Back National Consultant to enhance the Gender-Responsive Case Management (GRCM) and Handbook for Case Managers of 4Ps Beneficiaries

TERMS OF REFERENCE

Hiring Office:

United Nations Population Fund (UNFPA), Philippines

Consultancy Period

The consultancy will involve 95-person days spread over a calendar period of 11 months, from November 2024 to September 2025

Purpose of consultancy:

Background and Rationale:

The United Nations Population Fund (UNFPA) is committed to promoting gender equality and empowering marginalized populations, particularly women and girls disproportionately affected by Gender-based violence (GBV). In the Philippines, various groups, including economically disadvantaged communities and other vulnerable populations, face significant challenges such as socio-economic disparities and heightened risks of violence. Recognizing these complex issues, UNFPA aims to enhance gender-responsive case management as part of its 9th Country Programme. This initiative focuses on equipping service providers with the knowledge, skills, and attitudes necessary to deliver effective, survivor-centred services. By strengthening GBV referral mechanisms and improving capacities of case managers, UNFPA seeks to address the realities of GBV within the broader context of social inequality and poverty. Central to this effort is UNFPA Philippines 5-year partnership with the The Department of Social Welfare and Development (DSWD), essential for advancing shared goals and ensuring an inclusive response to the needs of the most marginalized populations.

The DSWD is committed to implementing a gender-responsive approach in case management for victim-survivors of violence against women (VAW) and in the broader context of the Pantawid Pamilyang Pilipino Program (4Ps). To support this commitment, the DSWD issued Administrative Order No. 14, series of 2012, which established the Guidelines on the Institutionalization of Gender Responsive Case Management (GRCM) as a model for addressing VAW cases. After ten years of implementation, the Program Management Bureau will revisit this administrative order to assess its responsiveness to evolving needs.

In August 2022, a virtual workshop was held to document best practices and gather recommendations from DSWD and Local Social Welfare and Development Offices (LSWDO) staff trained in GRCM, with participation from 74 females and 8 males across various offices. A subsequent consultation in November 2023 ensured that all feedback was current and experiential.

Concurrently, Republic Act 11310 institutionalized the 4Ps, which uses case management to further its objectives, including breaking the cycle of poverty and improving basic services for the poor. The Kilos-Unlad (KU) Social Case Management Strategy was developed to enhance the program's impact, particularly in addressing high-frequency issues such as early pregnancy, child labor, VAWC, and child neglect. The Case Response Pathway (CRP) emerged from participatory workshops involving regional technical staff, local government units, and civil society, aimed at guiding case managers through complex situations faced by beneficiary households.

The CRP provides a dual-level approach: internally, it standardizes case management tools within 4Ps and DSWD; externally, it fosters collaboration among local social service workers to support children in especially difficult circumstances. This comprehensive framework aims to ensure that beneficiaries receive necessary interventions aligned with their evolving needs, enhancing their rights to health, education, and social services.

In 2021, the initial draft of the Handbook for Case Managers of 4Ps Beneficiaries was developed with support from UNICEF, but the project was left incomplete due to time constraints. With new support from the United Nations Population Fund (UNFPA), the 4Ps National Program Management Office (NPMO) now has the opportunity to enhance and finalize the Handbook. This updated version will serve as a critical resource for case managers, detailing their roles in managing households experiencing crises, defining support structures, and facilitating resource management to empower beneficiaries.

The enhancement of both the GRCM framework and the Handbook is crucial for aligning practices with current policies, addressing identified gaps, and equipping case managers; social workers and city/municipal links, with the tools necessary for effective implementation. This initiative aims to strengthen the capacity of involved actors and improve outcomes for survivors, comprehensively responding to GBV and supporting their journey toward empowerment and well-being.

Engaging a single consultant for the enhancement of both the 4Ps Handbook and the GRCM framework is essential for creating a cohesive and integrated approach to addressing the interconnected challenges of poverty and gender-based violence. The GRCM framework is designed to inform the 4Ps handbook, ensuring that case management practices are aligned with the specific needs of beneficiaries experiencing violence and other vulnerabilities. Conversely, insights and methodologies from the 4Ps can enrich the GRCM by providing a deeper understanding of the socio-economic factors affecting survivors. By having one consultant oversee both initiatives, we can ensure that the tools and strategies developed are not only complementary but also effectively leverage the strengths of each program. This unified approach enhances the overall effectiveness of our interventions, leading to better outcomes for the vulnerable populations we serve, while also fostering greater collaboration among stakeholders.

