Plan Indonesia: TOR Universal Birth Registration (UBR)

TERMS OF REFERENCE

Empowering Civil Society to Engage for the Promotion of The Right to Identity and Nationality

Kefamenanu District

East Nusa Tenggara Province

Funded by: European Union (EU) and Plan Germany

Plan Indonesia – Child Protection Program  

 

A.        Purpose of consultancy

Beginning in February  2012, Plan Indonesia was implemented a two year Empowering Civil Society to engage for the promotion of the right to identity and nationality  in Kefamenanu, East Nusa Tenggara  province, funded by European Union (EU) and Plan Germany. The project focused on empower youth and children  in 10 villages  to involved in development process by promoting their right to identity and nationality. Over the course of the project in  Kefamenanu, a baseline study in year 1 and final evaluation in year 2 will be commissioned for the project to achieve the following;

• To assess the process of delivery, effectiveness, Value for Money (VfM) and impact of the project;
• To inform improvements in the delivery of the project during its lifetime, and for the purpose of replicating what works elsewhere and/or taking up approaches and activities that have proven to work in order to scale up the project;
• To report the findings and lessons learnt throughout the process;
• To feed into and inform the aggregate evaluation of the Child Protection Program– particularly for Count Every Child  program as a whole;

A final evaluation of the project will be conducted at the end of the project. The purpose is to capture the lessons learned up to the time of the evaluation and so guide expansion and continuation of the project and enable the dissemination of the lessons learned to other parts of the district. It is also envisaged that the review will clearly recommend the actions necessary to strengthen the capacities of schools to assume responsibility, in partnership with local government, for essential basic education services. For this consultancy, Plan Indonesia seeks to procure the services of an independent, external consultant(s) to design, plan and conduct a rigorous, final  evaluation.  The baseline study was done on June   2012, while the midterm evaluation is expected to begin by early December  2013. During the Final  evaluation phase of the consultancy, the consultant(s) will also be required to support the planning Monitoring and Evaluation (PME) Team to design, establish and implement a comprehensive monitoring strategy, including a data management, to support the implementation of the  final/impact evaluations.

B.        Programme discription

Title of the action:	Empowering Civil Society to Engage for the Promotion of the Right to Identity and Nationality
Specific objective:	Empowering of young citizens to claim their Right to Identity and Nationality in 10 villages of TTU and promote civil society engagement for the reform of Universal Birth Registration (UBR) services in the 2 sub-districts of Bikomi Utara and Insana
Location(s) of the action: - specify  region(s) that will benefit from the action	East Nusa Tenggara (NTT), North Central Timor District (TTU), Sub-Districts of Bikomi Utara and Biboki Monleu
Total duration of the action (months):	24 months
Objectives of the action	The overall objective is to promote the Rights of the Child through the consolidation of democracy and the promotion of good governance processes in Indonesia. The specific objective is to empower young citizens to claim their Right to Identity and Nationality in 10 villages of TTU and promote civil society engagement for the reform of UBR services in the two sub-districts of Bikomi Utara and Insana by November 2013.
Target group(s)	- 4,274 children (2,175 boys and 2,099 girls), 5,418 youths and their parents from 10 villages of TTU - 6 local Civil Society Organizations (CSO) and networks in TTU - 100 village officers, 10 sub-district officers, 10 SKPD members (District Technical Office), 10 Parliament members, 20 officers from the Population Administration and Civil Registration Department, 50 birth attendants and hospital staffs of TTU
Final beneficiaries	225,094 community members from TTU, including 102,791 children/youth will indirectly benefit from this project.
Estimated results	Estimated result 1 – Improved governance processes by increasing transparency, accountability, community representation and citizen engagement with tangible impact on policy making and service delivery in 10 villages of TTU by November 2013. Estimated result 2 – The Right to Identity and Nationality is ensured for 4,274 children and accessible and simplified UBR services are available in 2 sub-districts of TTU by November 2013.
Main activities	I.) Activities related to Governance processes: 1.) Awareness raising campaign on the Rights of the Child – children as rights advocates and campaigning. 2.) Training to empower youths, their communities and CSOs on democratic decision processes and participation. 3.) To support the creation of spaces for youth and their communities to raise their voice, i. e Musrenbang[1]. 4.) Training for CSOs and communities on monitoring decision processes through feedback mechanisms like Citizen Report Cards, and public expenditure tracking. 5.) Training of government officials on good governance for better participatory Village Development Planning and Budgeting processes. 6.) Capacity building for local human rights NGOs to ensure their financial and organizational sustainability. II.) Activities related to the promotion of the Right to Identity: 1.) Training for registrars on registration systems and procedures. 2.) Training for medical staffs on registration procedures. 3.) Training on data management, archiving and vital statistics for staffs of the Population Administration and Civil Registration Department. 4.) Provision of hardware and software for birth registration services. 5.) Training of CSOs on monitoring birth registration and the fulfillment of child rights. 6.) Participation of CSOs at various fora on children's rights.

