Killefit consult

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 SME Interventions Ltd. U.K. –  Experts + Projects S.A. CR

10th EDF Project – Formulation of a SADC Secretariat Institutional Capacity-Development Programme (ICDP)

Macroeconomy, Statistics, Public Finance Management

Country/ Location of the position Southern Africa SADC
Status/Reference FWC
Agency/Donor EC
Experts E1 Institutional Development – Expert 1(Team Leader) Senior
  E2 HR & Change Management – Expert 2 Senior
Start + duration of project 20 October 2011 – 55 calendar days
Duration of mission E1 34 work days
  E2 25 work days
Required language English
Application Deadline October 03, 2011. Recruitment starts immediately upon publication of this vacancy announcement, posts may be filled already before the indicated application deadline.
ToR Please consult ToR hereunder
Eligible Nationalities all
Observations Only short listed consultants will be replied to.

Please apply only if you fulfill all requirements for the vacant position

All experts must have at least regional experience

Sending us your application is a commitment and we expect you to be available for the mission you are applying for.

Download EU AID CV template in the 4 main languages  of the EC http://wp.me/p1sHoW-5D

APPLICATION

CONTACT

applications@killefitconsult.com

Only short listed consultants will be replied to.

 

If you wish to submit your candidature, please send us:

 

1 – Your up dated and position-adjusted CV in EU AID format, in the language of vacancy and as word.doc detailing qualifications, experience in similar assignments. CVs in other format than EU format will not be evaluated.

2 – The country, no of position/field (s) you will apply for in the subject line of message

3 – Your daily/monthly fee (EUR) without the living allowances.

4 – Your communication details (Mobil, phone, etc.)

 

Suggestions: Please make sure, that the experience requested is also shown “Description” section 14 of your CV. As the selections are very strict and paper based, we request you to prepare your CV in the right format and detail all the relevant experience under the Professional experience table as much as possible. There is no problem if your CV is long, the most important is to prepare so that it describes clearly your experiences relevant to the mission. (Your CV has to sell you!)

Restrictions: In case consultants are short listed, they must be able to provide documentary evidence for educational and professional items in their CVs (copies of diplomas, copies of employers’ reference letters, etc.). Documents that are not available in English have to be accompanied by a faithful translation. This is mandatory requirement for Europe Aid tenders.

DESCRIPTION

REQUEST FOR SERVICES

Number of requested experts per category and number of man-days per expert or per category

The services foreseen will require a team of two senior persons. The input by expert is estimated at:

 

Profile per expert or expertise required:

Institutional Development – Expert 1(Team Leader) Senior: 

 

Minimum requirements:

             Masters or MBA (or university degree) of at least four years in a relevant discipline (e.g. business studies, organisational development, HR & change management or a similar field) or an equivalent relevant professional experience of at least 8years above the general and specific professional experience required below;

             extensive knowledge of policy, planning, human resources, risk management, governance structures, monitoring and evaluation of development programmes and projects;

             minimum of 10 years professional experience of which at least five years experience in an area related to public administration, institutional assessments in the context of regional economic development or regional integration;

             Excellent written and communication skills in English;

             Previous experience as a Team Leader is required;

 

Specific/other requirements:

             experience in undertaking capacity assessments and training needs analysis is an asset, particularly in public sector organisations and institutions;

             working experience in the SADC region is an advantage, within SADC Secretariat a distinct asset;

             experience in project identification or formulation is an asset and a thorough knowledge of EDF and PCM processes;

             drafting skills are important, as are a good working knowledge of the standard Microsoft Office suite of programmes for production of analyses, reports and presentations.

 

HR & Change Management Specialist – Expert 2 Senior: 

 

Minimum requirements:

             Masters or MBA (or university degree) of at least four years in a relevant discipline (e.g. business studies, organisational development, HR & change management or a similar field) or an equivalent relevant professional experience of at least eight years above the general and specific professional experience required below;

             minimum of 10 years professional experience of which at least five years experience in an area related to institutional assessments in the context of regional economic development or regional integration;

             Excellent written and communication skills in English.