Objectives:

The Individual Consultant (IC) shall facilitate and lead the enhancement of both the GRCM and the Handbook for Case Managers of 4Ps Beneficiaries,

The following are the specific objectives for the 4Ps Handbook Enhancement:

Lead the review of relevant laws, local ordinances, DSWD policies, regulations, and/or protocols relevant to detecting and reducing family risk factors and conducting social work counseling as an intervention to 4Ps beneficiaries (individual and group approach) and update the content aligned with the existing policies and guidelines; Lead in the enhancement, finalization, packaging, including layouting of the Handbook package for Case Managers of 4Ps Beneficiaries including the Case Referral Pathway (CRP) content based on the approved recommendation coming from the result of the consultation workshops with the case managers, case management supervisors, Regional Gender and Development (GAD) focal persons, and concerned DSWD-4Ps NPMO staff and authorities; Presents and submits the initial and final draft of the Handbook for Case Managers of the 4Ps Beneficiaries on the set timelines, including the graphic and layout, to the Pantawid DSWD-4Ps for approval; Work with Pantawid Social Services Delivery and Management Division (SSDMD), 4Ps Social Marketing Division (SMD), and other concerned Divisions for layout conceptualization and finalization; Lead the conduct of capacity building (TOT on the use of the Handbook and Training of 4Ps Beneficiaries on CRP as partners), including the documentation of the activity; and Attends other related matters that may arise during the project.

The following are the specific objectives for the GRCM Enhancement:

Improve existing tools to allow comprehensive assessments by case managers, accommodating diverse forms of gender-based violence (GBV), including trafficking in persons (TIP), OSAEC and CSAEM. Create a checklist for tracking survivor recovery and an informed consent form to respect survivor autonomy. Update the GRCM framework to include broader GBV categories, including diverse SOGIE, and ensure alignment with existing protocols. Conduct consultations with case managers and various stakeholders. Revise the training manual to include current data, legal frameworks, and practical guidance for case managers. Develop e-learning modules and training opportunities for sustainability, addressing staff turnover in case management. Create monitoring tools and framework to support ongoing implementation and monitoring of GRCM practices.

Scope of work:

Below are the key tasks the IC is expected to complete, as detailed in the scope of work:

Duties and responsibilities for the 4Ps Handbook Enhancement:

Conduct the consultation and validation workshops with case managers, case management supervisors, regional GAD and IP focal persons, national partners, and the DSWD-4Ps team; Enhance the Handbook for Case Managers of the 4Ps Beneficiaries, including the CRP content, based on the approved recommendation from the results of the consultation workshop/s with the end users Present the initial and final draft Handbook for Case Manager of the 4Ps Beneficiaries (self-instructional manual) on the set timelines, including the graphic and layout, to the Pantawid DSWD-4Ps for approval; Finalize and package the Handbook for the Case Manager of the 4Ps Beneficiaries upon final approval of the DSWD-4Ps, Lead in the layouting of the Handbook for Case Managers of the 4Ps Beneficiaries in collaboration with the DSWD-4Ps, including layout and graphics of booklets within the Handbook package Create a consistent look for the handbook that aligns with the program’s brand and purpose. Choose complementary colors, fonts, and images to enhance readability. Design simple templates for different sections and organize information clearly for easy navigation. Use visuals like illustrations and infographics to clarify complex ideas, ensuring they capture attention and reinforce key messages. Finally, proofread to check for any errors and maintain overall quality. Work with Pantawid SSDMD, SMD, and other concerned divisions Lead the conduct of capacity building (TOT on the use of the Handbook and Training of 4Ps Beneficiaries on CRP as partners), including the documentation of the activity; and Attend to other related matters that may arise during the project.

