Third Third Party Monitoring and Verification Consultancy services for OFDA, FFP and WFP Funded Projects in Jubaland and South West States of Somalia

WV Somalia

Terms of Reference (ToR) for Third Party Monitoring and Verification Consultancy services for OFDA, FFP and WFP Funded Projects in Jubaland and South West States of Somalia

1. Third Party Monitoring and Verification Summary

2.Projects to be assessed;

1. OFDA funded Health & Nutrition, WASH and Agriculture & Economic Recovery & Marketing systems and Protection)

1. FFP funded Emergency Food Security Program (EFSP)
2. WFP funded Nutrition and Drought response projects

3.Assessment Type

1. An integrated Third Party Monitoring and Verification (TPM) Consultancy Services
2. Activity, Output & Outcome monitoring

4.Locations/District where service is required;

Region

District

Projects

Bakool

Hudur

FFP & OFDA

Bay

Berdale

FFP & WFP

Burkhaba

OFDA

Qansadhere

FFP, OFDA & WFP

Gedo

Elwak

WFP

5. Purpose of the Third Party Monitoring & Verification exercise;

The purpose of the Third Party Monitoring and Verification Consultancy Services is to conduct independent monitoring and verification of activity implementation, asses the level of stakeholder engagement, examine project processes and procedures, monitor the context, identify implementation strengths and gaps and based on this derive lessons and recommendations.**

6.Proposed Methodologies

ž Beneficiary verification exercise through interviews with selected households.

ž Qualitative interviews using Focus Group Discussions (FGDs) and Key Informant Interviews (KIIs)

ž Direct observation and on-site verification of physical activities, assets and infrastructure

ž Capturing pictures and GPS Coordinates of physical activities

ž Conduct beneficiary interviews at health facilities, water points, distribution points, agricultural sites, and other economic activities in the host community and IDPs

ž Household surveys for Post Distribution Monitoring (PDM)

ž Monitoring of distribution processes (Onsite monitoring)

ž Monitoring of the context including the market situation.

ž Document reviews such as monthly partners’ reports, quarterly, bi-annual and annual reports, baseline & evaluation, PDMs and onsite monitoring reports

ž Use beneficiary lists to randomly pick beneficiaries that can be tracked and interviewed via phone

7.Proposed assigment dates

As per the specific needs of the project listed under annex

1. Anticipated Date of Draft Report Submission

As per the specific needs of the project listed under annex

9.Anticipated Date of Final Report Submission

As per the specific needs of the project listed under annex

2. Purpose of the Third Party Monitoring and Verification (TPM)

The purpose of the Third Party Monitoring and Verification Consultancy Services is to conduct independent monitoring and verification of activity implementation, asses the level of stakeholder engagement, examine project processes and procedures, monitor the context, identify implementation strengths and gaps and based on this derive lessons and recommendations.

Specific objectives include;

ž Assess the level of stakeholder engagement by WV and/or its partner in the respective districts.

ž Examine the beneficiary targeting and registration processes and verification of selected beneficiaries.

ž Determine whether the project addresses the key needs as perceived by the community and Local Authority

ž Assess and verify the up to date accomplishments against the anticipated plans and targets in the districts identified for TPM activities.

ž Assess accessibility of project resources for all targeted beneficiaries of all socio-economic characteristics (including disability)

ž Validate accomplishments reported by sub-grantees, Line-ministries and other stakeholders participating in the implementation of the projects

ž Examine the processes followed to engage the targeted communities and district stakeholders (including local authorities).

ž Evaluate the procedures put in place to capture and address community concerns and enquiries.**

ž Determine the level of integration of the projects among the projects and with other projects supported by different donors and organizations in the same districts**

ž Assess implementation strengths and gaps and based on observations made and responses from stakeholders derive lessons and suggest recommendations

ž Augment the M&E processes, tools, partner capacities and evidence in assigned implementation areas for purposes of quality implementation.

ž Assess if project resources are efficiently and effectively utilized for the targeted communities and households.

ž Provide current information on the context with regards to Health & Nutrition, Agriculture and Food Security, Market situation, Economic Development and Security situation and their implication on project implementation and target communities.

ž Assess and determine the progresses in the key cross-cutting themes for programming i.e. protection, gender, and children in emergencies.

Finance and Support Chain Activities

ž Procurement of SOMTEL lines and registration on e-dahab verification

ž Processing of payments Conditional Cash and Unconditional Cash transfers

ž Processing of re-imbursements to partners or Line Ministries, sample reports and verify authenticity of costs.

ž Assess the Finance and support functions/structures of the partners involved and Line Ministries, identify strengths and weakness, document and share with WV-Management

ž Assess procurement process for the partners and line ministries, do they have clear policies (finance, procurement) and what’s the level of compliance? sample

ž Asset management –assess protocols for asset records, disposal guidelines for the partners and Line ministries involved.

ž Assess office set-ups for partners and line ministries involved.

ž Assess vehicle hiring process in the locations, analyse context and share recommendations

Details of the projects and specific M&E activities are provided as Annexes

3. Consultant Responsibilities

ž Develop Technical and Budget proposal that include the Third Party Monitoring and Verification plan, methodology and appropriate M&V relevant information collection and analysis tools.

ž Work closely with the M&E Managers/Coordinators and project staff during the planning, design of the methodology; agree on the tools that will be used for Monitoring & Verification and the Monitoring & Verification schedule.

