TERMS OF REFERENCE FOR CONSULTANCY ON GENDER EQUALITY SELF- ASSESSMENT

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1 TERMS OF REFERENCE FOR CONSULTANCY ON GENDER EQUALITY SELF- ASSESSMENT 1.0 Background Plan is an international child-centred community development organization without political, religious or governmental affiliations. Plan s vision is of a world in which all children realize their full potential in societies that respect people s rights and dignity. Our mission is to strive to achieve lasting improvements in the quality of life of deprived children in developing countries, through a process that unites people across cultures and adds meaning and value to their lives, by: enabling deprived children, their families and their communities to meet their basic needs and to increase their ability to participate in, and benefit from, their societies; building relationships to increase understanding and unity among people of different cultures and countries; Promoting the rights and interests of the world s children. Plan started its work in Kenya in It currently covers 18 counties: Siaya, Homa Bay, Kilifi, Kisumu, Kwale, Machakos, Tharaka, Nairobi, Mombasa, Taita Taveta, Lamu, Kajiado, Kakamega, Bungoma, Vihiga, Migori, Kisii, Busia, 2.0 Overview Plan International is committed to promoting gender equality and believes that it is central to achieving our purpose, we strive for a just world that advances children s rights and equality for girls. Plan s Policy on Gender Equality establishes gender equality as a core objective and outlines our commitments and standards of performance that are applicable to Plan s offices, staff and partners, as well as our programmatic, communications, public engagement and advocacy work. Plan s Strategy on Gender Equality outlines our strategy for implementing these commitments to Gender Equality, and includes operational plans with clear results and targets, as well as our priority actions and accountability outcomes. In line with this Plan Kenya will undertake an in-depth Gender Equality Self-Assessment (GESA) as a part of its wider gender mainstreaming process. In taking forward the GESA process, Plan Kenya seeks the technical support of a consultant to undertake this activity. 3.0 Objectives of the consultancy a) Internally asses where gender equality issues are being applied and where they are not, what tools are being used and how important staff think they are (in programming, partnerships and internal organisational structures and processes) b) Develop practical and concrete recommendations for integrating gender equality within programming, partnerships and organisational processes in Plan Kenya. c) Promote enthusiasm, commitment and greater awareness for working on gender equality in order to build a more gender responsive workforce within Plan Kenya. Page 1 of 6

2 Against this backdrop, Plan Kenya seeks support from a consultant to undertake a Gender Equality Self- Assessment at PLAN KENYA Scope and Methodology Plan International has tools already developed to undertake this exercise. These tools will be administered to staff managing various projects and key leadership in all the 8 geographical areas where programs are currently being implemented. The methodology adopted will be mainly key informants purposively selected and focus group discussion with children. The consultant however will be expected to undertake literature review including previous studies by Plan and relevant external documents that will add value to the process. The process will also involve the consultant hold discussion with key project partners that Plan International has been working with including the government of Kenya, National and County level, the civil society organizations, community based organization and faith based organizations. It is estimated that at least 15 Key informants (including staff and partners) and four focus group discussions will be held in each of the 8 program units. The consultant to this end are expected to have proper knowledge on the conduct of key informant interviews and moderation of focus group discussions. The consultant must have essential skills in qualitative data analysis and presentation. They also must be knowledgeable of conducting focus group discussion with children. 5.0 Recruitment and training of research assistants The consultant will be trained by Plan International staff on the GESA tools and subsequently expected to train research Assistants in three geographical regions: Coast, Nairobi and Nyanza. The coast shall include Research assistants from Kwale and Kilifi, Nyanza to include research assistants from Bondo, Kisumu and Homa Bay and Nairobi to include Tharaka, Machakos and Nairobi. It is anticipated that a total of 5 research Assistants in each location is adequate to undertake the assessment. Plan International already have a pool of duly certified research assistants that it works with and will be free to share their contacts with the consultant for engagement in their terms. Plan International will not provide for their daily allowances and this will be taken up by the consultant. Plan International will however meet the cost of the conference facility and meals and accommodation for the two day training of the research assistants in the three regions. 6.0 Requirement for the consultants Team of experts with a lead experts in the fields of gender studies, sociology and statistics in Kenya Demonstrated competency in evaluation of related studies in gender programs Minimum 10 years of experience in administering surveys, conducting quantitative analysis, collecting data and producing baseline reports, preferably for international non-profit organizations, or multilateral agencies with proven experience triangulating various methods including quantitative statistical techniques as well as gender related qualitative analysis and expertise; Knowledge of mixed methods design Strong qualitative data analysis expertise required Fluency in English and Swahili Page 2 of 6