Duties and responsibilities for the GRCM Enhancement:

Facilitate an initial meeting with the DSWD team to discuss the engagement's arrangements, including the concept note, deliverables, and resources required for the GRCM enhancement. Assess relevant documents and workshop outputs related to GRCM to inform the enhancement process. Conduct a thorough desk review of existing GRCM frameworks, tools, and documentation to gain a comprehensive understanding of the current state of GRCM. Conduct face-to-face and virtual key informant interviews, focus group discussions, and validation workshops with stakeholders, including social workers and case managers from DSWD Field Offices (FOs) and Local Social Welfare and Development Offices (LSWDOS). Analyze and interpret the results of the data gathering phase, summarizing findings and recommendations into a comprehensive report. Assess the GRCM tools, model of intervention, and relevant policy frameworks based on the gathered data. Organize and facilitate a validation workshop to present the findings and recommendations from the assessment report. Finalize recommendations for enhancing the GRCM tools, model of intervention, and DSWD policy framework based on feedback from workshop participants. Recommend capacity-building initiatives and training resources to support the sustainable implementation of enhanced GRCM practices.

Please note that if the consultant determines that additional experts or personnel are needed to complete all deliverables in this project, all associated expenses, including travel costs, professional fees, and any other related expenses, will be covered by the consultant.

Work Schedule Arrangements:

The consultancy entails a commitment to accomplish the project, commencing promptly upon contract approval. This includes consultation workshops and back to back meetings with the DSWD 4Ps and PMB concerned personnel. The rest of the processes can be efficiently carried out via virtual means, facilitating a flexible home-based work environment.

Timelines of the Project:

Activity Timeframe 2024 Inception meeting with the 4Ps and Desk Review of the Handbook 3rd week of November 2024 Inception meeting with the PMB teams and Desk Review of the GRCM 3rd- 4th week of November 2024 Initial consultation with DSWD-4Ps and DSWD-PMB 4th week of November 2024 Consultation with the Field Implementers (City/Municipal Links, Social Welfare Officer III, Regional IP focal, and Regional GAD focal persons) 29 November 2024 In-depth review of the GRCM including the results of the previous consultations conducted, associated tools, case management model, training manual, etc. 1st - 2nd week of December 2024 Presentation of the initial draft (Handbook) and Planing with the DSWD-4Ps (results of batch 1 consultation and desk reviews) 2nd week of December 2024 2025

Data Gathering including key informant interviews, focus group discussions, and revalidation workshop:

Batch 1 (Luzon cluster)

Batch 2 (Visayas cluster)

Batch 3 (Mindanao cluster)

February- March 2025 Assessment of the data gathered for the GRCM 1st to 2nd week of April 2025 Enhancement of the Handbook (Consultant level) 3rd week of January 2025 Presentation of the final draft with DSWD-4Ps NPMO (NPM, DPM, SSDMD, SMD & PSD) 4th week of January 2025 National Validation Workshop 4th week of April 2025 Finalization of the Handbook (Consultant & DSWD-4Ps) 1st week of February 2025 Printing and Production of Handbook (15,000 copies) for all 4Ps Case Managers from 17 regions including the newly hired for 2025 and City/Municipal Social Welfare and Development Office (149 cities and 1,494 municipalities) 3rd week of February 2025 Presentation and Submission of Final Report 2nd to 3rd week of May 2025 TOT on the Use of the Handbook (5pax/FO, total of 85pax) 3 Batches - Luzon, Visayas, and Mindanao March--May 2025 Training of 4Ps Beneficiaries on CRP as partners (4pax/FO, total of 68 pax) 3 Batches - Luzon, Visayas, and Mindanao June- August 2025

Duration and Delivery dates, Proposed Payment Schedule and how work will be delivered (e.g. electronic, hard copy etc.):

The consultant will be paid on a per deliverable basis, following the schedule below:

Payment

Deliverables

Percentage

Expected Date of Completion

2024

1st Payment

GRCM

Submission of Inception Reports for the GRCM (Methodology, Approach, and Tools), Submission of the Desk Review Results for both the Handbook and GRCM

Handbook

Submission of the Inception Report (Methodology, Approach, and Tools), Review of the Handbook for Case Manager of the 4Ps Beneficiaries and relevant files and materials.s and relevant files and materials. Conduct of one consultation for 4Ps and submission of post-activity report Presentation of the initial draft of the Handbook

