YWCA Council of Zambia

(An affiliate of World YWCA)

TERMS OF REFERENCE (TOR) FOR GAP ANALYSIS ON FEEDBACK & LINKAGE MECHANISMS AT DISTRICT AND NATIONAL LEVEL AIMED AT ANALYSIS OF FEEDBACK AND LINKAGE MECHANISMS AT NATIONAL AND DISTRICT LEVELS IN ORDER TO ASSESS THEIR FUNCTIONALITY, INCLUSIVENESS, COORDINATION, AND EFFECTIVENESS IN SUPPORTING INTEGRATED RMNCH AND WASH SERVICE DELIVERY.

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1. Background

The Young Women Christian Association (YWCA) is a Christian, Membership, Non-partisan, Non-Governmental Organisation (NGO) dedicated to the empowerment of the community (especially women, youth and children) to contribute to the attainment of a just society through rights- based approach. Our vision is to have a safe and gender sensitive Zambia with equitable opportunities for women, youth and children.

YWCA in partnership with WaterAid Zambia with funding from Global Affairs Canada is implementing the ‘Strengthening Wholistic and Inclusive Systems for Health (SWISH) project through Integration, Prevention and Women’s Empowerment’. This is an ambitious seven-year project that is been operated in three countries (Liberia, Pakistan and Zambia). The project aims to help address reducing preventable diseases and deaths by supporting local governments and partners to integrate Maternal Neonatal Child Health and WASH services and practices within the health systems. The project has three main outcomes as follows:

1. Increase the use of gender responsive, quality MNCH services and preventive health practices by women, men and adolescents within targeted primary healthcare settings.

2. Increased leadership and voice by women and adolescents in inclusive, gender responsive, quality RMNCH and WASH services at primary health and community levels.

3. Improve multisectoral governance and integration of WASH in health systems at all levels, including evidence-informed program planning, budgeting, monitoring, and policy development.

Therefore, YWCA wishes to engage experienced consultant to conduct a study on feedback and linkage mechanism by conducting a light desk review at national level and in-depth assessment at district (Monze and Kazungula) levels.

2. Purpose of the Study:

To assess and strengthen feedback and linkage mechanisms at national and district levels in order to enhance accountability, gender responsiveness, multisectoral coordination, and effective integration of MNCH and WASH services within the health system, thereby improving the implementation and sustainability of the SWISH project outcomes.

3. Specific Objectives:

To assess the structure, functionality, and effectiveness of existing feedback and linkage mechanisms at national, district and community levels supporting MNCH and WASH service delivery.
To identify gaps, barriers, and opportunities affecting coordination, information flow, and responsiveness among key stakeholders within the health and WASH systems at district and community level.
To develop evidence-based recommendations to strengthen governance, accountability, and integration of RMNCH and WASH services for improved project implementation and sustainability.

4. Scope of the Study

The study will be conducted in Monze and Kazungula districts within the following scope:

· Conduct a desk review (light assessment) of relevant national and district policies, guidelines, frameworks, and reports related to feedback, accountability, RMNCH, and WASH integration at National and Provincial level.

· Undertake in-depth assessment at district level (Kazungula and Monze) using qualitative methods (key informant interviews, focus group discussions, and stakeholder consultations).

· Identify and analyze existing feedback and referral/linkage mechanisms at district and community level.

· Develop practical, evidence-based recommendations to strengthen feedback and linkage systems in line with SWISH project objectives.

· Produce a comprehensive study report, including findings, analysis, and an action-oriented improvement framework with practical, evidence-based recommendations to strengthen feedback and linkage systems in line with SWISH project objectives.

key stakeholders to be engaged during the assessment will include:

At National Level:

Ministry of Health at (National and Provincial levels)
National Water Supply and Sanitation Council (NWASCO)
The Ministry of Water Development and Sanitation
Ministry of Local Government and Rural Development
Selected civil society organizations working in WASH and RMNCH programs

At district level

District Health Offices.
Councils (Monze and Kazungula)
District Commissioners office
Southern Water and Sewerage Company.
Civil Society Organizations and implementing partners

At Ward/Community level

Selected Health Facilities in Kazungula and Monze districts
Selected Ward Development Committees and Neighborhood Health Committees
Selected Community Welfare Assistance Committees
Traditional leaders and community gatekeepers
Water, Sanitation and Hygiene (WASH) focal persons
Representatives from Persons with disability

The scope will also include a review of existing policies, institutional frameworks, local participation structure and leadership structures relevant to the sectors.

5.0 Research Methodology

5.1. Study Design

The study will use mixed-methods design integrating mainly qualitative and minimal quantitative approaches to generate a comprehensive and evidence-based gap analysis. The consultant will further use the cross-sectional method to allow systematic assessment of existing feedback and linkage mechanisms at a single point in time, capturing current structures, processes, functionality, and performance across levels of the health system. A light assessment will be conducted at national level to review policy frameworks and governance structures. Finally, the in-depth assessment will examine operational realities, community-level linkages, inclusiveness, and practical implementation gaps. The consultant will ensure triangulation of findings, strengthen the validity and reliability of conclusions and recommendations.

