SNNPR Small Scale and Micro Irrigation Gender Working Group Team Charter (Terms of Reference)
In association with:
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Table of Contents
1. Introduction .................................................................................................................................... 2
2. Working Definition........................................................................................................................... 3
3. Scope of Gender Working Group ..................................................................................................... 3
4. GWG Establishment Process ............................................................................................................ 3
5. Purpose and user of the ToR ............................................................................................................ 4
6. Purpose for GWG Existence ............................................................................................................. 4
7. Objective ......................................................................................................................................... 5
8. Reality Check ................................................................................................................................... 5
9. Team Compositions and Structure: ...................................................................................................... 6
9.1. Team composition ........................................................................................................................ 6
9.2. GWG Structure ............................................................................................................................. 6
9.2.1. Role of the Team Leader ........................................................................................................ 7
9.2.2. Role of the Facilitator ............................................................................................................. 7
9.2.3. Role of the GWG Secretary .................................................................................................... 8
9.2.4. Role and Responsibility of Members ...................................................................................... 8
10. Communication Plan .................................................................................................................. 10
11. Expected Result ......................................................................................................................... 11
12. Ground rules .............................................................................................................................. 11
13. Reporting ................................................................................................................................... 11
14. Duration and Evaluation of the Working Group .......................................................................... 12
15. Amendment of the ToR .............................................................................................................. 12
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Acronyms
ATA Agricultural Transformation Agency
SMIS Small Scale and Micro irrigation Project
HHI House Hold Irrigation
SSI Small Scale Irrigation
MI Micro Irrigation
FHH Female Headed Household
MHH Male Headed Household
WB World Bank
WUA Water User Association
A-TVET Agriculture-Technical Vocational Education Training
GEE Gender Equality Expert
GoE Government of Ethiopia
GWG Gender Working Group
GTP Growth and Transformation Plan
IDSAA Irrigation Development and Scheme Administration Agency
SARI Southern Agriculture Research Institute
BoANRD Bureau of Agriculture and Natural Resource Development
BoWCA --------Bureau Women and Children Affairs
BoWID Bureau of Water and Irrigation Development
M&E Monitoring and Evaluation
NRM Natural Resource Management
PIDM Participatory Irrigation Development and Management
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1. Introduction
The Small Scale and Micro Irrigation Support Project (SMIS) is the Canadian/Dutch funded Agriteam-led
project committed to strengthening irrigation sector interventions with particular focus on Small Scale
and Micro irrigation. SMIS project is committed to strengthening gender responsive irrigation sector
interventions. The project’s gender and nutrition strategy aims to ensure gender responsive and nutrition
sensitive SSMI development in SMIS-supported SSI scheme intervention areas in the four regions of
implementation. The strategy entails mainstreaming gender and nutrition in all project activities. This will
ensure gender responsive SSI scheme development, WUA organizational and water management
practices, A-TVET SSMI training programs and irrigation extension and MI support services. The SMIS
interventions will be harmonized with current GoE initiatives in gender equality, national development
plans (the 2015-2020 GTP), irrigation-sector policies, Canadian and Dutch donor gender mandates and
respectful of Ethiopian culture and traditions. SMIS will also address the cross-cutting theme of nutrition
within its gender work.
SMIS is committed to employ a twin track approach to gender mainstreaming in order to ensure gender
responsiveness project management of all activities. With this respect, cognizant to magnitude gender
gap, SMIS believed that establishment of linkage mechanism is important to redress multidimensional
gender inequality practices reflected at system and operational level. With this perspective, formation
gender working group is initiated to lay ground for wide range of interconnected gender responsive
change issues in SSI and MI through promoting collaborative sustained action. The establishment of this
Working Group is aimed at creating a platform to discuss the expressed need for support and provide
each other with information, documentations and experience sharing.
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2. Working Definition
Gender Working Group is a forum comprises group of gender experts convened from key Public intuitions
and projects which have stack on SSI MI with the consent of member organizations management. The
Gender working group is in place to strengthen the effort towards gender mainstreaming at each and
every aspect of Small scale and Micro irrigation development and management through promoting
collaborative, Systematic, and progressive actions.
