DSW Budget and Policy Analysis Support Consultant in Kenya

DSW (Deutsche Stiftung Weltbevoelkerung)

Terms of Reference for a Consultant to Support DSW’s Budget and Policy Analysis, 2018

1. Introduction

DSW (Deutsche Stiftung Weltbevoelkerung) is an international development and advocacy organization that seeks to empower young people and communities in low and middle-income countries by addressing issues of population dynamics and health as a key to sustainable development. With its headquarters in Hannover, Germany, DSW runs country offices in Ethiopia, Kenya, Tanzania and Uganda and liaison offices in Berlin and Brussels.

2. The Project

DSW is implementing an anchor grant project funded by the Bill and Melinda Gates Foundation (BMGF) for a programme titled Strengthening Health through Advocacy and People Empowerment (SHAPE).

The overarching goal of the programme is the increase of resources for Global Health, Global Health Research and Development and Family Planning (FP). The programme consists of 3 pillars implemented in Germany (Pillar 1), EU/Brussels (Pillar 2) and in in three East African countries; Kenya, Uganda and Tanzania (Pillar 3).

Under the framework of Pillar 3, DSW advocates for increased funding from national and sub-national governments in Kenya to address the unmet need for FP.

DSW has over the years conducted annual reviews and analysis of national and sub-national budgets as entry points for ongoing engagements with national and subnational decision makers with a view to increasing FP resourcing and advocating for the creation of dedicated FP budget line items.

The findings which are published in reports, fact sheets and other formats targeting various audiences are used as a source for evidence- based advocacy by tracking government commitments, allocations and programmes. It is for this reason that DSW is seeking the services of a consultant to provide support in budget analysis at the national and sub-national level.

The consultant is expected to work closely with DSW in the execution of the assignment. DSW will provide guidance throughout all phases of the assignment, provide documentation and help with logistical arrangements for any task-related travel.

Currently the project is being implemented in 11 counties namely; Kilifi, Mombasa, Nyandarua, Meru, Laikipia, Nakuru, Uasin Gishu, Trans-Nzoia, West-Pokot, Bungoma and Nandi.

3. Objectives of the Study

3.1 Track domestic budget allocations towards Health, RMNCAH and Family Planning at the national level and in the eleven DSW Counties’ of focus

3.2 Investigate the extent to which health facilities in the four districts of study are able to provide family planning services in line with the needs of the users

3.3 Find out whether community members in the eleven districts of study are able to utilize family planning services and whether their FP needs are being met

3.4 Generate evidence for advocacy

4. Methodology

The Consultant will be expected to employ an agreed methodology to meet the above mentioned objectives. This methodology includes the following:

4.1 Study Design

The study will involve collection, review and analysis of government work-plans, budget documents and other relevant expenditure information. In addition, Focus Group Discussions (FGDs) and health facility assessments will be conducted to complement the analysed budget data.

Finally, meetings with relevant government officials to validate the analysed information will be conducted. The study will cover fiscal year 2018/19; however, for comparison purposes, FY 2016/17 and 2017/18 will be included in the analysis.

4.2 Study Methods

The study will employ both quantitative and qualitative methods; which will include review of relevant budget documents and policies, key informant interviews with relevant stakeholders, focus group discussions with FP users, assessment of health facilities, and observations.

The qualitative information will dovetail into budget analysis to fill in information gaps and capture stakeholders’ perceptions.

Document review: This will involve collection and review of all relevant documents at the national level (ministry of health, national medical stores, and referral hospitals) and county level. These will include among others: FP Costed Implementation Plans; approved Annual Work Plans, approved Annual Budgets; budget reports, among others.

Focus group discussions: These will be conducted with selected FP service users in specific sub-counties in the 11 counties. The FGDs will focus mainly on young people and will be disaggregated by gender.

Assessment of health facilities: Selected facilities in the 11 counties will be assessed to ascertain their ability to provide FP services. These will include health centres, IIIs, District referral hospitals IVs and general hospitals.

Key informant interviews (KIIs): These will be held with relevant government officials at national and county levels, mainly to: understand the processes of prioritisation and resources allocations for FP and validate and confirm the analysed information. The validation exercise will address any inconsistencies in the data. This will minimize the danger of the study being extractive rather than providing learning. Besides, the interviews will also enhance ownership of the data and findings.

4.3 Scope of the study

The study will be undertaken at national level and across four districts, based on the scope in Table 1:

Table 1: Study Scope

4.4 Data analysis

The study will involve critical review of information gathered to identify FP related spending at national and county levels. The analysed information will be entered into data analysis tools.

This will include (a) clear reference to the work plan / budget (title of work plan / budget, year and page number), (b) title of activity; (c) amount allocated, (d) sources of funds, (e) categorization according to FP items (Commodities; Advocacy and Community Mobilization; Service delivery; Capacity Building; and Others).

The quality of the final results will depend on the accuracy of the work-plan and budget information. Thus, precaution will be taken to avoid double counting or misrepresentation of the FP funding/ spending through undertaking a validation exercise with the government officials.

