TERMS OF AGREEMENT. Between. The Food and Agriculture Organization of the United Nations (FAO)

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1 TERMS OF AGREEMENT Between The Food and Agriculture Organization of the United Nations (FAO) Provision of funds from the Food and Agriculture Organization of the United Nations under the FAO EU Food Security Thematic Program - Regional Initiative in Support of Pastoralists and Agro-pastoralists in the Horn of Africa (OSRO/RAF/011/EC) to the International Institute of Rural Reconstruction (IIRR) Nairobi, Kenya 1. Background The Agreement seeks to contribute to the delivery of the Regional Initiative in Support of Vulnerable Pastoralists in the Horn of Africa - RISPA and IGAD s Disaster Resilience and sustainability Initiative. The RISPA seeks to contribute towards resilience building by focusing on the following: Overall Objective: To contribute to reduced vulnerability of (agro) pastoral communities in the Horn of Africa. Specific Objective: To strengthen institutional and policy framework affecting resilience of (agro) pastoral communities and the diversification of their livelihoods. Evidence abound, including reports of the intergovernmental Panel on Climate Change (IPCC), which project falling crop yields and reduced access to water, the deterioration and collapse of many ecosystems upon which poor people depend for their livelihoods, and the growing incidence of vector-borne diseases. There is evidence that the number of people vulnerable to poverty as a result of climate change is likely to increase. Many households stand to be forced to migrate in search of new homes and livelihoods, with increase in incidences of climate-related disasters. A growing number of people are set to become more vulnerable to flooding/inundation and to drought as a result. As women, men and special categories experience different vulnerabilities and cope with natural disasters differently, an increase in the magnitude and frequency of natural disasters caused by climate change will have different implications on women and men respectively, but on the whole with more severe negative coping mechanisms. Climate change amplifies the inequalities between different strata of the community especially women and men. Women s historic subordination and exclusion, their limited and denied access to resources and their limited power in decision-making exacerbates their vulnerability to the impacts of climate change. For example, resource shortages will lead to increased migration of men and women causing increased burden and work for women. In addition the changes in types of crops and livestock production, affect division of labor between women and men, impacting directly on women s economic autonomy. Furthermore, women's informal rights to resources could decrease or disappear as access to land and natural resources dwindle due to climate change. Indigenous people s capacity and rights to reside, use or occupy land are threatened as climate change impacts directly on the distinctive, socio-cultural, spiritual, and material relationship these people have with their land and natural resources. In this dimension, the rights of minority groups to basic survival remains endangered. Government capacity to cope with climate change related disasters remains generally limited in Africa, with countries tied to disaster appeals and call for external assistance to help meet the food deficits. Kenya, Somalia (including Somaliland) and Ethiopia are endemically facing food shortages in the last five years, with over 10 Million people under external food aid support. 1 P a g e

