Terms of Reference for AAIK Board Retreat Facilitation – ActionAid Kenya

1. Background

ActionAid Kenya is a non-profit organization committed to ending poverty and injustice. We have been in Kenya for more than 40 years and unapologetically take sides with women and people living in poverty and exclusion to build their capacity to claim and realize their human rights. Our operations in Kenya have experienced dynamic changes over the years and today, we partner with local organizations and social movements, challenging the root causes of poverty, building their skills set and knowledge, which we hope will impact sustainable solution to these communities’ problems.

As a member of ActionAid International, we ascribe to the solution highlighted in the Foundation of ActionAid International Memorandum of Association that recognizes that the solution that will change the overall pattern of massive and increasing poverty and inequity/ injustice lies in a Global movement led by poor and marginalized people. For action against poverty. AAIK has a ten (10) year County Strategy Paper 2018-2028, that has undergone a mid-term review, and we are looking into another 5 years with the revised strategy that enables joint action in coalitions and partnerships at all levels from local to national to global as a popular organization.

To enhance our legitimacy and accountability to our supporters, collaborators, partners, and people living in poverty in Kenya, we aim at making our governance resilient and agile/ adapt to the changing external context of our work as we work with people living in poverty and exclusion to be responsive to the ways in which local, national, and international powers organize and behave.

2. Expected Outcome

AAIK is seeking a qualified Consultant (team of consultants) to facilitate a two (2) day Board retreat and evaluation process between 6th and 8th December 2023 and would like to have activities that would help enhance the board’s engagement and governance oversight in the journey as a popular organization which aims to build a large constituency of people behind it for legitimacy. It is expected that at the end of the assignment, the Board members will have reviewed and adopted processes that will expand their knowledge on governance and oversight AAIK’s influence in building public constituency and solidarity movements as well as advocacy, influencing and campaigning in support of movements against poverty and injustices.

In addition, the Board intends to conduct an annual evaluation and peer to peer review among the members. Hence the retreat and evaluation facilitator will be expected to develop appropriate tools and pathways aimed at enhancing bold leadership that evolves and adapts to the internal and external context.

The consultant is expected to carry out the following key activities:

• A review of AAIK key documents to produce a highly summarized presentation connecting the outcome to the governance and oversight function of the Board.
• Equip the Board with knowledge on bold governance and oversight processes for a popular Organization.
• Ability for the Board to Manage risks that emanate from a popular organization strategy and approaches.
• Knowledge of the board’s role in initiating and responding to demands for social movement approach and agitation for change
• Facilitate conversations among Board members to apply AAIK Values and approaches to building principles for normalcy and crisis management.
• Support Board evaluation and peer review incorporating skills assessment for governance of a people-led and popular organization.

The consultant(s) or organization should possess the following knowledge and skills:

1. Proven track record of extensive experience facilitating Board retreats that are not only transformative but are also impactful.
2. Demonstrate a clear understanding of AAIK or likeminded organizations’ governance structure.
3. Demonstrated ability to identify workshops, exercises, discussions, and other interactive elements that align with the chosen theme and contribute to the overall retreat experience.
4. Ability to cultivate and maintain high levels of engagement by incorporating interactive elements throughout the retreat program.
5. Utilize highly impactful tools for board evaluation, peer review and capacity assessment as mentioned above.
6. Utilize creative opportunities for active participation and involvement, to capture the attention and interest of participants, fostering a sense of connection and belonging that enhances the overall retreat experience.

3. Application

a). Technical Proposal

• Specific experience of the Lead Consultant and Associate(s) relevant to the assignment. Please provide details of similar assignments undertaken.
• Technical capacity of consultants in terms of their qualifications and competencies for the assignment. Please attach detailed CVs.
• Clear understanding of the assignment/interpretation of the TORs.
• A customized Board retreat facilitation plan clearly articulating the objectives of the exercise.
• Methodology to be used during the assignment.
• A detailed program of Board self-assessment Activities
• Facilitate the self, joint and committee evaluations for all Board members and the respective committees including Assembly Organizing Committee (AOC)

b). Financial Proposal

1. Clear breakdown of the financial proposal including all the chargeable taxes.
2. Terms of payment
3. Total quote for the assignment

c). Submission of proposal to offer services.

This will include:

1. The Consultant’s / organization detailed profile
2. A listing of organizations where similar service is being/has been offered.
3. CVs of key personnel

Terms of contract

The Facilitator/ Consultant/ organization will

1. Share tools and roadmaps for Board evaluation and peer to peer review as well as a topline of the findings at the end of the retreat and evaluation.
2. Provide a detailed report to the Board Chair and the GBDC Committee
3. The retreat evaluation Proceedings and Key Outcomes of the Board retreat and any necessary recommendations.