Terms of Reference for Workshop Facilitator and Documentalist

Project: Strengthening Community Resilience and Economic Empowerment Programme (SHEEP)

Activity: SHEEP Project Regional Lesson Learning Workshop

Location: Malindi, Kilifi County

Duration: 10 days

1. BACKGROUND

Islamic Relief’s Strengthening Community Resilience and Economic Empowerment Programme (SHEEP) enhances the adaptive capacity of rural communities affected by climate variability, environmental degradation, and conflict. Implemented across five countries (Kenya, Ethiopia, Somalia, Sudan, and South Sudan), the programme integrates interventions in climate-resilient agriculture, food security, livelihoods, gender inclusion, youth empowerment, and water resource management.

After 32 months of implementation, SHEEP has reached a milestone warranting collective reflection. A Lesson Learning Workshop will be convened to facilitate structured knowledge exchange, assess successes and challenges, and develop actionable lessons for future programming.

2. Purpose of the Consultancy

Islamic Relief seeks to engage two consultants:

1. A Workshop Facilitator with proven technical expertise in climate change adaptation, resilience-building, and food security & livelihoods programming, to design, lead, and facilitate an engaging, participatory, and outcome-oriented learning workshop.
2. A Documentalist. to capture, synthesize, and produce a high-quality Lessons Learned Report that consolidates workshop outputs for internal and donor dissemination.

3. Specific Objectives of the Assignment

For the Workshop Facilitator:

• Design and guide a structured, interactive, and participatory learning process.
• Facilitate critical reflection and experience sharing among country teams.
• To facilitate in-depth discussions on key thematic areas including climate adaptation, resilience, programme effectiveness, efficiency, and impact.
• Manage group dynamics and ensure inclusive participation, synthesize key lessons and recommendations.
• To guide participants in concentrating evidence-based lessons and co-creating actionable recommendations for future programming.
• Support co-creation of actionable Lessons Learned Framework.

For the Documentalist:

• To accurately capture all workshop proceedings, including plenary discussions, group work outputs, presentations, and key participant reflections.
• Document presentations, group work, and plenary sessions.
• capture quotes, success stories, visuals, and key reflections.
• Produce a detailed workshop report and a consolidated Lessons Learned Document.
• To produce a comprehensive, well-structured, and professionally presented Lessons Learned Report that captures the workshop’s outcomes and serves as a key knowledge product for Islamic Relief.

4. Scope of Work and Key Tasks

A. Workshop Facilitator

Task

Measurable Output/Indicator

Timeline

1. Review background materials (project reports, M&E data, evaluations).

Summary of review notes and proposed thematic focus areas.

By 15 Nov 2025

2. Develop a detailed facilitation plan, agenda, and tools.

Comprehensive workshop facilitation plan approved by IR.

By 22 Nov 2025

3. Facilitate the 4-day workshop using participatory methods (world café, panel discussions, group work).

90% participant satisfaction on engagement (based on post-workshop feedback).

25–27 Nov 2025

4. Lead thematic sessions on:

• Climate adaptation and resilience-building.
• Food security and livelihoods.
• Gender and youth inclusion.
• Programme effectiveness, efficiency, and sustainability.

Minimum of 4 thematic sessions successfully delivered.

During workshop

5. Consolidate key outcomes and recommendations for follow-up.

Draft summary of key lessons and recommendations submitted.

By 30 Nov 2025

6. Provide technical input to the final Lessons Learned Report.

Comments integrated in final report.

15th of Dec 2025

B. Documentalist

Task

Measurable Output/Indicator

Timeline

1. Participate in pre-workshop planning and orientation.

Attendance and summary notes from preparatory meeting.

By 22 Nov 2025

2. Document all workshop sessions (verbatim and summary).

Complete daily records of all sessions.

25–27 Nov 2025

3. Capture visuals (photos, infographics, quotes) and key reflections.

Minimum of 30 high-quality photos, 10 quotes, and 3 short case stories captured.

During workshop

4. Produce daily summary briefs for review and validation.

3 daily summaries shared with facilitator and IR team.

25–27 Nov 2025

5. Draft a comprehensive Workshop Proceedings Report.

Draft report (15–20 pages) including annexes submitted within 7 days.

