‘ENHANCING QUALITY AND ACCOUNTABILITY IN HUMANITARIAN ACTION’ A 6-DAY MULTI-AGENCY COURSE HELD IN JULY 2012 IN KENYA REPORT AND KEY RECOMMENDATIONS PREPARED BY SYLVIE ROBERT - COURSE DESIGNER AND LEAD FACILITATOR with ASTRID DE VALON - CO-FACILITATOR organized by the Inter Agency Working Group (IAWG), Quality and Accountability Sub Group and FAO QUOTES FROM PARTICIPANTS TO THE COURSE AND PANELISTS ‘The course was an eye opener on Q&A.’ ‘Great idea made reality!’ ‘Keep it up!!!’ ‘This was an excellent course, unlike any other.’ ‘Adult learning clinics have been very helpful.’ ‘Plan such trainings for field practitioners at field level.’ ‘We should have had a course like this, working with our standards as a whole, a decade ago.’ Kurt, IAWG co-chair ‘Sometimes merging approaches is not always the best decision: the challenges we face constantly demand innovation and entrepreneurial solutions which can’t be sustained if all the initiatives are dumped together.’ ‘The fragmentation and proliferation of Q&A standards is a sign that agencies are not held accountable. Many of them are developed by the agencies for the agencies instead of putting the beneficiaries first. There is so much pressure on individuals to deliver and spend the money in order to return a good report to the donor that we often lose sight of the affected communities.’ ‘If there is no will in senior management to institutionalize these systems, they will not work.’ ‘The uneven quality of staff in the humanitarian system is leading to ineffective aid.’ Sheila, ELRHA ‘Every time there is a new marker it is because something is not working well. Today there are already too many standards and not enough implementation. Do not create new ones!’ ‘What communities think and feel about us is far more important than what we think and feel about them.’ ‘Approaches should be simple but not simplistic.’ Gerry, PFIM ‘Asking people to complain about aid received from an agency to that same agency risks bias. Maybe a better system would be to have an external ombudsman instead of dealing with complaints within the agency alone.’ ‘We can no longer work on the assumption that staff capacity building is through a series of changes eventually benefiting disaster affected populations. ECB, as the rest of the humanitarian community, realized the need to measure more clearly whether the activities we implement are actually having an impact on the beneficiary populations and is shifting its focus from ‘assuming’ to more defined impact measurement.’ Massimo, ECB ‘The solution is not developing new initiatives because we have barely tasted the potential of what already exists. For now we should explore more fully the tools which exist: are they functional or not? We also need to reshape our focus towards the beneficiaries.’ Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 2 of 65 Participants to the course ‘Enhancing Quality and Accountability in Humanitarian Action’ Naivasha, Kenya – July 2012 Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 3 of 65 TABLE OF CONTENTS LIST OF ACRONYMS Page 5 A. COURSE OVERVIEW Page 6 1. 2. 3. 4. 5. 6. 7. Overall comments Team and facilitation Participants Agenda Venue, administration and logistics Course methodology and overall content Summary of participants’ evaluations B. COURSE OUTPUTS 1. 2. 3. 4. 5. 6. Recommendations to the Quality and Accountability initiatives from a field practitioner point of view Recommendations to the Quality and Accountability initiatives on transversal themes of interest Proposal for a common set of cross cutting issues to be mainstreamed for all Quality and Accountability initiatives Proposal for a common set of core standards for all Quality and Accountability initiatives Draft action plans by the participants Capitalisation of the learning, networking and library of handbooks C. ANNEXES Page 7 Page 7 Page 7 Page 7 Page 7 Page 7 Page 12 Page 13 Page 13 Page 16 Page 18 Page 19 Page 20 Page 21 Page 22 ANNEX 1: Course participants’ list Page 23 ANNEX 2: Agenda as delivered Page 30 ANNEX 3: A short note on a humanitarian ombudsman Page 31 ANNEX 4: Share fair participants’ list Page 33 ANNEX 5: Background to the recommendations Page 37 ANNEX 6. Testimonies from the field on Q&A Page 41 Quality and accountability in remote control contexts Complaints and feedback mechanisms Linking emergencies with early recovery and development Evaluation and impact Using gender and vulnerability analysis to strengthen Q&A in beneficiary targeting Livelihoods and resilience in humanitarian action Increased involvement of the private sector in humanitarian action Project cycle management Applying protection principles Assessments Linking Q&A initiatives with government and agency standards ANNEX 7: Draft action plans by the participants Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator Page 64 page 4 of 65 LIST OF ACRONYMS ALNAP Active Learning Network on Accountability and Performance ECB Emergency Capacity Building Project ELRHA Enhanced Learning and Research in Humanitarian Assistance GEG Good Enough Guide HAP Humanitarian Accountability Partnership HRI Humanitarian Response Index IASC Inter-Agency Steering Committee INEE International Network on Education in Emergencies LEGS Livestock Emergency Guidelines and Standards M&E Monitoring and Evaluation OECD-DAC PFIM Organisation for Economic Co-operation and Development Development Assistance Committee People First Impact Method PiA People in Aid Q&A Quality and Accountability SEEP Minimum Economic Recovery Standards UN United Nations Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 5 of 65 A. COURSE OVERVIEW Course on Quality and Accountability (Q&A): Overview Participants: Primary Target Audience Have attended previously a training of trainers course or a workshop conducted by one of the Q&A initiatives Are leaders in promoting Q&A Have experience in implementing Q&A approaches and tools, managing projects or programmes, training and learning Have a ‘good enough’ command of English This course aims to gather professional humanitarian workers from around the world who are leaders in promoting and implementing approaches for enhanced Q&A. By the end of the course, participants should be able to: Aim and Objectives ‘Take Away’ Identify the key Q&A initiatives and their products Outline the opportunities and challenges faced by humanitarian workers in implementing Q&A approaches and tools Select and adapt existing Q&A tools and resources to overcome challenges unique to their context Identify key Q&A activities and commitments for each stage of the project cycle Design a practical Q&A work plan tailored to their team’s activities Identify means by which they and their colleagues can collaborate and coordinate with other agencies to improve the quality and accountability of a humanitarian response The latest news and developments in Q&A Shared learning and experience from peers on the practical implementation of Q&A An extended network of colleagues working towards a shared goal An update on training skills and more tips on adult learning 6 days Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 6 of 65 1. Overall comments The group of participants was extremely interested, knowledgeable, respectful and committed. The facilitation and support team worked together very well. Logistics and administrative support as well as the venue were fully appropriate, allowing for quality work on the contents. Host and organisers: The FAO and IAWG have played a strong role in preparing and hosting the course and the share fair, with a valuable support from the ECB Project. 2. Team and facilitation The training team was composed of a total of five persons, including three co-facilitators and two support persons: Sylvie Robert, course designer and lead facilitator, independent consultant, sylvierobertconsulting@yahoo.fr Astrid de Valon, co-facilitator, FAO, astrid.devalon@fao.org, astriddevalon@gmail.com Paul Gol, co-facilitator, World Vision, paul_gol@wvi.org Elizabeth Myendo, logistics and administrative support, The Emergency Capacity Building Project, elizabeth_myendo@wvi.org Halae Fuller, note taker, FAO, halae.fuller@fao.org The team’s work during the course was extremely good and dynamic, with a mix of styles and cultures and each playing his or her role as agreed, leading to a very complementary approach appreciated by the participants. 3. Participants The group was composed of 28 participants coming from 22 organizations worldwide and representing 12 nationalities. All were humanitarian practitioners with previous knowledge and experience in quality and accountability. Selection proved to be appropriate: the group was excellent and very much committed to the course. The full list of participants is available in Annex 1: Course participants’ list. 4. Agenda The agenda as delivered is available in Annex 2: Agenda as delivered. It has been adjusted throughout the course to fit the context and reflect the participants’ interest. As the group was rather large (28 participants), more time was needed at several points for feedback sessions and discussions in general. 5. Venue, administration and logistics The venue – Sawela Lodge, in the outskirts of Nairobi - perfectly fit the requirements for this type of course, i.e. a conducive and supportive environment, very pleasant for a residential event and providing professional support. The logistics, administration and note taker support have all been excellent. As a result of the previous points, the content, session delivery, group dynamics, etc. all reflected a high degree of quality. 