Where FP activities are integrated into other budget lines (i.e. for Reproductive Health), an estimated percentage share of FP funding will be determined in consultation with the relevant government officials, CSOs and other stakeholders.

5. Tasks and Deliverables of the Consultant

The tasks and deliverables of the consultant will include:

5.1 Refining methodology and tools for the FP Budget Analysis

  • DSW has existing tools from its previous, which should continue to be used in the 2018/19 study. In close consultation with DSW staff, the consultant will review budget and policy analysis tools and guidelines (i.e. FDG guides, Facility Assessment tools, FP budget analysis tool) and methodology.
  • Deliverable (a): A refined and documented methodology for the 2018/19 FP Budget Analysis, including revised Data Collection tools (i.e. excel sheet, FGD guide, Facility Assessment Guide)
  • Deliverable (b): A clear activity schedule/work-plan of undertaking the assignment

5.2 Orientation and training of data collectors

  • Lead in an initial training/orientation of DSW staff and data collectors on both the use of the tools and on the process developed to collect and verify quantitative and qualitative budget data and information. DSW staff and data collectors will be responsible for data collection at district-level.
  • The Consultant will provide mentoring support to DSW staff in budget analysis during the entire exercise. Where applicable the consultant will organise sessions with DSW staff on budget analysis and report writing.
  • Deliverable: training conducted; with ongoing remote mentorship

5.3 Collection of relevant information

  • The consultant will work with DSW to ensure that all relevant data at both national and district level is collected. The consultant will be expected to lead in the supervision of data collection and quality control at national and county level, with the support of DSW data collectors conducting field work in the 11 counties. The consultant will be expected to organize adequate supervision and coordination of the survey teams in the field, and provide remote guidance and support.
  • Deliverable: Data, information and documentation collected: Provide supervision and support in the collection of data, information and documentation from the 11 counties of study, and FGD & Health Facility Assessment findings. Data collected should include the extent to which CIPs have influenced the budget making process

5.4 Review and analysis of initial data

–    With the participation of DSW, the consultant will review and analyse relevant information for both national and county levels. This will involve entering the budget data in the FP budget analysis tool and analysing the qualitative information generated from health facility assessments, FGDs and KIIs.

–    Deliverable: FP budget datasheets, FGD & Health Facility Assessment reports

5.5 Data validation

  • The consultant together with DSW staff will engage the relevant government officials at national and district levels to validate the data collected. Data validation may involve one-on-one engagement with officials or through workshops/ meetings. The validation meetings will help to address any data gaps, and ensure that the final report will have stakeholder ownership and acceptance for effective use.
  • Deliverable: 12 validated datasheets (1 national and 11 counties)

5.6 Final data analysis and report writing

  • The Consultant will work with the DSW staff to analyse the final data. Using completed data, develop a report that presents a clear methodology and analysis of the national and county family planning budgets allocation FP Kenya, covering the national level and 11 counties. The report will be reviewed by DSW and relevant stakeholders. The report should include recommendations on how to work with the counties to increase Funding allocation for FP
  • Deliverable: Draft FP budget analysis report (incorporating national and district findings).

5.7 Incorporating feedback and drafting the final report.

  • The Consultant will incorporate all the comments from DSW, and submit a final FP budget analysis report.
  • Deliverable: Final FP budget analysis report (incorporating national and district findings).

6. Time and activity schedule

The assignment is expected to take up to 25 days between May and September 2018. The timeframe will be fine-tuned later by DSW and the Consultant.

7. Profile of the Consultant

  • Demonstrable knowledge and experience working in the areas of family planning/reproductive health (FP/RH) especially in low and middle income countries
  • Possess knowledge and experience in budget analysis and tracking for evidence-based advocacy within the Kenyan context
  • Knowledge designing research methodologies and tools for budget based data collection and analyses
  • Similar work in the last 3 years (please provide at least one sample copy of a recent study or research report conducted)
  • A demonstrated high level of professionalism; ensure frequent, efficient, and constructive communication with DSW, partners and stakeholders.
  • Ability to work independently and in high-pressure situations under tight deadlines involving teams in remote locations
  • High proficiency in written and spoken English is required.
  • Extensive experiences in research work in reproductive health and development projects in Kenya.

8. Compensation

The consultancy fee will be paid in instalments as agreed in contract and is based on production of deliverables in accordance with contractual requirements and deadlines.

9. Application guidelines

Interested firms or individuals are requested to submit a bid dossier. The dossier as well as any inquiries shall be submitted through email by 10 May 2018 to  info@dswkenya.org with the title “Kenya Budget Analysis Consultant” in the subject line.

The bid dossier should contain the following:

Technical Proposal

  • Understanding and interpretation of the ToRs
  • Methodology to be used in undertaking the assignment
  • Time and activity schedule


  • Consultant’s daily rate in USD
  • Other costs, e.g. training material, travel and printing

Organizational and Personnel Capacity Statement

  • Relevant experience related to the assignment (including financial scope)
  • Contacts of organizations previously worked for
  • Curriculum Vitae of proposed team members
  • Sample copy of a recent study or research report conducted


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Updated: May 3, 2018 — 2:03 am