By 4 Dec 2025

6. Finalize and submit Lessons Learned Report incorporating feedback.

Final report (max 25 pages, with executive summary, visuals, and recommendations) approved by IR.

By 15 Dec 2025

1. Expected Deliverables

Consultant

Deliverable

Performance Indicator

Due Date

Both

Inception Meeting with IR team

Meeting minute

Upon signing

Facilitator

Facilitation plan, agenda, and tools

Approved by IR Regional Team

22 Nov 2025

Facilitator

Facilitation of sessions and group processes

90% satisfaction in post-workshop survey

25–27 Nov 2025

Facilitator

Summary of lessons and recommendations

Approved summary note (max 5 pages)

30 Nov 2025

Documentalist

Draft workshop proceedings report

Quality and completeness of documentation

4 Dec 2025

Documentalist

Final Lessons Learned Report (Final Lessons Learned Report (including design/layout)

If we could Suggest a required structure, for example:

1. Executive Summary
2. Introduction & Workshop Methodology
3. Key Thematic Lessons (e.g., Climate-Smart Agriculture, Women’s Empowerment, Youth Engagement, WASH, Governance)
4. Success Stories & "What Worked Well"
5. Key Challenges & "What Did Not Work"
6. Actionable Recommendations for Future Programming (categorized by theme and level – e.g., project design, country-level, regional-level)

Annexes (Agenda, Participant List, etc.)

Approved report (incorporating feedback)

15 Dec 2025

6. Duration and Level of Effort

• Pre-workshop preparation and review – 3 days
• Facilitation/documentation during workshop – 4 days
• post-workshop synthesis and reporting – 3 days
• Total (each consultant): 10 working days
• The consultant is expected to propose the amount of time they need for the assignment.

7. Qualifications and Experience

Workshop Facilitator:

• Advanced degree in Climate Change Adaptation, Food Security, or related field.
• Minimum 10 years’ experience in multi-country resilience and livelihood programs.
• Strong background in climate-resilient agriculture and adaptive programming.
• Demonstrated experience in participatory learning and outcome harvesting. and working in multi-cultural environments.
• Excellent communication and facilitation skills.
• Familiarity with the East African context and the challenges of pastoralist/agro-pastoralist communities is highly desirable.

Documentalist:

• Bachelor’s degree in development communication, MEAL, or related field.
• Minimum 7 years’ experience documenting workshops or conferences.
  Strong analytical and writing skills.
• Proficiency in MS Word, PowerPoint, and layout design.
• To synthesize discussions into clear, actionable narratives.
• Experience in producing knowledge products (e.g., learning briefs, case studies, capitalization reports) for development projects, not just event reports.
• Experience with visual facilitation or graphic recording is a strong advantage.

8. Reporting and Coordination

• Consultants will report directly to the Regional Food Security and Livelihoods Manager (EARO).
• Technical oversight and quality assurance will be provided by the Regional MEAL Coordinator.
• The consultants will liaise with country focal points for background data and logistics as needed.

9. Payment and Logistics

• Payment will be made per deliverable upon satisfactory completion, subject to approval by the Regional Office.
• Travel, accommodation, and per diem will be covered by the SHEEP Project in accordance with Islamic Relief’s travel policy.
• Payments will be processed as follows:
  1. 30% upon submission and approval of the facilitation plan (Facilitator) / preparatory notes (Documentalist).
  2. 70% upon successful completion of the workshop, upon approval of final deliverables.

10. Ethical Considerations

Both consultants must adhere to Islamic Relief’s values, safeguarding policies, data protection standards, and ethical reporting principles.
They must ensure:

• Informed consent for photography or personal stories.
• Anonymity and confidentiality where required.
• Respectful, accurate representation of participants’ voices.
• Culturally sensitive and gender-inclusive facilitation and reporting.

1. Evaluation Criteria

The evaluation committee shall evaluate the proposals based on their responsiveness to the Terms of Reference, through the following stages:

• Preliminary/mandatory evaluation
• Technical evaluation
• Financial evaluation

Preliminary/mandatory evaluation

The following shall form the basis for preliminary evaluation. Interested bidders MUST attach the following.

