ETHIOPIA URBAN PRODUCTIVE SAFETY NET AND JOBS PROJECT STAKEHOLDER ENGAGMENT PLAN Updated for Additional Financing June 2022 Addis Ababa Table of Contents 1. INTRODUCTION .................................................................................................................................. 2 2. Description of the urban safety net and Jobs project .............................................................................. 3 2.1.Brief Description of the UPSNJP and Project Components ............................................................. 3 2.2.Project Implementation Management and Coordination .................................................................. 5 3. Summary of Previous Stakeholder Engagement Activities .................................................................... 8 4. Stakeholder Identification and Analysis ............................................................................................... 10 4.1.Project Affected Parties (Primary Stakeholders) ............................................................................ 10 4.2.Implementing Stakeholders ............................................................................................................ 11 4.3.Other Interested Parties .................................................................................................................. 12 4.4.Characterization of Disadvantaged and Vulnerable Groups and Individuals ................................. 20 5. Stakeholder Engagement Plan (SEP) ................................................................................................... 23 5.1.Purpose and Timing of Stakeholder Engagement Program ............................................................ 23 5.3.Strategy for Information Disclosure ............................................................................................... 29 5.4.Proposed Strategy for Consultation ................................................................................................ 31 5.5.Proposed Strategy to Incorporate Views/Opinions of Disadvantaged and Vulnerable Groups ..... 32 5.6.Review of Comments ..................................................................................................................... 34 6. Grievance Redressing Mechanism ....................................................................................................... 34 6.1Institutional Setup of the GRM for UPSNJP ................................................................................... 40 6.2.Complaints Uptake ......................................................................................................................... 42 6.3.Key activities in the grievance redress process .............................................................................. 44 6.3.1. Case Assessment and Analysis…………………………………………………………….44 6.3.2. Case Resolution and Closure………………………………………………………………45 6.3.3. SEP GRM Registry and Reporting………………………………………………………..45 6.3.4. Gender Based Violence (GBV) Guiding Principles................................................................ 45 7. Stakeholder Engagement Plan Monitoring and Reporting Plan ........................................................... 46 7.1.Monitoring Plan .............................................................................................................................. 46 7.2.Key Performance Monitoring Indicators ........................................................................................ 47 8. Budget and Responsibilities for Management of the SEP .................................................................... 47 8.1.Budget /Resources .......................................................................................................................... 47 8.2.Stakeholder Engagement Management Functions and Responsibilities ........................................ 48 ANNEX 1:SUBPROJECT GRIEVANCE LOG & RESOLUTION FORM ................................. 50 ANNEX 2: GRIEVANCE LOG & RESOLUTION FORM ........................................................... 52 ANNEX 3: CITY GRIEVANCE LOG & RESOLUTION FORM ................................................ 54 1 1. INTRODUCTION Building on the success of the Urban Productive Safety Net Project, currently under implementation, the GOE in collaboration with the World Bank has prepared the Urban Safety Net and Jobs Project. The project is, scaling up and adding new component on urban youth employment and expanding the urban safety net support and services for poor households, vulnerable and destitute social groups targeting selected cities/town across all regions under a project called the Ethiopian Urban Productive Safety Net and Jobs Project (UPSNJP). The development objective of the project is to support and lift poor households and individuals from absolute poverty to self-sufficiency through a variety of activities including cash for work, permanent direct income support, awareness creations, skills training, provision of incentives in the form of livelihood grant, experience sharing, education and counselling on behavioral change for beneficiaries. The UPSNJP is a multifaceted project that will involve different groups of beneficiaries, several ministerial offices, stakeholders such as NGOs and private sector who are expected to play critical roles at national, regional, city/town, community, and individual levels to achieve the development objectives. A clear understanding of the nature, interests and concerns of such stakeholders is crucial for effective design and delivery of the project. This is followed by the establishment of systems at each level that will include 1) support for stakeholder engagement in targeting, 2) selection of public works, 3) cooperation on addressing the needs of the most vulnerable, including homeless, 4) appeals and grievance processes, and 5) financial transparency guided by the World Bank Environmental Social Framework (ESF). This Stakeholder Engagement Plan (SEP) seeks to contribute to a coordinated and continued engagement of relevant role players as well as affected persons and interested parties throughout the project cycle of the UPSNJP. The purpose of the stakeholder engagement plan is to present a strategy for engaging stakeholders of the project to ensure that they understand the project and are able to provide their feedback and input into the project. This SEP describes the nature of the anticipated stakeholders as well as their information requirements, timing and methods of their engagement throughout the lifecycle of the UPSNJ project. The development of the SEP has been guided by the requirements of the World Bank’s Environmental and Social Standard 10 (ESS 10) on Stakeholder Engagement and Information Disclosure. The standard stresses that the nature and level of stakeholder engagement should be commensurate with the level of the risks and impacts anticipated in the project. As stated in the ESS 10, the main objectives of stakeholder engagement are: a) To establish a systematic approach to stakeholder engagement that will help to identify, build and maintain a constructive relationship with stakeholders, in particular with project-affected parties. b) To assess the level of stakeholder interest and support for the project and to enable their views to be taken into account in project design and environmental and social performance standards. 2 c) To promote and provide means for effective and inclusive engagement with project- affected parties throughout the project life cycle on issues that could potentially affect them. d) To ensure that appropriate project information on environmental and social risks and impacts is disclosed to stakeholders in a timely, understandable, accessible and appropriate manner and format and e) To provide project-affected parties with accessible and inclusive means to raise issues and grievances and allow the project to respond to and manage such grievances. The standard also stresses that the nature and level of stakeholder engagement should be commensurate with the level of the risks and anticipated impacts of the project. Therefore, this Stakeholder Engagement Plan (SEP) is prepared with the goal of describing the nature of the anticipated stakeholders of the UPSNJP as well as their information requirements, methods of their engagement throughout the project lifecycle. It also presents a clear strategy for identification of stakeholders at each level, methods of information disclosure, forms and venues for stakeholder consultation, procedures for grievance redress; and system for monitoring, reporting, and indicative budget for implementation of the SEP. The overall goal of the plan is to ensure effective stakeholder engagement processes that can help to build trust within communities and guarantee efficient implementation of decisions that can result in better allocation of services. 2. Description of the Urban Safety Net and Jobs Project 2.1. Brief Description of the UPSNJP and Project Components The Ethiopia Urban Productive Safety Net and Jobs Project (UPSNJP) is a social protection project of the Government of Ethiopia with the support of the World Bank. The project is designed to address the challenges of urban poverty and unemployment by scaling up and expanding the existing safety net model (public works, direct income support, and social services to the destitute) to a larger number of cities (from the present 11 cities to 83 cities) and addressing youth employment. The UPSNJP project includes a component that aims to provide critical services to assist unemployed young men and women to enter the labour market by alleviating key constraints to successful job search as well as refugees and host communities integration. The additional financing (AF) proposes to scale up the Parent Project to address the escalating urban poverty in the beneficiary cities. In particular, it will scale up the safety net and youth employment activities to (i) cover additional poor and vulnerable households, including conflict- affected households, i.e. households that have been internally displaced, in the selected 42 cities where the Parent Project (UPSNJP) is implemented; and (ii) to strengthen gender-sensitive interventions. Accordingly, the Project has four components. Component 1: Expand the Urban Productive Safety Net to selected urban poor households, taking into consideration city-level poverty and unemployment rates, administrative capacity and regional equity. This component involves beneficiaries in Labour Intensive Public Works Project (LIPW), adapting and mitigating climate change through the Productive Safety Net Project, life skills training (a bi-monthly sessions that would provide information on essential family 3 practices, reproductive health, parenting, gender-related topics including gender-based violence (GBV)), and referral services for beneficiary households. It also includes promotion of gender equality and early childhood development (ECD), business development and livelihood grants with the amount of $ 600 after developing business plan with support from local offices or One Stop Shop Centers (OSSC) and integration of refugees and host communities. The refugee integration activities are piloted in Somali region under the parent project and would be carefully rolled out in different regions, based on the outcome of the pilot from Somali region prioritizing camps near cities that will be part of UPSNJP based on local consensus, and adhering to international protection standards as well as social and environmental standards. The project will foster social cohesion and sustainable integration of host and refugee communities through shared activities and communication. To foster social cohesion public-work teams will be mixed; platforms for joint refugee-host decision-making on shared community interests, trainings (e.g. on essential family practices) and social events for community development will be supported under the project. For fairness and sustainability, there will be some form of reduction of camp- based benefits received by refugees participating in the program and there will be a clear, joint communications strategy and activities between implementing agency and partners to ensure that both refugees and host, whether beneficiaries or not, are informed about the project’s scope, objectives and modalities, and that the expected social-cohesion impacts of joint refugee-host work is maximized. Component 2: Provide a first work experience for disadvantaged urban youth as well as expand the supply of labour market job search services in 11 cities. This component of the project aims to connect unemployed youth to jobs by alleviating key constraints to successful job search and providing youth with a first work experience through Soft Skills Training, Information and Communication Training (ICT) for women, apprenticeships and strengthen employment and intermediation services to create mechanisms that reduce costs of information exchange between employers and youth. These services include job/career counselling, job search skills training, referrals, employer contacts, and recruitment services for employers; as well as information services, providing reliable and timely information on available jobs and required skills. Component 3: Strengthen urban social assistance by expanding direct income support to labour constrained elderly and disabled individuals combined with case management at the local level and linkages to education and health services (such as Community-Based Health Insurance) to existing 11 cities and 15 newly to be enrolled cities. While the Ministry of Women and Social Affairs (MoWSA) will continue providing the direct cash support for labour constrained elderly and disabled individuals, services for the urban destitute will be provided through the recruitment of NGOs with the objective of homeless people’s social, economic and educational reintegration, including street children. Component 4: This component aims to strengthen and support key processes such as targeting, enrolment, payments, citizen engagement, as well as monitoring of the project elements by focusing on capacity building and institutional collaboration (human resources, training, administrative and technical capacity). Strengthen project management and monitoring will be 4 supported by a project coordination office (PCO) that would include technical and fiduciary staff in support of both the MoUDI and the MoWSA, supporting citizen engagement and social accountability and enhancing the use of MIS at national, regional and local levels. The gender inclusiveness of the project will also be enhanced through the strengthening of institutional capacity. The proposed AF will contribute to the implementation of the gender strategy and action plan, with a focus on evidence-based action. 