meetings. At least two meetings per village with a
spring to be protected.
x
5.4 Organise site clearing and collection of local
materials.
Local materials of crashed stone and
construction sand and stones collected
in adequate quantities.
x
5.5 Procure and deliver external materials. All materials like cement and pipes
delivered on time.
x
5.6 Organise builders and supervise
construction.
Preferably a local builder or from
neighbouring village.
x
5.7 Conduct CBM training At least 5 people trained on
maintenance.
x
Activity : 6. Provide CBM training courses for extension staff as needed and for the
Communities, leaders and committees that will be responsible for the supervision and
maintenance of boreholes and the new water and sanitation facilities.
Activities Indicators 06 07 08 09 10
6.1 Conduct training of local leaders and
committees in community based administration of
projects.
2 leaders selected democratically and
trained to take leadership for projects
x x x x
45

Activity: 7 Establish a functioning co-ordination, monitoring and reporting system between
stakeholders through DEC and District Assembly.
Annual work-plans prepared. Project Progress Monitoring field visits by WEST every 3 months with reports.
Activities Indicators 06 07 08 09 10
7.1 Assess capacities of partners in terms of
planning, co-ordination, implementation,
monitoring and reporting and training needs
7.2 Prepare annual work plans and resource
requirement cost plans
7.3 Conduct co-ordination, monitoring and
reporting skills training to WEST members
Report on status of implementing
CPs
Planning document for DEC and
ICEIDA
One training course for WEST
Chairpersons & WEST members
x
x x x x x
x x x x x
7.4 Supervise and monitor implementation of
projects
Monthly monitoring reports x x x x x
7.5 Conduct quarterly WEST Meetings and
minute results
Resolutions of WEST meetings
implemented as per schedule
x x x x x
46

Annex 18.6 Organogram/organisational Chart
Figure 3 organisational hierarchies for Project Implementation
Project Supervisory Board (PSB)
Principal Secretary of Water and Sanitation
Principal Secretary for Health
Principal Secretary for Gender and Child Welfare
Principal Secretary for Local Government
Principal Secretary for Economic Planning and Development
ICEIDA Country Director
Bi-annual
consultation
Project Steering Committee (PSC)
District Commissioner Mangochi ;
District Water Officer, Mangochi;
District Environmental & Heath Officer;
Community Development Officer;
Regional Water Officer, Blantyre
ICEIDA Project Advisor/Project Manager
3-monthly
review
PIU-Representatives
Project Implementation Unit (PIU)
District Director of Planning, Mangochi
ICEIDA Project Advisor/Project manager
ICEIDA Project Coordinator
Desk officer, Water
Desk officer, Health
Daily
implementation
47

Annex 18.7 ICEIDA’s Implementation Unit.
ICEIDA’s Implementation Unit
Project Manager/
Advisor
Project Coordinator
Software
(training and community work)
Hardware
(drilling)
Field worker team leader
Site inspectors
Consultancy
Fieldworkers
Contractors
48

Annex 18.8 Project Reporting Structure
Project Supervisory Board PSB
Project Steering Committee PSC
Project Implementation Unit PIU
Extension workers
1. The extension workers shall make monthly reports of field activities, which will
be presented at PIU meetings.
2. PIU and PSC meet quarterly and PIU deliver a written report on the progress and
the financial status of the Project.
3. The PIU and the PSC shall prepare joint reports every six months which shall be
presented at PSB meetings for discussions and considerations.
49

Annex 18.9 Terms of Reference for the Project Steering Committee (PSC)
A Project Steering Committee shall be established to administer the Project and
coordinate all its activities. Its composition and Terms of Reference are as follows.
A. PSC Members
1. District Commissioner Mangochi – Chairperson
2. Director of Planning
3. District Water Officer, Mangochi
4. District Environmental and Health Officer, Mangochi
5. Community Development Officer, Mangochi
6. Regional Water Officer, Blantyre
7. ICEIDA Project Advisor/Project Manager
8. Representatives of PIU
B. The PSC shall:
• Meet every third month to administer and coordinate all Project activities
according to drawn up work plan.
• Prepare and submit annual and semi-annual Plans of Action and budgets for the
approval of the Project Supervisory Board (PSB).
• Prepare and submit half-yearly technical and financial reports of the Project
Components.
• Keep records of agenda items and minutes of meetings and decisions taken related
to Project implementation that have to be taken in mutual agreement among the
PIU members.
50

Annex 18.10
Terms of Reference for the Project Supervisory Board (PSB)
A PSB shall be set up to be responsible for the overall monitoring Project progress and
make decisions for corrective action and Project cycle management.
A. Composition of the PSB
1. Principal Secretary responsible for Water and Sanitation;
2. Principal Secretary for Health;
3. Principal Secretary for Economic Planning and Development;
4. Principal Secretary for Gender and Child Welfare and
5. Principal Secretary for Local Government; and
6. ICEIDA’s Country Director
Members of the Board reserve the right to incorporate any other officers to the Board,
government or otherwise, in so far as their services and expertise would be so required, as
the Board may deem fit.
B. The PSB Shall:
• Meet on a bi-annual basis to review progress and monitor implementation of the
Project according to Project Implementation Plan (PIP/Activity plan and Project
Document.
• Review annual and semi-annual Plans of Action and a detailed budget Prepared
by PSC for approval of the GOM and ICEIDA. The approved budget shall be
submitted to ICEIDA for final approval no later than 1 st November each year.
• Review all technical and financial reports from the PSC and submit them to the
Contracting Parties for approval.
• Scrutinise all account books of the Project yearly and provide guidance where
possible.
• Where applicable, propose internal review of the Project depending on a
justifiable situation.
• Determine conditions for external evaluation of the Project towards the end of the
Project.
• Where the PSB cannot make a decision regarding Project implementation, the
highest ranking official from ICEIDA and the Ministry of Irrigation and Water
Development will have the responsibility to assist the parties in reaching
consensus.
• Keep records of agenda items and minutes of all PSB meetings
51

Annex 18.11
Terms of Reference for the ICEIDA Project Co-ordinator
The Project Coordinator shall be employed by ICEIDA and will carry out her/his duties
in accordance with ICEIDA Rules and Regulations as well as the employment contract
with ICEIDA. S/he will be based in Monkey Bay and work closely with the Mangochi
District office. The Coordinator shall participate in the annual planning of the Project, as
well as the supervision of the day-to-day implementation and monitoring of the Project’s
activities. The Project Coordinator will represent ICEIDA interests and shall directly
report to ICEIDA Project Advisor/Project Manager in Water and Sanitation that is her/his
an immediate supervisor. The ultimate supervisor is the ICEIDA Country Director.
Duties and Responsibilities
o Overseeing the implementation of ICEIDA support to the Water and Sanitation
Project in the Monkey bay Health Zone;
o Assisting ICEIDA Technical Advisor/ Manager with the preparation of annual
work plans and budgets
o Coordinate training of extension workers and local leaders in project related
issues:
o Supervising and controlling management of documents, reports and reference
materials of the Projects.
o Ensuring compliance with authorized forms and channels of communication and
procedures for the proper management of the Project
o Ensuring proper care and maintenance of project vehicles and other equipment
o Any other duties assigned by the ICEIDA Project Manager for Social Projects or
Country Director
52