Terms of Reference for conducting Baseline Survey in Nyokal Local Rights Programme (LRP)


1.1 Introduction

ActionAid International Kenya (AAIK) is a Non-Governmental Organization (NGO) working in Kenya since 1972 to facilitate processes that eradicate poverty and ensure social justice through development programmes, local institutional capacity building and public policy influencing.

ActionAid supports programme implementation in the AAIK Local programme rights implementation areas in 16 counties where we have physical presence in Homabay, Taita-Taveta, Embu, Kilifi and Garissa Makueni, Nairobi, Kajiado and Mombasa Counties and work with in partnership with partners and communities living in poverty and exclusion in the other counties. ActionAid has employs a Rights-Based Approach to development. In focusing on tackling the causes of poverty – not just addressing the symptoms – our work has gone far beyond service delivery, to empowering people living in poverty to claim their rights and assert their freedoms to address condition and position of constituents of people living in poverty and exclusion. AAIK works in solidarity with women and people living in poverty and exclusion; connecting their voices, sharing ideas, spreading inspiration, campaigning, advocating and formulating public policy to eradicate poverty and ensure social justice.

ActionAid mission is to empower women, young people and communities living in poverty and exclusion to fight poverty and injustices with focus on the following strategic objectives:

  1. Empower women and girls living in poverty and exclusion to challenge violence and secure political participation.
  2. Facilitate young people and communities living in poverty and exclusion to realize their rights to just and democratic governance with focus on gender responsive public services and advance productive employment for young people.
  3. Advance for women and communities living in poverty and exclusion to secure sustainable and resilient livelihoods to disasters and climate change.

1.2 Background Information

ActionAid International Kenya (AAIK), conducted a desk survey for possible new LRP where interventions can take place in Ndhiwa. This move was necessitated by the need to have an existing LRP in the Western region after the phase out of Kongelai, Tangulbei and Kuria LRPs in Western region after attaining their maturity. AAI needed to prepare new rural LRP where child sponsorship links can be transferred in order to sustain this critical funding mechanism for the organization. Nyokal was thus selected because it borders a nearby Nyarongi LRP which had similar challenges as what is being face in Nyokal which was demonstrated in the desk top survey that was carried out to determine its suitability for Child Sponsorship.

The purpose of a Local Rights Programme (LRP) in the context of ActionAid is to implement in an area, programme that empower people living in poverty to critically analyse their situation and initiate actions towards sustainable development. The programs to be initiated have emphasis on capacity building of people living in Nyokal and their institutions to organize themselves around activities that alleviate their poverty condition and claim their rights, with a focus on women’s empowerment.

Ndhiwa sub-county is one of the eight newly created sub-counties in Homa-Bay County. Ndhiwa sub-county comprises of 7 wards. The wards are Kwabwai ward (Kobama Division), Kosewe Ward (Ndhiwa Division), Kologi Ward (Kobodo Division) North Kabuoch Ward (Riana Division), South Kabuoch Ward (Pala Division), Kanyikela and Kanyadoto Wards (Both forming Nyarongi Division, where ActionAid has worked in). ActionaAid intends to make an entry into Kobama Division which is composed of 6 locations Central Kwabwai, North Kwabwai, East Kwabwai, South West Kwabwai, West Kwabwai and Rachar to extend its program work and also initiate child sponsorship in the area.

2.0 Rationale of the Baseline Study

After carrying out the desk top survey and a participatory rural appraisal, ActionAid intends to carry a comprehensive baseline survey to deeply understand and document the issues that are affecting the residents of Nyokal so that they can be guided to set their priorities for long term development.

The baseline study will focus on the expected results of the interventions that will be informed by the findings from conversations with communities on the causes of poverty and how communities with support from ActionAid employ participatory approaches to tackle poverty. This will involve use of secondary data -desk review to be able to avail information to community of Nyokal for informed decision on development approaches to be adopted in the next 10 years.

2.1 Objective of the Survey

ActionAid International Kenya is seeking qualified consultant(s) to conduct an independent baseline for its program in Nyokal LRP. The baseline study will determine baseline values and include an assessment of the latest contextual dynamics in and around the Nyokal LRP to subsequently inform program and monitoring activities, as well as contributing to institutional learning and research.

The main objective of this baseline assessment is to capture data and information that will enable the program to establish prevailing situation in Nyokal about human rights, level of poverty and injustices and use the information to develop a comprehensive inclusive program to address the different challenges faced by the community in Nyokal LRP.