2.2. Project Implementation Management and Coordination The institutional arrangement for implementation of the UPSNJP will be fully streamlined into the existing government structure at the federal, regional, city and local levels. The Ministry of Urban Development and Infrastructure (MoUDI) is the main project implementing entity working in close cooperation with several key implementing partners- including Ministry of Women & Social Affairs (MoWSA), Refugee and Returnee Services(RSS) and Ministry of Labour and Skill (MoLS). The PCO (Project Coordination Office) in the MoUDI will be responsible for overall implementation and coordination of the project. Component 1: Urban Safety Net to Improve the Urban Environment will be implemented by MoUDI. The MoUDI will be the lead institution responsible for the project’s overall coordination, M&E, and reporting of the project. The MoUDI will furthermore oversee the fiduciary and safeguards aspects of Components 1 and 2. Component 2: (urban youth employment) will be implemented by the Ministry of Labour and Skill (MoLS) in collaboration with private sector associations. Component 3: (Direct support and social services for destitute) will be implemented by MoWSA in collaboration with NGOs. The MoWSA as one of the implementing agencies, will also be responsible for fiduciary and safeguards, as well as linkages with social services (health, education etc) for the component. The UPSNP Steering Committee established at federal level consisting of MoUDI, MoWSA, MoF, MoLS, RRS, Regional States and Development Partners (WB) will continue to serve the new project. The Steering Committee is Chaired by MoUDI and Co-Chaired by MoWSA. Delivery of each of the project components and project implementations are coordinated MoUDI and PCO. The Ministry of Women and Social Affairs (MoWSA) and relevant bureaus, departments and agencies at regional and city levels will manage unconditional cash transfer and other social assistance services case management component of the project. At regional and city level, regional bureaus of Urban Development and Infrastructure, Women and Social Affair, Labour and Skill and Finance & Economic Development will coordinate the management and implementation of components 1, 2 and 3 of the UPSNJP including citizen engagement activities by allocating the necessary personnel, equipment and financial resources. The city level Women and Social Affairs offices oversee activities related to component 3- social support and linkage and case management services for addressing the social, economic and educational reintegration of homeless people including street children through the recruitment of NGOs. 5 At Woreda/Kebele level, the Woreda/Keble administrations and the urban development focal person will be responsible for the implementation of components 1 and 2 as per the project implementation guidelines. There will be a focal person (coordinator) responsible for coordinating implementation of the project. The focal person in collaboration with sector offices and community-based organizations, collect data and information from households, coordinates and facilitates the project targeting, stakeholder engagement and participation as well as monitor effective implementation of the Woreda/Kebele/ Ketena grievance redress system and mechanisms. The city and woreda/kebele labour and social affairs offices will be responsible for the overall implementation of component 3 including monitoring of grievance redress system and mechanism available to address issues that might raise due to the implementation of this component. 6 2.3 Legal frameworks for Stakeholder/Citizen Engagement 2.3.1 National Legal Frameworks The Constitution of Ethiopia (1995) guarantees citizens’ the right for consultation in development projects that affect them. Furthermore, it also states the right to sustainable development where citizens have the right to be consulted on policies and projects that affect their environment. Government of Ethiopia has put in place structures and processes to promote participation, consultation and grievance redress at local levels. The country’s laws and regulations recognize the rights of most vulnerable in society that require special attention. The social protection policy (2014) recognizes vulnerable people to include children, older people, people with disabilities and chronically ill. Similarly, the policy for women and children recognize their right for participation and consultation. Ethiopia has also ratified international conventions related to disability, women and children’s rights. 2.3.2. World Bank Environment and Social Framework The World Bank Environmental and Social Framework sets out the World Bank’s commitment to sustainable development, through a Bank Policy and a set of Environmental and Social Standards that are designed to support Borrowers’ projects, with the aim of ending extreme poverty and promoting shared prosperity. The Ten Environmental and Social Standards (ESS 1- 10) set out the requirements for Borrowers relating to the identification and assessment of environmental and social risks and impacts associated with projects supported by the Bank through Investment Project Financing “Stakeholder Engagement and Information Disclosure� (ESS10), is one of the Environmental and Social Standards included in the World Bank Environment and Social Framework which recognizes “the importance of open and transparent engagement between the Borrower and project stakeholders as an essential element of good international practice�. ESS10 emphasizes that effective stakeholder engagement can significantly improve the environmental and social sustainability of projects, enhance project acceptance, and make a significant contribution to successful project design and implementation. As a requirement of this ESS10 Standard this Stakeholder Engagement Plan (SEP) has to be prepared and will be implemented for the whole UPSNJ Project. Scope of application. ESS10 applies to all projects supported by the Bank through Investment Project Financing. For the purpose of this ESS, “stakeholder� refers to individuals or groups who: (a) are affected or likely to be affected by the project (project-affected parties); and (b) may have an interest in the project (other interested parties). Requirements. The Bank standard on Stakeholder Engagement and Information Disclosure requires that the project implementing agency engages with stakeholders throughout the project life cycle, commencing such engagement as early as possible in the project development process and in a timeframe that enables meaningful consultations with stakeholders on project design. The nature, scope and frequency of stakeholder engagement will be proportionate to the nature 7 and scale of the project and its potential risks and impacts. The project will engage in meaningful consultations with all stakeholders. It will provide stakeholders with timely, relevant, understandable and accessible information, and consult with them in a culturally appropriate manner, free of manipulation, interference, coercion, discrimination and intimidation. The project implementing agency will maintain and disclose as part of the environmental and social assessment, a documented record of stakeholder engagement, including a description of the stakeholders consulted, a summary of the feedback received and a brief explanation of how the feedback was taken into account, or the reasons why it was not. This SEP is prepared taking into account these requirements. Stakeholders have to be identified and the SEP has to be disclosed for public review and comment as early as possible, before the project is appraised by the World Bank. ESS10 also requires the development and implementation of a grievance redress mechanism that allows project-affected parties and others to raise concerns and provide feedback related to the environmental and social performance of the project and to have those concerns addressed in a timely manner. 3. Summary of Previous Stakeholder Engagement Activities Several stakeholder consultations, formal and informal have taken place since the start of the project design. The UPSNJ Project emerged from a series of stakeholder discussions and technical workshops that started back in 2016 among implementers of the ongoing UPSNP. Technical workshops and meetings were organized by the Ministry of Urban Development and Infrastructure with key partners of the UPSNP including World Bank. As such, stakeholder engagement for the UPSNJ Project began early at project identification to allow stakeholders’ views and concerns to be considered in the project design. Stakeholders during the project identification and preparation stages span government institutions, Development Partners, CSO/ NGOs, academia, youth groups, trade associations and private sector actors. Stakeholder engagement was further deepened during the preparation of the Social Assessment (SA), Environment and Social Management framework (ESMF) and Gender Based Violence Risk Assessment (GBV), which sought to identify potential environmental and social impacts including GBV from the proposed project activities, and to disseminate and disclose proposed mitigation measures. 8 Table 1- Summary of Previous Stakeholder Engagement Activities Stakeholder Institutions Method of Topic of Consultation Group engagement Public work Community members Focus All issues related to the project including group beneficiaries discussion benefit level, rights and responsibilities, impacts and mitigation measures, GBV and (FGD) and key informal other social risks. These discussions and interviews were conducted during the parent interview (KII) (UPSNJ) Project appraisal document preparation such as project ESMF and RPF in eight sample cities (Bahirdar, Jimma, Arbaminch, Adigrat, Shashemene, Dessie, Jigjiga and Addis Ababa) between October 10, 2019 and November 7, 2019. In all visited cities, 123 individuals were consulted during focus group discussion (FGD) and key informant interview (KII). Of the total participants, over 55 % were women. Moreover, awareness creation for project beneficiaries has been continuing during the project implementation. Direct support Community members FGD and Key Discussion and interview were conducted in informant eight sample cities as mentioned above from interview October 10, 2019 and November 7, 2019. In all visited cities with 32 representative individuals group discussion and interview were conducted. All issues related with the project including, benefit level, rights and responsibilities, impacts and mitigation measures, GBV and other social risks Unemployed Community members FGD Overall objective of the project Youth Their engagement with the labor market Potential GBV/SEA issues Opportunities and challenges /obstacles in the labor market. Focus discussion was carried out with 13 unemployed youth representatives in Addis Ababa city from October 19-20, 2019. In all visited cities with 32 representative individuals group discussion and interview were conducted Vulnerable Community Members FGD Overall information about component 3 of the groups: project, potential challenges and opportunities homeless, they may face by participating in the project, elders and street potential social risks including GBV and others children and mitigation measures. This was done with direct support beneficiaries in Addis Ababa city as stated on the above. Contracted Non-governmental KII On the overall objective of the destitute sub NGOs organization component of the projects, beneficiary groups, implementation arrangement for component 9 III, potential risks and mitigation measures. Interview was conducted with two service provider representatives from Dessie and Addis Ababa city in October 30, 2019. Private Private sector FGD On the overall component of the Youth company Employment component-specifically on the representatives apprenticeship, opportunities and challenges. Discussion was conducted with five representative private company in Addis Ababa January 9, 2022 Various Kebele, woreda, city KII & FGD Over all objectives, activities of the project, government level project options for intervention, potential challenges organization implementers, Federal and mitigation measures, Overall capacity they PCO, Ministry of have and they lack . Women and Social The practice of public consultation, key gaps affairs, Urban and mitigation measures. Similarly, it was Development and conducted between October 10, 2019 and Infrastructure, Ministry November 7, 2019 and more than 48 of Labor and Skill( participants were involved. MoLS), Refugee and Returnee Service(RSS) 4. Stakeholder Identification and Analysis Project stakeholders are divided into three 1) project beneficiaries 2) implementing agencies 3) other stakeholders. In the context of the UPSNJ project, there are primary stakeholders (beneficiaries and project affected groups) and implementing stakeholders that are interested and have influence on the project and have responsibility for implementation of the project. These include implementing government ministries, development partners, regional states, sector offices and agencies, training and education institutions and other stakeholders include those that are interested and have some influence on the project. These are private sector actors, civic and community organizations. 4.1. Project Affected Parties (Primary Stakeholders) Project affected parties include all beneficiaries and the local communities who are expected to be targeted by the UPSNJ project interventions. The core safety net component project of UPSNJ project targets the members of the urban poor households, vulnerable groups, which include women and children, unemployed youth, senior citizens and elder groups, people with disabilities, homeless individuals and destitute people in selected urban communities in which the project aims to support and to lift them out of poverty under the various project implementation components. Identification and analysis of the target population and beneficiaries under the three components is presented below. • Urban ultra-poor able-bodied households and individuals who are identified by communities as being poor and voluntarily express interest to participate in Labour 10 Intensive Public Works (LIPW) activities to earn money and improve their income and living conditions. On the Refugee-Host community integration subcomponent (1.3) under the parent project, only able body from both refugee and host community will be targeted and integrated on public work from selected project cities, which have refugee camp on their vicinity. The proposed AF will be used to support the GoE’s vision to scale up the urban social safety net through the UPSNJP by providing public works and livelihood support to additional urban poor households where the safety net will be implemented under UPSNJP. This will include adjusting the delivery mechanisms to cover IDPs in a sub-selection of UPSNJP cities where the IDPs caseload is particularly high. The IDP intervention doesn’t include the requirement for public work , it only includes monthly cash payments through the bank. • Unemployed youth between the ages of 18 and 25 with secondary or less education residing in bigger cities who lack the skills and first work experience that enables them to compete in the labour market to attain gainful employment. • Elderly and undernourished individuals and households with physical constraints due to chronic illness or age, and who do not have valuable possessions/assets and/or receive no external help such as money or food, and whose survival depends on begging and other informal activities. • People with permanent physical or other forms of disability that constrained them from engaging in income generating work activities for their survival and lacks the means to link them to social services including to health care and educational services. • Homeless people and street children who lack access and opportunity to basic social protection services including support to social services, education and economic integration. 4.2. Implementing Stakeholders UPSNJP builds on existing government structure at the federal, regional, city and local levels. The Ministry of Urban Development and Infrastructure (MoUDI) is the main project implementing agency working in close cooperation with several key project partners, Ministry of Women and Social Affairs (MoWSA) and Ministry of Labour and Skill (MoLS). The project Steering Committee (established under UPSNP) consisting of MoUDI, MoWSA, MoF, MoLS, RSS, Regional States and Development Partners will be used at the Federal level. The Steering Committee is be chaired by MoUDI and Co-Chaired by MoWSA. Delivery of each of the project components are coordinated by the MoUDI and the Project Coordination Office (PCO). At the regional and city level, regional bureaus of Urban Development and Infrastructure, Women and Social Affair, Labour and Skill and Finance & Economic Development will coordinate the management and implementation of the UPSNJP project including citizen engagement activities by allocating the necessary personnel, equipment and financial resources. 