6. Course methodology and overall content Methodology The methodology chosen has been very participatory, allowing participants to be involved in a dynamic way at all times through presentations, debates, experience sharing, group work, learning pairs, writing workshops, design of proposals and recommendations, etc. Short adult learning sessions were conducted every day to share knowledge and tips among participants. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 7 of 65 Participants have each been provided a set of hard copies of some original handbooks in an individual bag: The Sphere handbook The LEGS handbook The Good Enough Guide from ECB SEEP Minimum standards for Economic Recovery People in Aid Code of Good Practice INEE Minimum Standards for Education The Compas board from Groupe URD The 2011 Humanitarian Accountability Report from HAP And print outs of the following key documents: 4 pager on Synergie Qualité Quality Compas companion book DARA executive summary of the Humanitarian Response Index (HRI ALNAP 4 pagers on ‘strengthening humanitarian action through evaluation and learning’ ALNAP lessons paper, october 2011, on ‘humanitarian action in drought related emergencies’ ALNAP pilot study on ‘the state of the humanitarian system’, executive summary ‘What is new in the 2011 edition of the Sphere handbook?’ HPN number 26 ‘Rwanda 10 years after from March 2004’ HPN number 52 on ‘humanitarian accountability BOND diagram on ‘integrating value for money into the programme cycle’ BOND checklist for ‘assessing the quality of NGO evidence of change’ The’ IASC principals commitments on accountability to affected populations’ Yoko presenting the People in Aid Code of Good Practice Habon and Yosef discussing the Good Enough Guide Plenary presentations alternating with group work Exploring the Quality Compas board Exploring the LEGS handbook Presenting the Quality Compas board Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 8 of 65 Use of new media The course created a Twitter account to capture and disseminate in real time key comments from the group. By the end of the course it was followed by 59 people, including aid workers around the world, UN agencies, international non-governmental organizations and accountability initiatives such as the Active Learning Network on Accountability and Performance (ALNAP) and the Sphere project. A special session during the course was dedicated to answer the questions raised by followers during the course. The announcement of the course and of the share fair were posted on major websites such as the Sphere project, including on their Facebook page. Outline of the course content The course lasted six full days, divided into five days for classical course delivery and the last day for organising a share fair on Q&A in Nairobi. Day 1: Global context on Q&A The first day has been dedicated to the introduction to the course, a global overview on quality and accountability in the humanitarian sector, and finally two presentations on both the Sphere Project and LEGS. Day 2: Updates and latest news on Q&A The second day has enabled the group to reach a common knowledge on a number of initiatives. SEEP, INEE, ALNAP, URD/Quality Compas & Sigmah, Synergie Quality and HAP approaches and tools were introduced. IASC principals, gender markers and HRI were also described. In the afternoon a panel hosted representatives from PiA, ECB/GEG, ELRHA, PFIM and JSI which enabled sharing views and ideas for the future. Participants asking questions during the panel Teresa from People in Aid explaining that the Code of Good Practice needs to be concretized by examples and best practices Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 9 of 65 ‘We don’t need to do new things. We just need to do things differently.’ Teresa, People in Aid Panel of representatives from the Quality and Accountability initiatives present in the East Africa region A panel of experts from various Q&A initiatives was organized, after which workshop participants and panelists discussed the various challenges of implementing the initiatives. At the heart of these challenges were the questions of how to enhance the use of the initiatives and tools, and how to institutionalize and internalize complaints mechanisms. All recognised that among the biggest challenges were the difficulties associated with the fact that the pressure to spend funding and deliver on the project is so great that agencies often lose sight of the affected communities. Possible means of improving agency buy-in to the Q&A initiatives were suggested, including a global review of Q&A initiatives and their impact on how agencies operate, the use of external ombudsmen to deal with complaints – see Annex 3: A short note on a humanitarian ombudsman -, standardized budgeting across agencies, and greater effort on the part of the Q&A initiatives to incorporate experiences from the field. There was general agreement that support and leadership from senior management is key to implementing Q&A initiatives, particularly in ensuring that they are adopted both at headquarters and in the field. Participants raised concerns that agencies tend to impose procedures on field workers instead of tailoring projects to meet the identified needs of affected communities. More broadly, the discussion highlighted the importance of neutral and impartial Q&A mechanisms, keeping the best interests of the affected communities at heart. At the end of the discussion, participants considered whether moving towards more joint or merged Q&A initiatives would solve the problems outlined above. Although no consensus was reached, the discussion highlighted several important points: the challenges faced by humanitarian agencies constantly demand innovative and entrepreneurial solutions, instead of developing new initiatives we should explore more fully those which already exist, and humanitarian workers in the field should support the revision and updating of Q&A initiatives by sharing their experiences. Day 3: Implementing Q&A: Views from the field The third day participants have been deeply involved into reflection in small groups based on their experiences. The outputs have been recommendations on some Q&A initiatives, as well as analysis of challenges and opportunities when implementing Q&A approaches and tools jointly in the field. Day 4: Capitalising, learning and sharing A brainstorming session on transversal themes of interest followed by a writing workshop allowed participants grouped in pairs to produce 2-pages papers on topics of interest. Day 5: What future? Next steps This last day has encompassed some work to design recommendations to the Q&A initiatives and draw proposals to have common sets of both core standards and issues to be mainstreamed. Day 6: Share fair on Q&A ‘The idea to conclude the training with a share fair is greatly constructive as it is a high incentive on deepening knowledge on a subject of interest, as well as being a good tool to share that knowledge’ A share fair was organised in Nairobi, Zen Garden, to share with the broader Nairobi based humanitarian community the learning and recommendations from the course. Funded by the ECB Project and hosted by FAO and the IAWG, the share fair enabled participants to present and discuss in small groups with external stakeholders the various Q&A Initiatives as well as transversal themes, based on the 2pages papers developed during the course. The event gathered about 90 participants including donors, NGOs, UN agencies and media. See Annex 4: Share fair participants’ list. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 10 of 65 The twelve tables of the share fair covered the following subjects: Q&A initiatives 1. 2. 3. 4. 5. 6. Sphere and INEE/SEEP ECB and GEG LEGS HAP ALNAP and PFIM PiA and ELRHA Thematic areas 1. PCM, assessments and M&E, impact measurement 2. Targeting gender and vulnerabilities 3. Complaints and feedback mechanisms 4. Emergency/recovery and livelihoods/resilience 5. Protection 6. Links with government Plenary presentation to introduce the share fair Habon and Yoko presenting HAP to visitors The project cycle table Emergency/recovery and livelihoods/resilience The Good Enough Guide table Welcoming visitors to the share fair Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 11 of 65 7. Summary of participants’ evaluations A summary of the final evaluation from the participants is available in the table below. It shows a high level of overall satisfaction with the course, although it is also indicating the need to review its pace and balance (considered by some to be too dense) as well as the pre-course assignment (which was felt to require too much advanced work). 