ž Presenting the methodologies and tools for World Vision M&E and Technical teams for revisions and comments.

ž Incorporate feedback given by WV team into tools and reports

ž Training of the data collection teams and supervisors to ensure quality of data collected

ž Ensure a thorough review and analysis of project and secondary data

ž Ensure compliance with World Vision Informed Consent Policy regarding respondents

ž Lead the sample selection and outputs for primary data collection.

ž Data collection (Quantitative and Qualitative) for the outlined activities.

ž Data management (entry), transcription, analysis, interpretation and reporting.

ž Visit activity implementation sites and capture the required information (GPS – where applicable, photographs, feedback from communities or participants).

ž Verification of actual activity implementation on the ground.

ž Conduct FGDs and KIIs and observations where applicable to gather relevant information

ž Ensure adequate triangulation and validation of evidence collected

ž Debriefing on preliminary Monitoring & Verification outcomes to the field team soon after completion of data collection. The result is expected to be published and the consultant needs to give due attention for the quality of the report.

ž Present (Quarterly and a Final report ) ensuring that the reports are well-written, and presented in a way that clearly stipulates the evidence collected, conclusions, and recommendations

4. World Vision responsibilities

ž Provision of reference documents like project proposal, M&E Plan, IPTT, any survey reports and quarterly progress reports.

ž Ensure that the consultant and his team adhere to research ethics and safeguarding policy

ž Conduct a review of and provide timely feedback and approval of all draft deliverables listed above under contractor responsibilities.

ž Community and stakeholder mobilisations for the Monitoring & Verification exercise

ž Review the third party monitoring & verification plan and tools before use and reports and provide timely feedback.

ž The project team supports and facilitates connections to relevant stakeholders in the districts.

5. Consultant deliverables

a. Well written Monthly Monitoring and Verification report with results disaggregated by project and by district highlighting the following information;

· Locations/sites monitored during the month and individuals who conducted the monitoring

· Activities conducted (Monitored/Verified) during the month

· Summary of findings from the Monitoring and Verification exercise

· Key lessons learned during the Monitoring and Verification exercise.

· Practical recommendations for improvement

· Challenges faced during the Monitoring and Verification exercise

· Attach well captioned photographs with GPS coordinates (where applicable) taken during the monitoring exercise.

· Soft copy of raw data set for any quantitative data with GPS coordinates

· Soft copy of cleaned data set for any quantitative data with GPS coordinates

· Qualitative data (i.e. interview notes from FGDs and KIIs including names of those interviewed)

b. Quarterly and Final Monitoring and Verification report with results disaggregated by project and district as follows;

· Findings on accomplishment of plans, resources utilizations, integration of gender, disability, community concerns, child protection and engagement with local administration and religious leaders, challenges and bottlenecks to implementations

· Recommendations need to be supported by a specific set of findings/ evidences.

· M&V findings should be presented as analysed facts, evidence and data and not only based on anecdotes, hearsay or the compilation of people’s opinions.

· Findings should be specific, concise and supported by strong quantitative or qualitative evidence.

· No more than 30 pages (without annexes)

· Includes photos and quote from key stakeholders, beneficiaries etc during FGDs & KII, and observation of physical activities

· Including, but not limited to, sections on context, sampling, methodology, findings (including table showing end-results per activity

· Disaggregation of beneficiaries – Male/Female, IDPs/Host community levels at minimum (as required).

· Annexes with the all data collection tools provided.

6. Proposal Contents

Proposals from Consultants should include the following information (at a minimum)

ž Technical Proposal with clear methodology, including types of Monitoring & Verification tools and analysis

ž CVs of key consultant(s) attached to the technical proposal

ž Proposed budget

ž Proposed timeline/Work plan

ž Certificate of registration for the consultancy firm

ž The applicants have the right to request for more clarifications.

ž

7. Required Qualifications and Experiences

ž In-depth knowledge of Somalia and its regions including government and community level service delivery structures.

ž Knowledge of local language is a mandatory requirement.

ž DEMONSTRATED ACCESS TO AND ABILITY TO TRAVEL AND WORK IN THE PROPOSED LOCATIONS (HUDUR, BERDALE, QANSADHERE, ELWAK AND BURHAKABA) ARE MANDATORY.

ž Understanding of the local context, political and security environment

ž Lead consultant should have a Masters/PhD degree in Agriculture, Agricultural Economics, Health and Nutrition, Development studies, Peace and security, Monitoring and Evaluation and International studies or any other related qualifications and 5+ years of consultancy experiences.

ž A team with combination of staff with Qualifications and Experience in Food Security and Livelihoods, Health & Nutrition and WASH are preferred.

ž Has technically sound experiences in Monitoring & Verification and Studies in Somalia context

ž Has extensive experiences with Resilience Programs and humanitarian work.

ž Strong written, communication, and interpersonal skills in English and Somali, with substantial experience in training and managing multicultural teams.

8. Logistics

The consultant will be responsible for organizing logistical issues related to the assignment. These include consultant daily rate, travel arrangements (flights/car hire), accommodation, training costs, and enumerator fees (ONLY when needs are there for enumerators engagement) and thus should budget accordingly.

Note: Consultancy firm with a diversified team members is given priority. A firm with the previous experiences in the specified locations are highly encouraged to apply.

Somali language: a requirement