11 MoWSA and relevant bureaus, departments and agencies at regional and city levels will manage unconditional cash transfer and other social assistance services case management component of the project which is component 3. RSS has role to select and manage refugee beneficiaries and will participate refugee host integration activities of subcomponent 1.3. The city level Women and Social Affairs offices oversee activities related to social support and linkage and case management services for addressing the social, economic and educational reintegration of homeless people including street children through the recruitment of NGOs. At Woreda/Kebele level, the Woreda/Keble administrations and the Urban Development/Food Security focal person will be responsible for the implementation of Component I and II and subproject activities as per the project implementation guidelines. The focal person in the woreda Urban development /food security office in collaboration with sector offices and community- based organizations collect data and information from households, coordinates and facilitates the project targeting, stakeholder engagement and participation as well as supervise effective implementation of the Woreda/Kebele/ Ketena grievance redress system and mechanisms. The woreda/kebele level Women and social affairs office will be responsible for the implementation of Component III. 4.3. Other Interested Parties At city level, Mayors of the target beneficiary cities, City Councils, Urban Development/Food Security office, Municipal Service Offices, private businesses and organizations, such as Chamber of Commerce, business enterprises, sectoral Sub Cities/Kebele administrations, religious and traditional associations (Ekub and Edir), urban dwellers in project area (host communities) and nongovernmental organizations working in social service areas are other interested parties. Table 2 below provides the breakdown of list of all stakeholders for each of the proposed components of the project. 12 Table 2: List of UPSNJP stakeholders at National, Regional, City and Community level in accordance to project components and subcomponents Project Component Stakeholders at National, Regional/ City and Woreda/Kebele Level Sub component Regional/City Component National level Woreda/ Kebele Level Description Level Component 1: 1) Labour Intensive MoUDI, MoWSA, RoUDI, ULGs, Woreda/Kebele Urban Safety Public Works MoF, City Councils, Administrations, Net Projects, and National Project Regional/City community members, Livelihoods Steering committee, RSS, targeted beneficiary activities, as well as PCO, RSS, NDRMC Regional/city individuals and households, Refugee-host and the World Bank level, DRMC, women and youth groups, integration under and other WSA Offices, NGO/CSOs, the parent project development partners Regional/City Religious and Traditional and IDPs support for Additional Environment Institutions like Idir, cash transfer Financing such as the protection Associations of Senior included for the Government of Authority/Offices, Citizens, People With additional financing Canada, the TVET and Disabilities, Refuge and - Government of Enterprise host communities and IDPs Denmark and the Development support beneficiaries Government of the Bureaus /Offices Netherlands etc… Component 2: Connect MoUDI, MoLS, Regional/City Targeted beneficiary Foster Urban unemployed youth TVET and Enterprise Level BoUDI, communities, unemployed Youth to jobs by Development, TVET youth, women groups, Employment alleviating key Chamber of Institutions, Association of People with constraints to job Commerce, Private training Disabilities search and development partners institutions providing youth Private business Chamber of with a first work consultants Commerce, experience NGOs Employers’ associations City Women entrepreneurship associations City chambers sectoral associations Sub component MoUDI/PCO, MoLS, Regional/City Target beneficiary 2.1.: Provide a first TVET Institutions, Level BoUDI, communities, unemployed work experience for Chamber of TVET youth, women groups, urban youth Commerce, Institutions, Association of People with Development partners Chamber of Disabilities, Business Commerce, owners Employment Agencies, NGOs Business associations, city women 13 Project Component Stakeholders at National, Regional/ City and Woreda/Kebele Level Sub component Regional/City Component National level Woreda/ Kebele Level Description Level entrepreneurs’ associations Sub-component MoUDI, MoLS, PCO, Regional/City Targeted beneficiary 2.2: Strengthen TVET Institutions, Level BoUDI, communities, unemployed Employment and Chamber of TVET youth. representatives, Intermediation Commerce, Institutions, women and youth groups, Services CSOs/NGOs Chamber of Association of People with Commerce, Disabilities Employment Volunteer individuals Agencies, Prominent business owners CBOs/CSOs and NGOs Component 3: 1) Social assistance MoUDI, MoWSA, Regional/City Woreda/Kebele Strengthen for elderly and MoH, NGOs Level Women and Administrations. target Social Services disabled covered by Social Affair community members, target for the Urban permanent income Offices, Health beneficiary Poor and support (PDS) Care Services, households/individuals, Destitute combined with case Schools, NGOs. Social and Traditional management 2) Associations (Edir, Equib) Service for the and religious leaders Urban Destitute through the recruitment of NGOs with the objective of homeless people’s social, economic and educational reintegration, including street children. Component 4: 1) Training on MoUDI, PCO, Regional /City Woreda/Kebele Institutional capacity building MoWSA, MoF, level BoUDI, administrations, Strengthening, and institutional MoLS, RSS at the PCO, Woreda/Kebele level Urban Project collaboration to national level BoWSA/offices, development/Food security Management strengthen project RRS, project implementation and Monitoring management, 2) Environmental focal persons and RSS focal and Evaluation Support citizen Protection persons, and sector offices, engagement and Authority/ Offices Woreda/kebele LSA social offices, NGOs, and CBOs accountability 3) Strengthen Monitoring and Evaluation system with the use of MIS The Stakeholder engagement plan should take into account the respective roles and the information needs and interests of stakeholders and agenda for consultations and participation of stakeholders should be tailored to the respective needs and interests of stakeholders. 14 Table 3: Description of Stakeholders and their roles and interests in the project Description of Stakeholder Expected Role Information needs and interests A. Overall UPSNJ Project Federal Level 1 Ministry of Urban Responsible for urban development Project design, implementation reports, Development and and Infrastructure, food security M&E, and other project related Infrastructure (MoUDI) projects to alleviate urban poverty. requirements The lead Ministry for overall management and implementation of UPSNJP through developing implementation guidelines, training materials and manuals and establishing project implementing agencies such as PCO. 2. Ministry of Women and Implementing agency for component Project design, implementation reports and Social Affairs (MoWSA) 3. Assign staff to constitute the M and E focusing on Component 3 respective subunits that will closely support the coordination of project activities in both institutions. Co-chair the UPSNJC National Steering Committee Provide policy direction and technical guidance for promotion of Women, children and youth welfare issues. Provide technical assistance and guidance to ensure fair, transparent and inclusive targeting is applied to women, children and youth, elders and ensures gender and child protection issues are adequately considered, addressed, monitored, and adjusted accordingly Contribute to the GBV plan and support its implementation and monitoring. 3 Ministry of Finance (MoF) Responsible for financial Financial information from the project management, budget managing payments (which are delivered through Commercial Banks and Financial Institutions) 4 Ministry of Labour and Oversees, guides, and monitors the job Project Implementation Updates and Skill (MoLS) creation agenda. It has been closely Reports, data and information on target involved throughout the design of beneficiaries, issues and concerns raised by Component 2 of the proposed project. beneficiaries The MoLS will be responsible for the implementation of component 2(Youth employment) Provide policy direction and technical guidance on project matters relating Employment and Labour issues 5 UPSNJP Federal Steering Overall UPSNJP Policy oversight Project updates, implementation challenges, Committee replicable good practices, issues requiring Chair: MoUDI attention and guidance 15 Description of Stakeholder Expected Role Information needs and interests Co-Chair: MoWSA Members:( MoF, MoLS, RSS, Regions and Development Partners (World Bank , and other development partners for Additional financing such as the Government of Canada, the Government of Denmark and the Government of the Netherlands) 6 Joint Coordination and Direction, guidance on Project implementation updates, identified Management Committee implementation concerns and challenges requiring (JCMC) additional guidance and attention Chair: Responsible directorate of MoUDI Co-Chair: Responsible directorate of MoWSA Secretary: PCO 7 Project Coordination Office Management and Coordination of the Project implementation follow ups, for UPSNJ Project Project, Reporting. implementation progress reports and updates, challenges and concerns requiring immediate guidance and attention B UPSNJP By Component- Federal Level Component 1 1 MoUDI /Urban Food Security Provides directions for project, Project implementation updates, identified prepare & update implementation concerns and challenges requiring manual, arrange awareness creation additional guidance and attention and training projects for the community, identify cities for the projects with the help of regions 2 Financial Institutes Commercial Bank of Ethiopia Deliver Data and information on number of enrolled payments to beneficiaries, provide beneficiaries in the project, status of training and awareness for the participation in livelihood skills training community regarding saving, facilitate loan/credit services for beneficiaries and ensure adequate savings available for graduation 3 Refugee and Returnee RSS is an implementing partner in the Project implementation updates and reports, Services (RSS) RHISN, whose role is to co-ordinate data and information on target beneficiaries, the RHISN with the rest of refugee issues and concerns raised by beneficiaries policy and to provide protection to focusing on sub component 1.3 refugees, per its institutional mandate. 4 National Disaster Risk DRMC is a stakeholder in the IDPs, Project implementation updates and reports, Management Commission whose role in register, co-ordinate the data and information on target beneficiaries (NDRMC) IDPs as per its institutional mandate. Component 2 3. MoUDI Implementation, coordination and Regular and feedback from private support, information sharing and businesses and training institutions, timely monitoring information on job posts, 4. Chamber of Commerce and Participate in apprenticeship, follow How the program works and roles and business associations up and reporting, information on job responsibilities, incentives, vacancies and skills requirements 16 Description of Stakeholder Expected Role Information needs and interests 5. Ministry of Labour and Skill Oversight, implementation and M&E Project design, implementation report (MoLS) Coordinate and facilitate, support in identifying potential businesses for apprenticeship, business associations Component 3 6. MoWSA Implementation and coordination of Data and information on beneficiaries, component 3, contribute to Reporting from implementing partners, development of guidelines, manuals monitoring on quality of services and and environmental and social implementation challenges documents, responsible for their implementation under component 3. C Regional Level Bureaus Component 1 1 Regional Urban Provide directions for project entry Baseline data and information on development and Support the ordering of the roll-out to beneficiaries, project implementation infrastructure Bureau new cities by providing information follow ups, implementation updates, SEP on the existence of key capacities, management challenges and concerns support training and capacity building requiring immediate guidance and attention for cities targeted for expansion Facilitate information exchange and learning Component 2 2. Labour and skill Support planning and implementation Information on project activities and Coordinate and facilitate, support in consultation identifying potential businesses for Information on beneficiaries, project apprenticeship, business associations implementation follow ups, implementation updates, manage challenges and concerns requiring immediate guidance and attention Component 3 3. Regional BoWSA Support planning and implementation Information on project activities and consultation D City Level Offices Overall UPSNJP 1 City Administration Support the ordering of the roll-out to Data and information on beneficiaries, new cities by providing information project implementation follow ups, on the existence of key capacities implementation updates, SEP and GRM Support training and capacity building management challenges and concerns for cities targeted for expansion requiring immediate guidance and attention 2 City level Job Creation and Select kebeles/ ketena for inclusion in Baseline data and information on Food Security Technical the UPSNJP participating cities beneficiaries, targeting implementation Committee following geographical targeting or follow ups, implementation updates on SEP expansion in client numbers, and GRM management, challenges and review client numbers to be allocated concerns requiring immediate remedial across kebeles/ ketene, guidance approve the overall client list for the cities UPSNJP by component-City Level Component 1 Urban development/Urban Serve as secretariat of the city level Reports from kebeles and ketene, Job Creation and Food technical committee implementation challenges, capacity Security Office building for city office 17 Description of Stakeholder Expected Role Information needs and interests 1. Monitoring and reporting to the technical committee, guidelines and reporting formats, facilitate learning and exchanges, supervision on behalf of the technical committee, monitor fiduciary and safeguard Component 2 2. City level MSE offices Facilitate CB for OSSCs, monitoring and communication on services offered 3. City Chambers of commerce Communication and motivation with Information on project and plans, and business/sectoral businesses, coordination with city consultation with members, feedback associations MSE office, sharing information on forums, job openings and skills needs from member enterprises, support development of plans for apprenticeships, Component 3. 