Consultancy on External Debriefing and Professional Supervision for Case Workers in Kenya - Danish Refugee Council

Terms of Reference for Consultancy on External Debriefing and Professional Supervision for Case Workers

Who is the Danish Refugee Council

Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with a specific expertise in forced displacement. Active in 40 countries with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement affected people and communities. DRC works during displacement at all stages: In the acute crisis, in displacement, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance; supports displaced persons in becoming self-reliant and included into hosting societies; and works with civil society and responsible authorities to promote protection of rights and peaceful coexistence.

Purpose of the consultancy

The overall purpose of the program is to enhance effectiveness of GBV, PSN and CP prevention and response. It seeks to equip staff with skills on self-care, work life balance, general and work-related stress plus its management; identification of vicarious trauma as well as effective prevention and management of burnout. It also seeks to ensure overall staff professional development and resilience.

The debriefing and supervision exercise is aimed at;

  • Improving the team’s competency and efficiency in handling complex cases/issues.
  • Enhancing self-care practices to prevent professional stress and burn out.
  • Allow case workers to effectively deal with burn out and vicarious trauma
  • Enhancing strategies of working together to achieve a common goal.
  • Creating an enabling environment for feedback.
  • Capacity build on counseling skills and theories.


The Danish Refugee Council (DRC) promotes and supports durable solutions to the daily challenges faced by asylum seekers, refugees and internally displaced people all over the world. DRC has been operating in Kenya since 2005, where we assist refugees and displacement-affected communities by implementing protection, peace building, voluntary repatriation and livelihoods activities that increase their self-reliance and expand opportunities for a dignified life. DRC works in Dadaab, Kakuma refugee camps and Kalobeyei Settlement as well as in Nairobi to assist urban refugees and Mandera. DRC runs a comprehensive Gender Based Violence (GBV) prevention and response program in Dadaab, Nairobi Urban, Kakuma and Kalobeyei. In addition, DRC implements Persons with Special Needs (PSN) and Child Protection (CP) prevention and response activities in Kakuma and Kalobeyei settlements in Turkana County which provides the survivors and their dependents services such as case management, psychosocial support; alternative care for unaccompanied minors (UAMs) and separated children (SC), referral to a safe shelter as well as activities ranging from community-based prevention and awareness raising.

Scope of consultancy

DRC GBV, PSN and CP units in Kenya (Dadaab, Kakuma and Nairobi) want to carry out a debriefing & supervision exercise aimed at ensuring the overall mental wellbeing of their staff. The selected consultant(s) will be expected to conduct this exercise for the staff involved and thereafter submit a report.

Key tasks with list of ‘key activities’, under each responsibility.

Consultant is expected to;

  • Conduct a meeting with the team in order to create rapport by establishing objectives and expectations of the group.

In supervision:

  • Provide guidance on issues of burn out, case management and psychosocial support.
  • Guidance in terms of career progression.
  • Share learning/refresher.

In debriefing:

  • Conduct a Psycho-education session on coping mechanisms and professional development.
  • Make recommendations to the team on how to improve and sustain professional and personal growth.
  • Conduct a group and /or individual (when necessary) supervision exercise/session with case workers to handle complex situations/cases.

In reporting:

  • Submit a final debriefing report with the analysis, conclusions and recommendations.

Review four key questions which include;

    • what are we trying to accomplish? - Where did we hit (or miss) our objectives? - What are our outcomes? - What should we start, stop, or continue doing?
  • The consultant should submit high quality reports within 15 days after completion of the activity not personalizing individual views/sentiments.
  • Any other duty relevant to debriefing and supervision.


The consultant may employ the use of the following methodologies while conducting the sessions;

  1. Experiential learning
  2. Reflective activities
  3. Peer review
  4. Supervision
  5. Role plays
  6. Refresher on counseling skills and theories

Key deliverables/outputs

The consultant is expected;

  • To identify group challenges and develop opportunities for growth.
  • To enhance self-care practices to prevent and manage burnout
  • To provide a safe environment for staff to reflect, share both personal experience and best practices.
  • To provide a group supervision exercise for the team to enhance team work and cohesion
  • To promote individual and team support towards emotional resilience
  • To submit a final report with recommendations.

