ToR for the National Experience Sharing Forum (NESF II) Facilitation

Transcription

1 EC SHARE - ETHIOPIA PROGRAMME Accelerating Resilience Capacity in Southern and Eastern Ethiopia (ARCE) STRENGTHENING INSTITUTIONALIZED SUBNATIONAL COORDINATION STRUCTURES AND HARMONIZATION MECHANISMS Project EU Ref: FED/2014/ Project FAO Ref: GCP/ETH/089/EC ToR for the National Experience Sharing Forum (NESF II) Facilitation General Description of Tasks and objectives to be achieved Terms of Reference for Experience Sharing Forum design and facilitation consultant/team Under the general supervision of the International Coordinator of the project "Strengthening institutionalized subnational coordination structures and harmonization mechanisms (GCP/ETH/089/EC" called the EC SHARE funded project, directly reporting to him on their day to day work and in close collaboration with the Assistant FAO Representative for Program and the FAO Regional Coordinator, the design/facilitation team will contribute to the delivery, organization, design support and facilitation of an experience sharing event to be held at federal level in Adama or Bishoftu/Debre Zeit on June Background Across Horn of Africa region, including Ethiopia, recurrent disasters of various origins have been contributing to chronic food insecurity, livelihood deterioration and weakening the capacity of traditional community institutions and mechanisms to withstand further shocks. This has initiated to look into different insight that could entice all stakeholders to an integrated approach to avert the dire situations the community is facing. Incessant efforts aiming at enhancing community's resilience have been undertaken by the government and Nongovernmental organizations interventions. However, the impact attained is not significant enough and could have been greater if handled in an integrated approach. The new government DRM policy has demanded a gradual shift in the types of interventions from working only on DRR, emergency response and recovery initiatives to building resilience capacities of communities and on linking the relief and rehabilitation with development. Following the enactment of the new policy various donor organizations have started to fund initiatives around coordination and humanization to ultimately integrate the efforts exerted by different stakeholders for utmost benefit of the vulnerable communities at large. EU, being the largest donor in Ethiopia providing significant financial support for coordination efforts that could bring all stakeholders together and to work in a harmonized and synchronized approach through the government institutions CSOs/NGGs and multilaterals for a meaningful achievement of their goals which ultimately benefit the community they are working for. 1 P a g e N E S F I I T o R f o r F a c i l i t a t o r s

2 Accordingly, EU funded a project 'Strengthening Institutionalized Subnational Coordination Structures and Harmonization Mechanisms' to provide support for better coordination or both short and longterm programmes; build the technical capacity of partners; facilitate learning and information sharing; document and scale up good/best practices. With the aim explained above, the EU Delegation and FAO Ethiopia are planning to jointly organize an Experience Sharing/Dialogue Forum (NESF II) to be held in Adama/ Debrezeyit/Bishoftu in June Also there will be similar events at regional level but their preparation will be simpler and managed by the FAO regional coordinators and EU RESET Clusters. A facilitator is required to support the organization of this forum (NESF II) specifically to play a leading role in facilitation of the two days event and produce a proceeding of the forum. 2. Objectives and Expected outcomes of the Forum (NESF II) SPECIFIC OBJECTIVES OF THE NESF II: The overall agenda of discussion can be summarized in: Taking stock of current experiences the WHY WHAT HOW WHO? (starting from the NESF I and RESF I and RESF II results and way forward) Visioning the future of resilience-building coordination in Ethiopia The NESF II objectives are: 1. Share experiences around resilience models at national and sub-national levels: 1.1. How efficient and sustainable are these models, 1.2 How these models are bringing lessons and good practices for improvement and institutionalization, 1.3. How is gender mainstreamed? 2. Identify major gaps and overlaps in resilience coordination backbone organisations in the country. Recommendations of promising activities for institutionalization, 3. Resilience coordination platforms at regional and federal level. 3. Main Tasks of the Consultant/team of two facilitators a) There will be a main facilitator and a co-facilitator (if need be) to share the tasks, b) The proposed place will be Adama or Debre Zeit/Bishoftu, the approximate dates are June 2018, with an approximate duration of 2 days. c) Meet with the RED&FS TA and FAO project coordinators, and the organizing team discuss and agree on details of the facilitation tasks, particularly important design details; d) Review the proceedings of the previous similar events done by RED&FS (NESF I) so as to give inputs for this new event; e) Prepare and submit an inception note reflecting the following: 2 P a g e N E S F I I T o R f o r F a c i l i t a t o r s