4. City Level Women and Social Identify and organize those data and information on beneficiaries, Affairs Office individuals eligible for direct support targeting implementation follow ups, and destitute component. implementation updates on SEP and GRM management, challenges and concerns Identify key partner NGOs, support and monitor implementation 5. City level Job Creation and Identify and verify eligible Identifying stakeholders at kebele levels, Food Security Task Force beneficiaries, create awareness about feedback on beneficiary list, activity reports the targeting process to the community, review and approve client list, mobilize resource to assist vulnerable groups, prepare work plan and report about targeting, and support distribution of client cards E Woreda/Kebele Level Overall UPSNJP 1 City/Woreda Council and Kebele Decision making body on all Project implementation work plans, follow Administrations subproject development matters ups and progress reports taking place in the Woreda /Kebele Urban administration units of government at Woreda and Kebele level. The city and woreda councils are elected by local citizens. Component 1: 2 Kebele/ Ketena Targeting Identify and verify eligible Follow up and progress report Committee/ Community Care beneficiaries create awareness about Coalition: the process and value of graduation and prepare plan and report about the targeting methods and procedures Component 2 3. OSSC(One Stop Shop Communication and outreach on Resources and capacity building and Centers) project services, facilitation of systems for managing workload, consultations, maintaining data base 18 Description of Stakeholder Expected Role Information needs and interests of job seekers and job openings, skills data base of trainers and service providers, referral to training and counselling services, 4. Participating Private Implement the apprenticeship, Developing apprenticeship plan, roles and businesses communication and information responsibilities, incentives for businesses, exchange information exchange on available vacancies and specific skills required, Component 3 5. Woreda/Kebele labor and Identify potential NGO partners, Capacity building needs for partners, social affairs office develop targeting criteria and set up information and data on beneficiaries, beneficiary screening and selection implementation challenges and lessons, committee communication and outreach, monitoring and reporting, coordination and facilitation 6. NGOs and other non-profit In collaboration with Labour & Social Project implementation work plans and service providers working on Affair Offices provide and coordinate progress report, clarity of required standard providing services for the services to elderly, women, street of services, homeless children homeless services for technical support all development matters taking place in the city F Beneficiaries Component 1 1. Urban Poor public works and Participate in PW, participate in Clarity regarding process and targeting, livelihoods beneficiaries trainings, and livelihood grants, transparency in targeting decisions, provide information for project grievance mechanisms, Rules and management, conditions of LIPW, timely transfers, criteria for qualifying for business development and livelihood grants, information on GBV and referral services, rights and exemptions e.g. for pregnant women, access to child care services Component 2 2. Urban youth unemployed Participate in training, counselling, Equity and accessibility of information for apprenticeship, all interested, simple and clear message on project offer, clarity of registration process and requirements, transparency in selection process, terms and conditions of apprenticeship and assistance for job search GBV and referrals, Component 3: 3. Families with no able bodied Accessing timely information on criteria person-permanent direct for qualification. Transparency in support beneficiaries (elderly, targeting, effective GRM, regular feedback orphans, disabled etc) mechanism, ease and secure transfer for direct support, accessibility of project communication (door to door) communication and feedback may be preferred) and accessibility to GRM, information on community bases health services, support for accessing social services ease of access to health services eg. priority for senior citizens in public 19 Description of Stakeholder Expected Role Information needs and interests health centres, physical accessibility of health services (eg for wheelchair users) 4. Homeless, including street Participate and cooperate with social Information and rules for accessing children, women with workers services, time and location, form of children, adults and elderly communication, feedback and grievances, access to other project components G Development Partners 1 World Bank - Provide technical support on Project implementation updates and reports, project design and status of social and environmental risk implementation management, SEP implementation progress - Provide project funding updates, period M& E reports - Continue working with UNICEF to coordinate policy development capacity building and enhanced social work approach to strengthen MoWSA. 2 UNICEF - Provide technical support on project Project implementation updates and reports design and implementation particularly for the direct support and destitute component of the project -Continue working with the World Bank and the government on policy development capacity building activities and efforts to strengthen MoWSA 4.4. Characterization of Disadvantaged and Vulnerable Groups and Individuals Disadvantaged or vulnerable refers to those who may be more likely to be adversely affected by the Project. Such groups may be less able to take advantage of a project’s benefits. Such groups are also more likely to be excluded from the consultation process. Various types of barriers may influence the capacity of such groups to articulate their concerns and priorities about project impacts. Engagement with the vulnerable groups and individuals often requires the application of specific measures and assistance aimed at the facilitation of their participation in the project-related decision making so that their awareness of and input to the overall process are commensurate to those of the other stakeholders. Members of the community that are old might have mobility challenges to access venues for project activities, women and children, elderly and disabled individuals, persons with HIV/AIDS and chronic illnesses, refugee community and IDPs are often the most vulnerable members of society because of their limited access to information due to physical, social, cultural and structural barriers within the communities. These categories of people shall be particularly targeted with adequate information to understand the nature of the project activities and the anticipated positive and potential negative impacts of the project. They should also be provided with adequate information on how to access the grievance redress mechanism of the project 20 whenever the need arises. Project should consult disability associations and organizations for engaging effectively with persons with disability. Special efforts will be taken to disseminate project information to these groups and to ensure their inclusion in the stakeholder engagement process. To involve women, particularly among the PAPs, in the stakeholder engagement process, the Project will work through female representatives in the affected communities, to identify suitable venues and timing for consultations. Regarding disabled groups, all venues for consultations, workshops and meetings should be selected with a view to facilitate physical access for disabled. Displaced PAPs (if any) will be informed about meetings and consultations via other community members in the area, and potentially through radio and social media. Table 4: Characterization of Disadvantaged and Vulnerable Groups and Individuals Stakeholder Key Characteristics Language Preferred notification Specific needs group needs Elderly men Constrained One on one or small Audio/verbal Accessible venues for and women mobility, group meetings, registration and participating Health issues, verbal; processing of payments in Direct carers, communication, Flexibility of time and venue Support through churches, and for meetings Mosques and Minimise and shorten community based meetings at convenient times organizations such as’ Iddir’ Elderly men Physical disability/ Assisted One on one Meet at homes/Shelter and women mobility constraint communicatio communication; visits with Hearing and visual n, brail and at homes, project Use Partner NGOs for disability impairment sign language website, community- consultation and information where possible based organizations written documents should be (Iddir), radio and easy to read and understand. disability associations Individuals/ Hearing impairment Braille, audio, Written information, Ensure accessibility of Youth (Hearing loss) sign language radios, social medial, training venues, OSSCs, and (potential associations; Project other facilities, consult the apprentices) Visual impairment website; special needs and provide with (Low vision or sign-language translators/ disabilities blindness) interpreters where needed or hold separate and assisted Physical impairment meetings where possible. (Mobility disabilities) Speech impairment, amongst others Women Consultation times Local language Verbal, community Meetings in close-by locations will have to align as appropriate announcement, within communities with the needs of focused group Flexibility of time, duration women. Women meetings, radios etc and frequency of meetings 21 may have limitations about Gender sensitive teaching and time of day or learning environments location for public consultation; they Accessible grievance redress may need child care system for meetings or other additional support and resources to enable them to participate in consultations. Street Street children lack Visual and Verbal Attending to meeting Children basic needs such as activity based communication immediate needs (food food and drinks and Focus group and clothing and immediate health may suffer from individual interviews needs) where appropriate in health issues collaboration with partners Children are Ensure child protection vulnerable to protocols are in place and violence and followed by all in contact with exploitation children Street children’s high mobility Experienced child challenges sustained participation as facilitator for consultation meetings Street Hearing, visual and Personal Verbal, sign language, Use professional assistance children with mobility impairment assistance, posters, and written /social workers for disabilities brail, audio, information, focus communication Complex health sign language group and individual issues including interviews Use experienced child mental health issues participation facilitator Assist addressing immediate needs first. Ensure child protection protocols are in place when dealing with children IDPs and Safety and written Verbal language, refugee assistance for documents posters, and written Assist addressing immediate communitie necessities, such as should be easy information, focus needs first. s food, shelter and to read and group and individual Meet at Shelters/camps, social services understand. interviews Use host local administration including immediate for consultation and medical services for information and assistance. IDPs 22 5. Stakeholder Engagement Plan (SEP) This stakeholder engagement plan for UPSNJP is prepared to ensure that direct and indirect stakeholders at all levels are informed and meaningfully consulted about the project design, its components, and intended target beneficiaries, risks and mitigation measures. SEP is also about addressing and responding to grievances and regular reporting to stakeholders. Stakeholder engagement is necessary to ensure inclusive, effective and meaningful consultation and engagement throughout the project phases. Stakeholder engagement at the design stage includes formal and informal consultation, information gathering and disclosure about the project design, proposed activities and components and receiving initial feedback. Stake holder engagement at project implementation includes consultation with, target population, periodic project review meetings, quarterly community interface meetings, and regular project monitoring and supervision and complaint and grievance handling and resolution methods and procedures. The platforms are viewed to provide avenues for exchange of information between project implementers and stakeholders regarding the progress of the project and feedback on implementation issues, and to address issues related to management of environmental and social risks including the grievance redress mechanism. Stakeholder consultation on project closure and post closure concerns are also considered at the end of project to inform project achievements, share lessons learnt and make recommendations for possible future engagements. 5.1. Purpose and Timing of Stakeholder Engagement Program This Stakeholder Engagement Plan (SEP) is designed to establish an effective platform for productive interaction with the potentially affected parties and others with interest in the implementation outcome of the UPSNJP. Meaningful stakeholder engagement throughout the project cycle will: • Solicit feedback to inform project design, implementation, monitoring and evaluation • Clarify project objectives, scope and manage expectations • Assess and mitigate project environmental and social risks • Enhance project outcomes and benefits • Build constituencies and collaboration • Disseminate project information/ materials • Address project grievances Adequate stakeholder consultations will require effective timing and advanced planning. To ensure information is readily accessible to affected stakeholders, and adequate representation and participation of the different groups in the process, the UPSNJ Project will adopt different methods and techniques based on an assessment of stakeholder needs. 23 5.2. Stakeholder Engagement Methods to be used Awareness creation workshops and UPSNJP project launch meetings with federal, regional and city level project implementers as well as with development partners were held. Moreover, consultative meeting and awareness creation training has been carried out with communities. Furthermore, the project has announced with national broadcast media and information leaflets, and brochures distribution. Regarding, additional financing for the UPSNJP pre appraisal consultation workshop has been carried out with federal implementing stakeholders and representative from development partners such as the World Bank and the Government of Canada, and will be announced when it is approved and effective. Federal MoUDI/ PCO and MoWSA project team have organized project launch meeting on a national level as well as organize meetings in each project city, woreda/kebele level with leaders, PAPs, and other interested parties. Meetings will be open house events where PIU will present information and people will be invited to make comments and express any concerns. A range of consultations with different stakeholders using various methods such as FGD, one on one discussion, community consultation, etc will be conducted and documented, and community level meetings will also be conducted with men and women (including vulnerable households) to better understand needs, expectations, and concerns of these population groups in relation to the project. The feedback received at these meetings will be documented and shared along with measures to be taken to based on recommendations. Meetings in each of the City /woreda and kebele will also be organized on a quarterly basis. Table 5 provides detail engagement techniques, target audience and timeframes. Table 5: Methods for Stakeholder Engagement Engagement Description and use Target audience Timeframe Technique Websites The Project PAD and PIM, as well as the ESMF, All stakeholders Before Project RPF and SEP will be published on official Appraisal for the websites of partnering and implementing parent project. SEP Ministries and Agencies and the World Bank updated version will be disclosed by appraisal while other Additional Financing documents to be disclosed after approval 24 Engagement Description and use Target audience Timeframe Technique Media Advance announcements of commencement of Project-affected Though out project announcements major project activities, project Grievance stakeholders and implementation Redress Mechanism, and other outreach needs of communities the project e.g. call for skills training and sensitization on services Information Boards Advance announcement of commencement and Project-affected All the time of key progress for major project activities communities implementing agencies at all levels Community / public These interactive platforms will be used to Project-affected On quarterly basis meetings convey general information on the Project, communities detailed discussions on sub-project activity that is planned by the project, project environmental and social risks and mitigation measures and to provide regular updates on implementation progress to local, regional and national stakeholders. Correspondence by Distribute project information to government Government On quarterly basis phone/ email/ officials, organizations, agencies and companies officials, NGOs, written letters and invite stakeholders to meetings CSOs, CBOs, trade associations, Development Partners Printed media This will be used to disseminate and disclose General public Twice in a year or advertisement project documents intended for general readers more as required and audience (e.g. ESMF, RPF, ESCP) Advertise project procurements, as applicable Distribution of This will be used to convey general information General public and Twice in a year printed public on the Project and to provide regular updates on project beneficiary materials: Project its progress to local, regional and national information leaflets, stakeholders. brochures, fact sheets 25 Engagement Description and use Target audience Timeframe Technique Internet/ Digital Use of the official websites of partnering and Project stakeholders All the time Media implementing Ministries and Agencies to and other interested promote various information and updates on the parties that have overall Project, impact assessment and impact access to the internet management process, procurement, employment resources. opportunities, as well as on Project’s engagement activities with the public One-on-one This will be used to solicit views and opinions on Targeted project By the end of the interviews project impacts and solutions. beneficiaries budget year including IDPs and Refugee communities, Vulnerable individuals, CSOs, NGOs/ business associations, job seekers, etc. Dedicated hotline A designated and manned telephone line will be Project affected To be started within and short code set up that can be used by the public to make persons, and any six months of project complaints and grievances, obtain information, other stakeholders effectiveness and will make enquiries, or provide feedback on the and interested parties continue all the time Project. though project implementation Workshops This channel will be used to: (i) Present project Government, NGOs, On quarterly biases information to a group of stakeholders; (ii) Allow CSOs, DPs, Private the group of stakeholders to provide their views Sector Associations and opinions; (iii) Use participatory exercises to facilitate group discussions, brainstorm issues, analyze information, and develop recommendations and strategies; and (iv) Recording of responses. Focus group This will be used to facilitate discussion on Vulnerable groups During preparation meetings specific issues such as GBV, disability inclusion, and once in every six etc. that merit collective examination with various months during groups of stakeholders including IDPs and implementation. 