 

Good governance is an essential component of sustainable development. It cannot be reached without empowering citizens and ensuring their active involvement in decision processes. In line with the decentralization reform of 1999 in Indonesia, it is planned to develop the capacity of young citizens to claim their rights by giving them the tools to lobby local executive and legislative bodies to ensure that their fundamental human rights are addressed in budgets and ordinances. So far, young citizens and their communities have a constrained voice in decision processes in TTU, and Development Plans and Budgets do not reflect their priorities. That means that the reform of birth registration services requested by communities to enable as many children as possible to get registered and fulfill inter-related rights like the Right to Education and Protection has not yet been included. In TTU, approximately 4,057 children have a birth certificate (4 % only out of 102,791 children). In Indonesia, the new Population Administration Law (23/2006) makes birth registration free of charge for newborns. However, because of slow decentralization processes, the national legislation has not yet been implemented in all regions, preventing almost all children from getting registered. The absence of birth registration presents a real obstacle for many children to have access to education and health services, and be protected from exploitation. Few studies assessed the direct impacts of UBR on child protection, but there is a wealth of anecdotal evidence to indicate strong linkages. In TTU and TTS, 23,103 children have been identified as victims of child labor and trafficking (7.770 girls and 15.333 boys), sent mostly to Malaysia and Batam. The girls as domestic workers and the boys mostly as construction or plantation laborers. 1,335 children were identified as victims of commercial sexual exploitation and 1,950 were identified living as street children. The absence of a birth certificate helps to manipulate the age of children to make work or trafficking legal. It also prevents victims from being repatriated quickly, criminals from being prosecuted and having effective law enforcement. The registration is crucial to prove that a victim was a minor at the time of exploitation and helps protecting children from abuse. Birth registration is critical for the protection of girls from early marriage which is a huge challenge in TTU with 12 % of girls who are forced to marry young (beginning at 12 years). Poor registration and the non availability of realistic statistics further contribute to poor planning in social services delivery and governance

 

This project seeks to address the:

 

1. Lack of awareness of young citizen,  their communities and governments regarding the exercise of children rights
2. Reform of birth registration services through decentralization of birth registration systems and to be registered at least 20 % of newborns baby
3. Lack of youth participation in the governance process

 

C.        The Objective of Final Evaluation

The project Final Evaluation serves as an agent of change and plays a critical role in supporting accountability. The main objectives are:

1. To measure the achievement and implementation direction towards Promoting of count every child in Indonesia
2. To determine the extent to which UBR  project has met the objectives and planned outcomes outlined in the project document;
3. To document achievements, constraints and lessons learned over the 2012 to 2014 project period in order to inform future work in the sector and especially the final year of this project.

The Final Evaluation findings will serve as a update for improving project performance compare to baseline.

Key question of Final Evaluation

 

The review shoud be able to interwine the Project framework in the development of study design properly that meet to the project requirement. To assist the survey team key question is the survey will be built around the following factors;

         1.    Effectiveness :

o   What is the current status of the project? Is the Project  achieve all of project indicator from the above points? What are the main factor/challenges faced in the implementation of the project (only if the project didn’t achieve target/indicators)?

