EXTERNAL & INTERNAL
Consultancy – External Assessment of DNRS Service Delivery
The Asia Foundation (the Foundation) is implementing an Ending Violence Against Women (EVAW) Program in Timor-Leste under a Grant Agreement with the Australian Department of Foreign Affairs and Trade. The EVAW Program goal is to reduce the proportion of women who have experienced violence, and to better meet the needs of women and children affected by violence. The objective is to improve outcomes for women in prevention, support services, and access to justice by improving capacity in key ministries, reducing levels of violence, improving services, and strengthening judicial processes serving the needs of women survivors of violence.
The program’s primary counterpart is the Ministry of Social Solidary (MSS), which is the lead agency for addressing VAW including in its role as coordinator of the GBV Rede Referal (Referral Network) at district level, manager of key staff responsible for receiving cases of violence against women and children, as a funder to service providers and in its responsibility to create standards for services. The EVAW program is providing grants to civil society organisation (CSO) service providers, and institutional strengthening support to the Directorate of National Social Reinsertion (DNRS) within MSS. The focus is on improving the quality and expanding the reach of existing services. It is for this reason that TAF EVAW wishes to do an external assessment of DNRS service delivery, in collaboration with the Ministry of Social Solidarity
The program recognises that there has already been considerable work done related to service provision, in particular, by MSS itself, CSOs and UNICEF, UNFPA, UN Women and initiatives which were previously funded by Australia through the Justice Sector Support Facility (JSSF) and Irish Aid. MSS is leading a process to improve the quality and reach of services provided to women and children. This includes full and effective implementation of procedures, improved case management and risk management, training, mentoring, and monitoring of civil society and government services for women and children. The program hopes to play an active role with UNICEF to support MSS develop an accredited training program for both government and CSO staff.
These terms of reference address the requirement for an external assessment of DNRS service delivery. The Asia Foundation is looking for a consultant to:
- Assist DNRS to do donor mapping of donors providing support to DNRS partners in the areas of child protection and assistance to vulnerable women affected by violence;
- Conduct an external assessment of DNRS service delivery for women and children affected by violence; and
- Assist DNRS to analyse its CSO partner evaluation forms and develop criteria for future funding to partners.
- Donor mapping
This activity will be undertaken together with at least one DNRS staff member, and involve interviews with all donors to DNRS and its partners (CSOs) to ascertain what their plans are regarding funding and support for 2015 – 2017. This may also involve interviewing many of the CSOs to find ascertain their donors. Information will then be compiled in a format which the Director of DNRS and national level DNRS staff can track and monitor, and refer to when making decisions regarding budget requests for 2016. This activity will also involve training at least two selected DNRS staff to do the donor mapping from 2016 onwards.
- External assessment of DNRS service delivery
The first step of this activity will be an organisational assessment of the work of the Department of Child Protection and Women and Department of Vulnerable Women and Families within DNRS (not including Bolsa da Mae – a conditional cash transfer program administered by MSS).
The scope of the assessment is the work of the national staff in the Department of Child Protection and Department of Vulnerable Women and Families, and the work of the 26 Child Protection Officers (OPLs – Ofisiál Protesaun ba Labarik) (2 per district) and 13 Gender-Based Violence (GBV) Focal Points (1 per district), who currently report to DNRS at the national level.
This assessment is aimed at identifying institutional strengthening support needed by DNRS and assist the Asia Foundation’s EVAW programing with DNRS which is currently focused on improving the quality and expanding the reach of existing services in a sustainable manner.
Key areas to be covered under the assessment are:
- Exploration of current practice within DNRS to enhance understanding of lines of reporting, supervision and management of OPLs and GBV Focal Points and how these lines impact on the work of staff at the district level.
- Exploration of how OPLs and GBV Focal Points are performing key aspects of their roles, and abiding by existing policies and procedures:
- Exploration of reporting by OPLs and GBV Focal Points – including use of forms, recording and reporting information, and how this information is used.
- Exploration of how decisions are made within DNRS regarding allocation of resources to particular issues and cases.
The Asia Foundation and DNRS will work with the consultant to identify the key questions to guide the assessment.
The consultant is expected to undertake the following activities as part of the assessment:
- Interview key staff at national level, particularly the Director of DNRS, the Chief of Department of Child Protection, the Chief of Department of Vulnerable Women and Families;
- Interview staff at district level (at least 5 OPLs and 5 GBV Focal Points)
- Interview staff at the national level (at least two staff within the Child Protection and Vulnerable Women departments).
- Facilitate a workshop with the DNRS staff to allow them to contribute their ideas about what they think is working and not working within DNRS, and discuss how they decided to act on certain issues through the use of hypothetical scenario questions and a problem based assessment approach.
- Interview at least 5 DNRS CSO partners involved in work on violence against women and children regarding how they are interacting with OPLs and GBV Focal Points, their perceptions of the work of DNRS and the OPLs and GBV Focal Points and why they do, or do not refer clients to these staff the DNRS staff.
- Conduct system tracking of client files (to track at least two cases back through the system with OPLs or GBV Focal Points in at least two districts).
- Facilitate a second workshop with the CSO partners and DNRS and talk about the findings at national level with recommendations on how to address the gaps. This workshop would involve the use of real case histories. TAF EVAW will provide case histories for scenarios for both workshops and some of the key questions.