26 Engagement Description and use Target audience Timeframe Technique Refugee community using Focus Group Meetings. Surveys / Surveys will be used to gather beneficiary Project beneficiaries once in two year (bi Independent opinions and views about project interventions. including IDPs and annual) evaluations CSOs could also be engaged to support citizen Refugee feedback surveys for the project. communities Specialized Child Activities, visual and art related methods will be On quarterly basis participation used to ensure effective communication and Project beneficiaries- methodologies inclusion of children as project beneficiaries. children (visual, art, drama, Partner NGOs, social workers and specialists in etc) child participation could be contracted to conduct such engagements with children. Stakeholder engagement is a continuous process and depends on the needs of the project. For the parent project, awareness creation workshops and UPSNJP project launch meetings with federal, regional and city level project implementers as well as with development partners were held. Moreover, consultative meeting and awareness creation training with communities has been carried out. Furthermore, the project has announced with national broadcast media and information leaflets, and brochures distribution. Regarding, additional financing for the UPSNJP pre appraisal consultation workshop has been carried out with federal implementing stakeholders and representative from development partners such as the World Bank and the Government of Canada, and will be announced when it is approved and effective. The table below outlines key stakeholder engagement activities at key stages in the project cycle preparation, launch, implementation and closing. Responsible agents for consultation at each stage also take the task of integrating the feedbacks from these consultations to inform project at each key stages. A combination of the methods above will be used to engage different stakeholders. Table 6: Summary of Stakeholder Engagement Activities and Timing N Project Phase Engagement Objective Targeted Stakeholders Time Frame o. Activity 1 Project National Collect views on the Representatives of Done during the Preparation stakeholder design of the project, Government, Agencies and preparation stage Phase consultations target beneficiaries, Departments Responsible for environmental and social Implementation of the Project, risks, mitigation NGOs and Development measures, grievance Partners(World Bank , and redress mechanisms and other development partners for Stakeholder engagement Additional financing such as plan the Government of Canada, the Government of Denmark and 27 the Government of the Netherlands) Region/City level Collect views on the Regional/ City Administration, Done during Stakeholder design of the project, City Councils, Municipal preparation stage consultations identification of target Offices, BoWSA, BoLS, beneficiaries, EPA/Offices, BoFEC/offices, environmental and social BoUDI/offices, TVET and risks, mitigation other skills training institutions, measures, grievance Chamber of Commerce, redress mechanisms and business associations Stakeholder engagement plan Community level Collect views on the Ordinary members of the Done during Stakeholder design of the project, community, target beneficiary preparation stage, consultations targeting of project groups, such as women, youths, beneficiaries the elderly and disabled, environmental and social Members of NGOs, CSOs, risks, mitigation Community Organizations, measures, grievance Religious Leaders redress mechanisms and Prominent business owners stakeholder engagement plan 2. Project National project Awareness of National project launch: Done for the Launch launch workshop stakeholders on key MoUDI, MoWSA, MoLS parent project, with project features aspects RSS and regional counterparts, Launching of representatives of including fiduciary and NGOs, Development project for the AF implementing safeguard, roles and Partners(World Bank , and agencies from responsibilities and roll other development partners for participating out plans Additional financing such as regions the Government of Canada, the Government of Denmark and the Government of the Netherlands). 3. Project City project Explain key project City administration, city level Done for the Launch in launch workshop features s including Food Security/Urban parent project, participating fiduciary and safeguard, development, OSSCs, chamber Launch of project cities roles and responsibilities of commerce, business for the AF of each stakeholder, associations, business owners, communication to Youth groups and associations, beneficiaries and public Iddir and neighbourhood associations, NGOs, residents, school directors and health service providers Elders, religious leaders, community leaders, CBOs, Women groups, 4 Project Implementati Community Mobilize and prepare Sub City and Kebele Already done at on /public target communities for Administrations, Members of the start of mobilization and project implementation, target communities, Senior implementation consultation provide specific Citizens Association, of the parent information on project association s of people with project and will plan, clarify expectations disabilities, religious and continue on Agree on effective means political leaders, marginalized quarterly bases. for communication and groups, business owners, youth outreach 28 groups, TVET colleges, schools and health service providers Project Provide and obtain on National, regional, city/town, Ongoing on implementation going information on and community level quarterly/monthly monitoring and project performances stakeholders basis throughout supervision the project period missions Project review Provide and collect Food Security & Job Creation Quarterly meetings with periodic feedback on Bureaus, Labor and social throughout the selected project implementation affairs bureaus at Regional, project period stakeholders from progress and identify and City, city/Town and National, discuss new and emerging Community level, Regional, issues, Chambers of commerce and City/Town, business associations, and Development business owners, Project Partners (World Beneficiaries and stakeholders Bank , and other including Senior Citizens development Association, Association of partners for People with Disabilities, Additional Women and Youth Groups, financing such as NGOs and CBOs the Government of Canada, the Government of Denmark and the Government of the Netherlands) and other relevant agencies and departments 5 Project Close Project close out Engage stakeholders on Regional, city/town End of the project Out Phase meetings project exit strategy administrations and local level year stakeholders, beneficiary communities and women, youth groups, Persons with disabilities, 5.3. Strategy for Information Disclosure Information to be provided to stakeholders depends on the stage of the project and with identified information needs of stakeholder. These include information on the nature of the project design, target beneficiaries, anticipated environmental and social risks and impacts, proposed mitigation measures, stakeholder engagement plan, grievance redress mechanisms. A combination of methods shall be used to disclose information pertaining to the project to different set of stakeholders. At federal and regional level, disclosure of information shall be made through workshops and meetings with representatives of the various ministries and relevant agencies, development partners, indirect interested parties and representatives. For city /town and community level stakeholders, information shall be disclosed through public meetings organized within the communities. Information disclosure at city/community level will consider literacy levels, language and physical constraints such as visual impairments, hearing and speaking disability and mobility 29 constraints. Deliberate efforts shall be made to ensure that vulnerable groups, such as women, youth, the elderly and disabled individuals, persons with HIV/AIDs, homeless individuals and families to be adequately consulted, represented and heard. Printed copies of relevant project documents shall be made available through appropriate and designated places within reach of stakeholders. Moreover, radios, posters and pamphlets and social media platforms will be used at different situation based on its suitability for access. Posters will be placed in visible public places such as local kiosks, cafes shops and schools. Information will also be made available through Iddirs, and other neighborhood associations. Information disclosure to stakeholders includes disclosure of key project documents and reports of stakeholder consultation meetings. The latter include key information including agenda, participants, main issues raised, conclusions reached and proposed dates for next consultation meeting. The information disclosure shall be conveyed through appropriate means and depending on targeted stakeholder audience. Mostly, the project shall use written forms of communication in the form of letters, flyers, announcements on community radio stations where available, and mobile phone text messaging systems. Where possible social media platforms and groups shall be created to assist in information dissemination to targeted stakeholders. Alternative means for receiving feedback and comments on disclosed information shall be specified in the disclosure. The project GRM shall also be disclosed. Table 7: Summary of key methods for disclosure of information at different stages of the project. Project List of Methods proposed Tentative Target Percentage reached Responsibiliti stage information to Timetable: stakeholders es be disclosed Locations/ dates Project Project Design Community Meetings, Project Members of About 40% of target Project Preparati summary, preparation target audience Preparation on Stakeholder Focus group period at communities in team in Engagement Events, and Special selected target Collaboration Plan, Gatherings community woreda/kebele with concerned Environmental venues offices and Social Commitment Plan, Grievance Redress Mechanism setup Community, regional, city After Bank Community 60% of target Project FMs and Approval members in audience preparation National/regional Radio target team and stations woreda/Kebele implementing agencies and offices 30 Make available printed After Bank National and 95 % of target core Project and electronic copies at Approval City level stake stakeholders implementing National, Regional/City holders agencies and and Woreda/kebele level offices focal offices as well as online portals Disclose ESCP and GRM on websites Project Project Progress Review Meetings Annually Stakeholder 100 % of target impleme Reports throughout representative stakeholders ntation A short summary/ of the project at national, city annual report in simple life span and and accessible language to community local communities and level media Focus group feedback sessions with most vulnerable Interviews and one on one meetings 5.4. Proposed Strategy for Consultation Stakeholder engagement and consultation has started since the start of the project design. Targeting of beneficiaries for public works and direct support under component 1 and 2 proposes to use community-based preselection that requires community participation. Identification and planning of sub activities for public works involves participation of local communities. Moreover, Grievance and targeting committees are selected by the community. Community engagement for the project should adapt different methods depending on roles and interests of stakeholders and beneficiaries. Furthermore, effective and inclusive engagement will require the consideration of methods of engagement with the vulnerable beneficiary groups including youth and children. The project shall employ interviews, open community meetings, focus group discussions, interviews and workshops as a means of carrying out consultations. These shall be done in the target city/town and communities with special consideration to enable easy participation of vulnerable and disadvantaged groups of people. Key points from the quarterly consultation forums will be summarized and shared with stakeholders and the implementing agencies (MoWSA, MoUDI, MoLS, RSS and the PCO) will be responsible for ensuring the feedbacks and recommendations inform the project design and implementation and incorporate them in project progress reports. 