Terms of Reference. 1 As identified at the Experience Sharing and Learning Forum of the National Safety Net Programme (September 2013)

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1 Terms of Reference Review of Existing Contingency Planning and Preparedness Processes for State Actors and Provision of Support to Increased Integration of Cash into Contingency and Preparedness Plans of 4 counties in Kenya s Arid and Semi-Arid Areas (ASALs) Introduction Drought and conflict are recurrent issues in Africa and in particular in Kenya s northern counties. In Kenya the NDMA leads the drought contingency planning process. Drought contingency plans are developed regularly in the 23 ASAL counties, with input from all stakeholders. They cover all sectors and a wide variety of interventions, based on different drought scenarios, including cash responses. Recent CaLP research shows that in Kenya cash transfers can be a useful instrument during these humanitarian responses. State actors are increasingly embracing cash transfers as a response of choice in responding to such crises. There is a need to work with government to review the extent of preparedness and contingency planning for cash transfer programming (CTP) in local and national Government plans, operating procedures and guidelines, and to identify areas where greater inclusion of cash programming is appropriate. Purpose of the Consultancy This consultancy seeks to contribute to the increased use and effectiveness of cash based responses by ensuring that effective preparedness and contingency planning for CTP is in place, and is linked to National Strategic Plans on Disaster Management and Social Protection 1. Contingency planning and preparedness is essential for increasing the speed of response and in ensuring the resulting response is effective. However rapid and effective scale up of cash based responses in disaster prone areas requires: data are available on those in need awareness of areas where supporting infrastructures (e.g. markets, cash distribution mechanisms, etc.) are able to support the use of cash based responses resources are available, and where required pre-positioned knowledge of key actors and humanitarian agencies able to respond in the area. Therefore capacity building efforts for CTP preparedness and contingency planning need to focus on these elements. 1 As identified at the Experience Sharing and Learning Forum of the National Safety Net Programme (September 2013) 1

2 Objectives This consultancy will review the nature and effectiveness of contingency planning and preparedness measures in place amongst local state actors in the four counties of Turkana, Wajir, Marsabit and Mandera, and will develop a workplan and training materials to address capacity gaps identified for state actors. These materials will be focused on increasing state actors capacity and skills in relation to preparedness and contingency planning for the use of CTP. Under this consultancy the Cash Learning Partnership (CaLP) in East Africa is seeking to develop training material on cash contingency planning and preparedness, relevant to CTP experiences in northern Kenya counties of Mandera, Masabit, Turkana and Wajir. The detailed objectives of this consultancy are to: 1. review existing county level contingency planning and preparedness processes used by state actors with a view to identifying the nature and scope of inclusion of preparedness and contingency planning related to cash based programming. 2. identify existing capacity gaps in cash preparedness and contingency planning of local state actors. Specifically, this will consider: a. gaps in existing plans and policies related to the inclusion of contingency planning and preparedness for cash programming. b. skills gaps amongst local state actors 3. provide support to increased integration of cash into contingency and preparedness plans of 4 counties in Kenya s Arid and Semi-Arid Areas (ASALs) through : a. identification of the next steps required to achieve greater inclusion of cash in contingency planning and preparedness, ad development of a detailed work plan for these actions. b. the development of targeted and locally adapted training materials for state actors and focused on increasing capacity and skills in relation to preparedness and contingency planning for the use of cash based programming. Methodology Linked Research This consultancy forms part of a larger program of CALP consultancies seeking to build capacity of local state actors in the ASALs. One of these linked consultancies will, prior to the commencement of this consultancy, complete a CTP Organisational Capacity Assessment (CTPOCAT) of local state actors in the ASALs in relation to CTP. This preceding consultancy has the remit to carry out capacity needs assessment to better inform the kind of support that the national and the target county governments of Kenya and the community of practice will need to improve the instutionalisation of cash. This consultancy will be informed by the finds of the linked CaLP research on cash capacity assessment of state actors in the ASALs and will, where appropriate, draw on the findings of the CTPOCAT research. Coordination between key stakeholders can also contribute to capacities to rapidly respond at scale. Coordination is therefore an element of preparedness and contingency planning, and is required at both the strategic and technical levels. This consultancy will therefore seek to collaborate and share information with the parallel work being commissioned by CaLP on cash coordination amongst state actors in the ASALs. Review of Existing Documentation, Policies and Processes The consultancy will commence by reviewing the preparedness and contingency plans and processes of each of the four counties identified within the ASALs. A key focus of the review will be to identify existing levels of cash programming preparedness and contingency planning. Gaps will be identified in the content of the current county level contingency and preparedness plans and processes in relation to inclusion of cash components. In particular, relevant documents / policies / research will include, but not be limited to: 2

