TERMS OF REFERENCE FOR Recruiting Monitoring and Evaluation/Capitalization (M&E/C) Consultant
28-November-2017,
TERMS OF REFERENCE FOR   Recruiting Monitoring and Evaluation/Capitalization (M&E/C) Consultant   Under the action   AFD project in Gaza “Access to employment for NECC graduates in the Gaza Strip”

Entity subject to Audit:   Near East Council of Churches Committee for Refugee Work       Country:                                 oPt, Gaza

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1.       Introduction.. 3 1.1     Context. 3 1.2     Project Background.. 3 2.       Assignment Purpose.. 4 3.       Assignment Objectives, Scope of Work and Deliverables. 5 1.1     Objectives. 5 1.2     Scope of Work.. 5 1.3     Expected Deliverables. 7 4.       Methodology.. 8 Assignment's start. 8 4.1     Time frame. 8 4.2     Human resources. 9 4.3     Documents of reference: 10 5.       Requirements for the Consultant/Firm... 10 5.1     General Principles. 10 5.2     Qualifications, Experience and Team Composition.. 10 6.       Submission of proposals. 11 7.       Method of payment: 11 Normal 0 false false false EN-US X-NONE AR-SA





1.         Introduction

1.1      Context

The following are the terms of reference (‘ToR’) through which Near East Council of Churches Committee for Refugee Work (NECCCRW) agrees to engage the Monitoring and Evaluation/Capitalization (M&E/C) Consultant to perform a consultancy service that scopes reinforcing the prospective and technical capacities of (NECC) team, as far as do monitoring and evaluation and to report in correspondence with the project to the designated project team in addition to do experience capitalization and strategic planning. These transversal activities are essential for developing and perpetuating actions led by NECCCRW to reinforce youth employability in the areas in-where it serves. Under the Israeli blockade for almost 10 years, the Gaza Strip is facing a nearly complete isolation, affecting its economy. The official unemployment rate is 43.2% reaching 63,3% among the young population between 15 to 29 years old. The perspectives of employment and investment are all the more as limited as the young people have no opportunities to have a first professional experience. Concentrating on the qualified young people coming from the centers of vocational and technical training, the project plans to support the prospects to employment for young people in Gaza through providing access to professional on-job-training, business management training and business start-up initiatives, help to employment and development of capacities. It also plans to accompany NECCCRW, in its development and the sustainability of its actions to sustain the employment for young people.

1.2      Project Background

NECCCRW has signed a 3 years project contract with SCCF (Secours Catholique – Caritas France) for the project “Access to employment for NECC graduates in the Gaza Strip” project. In this partnership, SCCF is a financial and technical partner for NECCCRW which is considered as the implementing partner. To finance this co-funded project, SCCF has signed a financial agreement with the French Development Agency (AFD) for 3 years. The overall objective of the project is to contribute to the reduction of poverty in the Gaza strip through access for young people (men and women) to work. The project’s specific objective aims to improve employment for young Technical and Vocational Education and Training (TVET) graduates in the Gaza Strip. The NECCCRW is seeking an experienced M&E/C[1] Consultant/firm to conduct the tasks determined in this TOR with relevance to the project charter. The project is including many components; of which, providing access to 6-month on-job-training for 250 TVET graduates from NECC vocational training centres along 3 years distributed into 5 cycles each one is targeting 50 beneficiaries. As well, in wake of some selected cycles, a specialized training in business development will be taking place occasionally one time per year for selected groups of those TVET beneficiaries and will be followed by an action to access the support of establishment of 60 start-up TVET businesses (60 start-ups in 3 years; 20 in each year). The targeted start-up businesses will be selected from a pool of candidate business models produced by training participants whom are the graduates of the NECCCRW different vocational training departments in different professions (i.e. carpentry, welding, aluminium, general electricity and dressmaking). As well, the project is including activities of development of database for project beneficiaries and NECC TVET program as well as, brochures, documentary film, stakeholder workshops, evaluation restitution workshops, capitalization, preparing strategic plan for TVET-based employability sustaining and evaluation reports and etc.

