Terms of Reference (ToR ): Rapporteur for the AA Learning Event, Diakonie

Project No. K-AFK-2021-9002: “Multi-sectoral and integrated humanitarian response with a focus on food security and livelihood for conflict and climatic shocks affected vulnerable people and communities in Somalia, South Sudan and Ethiopia”.

1. Background

Diakonie Katastrophenhilfe provides humanitarian aid worldwide. The non-profit organization supports people affected by natural disasters, war and displacement and who are not able to cope on their own in the emergency they find themselves. It is an effort to help people in great need worldwide, regardless of their color, religion and nationality. One of the most important principles of our work is impartiality and independence. Diakonie Katastrophenhilfe painstakingly observes its aim not to become an instrument for political, economic or military interests. Particularly in conflict areas, Diakonie Katastrophenhilfe attaches great value to asserting its independence from all parties involved. Projects and programs are designed to suit the local conditions and are integrated into the economic, social and political context of a specific country or region. Diakonie Katastrophenhilfe is committed to the basic principles of humanitarian aid as laid down in the Code of Conduct of the Red Cross and Red Crescent and non-governmental aid organizations in the context of assistance. Closely cooperating with local partners and being a member of the ACT Alliance (Action by Churches Together), Diakonie Katastrophenhilfe has been delivering humanitarian aid to local partners in the Horn of Africa since the 1990s. The organization maintains country offices in Somalia, South Sudan and Ethiopia (integrated office with our sister organization Bread for the World) and a Regional Office in Nairobi, which coordinates and streamlines the humanitarian aid programmes in the region and provides quality insurance.

The above-mentioned three years project commenced on 1st May 2021 in Ethiopia & 1st July 2021 in South Sudan and Somalia. The overall goal is to contribute to saving lives, improving access to basic services and restoring living conditions of conflict and climate shock affected vulnerable people and communities in Somalia, South Sudan and Ethiopia. To achieve the overall goal, the intervention takes a regional, multisectoral, and integrated approach. This approach is crucial to respond to the deeply intertwined and interlinked needs in protection, livelihood and food insecurity, Water, Sanitation and Hygiene (WASH) and climate crisis-induced disasters. Cash and Voucher Assistance (CVA) – programming is mainstreamed, wherever possible and preferred by targeted crisis-affected people. Further on, Diakonie Katastrophenhilfe and its partners adopted Nexus programming to ensure sustainability and stability and enable self-reliance of the crisis-affected people through the integration of rehabilitation activities such as income-generating community and conflict mitigation capacities activities for protection. This is sustainable complemented water by adopting infrastructure a community and a service-led approach to preparedness action. To effectively react to the sudden onset of natural disasters in the region, the proposed action adopts a flexible approach through integrated crisis modifiers.

2. The Assignment

Diakonie Katastrophenhilfe, registered as Diakonie Emergency Aid in Kenya, is looking to engage a rapporteur to support a 5-day learning event in Nairobi from 31st October to 4th November 2022.

The learning event is organized for program and finance personnel from Diakonie Katastrophenhilfe and its nine (9) partner organizations, implementing the project “Multi-sectoral and integrated humanitarian response with a focus on food security and livelihood for conflict and climatic shocks affected vulnerable people and communities in Somalia, South Sudan and Ethiopia”, funded by the German Foreign Office (GFFO). The learning event targets program, MEAL and finance staff and will focus on capacity strengthening. Most Importantly, this learning event aims to provide an opportunity for all project partners (funding & implementing) to come together and jointly undertake the following;

1. Reflect & review the project progress to date and mitigations for arising challenges
2. Plan ahead for the short, medium- & long-term project implementation
3. Review and discuss the applicable financial standards and other regulations from the side of Diakonie Katastrophenhilfe and GFFO together.

Approximately 30 participants from Somalia, Ethiopia, South Sudan and Kenya are expected to attend in person & approximately 15 participants are expected to participate in the event virtually.

3. Methodology, the scope of the rapporteur and Deliverables

The rapporteur will implement the following tasks under the supervision of the Regional Office in Nairobi.

1. Draft of an interactive and result-oriented methodology for capturing the learning event, considering a hybrid event (in-person and virtual) participation — as well as a detailed workshop schedule (in collaboration with the Regional Office).
2. Where applicable, support in co-facilitating the 5-day learning event; encouraging and engaging all participants to ask questions, contribute to the discussions, share their views and provide feedback.
3. Conduct the feedback/ lessons learned/evaluation of the event.
4. Prepare a detailed report on the learning event with clear photos, discussion and action point agreed upon.
5. Attend a preparations session to learn about the main topics of the learning event. Tentative Date: 20th October 2022.
6. Attend and participate in all rapporteur meetings before, during, and after the conference. The number of meetings will be kept to a minimum number and dates/times will be communicated in advance.
7. Support the development of draft templates for reporting plenary and panel sessions before the conference. Tentative date: 26th October 2022.
8. Contact the presenters/panelists of their assigned session before the conference, introduce themselves and collect potential presentation materials where possible.
9. Attend the learning event from 31st October-4th November 2022 including (potential) pre-conference meetings of panels where needed; ensure availability for each plenary or panel session assigned.

The following will be the expected deliverables of the assignment:

1. Take note of the main findings and positions, conclusions, and recommendations of each presentation.
2. Take note of questions/remarks/interventions from presenters/panelists and participants, as the basis for the Zero Draft Summary Report.
3. Produce a Zero Draft Summary Report that includes attachments (PowerPoint presentations, videos, photos etc. used by each presenter/panelist) for review and comments by DKH and its partners.
4. Insert poll results, figures, tables, attachments, further sources etc. into the Zero Draft Summary Report where appropriate.
5. Produce a Final Draft Summary Report based on the requests for additions/changes, further comments and recommendations received on the Zero Draft Summary Report.
6. Produce all documents in MS Word format based on the draft template.
7. Produce compiled communicating photos of the workshop.
8. Finalization of the Final Draft Summary Report Rapporteurs use their hardware to carry out the actions described as outputs and responsibilities.

4. Duration and Time Frame

The Learning event will be held from Monday 31st October to Friday 4th November 2022 for the full 5 working days. Upon signing the contract, the rapporteur will provide to Diakonie Katastrophenhilfe Regional office in Nairobi a plan for implementing the learning event which will include, the proposed methodology, schedule/agenda with clear timelines, materials & support needed if any.

5. Profile of The Selected Facilitator Consultant

1. Minimum university degree in Social Science, communications, PR or any other relevant field.
2. Extensive experience (at least 5 years) in complementing and rapporteur training/workshops for humanitarian or developmental NGOs.
3. Demonstrated a high level of professionalism and an ability to work independently and in high-pressure situations under tight deadlines.
4. Excellent interpersonal, organizational and communication skills including experience in co-facilitation of training/workshops and presentations.
5. Excellent communication and writing skills in English.
6. Good report writing and photography skills
7. Experience in working with consortium/ multi-partner and/ or cross-country projects is an added value.
8. Able to analyze, summarize and coherently report on diverse perspectives
9. Proven interested in issues of international education and/or sustainability
10. Previous similar experience at international conferences is an asset

6. Final Report

The final report will clearly articulate and document the methodology of the workshop, the workshop proceedings & activities, outcomes and action point to follow up, photos taken during the sessions as well as capture participants’ feedback on the workshop.

The report should be shared within 5 days after completion of the workshop. The final payment will be made upon approval of the final report by Diakonie Katastrophenhilfe Regional Office in Nairobi.