1 (low) 3 4 5 (excellent) Achievement of the course aims and objectives 2 16 11 Relevance of the content to your work and future application 2 8 17 2 Pace and balance of the workshop 2 6 17 3 Relevance of the variety of methods used 1 3 11 13 6 22 Quality of the learning materials, resources and aids (documents, handbooks, etc.) Facilitation of the training 3 14 11 Quality of pre-training information 7 10 11 5 23 Quality of the venue and accommodation Participant recommendations for improving the course If this course is replicated the following should be taken into account (according to participant profile and context). Keep... A panel with external resource persons Adult learning clinics: one each morning The share fair, but preparation should be with groups of more than two persons Change... Pace and balance of the course: the days should be lightened and a half day break provided mid week Pre-course assignment: should be lighter, assigning one or two key documents maximum Two-page papers/writing workshop: if kept, more time should be allocated, another option could be to have shorter testimonies Add... A practical exercise on the use of standards in an integrated way (for the initial assessment or all project cycle management phases). Format could be: simulation, scenario/case study, real life field school, technical stations (Sphere type), etc. Distribute a written report/notes at the end of each day Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 12 of 65 B. COURSE OUTPUTS Six main products were designed during the course on Q&A: 1. Recommendations to the Q&A initiatives from a field practitioner point of view 2. Recommendations to the Q&A initiatives on transversal themes of interest 3. Proposal for a common set of issues to be mainstreamed for all Q&A initiatives 4. Proposal for a common set of core standards for all Q&A initiatives 5. Draft action plans by the participants 6. Capitalisation of the learning, networking and library of handbooks Some background to the following sets of recommendations is provided in Annex 5: Background to the recommendations. 1. Recommendations to the Quality and Accountability initiatives from a field practitioner point of view Q&A initiatives considered during the course 1. The Sphere Project and companions: LEGS (Livestock Emergency Guidelines and Standards), INEE (international Network on Education in Emergencies) and SEEP (Minimum Economic Recovery Standards) 2. The ECB Project (Emergency Capacity Building) and the Good Enough Guide 3. HAP (Humanitarian Accountability Partnership) 4. ALNAP (Active Learning Network on Accountability and Performance) 5. Francophone initiatives: Compas Quality, Sigmah and Synergie qualité 6. PFIM (People First Impact Method) 7. PiA (People in Aid) 8. ELRHA (Enhancing Learning and Research in Humanitarian Assistance) 9. JSI (the Sphere Project, HAP and PiA) 10. The IASC principals (Inter-Agency Steering Committee) and Gender Markers LEGS SEEP The Sphere Project ALNAP Other worldwide initiatives INEE JSI - Joint Standards Initiatives HAP Q&A People in Aid URD Quality COMPAS The ECB Project Synergie Qualité Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 13 of 65 General recommendations to the Q&A initiatives 1. Harmonize core standards and cross-cutting issues of the Q&A initiatives preferably in one single document, to simplify the work of field practitioners and ensure coherence. See proposals in sections 3 and 4 hereafter: ‘Proposal for a common set of issues to be mainstreamed for all Q&A initiatives,’ and ‘Proposal for a common set of core standards for all Q&A initiatives.’ 2. Widely share experiences and reports to enable an analysis of what is or is not working and to ensure more learning (for example, following up on the current work led by ALNAP). 3. Increase advocacy for capacity building, funding and resource mobilization as a whole. 4. Set up a system of Quality and Accountability advisors in the main humanitarian hubs in the field. The Q&A advisors should have global knowledge (both in theory and in practice) of the Q&A initiatives, approaches and tools, and would also support cluster systems when activated. They would not be deployed only in emergencies: a key part from their TORs would be to support stakeholders during prevention, mitigation and preparedness, to ensure the Quality and Accountability is indeed improved when an emergency occurs. 5. Conduct an evaluation of the application and implementation of the Q&A standards (i.e. compliance) by the humanitarian organizations. 6. Conduct an independent evaluation of the Q&A initiatives themselves using at least the classic OECD-DAC criteria and considering the past 20 years. 7. Provide guidance to improve the links between the Quality and Accountability initiatives, national institutional mechanisms (Governments and higher education entities), donors and other stakeholders. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 14 of 65 We need the objectivity of an external body to see how the initiatives have truly improved the quality and accountability of aid in the field. Design capacity building strategies and materials that are tailored to the various types of stakeholders, including donors, private sector, cluster leads, and government. An independent evaluation of all Q&A efforts since about 20 years should be launched. Astrid, co- facilitator Sylvie, course designer and lead facilitator Specific recommendations to selected Q&A initiatives GEG Increase focus and guidance on how to do impact measurement in the tools section. Provide translations into local languages. INEE Provide additional guidance on informal education structures, e.g. madarassas. LEGS SEEP SPHERE Increase the focus on draught animals and animal wellness. Address risk management issues. Ensure proper and wide dissemination as well as capacity building. Provide an index for consultation with specific pages references. Provide proper background on the types of enterprises to which SEEP is meant to apply (e.g. formal and informal). Increase capacity building in innovative ways to ensure effective implementation of the standards. Include specific references to the Sphere standards in agency project evaluations. Plenary discussions to share group recommendations Analysing challenges and opportunities for each Q&A initiative Group work on joint use of the Q&A initiatives by field practitioners Field practitioners with a variety of handbooks explored during the course Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 15 of 65 2. Recommendations to the Q&A initiatives on transversal themes of interest Participants worked on transversal themes of interest which they selected and designed specific recommendations to the Q&A Initiatives on supporting field practitioners in those themes. The full content of their 2-pages testimonies is available in Annex 5: Testimonies from the field on Q&A. Quality and accountability in remote control contexts Play a role in bridging the existing gap with regard to the scarcity of Q&A resources in remote management contexts by continuing to promote research, funding (through mechanisms such as the Humanitarian Innovation Fund) and publications on good and innovative practices in insecure and volatile contests. Continue to raise awareness and build the capacity of field practitioners on Q&A issues. Consider translating key initiatives like the GEG and HAP into local languages for easier use by national staff. Assist practitioners in taking serious steps towards the establishment of Q&A compliance systems. Complaints and feedback mechanisms Advocate to extend the same principles to the private sector when involved in humanitarian operations. Explore the donor-humanitarian organization-beneficiaries triangle as far as complaints mechanisms are concerned. Linking emergencies with early recovery and development Use the common principles contained in the Q&A initiatives to advocate with donors (e.g. through the cluster system) on the importance of including elements of linking relief, rehabilitation and development in all humanitarian interventions. Promote documentation of the impacts of best practices and success cases in linking emergency with early recovery and long-term interventions. Include elements of early recovery in existing training modules from Q&A initiatives, drafting a checklist and a set of standards to incorporate early recovery in all humanitarian intervention plans. Evaluation and impact Transparency and accessibility of evaluation: All agencies working on Q&A should as much as possible (with rare exceptions) disclose publicly what worked and what did not in the drive towards Q&A. This requires intentional action by senior management to provide appropriate incentives, and minimize disincentives, for staff at all levels to foster a culture of accountability and learning. Development of a guideline: Develop an evaluation/impact assessment guideline reflecting the various Q&A instruments to simplify what needs to be done by program development agents both during and in the aftermath of humanitarian crises. Joint evaluation: Conduct one joint evaluation in each region (Africa, Asia, Latin America, Middle East and Euro Asia) by drawing experts from various Q&A implementing institutions and share the findings in a conference for non-governmental organizations, UN agencies and other actors. Inclusive Evaluation: Develop a mechanism for the inclusion of the marginalized and vulnerable (children, women, elderly and the disabled) while designing and conducting evaluation and impact assessments. Using gender and vulnerability analysis to strengthen Q&A in beneficiary targeting Global Q&A standards (HAP, COMPASS and People in Aid) should make gender and vulnerability issues visible and explicit in upcoming standard revisions and publications. Integrate the IASC Gender Marker into global and field Q&A standards and practice. Recommend that the structure of Sphere be used as a template for other sectoral Q&A standards, specifically introducing the myriad dimensions of vulnerability in the lead chapter. This will inform comprehensive gender and vulnerability analysis and responsive actions throughout the sectoral response. People in Aid should review the Code of Good Practice to strengthen focus on recruiting, managing and equipping gender-balanced teams