 

Specific/other requirements:

             experience in undertaking capacity assessments and training needs analysis is an asset, including use of psychometric tests to assess ‘soft’ skills;

             knowledge and experience in assessing institutional development and capacity development processes, in the context of financial management, audits and procurement;

             working experience in the SADC region is an advantage;

             experience in project identification or formulation is an asset;

             drafting skills are important, as are a good working knowledge of the standard Microsoft Office suite of programmes.

 

Please, in case you’d like us to consider presenting you for internal consortium voting, let us know for which position, communicate us your fees and send us your CV in English EC Format (max. 4 pages).

 

  • Please tell us also from which city you will travel to the project location.

Terms of reference

 

10th EDF Project – Formulation of a SADC Secretariat Institutional Capacity-Development Programme (ICDP)

FWC BENEF 2009 – LOT 11 Macroeconomy, Statistics, Public Finance Management

REQUEST N°275104

 

 

 

BACKGROUND

1.1 Beneficiary Organisation

Southern Africa Development Community (SADC)

1.2 Contracting Authority

European Union (EU)Delegation to the Republic of Botswana and SADC on behalf of the Regional Authorising Officer.

1.3   Relevant Context Background

The subject of this assignment is to provide expert assistance in the preparation of the programme for a “SADC Secretariat Institutional Capacity-Development Programme” (ICDP).

It is foreseen that the programme will be funded by the EDF under the Annual Action Programme 2012. SADC and the EU Delegation have developed a project Identification Fiche, in the course of which consultations were held with stakeholders at a workshop in June 2011. The resulting Identification Fiche needs to be transformed into an Action Fiche including more detailed and specific information on the projects result areas, to be achieved through in depth discussions with stakeholders and in close co-operation with the SADC Secretariat and the EU Delegation. The expected result of the present consultancy is to have in place all project documents required by the EU for the AF and AAP, based on the expert’s own assessment in the field, and key features agreed by all stakeholders as well as the observations of the Quality Support Group I (QSG I) on the Identification Fiche.

Overview of EU implementation and relations in the sector

EU policies for the SADC region are outlined in the EDF10 Regional Indicative Programme (RIP) (2008-2013), which addresses two focal areas of co-operation: Regional Economic Integration and Regional Political Co-Operation, both of which are firmly linked to the Regional Indicative Strategic Development Plan (RISDP) and Strategic Indicative Plan for the Defence Organ (SIPO) in addressing their objectives and priorities.  SADC Secretariat has a key role in driving the regional integration agenda.

 

The SADC Secretariat is perceived by all stakeholders as less than effective in its role in driving the regional integration agenda and in serving the interests of the Member States at regional and international levels.  There is a recognised requirement for targeted capacity-building to assist in strengthening of the role and competence of the SADC Secretariat in driving the regional integration agenda. Since the agenda is perceived as faltering, a strengthened SADC Secretariat would serve to enhance the prospects for better: (i) research and policy formulation; (ii) programme management and co-ordination; and (iii) facilitation of dialogue and support to implementation of the regional integration agenda.  This in turn would improve the prospects for increased economic development, improved regional political co-operation, security and defence and enhanced poverty alleviation in the region.

 

The overall ICDP programme budget is envisaged as €15m to be implemented over a 3-year period (2013-2015).