DRC’s responsibilities

For field assignments, DRC will provide the consultant’s accommodation and meals on full board. DRC will also compensate travel expenses including taxi costs to and from the airport/bus station to the facilitation Venue.

Note: The consultant will provide necessary materials needed for facilitating the sessions.

Reporting Arrangements

  • The consultant will report to the Team Leader for the activities.
  • The facilitator will liaise with the team leader and supply chain for travel arrangements.


The consultancy period shall be for 3-5 days (specific dates may vary per region/field office). The final report must be submitted to DRC within 15 working days after the exercise.


The consultant must have;

  • Advanced degree in counseling from a recognized institution and must be certified by Kenya Association of Professional Counsellors (KAPC) or any other relevant body.
  • Over 10 years in counseling, training and counseling supervision.
  • Experience in offering trauma counselling and supervising counselors dealing with trauma cases.
  • Must have skills and experience in conducting supervision, debriefing and team building activities.
  • Experience in conducting debriefing, supervision and teambuilding for individuals working with refugees and those working in conflict and post-conflict areas, is an added advantage.


Below are the terms and conditions;

  • The Consultant will report to the DRC Protection Team Leader or the Team Leader for the activity.
  • In field assignments or where required, DRC will cater for accommodation, meals and transportation to and from the consultants work station to the activity venue during the duration of engagement.
  • The consultant will be bound by the DRC code of ethics during the period.
  • The consultant shall not incur any expenses on behalf of DRC other than those specified and agreed upon in the contract.
  • Payment will be done after the session and submission of final report.
  • The consultant shall be responsible for his/her own insurance and medical cover, while travelling and during their engagement with DRC.


Interested applicants who meet the required profile are invited to submit an expression of interest including:

  1. A suitability statement including a CV with details of qualifications and experience.
  2. Technical proposal that summarizes understanding of the TOR, methodology and tools to be used.
  3. Work-plan clearly indicating the activity schedule.
  4. Financial proposal providing cost estimates and consultancy fees.
  5. Contacts of three organizations that have recently contracted them to carry out similar assignment.


  • The deadline for sending in proposals is 7th April 2023.
  • Proposals must be submitted as MS Word/PDF/Excel files, ideally packaged in a Zip file.
  • Proposals must be submitted to the following address with ’External debriefing for Case workers’ in the subject line.


All bidders will be scored on a scale from 1 - 10 for each of the below criteria and will be assessed for profile and qualifications (document 1), technical approach (document 2), and similar experience (document 3). Bids will be scored according to the criteria below for the initial screening.

Technical demonstration

1. Profile and Qualifications (Weighted percentage – 50%)

a. The candidate meets the profile and qualifications for the TOR.

b. The consultant(s) have similar or other relevant experience.

c. The consultant(s) have relevant experience in sectors similar to those of the focus of the TOR.

d. The consultant(s) provide examples of previous work carried out in this field of work.

2. Technical approach (Weighted percentage – 50%)

a. The technical approach addresses the key aspects and deliverables of the ToR.

b. The strategy draws on sector good practice and is relevant to the tasks.

c. The technical approach will deliver the required outputs, within the deadlines.

3. The financial offer will then be weighed against the technical proposal (cost/ quality)

Please find complete bid documents in the following link: Debriefing and Supervision Consultancy

How to apply

Bids can be submitted by email to the following dedicated, controlled, & secure email address:

When Bids are emailed, the following conditions shall be complied with:

  • The RFP number shall be inserted in the Subject Heading of the email
  • Separate emails shall be used for the ‘Financial Bid’ and ‘Technical Bid’, and the Subject Heading of the email shall indicate which type the email contains
    • The financial bid shall only contain the financial bid form, Annex A.2
    • The technical bid shall contain all other documents required by the tender, but excluding all pricing information
  • Bid documents required, shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or excel formats, will result in the bid being disqualified.
  • Email attachments shall not exceed 4MB; otherwise, the bidder shall send his bid in multiple emails.

Failure to comply with the above may disqualify the Bid.

DRC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or DRC in the processing of emails.

DRC is not responsible for the non-receipt of Bids submitted by email as part of the e-Tendering process.

Bids to be submitted ONLY electronically.

Please find complete bid documents in the following link: Debriefing and Supervision Consultancy