Rleated Documents : https://drive.google.com/drive/folders/1mWnQwFFRuBcqkcl230wDXmKGZOl_rz7b?usp=sharing
TERMS OF REFERENCE
For facilitating the 3rd FAST reflection workshop – August 2020
Consultant to provide support to design, co-facilitate and report on the 3rd and Final FAST reflection workshop.
Given the ongoing travel restrictions due to the COVID 19 pandemic, it is proposed that the 3rd reflective workshop be run remotely on the Zoom platform over the 18th and 19th August 2020. This will involve integrating a number of online tools such as Mural and Mentimeter in order to create and run engaging and interactive sessions.
1. Location:
- Consultant will work remotely for the entire assignment with the data made available (FAST 3rd reflection workshop agenda, session plan, pre work document preparation, final report and feedback inputs, facilitators working group inputs). This data has already been collected and made available for developing the agenda and session plans.
- The actual 2-day workshop would take place on the 3rd week of the August 2020 (18th and 19th August 2020) remotely.
- Develop a lessons learnt document on running a multi-sectoral consortium in a fragile context no more than 20 pages. No later than 30th September 2020.
2. Timeline
The 3rd FAST reflection workshop would be rolled out in four parts.
Activity
Number of days
Facilitation design of the focus group discussion (FGD) and the 2-day workshops including regular calls with the MEAL team.
7
Generation of templates and facilitation materials for use in the FGD and 2-day workshop
3
Consolidation and analysis of the results from the consortium health check and creation of session for 2-day workshop
3
Creation of the final River of Life design that incorporates milestones, pivots, challenges etc across the life of the project
3
Consolidation of the learnings (from evaluations and reflective workshops) and design of survey or FGDs to surface the overarching learnings from the project over its life, to be integrated into a session for the 2 day workshop
4
Facilitation of FGDs and 2-day workshop
4
Drafting and integration of edits in report
3
Final design and integration of results (ie graphs, tables etc)
3
Total
30 days
Part 1 - 10 work days – pre read, formulate the design of thematic sessions and session cum workshop plans. Share and receive feedback on the thematic session plans, methods and documentation plans. Develop pre work tasks for key sessions for FAST working groups to work and respond. Task completed no later than 27th July 2020.
Part 2 – 10 work days to synthesize pre- work data for key sessions and develop presentations that are compatible for online learning events. Set up the online platforms for the actual reflection workshop 13th August 2020.
Part 3 - 4 work days for the 3rd FAST reflection workshop. The week of 17th to 20th August 2020.
Part 4 - 6 work days for drafting the reflection workshop report and final learning cum action plan for FAST consortium. Task completed no later than 31st August 2020.
Additional task – Task 5 – 20 working days develop and draft the “lessons learnt briefing note – Running a multi-sectoral consortium in a fragile context”. Task to be completed before 30th September 2020.
30 work days for providing end to end services for this assignment. In consultation with FAST MEAL director and core advisory team, the consultant shall co- design the reflection workshop plan and draft the 3rd reflection workshop report.
Additionally, 20 working days Develop and Draft the lessons learnt briefing note – Running a multi-sectoral consortium in a fragile context. Task to be completed before 30th September 2020.
Total of 50 working days of consulting work to complete the reflection workshop tasks and drafting of the “Running of a multi- sectoral consortium in fragile context” report.
3. Background
In northwest Syria, a rise in conflict has led to further displacement and deterioration of living conditions, dignity, and wellbeing and in recognition of these needs; FAST consortium will program multi-sector, gender-sensitive humanitarian operations. The FAST consortium grant titled “Facilitating Assistance to Syria Together (FAST) - OFDA Funded Consortium Project through World Vision US” implemented in cooperation with Syria World Vision (WV), SAMS, Relief International, CARE, and Mercy Crops in Idleb, Aleppo and Hama governorates with funding from OFDA between October 2018 – September 2020. The consortium will leverage its consortium’s strengths (e.g. technical leadership, operational experience, financial resources) to provide coordinated assistance to conflict-affected communities, especially the newly displaced. Over the life of the award, new emergencies will be responded to through FAST’s tested Rapid Response Mechanism which can launch mobile response operations within 4 days. FAST’s health and nutrition actors, SAMS and RI, will prioritize the reduction of morbidity and mortality through improved access to quality-health care (primary and secondary health facilities, mobile clinics) and nutrition services by working directly with health directorates in 28 OFDA-identified priority health facilities.