Key results of the ICDP are expected in the following areas:

Result 1: Integrating the front-line Technical Directorates with the Support Directorates;

 

Result 2:  Strengthening the HR Management and Administration Directorate (in the context of the requirements under the 4-pillar Institutional Assessments);

 

Result 3:  Evolving and further strengthening the Policy, Planning and Resource Mobilisation Directorate (in the context of the requirements under the 4-pillar Institutional Assessments);

 

Result 4:  Evolving and further strengthening the Budget and Finance Directorate (in the context of the requirements under the 4-pillar Institutional Assessments);

 

Result 5:  Executive-led Turnaround Strategy and change management to transform SADC Secretariat;

 

The specific activity areas identified in the PIF include:

 

  • Improvements to operational-level in terms of governance, team management and on-the-job systems are achieved to secure greater productivity and improved technical support to the Member States;

 

  • Strategic HR management and administration is prioritised and strengthened to achieve more sustainable and measurable improvements through recruitment, deployment, evaluation and training;

 

  • Policy, strategic planning and ICP co-ordination is further developed and strengthened, with increased focus on devolved systems and enhanced monitoring and evaluation;

 

  • Financial management and compliance is developed to ‘best-practice’ international standards and the 4-Pillars are firmly established and strengthened;

 

  • Overall policy, vision, strategy and leadership is driven by the Executive-level to achieve a more effective and relevant SADC Secretariat;

 

The main activities necessary for achieving the above results will be:

 

Activities under Result 1Operational-level Interventions: governance, team management and on-the-job systems are improved to achieve greater productivity for improved technical support to the Member States, enabled by operational efficiency improvements and applied job-specific performance management approaches at the level of the support and frontline technical directorates.  The aim is to apply cross-collaborative working relationships between the directorates and units, promoting better teamwork, improved project and programme management, focusing on individual/team/unit capacity-building initiatives linked to the Performance Management System (PMS).

 

Activities under Result 2: Strategic HR Management and Administration is prioritised and strengthened to achieve sustainable competency improvements through integrated recruitment, evaluation and training processes and closer linkages with the functional units for team effectiveness.  The HR function has a critical role in driving strategic HR development through improved HR policies/strategies, job-specific capacity and training needs assessments and integrated PMS and remuneration systems.  HR Directorate will also play a key role in developing decentralised HR management systems, involving line managers in the recruitment, mentoring, management and development of individuals to achieve enhanced team and unit performance.

 

Activities under Result 3: Policy, Strategic Planning and ICP Co-Ordination is strengthened to achieve enhanced cross-cutting support services and improved linkages with the technical directorates and the Member States in facilitating research and formulating policy and strategy for enhanced regional integration.  The aim is to develop in-house competencies that facilitate high-level policy formulation supported by quality research and strategy development, planning and M&E.  Similarly, PPRM will need to support organisation-wide participation in the strategy development, planning, budgeting and M&E processes, particularly as they relate to the technical directorates and their support to the Member States in adoption of regional policy and implementation of sector protocols at the national level.

 

Activities under Result 4: Financial Management and Compliance is developed to ‘best-practice’ international standards and the ‘4 Pillars’ of Accounting, Internal Control, External Audit and Procurement are developed accordingly.  The aim is to further strengthen the integrity of the internal controls within SADC Secretariat to better address the financial, administrative and expenditure management controls and systems, enhancing risk assessment/ management competencies and supported by recognised international best-practice compliance standards that satisfy the expectations of the Member States and the ICPs.

 

Activities under Result 5: Executive-level Intervention: Overall Policy-Vision-Strategy Leadership to achieve a more relevant and effective SADC Secretariat.  The organisation-wide turnaround strategy process is driven and guided by the Executive team to achieve sustainable cultural change and transformation within SADC Secretariat at every level of the organisation.  This is a critical strategic intervention requiring top-level leadership and its active engagement with the wider SADC institutions.  Issues of culture, values, vision and policy/strategy direction are all highly dependent on the degree of commitment and ownership demonstrated by the executive-level team, including how it articulates, drives and queries the formulation and implementation of policy, strategy and business processes within SADC Secretariat and in its engagement with the SADC institutions and the Member States.  The executive team will require technical support and assistance to ensure that turnaround change and transformation is effective and sustainable.  This component is the driving force for all other key result areas.