able to mainstream the various dimensions of vulnerability Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 16 of 65 routinely into their work. Critical is ensuring that all trainings integrate inclusiveness throughout the project management cycle. Use gender analysis to integrate a comprehensive vulnerability and capacity assessment into all standards and related field guidance/tools. Livelihoods and resilience in humanitarian action Develop and disseminate Q&A tools to promote their use/inclusion in livelihoods and resilience interventions at field level in emergency response plans. Promote joint lesson learning forums and capacity building on Q&A for livelihoods and resilience programmes. Use Q&A standards to advocate for government and donors to support livelihoods and resilience enhancement at community level. Increased involvement of the private sector in humanitarian action Develop an advocacy toolkit to sensitize private sector engaged on a commercial basis in humanitarian action. The toolkit would, for instance, include a section on protection of the right of privacy in case of extending beneficiary data to third parties. Ensure that cluster leads are trained on the importance of sensitizing private sector stakeholders on accountability to beneficiaries. Document best practices on joint feedback mechanisms between the private sector and humanitarian stakeholders where partnerships exist. Project cycle management Future editions of Q&A initiative handbooks should create straightforward annexes which map their content to the stages of the project cycle. While no standard is perfect in this regard, the Quality Compass provides the clearest example for other standards to follow in making the standards easily accessible in a highly relevant way that supports the performance of humanitarian workers in the field. Linking Q&A initiatives with government and agency standards Identify best practices and disseminate case studies documenting how to incorporate or harmonise Q&A standards with government guidelines and frameworks. Ensure that government is considered as a key stakeholder when designing Q&A initiatives from conception to implementation, including the development of capacity building strategies and material. Applying protection principles Develop a protection chapter and training module common to all Q&A initiatives. Additional recommendations to IASC: Encourage the use of the Sphere Project and ALNAP Guides. Harmonise existing protection standards, training materials and practices to reduce confusion at field level. Assessments The use of these initiatives is still somewhat limited within humanitarian assessments. There is a need for advocacy to donors to increase demand for accountability in assessments, for instance by demanding joint assessment processes to support their initial decision making. Currently, standards and principles for assessments exist within many of the Q&A initiatives. This can be confusing; bringing all of these tips on good practice into one resource would support implementation by field practitioners. More training is required to support practitioners in the practical application of the key actions and guidelines within the initiatives. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 17 of 65 3. Proposal for a common set of issues to be mainstreamed for all Q&A initiatives The ‘issues to be mainstreamed’ encompass the classical cross-cutting issues from all Q&A initiatives, which have been merged and prioritised to provide the following list which every agency should keep in mind while developing programs. Issues related to the people themselves: Gender (consistency of definition across agencies should be checked) Life threatening diseases (including HIV/ADS, cancer, etc.) Disabilities Children, youth and elderly Psychosocial issues Issues related to the context where the people are: Protection and security (including ‘do no harm’) Disaster Risk Reduction and Management (DRRM) and link between Relief, Rehabilitation and Development (LRRD) Environment The following matrix shows which initiatives currently consider some of the cross cutting issues: Compass Gender GEG HAP INEE LEGS PiA SEEP Sphere x x x x x x x HIV/AIDS x Protection x x x Environment x x x Children/youth x x x x x x Elderly x DRR x Minorities x Disabilities x x x x X Psychosocial Vulnerabilities x X x x x x Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator x page 18 of 65 4. Proposal for a common set of core standards for all Q&A initiatives The course participants advocated for a single set of core (or common) standards for all Q&A initiatives in order to ease the work and also ensure coherence. The following table attempts to list what could be those main standards. Competency Coordination Staff Agency Policies and systems Delivering on commitments Participation (in decision making) Leadership and governance Policy and advocacy Collaboration and sharing Integrated programming Issues to be mainstreamed => See above ‘Proposal for a common set of issues to be mainstreamed for all Q&A initiatives’ Community Staff Other stakeholders Project cycle management Analysis, reflection and learning Assessments Monitoring and evaluation (M&E) Accountability, complaints and feedback Ongoing learning Design and implementation Targeting design Implementation Preparedness, risk reduction and resilience Sustainability, exit strategies Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 19 of 65 Guide to the guides! The following is an abstract from the 2-pages paper ‘Project cycle management’ and is complementing the reflection on a core standard on project cycle management as proposed above. ‘There are a lot of standards in humanitarian response. Some of these guides are pretty big. When you are pushed for time, what is the one page you should start with at each stage in the project cycle?’ Initiative Assessment Design Implementation & Monitoring Evaluation p61 p65 p68 p68 WASH p124 p89 -- p89 FSN p214 p176 -- p176 Shelter & NFIs p278 p249 -- p249 Health p338 p309 -- p309 -- p33 -- p33 p13-15 p17 p24 p25 SEEP p43,47,49 p20-24 p31 -- INEE p35-40 p 41-44 p 45, 53 p 48 COMPAS p17-18 p23 p29-33 -- HAP -- p18-19 p18-21 p23 People in Aid -- -- p8, p7, p4 -- p32 p 50 -- -- Destocking p81 p70 p42 p42 Vet Services p108 p98 p52 p52 Feed p135 p122 p139 p139 Water p162 p153 p154 p164 Shelter p181 p175-7 p183 p183 Restocking p204 p198 p206 p206 SPHERE Protection Good Enough Guide LEGS 5. Draft action plans by the participants The course participants reflected on and drew up two commitments they would wish to implement following this course in order to put into practice some of the course learning: one commitment at an individual level and one commitment at an organizational level. Those commitments have been inserted in a matrix available in Annex 6: Draft action plans by the participants. Upon the proposal of the facilitators, the group has expressed the wish to monitor those commitments, and 1st October 2012 has been agreed upon as a date to do so and support each other on the implementation of the action plans. For this purpose a Yahoo D-group is being created to facilitate communication among all participants. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 20 of 65 6. Capitalisation of the learning, networking and library of handbooks A Webpage As agreed with the course participants, all the background documentation related to the course will be posted on the www.disasterriskreduction.net website, on a special page called Quality and Accountability. The Webpage will also feature links to the main Q&A Initiatives website, to electronic version of the handbooks and additional key reports on the subject such as the recently released ALNAP ‘State of the Humanitarian System 2012’. A Yahoo D-group will be created, that will encompass all the course participants interested in keeping in touch in the future. A library in Nairobi Based on the difficulties encountered by the course organisers to get the handbooks from the Q&A initiatives headquarters in Geneva, Oxford or New York, the prohibitive cost of shipment per DHL and the issues to clear the books at custom, a library will be created with the additional copies that have been ordered. The library will be hosted by the ‘Training and Capacity Building Sub Group’ of the Inter Agency Working Group (IAWG), hosted by Save the Children. Organizations wanting to organise specific training will be able to borrow the handbooks, in exchange of the proof that they have ordered the handbooks overseas. They will then return the handbooks to the library as soon as they receive them from overseas. The objective is to avoid that capacity building efforts are hampered or postponed due to procurement issue. Our request to the Q&A Initiatives: Ensure the availability of your products where they are the most needed, i.e. at field level. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 21 of 65 C. ANNEXES ANNEX 1: Course participants’ list Page 23 ANNEX 2: Agenda as delivered Page 30 ANNEX 3: A short note on a humanitarian ombudsman Page 31 ANNEX 4: Share fair participants’ list Page 33 ANNEX 5: Background to the recommendations Page 37 ANNEX 6. Testimonies from the field on Q&A Page 41 Quality and accountability in remote control contexts Complaints and feedback mechanisms Linking emergencies with early recovery and development Evaluation and impact Using gender and vulnerability analysis to strengthen Q&A in beneficiary targeting Livelihoods and resilience in humanitarian action Increased involvement of the private sector in humanitarian action Project cycle management Applying protection principles Assessments Linking Q&A initiatives with government and agency standards ANNEX 7: Draft action plans by the participants Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator Page 64 page 22 of 65 ANNEX 1: Course participants’ list Name Organization Job position/Title Country of work Nationality E-mail address Emese Csete ACAPS Assessment Analyst Kenya British ec@acaps.org Solomon Ngari Australian Agency for International Development (AusAID) Senior Program Manager Humanitarian East & Horn of Africa Kenyan ngari.australianaid@regionaloffice.org Nelly Shonko CAFOD Emergency manager East & Horn of Africa Kenyan nshonko@cafod.or.ke Miinyan Ngasike John Caritas Monitoring and Evaluation Officer Kenya Kenyan miinyanjohn78@live.com Leina Mpoke Concern Worldwide Programme Manager ASAL areas Kenyan Leina.Mpoke@concern.net Emmanuelle PONS Coordination SUD Responsable pôle d’appui aux ONG French pons@coordinationsud.org Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator France page 23 of 65 FAO Ethiopia Disaster and Climate Risk Management Officer Ethiopia Bangladeshi Mahmudul.Islam@fao.org Marcella Randazzo, FAO Kenya Programme Assistant M&E Kenya Italian marcella.randazzo@fao.org Martina Buonincontri FAO Rome Cluster and Partnership Expert Global Italian Martina.Buonincontri@fao.org Okori, Edward FAO Uganda National Program Officer Uganda edward.okori@fao.org Paul White Global Food Security Cluster Global Australian paul.white@wfp.org Peter Lokoel HelpAge International Kenya Kenyan Plokoel@helpage.co.ke MAHMUDUL Islam Social protection Rights Manager Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 24 of 65 Christine Nyawira Islamic Relief Kenya Accountability Officer Kenya Kenyan christine.nyawira@islamic-relief.or.ke Oxfam GB Regional Funding & Capacity Building Coordinator East & Horn of Africa Australian cynanh@gmail.com SAJJAD AKRAM Save the Children Senior Manager of the Monitoring Evaluation Accountability and Learning (MEAL) Unit Pakistan Pakistani? sajjad.akram@savethechildren.org Benson Maina Save the Children Monitoring, Evaluation, Accountability and Learning South Sudan Kenyan BMaina@savethechildren.org.sd Abdiwahab Aden Ali SCF USA Operations manager Ethiopia Ethiopian AAden@savechildren.org Cynan Houghton Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 25 of 65 Yosef Gebrehiwot SCF USA Senior Specialist, Design, Monitoring and Evaluation Habon Hussein Solidarités M&E Cocoordinator Kenya Somalia Kenyan m&e.coo@solidarites-kenya-som.org World Vision Acting Emergency Response Operations Manager Ethiopia Ethiopian Temesgen_Adnew@wvi.org ERNEST MIDEGA SIGAR World Vision Accountability Monitoring and Evaluation Officer Kenya Kenyan Ernest_Sigar@wvi.org TAREKEGN TOLA GINDABA FAO Ethiopia DRR Officer Ethiopia Ethiopian tarekegn.tola@fao.org Caleb Paul Mbalukha World Vision Accountability Officer Kenya Kenyan Caleb_Mbalukha@wvi.org Temesgen Adnew Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator Africa Ethiopian ygebrehiwot@savechildren.org page 26 of 65 Linda L. Pennells FAO-Somalia IASC GenCap Adviser in Humanitarian Action–FAO FSNAU Somalia Tshome worku Donkey Sanctuary Project Manager Ethiopia Ethiopian teshome_worku@yahoo.com Yoko ITO Church World Service Asia/Pacific Program Coordinator Emergencies Japan Japanese yokoito45110@gmail.com world concern Regional M&E Specialist For the International Relief &Development Organization. Kenya Kenyan rogersm@wcdro.org Kenya Kenyan andrewbutali@hotmail.com, A.Butali@scuk.or.ke Rogers Muite Andrew Butali Save the Children Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator Kenya Canadian linda.pennells@fao.org page 27 of 65 Sylvie Robert Independent Consultant Course designer and lead facilitator Spain French sylvierobertconsulting@yahoo.fr Astrid de Valon FAO Facilitator Kenya French astrid.devalon@fao.org Paul Gol World Vision Facilitator Kenya Kenyan paul_gol@wvi.org Elizabeth Myendo ECB Project Officer ECB HOA Kenya Kenyan elizabeth_myendo@wvi.org Halae Fuller FAO Intern Kenya American Halae.fuller@fao.org Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 28 of 65 M/F Name Organization Job Position/Title Country of Work Nationality E-mail Regional Consultant Horn of Africa Field Facilitator East Africa Horn of Africa American Italian Teresa@peopleinaid.org Massimo_Altimari@wvi.org East & Horn of Africa East & Horn of Africa East & Horn of Africa Irish gerrymccarthy@p-fim.org Kenyan S.Waruhiu@savethechildren.org.uk Kenyan E.Kuria@savethechildren.org.uk EXTERNAL STAKEHOLDERS PANEL F M People in Aid The Emergency Building Project M Teresa Kamara Massimo Nicoletti Altimari Gerry McCarthy People First Impact Method Consultant F Sheila Waruhiu Save the Children UK M Edwin Kuria Save the Children UK People Development Manager ELRHA Regional Emergency Advisor Capacity Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 29 of 65 ANNEX 2: Agenda as delivered in Naivasha Quality and Accountability TOPICS Early morning (60’) in Nairobi DAY 1 st Sunday 1 July DAY 2 nd Monday 2 July DAY 3 rd Tuesday 3 July DAY 4 th Wed. 4 July DAY 5 th Thursday 5 July DAY 6 th Friday 6 July Global context on Q&A Updates and latest news on Q&A Implementing Q&A: Views from the field Capitalising, learning and sharing What future? Next steps Share fair on Q&A Review and opening Review and opening Review and opening Review and opening Adult learning clinic Adult learning clinic Adult learning clinic Adult learning clinic Travel to Nairobi Block 7 Block 9 Block 11 Cross-cutting thematic What future for (joint) Q&A? Preparation of the share fair on Q&A Adult learning clinic Adult learning clinic 8.00 – 8.30 Travel to Naivasha 8.30 – 9.00 & Check in Check out & Block 5 (150’) Morning 9.00 – 10.00 30’ break 10.30 – 11.00 11.00 – 12.00 Block 3 Block 1 OPENING Updates on more Q&A initiatives Implementing Q&A approaches and tools: Sharing experiences from the field 12.00 to 13.30 (1h30’) Early afternoon LUNCH 13.30 – 14.00 Adult learning clinic 14.00 – 15.00 (120’) Afternoon Block 2 Setting the global context on Q&A 30’ break 15.30 – 16.30 Q&A initiatives Adult learning clinic Block 6 Block 4 Latest news on Q&A Implementing Q&A approaches and tools: Opportunities and challenges Block 10 Block 8 Sharing learning from the field (workshops) Next steps Block 12 Share fair on Q&A Recommendations and conclusions CLOSURE …Safari… Late afternoon (60’) 16.30 – 17.30 Group work on Q&A initiatives Preparation of the share fair on Q&A Group work: Cross-cutting thematic Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator End of workshops Preparation of the share fair on Q&A Preparation of the share fair on Q&A Travel back to work station page 30 of 65 ANNEX 3: A short note on a humanitarian ombudsman By a course participant: Paul White, Senior Protection Officer, Global Food Security Cluster This is a short note on a Humanitarian Ombudsman. It contains quite a few ideas in it but needs refining depending on policy decisions and whether the action of the Ombudsman needs to be sparked by a complaint or not, whether it is real time or both real and ordinary time, etc. There are many policy questions that need to be answered before the legal framework can be done but the legal framework is not hard once the policy choices have been made. ‘You need someone completely independent who has the power to leverage change in a system deep in inertia’ John Mitchell, Director of ALNAP, in the Guardian, Wednesday 4 July 2012. What is a Humanitarian Ombudsman? The Humanitarian Ombudsman is a person who acts as a trusted intermediary between organizations and our internal or external constituency. While representing the broad scope of constituent interests the welfare of the beneficiaries of humanitarian organizations shall be at the fore. The Humanitarian Ombudsman is appointed (not elected) and needs a significant degree of independence from all parties to ensure s/he can be and can be seen to be acting independently. What does a Humanitarian Ombudsman do? The Humanitarian Ombudsman is an independent and impartial authority, appointed for five/ten years by xxx to: a) In real time, evaluate, report on and make recommendations in relation to o the key reasons for time delays, whether goals were adequately defined, whether agencies consulted with recipients in their setting and used their input in programming, any issues raised in reviews; o whether speed of response, delay in the production of needs assessments and coordination are a result of systemic problems; o ways to improve the humanitarian response in terms of timeliness, preparedness, human resources, co-ordination, leadership and monitoring and evaluation; b) in ordinary time investigate, evaluate, report on and make recommendations in relation to o tracking trends in progress, inaction, or areas of retreat, in order to increase accountability and transparency of the entire system, not just any single context, sector or set of actors; o the extent to which the acts, omissions, decisions and recommendations of or by humanitarian organizations are consistent with Humanitarian Charter and Core Principles (etc.); o (annually) provide information and guidance about Quality & Accountability; o identify any significant disconnects between early warning systems and response, and between technical assessments and decision-makers; o identify who bears ultimate responsibility in the event of things going wrong; and o assess whether supplies are adequately prepositioned in a range of remote locations. