Terms of Reference for a consultancy on developing Regional Accountability to Beneficiaries toolkit and Curriculum

1.   Summary

1.1.   Purpose:  Develop regional minimum standards, including tools, resources and a training curriculum in order to guide the International Federation of Red Cross and Red Crescent Societies (IFRC), National Societies (NS) and Partner National Societies (PNS) in East Africa and the Indian Ocean Islands on how to incorporate accountability to beneficiaries into their programmes, emergency operations and organisations.

1.2.   Commissioners: This consultancy has been commissioned by the IFRC East Africa and Indian Ocean Islands Regional Representation. 

1.3.   Duration of consultancy: This consultancy has four phases.  Each phase will have to be validated by the Beneficiary Accountability Working Group before the consultant proceeds to the next phase. The whole consultancy is expected to take approximately 40 working days.

1.4.   Estimated dates of consultancy:  1^st August  - 31 November 2014

1.5.   Geographic scope: East Africa & the Indian Ocean Islands (Uganda, Rwanda, Burundi, Somalia, South Sudan, Sudan, Kenya, Ethiopia, Djibouti, Eritrea, Tanzania, Madagascar, Comoros, Seychelles, Mauritius).

1.6.   Deliverables: An inception report and project plan and timeline at the end of the first phase; regional beneficiary accountability minimum standards/guidelines at the end of the second phase, a set of AtB tools and resources at the end of the third phase, and a training curriculum developed, delivered and finalised by the end of the fourth phase

1.7.   Methodology: Literature and programs review, consultative meetings with beneficiary accountability working group, consultative workshops with PNS, NS and other regional stakeholders, field visits to pilot NS to document current AtB best practices, consult on standards and tools needed and to pilot the training curriculum.

1.8.   Audience: Programme, PMER and management staff of the NS, PNS and IFRC.

1.9.    Location of consultancy:  Part of the consultancy can be carried out from the consultant’s home and the rest in Nairobi and the pilot countries.

2.   Background

The IFRC Regional Representation for Eastern Africa and Indian Ocean Islands, as part of the IFRC Africa Zone, supports National Societies (NS) to respond to emergencies and to make communities more resilient to risks. The Regional Representation serves the National Societies of Burundi, Djibouti, Kenya, Rwanda, Tanzania, South Sudan, Sudan, Eritrea, Madagascar, Seychelles, Somalia, Ethiopia, Mauritius, Comoros Island and Uganda and acts as a hub for technical support and operations coordination for the wider Eastern Africa Region.

Over the last 20 years, the importance of demonstrating high levels of accountability to beneficiaries (AtB) in programming has grown for both donors and humanitarian organisations. More than 170 accountability policy documents, guidelines and initiatives have now been published, starting with the International Red Cross and Red Crescent Movement’s Code of Conduct in Disaster Relief in 1994[1]. The Code of Conduct established accountability to affected populations as a key component of principled and effective humanitarian assistance stating that ‘Ways shall be found to involve programme beneficiaries in the management of relief aid’ and ‘We hold ourselves accountable to both those we seek to assist and those from whom we accept resources’.

These have increased exponentially over the past 10 years, with Sphere (1997), HAP trials or pilots (2001), the Listening Project (2005), and the numerous initiatives that emerged following the 2004 Indian Ocean Earthquake (2005–2010), including the NGO Impact Initiative (2006) and the release of the HAP Standard in Accountability (2010). A number of PNS have also produced their own AtB guidelines and standards, including the American Red Cross (2010) and the British Red Cross (2013).

Most recently, at the 2014 General Assembly in Sydney National Societies adopted the Principles and Rules for Red Cross and Red Crescent Humanitarian Assistance, which lays down NS and IFRC commitments including;

4.1  National Societies shall ensure that disaster-affected communities are involved in planning and decision making regarding relief and recovery programming.

5.4.         National Societies and the International Federation consider themselves as accountable to disaster-affected people and shall involve them in needs assessment and decision-making to ensure that assistance is appropriate and meets their needs and priorities.