3. Scope of Gender Working Group The scope of the Gender Working Group membership is limited to SMIS partner Institutions and projects
which have roles on SSI and MI Development. The GWG responsibility is restricted to exploring proven
experiences, recommending and employing alternative strategies, approaches, techniques and tools to
promote gender responsiveness of SSI and MI. The GWG will provide technical support on capacity
development through creating forum for experience sharing, organizing, documenting and disseminating
best practices. The team will promote excellences through joint work, providing technical support to
respective management, recommending problem solving approaches.
4. GWG Establishment Process Initiation on Gender Working Group establishment is taken by Small and Micro Irrigation Support (SMIS)
Project and SNNPR BoANRD. Initial round table discussion has been organized with few key partner
organization representatives and gender experts to draw ideas on importance of the GWG and get in to
censuses. Accordingly, round table for conception of the gender working group is organized on Mid-
February ,2016 and April 18, 2016.
Based on consensus reached, team member selection is followed after clearly defining the scope to ensure
the right institutions and peoples are chosen for the team. Knowing where a process originates, where it
ends, and the different steps it takes along the way, Key SMIS partner organizations have been identified
as member organization based on the shared responsibilities they have on SSI and MI development and
management. Team membership include people who have knowledge of the process under
consideration. The assigned individuals are clearly represent a PIs unit which have had significant
influence and contribution on process to be improved and the problem to be solved. The member’s
organization as well as represented individuals are be willing to serve on the team. As follow up action to
initial meeting, the group member agreed on development of team charter.
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5. Purpose and User of the Team Charter (Terms of Reference) In this ToR, the gender working group sets out the role, composition, responsibilities of gender experts at
each member organization. The team charter is used by member organization and its representatives as
governing operational document. It provides directions on number of operational matters, common
interest areas, scope and structure of GWG, roles and responsibilities of member organization,
communication plan, linkage with SMIS related institutional coordination structures (Technical
Committee, Regional Supervisory Boards and Project Implementation Team) formulated to expedite
performance of SSI and MI. The charter is subjected to revision based on demand from member
organization and SMIS management.
6. Purpose for GWG Existence
The purpose for the team existence is to provide ideas, methodologies and strategies to engender the
system, create solutions for progressive change in gender relations in the smallholder farming sector in
relation to SSI and MI development and management. The ultimate aim is to make member PIS work more
effectively and creatively engender system and operation to address the gender gaps that causes gender
disparities in resources, technologies and services.
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Objective
General objective
The general objectives of the Gender working group is to strengthen collaboration and greater integration
between public institution with common interest areas in order to facilitate consistent and improved
performance on gender mainstreaming in SSI and MI. In short, support the mainstreaming of gender
equality in SSI and MI development in SNNPR.
Specific objectives:
Determine the gap on Gender in SSI and MI sector support each other with project plans;
Gender mainstreaming watchdog for initiatives within SMIS and outside in relation to SSI and MI;
Share experience and tools within the network and outside and encourage innovation and idea
sharing;
Explore proven experience and make suggestion on issues to promote gender mainstreaming in
the best interest of member’s organization;
Identify issues for consideration and communicate queries to SMIS management, Technical
Committee and Supervisory Board;
Discuss on strategic application of gender mainstreaming to maintain consistency and
effectiveness within particular sector and across member organization;
Promote strategies and approaches to strengthen gender responsiveness of change process and
result at each and every SSI and MI intervention;
Be a center of information on gender in SSI and MI sector;
Jointly review member organization performance and find way out for excellence;
7. Reality Check
Alignment of gender working group’s objective with the SMIS scope and member PIs common interest
areas in accordance with SSI and MI interventions will serve as a point to check reality on contribution of
the GWG. Realities will be checked based on creativity and potential solutions that the GWG designs and
employs to address systemic (Institutional), Strategic (Service delivery, input supply, technology access
etc.) and operational (technical, process, targeting etc.) issues to strengthen gender mainstreaming in SSI
and MI development and management.