 

DESCRIPTION OF THE ASSIGNMENT

Global objectives

The global objective of this assignment is to provide expert assistance to SADC in the preparation of the SADC Secretariat Institutional Capacity-Development Programme (ICDP), a programme foreseen to be funded by the EDF under the Annual Action programme 2012.

Specific objective

The specific objective is to strengthen the internal capacity of the SADC Secretariat to better perform its mandate of driving and co-ordinating the SADC regional integration agenda.

SADC and the EU Delegation have developed a project Identification Fiche in the course of which consultations were held with stakeholders. The resulting Identification Fiche needs to be transformed into an Action fiche for a programme that addresses the institutional and capacity-development needs of the SADC Secretariat in fulfilling its mandated role in the context of driving the regional integration agenda, to be financed from EDF 10 and to be presented to EU Headquarters within the Annual Action Plan (AAP) 2012.

The Formulation Mission will assist in the preparation of a detailed programme design, containing all necessary documentation to support a successful submission of an Action Fiche with its compulsory annexes, in close consultation with stakeholders at the SADC Secretariat, the EU Delegation, other EU Member States, and other ICPs active in the field.

Requested services including suggested methodology

For the 10th EDF, the Commission utilises a new instrument for programme formulation:  the Annual Action Plan (AAP), consisting of an Action Fiche (AF) and a draft Financing Agreement (FA) to be presented to a Quality Support Group (QSG) at its HQ and for inter-service consultation (ISC). A Project Identification Fiche (PIF) for the SADC Secretariat Institutional Capacity-Development (ICDP) Programme has been finalised in July 2011.

After approval of the PIF by the EU Commission, SADC, together with the EU Delegation, has started the formulation phase and the drafting of  the AF and the Annual Action Plan (AAP) with all necessary annexes (including a possible Contribution Agreement for certain components).  These documents will have to be sent to EU HQ for approval by the QSG and Inter Service Consultation in the mid-December 2011.

The expert will:

  1. Based on the conclusions of the identification phase, assist in the formulation of the SADC Secretariat Institutional Capacity-Development Programme, to be financed under EDF 10.
  2. Prepare a detailed programme design to assist in the production of all formulation documents needed to be included in the Annual Action Programme (AAP) 2012 in line with the latest templates and including all comments made with the EU Quality Support Group I (QSG1) and in consultation with the SADC Secretariat, the EU Delegation, other EU member states, other ICPs and stakeholders. The programme design should take into account consideration that ICDP will be implemented under decentralised management (project approach). This will require the launch of the service tender under suspensive clause 9 months before start-up of the programme. The consultant should also analyse if a start-up phase (start –up PE) will be necessary.
  3. Based on the detailed programme design, the consultants will establish the human resources requirements, quantitatively and qualitatively, concerning SADC staff and Technical Assistants (TA) in order to implement the programme efficiently.
  4. Concerning SADC staff, the consultants will, based on the analysis of point 3, assess the existing staffing situation and will submit proposals for recruitment / replacement.
  5. Concerning the TA requirements, the consultants will establish detailed ToR for the service contract tender as well as for each TA required including a description of their necessary qualifications and experience.
  6. The expert will assess and analyse, the following issues:

6.1. The recent Institutional Assessment (Ernst & Young) undertaken in June 2011 (including the phase II in November 2011 as far as possible) and incorporate its findings and recommendations into any programme design;

6.2. The SADC Secretariat ‘Capacity-Development Framework’ (2008), as a policy adopted by Council of Ministers;

6.3. The recent decisions of the Council of Ministers, as they impact the role and mandate of SADC Secretariat;

6.4. The recent draft Job Evaluation Study (and its previous 2007 version) to determine the current requirements within SADC Secretariat as regards job/functional analysis, skills requirements and workflow/workload analysis;