31 Table 8: Summary of key consultations and methods to be employed Project stage Topic of consultation Method used Timetable: Target stakeholders Responsibilities Location and dates Project Project design elements Workshop with Monthly Representatives of MoUDI, MoWSA, MoLS, RRS Preparation target Government, Project Project Preparation Team and stakeholders implementing offices and the World Bank agencies Development Partners, and NGOs Project design, Meetings with Quarterly Regional Level and MoUDI/PCO in collaboration Environmental and Social Regional City/Town Level Project with Social and environmental Risks, Mitigation City/Town Implementing Officers, risk management Task team Measures, GRM and Level Project Environmental and Social Stakeholder Engagement Implementation Safeguard Focal Persons Plan Offices /Units Project design, Community Quarterly Representative Members City Food Security and Job Environmental and Social Meetings focus of Selected Communities, Creation Offices, PCO and LSA Risks, Mitigation group Elders, disabled and offices in collaboration with Measures, GRM and discussions and Women Group, target Social and environmental risk Stakeholder Engagement interviews beneficiaries, religious management Task team Plan leaders and political leaders, and traditional and social organizations Project Project implementation Community Quarterly Representative Members City level Urban Implementation Progress Review meetings Meetings, of Selected Communities, development/Urban Food physical Elders, disabled and Security, Woreda Level Project information Women Group, Implementation Units and participating beneficiaries, project focal persons with city religious and political /town level stakeholders and leaders, traditional and financial institutions such as social organizations, banks and microfinance formal financial institutions (MFIs) for payment institutions such as banks delivery to all beneficiaries and microfinance institutions (MFIs) who will be involved in delivering payments to all beneficiaries Project phase out Exit strategy preparation Community Final year Representative Members City/Kebele councils with Meetings of the of Selected Communities, support of National Project project Elders, disabled and coordination team Women Group, beneficiaries, religious leaders, political leaders, 5.5. Proposed Strategy to Incorporate Views/Opinions of Disadvantaged and Vulnerable Groups Appropriate and clear methods of communication shall be used to inform participants about the consultation meetings. This will include invitation letters and direct contact by social workers stipulating the types and number of community stakeholder groups expected to come to the meetings. Adequate 32 consideration should be given to organize meetings within manageable distances for people with walking or physical challenges due old age or for individuals who might require use of megaphones and interpreters (sign language) due to hearing challenges. An extra effort shall also be undertaken to reach out to non- beneficiary members of the target communities in order to make them understand the project targeting processes and capacity limits so that they do not feel disadvantaged. The Project may need to go further to meet people with disability on one on one bases as needed to ensure that their views and concerns are heard. Moreover, the project will ensure that all consultations are culturally appropriate. The community meetings shall be properly facilitated using a pre-designed discussion guide that will carry specific questions targeting vulnerable groups. Social workers at all level shall be used to lead and conduct community meetings to ensure equitable participation and contribution of marginalized groups. The facilitating teams shall have skilled note takers who will video record the deliberations verbatim with the aid of voice recorders. In cases where necessary, one on one interviews and surveys will be used to ensure the inclusion of views and concerns of vulnerable beneficiaries. Focus groups and/ or workshops and meetings with children and young people will be facilitated with experienced facilitators in child and youth participatory methods. Meetings and interventions with children will require putting in place measures to ensure child protection. Sign language and visual techniques and personal aids will be made available where persons with disability or visually impaired are consulted. Arrangements will need to be made for child care or elderly care and all costs necessary should be incorporated in budgets. Verbal consent shall be sought from meeting participants before video recorders are used in recording of the proceedings. Comment/suggestion boxes shall also be prepared and placed in designated places within close reach of the communities to enable them to submit their views and reactions after information disclosure meetings. After completion of consultations, the field notes, transcriptions and key issues shall be consolidated, analysed and incorporated into the relevant project documents by city level social workers and project office concerned staffs. All views expressed by stakeholders will be carefully noted, documented in the consultation summary and considered, including those of disadvantaged or vulnerable groups. The following strategy will be used for consultation with vulnerable groups: o Issuance of invitations specific to the relevant groups: i) female PAPs; ii) displaced PAPs; and iii) poor and other vulnerable groups; o Conduct specific consultations with each of these groups separately in a location and venue easily accessible to them. Women’s association, Youth association, elderly group and association for people with disabilities will be used will be involved reaching these groups; o Consultation with vulnerable people will be conducted throughout the project life. There will be separate focus group discussions (FGDs) arranged with vulnerable people during project design/ preparation stage on a quarterly basis. The key focus will be to explore problems and needs of these groups and how to reach them. There will also be quarterly meetings conducted with these groups during project implementation. 33 5.6. Review of Comments Upon disclosure of project information, provision will be made for websites of implementing agencies where dedicated space in their portal will be provided for the general public and concerned stakeholders to submit their comments, observations and questions regarding the project. For information disclosed through meetings, instant feedback will be collected through designated rapporteurs who will be available during the meetings. Participating stakeholders shall also be given freedom to take their own minutes of the proceedings and share a copy with the rapporteurs. After the deadline for submission is passed comment/suggestion boxes will be collected from the sites for consolidation, analysis and inclusion into the project documents. A summary of how comments were taken into account will be made and shared with the stakeholders through project implementation inception meetings once concerned authorities make the final decision on the project. 6. Grievance Redress Mechanism The GRM of the UPSNJP (the parent) is applicable similarly for additional financing. The UPSNJP is a multifaceted project having multiple interventions that are mostly expected to have positive impacts in addressing urban poverty and unemployment in the target communities and the country at large. While considerable efforts have been made to include social and environmental risk management in the design and implementation of the project in order to minimize and prevent potential adverse impacts, there is always a possibility that interests of some individuals, groups and institutions may still be negatively affected by the activities of the project. Typical grievances that are anticipated from the implementation of UPSNJP subprojects include claims and complaints about targeting and selection of project beneficiaries (inclusion, exclusion), lack of transparency on cash transfers and payments, poor service delivery including delays, unfair treatment by project staff and discrimination based on sex or other physical and health conditions. Restrictions on land use, loss of property, disruption of access paths, corrupt practices, human rights violations, child labor, and gender-based violence and sexual exploitation and abuse are among the potential grievances that may arise during implementation of subprojects. Such instances may generate complaints from individuals, groups and institutions that may be affected. Therefore, a well-defined, clear and transparent system for receiving, recording and resolving potential concerns and complaints that may arise from project-affected persons is an essential and necessary mechanism to provide remedies to grievances early enough to avoid unnecessary project implementation delays and obstructions. In this regard, the project will strengthen the Grievance Redress Mechanism that was established under UPSNP. The Grievance Redress and Management Committees, which were established at kebele/woreda, and city levels, will be reorganized and adequately capacitated. The GRM will also be extended to the national level and be expanded to handle all types of grievances arising from implementation of all the project related grievances. The GRM will have dedicated focal persons at 34 kebele, woreda, city and federal level responsible for grievances coming from different components of project implementation. The GRMs will be promoted as much as possible as part of a communication campaign and trainings to beneficiaries of the project are aware of channels through which they could voice their grievances and complaints. Component 1: Public Work and Livelihood Support In the case of PW safety net beneficiaries, the Kebele/ Woreda level GRM will be the first opportunity for resolution of grievances through discussion and mutual agreement between the project-affected person and members of GRM committees. Each kebele/woreda level GRM committee will facilitate receiving, recording and resolution of grievances at their project site through a designated member (focal person) of the committee. The PW beneficiaries will be sensitized to put-forward their grievances or concerns about anyone or anything related to the project through appropriate channels of their choice which will include: - Face- to-face meetings with GRM committee members, city level staff, and national staff during visits to their project site; - Grievance boxes and desks; - Written letters, E-mail or SMS and hotline services. Upon receipt of the grievance, the Woreda GRM committee shall assess the grievance to establish whether it could be resolved locally or needs to be referred to the next level. Where possible, the Woreda GRM committee shall attempt to resolve and close the matter if the complainant is satisfied with the resolution. Where the matter has failed to be resolved or where it is deemed to be beyond the capacity of the Woreda GRM committee, the matter shall be referred to the city level GRM Committee or another relevant institution for further redress. The complainant will be informed, and the determination will be appropriately recorded in a grievance register, as part of the project’s Management Information System (MIS). Upon receiving a written referral from the Kebele/woreda GRM, the City GRM Committee shall also attempt to resolve the matter by convening concerned parties where possible. The same process will be repeated with further referral levels until the case is resolved. Regarding, refugee and host integration grievance both the UPSNJP and RSS GRM would be applied. Like that of MoUDI/Food Security, RSS has its own GRM basis on the Refugees and Returnees Grievances and Appeals Handling Directive (Directive No. 03/2019) that explicit procedures through which Refugees who are dissatisfied because of services rendered to refugees by the government and partner institutions not being up to the set service standards, have the right to file their grievance and obtain appropriate feedback while the Agency has the duty to promptly redress such grievances. However, since RSS is an implementing partner in the RHISN, whose role is to co- ordinate the RHISN with the rest of refugee policy and to provide protection to refugees, per its institutional mandate. There would come project related issues which are not in the direct hand and order of RSS like working material provision, payment delay, etc. that can only be addressed by the executing agency of the project whereas refugee related targeting, conflict and other complains will handled by RSS GRM System. However, in case of a grievance which needs cooperation of both agencies, it will be addressed jointly. 35 The IDPs grievance will be managed by the UPSNJP Grievance Redress Mechanism. Moreover, the Grievance Redress and Management Committee (GRMC) will be established at camp/shelter level and will hear, record, and investigate complaint cases as submitted by project affected persons. Membership of the camp GRMC will include representatives of women, youth groups, elected PAPs, representative of the community social support committee and representative from host communities,. The Camp GRMC members from IDPs will have high turnover probability, therefore, it needs to have camp level regular monitoring on the composition of the committee as well as to ensure it functionality. If project affected person is satisfied with the resolution, the case will be closed. If not, the case shall be referred to the City level UPSNJP grievance redress and management committee (CGRMC). The Committee will be appraised on the resolution made by the camp GRMC. Component 2- Apprentices Given that the project involves different actors, including job seekers, firms, service providers and government institutions, there is a wide range of scope for grievances to occur throughout the project cycle. Job seekers and firms could hold grievances and voice complaints at different stages of the project cycle, including at selection, placement, apprenticeship and post-apprenticeship stage. At the national level, the PCO will establish a system for the receipt, recording and referral of complaints and grievances. This will include a dedicated SMS complaints number, an online platform and a toll-free line (TBD) through which beneficiaries and firms may lodge complaints. The PCO will dedicate an officer to manage the receipt, recording and referral of complaints and grievances. The officer may refer the complaints to the service providers or to relevant city offices. For cases that have been referred previously but have not been resolved, the officer may escalate these directly to the National Steering Committee (NSC) for review and resolution. The NSC will have, among others, a youth and private sector representative. Through this representation, general cases of complaints and feedback from existing youth representation structures (youth groups, committees, etc.) and private sector associations may be brought directly to the NSC for discussion and resolution. At the local level, the woreda/kebele Grievance Redress Committee (GRC) will be the human entry point for all grievances and complaints. Youth representatives and staff from OSSC will be members of the GRM committee at the woreda/Kebele level. An OSSC staff member, preferably a woman, will be the focal person for all grievances including GBV/SEA coming from component II. A committee at local level meets twice in a week to discuss and review complaints, including complaints received at the one stop shop centre (OSSC) through the complaints box. In case the matter is technical, the committee resolves it at local level. If it is an administration or policy-related complaint, it is referred to city office. This process is overseen and guided by the city offices. The city office will be in charge of training, information and supervision to make sure the focal person and the GRM committee are capacitated to receive, review and process complaints. In addition, when complaints are referred to the city level, city offices will provide a solution if possible. If this is not possible, the city office will forward the complaint to the PCO. 36 The GRM at the national, City and woreda/Kebele level, the system that will be used for the receipt, recording and referral of complaints and grievances need to be integrated with the MIS. Complaints received directly through the toll-free line (TBD) will be provided for the beneficiary to forward their issues. Moreover, the social worker, a member of GRM at Woreda/City level will collect all type of grievances from component III beneficiaries. SMS or online mechanisms will be recorded directly into national level MIS and referred for resolution by the relevant offices. Component 3: Urban Destitute Given that the project involves different actors, including homeless (street children, elders and physically disable people) NGOs, service providers and government institutions, there is a wide range of scope for grievances to occur throughout the project cycle. Homeless and contracted workers could hold grievances and voice complaints during the integration and rehabilitation process. At the national level, the project team under MoWSA will establish a system for the receipt, recording and referral of complaints and grievances. This will include a dedicated SMS complaints number, a toll-free line (TBD) through which beneficiaries and contracted workers may lodge complaints. The project team will dedicate an officer to manage the receipt, recording and referral of complaints and grievances. The officer may also refer the complaints to the service providers or to relevant city offices depending on the type of grievances. At the local level, similar to the other components (1&2), the woreda/kebele Grievance Redress Committee (GRC) will be the first entry point for grievances related with this component too. Social workers from respective level LSA offices will be members of the GRM committee and serve as a focal person for cases in this component. The focal person preferably a woman, will be responsible for collecting all grievances including GBV/SEA of the UD. The contracted NGO will also assign a focal person who will be working with the social worker in collecting grievances from the beneficiaries. Moreover, suggestion boxes, hot line