3 CaLP research on Capacity Assessment of Local State actors in the ASALs NDMA Drought Response Manual County Contingency Plans Existing and potential preparedness elements within the KIRA interagency assessment process. Where appropriate the consultant will draw lessons and best practices around CTP in Kenya from the Kenya HSNP case study The consultancy will take account of, and where appropriate link to, pre-existing materials Other documents and processes identified in consultation with CaLP and the Local State Actors. Identification of Capacity Gaps and Development of Capacity Building Work Plan The consultant will use the above review, and discussions with key stakeholders in the four counties, to identify the next steps required to achieve greater inclusion of cash in contingency planning and preparedness plans at the county level within the ASALs. It should be noted that existing levels of inclusion of cash in contingency planning, and next steps required, may vary between the four counties according to local conditions and practices. Development of Training Materials to Build Capacity of Local State Actors in Cash Contingency Planning and Preparedness Based on the review and gaps identified the consultant will develop training materials which will increase skills and awareness amongst local state actors related to achieving greater inclusion of cash in contingency planning and preparedness processes of local government agencies within the ASALs. Specifically, the consultancy will design materials adapted to the local context and target group. This consultancy will, where appropriate, build on existing training material around the subject, and adapt these to the target audience of county government officials and other state actors. In developing the training materials, the consultant will: o o o contextualize them for the local state actors; specifically to suit them to the new devolved governance structures within Kenya, taking into account the local context within the ASALs address key capacity gaps related to CTP contingency planning and preparedness. align the training materials to existing government structures and approaches, including reference to scale up of government social safety net programs. In line with CaLP policies, the training should be sensitive to issues related to culture, ethnicity, gender and protection. The review of current contingency planning and preparedness mechanisms and processes will identify variations processes between the four counties. There variations will, where appropriate, be reflected in the training materials developed. The consultant will provide a detailed analysis of how the training material fits with current CTP in the ASAL areas, including safety net programs i.e. Hunger Safety Net Programme. Consultation with Key Stakeholders At county level, the County Steering Groups (CSGs) and County Disaster Management Committees are the main coordination fora for disaster preparedness and response. The Kenya Red Cross Society is the main implementing partner of the government in disaster response, and as such is a key stakeholder. The consultant will be required to consult closely with the CSGs and KRCS, as well as other agencies involved in contingency planning and preparedness such as IFRC, OCHA, UNICEF and other key stakeholders at the local and national levels. 3

4 Expected Outputs / Deliverables 1. Inception Report The Consultant will produce an inception report within 1 week of commencement of the assignment. 2. Project Report The consultant will produce a detailed report to include: A review and analysis of the current preparedness and contingency plans for each of the four counties and how the process is being carried out by state actors and relevant government authorities. Recommendations based on lessons learnt, best practices and innovations on incorporating cash into the contingency planning and preparedness within the local context.. The consultant will make recommendations for a work plan to achieve greater inclusion of cash aspects within state actors contingency planning and preparedness processes. The required actions will be classified as short medium and long term. It is recognised that some required actions may extend beyond the timeline of the existing project. Identification of lessons learnt and best practices or innovations in CTP contingency planning and preparedness which will be relevant for state actors and county governments. Identification of recommendations regarding what can be done to improve the capacity of the government to prepare and plan for cash responses at scale. 3. Training Materials Training materials (target length 2 days) and supporting training manuals, handouts and documentation will be developed by the consultant to increase local government actors capacity in achieving greater inclusion of cash preparedness and contingency planning in local government processes. The training materials will be organised into a two day training module including; PowerPoint slides, case studies, video links and associated training guidance notes/manual. These materials will be adapted to the needs of the local context and stakeholders. In addition, the consultant will review of existing CaLP competency framework to ensure a fit with the training materials developed. The competency framework will be reviewed and adjusted to target the skills and knowledge relevant to the capacity building needs of the state actors. The consultant will work with CaLP to include reference to on-going support materials within training framework. The consultant will deliver: o copies of the proposed training materials, o copies of associated guidance notes handouts, videos and case studies o reports and training materials will be submitted in both electronic form and bound hard copies. 4