6.5. In light of these developments, assess the necessity of a study to determine the requirements for a ‘Soft Skills’ Assessment to address the ongoing IA Compliance requirements, and in the case of where the study is considered to be important and relevant, to prepare a Terms of Reference for an external consultancy to undertake the study to address the ‘gaps’ in skills and competencies required to successfully sustain and embed the 4-Pillars components in place and being strengthened;

In doing so the expert will:

i)     Work in close consultation with the key stakeholders including PPRM, F&B and HR&A Directorates of SADC, EU Delegation, other ICPs, and any other stakeholders as deemed necessary;

ii)   Review all relevant documents (relevant SADC development plans, policies and action plans, EC guidelines for programme identification, etc.) and other relevant documents if applicable;

iii) Assist SADC and the Delegation in the organisation of a Consultation Workshop, gathering stakeholders from the relevant SADC Directorates and SADC National Institutions (at Member State level), if deemed necessary;

iv) Consult with relevant ICPs to receive feedback on the proposed activities and implementation modality for the programme;

v)   Produce an Aide-Mémoire highlighting the key issues and findings to be taken into account for the programme, to be presented at a debriefing meeting within 3 working days following the last day of the field mission;

vi) Present elements of each chapter of the Action Fiche, the Financing Agreement and relevant annexes;

The expert will take into account the recommendations made during the Quality Support Group I meeting   which was held on September 14, 2011 (report to be provided by the Delegation).

Required outputs

The outputs of this assignment are expected to be:

  1. A Work Plan, including information on people to be interviewed, documents to be reviewed, organisations to be visited etc., within one week of the start of the assignment;
    1. An Aide-Mémoire highlighting the key issues and findings to be taken into account for the programme, to be presented at a debriefing meeting;
    2. A Workshop with stakeholders, to discuss the outcomes of the formulation phase of the study and verify the resulting design. The Workshop will be organised by SADC Secretariat .The results of which will be incorporated in the Final Report;
    3. A draft and Final Report, containing a detailed programme design, and all necessary documentation to support a successful submission of an Action Fiche, containing the required elements of each chapter of the Action Fiche, the Contribution Agreement and other relevant documents, as required.

EXPERTISE REQUIRED

Number of requested experts per category and number of man-days per expert or per category

The services foreseen will require a team of two senior persons. The input by expert is estimated at:

 

Expert N° working days
Institutional Development – Expert 1 (Team Leader) Senior 34
HR & Change Management – Expert 2 Senior 25

 

Profile per expert or expertise required:

Institutional Development – Expert 1(Team Leader) Senior: 

 

Minimum requirements:

–      Masters or MBA (or university degree) of at least four years in a relevant discipline (e.g. business studies, organisational development, HR & change management or a similar field) or an equivalent relevant professional experience of at least 8years above the general and specific professional experience required below;

–      extensive knowledge of policy, planning, human resources, risk management, governance structures, monitoring and evaluation of development programmes and projects;

–      minimum of 10 years professional experience of which at least five years experience in an area related to public administration, institutional assessments in the context of regional economic development or regional integration;

–      Excellent written and communication skills in English;

–      Previous experience as a Team Leader is required;

 

Specific/other requirements:

–      experience in undertaking capacity assessments and training needs analysis is an asset, particularly in public sector organisations and institutions;

–      working experience in the SADC region is an advantage, within SADC Secretariat a distinct asset;

–      experience in project identification or formulation is an asset and a thorough knowledge of EDF and PCM processes;

–      drafting skills are important, as are a good working knowledge of the standard Microsoft Office suite of programmes for production of analyses, reports and presentations.

 

HR & Change Management Specialist – Expert 2 Senior: 

 

Minimum requirements:

–      Masters or MBA (or university degree) of at least four years in a relevant discipline (e.g. business studies, organisational development, HR & change management or a similar field) or an equivalent relevant professional experience of at least eight years above the general and specific professional experience required below;

–      minimum of 10 years professional experience of which at least five years experience in an area related to institutional assessments in the context of regional economic development or regional integration;

–      Excellent written and communication skills in English.