         2.    Relevance :

o   Do the Project objectives and goals match with the problems or needs that are being addressed?

o   Was the Project implementation strategy is able to adapt and respond to changes in the access of birth registration services? Why/why not? How the project to adapt and respond to these changes?

         3.    Efficiency

§  Do the project delivered in a timely and do the budget allocate for this project is comparable with the result achieved?

         4.    Impact

o   Was the Project succeeded in improving awareness of children, their communities and local authorities of the importance of birth registration and youth participation in the development process? Why/why not?

o   Was the Project succeeded in improving financial and human resources, as well as legislative and policy gaps, to provide birth registration access in sub districts ? Why/why not?

o   Was the Project succeeded in ensuring that all children, particularly new baby born , have access to basic education?

o   Was the Project succeeded in ensuring the 2 targeted sub-districts established birth registration services ?

         5.    Sustainability

No.	Qualitative	Sample	Quantitative	Sample
1.	FGD	§  Youth Representatives at 10 villages §  Village protection committee §  Civil Registration office §  Bappeda §  Head villages §  Village midwives §  Sub district officers	§  Interview by using quesionnaire	§
2.	In-depth Interview	§  Distric Head §  Parliament members §  NGOs §   Youth representatives §  Children representatives §  Village protection committee
3.	Observation	§  Tools, material, and facilies are use to support project implementation and birth registration services at sub district level
4.	Document Review	§  All document, policies, budget, and report regarding to the project

o   Is there any possibilities / opportunities of parent / community / family /government / school / stakeholder to improve the access of birth registration for refugee children or vulnerable children? What are the roles of parent / community / family / government / school / stakeholder to improve the access of birth registration services for vulnerable children?

o   What policy needs to develop or available to provide the mechanism  of ?

o   What is the possibility of sustainability model for the  Project? Is there any possibility that this project will replicate or scaling up outside of Plan working areas ?

 

Methodology

Initially information was gathered through a desk review of relevant documents and consultations with local government at district and sub district level, Plan Indonesia and various program partners working in the sector. Following the selection of sites meetings and discussions were undertaken with district teams, supervisors, teachers, principles, children and recipient school committee or communities. Data collection techniques included, key informant interviews at district, sub-district, schools and community level, focus group discussions with different stakeholders, observations and utilisation of various participatory techniques to assess knowledge and behaviour patterns.

The consultant is required to propose a suitable study methodology as specified by this TOR. It will inform the methodology details such as sampling technique, sampling frame, data collection and analysis potentially applied in this study. The study will be conducted in project  areas where a number of activities have been planned or during the course of the study, activities are being implemented. And therefore, coordination with PME team, UBR Project staffs, Kefamenanu  Program Unit Manager and staffs is highly required at all times.  Due to the child centered of the project, the methodology used should be child friendly and participatory wherever possible.

During the study, the consultant is expected to perform:

·           Desk-based review on existing relevant documents with Plan Indonesia team

·           Briefing session with Child protection - UBR  Program Team and Plan Indonesia PME

·           Study with questionnaires for teachers, principles, supervisors, student, parent and communities;

·           Focus Group Discussions with key stakeholder and communities and partners. etc.

·           Separate consultations, and if required observation with children  and their family/spouse, by arranging sessions with children group or peer counselling group established by Program

·           Key Informant Interviews particularly in-depth interview with other stakeholders selected to participate in the study, Field visits to schools supported by the program.

Variables and indicators

The final evaluation is expected to generate answer to key assessment of final outcomes such as changes in attitudes / expectations, as well as measurement of receipt and levels of exposure to the project intervention, based on direct survey questions, checks through project and school records, and findings of children and community surveys.

