Kenya: Consultancy - British Red Cross
Country: Kenya
Closing date: 06 Oct 2013
British Red Cross www.redcross.org.uk
Terms of Reference
Improving the way we work: Learning from experience
2013 Kenya General Elections: KRCS Preparedness Planning and Response
Background:
The general elections in Kenya on the 4th March 2013 were the first to be held under the country’s new constitution. The elections took place against the backdrop of the contested and violent outcomes of the 2007 elections and violence associated with other elections since the introduction of multi-party democracy. Given this context and the risk of further conflict, the Kenya Red Cross Society (KRCS) prepared a contingency plan which was informed by its own analysis of the situation and strongly linked to the national inter-agency election contingency plan.
With plans developed, KRCS prepared for ‘scenario 3’ which envisaged the possibility of regional disturbances which could include widespread pre/post-election related violence and large scale population movement and displacement.
Election related conflict started to occur in August 2012. Clashes in Tana River resulted in the deaths of 187 people and the displacement of over 34,000. Various other smaller incidents attributable to the elections also occurred in late 2012. Responding to the clashes in Moyale and Tana River, KRCS launched a peace building initiative with the affected communities. This was later expanded into a nationwide peace campaign designed to promote peace and create awareness of the Red Cross principles.
Between January and March 2013, KRCS staff and volunteers were trained in a range of subjects including: rapid assessments, public health in emergencies, WASH and emergency nutrition. KRCS organized emergency simulation events and participated in inter-agency simulations. Stocks were procured and prepositioned and ambulances and other vehicles were directed to potential hotspots.
As the elections got closer and campaigning increased, tensions increased in many parts of the country. Between January and March, 105 people died and 248 were injured in election related violence and thousands were temporarily displaced. KRCS response teams were on high alert before, during and after the elections. Volunteers monitored the situation in their communities, investigating rumours and responding to incidents. When incidents occurred, KRCS teams responded by undertaking assessments, providing first aid, making referrals and providing material support to the displaced. Actions were coordinated internally through the Emergency Operations Centre and coordination with other agencies was managed through the national and regional inter-agency coordination mechanisms.
The election preparedness and response efforts required action across the whole KRCS system from head office to regional hubs and individual branches. Given the scale and importance of this national initiative, it is important that KRCS learns from this experience and uses learning to improve future humanitarian operations.
The KRCS contingency plans were supported by various partners, with major support from the British Red Cross (with DFID and ECHO funds), OFDA, AusAid, Norwegian Red Cross (Ministry of Foreign Affairs) and German Red Cross.
Election Preparedness and Response: A Review of Ways of Working:
Against the background outlined above, a consultant is required to support a review process the election preparedness planning and response. The review will be commissioned by the British Red Cross in collaboration with KRCS and other supporting partners.
Purpose and Areas of Focus:
The overall purpose is to capture learning from KRCS’s election preparedness planning and response programme with the aim of using that to strengthen future work.
As the situation required a relatively limited response and as OCHA has completed a useful Lessons Learned Review of the overall preparedness planning, this review will focus internally on KRSC systems, processes and ways of working - exploring what worked well and what could have been done better. Analysis will focus on learning which can be used to improve ways of working in future.
Specifically the review will consider:
i.How effective was the planning processes? How effective were the needs and capacity assessments; implementation plans and overall programme management?
ii.Was the programme design robust and plans appropriate? Were they reflective of absorptive capacity? Were the planned and actual responses relevant to the identified needs?
iii.How could systems and procedures have been improved to enhance preparedness and response effectiveness and efficiency?
-Did systems and procedures facilitate the sharing of accurate information to the right people (internally and externally), at the right time before, during and after the event?
-How successful was KRCS at getting the right people and resources in the right place at the right time?
-Were roles and responsibilities clearly defined at all stages? Were coordination mechanisms effective and reporting needs clear?
iv.How effective was KRCS in terms of accountability (to beneficiaries and donors), fundraising, and communications?
v.How well were programme documentation needs (for internal and external purposes) understood at different levels in the organisation?
Methodology:
The review process will involve:
•A review of key programme documentation and meetings with review planning team.
