A Sourcebook for Engaging with Civil Society Organizations in Asian Development Bank Operations

A SOURCEBOOK FOR ENGAGING WITH CIVIL SOCIETY ORGANIZATIONS IN ASIAN DEVELOPMENT BANK OPERATIONS

DECEMBER 2021

Creative Commons Attribution 3.0 IGO license (CC BY 3.0 IGO)

© 2021 Asian Development Bank

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Some rights reserved. Published in 2021.

ISBN 978-92-9269-244-5 (print); 978-92-9269-245-2 (electronic); 978-92-9269-246-9 (ebook)

Publication Stock No. SGP210506-2

DOI: http://dx.doi.org/10.22617/SGP210506-2

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On the cover: ADB believes in civil society engagement. Different civil society organizations in Bangladesh, India, Maldives, the People’s Republic of China, and Viet Nam, along with other countries in the region, are ADB’s partners in implementing meaningful and sustainable development projects across Asia and the Pacific (photos by ADB).

Cover design by Jasper Lauzon

Contents

Tables, Figures, and Boxes

Foreword

The Asian Development Bank (ADB) is committed to strengthening its engagement with civil society organizations (CSOs). CSOs bring unique strengths and specialized knowledge of their communities and constituencies and are an invaluable ally in the fight against poverty. CSOs make meaningful contributions across ADB’s seven Strategy 2030 operational priorities, sector, and thematic areas, and can provide important inputs to boost the impact of ADB-financed operations. Working with CSOs helps ADB and its developing member countries (DMCs) deliver improved development outcomes.

A Sourcebook for Engaging with Civil Society Organizations in Asian Development Bank Operations is a valuable resource for DMC officials and ADB staff to assist ADB achieve its vision for a prosperous, inclusive, resilient, and sustainable Asia and the Pacific. This guide outlines the entry points for CSO engagement in policy and strategy development and review, including country programming, and throughout the project cycle. It also provides guidance on important issues such as procurement, partnerships, and the important roles that CSOs can play in accountability, transparency, and good governance.

To strengthen CSO engagement in ADB-financed operations, DMC officials and staff will benefit from this publication. The 2021 Sourcebook, an update of ADB’s 2009 Sourcebook, contains information, tips, and guidance on the why, what, when, and how of CSO engagement. The sourcebook is a compilation of all aspects of CSO engagement in ADB-financed operations, and, for the first time, presents the guidance in one place.

I encourage DMC officials and ADB staff engaged with CSOs to refer to the sourcebook to enhance CSO activity already planned or underway. They may also utilize it to explore innovative ways of engaging with CSOs for future projects. Those less experienced in working with CSOs can read the sourcebook to identify opportunities for how CSOs may contribute, and for seeking new ways in which ADB, DMCs, and CSOs can collaborate to achieve common objectives.

I am pleased to present ADB’s 2021 A Sourcebook for Engaging with Civil Society Organizations in Asian Development Bank Operations.

Bruno Carrasco

Director General

Sustainable Development and Climate Change Department

Acknowledgments

This sourcebook was prepared by staff and consultants of the NGO and Civil Society Center (NGOC), Asian Development Bank (ADB). NGOC consultant Emma Walters prepared the sourcebook under the guidance of Elaine Thomas (former NGOC senior staff specialist). Other NGOC staff contributed to the publication, including Oliver Chapman, Ma. Catherine P. Malilay, Christopher Morris, Roselle Rasay, and Jose Luis Syquia. Other ADB staff contributed sections, including Steven J. Goldfinch, Beatrice Yulo Gomez, Francesco Tornieri, and ADB consultants Jaime Antonio, Jr., Brenda Batistiana, Elizabeth De Benedetti, Marino Deocariza, and Marlene C. Fuentes. Peer reviewers from Plan International Asia and Pacific and the National Commission for Women and Children, Bhutan reviewed the publication. This publication draws substantially from the 2009 ADB CSO Sourcebook assembled by Bart W. Édes, then head, NGOC. Many ADB staff members provided inputs to the publication. Special thanks to those who commented on early drafts of this publication. Monina M. Gamboa edited the publication, and Nonie Villanueva was responsible for layout and design.

Introduction

Strategy 2030, the long-term corporate strategy of Asian Development Bank (ADB), outlines ADB’s vision for a prosperous, inclusive, resilient, and sustainable Asia and the Pacific.¹ Under Strategy 2030, ADB has committed to strengthening its engagement with civil society organizations (CSOs). ADB engages with a range of CSOs to strengthen the effectiveness, quality, and sustainability of the activities it supports.