At all stages in the process, the consultant should be providing feedback to the Director of DNRS, the Chief of Department of Child Protection, and the Chief of Department of Vulnerable Women and Families, and to The Asia Foundation.
The consultant should also participate in a joint discussion with other relevant stakeholders involved with DNRS at an institutional level, in particular UNICEF and UNFPA, as well as other directorates within MSS, in particular the National Directorate for Social Assistance, and the National Directorate for Finance and Administration.
- Analysis of DNRS partner evaluation forms and development of criteria for grants
DNRS developed evaluation forms in 2013 to evaluate partner organisations that receive funding from DNRS. DNRS staff have interviewed partners, and completed the evaluation forms in 2013 and 2014. However, this information has not been analysed, and nor has it been put into any format from which DNRS could compare the results of the different evaluations.
This activity will involve assisting DNRS to enter the data onto a spreadsheet or other format, and help DNRS to analyse the data from their existing partner evaluation forms. It may also involve amending or simplifying the evaluation forms. The activity will also involve talking to DNRS what they want to know about their partners and how they assess how much funding will be allocated to partners.
Through the analysis of the forms, it is hoped the consultant will be able to work with the Director and staff of DNRS to develop criteria for future funding from 2016 onwards. Such criteria could include for example: number of clients served during past 12 months, average cost of service per client, participation in relevant referral networks.
The activity would also include asking DNRS partners about the funding they have received from DNRS, and if there have been any issues with that funding (delays in disbursement, reporting requirements etc).
- A workplan for the whole project (all three activities) – 5 pages.
- Donor mapping:
- Preparation of a spreadsheet or other format to map donor plans for support to DNRS and their partners in 2015 and 2016.
- Explanation of how to prepare the spreadsheet (in English and Tetum) for DNRS staff.
- Report explaining the process for collecting the information from donors.
- External assessment of DNRS service delivery:
- One workshop with DNRS staff – OPLs and GBV Focal Points as well as national level staff – with workshop report.
- One workshop with DNRS staff and DNRS civil society partners – with workshop report.
- Typed up interviews with the Director of DNRS, the Chief of Department of Child Protection, the Chief of Department of Vulnerable Women and Families, at least 5 OPLs and 5 GBV focal points, and at least 2 staff at national level within the Department of Child Protection and Department of Vulnerable Women and Families, and at least 5 of DNRS partners.
- Records of feedback provided to the Director of DNRS, the Chief of Department of Child Protection, the Chief of Department of Vulnerable Women and Families.
- A report regarding the findings of the interviews, workshops, and systems tracking. The report should be focused on institutional strengthening aspects of service delivery. The report should include identification of key system gaps, information regarding partner perceptions of the work of DNRS, DNRS staff perceptions of roles and the work of CSO partners, roles and responsibilities of different levels of staff within DNRS and lines of reporting and supervision (including contradictions with reporting lines), and feedback to OPLs and GBV focal points. It should also outline what different levels of DNRS staff think the issues and gaps are and how they think these issues could be addressed.
- Analysis of DNRS partner evaluation forms and development of criteria for grants
- Typed up interviews with the Director of DNRS, and at least 3 relevant DNRS staff about the evaluation forms and criteria for grants to CSO partners.
- Typed up interviews with at least 5 CSO partners about their experiences of receiving funding from DNRS.
- Development of a spreadsheet or other format to help DNRS to analyse the data from their existing partner evaluation forms.
- Entering of existing data into the spreadsheet.
- Amendments to existing partner evaluation forms. Articulation of recommendations for the changes to the forms that have been recommended.
- Development of criteria for funding of partners from 2016 onwards.
- Report explaining how the consultant has trained relevant DNRS staff to complete the new partner evaluation forms, enter the data into the spreadsheet, and apply criteria for funding of partners to new funding proposals.
All documents will be provided to The Asia Foundation in soft copy.
The Consultant will be supervised by Sophia Cason, the Organisational Strengthening Coordinator and Access to Justice Coordinator, EVAW Program.
REQUIRED QUALIFICATIONS AND EXPERIENCE
- A minimum of ten years professional experience in a combination of public sector management and organizational capacity development, including experience in a developing country context;
- Experience on working on child protection issues, violence against women and children (VAW) or social protection;
- Experience of working in at least one of the directorates at MSS;
- A tertiary qualification in a relevant discipline (Masters desirable); and
- Fluency in written English and Tetum.
CORE SKILLS AND ATTRIBUTES
- A personal commitment to promoting gender equality and to modelling personal behaviours consistent with program focus;
- Demonstrated ability to work effectively in a cross-cultural setting;
- A commitment to working respectfully and collaboratively with individuals and organisations at a range of levels;
- Strong oral and written communication skills.
EXPRESSION OF INTEREST
Expressions of interest must be submitted no later than 29 May 2015 containing the following information:
- Cover letter outlining prior relevant experience and contact details of two referees
- Curriculum Vitae
Applications should be submitted to Dian Wahyu Saputri – email firstname.lastname@example.org.
Questions regarding this TOR may be directed to Sophia Cason, OIS and Access to Justice Coordinator, Ending Violence Against Women Program, The Asia Foundation Timor-Leste. Email: email@example.com.