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9. Team Compositions and Structure:
9.1. Team composition
SN Institution Assigned personnel Responsibility In GWG
1 SNNPR Bureau of Agriculture and Natural
Resource Development
Gender Mainstreaming
Process Coordinator
Cahir Person/ Team Leader
Member
2 Bureau of Water and Irrigation Development Gender Unit Coordinator Co-Cahir Person/ Team
Leader
3 Irrigation Development Scheme Administration
Agency
Socio Economic Expert
/Gender Focal person
Member
4 SNNPR Bureau of Women and Children
Affaire( 2 representative one from Capacity
building and one from Gender Mainstreaming
process )
Gender Mainstreaming
Expert and Capacity
Building Expert
Member
5 SNNPR Small Scale and Micro Irrigation
Support Project
Gender and Social
Development Specialist
Facilitator/Secretary
6 SNNPR Agricultural Growth Program Gender Specialist Member
7 SNNPR Agricultural Transformation Agency Gender Focal Person Member
8 SNNPR Agricultural Research institute Gender expert Member
9 SNNPR Sustainable Land Management Project Gender expert Member
10 SNNPR Bureau of Agriculture and Natural
Resource Development
Rural Women Extension
Expert
Member
11 SNNPR Productive Safety Net Program Gender Expert Member
12 Hawassa University ( Gender and Family Study
Department )
Gender Office Member
13 Environmental and Forest Protection Authority Gender Expert Member
14 Youth and Sport Bureau Gender Expert Member
15 Welayta Sodo ATVET Gender Focal Person Member
9.2. GWG Structure
The GWG is governed by the RSMIS PSB and directly reported to PMU. The GWG consists of the following
team, Facilitator, Team leader, Secretary and Members. The role and responsibilities the team member is
illustrated below.
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9.2.1. Role of the Team Leader
The team leader organizes and manages the work of the team. As a full-fledged team member, the team
leader participates in discussions but is cautious not to dominate them. Often, team leaders are expert
from Key SMIS project partner BoANRD, while, another team member are expected to play rotationally
leading role in managing meeting events.
Specifically, Team Leader:
Take responsibility for team communication, such as correspondence, team information, and
process maps in collaboration with SMIS GEE.
Serve as a full-fledged team member, participating as a "leader among equals."
Focus the team's attention on the objective of the SMIS and PIS mandate on mainstreaming
gender in SSI and MI.
Convene team meetings and ensure all pre preparation are handled.
Work with the facilitator to plan upcoming team sessions.
Establish group interaction and encourage participation of all team members.
Ensure that decisions made by the team are carried out.
Act as a liaison between the team and SMIS and various groups in the organization, such as
Officials at member organizations leadership.
9.2.2. Role of the Facilitator
Facilitator need to be skilled communicators who is knowledgeable about the importance of establishing
GWG among PIS and SMIS project. S/he has to be skillful and knowledgeable on processes, interaction,
quality values and process improvement. The Facilitator will assist the team in achieving its objectives by
guiding the team in effective team processes. The facilitator should be an objective team resource that is
detached from the process being improved. This allows the facilitator to remain active in process and
neutral on content.
Specifically, Facilitator:
Create and maintain a conducive environment to promote active participation, listening,
understanding, and learning;
Assist the group to come into consensus, define and commit to next steps;
Work with the team leader to plan meetings, structure tasks and assignments;
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With team leader /co team leader assist team to develop self-assessment and performance
measurement tools;
Assist team to identify, propose and incorporate quality tools, techniques and strategies to
ensure gender responsiveness of respective sector decisions(system) and functions
(operation);
Assist members to be critical in exploring opportunities and potentials to maximize gender
responsiveness of SSI and MI Interventions;
Keep the team on track by following the ground rules they established;
Help the team to make process changes or revise ground rules as needed;
Support team to be acquainted with various tools and techniques and use by their own;
Encourage the group to evaluate its own effectiveness;
9.2.3. Role of the GWG Secretary
The secretary is one or more team members he /she should be responsible for recording the
group discussion, decisions passed, and recommendations set.
The team recorder should write down ideas or suggestions precisely.
Respect individual's ideas and ask for clarification if a point is vague.
Reasonable to share draft minutes to members for feedback and comment
Once the minutes finalized and signed by all members the recorder will distribute the minutes in
advance for team members to be reminded of the actions they are responsible for and complete
them before the next meeting.
9.2.4. Role of the working Group
Identify and employ broader strategies and approach to effectively promote gender issues in SSI
and MI interventions.