2 Drought has become a chronic feature of the world s arid and semi-arid regions. Pastoralists in the greater Horn of Africa used to expect a minor drought every three to five years and a major drought five to ten years, but this trend has changed in the last decade to frequency of less than two years. Minor droughts are now coming almost every other year, and major droughts every two to three years. The droughts are now more frequent and the land mass available to support rural livelihoods is fast shrinking below the economic utilization level. This has led to an escalation of conflicts among erstwhile harmonious communities as they struggle for limited water and pasture. Among the pastoralists, inter tribal and inter clan raids have become endemic, worse with the proliferation of small arms in the Region. As the drought events occur with more frequency, people have no time to recover before another drought hits. This has resulted into increasing poverty and chronic food insecurity with households year after year finding it hard or impossible to get the food they need. It is difficult during drought crisis to distinguish between people suffering from chronic and transitory (acute) food insecurity. The proposed activities are intended to consolidate the community action plans developed by FAO and partners in the cross border areas of Ethiopia, Kenya and Uganda. The project partners are ACTED working with the Pokot of Kenya, Pokot and Karamojong of Uganda; VSF-Belgium is working in Turkana County in Kenya and across the border with Karamojong of Uganda; VSF- Germany is working in northern Marsabit among the Dasenach, Gabbra of Kenya and Hamar of SNNPR region of Ethiopia. VSF-Suisse and COOPI working in Mandera and across to the Somali region of Ethiopia. IIRR Ethiopia and Pastoral Concern working with the Boran of Ethiopia. IIRR and CORDAID supported DRR work in Marsabit, Isiolo, and Samburu Counties (among the Boran, Gabbra, Samburu and Turkana). The service providers will work with the government at local and national levels to draw the communities plans they and other partners have undertaken all with an aim of coming up with consolidated cross border community plans that will inform the planning, programming and investment processes. 2. Terms of Reference 2.1 Definition of Output(s) and/or Outcome(s) Output 1: Cross border community development and contingency plans prepared Improved quality of Participatory Disaster Assessments (PDRAs), development plans and contingency plans; Generated community development and contingency plans reviewed and updated; Consideration and inclusion of community development and contingency plans into the mainstream government planning, programming and investment processes. Output 2: Community empowerment enhanced and institutional capacity strengthened Community institutions and capacity on planning, action, participatory monitoring, evaluation and learning and strengthened; Community organizations strengthened, outline opportunities for inclusion and linkages between community level institutions into the local government planning and investment processes and institutions. Output 3: Community plans inform local, national, cross border and regional planning and programming processes and investment decisions Improved inclusiveness of community planning processes and outputs through documentation (Policy briefs/synthesis reports developed and shared with Governments and other stakeholders) and advocacy; Consideration of cross border nature of communities resource management. 2 P a g e

3 The main outcomes are: Firstly, the national and regional programmes and investments by governments and Partners consider the community needs as outlined in their respective cross border development and contingency plans. Secondly, the consideration of traditional/community institutions, putting forth opportunities and value for linkages to mainstream planning, programming and investment institutions therefore contributing to increased community ownership, sustainability and resilience. 2.2 Description of Services Methodology The development of evidence-based recommendations will be as a result of the participatory action research (PAR) methodology. This is an intervention-based approach, where the focus is action to improve on-going policies in favour of the poor. One of the key characteristics of this approach is partnership and active participation of those that have traditionally been excluded from policy development and monitoring processes. The participatory action research approach focuses on real people s issues and creation of knowledge that leads to action. It involves inclusion of all stakeholders in definition of research problems/ risk reduction planning, implementation and monitoring evaluation. Development of research methodologies, and processes as well as outcomes that are emancipator to facilitate the mechanism of an inclusive planning process at all levels of management. The PAR is therefore deeply embedded in the Human Rights Based Approach (HRBA) framework. The following steps/ roadmap shall be taken: A Participatory Social Action Research will be organized to analyze the situation of current generated Participatory Disaster Risk Assessments (PDRAs), implementation phase of the prioritized DRR measures through community action and contingency plans. Then critically understanding how these plans are uploaded into the Governments mainstream planning process. The focus will be on generation of risk reduction measures through the PDRA process, implementation, institutional arrangement, monitoring and evaluation and establishing the linkage of community planning system and that of the district/county levels of planning. There will not be fresh PDRAs conducted at the community level but FAO partners will facilitate the review, updates and refinement of the PDRAs and being able to review and update the community action and contingency plans. The research will aim at establishing evidence on the implementation and impact of Disaster risk reduction measures and Climate Change adaption and their impact on poor people especially women with inclusion of pastoralists/semi- pastoralists in the cross boarder communities and regional governments. Where there are good lessons learnt then the uptake windows are also explored in order to upscale the lessons learnt overtime across the cross boarder communities as well as across border Governments and region Scope of work The methodology outlined above, is grounded on the basis of scope of work and other underlying factors in the region. In the process of executing the assignment, IIRR will take into consideration the cross boarders dynamics and try to bring it fore in light of planning process, others include the dynamics in changing livelihoods, cross border s policy and legal arrangements. All these will be addressed through consultative forums at all levels in order to develop a clear roadmap in addressing these dynamics. The partners will thus be facilitated to understand and identify key institutions that are critical in planning process including those traditional ones. The assignment will be carried out in line with the following clusters for ease working: Pokot Kenya/Pokot Uganda cluster led by ACTED Turkana/Karamoja cluster led by VSF-Belgium Dasenach/Hamer and Gabbra cluster led by VSF-Germany Borana/Gabra cluster led by CORDAID and IIRR 3 P a g e