3 1. Support the design of timetable/agenda developed for the two days forum and advice in case of required adjustments 1) Travel jointly with FAO project coordinators/personnel and RED&FS TA to the site of the event before the day of the forum and assist on the remaining preparatory activities Including all the required arrangements for the conference room facilities and procurement of items; 2) Facilitate the two days forum with the acceptable standard and impartiality including on logistic arrangements, group discussions, support of a short and written satisfaction assessment from attendants, summarizing key issues raised during presentation and discussion sessions and conclusions, organise the writing of the minutes by the facilitation team main recommendations and way forwards; 3) Facilitate the small group exercise after the closing of the forum (after action review) for the overall assessment of the Forum and its preparation process and for the development of detailed action plans for the way forward; 4) Finalize the proceedings and evaluation report of the two days forum: synthesizing the opening and presentation sessions, key issues raised during the discussion sessions, conclusions and main recommendations and the way forward, and submit with acceptable standard presentations with selected photos of the event to the FAO and RED&FS): the draft with electronic copy during the 2 weeks after the conclusion of the forum and the final version two weeks after receiving comments. 4. The Contracting Authority shall a) Make available to the consultant/team all the necessary documentation, materials and facilities for the two days forum including transport to the selected site for the forum; b) Timely forward the presentations received; c) Provide comment within 4 days of receiving the draft proceeding report from the consultant; d) Effect the payment of the consultancy fee agreed up on; e) Provide effective administrative support for the logistical coordination of the forum. 5. Deliverables of the Consultant/team of facilitation -design and facilitation of the forum a) Revision of the workshop master plan b) Jointly with the Working Groups produce a short document suggesting communication/knowledge management activities before/during/after the event for increasing the use of the outputs; c) A Comprehensive proceeding of the forum, including the design and delivery of knowledge products of each one of the lines of action of the forum; d) Support on the global satisfaction assessment of the forum. Document of evaluation of all the process and of the experience sharing event; e) Document with the way forward and suggested follow up. This will also address how to increase the utility of the knowledge products of the forum. 3 P a g e N E S F I I T o R f o r F a c i l i t a t o r s

4 6. Profile of the consultant/team of facilitators The main international experienced consultant (including the national ones) facilitator is expected to have qualification and experience as follows; a) Minimum of MA in agricultural economics, development studies or related fields; b) Minimum of 10 years of professional experience; c) Excellent interactive group design, facilitation and documentation skills; proven track record of designing and facilitating similar events in the past; Strong knowledge management and knowledge sharing skills; d) Strong ability to work in a team; e) Knowledge of Ethiopian Agricultural sector policy; intimate knowledge of the agricultural sector institution is desirable; f) Knowledge of government and/or donor processes is highly desirable. The national consultant co-facilitator is expected to have the following qualification and experience: a) Minimum of BA/BSc in agricultural economics, development studies or related fields, or Communication / knowledge management related studies; b) Minimum of 7 years of professional experience; c) Good interactive group design, facilitation and documentation skills; d) Good knowledge management and knowledge sharing skills; e) Strong ability to work in a team; f) Some knowledge of Ethiopian Agricultural sector policy is desirable; g) Some knowledge of the agricultural sector institutions is desirable; h) Some knowledge of government and/or donor processes is desirable; i) Proficient use of Amharic. 7. Time frame and cost for the assignment of the facilitator(s) The total assignment period will be for maximum of 14 working days of facilitation services. The task breakdown and allocated time is as follows. Tentative Description of Activities General preparation of the workshop that could include, review, selection and refining of the master plan, presentations and finalize all the technical arrangements for the forum Facilitate the 2 days forum and preparation/conclusion on site, in Adama/Debrezeyit on June 2018 Total Working days (Lead) Co consultant Support and note taking 4 P a g e N E S F I I T o R f o r F a c i l i t a t o r s