5.5.         National Societies and the International Federation shall work to put in place transparent communication, feedback and complaints mechanisms which invite disaster affected people to share concerns regarding the assistance provided. The National Societies and the International Federation shall ensure appropriate follow up on feedback.

While many evaluations and studies highlight the progress that has been made to improve AtB, many challenges still remain. Within the IFRC, no framework, guidance or standards has yet been developed on AtB and while NS recognise the importance, for many it is still an abstract theory not well understood.

Based on this, the IFRC East Africa regional office now wishes to provide practical support and guidance to IFRC, NS and PNS on how they can incorporate better beneficiary accountability into their programmes, emergency operations and organisations. This will be achieved through the agreement of common, manageable minimum standards for EAIOI region, development of tools and resources to help meet these standards and a training curriculum to build knowledge, understanding and skills in achieving the standards and using the toolkit. These standards, tools and training will focus on how we can build the four pillars of AtB – transparency, participation, feedback mechanisms and beneficiary-led monitoring and evaluation – into our programming and emergency operations, looking at key actions to take at each stage of the programme cycle.

3.   Objectives

The objectives of this consultancy are:

1.     To establish agreed common achievable minimum standards for AtB in IFRC, NS and PNS programming and emergency operations across the region (based on current levels of knowledge and practice)

2.     To develop the practical tools and resources needed to meet these standards

3.     To develop and deliver a training curriculum on how to meet the standards and use the tools and resources.

4.   Deliverables and methodology

o    1^st phase - Inception report, project plan and timeline

The inception report will be a scoping exercise for the consultant and will include the proposed methodology, data collection and reporting plans, the allocation of roles and responsibilities within the team, a timeframe with firm dates for deliverables, and the travel and logistical arrangements for the consultant.

o    2^rd phase - Draft of the Accountability Minimum Standards

·         Consultation with IFRC, NS and PNS on current levels of AtB, capacity and knowledge and expectations / desired outcomes, as well as the type of support and tools needed

·         Literature review of existing AtB standards and guidelines, which will act as a basis for the EAIOI standards and tools

·         Drafting and testing of minimum standards with IFRC, NS and PNS

·         Identification of examples of best practice and consultation on whether standards should be scaled or staggered

·         Agreement of minimum standards of AtB for RCRC in EAIOI for programming and emergency operations. The aim will be for all IFRC delegations, NS and PNS operating in EAIOI to sign up to the minimum standards, but it is recognised that this will be a voluntary process

o          3^rd  phase - Final version of the AtB toolkit

·         Assessment of current available tools and resources for AtB, within the RCRC and externally

·         Identify the tools and resources needed by IFRC, NS and PNS to deliver better AtB within programmes and operations

·         Development and adaptation of existing tools and resources to support IFRC, NS and PNS to meet the minimum standards

·         Test AtB tools and resources with IFRC, NS and PNS

·         Finalisation of the AtB materials and resources toolkit

o          4^th  phase – Pilot the toolkit

·         Development of an AtB training curriculum aimed at building better understanding of the AtB minimum standards and how to use the toolkit

·         Pilot the training curriculum with IFRC, NS and PNS

·         Finalisation of the AtB training curriculum

The final version will be a reviewed version of the draft, after integration of the comments and recommendations given by the participants in consultative workshop.

Important note:

-       The final toolkit will have to be reviewed and approved by the members of the Beneficiary Accountability Working Group before being considered as final

-       It is essential that the final standards and toolkit is clear, concise and written in accessible English in order for it to be translated into shorter versions for dissemination to various stakeholders and for capacity building.

- To this end, the use of info graphics to enhance ease of communication of evidence and options should be considered (for examples text boxes, graphs, pictures etc).

All products arising from this consultancy will be owned by the Federation. The evaluators will not be allowed, without prior authorization in writing, to present any of the analytical results as his or her own work or to make use of this consultancy results for private publication purposes.

5.   Key reference documents

The International Red Cross and Red Crescent Movement’s Code of Conduct in Disaster Relief and the Principles and Rules for Red Cross and Red Crescent Humanitarian Assistance.

American and British RC AtB guidelines and standards, HAP documents, SPHERE, ECB project.

