SNNPR Small Scale and Micro Irrigation Gender Working Group Team Charter (Terms of Reference)

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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.