TERMS OF REFERENCE: Facilitators – Learning Event Women, Peace and Security (WPS) MENA Amman, 4th- 6th of November 2024

1. Background – Oxfam

Oxfam is an international confederation of 21 member organizations networked together in 70 countries. As part of a global movement for change, we are working together to end world poverty and injustice.

1. Background – Programme

Oxfam is partnering with War Child, PAX, and CARE Nederlad to organize a collaborative learning event for all Strategic Partners working in the MENA region and contributing to Women, Peace, and Security (WPS), which are financially supported by the Netherlands Ministry of Foreign Affairs under the Strengthening Civil Society framework (2021-2025). The main objective of this learning event is to provide civil society partners and other stakeholders involved in the WPS agenda with a safe space to exchange knowledge and learning.

1. Overall purpose of the assignment

Oxfam will commission an external consultant or team of consultants (max 2), to facilitate successful and meaningful engagement of participants during the 2024 MENA WPS Learning Event (WPSLE). The WPSLE is planned to be held in Amman over three days – from 4-6 of November 2024. The event will host approximately 40-50 participants.

Arrival of participants

One day in advance to the learning event

Event

4-6 November 2024

Departure of participants

6th of November late evening/7th of November morning

The primary aim of the event is to facilitate the exchange of experiences and best practices in the implementation of WPS initiatives in the MENA region. By promoting dialogue and sharing insights, the event seeks to foster collaboration and innovation among participants and inform an outcome document that aims to influence relevant international policy makers. Attendance will be by invitation only.

Specifically, the event will focus on:

• Bringing together diverse stakeholders working on the WPS agenda in their respective countries, this will include partners organizations, women’s leaders and potentially embassy representatives.
• Facilitating spaces for constructive open dialogue, conversations about the context and progress of women, peace and security in MENA region.
• Facilitating and documenting the sharing and exchange of learnings on overcoming key obstacles and challenges, surfacing the most important struggles and identifying key strategies and opportunities, lessons learnt and way forward.
• Providing safe spaces and opportunities for networking and informal engagement to enhance mutual learning.
• Ensuring well-being of participants.

4. Scope of work and key deliverables

The event will seek participation from a wide range of different CSO Partners and other stakeholders from the MENA region and the Netherlands. The scope of the event, both in terms of content and the scale, requires active and engaging facilitation of sharing and exchange among participants. Presentations/facilitated learning sessions will be prepared and held by specific country groups on specific WPS related topics based on regional experiences, good practices and insights. Participant-led sessions can focus on informational sessions or facilitation of exchange sessions. Since the programme focuses on very sensitive topics, it will be imperative that the facilitators consider the sensitivities of the topics to be discussed and the expectations and concerns of the participants who are from different regions and contexts.

The event facilitators will work closely with the WPSLE Coordination Team (consisting of Consortium Coordinators of War child, Oxfam, Pax and CARE). Regular updates and decision-making moments will be planned throughout the consultancy. The assignment will allow for a flexible timeline of the assigned hours, working towards the agreed deliverables.

4.1 Expected deliverables

Before the event:

• Prepare for the WPSLE by having a general understanding of the country projects; the materials required for preparation will be shared by Oxfam.
• Liaise with WPSLE coordination team to understand the facilitation requirements.
• Co-design a survey and follow up meetings with the event participants to understand their priorities and ensure a co-creation process of the agenda.
• Work closely with a selected local partner representatives and support their inclusive participation in co-designing of the learning event.
• Based on the above information and guidance, develop a format for the (parallel) sessions that includes participatory, interactive and innovative methods – such as group activities, role playing, case studies etc. – to facilitate sharing of knowledge and create small and large discussions.
• The consultant contacts all session leads running up to the conference and co-develops the sessions with them, to ensure maximum quality of the sessions and a common thread throughout the event.