5 Preparation of the proceedings and evaluation report 5 2 Include comments from the client and finalize the proceeding and support the final edition of the document. including the main aspects from the regions Total working days 10 4 FAO will cover only local transport and DSA for the Facilitator and co-facilitator for traveling to the event site, so it should NOT be included within the financial offer. All other costs of the Facilitator and co-facilitator (such as DSA 1, accommodations etc.) will not be covered by FAO and should be reflected within the Financial Offer. 8. Technical Evaluation Criteria Mandatory Requirements 1. Business license to operate in Ethiopia, 2. At least 60 points in the Technical Scoring Technical 60 Financial 40 Point Based Technical Requirements Max Points 1 2 <5 years of experience Facilitation company at national and international level = 0 points 5 years of experience Facilitation company at national and international level = 4 points 5 years of experience Facilitation company at national and international level = 4 points 5 years of experience Facilitation company at national and international level = 4 points Actual experience/performing with Facilitation of the company at national and international level = 12 points 12 < Master s Degree=0 points Master s Degree= 4 Doctorate Degree= 5 Minimum of MA in design, facilitation, Knowledge Management and communication or any related field for the key person=9 9 1 Living Allowance and Travel Daily Subsistence Allowance (DSA) will follow the criteria applied to FAO consultants in FAO Ethiopia 5 P a g e N E S F I I T o R f o r F a c i l i t a t o r s

6 3 Points Points points 5 years of Professional experience on facilitation = 4 points 5 years of Professional experience on Knowledge Management (KM)= 4 5 years of Professional experience on coordination/design Support= 4 points 10 years of Professional experience on facilitation = 6 points 10 years of Professional experience on Knowledge Management (KM) = 6 10 years of Professional experience on coordination/design Support = 6 Minimum of 10 years of international professional experience and proven track record on Monitoring and Evaluation (M&E), Coordination/Knowledge management (C/KM) and Capacity development (CD) of the expert=30 30 More than 10 meetings facilitated and proceedings documented = 5 points At least 5 meetings facilitated and proceedings documented = 3 points Less than 5 meetings facilitated and documented = 0 points 4 Excellent interactive group design, facilitation and documentation skills of the expert=8 8 years of experience in Ethiopia on the sectors =5 points Less than 5 years of experience in Ethiopia on the sectors = 0 points 5 Knowledge of Ethiopia resilience/rural development/humanitarian sector=5 5 Processes, Activities, Outputs and Indicators developed beyond what are described in the ToR = 7 points 7 Working days break down beyond what described in the ToR= 3 points 3 Design/Facilitation and KM Approaches, Tools =6 Points 6 Description/Number of International/National travels and Number of days in event site and Addis = 2 points Detailed Work plan of the consultancy including process details and including the Inception, Implementation and Communication/Reporting Phases (1.Activities, 2.Working days, 3.Design/Facilitation/KM Approaches, Tools, 4. Processes, Activities, Outputs and Indicators, 5. Number of International/National travels and Number of days in event site and, Addis =18 18 Possible Risks and Possible Mitigation plan =3 points Approach and activities for assuring the utility and sustainability of the processes and outputs =3 Points Risk and possible mitigation plan and Approach and activities for assuring the utility and sustainability of the processes and outputs =6 Points 6 Draft the Proceedings - Plan for the design, Facilitation and KM process. This is the combined points of A-B above=24 24 Proof of 5 years of Facilitation and KM experience of the company at international and national levels = 2 points Proof of 5 years of Facilitation and KM experience of the expert at international and national levels = 2 points 6 P a g e N E S F I I T o R f o r F a c i l i t a t o r s

7 Proof of 5 years of KM experience of the company at international and national levels = 2 points Proof of 5 years of KM experience of the expert at international and national levels = 2 points Proof of 5 years of design experience of the company at international and national levels = 2 points Proof of 5 years of design experience of the expert at international and national levels = 2 points 7 Proof of experience (proceedings, reports & documents) of the expert and the company related to description of activities of the ToR. This is the combined points above TOTAL 100 Technical Evaluation Financial Evaluation 100* *.40 7 P a g e N E S F I I T o R f o r F a c i l i t a t o r s