2.         Assignment Purpose

The consultancy service will be performed at the premises of the NECCCRW in Gaza Strip in favour of selected target group of the graduates from TVET programs run by the NECCCRW. The respect external M&E/C expertise is recruited for the purpose to provide technical support for the project team, as well as do activities and results-based monitoring and capitalization all along the project period. The consultant will bring technical advice on activities implementation, intervention methodology, project steering and achieved results; he/she will also help the project team in identifying potential lacks and suggest necessary recommendations for readjusting activities, target groups choice or work of organization related to the project. Beyond assessment, his/her intervention will aim at coaching NECC management and professionals on three main axes: }  Development of a sustainable and specific follow-up/evaluation system for the project: Reflection groups will be organized on one hand with professionals and on the other hand with beneficiaries to define, with a participative approach, quantitative and qualitative indicators for results and impact measuring. These indicators will feed up the new NECC database. }  Capitalization of NECC years of experience in the field of youth socio-professional insertion since 2008: short introductive training for the capitalization process, then practice analysis sessions, involving simultaneously managers and the project operational team; these sessions will allow thinking collectively about NECC past actions and current experience. }  Conception of a “strategic and sustainability plan” for NECC supportive actions of youth employability. The consultant will have to master a double expertise, in youth socio-professional insertion and on assessment and capitalization methodology; the Consultant/firm will intervene about 50 days per year for 3 consecutive years. The M&E/C intervention will include groups facilitation for reflection and conception of follow-up system, capitalization workshops facilitation, writing of one evaluation report (intermediary), organization of two feedback workshops, support for the strategic plan formulation and for the final capitalization seminar preparation.  

3.         Assignment Objectives, Scope of Work and Deliverables

1.1      Objectives

The M&E/C assignment is aiming to ensure the implementation of a continuous intact monitoring follow-up, evaluation and capitalization conducted all along the project, from its start until its end. This assignment shall allow extracting strengths and weaknesses of the used methodology for reinforcing employability of the young TVET graduates. It will express recommendations for improving the project monitoring and its impact follow-up. It will also express improvement way and possible reorientations of the initial strategy. Finally, at the end of the project, it will analyse the achieved impact, will allow disclosing and disseminating it, and will propose deepening and continuation axes for achieved improvement and ensure capitalization of experiences and sustainable strategic planning. The consultant should realize these achievements through adopting theories of change/ Change Oriented Approaches which mainly aims to create a sense of joint ownership of the program with all partners/actors and to contribute to real and last-long changes. The adoption on theories of change approaches outlines the program rational, intended impact and expected results to provide a conceptual framing for the M&E/C framework including progress markers and means of verification and M&E/C framework. Its change pathway passes across activities, outputs, outcomes and impact is approached to deeply analyse how the change came about and provoke frameworks for learning. The specific objectives of the assignment are: -          To assess the extent to which the project has delivered the anticipated results indicated in the log frame with specific attention to impact and outcomes. -          To assess the performance of the project in alignment with intended results, deliverables and programming indicators focusing upon the appropriateness of the used implementation approach and methodology of different components. -          To assess project impact on the target group. -          To develop a document for best practices procedure/Guide in TVET-based business start-up development. -          To document lessons learned and develop actionable recommendations for what could be improved in the project design and implementation. -          To build the capacity of the project staff in change-management approaches/theories of change and how to apply this approach in realizing last-long changes on project stakeholder’s lives.