D.        Scope of Work

The consultant is expected to form a survey team for the evaluation and manage coordination and communication with Plan Indonesia. Tasks and responsibilities of the consultant are as follows:

·           Proposal that detailing the methodology and budget required to conduct the baseline

·           Recruit, train and manage survey teams including enumerators

·           Propose a proper methodology and discuss the suggestion with Plan Indonesia

·           Propose tools to be used in the survey and discuss the suggestion with Plan Indonesia

·           Test the survey tools and methodology (and other technical particulars prior to the implementation of the survey), afterwards make necessary revision by coordinating with Plan Indonesia

·           Develop a data entry system and management

·           Supervise field survey implementation

·           Responsible for field operations, including logistics, permission to conduct the survey, informed consent from individuals and families taking part in the survey

·           Coordinate with Plan Program Unit in kefamenanu during field survey implementation

·           Collect, compile and analyse all data (gender and age disaggregated) gathered and develop a final report on the survey results (including all findings and statistics).

·           To keep all information provided by Plan Indonesia as well as the findings of the Final Evaluation confidential.

 

E.        Outputs and Deliverables

The consultant is expected to produce and submit the following deliverables:

1)      Study protocol specifying a detailed study work plan and proposed study tools that will be discussed and agreed upon prior to field activity.

2)      Presentation of initial findings to UBR Project Team and PME, after field activities have been concluded.

3)      Presentation of draft and reporting data flow diagram to Plan Indonesia for discussion and feedback.

4)      Submission of a comprehensive final report in English (with one copy of the report in Bahasa) one week after receiving feedback from Plan Indonesia.  ( Translation will be provided by Plan Indonesia)

5)      Executive Summary (max. three to maximum five pages) in English describing the study results.

6)      Hardcopies of filled-in questionnaires (if available), interview transcripts and attendance lists, photos with informative subtitles and other valuable study materials.

F.      The Responsibility of Plan Indonesia

·             Provide a working contract

·             Provide data and related documents as per consultant’s request

·             Arrange meetings, discussions and field visits for the study team

·             Provide timely feedback and response on consultant’s study report

·             Settle payment for the consultant service

G.     Timeline

The study is to be conducted in Desember 2013 to Mid January  2014. Review to begin on Mid December 2013, timeframes to be discussed with consultant, but work to be undertaken over an approximately 2 month timeline.  

H.     Report Content

Final report should be produced in English (with a precise translation to Bahasa Indonesia) and should contain and be developed according to the following structure:

• Executive Summary
• Background
• Study Methodology
• Findings and Analysis
• Conclusion and Recommendation

·         Annexes

I.          Criteria for Consultant Selection Based on Competency and Experience

Consultant interested in submitting a proposal should have the following criteria:

1.    Possess equal composition of qualified academic background, knowledge, experience and capacity to manage study, particularly child protection related.

2.    Have an extensive experience in managing large-size studys in the context of basic education and community development.

3.    Demonstrate understanding and sensitivity on cross-cultural, tradition and language of target community.

4.    Proven experience as an evaluator, preferably on gender and/or development work and additionally governance project

5.    Understanding of project management structures and change management concepts

6.    Clear, effective writer in English

7.    Experience of working with participatory methodologies

J.         Procedure for Expression of Interest

First Phase: Interested consultant should submit an Expression of Interest to Hery Nahampun – PME Department Plan Indonesia at: HRD.Indonesia@plan-international.org before 5 pm on 6 December 2013, enclosing the following required documents:

1.        Organizational Profile (for institutional consultant) or a CV (for individual consultant).

2.        A proposal containing two parts:

·         Technical Proposal comprising the description of proposed activities, methodology (sampling design, data collection technique), and implementation plan which includes study schedule and timeline for data analysis. The technical proposal should demonstrate understanding of study ethic, qualification of study team members and their CVs, as well as their roles in the study. The consultant should also describe her/his experience in conducting similar survey, and financial and technical capacity.

·         Budget Proposal comprising details of budget plan such as consultant and team’s fees, transportation, stationeries and other survey necessities.

Second Phase: Based on received proposals, Plan International Indonesia will shortlist candidates and invite them to present their proposals. Plan International Indonesia will afterwards proceed with selecting and appointing a consultant, and produce a working contract with the select consultant.

Only shortlisted consultant will be contacted for recruitment.