5.2. Study Areas

The study will l be conducted in Kazungula and Monze Districts, where the SWISH project is currently being implemented. Both the national and district level assessments will provide detailed insights into operational realities, system functionality, stakeholder engagement, and community-level experiences to inform specific recommendations.

5.3. Sampling Approach

Purposive sampling will be used to select key informants and institutions based on their roles in governance, service delivery, and accountability systems. Focus group participants will be selected to ensure gender balance and representation of vulnerable groups including the persons with disability.

5.4. Data Collection Methods

Desk review of policies, frameworks, reports, and monitoring data
Key Informant Interviews (KIIs)
Focus Group Discussions (FGDs)
Structured observation of feedback and referral systems in selected service points (Health facilities and other service provision points)

5.5. Data Collection Tools

Semi-structured interview guides, FGD guides, observation checklist.

5.6. Data Analysis

Qualitative data will be analyzed using thematic analysis to identify patterns, strengths, gaps, and systemic bottlenecks. Quantitative data (where applicable) will be analyzed descriptively. Findings will be triangulated across sources to enhance validity and reliability.

5.7. Ethical Considerations

The organization upholds safeguarding principles with utmost seriousness. This study will strictly adhere to ethical research standards, including informed consent, confidentiality, voluntary participation, and the protection of vulnerable populations especially the persons with disability, women and girls. The consultant will ensure that all necessary approvals and permissions are obtained from relevant authorities prior to commencement of the study.

5.8. Validation of Findings

Preliminary findings will be presented to key stakeholders at district and national levels (YWCA and WAZ) for validation and refinement before finalization of the report.

6. Expected Outputs

· A inception report detailing the study design, methodology, tools, workplan, and stakeholder engagement strategy.

· A comprehensive desk review summary of national policies, frameworks, and accountability mechanisms related to RMNCH and WASH.

· A mapped inventory of existing feedback and linkage mechanisms at national, district, facility, and community levels.

· District-level assessment reports for Kazungula and Monze highlighting operational gaps and system performance.

· A national-level light assessment report summarizing governance and oversight mechanisms in relation to feedback and linkage mechanism.

· A final consolidated and comprehensive study report integrating findings, analysis, conclusions, recommendation and an implementation-oriented action plan.

7. Timeline

YWCA will engage the consultant(s) for 10-days period, starting from the date of contract signing, to deliver specified services under the agreed terms.

8. Dissemination of findings

The Consultant(s) will disseminate findings to YWCA, WaterAid and its partners (Ministry of Local Government, Ministry of Health and other line ministries through a stakeholder meeting. Additionally, the consultant will share the final written report and other related materials with WAZ and YWCA.

9. Instructional arrangement

All deliverables will be approved by the YWCA and WaterAid Zambia. The consultant/firm will be responsible for organizing and covering all costs related to the consultancy, including professional fees, fieldwork expenses, and any other logistical requirements necessary to complete the assignment.

10. Application Requirements

Interested consultants or consultancy firms are required to submit a complete application that includes the following components. All criteria listed below are mandatory and must be met for the application to be considered eligible.

No.

Requirement

Details

Technical Proposal

A technical proposal demonstrating a clear understanding of the assignment. This should include the proposed methodology, implementation approach, work plan, and timelines for delivery.

Financial Proposal

A clearly itemized financial proposal quoted in Zambian Kwacha (ZMW), outlining budget breakdown by deliverables, person-days, or hours. Total cost inclusive of all applicable taxes, Withholding Tax (WHT) must be included in the total cost (WHT applicable at 15% for local consultants).

Curriculum Vitae (CVs)

CVs of all proposed consultant(s) highlighting relevant academic qualifications and demonstrated experience in WASH. Preferred qualifications include Health Economics, Public Health, Water Engineering, Development Studies, Social Work, or related fields. If a team is proposed, clearly define individual roles and responsibilities.

Professional References

Contact details for a minimum of three (3) professional references from clients for whom similar work has been conducted, ideally within the last five years.

Proof of Registration and Tax Compliance

Consultancy Firms must submit: Certificate of Registration, TPIN, and a valid Tax Clearance Certificate. Individual Consultants must submit: TPIN and a valid Tax Clearance Certificate of the lead consultant.

Samples of Previous Work

A minimum of three (3) samples of previous assignments related to WASH programming or evaluations conducted in the past five years. Samples should reflect the quality and relevance of previous work.

Note: All cost components must be clearly itemized and explained. Incomplete submissions will not be considered.

11. Application deadline:

Interested consultant(s) should submit a Technical and Financial proposal (maximum 10 pages) by 17:00 CAT on Sunday 20^th March 2026, with CVs of the core team and sample of their work attached. Proposals should be sent to The Executive Director, P.O. Box 50015, Plot 7391, Nationalist Road, Lusaka, and Email to: executivedirector@ywcazambia.org and copy the Programs manager: programmes.manager@ywcazambia.org

Young Women's Christian Association (YWCA)

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