5 Timeline: This consultancy is expected to take 25 days. The final outputs must be submitted to CaLP by no later than the following dates: Inception Report within 1 week of commencement of the work Presentation of draft Report and Training Materials by week beginning 13 July 2015 Validation meeting for draft Report and Training Materials by week beginning 13 July 2015 Final Report, Training Materials and supporting materials to be submitted no later than 24 th July 2015 Indicative Time Schedule Week 1 Week 2& 3 Week 4 Week 5 Week 6 Activities 1. Desktop study: Identification of relevant documentation and plans. Review of existing contingency planning and preparedness processes, with specific reference to CTP contingency planning and preparedness at County level in ASAL areas of Northern Kenya. 2. Development of detailed inception report, including data collection/analysis plan and schedule, draft methodology, and data collection tools. 1. Review of existing contingency planning and preparedness plans and processes at County level in ASAL areas. 2. Data collection in target study areas according to data collection schedule. 3. Discussions with NDMA, NDOC on content and methodology 4. Begin development of training materials and recommendations for more effective CTP contingency planning and preparedness. 1. Preparation draft final copy of project report on a. Existing plans processes and structures, including identification of CTP capacity gaps b. justification for training design / components proposed c. CTP contingency planning and preparedness recommendations. 1. Development of training materials and recommendations for more effective cash contingency planning and preparedness models in the ASAL counties. 1. Preparation draft final copy of project report on 2. Develop work plan for capacity building actions required 3. Preparation of draft training materials 4. Present training materials and recommendations to CaLP and invited stakeholders at validation meeting 1. Address feedback with revisions in report and training materials where appropriate. Revise and submit final outputs Review & analysis of existing contingency planning and preparedness mechanisms and identification of associated CTP capacity gaps. Key lessons learned and best practices for CTP contingency planning and preparedness in the local context for state actors. CTP contingency planning and preparedness training materials for state actors No of days Total Days Deliverables Inception report, data collection/analysis plan and schedule, draft methodology, and data collection tools. 1. Field data collection completed. 2. Capacity building needs of state actors in CTP contingency planning and preparedness identified 1. Draft Project Report 2. Workplan 3. Draft training materials. 4. Initial Findings/Lessons Learnt 5. Validation meeting Final version of training materials Contingency Planning and Preparedness Report. 5

6 Application Guidelines CaLP is inviting expressions of interest from suitably qualified consultants to undertake this work. The Consultant is expected to submit a detailed proposal with the following components: a) Technical proposal to include: A maximum of one and half pages Expression of Interest outlining the consultant s understanding of the TORs On outline of the proposed methodology to conduct the assignment, which should be largely guided by the global tool on capacity assessment (CTPOCAT). A detailed activities schedule/work plan with time frame (including a Gantt chart) A profile of the consultant, copies of CV(s) for the lead consultant(s), and the supporting team, outlining who will undertake the different roles within the assignment, if applicable. Descriptions of at least 3 relevant examples of recent work At least one referee for whom the consultant has carried out similar work, (stating the organization, assignment undertaken, date and duration, contact person s name, address and contact number) b) Financial Proposal detailing the following: Itemized consultant s fees - consultant should indicate professional rate Itemized breakdown of any additional chargeable expenses, including any field work related costs and any administrative costs or overhead charges. Note that transport to, and accommodation within, the ASALs for field work will be arranged by CaLP Validity period for the quotation Proposal Submissions: Expressions of Interest must be sent to the CaLP Global Administrator administrator@cashlearning.org by the 13 th April Any additional clarifications on the consultancy should be addressed to the East Africa Regional Focal Point on addresses eastafrica@cashlearning.org 6

7 Supplementary Information About CaLP: The Cash Learning Partnership (CaLP) is a consortium composed of Oxfam GB, the British Red Cross, Save the Children, the Norwegian Refugee Council and Action Against Hunger/ ACF International. CaLP aims to improve the quality of emergency cash transfer and voucher programming across the humanitarian sector by raising awareness of cash transfer programming as an appropriate and effective mechanism for emergency response, building capacity in the use of cash and vouchers, gathering evidence through action research, and encouraging learning and knowledge-sharing among humanitarian actors. About CaLP in Kenya: CaLP has been active in Kenya since December 2010, working to improve the quality of emergency cash transfer and voucher programming across the humanitarian sector by raising awareness of cash transfer programming (CTP) as an appropriate and effective mechanism for emergency response, build capacity in the use of cash and vouchers, gather evidence through action research, and encourage learning and knowledge-sharing among humanitarian actors. Humanitarian stakeholders such as NGOs, UN agencies and the Kenya National Red Cross society (KRCS) have all been implementing cash transfer responses for drought, flooding and conflict-affected populations in need primarily in the Arid and Semi-Arid Lands (ASALs) in the north. There are currently 5 government coordinated social transfer schemes in Kenya, underpinned by the National Social Protection Policy approved in 2012, and now being operationalized by a new National Social Protection Council. In 2013 Kenya instilled a new system of devolved Government through the designation of County level structures which intend to increase the growth of the country as a whole through the diversification of Government bodies, budget support and infrastructure, especially in regions such as the ASALs. In the context of regular protracted slow onset emergencies, there is a need for capacity building support at county level to enable greater integration of CTP into contingency planning and preparedness, with links to national contingency planning, disaster preparedness, and social protection strategies. Under the project CaLP have a primary focus on building capacity in key government departments both nationally and in the ASALs, building on past trainings it carried out to improve capacity in cash transfer programming within Kenya. To this end CaLP is seeking the services of a consultant to develop training material to ensure that CTP is integral in the county level contingency and preparedness plans. This technical expert will be responsible for the redesigning the materials according to the context and target group based on the following objectives. 7