1.2      Scope of Work

In close cooperation and coordination with the key project team, the work of the Consultant should include but not limited to the tasks of:   A.       Development of a sustainable and specific follow-up/evaluation system for the project (please note that NECC has already a M&E system for all projects), including: 1.        Monitoring and follow-up: -          To develop a monitoring system to follow-up the implementation of the project action plan and to evaluate the progress against the indicators values targeted in the project charter according to results based management (RBM) approach. -          To coordinate with the database-development consultant for updating and feeding up the already existed information management system (MIS) with updated data in cooperation with project coordinator and related staff. -          To coordinate with the database-development consultant to record, manage and preserve project-related monitoring and evaluation data in a safe, intact and accessible path. -          Related to the item above, to develop and prepare monitoring templates for the use of project staff to follow-up the implementation of the project activities. The templates should be comprehensive and should be developed based on the level of monitoring required between VTC centres, main office - and the different targets - students, teachers, workers, consultants and supervisors. -          To enhance the capacity of each key data collection teammate at each level then to supervise them to ensure quality of the data (random verifications, validations, others). -          To identify problems, causes of potential bottlenecks in implementation and provide specific corrective adjustments. -          To provide technical support on M&E/C and results-based management to the relevant project staff. -          To analyse and discuss findings based on regular monitoring data to support the VTC Coordinator during reporting time. -          To assist the project coordinator in preparing the regular reports as needed. -          To assist the project coordinator and related staff in conducting workshops (i.e. schedules, logistics, etc.). 2.        Evaluation: -          To produce evaluation report as assigned in the agreement/contract (i.e. mid-term report), the report should be produced with recommendations and proposal for adjustments. -          To Organize 1 joint evaluation restitution workshops (mid-term and final) in cooperation with NECC project’s team. -          Provide consultation and training on theories of change/change management approaches. -          To conduct field visits, joint visits, interviews, focus groups, and random checks for the implemented activities/programs to ensure the quality and progress of the implementation as per the agreed plans. B.       Capitalization / lessons learned part: -          To provide capacity building training for project key staff on the philosophy of theories of change and how it could be adopted to ensure the project realizes last-long changes. The approach will be adopted in project implementation components. -          To provide short introductive internal training for the capitalization process, then practice analysis sessions, involving simultaneously managers and the project operational team; these sessions will allow thinking collectively about NECC past actions, current experience and lessons learned over the project period. -          To provide a technical support and guidance for the production of the documentary film that would be produced during the project period. -          Run internal capitalization for the work realized by the project team and the NECC management relying on experiences pooling done during the yearly meetings between NECC and its various partners and resulted from technical follow-up driven by project staff. -          A seminar will be organized at the end of the project, to share NECC experience and learning with beneficiaries, partners and persons concerned by the problematic of youth access to employment. It will be the result of the collective reflection led internally by the project team and the NECC management with the external consultant’s support, notes of seminar results will be communicated materially and electronically in Arabic and English. C.       Conception of a “strategic and sustainability plan”: Developing a strategic plan for the development and sustainability of NECC actions for young TVET graduates’ employability (strategic directions, activities, funding sources), the plan will be produced based on elaborations and experience capitalized with project staff and TVET trainers of NECC.