4 Borana cluster led by IIRR Garreh/Somali cluster led by VSF-Suisse and COOPI The assignment schedules will therefore be formulated to be able to cover all clusters within the stipulated time frame. The partners will be instrumental in mobilization of the focus groups for the assignment especially the stakeholders forums and local communities institutions. The key institutions that will be brought on board includes, the District Disaster Management Committee members for the case of Uganda arrangement, District steering Groups for Kenya, and the Task Force for Ethiopia. At local (PAs) level functional community institutions will form the focus of community discussions Activities Target and focus areas for the community action and contingency plans will be selected in each of the communities and local geographical unit (districts, counties and regions) across the borders, facilitated by the partners. Refined plans from the community will be shared across the neighbouring districts/counties/regions. These plans will be shared and refined and uploaded into the mainstream of district and cross boarder planning systems. The thematic areas will be climate change, drought impact and preparedness and community social support systems. Gender will be mainstreamed in all the thematic areas. The main approach for delivering this will be through participatory workshops, Focus Groups Discussions (FGDs), key informants targeting district/counties/region officials and other stakeholders. The approach for this consultative process will entail the undertaking of the following activities: Output 1: Cross border community development and contingency plans prepared Support cross border traditional institutions /communities to prepare development and contingency plans for consideration by national and regional governments: Conduct desk review in partnership with the government, FAO and partners to establish the quality of generated plans through the PDRA process. This will provide evidence on process inclusiveness; Establish the quality and implementation phase of DRR measures (Development and Contingency plans) through desk reviews and sampled community visits; Conduct 3 day stakeholders district workshops on review and updating of community plans and mainstreaming key issues from community plans into stakeholders into district plans and contingency plans. Community representatives will be able to flag their priorities for planning purposes. Consolidate cross border communities plans under traditional/community institutional structures: Conduct 3-day cross border districts workshops to share and validate generated plans; Consolidate cross border plans for further sharing and dissemination in other forums. Validation (discussions, feedback) and endorsement of the plans by local authorities cross borders and national authorities with IGAD s support: Support meetings between cross border authorities for validation (discussions, feedback) and endorsement of the plans, with IGAD s support; Support meetings to discuss plans with national authorities through IGAD to acquire national consideration in investment and policy processes. 4 P a g e

5 Output 2: Community empowerment enhanced and institutional capacity strengthened Review the role and capacity of traditional/community institutions and enhance their capacity in preparation, management of development and contingency plans and actions: Establish the effectiveness of community organizations in DRR measures implementation and resource mobilization mechanism. Taking stock of community institutions and their roles in navigating communities towards resilience will be realized through community contacts; Review the community participatory monitoring evaluation and learning process, with the aim of further strengthening. Promotion and advocacy for awareness and adoption of cross border community development and contingency plans: Conduct 3-day inter communities workshops to strengthen planning process especially in cross boarder communities. The desk review will inform on thematic areas to be strengthened during community workshops; Traditional/community institution representatives present their development and contingency plans at local and national fora. Output 3: Community plans inform local, national, cross border and regional planning and programming processes and investment decisions Documentation and advocacy of key processes, experiences, lessons learnt and recommendations through policy briefs and synthesis papers/reports: Formulation of key policies briefs to entrench on devolved community planning process; Preparation and dissemination of policy briefs and synthesis papers/reports outlining key processes, recommendations and lessons learnt shared with governments, IGAD and partners for their consideration. 5 P a g e