During the event:

• Facilitate the plenary sessions, preferably in Arabic that will involve all the participants (around 40-50) of the event in an interactive and inclusive manner.
• Facilitate smaller (breakout) discussions that focus on specific topics (which will emerge in the run up to the event) based on the expected outcomes of the session.
• Create a safe environment– in plenary and smaller (breakout) sessions – for participants to be able and encouraged to share and discuss sensitive topics without feeling judged.
• Record key reflective points, insights, and outcomes during the event (due to the sensitive nature of the discussions, some sessions might be conducted under the Chatham House Rule, where participants are free to use the information received, but neither the identity nor the affiliation of the speakers, nor that of any other participant, may be recorded.
• Consistently liaise with WPSLE coordination team to anticipate and respond to emerging issues.
• Help the WPSLE coordination team and the wider group of participants to achieve the goals set for the WPSLE. This entails, for example, keeping the audience engaged during discussions, sensitively and diplomatically addresses issues of disagreement and conflict, re-direct discussions when the focus is being lost; suggest parking certain issues or questions when no conclusion is reached after discussions, etc.
• Facilitators must be familiar and use inclusive and sensitive language to create a safe space for all participants.

After the event:

• Prepare a detailed learning report, that will be collected from facilitator insights and notetakers including:
• Summary of the event.
• Key reflection points.
• Lessons learned.
• Recommendations for future actions or events.
  1. Key principles and instruments

The WPSLE coordination team will be responsible for budget preparation, organizing interpretation services and learning materials needed in the sessions.

We are guided by Oxfam’s approaches to work as outlined in the Global Strategic Framework and build on these using our experience and lessons learned.

Collective learning and action

As this is a multi-country focused learning event, we leverage the power of collective wisdom to understand and respond to poverty and injustice. We aim to support and connect communities, civil society organizations and movements across countries.

1. Coordination

It is to be noted that we will select either a group of facilitators (who work as a team) or individual applicants as facilitators, who will look at specific elements of facilitation – plenary, smaller discussions, specific topics of discussions – based on their interest and expertise. The applicant(s) will work in direct coordination with the WPSLE coordination team. Regular updates and decision-making moments will be planned throughout the consultancy.

The above could be adjusted if the applicant is a group of individuals, with the roles and responsibilities and time requirements adjusted according to their respective roles within the team.

1. Applicant assessment and track record

Proven experience in facilitation of inclusive and participatory events in Arabic and English for mixed groups from a variety of countries (in the MENA region and Europe). The applicant has strong experience in organizing and communicating and will be required to provide proof of earlier products or experiences and is detail-oriented and meticulous.

The main selection criteria are:

• Strong track record on facilitating international events
• Proven track-record of facilitating events and discussions preferably on WPS topics, and taking into consideration different experiences, cultures and identities
• Native-level fluency in Arabic
• Near-native or Advanced fluency in English
• A proposal that fits the available event expectations and budget

1. Planning arrangements

Objective

Deliverables

Time period

Application

Proposal and motivation letter

3rd week of August

ToR and contracting

Signature for agreement

1st week of September

Facilitation plan

Proposal/suggestions for facilitation (based on understanding of the programme and expectations)

3rd week of September

Facilitation planning

Engage with working groups on facilitation structure and planning

4th week of September- 4th week of October

Event facilitation

Successful facilitation of the event

4-6th of November

Closure assignment

Learning report submitted by the consultant is approved by WPSLE coordination team.

3rd week of November

1. Financial proposal
   1. A detailed proposal
2. Budget breakdown; prices should be valid for 120 days from date of submission*.*
3. The submitted offers should be in Euro including VAT. The tendered should be able to issue an officail Vat invoice in addition to valid deduction at source certificate or will deduct a percentage from the final payment (according to Palestinian Taxation department & laws.
4. Prices include all types of expenses such as transportation per-diem, calls, … etc

* These terms can be adjusted based on the proposals provided by the consultant. The consultant is expected to identify the number of days needed to complete all deliverables in the technical offer they will submit.

How to apply

9. Application procedure

Interested consultants are invited to submit an Expression of Interest (EoI) with the experience and skills described above. The EoI must include the following:

An outline of no more than 5-7 pages of the proposed process that should include inclusivity in all sessions and key considerations including:

1. Proposed technical offer.
2. Proposed an actual number of days, timeframe, and team size including CVs.
   1. Proposed action plan

Please submit the technical and financial offer with all requested documents by email by the 22nd of August end of day, to the email address: procurement.jerusalem@oxfam.org quoting the reference code in the subject line of your email.