1.3      Expected Deliverables

(Note: Reporting and correspondence language: both English and Arabic). ·         Conduct a training on theories of change/change management approaches in favor of project key staff in order to set out mapping frameworks and action plans based on the approach. ·         Provide a detailed time schedule to conduct the full M&E/C consultancy and the fulfilling activities. ·         Provide Inception Report: includes a framework to master the change management process on basis of theories of change approach including full detailed outcome mapping framework setting out the basis to follow-up on the progress of M&E/C activities. ·         Provide a full set of monitoring templates to be adopted for use of project staff during the follow-up on project activity implementation e.g. log sheets, attendance sheets, questionnaires, etc. including deviations and adjustment measurements. ·         Provide full data sheets templates for feeding up the database designated for TVET beneficiaries of this project including the needed personal and professional information. ·         Reporting: to provide; 1.         Midterm evaluation report in due times (draft to be submitted on 10/06/2019, the final on 25/06/2019), after receiving NECC and/or its partners comments on the draft evaluation report on the implemented activities (e.g. on-job-training, business management training, establishment of businesses, coaching, counseling, etc.). The following themes should be noted in the evaluation report: i)          The structure of the report shall be proposed by the consultant and agreed with NECC and/or its partners. ii)        An initial briefing workshop for the NECC project team: Comprehensive learning/capitalization event, in order to share evaluation results, key findings, lessons learned and recommendations with all projects’ parties through a (PowerPoint) presentation. iii)      A document for best practices procedures in TVET-based business start-ups development. iv)      A final learning event/workshop to share evaluation results, key findings, lessons learned and recommendations with the local partners and other related partners/parties. ·         Provide findings of the capitalization seminar that will be organized at the project end gathering project team, partners, beneficiaries and the stakeholders involved in the project. Notes will be provided materially and electronically in both Arabic and English. ·         Provide a strategic plan for development and sustainability of NECC capacity to do actions for enhancing young TVET graduates’ employability. A special workshop will be held for the purpose of initiating, developing and finalizing the strategic plan in closed cooperation with respect NECC staff.

4.         Methodology

The M&E/C consultant shall propose in the assignment application the proper monitoring and evaluation methodologies/tools that will be sued and adopted to conduct this assignment. Proposed inputs to the evaluation: The followings are key inputs to the evaluation envisaged: }  Stakeholders feedback. }  Relevant monitoring reports, primary datasets and documentation. }  External secondary information and data as appropriate to the M, E & C.

Assignment's start

As mentioned before, the Consultant and NECCCRW will organise a preparatory meeting in due time relevant to the launch of M&E/C mission starting from December 2017.

4.1      Time frame

The Consultant/firm shall provide a time schedule for implementing the M&E/C mission activities based on the project-related components, particularly: }  Project duration: 3 years (from 1 July 2017 to 30 June 2020). }  Assignment start: 9 December 2017. }  Assignment end: 30 June 2020.
# Activity type Deliverable/tasks How Frequent Deadline  
1 Provide technical and financial proposals including inception report Technical and financial proposals 1 time 20/12/2017
2 Provide technical support for the project team in M&E/C Performance improvement of staff Continuous All project long
3 Provide templates for monitoring and follow-up Templates for monitoring 1 time and on ad-hoc basis 31/12/2017
4 Cooperate with database-development consultant Full and updated database Continuous All project long
5 Assist Project coordinator and related staff in preparing reports and conducting workshops. Reports, workshops On ad-hoc basis According to project action plan
6 Provide internal training and consultation on theories of change Training course On ad-hoc basis 28/02/2018
7 Provide short introductive training for the capitalization process Short training On ad-hoc basis 28/02/2018
8 Provide technical support and guidance to production of the documentary film Technical support On ad-hoc basis 28/02/2018
9 Run internal capitalization work Internal capitalization Continuous All project long
10 Provide a final capitalization seminar with findings Findings of capitalization seminar 1 time and on ad-hoc basis 30/06/2020
11 Provide midterm evaluation report Midterm evaluation report On ad-hoc basis 25/06/2019
13 Organize 1 joint evaluation restitution workshops (midterm including an initial briefing for the project team) 1 workshop including PowerPoint presentation On ad-hoc basis After issuing evaluation repot
15 Provide a strategic plan for NECC sustainability Strategic Plan 1 time and on ad-hoc basis 30/06/2020
 

4.2      Human resources

Within NECCCRW and SCCF whom the consultant/firm has to meet (or to be in contact with): -          Project manager. -          Project coordinator. -          Financial director. -          Executive Director. -          SCCF Projects Officer.  

4.3      Documents of reference:

-          Needed project documents (i.e. log-frame, action plan). -          NECCCRW internal procedures manual. -          Human Resources contracts. -          Others.  