 

Specific/other requirements:

–      experience in undertaking capacity assessments and training needs analysis is an asset, including use of psychometric tests to assess ‘soft’ skills;

–      knowledge and experience in assessing institutional development and capacity development processes, in the context of financial management, audits and procurement;

–      working experience in the SADC region is an advantage;

–      experience in project identification or formulation is an asset;

–      drafting skills are important, as are a good working knowledge of the standard Microsoft Office suite of programmes.

 

LOCATION AND DURATION

Starting period

The assignment is expected to start on 24th October 2011.

Foreseen finishing period or duration

The duration of the assignment is 60 calendar days including time for completing the Final Report.

 

Indicative Timetable

Week Activity Expert 1 team leader Expert 2
1 Phase I – Botswana: travel, briefings, desk review of the identification study; submission of Inception report

5

5

2-3 Phase II  Botswana- Fieldwork and Analysis:

– Consultations with PPRM, F&B, HR&A Directorates and engagement with the Technical Directorates (TIFI, FANR, SHD&SP, I&S)

12

12

4-5 Phase III – Botswana:

– Preparation and presentation of Aide Memoire

– Discussion with stakeholders of detailed project design and workshop

3

5

3

5

5-6 Submission of draft report and formulation documents agreed by the EU Delegation

5

9 Phase IV – Home-based: finalisation and submission of the formulation documents

4

  Total working days

34

25

Location(s) of assignment

The location of the assignment will be Gaborone, Botswana.

 

REPORTING

Content

The application of the following reports and documents is expected:

  • A work plan, including information on people to be interviewed, documents to be reviewed, projects to be visited etc.
  • Draft documents for the formulation phase, as indicated in the previous paragraphs.
  • Final documents for the formulation phase, as indicated in the previous paragraphs.
  • Terms of Reference for a ‘soft’ skills assessment, based on relevance and ‘gaps’ identified
  • Terms of Reference for TAs required.

These documents have to address, inter alia, the following issues:

  • Sector context and stakeholders
  • Lessons learnt and complementarities
  • Donor coordination
  • Objectives, results and activities of the programme (including thematic and sectored focuses of the programme)
  • Risks and assumptions and risk mitigating measures
  • Crosscutting issues (with specific emphasis on Gender and Environment)
  • Implementation modalities, timetable and budget
  • Monitoring & Evaluation
  • Communication and visibility

These documents are to be complemented by a narrative, which explains the rationale for the chosen approaches, weighing pros and cons of the different options assessed.

Language

The working language for this assignment shall be English. Fluency in English is compulsory (writing, speaking and reading).  The experts are expected to demonstrate report writing ability in English and is required to have a good working knowledge of standard computer software (word processing, spreadsheets, presentation formats etc).

Submission/comments timing

The draft formulation documents are to be submitted 30 working days after the start of the assignment. EU and SADC shall provide comments on the draft within 14 calendar days.  The final formulation documents are to be submitted within 4 working days from receipt of comments on the draft documents, and shall incorporate all comments made by the EU Delegation and SADC.

Number of report(s) copies

All draft documents are to be submitted in electronic version sent by e-mail (word version). The final documents are to be submitted in five (5) hard copies and in 2 electronic versions (PDF and Word) saved on a CD.

ADMINISTRATIVE INFORMATION

Other authorized items to foresee under ‘Reimbursable’

 

This is a global price contract. However, under Reimbursable, the financial offer should provide for return tickets for mobilisation/demobilisation of the experts, Per Diem in Botswana for 39 calendar days for the team leader and 32 calendar days for the supporting expert.

Tax and VAT arrangements

 

The tax and customs arrangements applicable to this contract shall be those established by Articles 31 of the ACP-EC Partnership Agreement signed in Cotonou, Benin on 23 June 2000, and as revised in Luxembourg on 25 June 2005.

 

 

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