And any other relevant studies and publications

6.   Report and case studies Quality & Ethical Standards

The consultant (s) should take all reasonable steps to ensure:

-          that the final products are designed and conducted to respect and protect the rights and welfare of the people and communities involved,

-          that the information is technically accurate and reliable,

-          and the analysis is conducted in a transparent and impartial manner, and contributes to organizational learning and accountability.

         

It is also expected that the consultant will respect the seven Fundamental Principles of the Red Cross and Red Crescent: 1) humanity, 2) impartiality, 3) neutrality, 4) independence, 5) voluntary service, 6) unity, and 7) universality. Further information can be obtained about these Principles at: www.ifrc.org/what/values/principles/index.asp

The IFRC report standards are:

1.     Utility: Report must be useful and used.

2.     Feasibility: Recommendations must be realistic, diplomatic, and managed in a sensible, cost effective manner.

3.     Ethics & Legality: Consultancy must be conducted in an ethical and legal manner, with particular regard for the welfare of those involved in and affected by the evaluation.

4.     Impartiality & Independence; Report content should be impartial, providing a comprehensive and unbiased assessment that takes into account the views of all stakeholders.

5.     Transparency: Content of the report and case studies should reflect an attitude of openness and transparency.

6.     Accuracy: Content of the report and case studies should be technical accurate, providing sufficient information about the data collection, analysis, and interpretation methods so that its worth or merit can be determined.

7.     Participation: Stakeholders should be consulted and meaningfully involved in the process when feasible and appropriate.

8.      Collaboration: Collaboration between key operating partners in the process to ensure the legitimacy and utility of the report and case studies.

7.   Competencies

• In depth knowledge and good understanding of the context of East Africa region preferable.
• Practical field experience in programme planning, M&E and learning desirable
• Up-to-date knowledge of good practices in accountability to beneficiaries, beneficiary communication, PMER and learning
• Excellent research, analytical and policy skills and interpersonal skills with strong cultural sensitivity and adaptability.
• Strong analytical skills and ability to clearly synthesize and present findings, draw practical conclusions, make recommendations and to prepare well-written reports in a timely manner;
• Excellent report writing, presentation and communication skills.
• Experiences in presentation at local, national, regional, global or international meetings on results of assessment findings or studies and in managing feedback sessions involving a diverse audience.
• Ability to compile information in coherent and succinct formats.

·         High attention to detail and ability to work under tight deadlines.

·         IT competencies at least in Word, Excel, PowerPoint and internet.

8.    Required skills and experience

The Consultant (s) should have the following qualifications, skills and knowledge:

Experience

• Minimum qualification of a university degree in relevant field of study, or equivalent combination of education and relevant work experience.
• Minimum 5 years of relevant working experience.
• Experience of implementing the HAP Standard benchmarks desirable
• Practical field experience of designing and establishing beneficiary accountability systems, including participation, complaints handling, transparency and beneficiary communications.
• Knowledge and experience working with the Red Cross Red Crescent Movement preferred; and/or other multilateral, bilateral organizations and international civil society development partners is considered an asset as is previous work on Accountability to Beneficiaries, PMER or beneficiary communication.

Language

• Excellent written, oral, presentation and communications skills in English with the ability to explain complex analysis and data in a clear and simple manner to non-native English speakers.
• Knowledge of French preferable

9.   Management and timeframe

The contracting agency and focal point for the assignment will be the IFRC EAIOI regional representation, although the deliverable will be reviewed by the Beneficiary Accountability Working Group. While the exact composition of the steering committee is to be determined, it will likely be made up of representatives from the IFRC regional office, Partner National Societies and National Societies in order to ensure coherence and reach a consensus.

The applications must be composed of:

- CV (with emphasizes on previous related work and 3 referees),

- Example of previous similar works,

- A description of the proposed activities to reach the purpose of the consultancy and the methodology which will be used, together with a work plan.

Applicants are request to submit their application not later than Monday 04 August 2014 to hr.eastafrica@ifrc.org

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[1] www.ifrc.org/publicat/conduct/