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 31 of 65 How are investigations conducted? The Office of the Humanitarian Ombudsman investigations are conducted in an impartial and nonadversarial way. The Humanitarian Ombudsman is not an advocate for either the complainant or the agency concerned. Investigations are conducted in private. The Office of the Humanitarian Ombudsman and staff will maintain discretion in respect of all matters that come to their knowledge in the exercise of their function. The Humanitarian Ombudsman will make matters public if s/he is of the opinion that: a) matters ought to be disclosed for the purposes of an investigation; b) a report should be published on any particular investigation; or c) matters ought to be disclosed to establish the grounds for his or her conclusions and recommendations. The Office of the Humanitarian Ombudsman respects the privacy of individuals and confidentiality but do not investigate anonymous complaints. ‘The ombudsman approach could assess on an interagency basis, not just for single agencies, so that the responsibility of oversight becomes more collective. ‘ What form do investigations take? Before commencing any investigation, the Ombudsman will notify the chief executive of the agency concerned, of his or her intention to undertake an investigation. However, in appropriate cases, an Ombudsman may ask a member of the investigating staff to approach an agency informally and seek to resolve a matter without the need for a formal investigation. This approach may be appropriate where an element of urgency is involved. Upon receipt of a complaint against an agency the Humanitarian Ombudsman will decide whether: a) the complaint should be investigated formally, in which case the agency concerned will be notified accordingly; b) the complaint appears capable of informal resolution, in which case an informal approach will be made to the agency concerned; c) further clarification needs to be sought from the complainant to enable the Humanitarian Ombudsman to decide whether or not there is a valid ground of complaint for investigation; or d) having regard to the particular circumstances of the case, informal enquiries should be made of the agency concerned to try to gain a clearer understanding of the issue raised by the complainant to enable the Humanitarian Ombudsman to decide whether or not there is a valid ground of complaint for investigation. Before deciding whether or not to investigate a complaint, the Humanitarian Ombudsman will also consider whether there are any circumstances which allow him or her to decline to investigate the complaint. The Ombudsman may decline to investigate a complaint if: a) it appears that there is an adequate remedy to which it would have been reasonable for the complainant to resort; or b) the complainant has known about the matter for more than 12 months; or c) the subject-matter of the complaint is trivial; or d) the complaint is frivolous or vexatious or is not made in good faith; or e) the complainant does not have a sufficient personal interest in the subject matter of the complaint. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 32 of 65 ANNEX 4: Share fair participants’ list NAME ORGANIZATION POSITION/TITLE E-MAIL ADDRESS Kurt Tjossem International Rescue Committee Regional Director, Horn and East Africa Kurt.Tjossem@rescue.org Jorge Castilla Echenique ECHO - European Commission jorge.castilla-echenique@echofield.eu Fausto Prieto ECHO - European Commission fausto.prieto-perez@echofield.eu Esther W. Njuguna CARE International in Kenya Wevine Bichanga Save the Programme) Hannah Ndungu Adventist Development Relief Emergency Management Coordinator Agency (ADRA) Regional office hannah@adra-afro.org Teresa Kamara Regional Consultant Regional Consultant teresa@peopleinaid.org Vivan Murigi Agrosphere INGO Emma Watathi Agrosphere INGO Accountant/Administrator nairobi@agrosphere.org Lisa Parrott Save the Children Regional Programme Manager - East Africa Esther Njeru FAO Kenya Agricultural Program Assistant esther.njeru@fao.org, kawiranjeru@yahoo.com Marilyn Mbogua Redr UK Kenya Programme Training Facilitator Marilyn.Mbogua@redr.org.uk Damiano Lotteria COOPI Regional Representative rep.nairobi@coopi.org Evelyn Njue COOPI Regional Coord njue@coopi.org Alessia Riccardi COOPI Regional Administrator riccardi@coopi.org Children esther@care.or.ke Technical Advisor, Animal Health (Kenya Humanitarian Leadership Programme (HLDP) Ambrose Oroda Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator and Development W.Bichanga@scuk.or.ke Lparrott@savechildren.org Ambrose.Oroda@fao.org page 33 of 65 Kennedy O. Nanga Food and Agriculture Organization of Food Security Data Analyst/ Statistician the United Nations kennedy.nanga@fao.org Martin Dwan Trocaire Regional Humanitarian Coordinator MDwan@trocaire.or.ke, Caroline C. Ruto Transparency International-Kenya Deputy Programme Officer (Humanitarian Aid) cruto@tikenya.org Wycliffe Wasike ARK Multimedia Documentation wycwasike@yahoo.com Sammy Ole Oinyiaku Save the Children M&E Advisor s.oinyiaku@scuk.or.ke Fiona Clark Helpage International Head of Programmes East, West & Central Africa fclark@helpage.co.ke Gustavo Trigo Communication Specialist Lily Murei IFRC M&E Senior Officer lily.murei@ifrc.org Ambasa Elijah TI Kenya Governance and Policy Officer eambasa@tikenya.org Robert Basil FAO Gender Officer robertbasil@fao.org Maureen Mbaka ACTED Reporting Officer nairobi.reporting@acted.org Deborah Dwetugu FAO Community Development Officer Daniele De Bernareli FAO-Regional Food Security Analyst Robin Lands WFP Info & Knowledge Manager robin.lands@wfp.org Independent consultant ailishbyrne63@hotmail.com Allish Byrne gtrigoarana@hotmail.com Judith Mulinge FAO-Regional Communications Assistant judith.mulinge@fao.org Musse Hassan FAO Fisheries Consultant gabobe@gmail.com Lillian Onyango Daily Nation Reporter laonyango@ke.nationmedia.com Anne Njuguna Child Fund Kenya Emergency Coordinator anjuguna@kenya.childfund.org, annenju@gmail.com Sylvester Morleke World Vision Accountability Advisor sylvester-murl@wvi.org Karimi Gitonga Save UK Regional DRR and CCA Intern kigitonga@scuk.or.ke Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 34 of 65 Festus Pyoko Save UK Humanitarian Advocacy Intern f.pyoko@scuk.or.ke Anne Mitaru SCUK Regional Humanitarian Advocacy advisor a.mitaru@savethechildren.org.uk Cristiano F. Mandra WFP Senior Regional Disaster Risk Reduction Advisor cristiano.mandra@wfp.org Dr. Musse Gabobe Hassan FAO Fisheries Consultant musse.hassan@fao.org, gabobe@gmail.com Melissa Kaminker Kimetrica Business Development Associate melissa.kaminker@kimetrica.com Fiona Lithgow WFP Regional Emergency Preparedness Officer fiona.lithgow@wfp.org Gerry McCarthy P-FIM Kellie C. Leeson International Rescue Committee Deputy Regional Director kellie.leeson@rescue.org Roseline Kihumba Helpage International Contracts Management Coordinator rkihumba@helpage.co.ke Sheila Waruhiu Save the Children People Development Manager S.Waruhiu@savethechildren.org.uk Massimo Altimari ECB Projects Field Facilitator massimo_altimari@wvi.org Glenn Hughson NRC CALP focal Point-Kenya calp@som.nrc.no Emese Csete ACAPS Assessment Analyst ec@acaps.org Solomon Ngari Australian Agency for International Development (AusAID) Senior Program Manager - Humanitarian ngari.australianaid@regionaloffice.org Nelly Shonko CAFOD Emergency manager nshonko@cafod.or.ke Miinyan Ngasike John Caritas Monitoring and Evaluation Officer miinyanjohn78@live.com Leina Mpoke Concern Worldwide Programme Manager ASAL areas Leina.Mpoke@concern.net Emmanuelle Pons Coordination SUD Responsable pôle d’appui aux ONG pons@coordinationsud.org Mahmudul Islam FAO Ethiopia Disaster and Climate Risk Management Officer Mahmudul.Islam@fao.org Marcella Randazzo, FAO Kenya Programme Assistant M&E marcella.randazzo@fao.org Martina Buonincontri FAO Rome Cluster and Partnership Expert Martina.Buonincontri@fao.org Okori, Edward FAO Uganda National Programme Officer edward.okori@fao.org gerrymccarthy@p-fim.org Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 35 of 65 paul.white@wfp.org Paul White Global Food Security Cluster Peter Lokoel HelpAge International Social protection Rights Manager Plokoel@helpage.co.ke Christine Nyawira Islamic Relief Kenya Accountability Officer christine.nyawira@islamic-relief.or.ke Cynan Houghton Oxfam GB Regional Funding & Capacity Building Coordinator cynanh@gmail.com Sajjad Akram Save the Children Senior Manager of the Monitoring Evaluation sajjad.akram@savethechildren.org Accountability and Learning (MEAL) Unit Benson Maina Save the Children Monitoring, Evaluation, Accountability and Learning BMaina@savethechildren.org.sd Abdiwahab Aden Ali SCF USA Operations manager AAden@savechildren.org Yosef Gebrehiwot SCF USA Senior Specialist, Design, Monitoring and Evaluation ygebrehiwot@savechildren.org Habon Hussein Solidarités M&E Coordinator m&e.coo@solidarites-kenya-som.org Temesgen Adnew World Vision Acting Emergency Response Operations Manager Temesgen_Adnew@wvi.org Ernest Midega Sigar World Vision Accountability Monitoring and Evaluation Officer Ernest_Sigar@wvi.org Tarekegn Tola Gindaba FAO Ethiopia DRR Officer tarekegn.tola@fao.org Caleb Paul Mbalukha World Vision Accountability Officer Caleb_Mbalukha@wvi.org Linda L. Pennells Independant consultant pennells.canada@gmail.com Tshome worku Donkey Sanctuary teshome_worku@yahoo.com Yoko Ito Church World Service Asia/Pacific Rogers Muite world concern