2.1.1 Specific objectives of the baseline survey aims to:

  1. To collect data that will be used to determine the level of change on impact and outcome indicators between baseline, midterm evaluation and end term evaluation.
  2. To obtain an understanding of challenges and constraints faced by the target community their current states of needs in as far as human rights are concerned.
  3. Determine the extent to which the community members have organized themselves in pursuit of their constitutional rights.
  4. Develop and propose interventions that could be put in place to ensure communities’ rights are protected.

2.1.2 Scope of Work

• Develop baseline survey questionnaire, collect data from field and data analysis.

• Interpret findings from field in perspective the set strategic objectives to guide program work.

• Analyze the existing scenario and recommendations for project implementing team based on the strategic objectives described above.

• Develop comprehensive baseline report of the program.

2.1.3 Geographic Locations

The locations of the assessment will be in Kobama Division which is composed of 6 locations that include Central Kwabwai, North Kwabwai, East Kwabwai, South West Kwabwai, West Kwabwai and Rachar.

3.0 Methodology

The consultant is expected to propose and design the methodology for conducting the baseline survey. A mix of qualitative and quantitative methods such as surveys, focus group discussions and in-depth interviews with key informants, and observation methods will be used to collect primary data. Surveys and interviews are expected to take place at all program locations. The consultant is also expected to collect secondary data using desk survey.

What to look for but not limited to this:

  1. Population distribution by age cohort (male, female, youths, elderly, special interest groups i.e., orphans, persons with disability)
  2. Topography, soils and climate
  3. Physical Infrastructure (roads network and condition, electricity, mobile phone coverage)
  4. Health indicators (infant mortality, maternal mortality, life expectancy, HIV and AIDS, doctor – patient ratio, average distance to health facility)
  5. Education indicators (number of primary schools, number of secondary schools, tertiary and university, pupils enrolment by gender, retention and dropout rates by gender, performance in national exams, status of school infrastructure, teacher – pupil ratio, literacy level)
  6. Women’s rights indicators (women elected in leadership positions, existence of women groups advocating for women rights, GBV occurrences, women economic empowerment initiatives, level of understanding of women’s rights)
  7. Sponsorship Potential (enrolment by age 5 years old to 10 years old)
  8. Agriculture and livelihoods (food security, sources of household incomes, marketing, youth empowerment programs)
  9. Water and sanitation (sources of water, distance, latrines use)
  10. Shelter (condition of housing – roofing, walling, and flooring materials)

3.1 Sampling

The consultant/firm will implement a sampling procedure which is representative of the project target population. It is important that the baseline achieves a statistically acceptable sample size for the respective project participant categories. The consultant will develop, and abide by the approved sampling methodology. Therefore, a clear and unambiguous proposal on sampling methodology and sample size is expected from the consultant. Sampling method should attain representative and generalizable results for all project participant categories.

3.1.1 Data sourcing:

The baseline measurement considers both primary and secondary data sources. The data sources will include, but are not limited to: • Community leaders within the target communities for the project • Young people (females and males) • Religious Leaders, cultural leaders • Government officials such as chiefs, administration, teachers, health workers, state officers etc • Local CSOs within the LRP • National and International development partners • Participatory Rural Appraisal report for Nyokal, ActionAid Country Strategy Paper • KDHS data • Kenya Economic Survey 2021

3.1.2 Data analysis

The consultant should adopt an iterative data analysis approach. This approach allows for prompt data validation as enumerators collect data. Hence, the consultant/firm will develop a data analysis plan. Analysis should integrate findings from the different sources of data. The consultant should triangulate data from different primary data sources. Depending on access to the country and within the country, the consultant should factor in remote analysis and presentation of findings and sharing of documents.

3.1.3 Data Quality Issues

The designed data collection techniques, quality of data should not be compromised and maximum care should be taken to avoid or at least minimize errors at all stages of the baseline measurement process. Some techniques such as, but not limited to, the following will be applied:

  • Before data collection: Pilot testing the data collection tools will be required in order to verify the reliability and validity of the tools. This includes for both face to face and remote approaches.
  • During field data collection: For surveys, data entry will be on the spot using an electronic questionnaire. Monitoring enumerators for accuracy in doing the interviews and in capturing data will be necessary. Checking through all completed responses (on a daily basis) to ensure any mistakes or inconsistencies are corrected on time will add value to the quality of data.