6 2.3 Schedule of Activities (Implementation period April July 2013) Activities Implementation months(april- July 2013) Output 1: Cross border community development and contingency plans prepared April May June July 1.1Conduct desk review in partnership with the FAO partners (6 clusters) to establish the quality of generated plans through the PDRA process. This will provide evidence on process inclusiveness. 1.2Establish the quality and implementation phase of DRR measures (Development and Contingency plans) through desk reviews and sampled community visits (6 clusters). 1.3 Establish the effectiveness of community organizations in DRR measures implementation and resource mobilization mechanism. Taking stock of community institutions and their roles in navigating communities towards resilience will be realized through community visits in 6 clusters. 1.4 Review the community participatory monitoring evaluation and learning process, with the aim of further strengthening. 1.5 Conducts 3-day inter communities (Targeting 2 neighbouring communities per cluster) workshops to strengthen planning process especially in cross boarder communities. The desk review will inform on thematic areas to be strengthened during community workshops 1.6 Conduct 3-day stakeholders district workshops (2 workshops per cluster) on review and updating of community plans and mainstreaming key issues from community plans into stakeholder s district plans and contingency plans. Community representatives will be able to flag their priorities for planning purposes. 1.7Conduct 2-day cross boarder districts workshops (6 clusters) to share and validate generated plans. 1.8 Consolidate cross boarder plans for further sharing and dissemination in other forums. 1.9Formulation of key policies briefs to entrench on devolved community planning process 1.10 Submission of consolidated community action and contingency plans Output 2: Community empowerment enhanced and institutional capacity strengthened 2.1Review the role and capacity of traditional/community institutions and enhance their capacity in preparation, management of development and contingency plans and actions: 2.2Establish the effectiveness of community organizations in DRR measures implementation and resource mobilization mechanism. Taking stock of community institutions and their roles in navigating communities towards resilience will be realized through community contacts; 2.3Review the community participatory monitoring evaluation and learning process, with the aim of further strengthening. 2.4Promotion and advocacy for awareness and adoption of cross border community development and contingency plans: 2.5Conduct 3-day inter communities workshops to strengthen planning process especially in cross boarder communities. The desk review will inform on thematic areas to be strengthened during community workshops; 6 P a g e

7 2.6Traditional/community institution representatives present their development and contingency plans at local and national fora Output 3: Community plans inform local, national, cross border and regional planning and programming processes and investment decisions 3.1Documentation and advocacy of key processes, experiences, lessons learnt and recommendations through policy briefs and synthesis papers/reports: 3.2Formulation of key policies briefs to entrench on devolved community planning process; 3.3 Preparation and dissemination of policy briefs and synthesis papers/reports outlining key processes, recommendations and lessons learnt shared with governments, IGAD and partners for their consideration 7 P a g e

8 2.4 Monitoring Mechanisms and Reporting Requirements The service provider will report on the progress of the implementation against the above time bound targets in the work plan. On a day to day basis FAO will provide technical support to the service provider. The service provider will provide a first progress/ inception report to FAO detailing activities that have been completed, ongoing and how the remaining work will be undertaken; this will culminate to the disbursement of the second tranche allocation. The first report shall be submitted by 1 st May 2013 and it shall highlight the achievements of deliverables outlined in 2.1 and detail the implementation of activities under section 2.2. The second progress report shall be submitted on 1 st July 2013 detailing the progress made towards achievement of activities under section 2.2. The final technical and financial reports shall be submitted by 15 th August The report will contain full detail on the implementation and achievement including an itemised statement of expenditure duly certified as to their correctness by IIRR s designated representative; upon acceptance by FAO, this will culminate to the last tranche disbursement allocation. All the reports whose submission is as scheduled above shall be in English language; 3 copies of each shall be submitted to Mr. Roderick Charters, Sub-regional Emergency Coordinator Eastern and Central Africa,Nairobi, Kenya ; Rod.Charters@fao.org. Summary of foreseen Deliverables ACTIVITY DELIVERABLE(S) DUE DATE Output 1: Cross border community development and contingency plans prepared 1. Support cross border traditional institutions /communities to prepare development and contingency plans for consideration by national and regional governments a) aconduct desk review in partnership with the government, FAO. and partners to establish the quality of generated plans through the PDRA process. This will provide evidence on process b) b. c) c. inclusiveness Establish the quality and implementation phase of DRR measures (Development and Contingency plans) through desk reviews and sampled community visits Conduct 3 day stakeholders district workshops on review and updating of community plans and mainstreaming key issues from community plans into stakeholders into district plans and contingency plans. Community representatives will be able to flag their priorities for planning purposes 2. Consolidate cross border communities plans under traditional/community institutional structures a) Conduct 3-day cross border districts workshops to share and validate generated plans b) Consolidate cross border plans for further sharing and dissemination in other forums 3. Validation (discussions, feedback) and endorsement of the plans by local authorities cross borders and national authorities with IGAD s support Consolidated Cross Border Plans (at least 6) for Kenya Uganda and Kenya - Ethiopia Review report, highlighting finding of review this will be consolidated in an Inception Report Workshop Report that will inform the Inception Report 15 th August st May 2013 Consolidated plans for the 10 1 st July 2013 cross border communities 1 Workshop Report that will inform the Consolidated Plans & Progress Report 1 st July 2013 Consolidated key agreement & recommendations 15 th July Pokot Kenya, Pokot Uganda, Turkana Kenya, Karamojong Uganda, Dasenach Kenya, Hamar Ethiopia, Gabbra Kenya, Borana, Kenya, Borana Ethiopia and Somali (Garre) Kenya. 8 P a g e