In 2021, ADB updated its 2003 Operations Manual Section E4 on Promotion of Engagement with Civil Society Organizations.² Also in 2021, ADB published the Staff Instruction on Promotion of Engagement with Civil Society Organizations,³ which provides guidance on the policy and compliance requirements for CSO engagement in ADB-financed operations.⁴

This sourcebook complements these publications. It provides guidance, advice, templates, and tips on maximizing the benefits of engaging with CSOs to assist ADB staff and developing member country (DMC) officials work with CSOs in designing, implementing, and monitoring ADB-financed operations. This is an update of ADB’s 2009 CSO Sourcebook: A Staff Guide to Cooperation with Civil Society Organizations.⁵

Who is this sourcebook for? This sourcebook is designed for DMC officials, ADB staff, ADB consultants, and other consultants involved in ADB-financed operations.⁶ It provides this audience with detailed advice and guidance on how to operationalize CSO engagement across policy development and review, country programming, and throughout the project cycle.

How to use this sourcebook. ADB staff and DMC officials should refer to the Contents and determine what specific information on CSO engagement they are seeking, and refer to the section.

The main sections of the sourcebook, with the key information each section contains and the target audience for each section, are as follows:

1.  Context, Definitions, and Overview: This section covers the context of CSO engagement, including the Sustainable Development Goals and the policy basis for ADB’s engagement with CSOs. It provides ADB’s definition of CSOs, in the context of other development partners’ definitions of CSOs.

It introduces the four approaches to participation and how these are defined within the context of ADB-financed operations. This section is relevant to all users of this sourcebook, as it provides the key and necessary concepts for CSO engagement.

2.  Policy and Operations: This section covers roles for CSOs in ADB-financed operations. It provides guidance for preparing or reviewing a policy with CSO engagement, engaging CSOs during country programming, engaging with CSOs in the project cycle, and tracking CSO engagement in ADB operations. This section is particularly relevant for ADB staff and DMC officials engaging with CSOs at the policy and strategy level, particularly during country partnership strategy preparation and review, and for those working on ADB-financed projects, across all phases of the project cycle.

3.  Consultations with Civil Society Organizations: This section provides useful tips and guidance for consultations with CSOs, which may be used during policy development and review, in country programming, or at any point in the ADB project cycle. This section is relevant to those ADB staff and DMC officials that have responsibility for consultations with CSOs.

4.  Due Diligence, Procurement, and Partnerships: This section covers how to identify suitable CSOs and how to assess the capacity of CSOs. It also covers engagement of CSOs in procurement, including how to publicize procurement opportunities to CSOs. It covers nonconsulting services and engaging CSOs as consulting firms. It addresses (i) framework agreements with CSOs, (ii) output-based contracts and terms of reference, (iii) contracting CSOs, (iv) special considerations for procurement in fragile and conflict-affected situations, and (v) how to engage with small CSOs. This section also addresses community participation in procurement and showcases case studies where innovative approaches to procurement have been successfully applied. This section concludes with a discussion of ADB’s partnerships with CSOs. The text on identifying and assessing the capacity of CSOs is relevant to all readers. The part on procurement is relevant for ADB staff preparing technical assistance, plus ADB staff and DMC officials preparing or implementing loans or grants. The text on partnerships is relevant primarily to ADB staff, as DMCs will have their own defined processes for developing partnerships with CSOs.

5.  Other Considerations for Civil Society Organization Engagement: This section covers additional ways to engage with CSOs in fragile and conflict-affected situations (FCAS); disaster and emergency situations; at the resident mission and representative office level; in pilot activities; in nonsovereign operations; and under activities supporting good governance, anticorruption, ADB’s Accountability Mechanism, and access to information. It also covers CSO engagement via country safeguard systems, activities designed to localize the Sustainable Development Goals, as a conduit to citizen engagement, CSO engagement at ADB annual meetings, and secondments to ADB from CSOs. It discusses the paramount importance of the relationship with DMC governments, and offers guidance on engaging with CSO advocacy organizations. It concludes with a series of frequently asked questions on CSO engagement in ADB-financed operations. This section contains useful information for all readers.

6.  Responsibilities for Civil Society Organization Engagement Within ADB: Responsibility for CSO engagement within ADB-financed operations is covered in this section, and is of interest to all readers.

The sourcebook provides examples and templates to facilitate the engagement of CSOs in ADB operations. Many of these examples and templates are linked and are available on ADB’s NGO and Civil Society Center’s community site on SharePoint, for ADB staff. ADB intends to use this website to create an ever-growing repository of tools, resources, and templates to assist ADB to work with CSOs throughout ADB operations.

DMC officials and ADB staff are encouraged to read this guide in conjunction with ADB’s 2012 guide to participation, Strengthening Participation for Development Results: An Asian Development Bank Guide to Participation. Additionally, the sourcebook refers to ADB guidance and policy material—readers should consult the source material to determine the authoritative policy and compliance requirements.⁷

The sourcebook complements existing resources ADB has produced on increasing CSO engagement in ADB-financed activities, including e-learning, case studies, guidance materials, and templates. Visit the ADB and Civil Society webpage for more information. ADB has launched an online learning suite, Deepening Civil Society Engagement in ADB-financed Operations, through ADB’s eLearn. Three e-learning modules are available: one each for ADB staff, DMC officials, and staff of CSOs.

In summary, the sourcebook is designed as a valuable and complementary tool for ADB staff and DMC officials to use for exploring opportunities to increase engagement with CSOs on ADB-financed operations, for a more