WV SOMALIA. Terms of Reference - Third Party Monitoring

Transcription

1 WV SOMALIA Terms of Reference - Third Party Monitoring 16. Monitoring Summary Project Name Somalia Nutrition Project Monitoring Type Activity, Output & Outcome monitoring Purpose of the monitoring Third Party Monitoring (Support project implementation through systematic gathering, analysing and reporting on project indicator performance and leading implementation of accountability mechanisms in project communities) Proposed Methodologies Observations and beneficiary interviews during Food distribution processes. Document review for nutrition registers conducting data audits Household interviews for Post Distribution Monitoring (PDM), Onsite Monitoring, Community Feedback Mechanisms (CFMs) and market assessments Focus Group Discussions for PDM, site monitoring & CFM Key Informant Interviews for PDM & CFM Proposed monitoring dates 1 st April December 31 st 2018 Expected date for Report Submission Monthly (Every 5 th of the following month till December 2017) 2. Description of Programme Being Monitored Project Goal To save lives, improve maternal child health & nutrition and contribute to resilience of vulnerable families and communities in Somalia Project Objectives/ Outcomes sporadic Improved health & nutrition status of children U5 and PLWs in Puntland and South Central. Increased access to food for vulnerable households in Somalia. Partners' capacities developed to address food and nutrition needs of communities Enhanced transparency and accountability to vulnerable communities and partners in Somalia. Project location (Districts and # of villages/ sub-locations) Puntland, Somaliland and South Central Number of target beneficiaries 2688 (based on current figures for Qansadhere) Beneficiaries supported on nutrition activities. These activities include TSFP and BSFP. Sector Food Assistance Key Project Activities Targeted Supplementary feeding Blanket Supplementary Feeding Partner capacity building Donor United Nations - World Food Programme (UN-WFP) Length of Program 1 year Available Project Documentation Project Design documents, Standard monitoring tools, reporting guidelines and manuals. 3. Brief Background of Project to be monitored 1

2 WV Somalia is implementing a one year nutrition project in partnership with WFP. These projects are being implemented in Puntland (Nugal and Mudug Regions: Dangoroyo; Burtinle; Eyl; Jaribaan and Garowe districts); Somaliland (Awdal; Toghdheer; and W/Galbeed regions) and South Central (Bay Baidoa and Bakool - Waajid districts); Gedo Region Luuuq; Dolow; Belet-hawa). Through multi-sectoral and complimentary interventions, WFP & WV partnership uses food as a resource to reach the desired outcomes of the programme. In this program populations affected by drought, IDPs, households with malnourished children and pregnant and lactating women are prioritised and supported with food in-kind or food vouchers. The food assistance program emphasizes the dietary needs of the vulnerable people in targeted communities. Under this program, children between 6-59months and moderately malnourished pregnant and lactating women receive supplementary food and also provided with other services as stipulated in the Integrated Management of Acute Malnutrition (IMAM) package. Rationale In order to maintain quality of interventions and also promote proper accountability, WV Somalia seeks to engage the service of a Third Party Monitor (Independent consultants/consultancy firms/ngos) in some operation districts. The selected monitor will work closely with staff members, government ministries and partners in collecting both routine and periodic data from specific activity sites and beneficiary households. This will help in measuring progress in achieving project outputs, outcomes as well as understand activity implementation processes. 4. Objectives of the engagement The main objective of this engagement is to ensure that project processes, outputs and outcomes are sufficiently monitored in selected districts to provide vital information to management for timely decision making. The Lead partner/consultant in this engagement will be required to undergo initial orientation from World Vision Somalia Quality Assurance department and equally review the projects design documents and relevant annexes including the Logframe, M&E plan and ITT. Below are the key objectives for this engagement: Provide project staff, community members and other stakeholders with monitoring information to enable them understand overall project performance. Augment the M&E processes, tools, partner capacities and evidence in assigned implementation areas for purposes of quality implementation. Ensure routine verification of project activities is conducted as described in project documents Measure output indicators through quarterly Post Distribution Monitoring assessments and document reviews Through WV Somalia guidance work towards integration of humanitarian accountability standards in project implementation Conduct monthly market monitoring to provide price trends and other necessary information to project management. Deliver user-friendly, accessible evidence of appropriate approaches and lessons in achieving intended project results. Provide workable recommendations aimed at improving project quality. 5. Scope of the Engagement (monitoring). This engagement will cover the district of Qansadhere in Southern Somalia and will cover all monitoring facets of the program as highlighted under objectives. The work will involve routinely interacting with WV Local partners, Local administration, village elders, beneficiaries, WVI staff and market vendors to gather vital information from them. The engagement is expected to last for seven (8) months from April to December