•A review of the systems which support preparedness and response management
•Meetings with key informants in KRCS (HQ and field staff), other operating partners (inc. cluster leads, NGOs) and supporting partners (inc. Red Cross/Red Crescent and donors)
•Workshops/AARs in four regions namely: Coast, West Kenya, Lower Eastern (including Nairobi) and North Eastern. Selection of these regions is based on the level of response before, during and after implementation of the Contingency Plan
•A national level workshop/AAR that will bring together HQ staff and branch representatives (including those involved in the regional AARs).
The approach and any tools to be used during review will be agreed with KRCS/BRC before work commences (an outline of the tools will be included in the inception report and any adjustments which are needed will be agreed as work progresses).
Participants:
It is anticipated that there will be between 10–15 participants in each of the regional workshops and about 30 in the national AAR workshop. The review process will include head office and field staff. Some partners and donors will be consulted as part of the review process.
Deliverables:
a.An inception plan, including workshop outlines/tools, to be agreed with KRCS and BRCS
b.A draft review report on which feedback will be provided. Feedback will be based on the agreed TORs and standards in relation to:
oAny factual inaccuracies which should be corrected in the review report.
oWhere clarifications are requested and differences of opinion are noted, it will be the reviewer’s decision whether to revise the report or maintain as is. If changes are not made, such points may be included in the management response to the report
c.A final review report which meets the following standards:
oA clearly written, well structured and evidenced based
oA maximum of 15 pages, including a 1 page executive summary (with annexes attached as required)
oContains specific recommendations that are clearly linked to report findings and that take account of the mandate of the KRCS and the wider Red Cross Red Crescent Movement
oTools used for data collection should be annexed
Note: Given the review focuses on internal issues, the report is intended for an internal audience and may not be suitable for sharing in its entirety. However, it is also recognised that supporting partners have an interest in the review outcomes. As such, it may be appropriate that a separate summary report is prepared for external use. The final structure of reports will be agreed between KRCS, BRCS and the consultant.
Timeframe:
The review is expected to take 22 days and should be completed by the end of November. The schedule below is indicative and final plans will be agreed with the consultant.
Days Place Activity
3 Nairobi • Meet KRCS and BRCS team.
• Agree plans.
• Desk review of relevant documents
12 4 regions
(inc travel days) • Review workshops
• Stakeholder meeting
2 Nairobi • National review meeting
2 Nairobi • Finalise draft report
2 Nairobi • Preparation of final report
Note: there will be one week between the presentation of draft report and the return of comments by BRC/KRCS
1 Nairobi • Presentation of final report
Profile of the Consultant:
Selection of the consultant will be based on the following qualifications:
a.Demonstrable experience in leading reviews and evaluations related to organisational processes and humanitarian programmes with a bias to contingency planning for complex emergencies
b.Knowledge of strategic and operational management of humanitarian operations
c.Strong understanding of organisational systems and processes needed to support effective humanitarian response programmes
d.Excellent facilitation skills
e.Demonstrated experience in conducting reviews using both participatory qualitative and quantitative evidence
f.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
g.Demonstrated capacity to work both independently and as part of a team
h.Excellent English writing and presentation skills
i.Minimum qualification of a Masters in relevant field of study, or equivalent combination of education and relevant work experience
j.Demonstrated capacity to deliver high quality outputs within a proposed timeframe
k.Knowledge and experience working with the Red Cross Red Crescent Movement preferred
l.Availability for the period indicated
Accountability and Support:
a.The consultant will be contracted by BRCS
b.A team comprising BRCS and KRCS colleagues will oversee the review process
c.KRCS will provide logistical support: it will organise the workshops (once plans agreed with the consultant), provide transportation and help arrange agreed meetings as needed
d.KRCS will provide / make available all necessary and relevant programming documents that may facilitate the work of the consultant
e.BRCS will work with KRCS to review the draft report and provide feedback. BRCS will sign-off the final report
How to apply:
Interested candidates should submit their application via email to Nancy Kariuki at nkariuki@redcross.org.uk
Applications should include:
a.Curricula Vitae (CV) of no more than 3 sides
b.A one page cover letter (maximum) clearly summarizing your experience as it pertains to this review, any challenges you foresee in this assignment and details of your daily rate.
c.At least one example of an evaluation report written by you which most similar to that described in this TOR (the report will only be used in relation to the assessment of your application)
d.Names and contacts for three referees (these would only be contacted with permission at shortlisting stage)
Applications should be received by close of business on the 6th October 2013. Applications will be reviewed and shortlisted candidates contacted with 5 days of the closing date.