20%

13 December 2024

2025

2nd Payment

GRCM

Conduct of KIIs, FGDs and Revalidation Workshops in Luzon, Visayas and Mindanao (three batches) for the GRCM and submission of post-activity reports Submission of the assessment and analysis results of the data gathered for the GRCM

Handbook

Submission of the enhanced Handbook (based on the inputs of DSWD-4Ps to the initial draft) Presentation of the final draft of the Handbook Submission of the finalized Handbook (Consultant & DSWD-4Ps) for approval of the principal

30%

30 April 2025

3rd Payment

GRCM

Conduct of National Validation Workshop for the GRCM Presentation of the Final Output for the GRCM Submission of the approved Final Output for the GRCM

Handbook

Submission of the approved Final Handbook ready for printing Printed Handbooks

20%

30 June 2025

4th Payment

Handbook

Conduct of TOT on the Use of the Handbook in Luzon, Visayas and Mindanao (3 batches) and submission of post activity report for each Conduct of Training for 4Ps Beneficiaries on CRP in Luzon, Visayas and Mindanao (3 batches) and submission of post activity report for each

30%

30 September 2025

TOTAL:

100%

The first payment of 20% will be made upon receipt and acceptance of the first deliverable as per the table of deliverables (electronically); The second payment of 30% will be made upon acceptance of the second deliverable as per the table of deliverables (electronically); The third payment of 30% will be made upon acceptance of the third deliverable as per the table of deliverables (electronically); and The remaining 20% will be made upon approval by the representative and acceptance of the fourth deliverable as per the table of deliverables (electronically).

Place where services are to be delivered:

Please note that locations may change depending on the recommendations of DSWD.

Location for the Handbook Enhancement:

Activities

Place

Consultation Workshop

Province of region CALABARZON,

Consultation Meetings and Presentation

Virtual and face-to-face (within Metro Manila )

Training of Trainers (TOT)

Luzon, Visayas, and Mindanao – the specific locations for each batch are to be identified.

Training on CRP

Luzon, Visayas, and Mindanao – the specific locations for each batch are to be identified.

Location for the GRCM Enhancement:

Activities

Place

Key informant interviews to DSWD and LSWDO practitioners

Virtual

Revalidation workshops with DSWD Field Offices- Luzon, Visayas and Mindanao (including residential care facilities)

Luzon, Visayas, and Mindanao – the specific locations for each batch are to be identified.

National Validation Workshop for the enhanced GRCM

Within Metro Manila

Focus Group Discussion with DSWD offices/bureaus/services/units

Within Metro Manila

Please note that the travel costs for the consultant (1 pax), including airfares, land transportation expenses, daily subsistence allowances, and incidentals for fieldwork such as consultations, validations, and data gathering, will be covered by UNFPA in addition to the professional fee.

Monitoring, Supervisory, and quality check arrangements:

The UNFPA Gender/GBV Programme Team and DSWD PMB and 4Ps through the SSDMD will work hand in hand to monitor the progress of all deliverables and the entire consultancy.

Supervisory Arrangements:

The project will be under the overall management of DSWD 4Ps and PMB with day-to-day technical backstopping from UNFPA. The consultant is expected to work closely with both all parties involve

UNFPA and DSWD 4Ps and PMB teams will have frequent interactions with the consultant at various stages to:

Brief the consultant and provide clarity on the assignment; the process, and the deliverables; Provide key documents relevant to the deliverables; Introduce and facilitate the consultant to work with key stakeholders and counterparts if necessary; and Provide feedback and get agreement on the next steps of the assignment.

Required expertise, qualifications, and competencies, including language requirements:

The following experience and qualifications are required for the IC:

Education:

Advanced degree in the social sciences field (social work, sociology, anthropology, public health, child development, development studies, social development, social protection, public policy, economics), or related fields relevant to the assignment. Preferably has relative research or consultancy experience in the field of Gender and Development (GAD) or GEDSI.

Knowledge and Experience:

At least 5 years of experience in research, assessment, analysis and evaluation; In-depth knowledge of local context particularly of Gender-responsive Case Management and 4Ps program design, including the Philippine Plan of Action on Social Protection, gender and development sensitive, local health and social protection systems and GBV survivor-centred principles. Proven experience in writing analytical papers with children and gender and social protection lenses;