services (TBD) and SMS will be available for beneficiaries to lodge their grievances. The Social worker will visit the homeless beneficiary at least twice in a week to collect grievances from these beneficiaries and to monitor the overall implementation of this component. The focal person will also collect the grievances submitted through comment boxes, SMS and hotlines and forward it to the kebele/woreda GRM committee for assessment and resolution. This process is overseen and guided by the city offices. The city office will be in charge of training, information and supervision to make sure the focal person and the GRM committee are capacitated to receive, review and process complaints. In addition, when complaints are referred to the city level, city offices will provide a solution if possible. If this is not possible, the city office will forward the complaint to the PCO. For complaints requiring Federal action (e.g. payments and for Serious Complaints), there need to be a mechanism for notifying Federal level. It is the responsibility of the City to regularly follow up with Federal on any pending responses required to resolve a complaint. All actions taken on a particular complaint at any level must be logged in the GRM Log Sheet and captured in the project MIS. 37 Serious Complaints such as GBV and other cases: Complaints related to GBV must be fast tracked and referred immediately by the City, using the GBV Referral Pathway as indicated in this procedure. GBV Referral Pathway Serious complaints raised through the GRM, including GBV cases (sexual exploitation and abuse, sexual harassment, rape, other types of GBV, etc.) should be addressed immediately by referring GBV survivors to support services within the national GBV Referral Pathway. The four main components of the GBV Referral Pathway are health services, psychosocial support services, legal and justice services and security and protection services (police). Here is the basic overview of the GBV Referral Pathway, below. When services are not available in the Woreda/Kebele, the Kebele and City Grievance Focal Persons should work together with Federal to ensure that GBV survivors receive the support needed and follow up on cases. Federal PIU will work with the Woreda GRM focal person to ensure that survivors are receiving the required support and follow up on cases. It may involve transporting of the survivors outside to their location to cities or regions where the needed services are available. The project will ensure survivor centred approach is followed. 38 Health Police - Health Centres - Victim Support Unit ( community - Hospitals Policing) - One Stop Centres - Community Crime Prevention Unit - One Stop Centres Legal - City level EWLA Pscychosocial Support -Federal level EWLA - City of Social and labor affairs MWCYA at city and Federal level - Local & International NGOs - Courts - One Stop Centres - One Stop Centres Community Advocates Traditional leaders, faith-based organizations, CBOs, women's groups Kebele/woreda Grievance Focal Persons Figure 3: GBV Referral Pathway 39 Composition of GRM Committee: The composition of the GRM committee at kebele/ woreda level shall include local Kebele administration or council member; persons represented from the project beneficiaries (participants), elected community elders, members of local youth and women groups, staff from one stop shop centres (OSSC) in cities where the youth employment component is implemented and a social worker from the Women and Social Affairs office. This venue will help to resolve issues and complaints of affected person at the earliest point to make the process faster and cost effective. A committee at woreda/kebele level meets twice in a week to discuss and review complaints, including complaints received at the one stop shop centre (OSSC) through the complaints box, SMS and Hotlines. In case the matter is technical, the committee resolves it at local level. If it is an administration or policy-related complaint, it is referred to city office. In events where aggrieved party not satisfied by decisions made at Woreda/Kebele Grievance Redress and Management Committee (GRMC), the cases shall be referred for review and re - consideration to Grievance Redress Committees at City level. The City Level GRMC shall be composed of representative from the City Council, officer from the urban development/Food security, and representatives from beneficiaries, elders, traditional and religious institutions, youth and women groups, staff from OSSCs in cities where the youth employment component is implemented and officer from the City level Women and Social Affair office. The committee members at the City level will meet once in a week to discuss and review complaints referred by the woreda/kebele GRM. In events where the grievance not resolved at the city level, then affected party shall be advised to take the cases to the regular court for final decision. GRM committees at all levels will have a focal person preferably woman to receive and report issues respective to their institutions. The following will serve as a focal person for the project. Representative from food security and job creation office at all levels, social worker from LSA office, and staff from the OSSCs. The GRM for the UPSNJP will be complimentary to other existing grievance redress mechanisms within the legal and administrative structures. Such existing mechanisms include Courts, Police, Anti -Corruption Office, Human Rights Commission, and City Administration Complaint Handling Units. Project affected parties shall also be informed about the existing legal and formal mechanisms and be allowed to make use of them when and wherever they find it necessary. This would also assist in creating alternative space for project-affected parties who would otherwise not be able to voice out their concerns through the established UPSNJP GRM structure for fear of reprisals despite repeated assurances of protection. 6.1. Institutional Setup of the GRM for UPSNJP The GRM for the UPSNJP provides for negotiation and agreement by consensus between the project and affected persons as the first avenue to resolve issues and grievances expressed by the affected person by the project. 40 Kebele Grievance Focal Persons selected by the community, public and project beneficiaries are the main support for complainants at community level. The main Focal Persons should always be women, unless there are exceptional circumstances. The Focal Person should be available to assist all complainants to fill out Complaint Forms or to receive complaints verbally. In the case that the Focal Person becomes aware of serious complaints, they are responsible for keeping it confidential and rapidly reporting the complaint to city level. Kebele/woreda Grievance Focal Persons will be trained in types of grievances they will be expected to receive and their roles and responsibilities. When receiving a grievance/during the intake process, the Grievance Focal Person receiving the complaint shall respect the wishes, choices, right and dignity of the complainant. In the case of GBV/SEA survivors, if they choose not to be referred to the city GRM, the Grievance Focal Person must seek their consent to share basic monitoring data. In order for the survivor/complainant to consent to file a complaint, he/she needs to be provided with clear and simple information on the functioning of the system, on the possible outcomes, and what the timelines are, on what type of support can be provided, etc. to be able to make an informed choice. For GBV/SEA cases, it is important to ensure that access to the complaints processes is as easy and as safe as possible for the complainant/survivor. The Focal Person should not ask for or record information on no more than three aspects related to the GBV incident: • The nature of the complaint (what the complainant says in her/his own words without direct questioning); • The age of the survivor; and • If, to the best of their knowledge, the perpetrator was associated with the project. 6.1.1. Capacity building trainings for GRM Committee The project will develop a capacity development plan for all the GRM responsible bodies and ensure that the GRM committees receive adequate training on their roles and responsibilities as well as the overall procedure of the GRM. Further, the project will ensure that adequate resources are available for GRM. On GBV/SEA, there is need to ensure that GRM procedures and mechanisms for reporting allegations of GBV/SEA are known to all GRM Focal Persons. And most importantly to fulfil the role of addressing GBV, focal persons should be trained (and/or have previous knowledge and experience) on GBV Guiding Principles including those of confidentiality and safety of complaints/survivors, on the survivor -centred approach. This set of skills will help GRM Focal Persons to support the quality of the complaint mechanism, while at the same time ensuring the adherence to GBV Guiding Principles and a survivor-centred approach, including right to safety, respect, and confidentiality, of the complaint intake and management. 41 6.1.2. Promotion of the GRM The GRM messaging will be incorporated into the wider UPSNJP Communications Strategy. Information on the various channels to submit grievances, complaints, and concerns will be publicized through meetings, monthly information brochures and posters explaining the GRM process in languages understood by employees and through one on one meetings during recruitment. Those posters will be displayed inside of each working site and suggestion boxes will be also available in each site. Meetings will be held at least quarterly; announcements will also be placed on notice boards. Other sensitization methods such as print media as well as electronic media such as adverts on local radio will be used. Core messages for the GRM are: • The availability of free grievance mechanism that workers can use to submit their complaints. • Availability of several options (face to face, complaint box and SMS) to submit their grievances • No financial charge for making a complaint • Complaints are treated confidentially; and person will not get in trouble for complaining; • The right to make an anonymous complaint but note that no response shall be sent to them and; • Complaints are treated confidentially. For GBV related grievances the project will provide the following additional information: How to report a GBV incident and to whom; what to expect in terms of available services; what to expect in terms of confidentiality and the available GBV services. GRM should be accessible to project beneficiaries with disabilities. It should be communicated to these beneficiaries in accessible manner (brail, simple and large font writings, audio or assisted). Consulting with disability associations and service providers (schools for persons with disabilities) to ensure effective communication of the GRM. Creating awareness among GRM structures on needs of persons with disability is important. 6.2. Complaints Uptake The SEP of UPSNJP GRM has provided multiple options for submission of grievances by project-affected persons in order to minimize barriers that may prevent others from forwarding their issues. These channels include the following: (a) Face to face: This may be verbal or written submissions done at any time through face to face interactions with members of committees, project officials, local administration structures. (b) Grievance box: Grievance boxes placed in strategic places of project implementation sites or communities where project affected parties would drop in their grievances at any time. 42 (c) Phone Call or SMS: This will be at project affected party’s own discretion and capability. Where possible, details of relevant immediate contact persons in the project area will be made available. (d) Telephone Hotline – another channel for submitting complains, particularly related to GBV, is a telephone hotline, in collaboration with Ministry of Ministry of Women, Children and Youth Affairs. Any women/child in Ethiopia can call the hotline (to the toll-free number 6581) and receive counselling over the phone, referral to appropriate services in their region and case management until the case is closed. However, due to lack of trained experts, the hotline is not yet functional though the hotline is still open and women affairs office are paying the required fee to the ethio telecom. Once this hotline service commences, the project will collaborate with the Ministry of Women and Social Affairs to ensure awareness of their service in all project participating cities and to receive reporting from hotline on cases reported in project target cities or involving project beneficiaries. UPSNJP will collaborate with the hotline to ensure awareness of their service in all project participating cities and to receive reporting from hotline on cases reported in project target cities. Additionally, all reported cases that are found to be criminal in nature, such as physical abuse, child labour, theft and corruption, are substantively different from other project related complaints that will be typically handled through the grievance redress mechanisms. Information and cases of such nature shall be handled in a special way within the GRM to ensure that the information is treated as confidential and shall be immediately reported to the police for further actions. Communities shall also be sensitized to report criminal cases directly to the police. For GBV, sexual exploitation, cases the GRM focal person will immediately report the incident to the Federal PCO and refer the survivors to the appropriate service providers as indicated in the GBV risk assessment report. Detailed information on handling of GBV, sexual exploitation, child exploitation, child abuse and violence against children is available in the Gender Based Violence and Social Risk Assessments. The two other documents prepared for the UPSNJP. The table below breaks down the potential grievances that are likely to arise from each of the project components and the ways for channeling grievances. Table 9: Potential Grievances and Grievances Sources Component Potential Grievances Potential sources of Channels for addressing complaint 43 Component 1 Targeting (Exclusion, Inclusion), Kebele and city level Project GRM transparency in cash transfer and implementing Both project and RRS payments, violation of code of agencies, kebele and GRM for Refugee-host conduct in public works, city level integration subcomponent restriction on land use, loss of administration 1.3 property, disruption of access paths, corrupt practices, serious complaints (gender based violence and sexual exploitation) Social conflict in refuge- host integration and IDPs targeted cities Component 2 Targeting, transparency and City, woreda and Project GRM use of GBV equity in access to information, kebele/ OSSC referral pathway for GBV corrupt practices, gender-based implementers, related cases violence and sexual harassment business associations and businesses Component 3 Poor quality of services, Woreda WSAs, Project GRM, GBV discrimination, violence, child partner NGOs, Health reporting, abuse, child neglect, child service providers, Protocol/action plan on exploitation and violence, schools, shelters and child protection and gender-based violence and care centers, guidance on GR related to sexual harassment child protection will be developed by the project in collaboration with the partner NGOS directly working with children. 6.3. Key activities in the grievance redress process The GRM process for SEP of UPSNJP will consist of five key activities, which will be performed in managing the grievances for the project. These key activities include: 1) Complaint uptake 2) Complaint assessment and analysis 3) Resolution and closure 4) Grievance Registry 5) GRM Monitoring and Evaluation. 