3 WV Somalia Management together with Quality Assurance team will support the selected partner in understanding the Food Programming model and the standard tools used in monitoring activities and outputs. WV Somalia will also ensure that necessary linkages are created between the Third party monitor, field staff and implementing partners. 6. Logistics The TPM will propose a suitable approach and budget for this engagement. Upon approval of the approach and budget a meeting will be arranged with the project team to agree on the frame of operation and responsibilities of each party as this will help clarify the roles and make necessary plans for execution of agreed tasks. 7. Responsibilities of Third Party Monitor (Consultant/NGO) Conduct quarterly Post distribution Monitoring (PDM) surveys; this included documentation of community stories on successes registered. Be responsible for the day to day work delivery and performance management of the program ensuring that all tasks are completed on time and as stipulated within the partners agreements; Conduct monthly on-site monitoring (OSM) for nutrition distributions. Conduct monthly checks on protection related issues at distribution sites as in the ODM checklist and according to international humanitarian standards. Conduct monthly compliance checks on the WVS and partner warehouses for proper commodity management practices, detailing findings and recommendations. Conduct weekly Market assessments in selected markets and submit the information to WV/WFP through ODK platform. Lead the implementation of Community Feedback Mechanisms in Qansadhere district. Ensure that his/her core monitoring team are availed to WV for orientation in Food Assistance M&E (including tools and templates) Work with partner staffs and WFP monitors to coordinate monitoring schedules. This will foster joint planning and proper resource utilisation. Conduct monthly data audits on all nutrition registers for purposes of ensuring completeness and logical information capture. Ensure that all partners are doing monthly malnutrition screening and admission/discharges of beneficiaries under TSFP & BSFP. Conduct thorough data verifications both during data collection and data entry. This will greatly improve the data quality hence validity of findings. Conduct data entry, analysis and appropriate reporting for OSM visits, MBFSM and Community Feedback. Submit high quality summary reports and all data sets to DME Managers for consolidation, analysis and reporting. Quarterly presentation of key findings to management for action planning and follow-up. Act as the day to day contact point for Somalia in Qansadhere. Ready to undertake ad hoc tasks as need arises. 8. WV Responsibilities during evaluation Provide necessary orientation and training to the selected Individual/firm/NGO. Provide the selected 3 rd Party Monitor with necessary documents to enable them have a clear understanding of the program Create linkages with field staff, government ministries, Implementing Partners and other stakeholders Provide on-going supervision and guidance to the selected individual/firm/ngo Review and approve field approaches to be used by the Monitoring team. Review reports and data sets to ensure quality. Equally provide on-going feedback to the selected Monitor. Where necessary make arrangement for the Lead Monitor s travel to field locations for supervisory purposes. 3

4 9. Products At the end of every month, the third party monitor shall be expected to submit the following to World Vision Somalia: Provide high quality report (Maximum: 12pages) highlighting the following information o Locations/sites monitored during the month and individuals who conducted the monitoring o Activities conducted during the month o Summary findings from the monitoring all activities conducted. o Key lessons learned during the monitoring exercise. o Practical recommendations for improvement o Challenges faced during the monitoring. o Attach photos and quotes highlighting significant changes Soft copy of raw data set for any quantitative data Soft copy of cleaned data set for any quantitative data Soft copies of data collected during qualitative data collection exercises (i.e. interview notes) 10. Education and Experience The Lead persons should have: Have a minimum of a second degree in social sciences, nutrition and dietetics, Monitoring and Evaluation and rural development among others. Five years experience of program management and oversight in fragile and conflict affected states, Experience in managing relationships with local partners, donors and local authorities Thematic experience in areas including nutrition, resilience, livelihoods and program integration Willingness to employ innovative mechanisms in data collection and analysis. Has previously done research or programming experience in Somalia; Competent in quantitative and qualitative design and analysis; Ability to report concisely and on time; Familiarity with local political environment and actors in Somalia Experience in managing data using different packages. 11. Proposal Contents Proposals from Individuals/Firms/NGOs should include the following information (at a minimum) Introduction Proposed approaches, including field teams to be used Proposed timelines Company profile and/or CVs for key team members to deliver on this assignment. Proposed budget Annexes as deemed necessary by the company/individual/ngo Requirements: Qualified and interested parties are asked to submit the following; Letter of interest in submission of a proposal A detailed technical proposal clearly demonstrating a thorough understanding of this ToR and including but not limited to the following; Consultant/Company Profile Description of the Methodology and Sample Size Determination Demonstrated previous experience in similar assignments and qualifications outlined in this ToR (with submission of at least two most recent reports) 4

5 Proposed data management plan (collection, processing and analysis). Proposed timeframe detailing activities and a work plan. Team composition and level of effort of each proposed team member (include CVs of each team member). A financial proposal with a detailed breakdown of costs for the study quoted in United States Dollars. Note: As part of the Consultant selection process, the best candidates will be requested to prepare draft inception report and make a presentation of the same to the Nutrition Technical Team to inform the final decision on award of the Contract. Applications should be submitted electronically to mailto:somo_supplychain@wvi.org on or before Sunday the 8 th April 2018 at 16:00 Hours East African Time, with attachments in pdf and a subject line: Request for Proposals for Third Party Monitoring Consultancy for World Vision Somalia Nutrition Program Provision of Taxation as per the Kenya Revenue Authority on Technical Fees A 5% withholding tax is levied on the payment of technical services fees (as well as professional and management fees) where the services are provided by a resident/resident firm in Kenya. The rate is 20% where the service provider is a non-resident/non-resident firm, unless an applicable tax treaty provides otherwise. Consultant firms must be able to demonstrate their tax compliance status at the time of bidding for this assignment as WVS will only engage with tax complain individuals/firms The proposal that complies with all the requirements, meets all the evaluation criteria and offers the best value for money shall be selected and awarded the contract. Any offer that does not meet the requirements shall be rejected. 5