4.0 Desired qualifications and expertise

• The consultant should have a minimum academic qualification of an advanced degree in development studies, with special focus on community development, political economy, social and behavioural sciences, with a good track record in conducting similar activities. • Understanding of women rights -Ability to use power analysis to bring out inequalities that need to be addressed.

• Understand of policy analysis, formulation, policy influencing and existing policies that protect and empower communities living in poverty to challenge rights violation. • More than 8 years of progressively responsible professional community development work experience at the national and international levels in planning, implementation, monitoring, evaluation and management of integrated community development, child friendly communities, community resilience and community led social change programmes/projects. • Experience in development of community engagement and empowerment approaches, guideline, and tools. • Understanding of the local language is an added advantage.

Liaison and Coordination

AAIK will provide the overall guidance and supervision of the task through its Program Team. The consultant (s) will work closely with the LRP coordinator – Nyokal, MEL coordinator and programs team. The overall accountability of this work rests with the Programs and Strategy Lead at ActionAid Kenya.

Expected Outputs The agreed outputs of the evaluation are: • An end – term evaluation report of no more than 40 pages, (excluding annexes) as a Word document written in clear and concise language. The report will include: o Cover page (title of the evaluation report, date, name of consultants) o Table of Content o Executive summary of no more than 4 pages outlining the purpose of the evaluation, main points of analysis, key findings, conclusions and recommendations o Retrospectively reconstruct and enumerate baseline data for the project and target population o Introduction outlining the background to the intervention and the end-term evaluation o Purpose and objectives of the end-term evaluation o Methodology/approach and limitations of the evaluation o Findings (progress against targets; data analysis, including gender analysis; response to evaluation objectives and specific evaluation questions)

o Findings and recommendations o A sustainability strategy for the project. o Annexes: details of data collection tools, schedule of field visits and meetings; list of people interviewed; bibliography of key documents consulted; TOR for the end -term evaluation

• The report must allow for a management response from ActionAid, outlining areas that we agree with and will take forward in the project; responding to areas requiring improvement; outlining any findings that we disagree with which have not been resolved through comments on the draft report, and indicating how learning will be taken on board in this project. • The end – term evaluation team is required to make a presentation of key findings and recommendations – presenting initial thoughts/findings before leaving field site; and presenting overall findings in person or remotely after further analysis • A PowerPoint presentation summarizing key findings and recommendations that can be used to disseminate findings within ActionAid and with external stakeholders. • The raw data (all transcripts, quantitative data, data collection tools) must be handed over to ActionAid together with the evaluation report. • Photos should be provided to ActionAid in high resolution JPEG format, to be catalogued by ActionAid on Stories hub according to our photo guidelines. The evaluation team must ensure photos are obtained in line with ActionAid guidelines on consent. • Diagrams/flowcharts/infographics developed by the evaluation team can be included but the original artwork should also be submitted as separate files along with the evaluation. Note ActionAid reserves the right to modify artwork as appropriate.

Expected timetable:

The consultant will prepare an evaluation work plan that will operationalize and direct the end-term evaluation. The work plan will describe the evaluation to be carried out, bringing refinements, specificity and elaboration to this ToR. The expected duration of carrying out the assignment is three weeks. This will be approved by the Programs and Strategy Lead as the agreement between parties for how the evaluation will be conducted.


The evaluator is expected to give a detailed breakdown of the budget which should align with the evaluation workplan and showcase value for money.

Travel & accommodation and logistics: Official transport shall be availed where possible, and or travel expenses reimbursed based on actual and realistic costs. However, the consultant shall seek consent prior to incurring travel expense(s) if not provided with official transport. Accommodation shall be provided by AAIK at the venues of the assignment

Evaluator qualifications Application process All applications should include the following documents: • A covering letter or expression of interest – highlighting relevant experience and skills to the specific evaluation, and the reasons for interest in the work.

• A brief technical proposal with a cover letter demonstrating how they understand the assignment, the methodology and tools for use, and how the evaluator or evaluation team meet the consultancy requirements and expertise specified. They should also include a detailed workplan of how they intend to undertake the assignment. (1page Cover letter and 8 pages maximum for the proposal) • A separate financial proposal with a clear distinction between fee rate and expected logistics costs (3 pages maximum) • The CV(s) of the lead consultant and the team of applicant(s). • Examples or links of two similar works. One of the links/examples MUST be to past work revolving around baseline evaluations. • The names of at least 2 previous clients to contact for references.

How to apply

Applications will be submitted via email to [email protected] on or before 15th July 2022.

Only shortlisted candidates will be contacted