3 7.0 Our expectations Our expectations from successful proposals are that they account for the following 1 : 1. Ensure that there is capable and sufficient staff to conduct study in an ethical manner. We will prefer to have at least one consultant in each Program Unit supervising a team of five research assistants 2. Include study protocols to clarify aims and procedures for collecting, analyzing, and using the information 3. Recognize social and cultural barriers to participation 4. All tools agreed mutually with Plan International 5. Children must give their agreement to participate, but consent is required from appropriate adults 6. Interviewers should make sure that children know they can stop or withdraw at any time 7. Investigators must provide children and adolescents and their parent or guardian with information about the activity in a manner appropriate to their culture and education 8. Consent forms and informational tools should be provided 9. Avoid efforts to unduly influence participation by the use of incentives. If incentives are used, they should be in line with local living standards. 10. Interview procedures should reflect the need to protect the children and adolescents best interests. Consult with community members to determine appropriate practices 11. Use appropriate procedures to maintain the safety and security of participants 12. Use an independent advocate to represent the views of children if there is any doubt about the protection provided by their guardian 13. Outline protocols and procedures in case a child protection violation is detected during the study procedure 8.0 Role of Plan International Kenya 1. Prepare tools for data collection with staff, children and beneficiaries 2. Mobilize study participants 3. Help the consultant in identification of research assistants to recruit in the study at their own terms and conditions 4. Provide any international documents for review by the consultant as sources of secondary data 5. Participate in the training of consultants 6. Organize training workshop for the consultants and workshops to train research assistants in the three regions (Coast, Nyanza and Nairobi) 7. Provide support supervision during the assessment period 9.0 Role of the consultants 1. Participate in the training workshop and be able to understand the tools and study methodologies 2. Train the research assistants in the regions 3. Enter the data collected from the field 4. Analyse the data and present the final report 10.0 Consultants/bidders are asked to provide: 1. A detailed technical proposal clearly outlining the proposed methods for the assessment and understanding of the Terms of Reference 1 From Schenk, Katie and Jan Williamson, 2005, Ethical Approaches to Gathering Information from Children and Adolescents in International Settings, Population Council Page 3 of 6

4 2. Curriculum Vitae(s) of proposed staff outlining relevant education expertise and experience one for each program Unit (at least four). 3. A table clearly stating the level of effort of each proposed team member 4. A financial proposal with a detailed breakdown of costs for planning and carrying out the assessment 5. A proposed timeframe detailing activities and a schedule/work plan (including a Gantt chart), in line with the timeframe provided in this TOR and with consideration for the time it will take for Plan to review documents (inception and evaluation report, etc.) before finalization. 6. Names and contact information of three references who can be contacted regarding relevant experience 7. A Consulting Firm Profile (including all details of the firm and board of directors) 11.0 The Technical and Financial Proposal In bidding for this work, the consultant will submit a full technical proposal and a separate financial proposal. The following components must be included: i) Technical proposal a. The consultant s understanding of the terms of reference b. Show a thorough understanding of this terms of reference c. Include a description of the preferred data gathering and sampling methods d. Demonstrate previous experience in conducting quantitative and qualitative study approaches e. Demonstrate inclusivity gender equality and non-discrimination in the conduct of the study f. Demonstrate approaches that will be used to ensure child protection and ethics and principles will be applied throughout the design and data collection phases of the project, and how marginalized or vulnerable people will be included. g. Clear and detailed work plan including a Gantt chart h. A detailed outline of methodology i. Full details of proposed consultancy team members, including their CVs which relates their experience and skills, etc. to this undertaking. j. A detailed time schedule k. Evidence of past work relevant to this task l. Names, physical and addresses and telephone numbers of three references for the consultancy organization which must relate to major work done within the last three years, and the contact details (names, addresses and and telephone numbers) of the persons who were ultimately responsible and accountable for contracting the consultants for that work m. Full names, post office box number, telephone number(s), address, physical address and contact person(s) of the consultant(s) ii) Financial proposal outlining costs of the various components as understood from this call to include: Itemized consultancy fees/costs Itemized field data collection expenses, including lines for enumerator compensation and transportation Itemized administrative expenses Validity period of quotations Expected outputs A full report on the GESA which will provide a snap shot of where Plan International Kenya is in relation to gender equality A gender action plan. Page 4 of 6