9 a) Support meetings between cross border authorities for validation (discussions, feedback) and endorsement of the plans, with IGAD s support b) Support meetings to discuss plans with national authorities through IGAD to acquire national consideration in investment and policy processes Minutes of validation meetings to inform Final Report Recommendations & Resolutions by governments & IGAD 15 th July 2013 Output 2: Community empowerment enhanced and institutional capacity strengthened 1. Review the role and capacity of traditional/community institutions and enhance their capacity in preparation, management of development and contingency plans and actions a) Establish the effectiveness of community organizations in DRR measures implementation and resource mobilization mechanism. Taking stock of community institutions and their roles in navigating communities towards resilience will be realized through community contacts b) Review the community participatory monitoring evaluation and learning process, with the aim of further strengthening 2. Promotion and advocacy for awareness and adoption of cross border community development and contingency plans a) aconduct 3-day inter communities workshops to strengthen. planning process especially in cross boarder communities. The desk review will inform on thematic areas to be strengthened during community workshops b) b. Traditional/community institution representatives present their development and contingency plans at local and national fora Report on the Traditional/ Community Institutions role and opportunities for engagement in the planning, programming & Investment processes & actions Documentation of awareness and advocacy incorporated into the progress report and policy briefs/synthesis papers Workshop report to inform progress report Report of meetings of Traditional/ community institution representatives presentation on their development and contingency plans Output 3: Community plans inform local, national, cross border and regional planning and programming processes and investment decisions 15 th July th July Documentation and advocacy of key processes, experiences, lessons learnt and recommendations through policy briefs and synthesis papers/reports a) Formulation of key policies briefs to entrench on devolved community planning process b) Preparation and dissemination of policy briefs and synthesis papers/reports outlining key processes, recommendations and lessons learnt shared with governments, IGAD and partners for their consideration Policy briefs and synthesis papers/reports (at least 3) 15 th August Inputs to be provided free of charge by Service Provider 3.1 List of Inputs a) use of premises and facilities/installations at the IIRR in the region; b) provision of expertise, administrative and support personnel; c) use of equipment and materials/supplies. 3.2 Timing of Inputs The inputs required have already been availed by the service provider and shall be utilized throughout the period the LoA will be implemented (April 2013 to 15 th August 2013). 9 P a g e

10 4. Inputs to be provided in kind by FAO 4.1 List of Inputs These inputs will include the following: a) Human resource support to guide the implementation of the LoA b) Link the service provider to the respective governments and partners to obtain relevant information to enable the successful implementation of LoA 4.2 Timing of Inputs The listed outputs shall be availed through the implementation period 1 st April 15 th August Responsible Officer The Responsible Officer named in the Agreement has been designated by the Budget Holder responsibility to manage and monitor the proper implementation of the Agreement on behalf of FAO and to certify to the Budget Holder that the terms of the Agreement have been satisfactorily met and that appropriate payments can be made. 6. Reimbursements In the event of over payment in excess of the amount stated in the LoA, the service provider shall reimburse such amount as may have been effected or excess funds, which may remain after completion of the services. 7. Any other relevant Information 10 P a g e