Terms of Reference (ToR) for consultant to Conduct Targeted Risk Communication and Community Engagement (RCCE) Assessment for WASH Services At Peace Winds Japan

Peace Winds Japan (PWJ) is a Japanese Non-Governmental Organization (NGO) that was established in 1996. Since its inception, PWJ has provided humanitarian and development assistance to populations affected by forced displacement and natural disasters in over 20 countries. PWJ launched its mission in Kenya in 2012, where it has been implementing projects funded by UN agencies and the government of Japan in the areas of Shelter, Water, Sanitation and Hygiene (WASH), and Youth Development. The aim of these interventions is to improve the living conditions of refugees and host communities while promoting peaceful coexistence and self-reliance in Dadaab, Kakuma, and Kalobeyei.

PWJ is the UNHCR’s implementing partner responsible for several essential services, including WASH, fleet management, shelter, and centralized fuel management for both Dadaab and Kakuma refugee operations. Since 2021, PWJ has been running WASH interventions in Kakuma and the Kalobeyei Integrated Settlement under the mandate of UNHCR, seeking to provide refugees, asylum-seekers, and stateless persons with equitable access to safe water, sanitation, and hygiene facilities.

PWJ plans to engage a consultant to conduct an assessment focusing on Risk Communication and Community Engagement (RCCE) for its WASH interventions in health facilities in Kakuma refugee camps and Kalobeyei Integrated Settlement. The assessment findings will inform the strategies for improved community engagement, communication, and participation in WASH-related activities and risk mitigation.

Objective of the Consultancy

The objective of this consultancy is to enhance hygiene and sanitation practices in health care facilities, with a particular focus on handwashing with soap, latrine use, and safe waste collection and disposal. This will be achieved through the design and implementation of Risk Communication and Community Engagement (RCCE) activities, tailored to foster behavior change among health facility staff and community members. These activities will be based on findings from a Knowledge, Attitude, and Practices (KAP) survey, ensuring that messages and strategies are culturally sensitive and localized.

Additionally, the consultancy aims to assess the effectiveness of RCCE efforts in improving WASH services in the Kakuma and Kalobeyei regions. This assessment will identify gaps in communication, community engagement, and participation, providing actionable recommendations to improve the delivery and sustainability of WASH services. Specifically, the consultant will:

1. Evaluate the current RCCE practices in the context of WASH services in Kalobeyei and Kakuma, including the effectiveness of communication channels and strategies for informing communities about WASH-related risks.
2. Assess community knowledge, attitudes, and practices regarding water, sanitation, hygiene plus other potential diseases outbreaks, and the prevention of the water-borne diseases and other potential diseases outbreaks, identifying gaps in community awareness of potential and existing risks and the effectiveness/weakness and gaps of the current community engagement approach(es).
3. Examine community participation and feedback mechanisms to determine their effectiveness in addressing existing and potential public health risks plus resolution of community concerns, provision of feedback and improving WASH service delivery.
4. Identify vulnerable groups (such as women, children, people with disabilities, new refugees/minority and the elderly) and assess whether RCCE strategies are inclusive and effective for these groups.
5. Provide recommendations on how to improve RCCE strategies to enhance community engagement process(es), participation, ownership, and sustainability of WASH services, including the integration of culturally and contextually appropriate communication methods.

Specific Tasks for the Consultant

The consultant is expected to carry out the following tasks:

1. Develop an Inception Report outlining the methodology, approach, and data collection tools. This report should include the field interview schedules and timelines for each phase of the assessment and be presented to PWJ for review and approval.
2. Conduct a desk review of relevant project documents, including project proposals, implementation plans, progress reports, RCCE guidelines, and any other pertinent materials related to WASH interventions.
3. Design and refine RCCE data collection tools (both qualitative and quantitative) in consultation with the PWJ team to align with the project’s objectives.
4. Facilitate data collection using both qualitative and quantitative methods, including Focus Group Discussions (FGDs), Key Informant Interviews (KIIs), and surveys, ensuring inclusive participation of all stakeholders.
5. Develop and implement a community-driven communication strategy, including message creation, tool development, and dissemination methods that engage the community deeply, fostering change from within
6. Analyze the data and present a draft report that summarizes findings, identifies strengths and weaknesses in current RCCE practices, and recommends suitable ways to address identified gaps. The report should be reviewed by PWJ and UNHCR for comments.
7. Submit a final report that incorporates feedback from PWJ & UNHCR, providing comprehensive recommendations on enhancing RCCE strategies to improve WASH service delivery and community engagement.