5 13.0 Deliverables The consultant will be required to submit upon being successful: i. Inception report: Outlining the consultant's plan of action and timeline/timetable for conducting the training. It should also demonstrate proper interpretation and adherence to the TOR. ii. A full report in the following outline: a) Title Page b) Contents page c) List of acronyms used d) Executive summary maximum 2 pages e) Introduction and background f) Body (full report content and feedback). g) Action plans Annexes 1. Any tools (full versions to be attached) 2. List of persons worked with on the compilation 6.0. Timeframe The GESA exercise is expected to take 25 working days. The total contract period will be 25 working days Child Protection Policy It is the responsibility of the consultant to demonstrate commitment to strictly adhere to Plan s Child protection Policy. The consultant also has responsibility to ensure that any persons hired, used or consulted during this process are made familiar with the policy and commit to abide by it during execution of this work Proposal Requirements The full financial and technical proposals should be submitted in separate sealed envelope(s) which will only be clearly marked (Bid for conducting Gender Equality Self-Assessment - GESA) and addressed to: Plan International Kenya Oloitoktok Road Methodist Ministries Centre Block C, 2 nd Floor. P. O. Box , Nairobi, Kenya Please submit your applications by 4 th April 2017 Kindly note that Plan will reply only to successful submissions Page 5 of 6

6 ANNEX 5: BUDGET TEMPLATE The consultant will be fully responsible for all the assessment cost for the ones expressly provided for in this TOR. Plan Kenya will not cater for any other costs not provided for here in. No hidden costs will be allowed. The consultant will be required to make own transport arrangements to and from program Units including transportation of research assistants. The consultant should also make necessary arrangements of how and when the data entry will be done by providing the required resources. Successful applicants will be expected to undertake the study fully before any claims are made. On production of an acceptable draft report 2 Plan shall pay 30% of the total cost and 70% upon production of final acceptable report 3 Payment will be made once the final report is accepted. Item Description Unit # of Units Consultancy fees Per day Data enumerators allowances Per day (including accommodation) Training data enumerators Per day (including accommodation) Office expenses (Printing, Lumpsum photocopy, communication costs, binding etc. Data entry costs Per day Other costs Grand Total Unit Cost Total Cost (Ksh.) 2 Drafts are considered acceptable only when they meet the threshold of good quality as underscored in this TOR and during subsequent inception meeting session with Plan team of reviewers. Drafts which are not accepted and fail to meet the threshold even after the consultant is given time to revise the report will be subject to termination as will be defined in the agreement. Under the circumstances Plan will not be obligated to meet any financial costs incurred during such period of preparing the unaccepted draft report 3 A report is considered final acceptable after inclusion of all comments from Plan team of reviewers and upon certification that all the comments have been included. The consultant may be required to validate the findings before the final report is accepted. The final report will be accepted together with all its annexes as defined in this TOR Page 6 of 6