TERMS OF REFERENCE (TOR) FOR
PARTICIPATORY PROCESS IN POLICY AND STRATEGY REVIEW
(DRAFT TEMPLATE: need to add hyperlinks to new guide)
Contract
Project
Expertise
Source
Objective and
Purpose of the
Assignment
Participation, Social Development
Participation is essential for building strong relationships between a state and its citizens for
mutual accountability, responsive public service delivery, and social and economic inclusion of
disadvantaged groups. As outlined in its Strategy 2020, ADB recognizes the value of
participation and partnerships in improving project design and implementation, promoting
broad stakeholder support and ownership, and most importantly in ensuring sustainability of
development results.
ADB’s Staff Instructions on Definition of Directional Documents and Processing of Policy and
Strategy Papers stipulate actively involving both internal and external stakeholders in
processing its policy or strategy papers. Most thematic or sector policy or strategy papers
benefit from supplementing internal ADB comments with external stakeholders’ views.
However, the exact need for and nature of external review depend on the topic and the
consultation objectives e.g. for safeguards, external consultation is essential.
ADB’s Strengthening Participation for Development Results: An Asian Development Bank
Guide to Participation provides useful information and an inventory of tools to support those
implementing participatory approaches throughout the development process. This guide
outlines the key opportunities for participation in policy development, (hyperlink to new guide
tab 2 content) CPS formulation, and ADB’s project cycle; identifies the methods and
approaches to use; and includes an inventory of tips, tools and resources to help facilitate
effective stakeholder participation in ADB operations.
The objective and purpose of this assignment is to conduct the key tasks associated with the
participation requirements necessary to effectively review or process the policy or strategy
paper.
Scope of Work
The consultant will be responsible for the overall coordination of the stakeholder consultation
activities necessary to complete the policy or strategy review process. The consultant will
serve as the focal point for participatory design and implementation activities of the policy or
strategy review process. He or she will support the team leader and work with the rest of the
team to address the relevant issues in accordance with ADB’s policy requirements regarding
disclosure, consultation, and participation in the policy development or review process.
Detailed Tasks
and/or Expected
Output
In accordance with ADB’s Staff Instructions on Definition of Directional Documents and
Processing of Policy and Strategy Papers and using the tools provided in this guide, the
consultant will be responsible for the following main tasks:
TOOLS: (hyperlink to new guide sections)
Tool 1: Stakeholder Analysis and Consultation
Tool 2: Participatory Design and Monitoring Framework
Tool 3: Participatory Assessment Tools
Tool 4: Participation Plan
Tool 5: Communications Strategy
Tool 6: Civil Society Organization (CSO) Capacity and Readiness Assessment Guidelines
Tool 7: Participatory Monitoring and Evaluation Tools
TASKS:
1) conducting stakeholder analysis to identify stakeholders and determine their interests (map
and cluster stakeholders as necessary to inform the consultation process)
2) conducting surveys and or participatory rapid assessments (PRAs) as required
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3) designing and conducting all consultation activities and managing stakeholder involvement
in the review process
4) establishing and maintaining contact with relevant NGOs and community-based
organizations (CBOs)
5) preparing a participation plan which defines the engagement of specific stakeholders, the
approach, depth, and methods for use and includes a timeline and outline of resource
estimates
6) preparing a communications strategy (CS) which outlines communication objectives, risks
and challenges, targeted stakeholders, key messages, designation of responsible party for
each task, and channels of communication to be utilized
The following more detailed tasks support the main tasks:
1) Work with relevant government ministries, the resident mission, and ADB’s NGO and Civil
Society Center (NGOC) and its civil society umbrella networks to identify key stakeholder
groups to involve in the review process. The review should involve a broad range of
government, private sector, and civil society stakeholders (policy experts, representatives from
academia and advocacy organizations and community groups).
2) Consider establishing an ADB – DMC team to develop the participation plan together to
ensure senior DMC counterparts understand and are committed to a participatory approach.
Advocates should be identified within government (line ministries and local government
officials) who will champion the process and should be engaged early on.
3) After identifying stakeholders to involve in the review process, it is recommended to map
and cluster key stakeholder groups as a basis for better structuring consultations. The review
process should include dialogue with relevant external groups on consultation goals and
processes to ensure consultation methods are appropriate and participatory. Conduct
interviews, focus groups, or use online means of communication to connect with stakeholders
as necessary to confirm their interests, constraints, and willingness to participate in the review
process.
4) Design and lead the organization and facilitation of the consultation process necessary to
review the policy or strategy paper. The review process should include internal workshops for
ADB staff and a combination of on-line, written, and face-to-face consultation methods at
regional and country levels to effectively reach a representative sample of external
stakeholders from DMC and donor member countries. The consultations may take place over
a period of several weeks and be scheduled to coincide with planned mission travel to
facilitate the involvement of ADB HQ sector specialists.
8) Work with DMC counterparts to identify the best way to disseminate policy-review related
documents. The consultant should inform DMCs of the PCP’s disclosure requirements and
work with ADB HQ to establish a dedicated web page to publicize the ways in which interested
stakeholders can participate, to post the draft and revised papers, to respond to stakeholder
inputs, and to keep stakeholders informed about any changes made in the policy or strategy
review process or timeline. ADB’s Public Communications Policy (PCP) requires that the draft
board paper is disseminated to in-country stakeholders in connection with the consultation
process. At least two drafts should be actively disseminated for public comment during the
review process, allowing sufficient time and multiple communication channels for stakeholder
comments.
9) Assess social and institutional issues at the local level which affect participation, ownership,
acceptance of the policy review process, and propose strategies to overcome any local
concerns or other issues.
Minimum
Qualification
Requirements
The consultant will have a post-graduate degree in a relevant social science discipline. He or
she will act as principal adviser to the team leader on stakeholder participation and will ensure
that the policy or strategy review process is being developed is socially inclusive, equitable,
and sustainable, and consistent with relevant ADB requirements. He or she will have incountry work experience and at least 5 years of experience in designing and facilitating policy
or strategy review processes and conducting stakeholder consultation. Appropriate local
language skills and civil society experience are desirable.
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Deliverables
•
Stakeholder identification and analysis report which includes an inventory of key
country stakeholders and their interests and concerns. If the policy or strategy review
team has a designated communications specialist, work with him/her to conduct a
unified stakeholder assessment to inform the participation plan and the SCS.
•
Participation plan which details participatory processes throughout the policy or
strategy review process, developed in consultation with the team leader and key
stakeholders. The plan should include a timeline and outline of resource estimates
required for all consultation activities.
•
Communications strategy (CS) which outlines communication objectives, risks and
challenges, targeted stakeholders, key messages, designation of responsible party
for each task, and channels of communication to be utilized. The CS should reflect
the communication activities needed to support participation (external consultation
activities), outlining the expected timeline, resources required, and any translation
needs. If the review process team has a designated communications specialist, work
with him/her to develop the CS and coordinate communication components of the
participation plan.
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