Systematically tests different sets of interventions combines various methodological and technical
interventions to deliver better access to, new technologies and service, inputs to men and
women;
Involve in revision of existing working guidelines and manuals particular to gender and related to
irrigated agriculture as whole;
Take part in development of on demand standard gender mainstreaming guidelines and field level
practical operational guidelines for the region;
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Recommend and employ interventions directly or indirectly target to address the norms, values
and attitudes which underpin wider inequalities at each and every steps of SSI and MI
development and management;
Strengthen empowerment initiatives and provide support to concerned officials and practitioners
to set up tailored strategies and approaches respond to differential women and men priorities
and needs;
Identify appropriate capacity building interventions to strengthen institutional competency on
gender knowledge and skills;
Participant in the development of information communication materials (broachers, leaflets etc.)
on gender mainstreaming in deferent thematic (Engendering, Extension, Agronomy, M&E, NRM,
PIDM) areas;
Develop and Self-assessment and performance measurement tools, and communicate officials
to strengthen accountability mechanism and gender responsive result;
Familiarize Team charter and any kind of documents approved endorsed by member
organizations officials / Supervisory Board and SMIS management;
Influence their respective sector management for issues requires resources mobilization;
Set up team action plans with clear timelines and deliverables;
Institutionalize measures to realize increased women’s and men’s equitable access and control
over to service, input access, and technology use adoption involvement in SSI and MI governance;
9.2.5. Role of the GWG Members
Active participation on meeting and respect individual ideas,
Sharing of experience knowledge and lesson learned for group members;
Set up individual action plan with clear timeline and deliverable;
Play their individual role for the achievement all items stated under section 9.2.4;
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The Chart below presents the GWG organizational structure.
10. Communication Plan
The team will manage regular quarterly meeting
Member will submit brief report on quarterly performance one week ahead of meeting schedule
Performance report will be presented by team leader/co team leader/secretary on quarterly
meeting.
Minutes from each team meeting will be recorded and Shared among the team to maintain the
"team memory”.
Urgent meeting will be called on demand.
Frequent e-mail communication on given assignment.
In person discussion with Team leader or any member on support needed
Biannual meeting will be organized in the presence SNNPR SMIS Management and of Technical
committee.
Proceeding on annual meeting events will compiled and circulated to member organization and
SMIS management:
Team Leader
Secretary Members
Facilitator
SMIS RSB
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11. Expected Result
The following results are expected from the GWG:
Provide the structure and direction needed to stay focused on a common end Result;
Increased communication, trust, and effectiveness on gender mainstreaming at institutional and
program level;
Create buy-in and increase officials and practitioners commitment to address systemic and
operational gender gaps in SSI and MI development and management;
Shared experience and documentation on gender aspects more specifically gender issue in SSI /MI;
Joined initiatives (collaboration) between two or more network partners;
Advise on gender mainstreaming for other initiatives within the agricultural sector;
12. Ground rules Team members are required to:
Attend all scheduled meetings and should show flexibility in the instance that last-minute
meetings are necessary to complete periodic assignment;
One cannot attend a group meeting or will be late, they must contact a member of the group;
One cannot fully participate in a team assignment the team must be notified in adequate time
prior to the assignment’s due date;
13. Reporting Proceedings of all meetings are minute and signed by the members;
Minutes of all GWG meetings will circulated to Officials at Member organization and SNNPR SMIS
management;
The minutes will be shared with cover letter to Officials at Member organization and Project
Technical Committee chair person and regional supervisory board;
Any problem solving initiatives, innovative ideas, proposed strategies/approaches, items requires
celebrative action etc. will first put to the GWG in draft form (as a “GWG paper”) and, once
approved by PIs and SMIS management, are recorded as finale and released for implementation
as part of given organization system and structure;
Quarterly report will be summited to SNNPR SMIS and Member Organization:
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14. Duration and Evaluation of the Working Group The GWG can exist as long as the participants are active and will contribute to the objective.
The Working Group performance will be evaluated in the annual network event (end of 2016).
15. Amendment of the Team Charter The Working Group Team charter will be amended on the agreement of the working group when there is
a need to do so.