5.         Requirements for the Consultant/Firm

1        2        3        4        5       

5.1      General Principles

By applying for this “TOR”, the Consultant/firm confirms that he/she meets the following conditions: ·      The Consultant/Firm is authorized and eligible for undertaking the aforementioned consultancy service and has a full-profile of such delivery of work. ·      Possess the resources, ability and technical expertise to provide the required assignment and mission tasks/deliverables. ·      Submit a full Technical Proposal of 50 working days per year (e.g. interviews, focus groups, field visits, workshops, M&E/C reports, support to NECC team for the development of its capacities and strategic plan etc.), including: -          Proposal submission cover letter. -          Introduction (including the consultant’s understanding and analysis of the context of required assignment). -          An outline of the consultant’s general experience of similar assignment/projects, demonstrating knowledge of the project requirements and understanding of the tasks (Information on the current assignments of the consultants should be presented). -          A description of the manner in which the consultant would plan to execute the work, for each task separately; work plan time schedule, approach or methodology proposed for carrying out the required work, personnel to be assigned to each task and staff days. -          Biography/CV of consultant’s key personnel proposed for the assignment. -          All content of the proposals shall be in English and Arabic languages. ·      Submit a detailed Financial Proposal in accordance with the ToR and the Technical Proposal enclosed. The financial proposal shall: -          Show all the direct costs related to the implementation of the assignment, while other operational costs such as transportation, communications, etc. can be implicitly included. -          Include prices in USD. ·      Attachment of Individual/Company Profile/CV showing qualifications and previous experience of team in similar assignments.

5.2      Qualifications, Experience and Team Composition

The Consultant/firm will employ adequate staff with appropriate professional qualifications in Monitoring and Evaluation within several years in consultancy domain. Consultant/firm Requirements:  1.    Advanced university degree in development studies, business administration, economics or other related discipline; 2.    At least 10 years of experience in monitoring and evaluation (M&E) methods and approaches (including quantitative, qualitative, and participatory); planning, design and implementation of M&E systems; and report writing; 3.    Proved experience in theories of change training and/or implementation in youth and economic development field. 4.    7 years of experience in evaluating livelihood projects/ programs, microbusiness and community development sector including experience with the private sector including TVET-based businesses; 5.    IT monitoring and evaluation system (i.e. database management). 6.    Experience in Theories of Change, Capitalization and Strategic planning. 7.    Excellent communication, presentation and reporting skills; and, 8.    Excellent drafting skills in English and Arabic.

6.         Submission of proposals

Consultants/Firms will be expected to provide the following; §  A “one original copy” of Technical Proposal for providing the actions described above with estimated time assigned. §  A “one original copy” of Financial Proposal describing the costs assigned to the tasks. §  Supporting documents and qualifications. §  All proposals are kindly requested to be delivered by Wednesday 10/1/2018 to the following address: NECC Head Quarter Bldg., 22/330 Said Al’as Street, Remal, Gaza, Palestine, and to the emails: necc@neccgaza.org, m.alhalimi@neccgaza.org and missioncourte@secours-catholique.org. §  TOR copy could be requested at NECC-Head Quarter Bldg., Gaza city. §  For queries corresponded to this assignment, we are delighted to receive it by Eng. Mahmoud Alhalimi, the TVET Program Coordinator, mobile no: 0599 604 641. §  Following submission, NECC may engage in further discussion with applicants concerning quotations in order to ensure mutual understanding and an optimal agreement.

7.         Method of payment:

§  The service provider will be paid correspondently with the end of certain tasks and deliverables as per the assignment contract.                            
[1] Monitoring and Evaluation/Capitalization

Contact us   

Address: Gaza - Palestine, 22/330 Said Al'as Street, Rimal.
P.O. Box: 49 Gaza.
Telephone:  + 972/970 (0) 8 2860146 / 2822595.
Fax:  + 972/970 (0) 8 2866331.
E-mail: necc@neccgaza.org.
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