Andrew Butali Save the children Kenya Japan yokoito45110@gmail.com rogersm@wcdro.org Programme Manager Kenya Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator A.Butali@scuk.or.ke page 36 of 65 ANNEX 5: Background to the recommendations Background to the recommendations, both general and specific Participants first worked on analysing the key opportunities and challenges for selected Q&A Initiatives. The results of those exercises are provided hereafter for each initiative. The Sphere Project Opportunities Challenges Sphere is a credible reference tool which can be used for advocacy. It is capable of evolving to reflect developments in the humanitarian field (links to early recovery, inclusion of cross-cutting issues, etc). The standards are qualitative, which perhaps should be further highlighted for the more quantitative mindsets of field workers. It can be used to help planning and preparedness and to allow for fast responses. Sphere provides a yardstick to measure performance. Donor sensitization is equally important. Standards are meant to be achieved eventually, not necessarily during the first stage of the project. Use of sectoral standards without reference to core standards. Lack of understanding of standards vs. indicators (still). The ‘finding excuses’ trap: encourage discussion and reflection instead of finding excuses for why a Sphere standard was not met. Compartmentalizing response: for instance ‘humanitarian’ interventions isolated from ‘development’ interventions. No monitoring and evaluation recommendations. What happens when the Standard is not met? Sphere sets Standards but it requires a lot of contextual information and a needs assessment process to translate that into action. It is a challenge to operationalize qualitative Standards because most field workers want to work with technical specifications. Many people try to apply Sphere before they are trained on how to use it. Because formal training can’t reach every aid worker, or even keep pace with the new people coming into the sector, we need to look for informal options. Need to consider core Standards common to all sectors even while conducting sector-specific interventions. LEGS Opportunities Challenges Enhanced training available from partners and experiential learning, especially pastoral field schools and community animal health workers (CAHW). Leveraging government budgetary support for veterinary/extension services. Enhancing preliminary assessments with input from affected communities (which should be gender disaggregated). An effective entry point for community managed disaster risk reduction. Can be adapted to suit local contexts. Documenting success stories involving livestock service providers to influence government policies regarding CAHW. Lots of guidance on how to conduct initial assessments. Focuses on improving livelihoods, meaning that it is complementary longer-term development initiatives. Limited to only six interventions/technical areas. Gaps concerning working animals (such as donkeys) and communities left behind during pastoralist migrations. Need more explicit gender analysis in tools to quantify capacity and needs of women and men involved in livestock production. No guidance on animal welfare: transportation, humane slaughter, etc. More guidance on how to use one or more tools. Handbooks and other manuals can be very lengthy; effort should be made to summarize them more succinctly. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 37 of 65 The Good Enough Guide Opportunities Challenges Often we are implementing the principles of the GEG without realizing it, but we should make an effort to tie our activities to specific principles. Beneficiaries should be profiled and the data disaggregated by gender, capacity and age. During the Horn of Africa response, World Vision found that conducting focus group discussions was much more advanced using the GEG than it could have been using internal tools. FAO found that using the GEG to guide focus group discussions and interviews allows for better streamlining of results and data analysis. The Catholic Agency for Overseas Development (CAFOD) policy is to inform beneficiaries about their project through local diocese (also sharing the assessment findings), followed up by CAFOD field staff. Agencies must find a way to keep communities updated on how their comments and complaints are being taken on board. Concern World Wide and World Vision have both utilized the GEG in South Sudan. World Vision’s internal system, LEAP, has complementarity with the GEG, allowing it to be applied more easily. Save the Children in Dolo Ado uses the GEG principles whenever it introduces a new project to regional leaders, local administration and districts. The people with whom the information is shared then take the information to the communities in a trickle-down effect. In Somalia Concern World Wide-UK noticed that it took time to introduce its project to the community because of the confusion created in the community by the introduction of several initiatives During rapid onset emergencies it is difficult to find the time and staff capacity necessary to implement the GEG. This can be resolved by better preparedness: undertake training and sensitization before the emergency takes place, identify focal points in each agency, and fully incorporate accountability into project work plans and budgets. It is very important to have an exit plan for the project which fully involves the communities. Need to be translated into local languages in an easy and accessible way so that they can be used more widely in the field—the ECB is a lead resource for translating the initiatives. Sensitization and knowledge sharing is often focused on district administration officers or heads of department, leaving out the wider community. After receiving initial accountability training, staff of various agencies requested regular follow-up training. People in Aid: Code of Good Practice General Challenges Challenges During group discussion it emerged that only one person had used the Code, which indicates that it is not well known. The Code of Good Practice is useful as a self-audit tool and checklist at both field level and headquarters. However, it is not a tool to implement HR policy because it is too general. People in Aid also produces other practical tools and handbooks which are more useful for the field, although they not yet fully contextualized. The Code is task-oriented more than human resourcesor value-oriented. There is no explicit reference to the humanitarian principles, child protection responsibilities, inclusion of minorities, or gender. Lack of guidance notes, indicators are vague, and the Code in general needs to be updated. Security briefings focus mostly on international staff, not national staff. Is the Code used by the UN? The Code does not mention staying up to date with humanitarian competencies in recruitment or learning. No consideration of timeliness. The Code focuses entirely on field staff, not HQ staff. It should be linked to the principles in the Humanitarian Charter, which apply to anyone employed at the headquarters or field level. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 38 of 65 HAP Opportunities Challenges There are many creative ways to get feedback from communities (i.e. mobile phones) which can be tailored to fit specific community needs and the needs of individuals within those communities (i.e. women). Experience has shown that communities themselves can recommend feedback mechanisms (i.e. peaceful demonstrations). Define commitment to information sharing. Improved financial accountability by limiting abuse/misuse of resources. Also better human resources management through critical investigations of staff. Enhance good conduct and accountability among staff especially in regard to sexual exploitation. Complements monitoring and evaluation systems. Improving program delivery through frequent consultation with the community. Principles and framework share similarities with the GEG and HAP, so there is a possibility for closer integration. Given that the initiative is still new to most agencies, there are often human and financial resource limitations. Resistance from staff who see HAP as a policing initiative rather than improving program quality. Conflicting interests among community groups, for instance: elderly, youth, community leaders, etc. Increased expectations of communities beyond the objective of the project. Constraints of remote programming in complex emergencies for complaints. Cultural barriers to complaints, particularly among women and the vulnerable. Setting up a complaints mechanism from the outset which creates platforms for knowledge sharing and meaningful consultation with communities. How to deal with gender issues within HAP. Enhance community participation in complaints response mechanism. Building capacity of staff and community focal points. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 39 of 65 Participants also analysed the opportunities and challenges of jointly using the Q&A initiatives from a field practitioner point of view. Field practitioners analysis of jointly using Q&A initiatives Challenges Opportunities Some initiatives have elements which can be applied directly in the field (Sphere, the GEG and HAP), and others can be incorporated in the field more indirectly (People in Aid, Compass, and ALNAP). Commitment is emphasized across all the initiatives. Capacity building and shared learning as priorities. Participation. Principles and approach. Sphere and LEGS have the following linkages: common standards, technical standards. HAP and the GEG have the following linkages: emphasis on community engagement (process indicators), learning and continuous improvement. These initiatives deal with human resources: People in Aid, Synergie Qualité, and organizational human resource strategies or policies. These initiatives deal with Q&A assessments: GEG, Sphere, LEGS, HAP, and organizational methods. These initiatives deal with service delivery: Sphere, the Good Enough Guide, PFIM, LEGS, and INEE. HAP, People in Aid, Compass and the GEG are useful for agencies to create their own standards. The technical standards of the GEG, LEGS, INEE, Sphere, MERS and HAP are useful in the field. Many agencies already have internal Q&A mechanisms: code of conduct (World Vision, CAFOD), whistleblower policy (World Vision, CAFOD), accountability framework (World Vision and CAFOD), LEAP (World Vision), animal welfare assessment (Donkey Sanctuary). Some agencies have taken the initiatives on board: HAP (World Vision, ACAP, CAFOD), Sphere (World Vision, CAFOD, DoL), Red Cross code of conduct (World Vision, CAFOD), People in Aid (CAFOD), LEGS (DoL, Donkey Project), GEG (World Vision, CAFOD). Lack of links or “road map” to easily navigate the core standards and their unique elements (access-methods-focus). Lack of guidance on joint implementation (time, resources, etc). Prioritization of tools. There is no assessment of what the initiatives have achieved in terms of results, therefore it is difficult to choose among them or combine them. Low awareness of standards other than Sphere: a pre-coherence problem. The challenge multiplies when using more than one initiative, which can be very difficult when working on a tight timeline. Lack of field preparedness to be able to incorporate the initiatives during emergencies. Expectations of core and specific standards should be transparent. Lack of commitment from leadership or sufficient management support. Lack of staff knowledge and understanding of various Q&A tools. Trickle down of Q&A initiatives in the field is limited. Lack of hands-on implementation and evidence on past experiences. Most of the tools are not fully integrated by organizations or into projects. Issue of Remote management in monitoring and verifying compliance. Reliance on individuals to drive the Q&A process, the “changing faces” problem. Gender Marker not linked to field or headquarters standards. There is no leverage to make sure that people commit to the initiatives. One solution may be to tie them in more closely to national bills of rights. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 40 of 65 ANNEX 6: Testimonies from the field on Q&A Background to those testimonies The morning of the fourth day of the course ‘Enhancing Quality and Accountability in Humanitarian Action’ was dedicated to a brainstorming session on transversal themes of interest. It was then followed by a writing workshop which allowed participants grouped in pairs to produce 2-pages papers on topics of interest they had firstly identified, prioritised and selected. The following papers should be considered as reflection pieces from this group work. The 2-pages papers produced are listed and made available hereafter: Quality and accountability in remote control contexts Complaints and feedback mechanisms Linking emergencies with early recovery and development Evaluation and impact Using gender and vulnerability analysis to strengthen Q&A in beneficiary targeting Livelihoods and resilience in humanitarian action Increased involvement of the private sector in humanitarian action Project cycle management Applying protection principles Assessments Linking Q&A initiatives with government and agency standards Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 41 of 65 ANNEX 7: Draft action plans by the participants Name Yosef Habon Emese Temesgen Sajjad Aden Paul Tarekegn Mahmud Emmanuelle Cynan Individual commitment Strive to incorporate Q&A key code of conducts in agency HR manual. I will raise awareness and build capacity of colleagues on the Q&A initiatives as well as continue to develop my own learning in Q&A. Promote all assessment accountability principles in all the work that I am involved with. Work to set up Q&A system in WVE. I will share learning and resources with my colleagues, including technical specialists and M&E colleagues. Internalize Q&A tools and standards to promote programs in my agency. Pass Q&A information to WFP HQ with a view to assist in building responsive feedback mechanisms. Share Q&A resources with NGOs and donors. Conduct informal observation of the application of Q&A initiatives within NGOs. I shall forward to DM Education Network the Q&A initiative for teaching course. Lobbying to review, translate and sensitize on Synergie Qualité initiative. Read/reflect farther on Sphere Core Standards and SEEP/MERS. Study more about People in Aid. Reflection about my way of working. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator Organizational commitment Conduct training on Q&A for country office staffs. I will work towards integrating Q&A indicators in the M&E workplans. To direct other staff to the initiatives and principles (not all are sensitized to them at the moment). I personally will internalize the Q&A initiatives and share what I learned from the workshop with staff. I will incorporate standards in the monitoring and accountability manual of Save the Children and we will monitor them. Develop and disseminate tools (standards), based on the organization policy and regulation internally, to promote Q&A. GFS cluster: Encourage organization links with Nairobi-based networks with a view to establishing a pilot project for Regional Q&A Adviser with TOR that include: assist with assessment, deploy in emergency, and do trainings. FAO Ethiopia: organize a seminar for professionals on Q&A initiatives (with Mahmud). FAO Ethiopia: organize a seminar for professionals on Q&A initiatives (with Tarekegn). Leaflet introducing the different Q&A initiatives in French for CSUD members. Run one 90 minute webinar for 10-100 Oxfam staff globally about lessons from this workshop. Use this session to identify/discuss gaps in our institutional approach. Include Q&A standards and specific tools in the next trainings on data collection. page 64 of 65 Name Tshome Individual commitment Share with HelpAge Network the assistance of the initiatives. Be able to participate in training workshops with other agencies working within and outside my county. Accessing the partners and training them on Q&A. Develop a Q&A lens in all my work, referring to tools and practical application. Q&A will remain a cross-cutting issue in my career! Carry out a training on Q&A initiatives during out mid-year review sessions (scheduled already). Share summarized information on Q&A issues learnt and make use of them in future emergency response work. Train other staff on the same. I will include the Q&A tools in designing and enriching training of staff, beneficiaries and partners in program enhancement, then conduct trainings using these initiatives. Promote all Q&A standards in current and future urgent interventions. Develop an accountability framework with budget allocation for training and staffing. Suggest to the GenCap Secretariat that a GenCap adviser be given a 2-month contract to put the 12 key Q&A standards for HA through a gender lens for the IASC sub-Working Group on Gender and the IAWG. Conduct a training for our staff (Kenya and Somalia) on Q&A initiatives, especially Sphere, LEGS and SEEP. Try my best to include references to the tools and standards in my work at HQ level, e.g. the work on Standard Operating Procedures. Review of tools and M&E training modules. Include/reflect key Q&A standards. Institutionalize Q&A by including some key Q&A standards in my organization’s monitoring, evaluation, accountability and learning policy framework— currently being developed. Share with work colleagues information on various Q&A initiatives. Read thoroughly. I will review the Q&A tools provided in depth to understand them better so as to be able to enrich my professional capacity. Edward Linda Rogers Organizational commitment Inclusion of Q&A LEGS standards in my routine interventions. Familiarize myself more on the tools, join a network and train staff/others on the major tools. Orient and share information with my FAO FSNAU counterpart, the Gender Analyst Robert Basil, and discuss LEGS feedback with selected and appropriate FAO staff. Create time and read all the Q&A documents to familiarize myself. Priority: Sphere, LEGS and SEEP. Share what I have learned with my colleagues, especially the ones I think could really be using these tools. Training PDQ team on existing Q&A standards. Network and continue sharing my work on Q&A with colleagues from this training. Share evaluation Q&A initiatives with NGOs involved in the education sector. Deepen my understanding of the various initiatives (more reading). Carry out training sessions for project staff. Raise awareness on the Q&A initiatives and create forums for joint learning and monitoring of implementation. Share key issues about the various initiatives with my colleagues/agency. Introduce different Q&A initiatives to QAWG members. Course ‘Enhancing Quality and Accountability in Humanitarian Action’ – Kenya, 2012 Report prepared by Sylvie Robert, course designer and lead facilitator with Astrid de Valon, co-facilitator page 65 of 65