6.4. Case Assessment and Analysis When a complaint is received, a maximum of fifteen Days (15) days will be provided for the GRMC to assess, analyse and respond to the affected person. This is so to make sure that grievances/complaints are resolved as early as possible. Once complaints are received, the GRM committees shall assess the issues by looking at, among other factors, the following: 44 - Whether the complaint or grievance is related to the project or not, - Whether the case can be ably handled at their level or another, - Whether the case can effectively be handled through the project GRM or alternative mechanisms, Where possible, provision of instant feedback will be done depending on the nature of the cases. If for whatever reason the committee determines that it cannot ably handle the complaint, PAPs shall be advised to channel their complaints to the right alternative grievance redress levels or institutions. Otherwise, it will proceed to hear the cases and make necessary investigations to establish the truth of the matter. 6.5. Case Resolution and Closure Where a resolution has been arrived at and the affected party accepts the resolution, the affected party along with two members of the GRMC members (preferably Chairperson and respective focal person) shall be required to sign the resolution and closure section in the Grievance Log and Resolution Form as attached in Annex. This shall signify that the complaint or grievance that have been presented has been fully discussed and closed. 6.5.1. SEP GRM Registry and Reporting All grievances received will be publicly entered into an accessible recording system known as the GRM registry that shall be maintained at all the GRM committee levels. The log and resolution form shall be in triplicate. For any case heard, closed or referred, a copy of the case shall be sent to the upper and lower levels for records. For example, if the case is handled and resolved at Woreda level, one copy of the resolution record shall be sent to the city and another copy shall be sent to the Kebele GRMC for official records. Similarly, if a case is handled and resolved at City level, a copy of the resolution shall be sent to the Woreda and another copy shall be sent to subproject level Grievance Redress Committee to notify them how the referred case is handled and resolved. This shall enable the City, Woreda/Kebele and subproject level committees to keep a register of all cases recorded and handled by any GRM committee in their area. Using this information, the GRM monitoring officer will be able to generate a matrix of cases and agreed resolutions and be able to follow up if the resolutions being implemented. 6.5.2. Gender Based Violence (GBV) Guiding Principles The UPSNJP GBV GRM is grounded in the following guiding principles that need to be understood by all, especially those who will be interacting with survivors and those managing complaints. Safety & Well-Being: The safety of the survivor shall be ensured at all times including during reporting, investigation, and the provision of victim assistance. Those involved in the management of complaints will need to consider potential dangers and risks to all parties (including the survivor, the complainant if different, the subject of the complaint, and the organizations involved), and streamline ways to prevent additional harm in all the complaint handling process. 45 The survivor is never to blame for reporting an act of GBV and should never be made feel investigated. On the contrary, it is important that she/he feels that her story is heard, believed and valued. The actions and responses of the complaint mechanism will be guided by respect for the choices, needs, rights, and the dignity of the survivor. Confidentiality: The confidentiality of complainants, survivors, and other relevant parties must be respected at all times. All GBV-related information must be kept confidential, identities must be protected, and the personal information on survivors should be collected and shared only with the informed consent of the person concerned and on a strict need-to-know basis. Survivor-Centred Approach: All prevention and responses action will need to balance the respect for due process with the requirements of a survivor-centred approach in which the survivor’s choices, needs, safety, and wellbeing remain at the centre in all matters and procedures. As such, all actions taken should be guided by respect for choices, needs, rights and dignity of the survivor, whose agency and resilience must be fostered through the complaint process. Accessibility and non-discrimination: The mechanism must be accessible to all potential complainants and sufficient information must be given on how to access it, making the complaints process accessible to the largest possible number of people. This includes identifying and instituting various entry points that are both gender and context sensitive. To facilitate incidents reporting and avoid stigmatization, reports from third parties (witnesses, people suspicious or aware of an incident, etc.) must also follow accountability protocols. 7. Stakeholder Engagement Plan Monitoring and Reporting Plan The UPSNJP shall use a comprehensive and systematic M&E system to effectively monitor the implementation of the SEP and measure the impacts under each component. It shall be undertaken alongside with other monitoring and evaluation exercises of the project implementation using copies of registry that the GRM committees at each level keeps and maintains. This approach will assist to establish the levels of effective functionality of established SEP grievance handling procedures and identify areas for future improvements to achieve optimum efficiency of the GRM system. 7.1. Monitoring Plan The SEP monitoring process shall be done by both the Woreda/Kebele officers and the federal and city level MoUDI/PCO focal persons and officers. At Woreda level, the Woreda Monitoring and Evaluation Committee (WMEC), headed by the Monitoring Officer, will be in-charge of SEP implementation monitoring. They will be supported by the woreda focal persons and WGRCs, and the woreda and community social support committees. The Woreda level monitoring and evaluation unit will be linked to Main project Monitoring and evaluation unit that will be based within the MoUDI and PCO as indicated earlier on, this unit will also lead the monitoring and reporting of the SEP. 46 7.2. Key Performance Monitoring Indicators Key Citizen Engagement performance indicators to be periodically collected, reported and analyzed include - • Number of citizens provided information about the UPSNJP project • Number of women participated in formal or public meetings • Citizen knowledge about project service (availability, eligibility and transparency) • Number of active project complaints and appeals in each city • Number and type of formal and informal complaints and suggestions received • Percentage of grievance redressed claims settled within three months of application • Percentage of unresolved complaints or disputes during the monitoring period • Percentage of clients (staff) who assess the complaints procedure as satisfactory or highly satisfactory. • Comments received by government authorities, women & youth, family, community leaders and other parties and passed to the Project; • Average time to address a complaint or dispute 8. Budget and Responsibilities for Management of the SEP 8.1. Budget /Resources The project shall allocate an indicative amount of funds to facilitate stakeholder engagement and grievance redress mechanism for the entire project period. The federal MoUDI PCO and MoWSA project team will review this plan every six months to determine if any changes to stakeholder classification or engagement are required. If so, the plan will be updated, and a new version distributed. The budget will be revised accordingly. Total roughly estimated cost for SEP implementation is ETB 3.3 million . The budget shall be adequate to cover costs of the stakeholder-planned engagement in all project phases and grievance redressing activities. The following is an indicative budget allocation for stakeholder engagement activities. Table 9: Budget estimate for stakeholder engagement activities N Project Engagement Objective Targeted Stakeholders Budget o. Phase Activity (ETB) 1 Project Stakeholder Collect views on the design of the Representatives of ULGs, Completed Preparat consultations project, environmental and social risks, Development Partners, and NGOs, ion mitigation measures, grievance redress Members of the City Committees Phase mechanisms and Stakeholder and, Members of Traditional engagement plan Associations (Equib, Edir) and religious Leaders, Ordinary members of the community including women, youths, Senior 47 Citizens Association and elderly and disabled groups, Project Information Provide information to stakeholders and project beneficiaries and members of 500, 000 disclosure the general public on environmental and the target communities social risks of the project, proposed mitigation measures, the Stakeholder Engagement Plan, and the Grievance Redress Mechanism through workshops, leaflets 2 Project Project Launching Provide feedback on approved project Members of the city and Kebele 300, 000 Implem meetings with City design and orient city and Keble level Councils Committees and entation and Kebele Councils stakeholders on their roles Stakeholders Phase Community Mobilize and prepare target Members of target communities and 200,000 mobilization communities for project implementation beneficiaries’ traditional associations, religious and political leaders, and marginalized groups Roll out and Manage Provide a systematic way of receiving, Project Affected People at Kebele, 450,000 the Grievance recording and resolving grievances from City and National levels Redress Mechanism Project Affected Persons (PAPs) Project Provide and obtain on going information National, City and Keble level 1,500,000 implementation and support on project performance stakeholders monitoring and supervision missions Project review Provide and get periodic feedback on Selected National, City and Kebele 200,000 meetings with project implementation progress and level stakeholders selected stakeholders any emerging issues from National, city and kebele level 3 Project Project close out Engage stakeholders on project exit Beneficiary communities and 150,000 Close meetings strategy groups, national and city and kebele Out level stakeholders Phase Total 3,300,000 8.2. Stakeholder Engagement Management Functions and Responsibilities The implementation arrangement for the project is backed on the decentralized government structures at National, Regional, City, Woreda/Kebele and Community level. At national level, the Implementation of the SEP shall be coordinated by MoUDI/ project coordination office (PCO) in collaboration with the Ministry of Women and Social affairs, Refugee Returnee Services(RRS) and Ministry of Labour and skill The PCO is comprised of qualified and experienced persons including environmental and social risk management specialists drawn from various relevant ministries that have a stake in the UPSNJP project. These include the ministries of MoUDI, MoWSA, MoLS, RRS and NGOs/CBOs. At city level, a qualified and dedicated Environmental and Social Risk Management Specialists as well as a social worker will be assigned to facilitate the implementation of the Stakeholder Engagement Plan of UPSNJP projects. The overall management responsibility for implementing the SEP of component I including IDPs, will rest with the Executive of the MoUDI, subcomponent 1.3(Refuge- host integration) will rest with RRS in collaboration with MoUDI, component II will rest with MoLS and Component III will rest with Ministry of Women and Social affairs (MoWSA). 48 Reference: 1. Environmental and Social Framework, The World Bank 2. Guideline for Implementation of Citizen Engagement Component, MoUDI, 2017 3. National Social Protection Policy, MoLSA (GoE), 2014 4. Project Concept Note, Urban Safety Net and Jobs Project (P169943), The World Bank 5. Resettlement Policy Framework, Urban Safety Net Project, MoUDI, 2015 6. UPSNP Implementation Manual, MoUDI (GoE), 2016 7. Urban Employment and Unemployment Survey (2018), Ethiopia Central Statistics Agency (CSA), 2018 49 ANNEX 1 ETHIOPIAN URBAN PRODUCTIVE SAFETY NET AND JOBS PROJECT (UPSNJP) SUBPROJECT GRIEVANCE LOG & RESOLUTION FORM SECTION A: GENERAL INFORMATION Form Number ………………….. Woreda Name: ………………………………. Name of Project Name of Kebele / Ketena : Reporting Dates: Location/ Name of Complainant Complainant Subproject Household Identification: Phone Number, LIPW □ : PDS □ Life Skills □ Non-Beneficiary □ SECTION B: DETAILS OF GRIEVANCE Project 1. LIPW 2. PDS 3.Life Skills 4. Other Ref Date of Type of Follow-up/Investigation Resolution Made No. Grievance Grievance/Complaint Date Person Assigned G1 G2 G3 Name of Reporting Officer: …………………………………………………………………. SECTION C: SUBMISSION OF GRIEVANCE If case is closed, GRM Committee members & complainant to sign below GRM Committee Chair_____________________________________ Name & Signature of Project Affected Person /Beneficiary___________________________ GRM Committee Secretary__________________________________ Date: ___________________________________________________ SECTION D: REFERRAL OF CASES Referred to WGRMC Ref No. Date of Referral Follow up / Investigation Resolution Made Date Person Assigned G1 G2 G3 50 RECEIPT: SUBMISSION OF GRM Form number ……….. Complaint : Household ID: Project: UNSPJC Woreda/kebele : Subproject: Name of Complainant: Reporting officer: Case: - Closed { } - Referred { Signature of complainant: } 51 ANNEX 2 GRIEVANCE LOG & RESOLUTION FORM SECTION A: GENERAL INFORMATION Form Number ………………….. Woreda/Kebele Name: Subproject ……………………………………….…… ……………….…………..………… Name of Project Name of Community/ Village: Reporting Dates: Location/Kebele/Ketena : Name of Complainant Complainant Project: Household Phone Number, LIPW □ Identification: Email : (if available) PDS □ Life Skills □ Non-Beneficiary □ SECTION B: DETAILS OF THE GRIEVANCE Project 5. SCTP 6. COMSIP/VSL 7. EPWP 8. Other Ref Date of Type of Follow-up/Investigation Resolution Made No. Grievance Grievance/Complaint Date Person Assigned G1 G2 G3 Name of Reporting Officer: ……………………… Signature …………………….Date…………….. SECTION C: SUBMISSION OF GRIEVANCE If case is closed, GRM Committee members & complainant to sign below GRM Committee Chair_____________________________________ Name & Signature of Project Affected Person /Beneficiary___________________________ GRM Committee Secretary__________________________________ Date: ___________________________________________________ SECTION D: REFERRAL OF CASES Referred to CGRMC Ref No. Date of Receiving a Follow up / Investigation Resolution Made Referral Date Person Assigned G1 G2 G3 52 RECEIPT: SUBMISSION OF GRM Form number ……….. Complaint : Household ID: : Woreda/Kebele : Project ( subproject) : Name of Complainant: Reporting officer: Case: - Closed { } - Referred { Signature of complainant: } 53 ANNEX 3 CITY GRIEVANCE LOG & RESOLUTION FORM SECTION A: GENERAL INFORMATION Form Number ………………….. Woreda/Kebele Name: ………………………………. Name of Project: Name of Location/Kebele Reporting Dates: Name of Complainant : Complainant Project: Household Identification: Phone LIPW □ Number, PDS □ : Life Skills □ Non-Beneficiary □ SECTION B: DETAILS OF THE GRIEVANCE Project LIPW PDS Life Skills Other Ref Date of Type of Follow-up/Investigation Resolution Made No. Grievance Grievance/Complaint Date Person Assigned G1 G2 G3 Name of Reporting Officer: …………………………………………………………………. SECTION C: SUBMISSION OF GRIEVANCE If case is closed, GRM Committee members & complainant to sign below GRM Committee Chair_____________________________________ Name & Signature of Project Affected Person /Beneficiary___________________________ GRM Committee Secretary__________________________________ Date: ___________________________________________________ SECTION D: REFERRAL OF CASES Referred to CGRMC Ref No. Date of Receiving a Follow up / Investigation Resolution Made Referral Date Person Assigned G1 G2 G3 54 RECEIPT: SUBMISSION OF GRM Form number ……….. Complaint Name : Household ID: Woreda/Kebele: Project: Name of Complainant: Reporting officer: Case: - Closed { } - Referred { } Signature of complainant: ETHIOPIAN URBAN SAFETY NET AND JOBS PROJECT (UPSNJP) CITY/WOREDA GRIEVANCE REGISTERY FORM GRM…………………/………… Woreda/Kebele Reference No. Name of City/Woreda/Kebele : ……………………………………………………………………………………... Subproject Type :……………………………………………………………………………………………… City /Region : ---------------------------------------------------------------------------……..…………... Ref Date of Name of Household Type of Resolution Subproject Status # Recording HH Identification Grievance/Complaint: Made: (Open, Closed) G 1 G 2 G 3 G 4 55