WASH activities will focus on the provision of WASH NFIs and improving access to WASH facilities through water system and sanitation facility repairs. Currently serving as NWS’s WASH co-cluster lead, CARE will provide technical oversight and leadership to FAST’s WASH activities while also steering the Rapid Response Mechanism (RRM) to assess, analyze and trigger humanitarian response by all consortium members. Under Mercy Corps technical leadership, FAST’s shelter assistance will improve safety, ease suffering and protect dignity through the provision of NFIs and emergency shelter rehabilitations. Mercy Corps’ Humanitarian Access Team (HAT) will provide context monitoring and analysis to inform decision making in the consortium.
As the prime applicant, World Vision will provide overall leadership to Monitoring, Evaluation, and Learning, Protection Mainstreaming, Child Safeguarding, PSEA and ensure the coordination of the FAST consortium while also implementing in the WASH and Shelter sectors. Several core program elements will be integrated within the three sectors, including Protection, Gender and Disability Mainstreaming, Rapid Response Mechanism, context analysis, and capacity building activities. FAST aligns directly with 3RP objectives and OFDA technical guidance on Health, Nutrition, WASH, Shelter and Protection as well as OFDA’s mandate to save lives and alleviate human suffering.
4. Purpose of the reflection workshop:
FAST consortium is committed to assessing and improving the quality of its humanitarian programs. In order to meet this commitment to improve, and create space for the FAST consortium partners and teams to “step back” from its work and learn. The FAST consortium and the PMU (program management unit) has continued to facilitate reflection cum learning workshop at the various stages of the implementation.
The overall purpose of this reflection workshop is to enable the FAST consortium response team to learn from implementing the program to date and to make improvements so that the program is effective in meeting the needs of crisis affected people. As the reflection takes place as a continuation to the first learning event of the grant the reflection workshop team needs to be flexible and ensure its work fits with the demands and challenges facing the FAST partners and the affected population within North West Syria.
The objectives for this reflection workshop are:
The FAST consortium would reflect in depth on the implementation, achievements, challenges and adaptations over the past nine months (since completion of 2nd reflection workshop)
To identify and share lessons learned and macro practices, challenges and solutions adapted over the course of the grant for wider learning within the fragile context programming.
5. Methodology for conducting the reflection workshop:
Given the restraints of facilitating large groups on Zoom it is suggested that the gathering of content and feedback for the workshop be done through small focus group discussion (FGD) and online surveys. Once information from these sessions has been consolidated, a final session involving a larger group can be run in order to verify findings and consolidate the learnings.
The key areas to cover for this reflection workshop are:
The River of Life to track the final leg of the FAST consortium journey (October 2019 to August 2020)
Update of the status of action plans for each sector/area (1st and 2nd reflection workshops and the FAST Mid-term Evaluation)
Assessment of the health of the FAST Consortium through the FAST Consortium performance assessment tool
Evidence of adaptive program implementation and roll out – what kind of adaptive changes have we made and why
Overarching learnings for the life of this project – What are the evidences that lessons learned were used to influence project design and activities? Etc.
The consultant would be instrumental in the following tasks listed below:
Finalize the design of the reflection workshop sessions
Design, develop and produce materials required for delivery of lessons learned sessions.
Develop a detailed session guide for the facilitating team.
Prepare facilitator notes and guidelines.
Work with facilitators to prepare session introductory remarks and presentations.