• Certificate of registration (applicable to consultancy firms – CR12) and ID of proprietor or ID for individual consultant.
• Copy of VAT/PIN certificate from KRA.
• Valid Tax compliance certificate
• Should be a firm/individual consultant with office/operational establishments within Kenya (attach business permit).

A proposal shall be rejected at this stage if it does not have all the valid preliminary/mandatory documentation

Technical evaluation.

The evaluation committee shall evaluate the proposals based on their responsiveness to the Terms of Reference, with keen interest in the following:

1. Experience in conducting similar services within the last three years. Attach contracts, LPOs, or recommendations, etc. – 30 points

Maximum points 30

1. The lead consultant must have a minimum of 7 years’ proven technical expertise in climate change adaptation, resilience-building, and food security & livelihoods programming, to design, lead, and facilitate an engaging, participatory, and outcome-oriented learning workshop. 20 points.

The lead consultant/applicant must have advanced degree in Climate Change Adaptation, Food Security, or related field(Attach academic certification and CV) and the documentalist should bachelor’s degree in development communication, MEAL, or related field –10 points each.

Maximum points 30

1. Adequacy of methodology in responding to the terms of reference and Proposed Work-plan. (20 points will be awarded for an adequate methodology and 10 points for an adequate work plan) Maximum points 30
2. Attach at least two samples of similar work done, preferably for an international non- governmental organization.

Maximum points 10

Each responsive proposal will be given a technical score. A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score of 70%.

Financial evaluation

Bids determined to be substantially responsive to the requirements of the terms of reference shall be subjected to financial evaluation.

1. Submission of interest

Interested candidate/s who fully meet the above criteria are invited to download the bid documents from Islamic relief website https://islamic-relief.or.ke

Point of contact for clarifications, questions and amendments [email protected] Email Address for submission of Proposals/ Quotes [email protected]

The subject of the email should read RFP:Terms of Reference for Workshop Facilitator and Documentalist

CONSULTANCY. REF: IRK/CO/CONS/SHEEP/001/10/2025

1. Submission

It should be submitted on or before Wednesday 5th November 2025 at 11:00am. The subject of the application letter should read RFP:Terms of Reference for Workshop Facilitator and Documentalist

and should be addressed to:

The Procurement Committee

Islamic Relief Kenya

Kirichwa Road, off Ngong Road

P.O Box 417-002032 (KNH)

Nairobi, Kenya

Note: Only electronic applications will be accepted. Incomplete applications will not be considered, and only successful candidates will be contacted. Any form of canvassing will lead to automatic disqualification.

SECTION II: QUESTIONNAIRE

It is mandatory that a potential bidder avails the information required in the questionnaire (i.e., section A to F) then sign and stamp same.

A: Organization and Contact Details

Full Name of Organization

Date of Registration

Registration Certificate Number

Street

Road

Address

Code

Town

Email

Telephone No.

PIN No.

Other Certificate

Type of Organization

A Public Limited Company

A Limited Company

A Limited Liability Partnership

Other Partnership

Sole Trader

Other (Please Specify)

Name of Owners/Director

No.

Name

ID/Passport No.

Nationality

DETAILS FOR CONTACT PERSON

Contact details for enquiries about this tender

Name of Staff

Address

Post Code

Town

Phone

Mobile

Email

Interested candidate/s who fully meet the above criteria are invited to download the bid documents from Islamic relief website https://islamic-relief.or.ke

Point of contact for clarifications, questions and amendments [email protected] Email Address for submission of Proposals/ Quotes [email protected]

The subject of the email should read RFP:Terms of Reference for Workshop Facilitator and Documentalist

CONSULTANCY. REF: IRK/CO/CONS/SHEEP/001/10/2025

Submission

It should be submitted on or before Wednesday 5th November 2025 at 11:00am. The subject of the application letter should read RFP:Terms of Reference for Workshop Facilitator and Documentalist

and should be addressed to:

The Procurement Committee

Islamic Relief Kenya

Kirichwa Road, off Ngong Road

P.O Box 417-002032 (KNH)

Nairobi, Kenya

Note: Only electronic applications will be accepted. Incomplete applications will not be considered, and only successful candidates will be contacted. Any form of canvassing will lead to automatic disqualification.