Key Deliverables

The consultant is expected to deliver the following:

1. Inception Report detailing the methodology, data collection tools, and a work plan with timelines – due one week after the start of the consultancy.
2. Draft RCCE Assessment Report presenting initial findings, key insights, and areas for improvement – due three weeks after the start of the consultancy.
3. Final RCCE Assessment Report that includes an executive summary, data analysis, and recommendations – due six weeks after the start of the consultancy.
4. Raw Data (both qualitative and quantitative) and filled data collection tools, including transcriptions of interviews and FGDs.

Requirements for the Consultant

• Degree in Social Sciences, Communication, Public Health, or Water Engineering is required. A Master’s degree in Public Health, Communication for Development (C4D), or a related field will be an added advantage.
• At least 8 years of experience conducting RCCE assessments, project evaluations, or similar assignments in the WASH sector, particularly in humanitarian settings.
• Proficiency in both qualitative and quantitative data collection methods, including the use of data analysis tools such as SPSS, NVivo, or similar software.
• Excellent communication, report writing, and presentation skills in English.
• Prior experience working with NGOs or UN agencies on WASH projects in refugee or displaced persons’ settings is highly desirable.
• Compliance with legal and ethical national policies and regulations governing research.

Contractual Responsibilities

Responsibilities of the Consultant:

• Prepare and deliver consultancy services as per the agreed methodology and timelines.
• Facilitate training for field data collectors and enumerators.
• Ensure participatory engagement with key stakeholders, including community leaders, WASH coordinators, health implementers and other relevant actors.
• Conduct data collection, entry, cleaning, and analysis as per the approved methodology.
• Present findings and recommendations through two debriefing sessions with PWJ staff, one before fieldwork and another post-assessment.

Responsibilities of PWJ:

• Provide all relevant project documentation and logistical support required for the assessment.
• Coordinate field visits, including transport and accommodation.
• Provide access to community stakeholders, field staff, and any other critical participants.
• Ensure timely payment of consultancy fees according to PWJ’s internal policies.

Duration of the Consultancy

The assignment is anticipated to run for 6 weeks, starting from 27th November, 2024 and concluding by 10th January, 2025

Expected Deliverables and Timelines

The timelines for the expected deliverables under this assignment are shown in the table below:

Deliverable

Format

Timelines

Inception Report

Inception report, RCCE Survey tools, in MS Word & PDF, PPt Presentation,

Work plan as Gantt Chart MS Excel

1 week after contract signing

Draft RCCE Report and Media

Draft Report in MS Word & PDF, PPt Presentation

Cleaned data sets

Audios and Videos

3 weeks after contract signing

Final RCCE Survey Report and relevant media

Main Report with Executive Summary in MS Word & PDF

Final data sets

6 weeks after contract signing

Technical Proposal

The consultant’s technical proposal shall contain the following:

• Clear understanding of the terms of reference including any relevant comments
• A clear methodology on how the consultant will undertake the assignment
• Work Plan with clear duties and responsibilities for each team member
• Summary of Consultant’s experience in undertaking assignments of similar scope and/or complexity (last 8 years)
• Team composition and qualifications
• CVs of proposed team members
• Written commitment by the consultant affirming availability to conduct the entire assignment. (No substitution of interviewed consultant will be allowed once selected). The lead consultant will be expected to oversee the exercise in person.
• 2 sample reports from similar assignments conducted within the last 3 years
• Contact details of a minimum of 3 references from reputable organizations that the consultant has worked with over the past 3 years clearly indicating description of assignment, date/s of execution, name of organization and details of contact person (e-mail and telephone contact)

Note: The consultant’s technical proposal shall not exceed 10 pages. This excludes any annexes.

Financial Proposal

The consultant’s financial costing to undertake the assignment will be provided separately and should cover all costs associated with execution of the planned activities EXCLUDING travel expenses, and accommodation. The financial proposal shall be in Kenya Shillings ONLY.

The consultant will utilize the following budget template for their financial proposal:

Description

Unit

Qty

Rate (KSh)

Amount (KSh)

Consultants professional Fees

man-days

Communication costs

Other costs (indicate)

Taxes (indicate relevant tax) %

Total

Validity of Bid

Bidders shall clearly indicate that their bid is valid for a period of not less than 30 days from the date of submission

Application Process

Interested consultants should submit a technical and financial proposal addressing the following:

• A clear understanding of the terms of reference and proposed methodology.
• A detailed work plan outlining roles, responsibilities, and timelines.
• A detailed financial proposal with costs broken down per activity in Kenyan Shillings.
• CVs of key team members, including relevant experience.
• Two sample reports from similar assignments conducted within the last three years.
• Three references from reputable organizations.