Conduct a facilitator briefing online prior to reflection workshop
Draft the in-depth learning journey of FAST consortium in the final report.
Conduct debrief sessions to draw lessons and identify key themes for learning and action.
While seeking to obtain an understanding of the complex challenges facing FAST consortium and partners in this operation, the reflection workshop will seek to focus on the following criteria: Scope for adaptive change and problem solving, need for capacity.
Some key components to be addressed during the workshop are:
· How well are we doing now to the end of the grant
· Reflect on the learning and evidence building areas for FAST
· What internal and external factors affected the speed of our FAST program response at beneficiary level, community level, partner level, consortium level?
· Learn Lessons (what work and what didn’t work)
· Understanding how the consortium is doing (based on FAST Performance Indicators) – using the Partnership Health Check Up tool
· Focus on key actions to take forward (next 3 months to the end of the grant)
6. Presentation and documentation of findings and recommendations:
The consultant will ensure all the key points are well documented, she can nominate people in the groups to take notes and ensure they are documented and used for drafting of the report, which captures main findings for the reflection, key themes and topics at the Reflection workshop. The consultant will complete a draft report for comments upon return to his/her base. A final report should be produced ideally within the following week. The report should be brief, not exceeding 20 pages plus some annexes containing the sessions reports, analysis of key data and learning plan for the FAST consortium. The final report will be signed off by the commissioning manager. The FAST PMU (program management unit) (s) and FAST consortium partner agencies will be responsible for taking forward the action points and recommendations relevant to them.
7. Copy right:
FAST consortium and WV Syria shall have full ownership of the Reflection workshop materials, report, research, other results of the Consultant’s work under this assignment. The Consultant shall not publish nor otherwise use any portion of the report without the written authorization of FAST leadership. The consultant shall waive any copyright to the work produced as a result of the contract.
8. Consultancy cost:
- Consultant to propose costing for not more than 50 work days’ maximum for support to formulate, facilitate and report on the 1st FAST reflection workshop and develop the lessons learnt report on the” Running of a multi-sectoral consortium in fragile context”.
9. Responsibility of the consultant / deliverables
The Consultant is expected to undertake the following tasks:
· Share competent CV and proposal for the above mentioned tasks with budget cost.
· Draft, share for review and finalize the FAST reflection workshop agenda and session plans.
· Draft and share for review and finalize documentation templates for recording the participant’s inputs.
· Finalize the FAST reflection workshop agenda and schedule.
· Submit soft copies in draft FAST reflection workshop report in Word formats to the end of the assignment. Max 20 pages.
· Preparation of PowerPoints of the methodology and key findings and session plans, for use at the workshop and for dissemination later.
· Two-page executive summary of the FAST reflection workshop report for wider dissemination with good infographics
· A comprehensive River of Life/Timeline of the project that includes the key milestones, major disruptions and pivots.
· A final report that will include the updated action plans, consortium health check and the overarching learnings from this project.
· Develop and draft the “lessons learnt briefing note – Running a multi-sectoral consortium in a fragile context”. Task to be completed before 30th September 2020.
The analysis process and the report must be impartial, independent and must provide information that is credible, technically sound and useful, enabling the incorporation of lessons learnt, and identify the strengths, weaknesses, opportunities and threats to inform future decision-making.
Child Protection Policy:
The contracted party will abide FAST Consortium, WVI and WV Syria Child Protection Policy. Copies of the Child protection policy and orientation will be provided to the contractor right before starting the work.
How to apply:
https://drive.google.com/drive/folders/1mWnQwFFRuBcqkcl230wDXmKGZOl_rz7b?usp=sharing
-Subject of the email must be exactly in the following format :
Tender 297587 Consultant for facilitating FAST project reflection workshop
-Offers to be sent in two proposals : 1- Financial proposal 2- Technical proposal ( Including CV's)
-Interested suppliers should submit their proposals to the following email: Turkey_Tenders@WVI.org before the end of 27th July 2020
Documents are in the link
