Terms of Reference Development and Rollout of MEAL System for the Indonesia Climate and Disaster Resilient Communities (ICDRC) Project

Transcription

1 Terms of Reference Development and Rollout of MEAL System for the Indonesia Climate and Disaster Resilient Communities (ICDRC) Project Project title Indonesia Climate and Disaster Resilient Communities (ICDRC) project Geographical coverage 12 districts in 7 provinces of Indonesia Project lifespan 1 July June 2022 Program budget Approx. AUD $2.4 million Consultancy title Development and Rollout of a MEAL System for the ICDRC project Consultancy timeframe 1 September 2018 to 30 June PURPOSE To (1) develop a contextualised and easy-to-understand and use MEAL System for the Indonesia Climate and Disaster Resilient Communities (ICDRC) project; and (2) support regular review of the ICDRC MEAL system, including provision of offline and face-to-face mentoring of project staff and partners so that progress towards the project s overall goal can be measured effectively. 2. BACKGROUND Dealing with development issues in rapidly evolving and unpredictable contexts requires recognizing uncertainty as a key factor influencing all programmes throughout the programme cycle. This includes uncertainty about how the context will evolve and when, and uncertainty about how change may come about in the specific context. We need to recognize this uncertainty and manage our programmes in an adaptive way to keep our interventions on track to build resilience. Moreover, as resilience deals with complex social change processes, solutions that are more resilient are not straightforward, simple and clear from the beginning of our intervention. Social change does not follow a linear and predictable trajectory; there is uncertainty beforehand about the impact of the intervention and the most effective routes or pathways to resilience. Therefore, we need to discover resilience pathways as we go along, and must be able to quickly adapt our interventions to maximize our impact. MEAL systems can help us to achieve this by fostering learning and the generation of timely and relevant information. This can enable the program s stakeholders to better understand what change is happening and how it is happening in the context, and thus make decisions to adapt the intervention as needed. Oxfam has been developing and implementing MEAL in its projects for a number of decades, but at times the MEAL has become complicated and more focused at an output level rather than outcome level, with an array of indicators that require extensive data collection, and little time for analysis. With the development of Oxfam s Framework for Resilient Development (OIFRD) and associated guidance (including the MEAL for Resilience companion guide), as well as the re-design of the ICDRC project (in line with the resilience framework) there is an opportunity to design MEAL that helps Oxfam (and others) better understand how our project interventions build resilience (with different stakeholders and at different levels) and have impact. 1

2 For this reason, Oxfam wishes to engage the services of a consultant with expertise in MEAL and resilience to develop a MEAL Systems that is fit-for-purpose and helps (not hinders) project staff in undertaking MEAL. This will be guided by the OIFRD, the ICDRC design document (and draft MEAL plan), Oxfam s MEAL and Resilience companion, and Gender and Resilience companion guide, as well as Banyaneer s Resilience Radar. Project MEAL will guide Oxfam and partners on when to conduct monitoring, evaluation, accountability and learning activities, what information and how this is collected. It will also prescribe by whom, or in many cases, who will be participating in the data collection and analysis, and will conform to Oxfam s Common Approach to MEL and Social Accountability (CAMSA) requirements. The project will encourage Oxfam staff and project partners to collect a combination of qualitative and quantitative data, using participatory and inclusive processes, and will supplement the data collected by partners with surveys and evaluative processes targeted at the outcome level changes. Continual learning and reflection processes will be encouraged throughout the life of the project. Therefore the consultancy will also include support for periodic review of the MEAL System, as well as mentoring support to project staff and partners so that they can take forward MEAL through the life of the project. This will include: quarterly reviews of the ToC, annual reflections, a mid-way and endof-project evaluation. The project will commission specific pieces of research to support evidencebased learning to be undertaken to support the overall goal of the project. This could include Outcome Harvesting and Most Significant Change methodologies. The MEAL system and mentoring support should therefore help project staff and partners to: Measure progress towards resilience outcomes and project indicators (at different levels) and seek explanations why certain changes occur or not Understand how change happens at different levels (and test assumptions, pathways and strategies) and analyse the contribution of ICDRC strategies Understand and address GESI issues Identify shortcomings in project methodologies and make adjustments accordingly Identify learning on approaches and methodologies that can be useful for other Oxfam countries and other development actors in the region Influence government and private sector actors policy and practice at sub-national, national, regional and global levels Support evidence-based learning for donor reporting Identify future issues and problems to be addressed in order to leverage additional funding for the project. 6. DELIVERABLES The expected deliverables of this assignment will be: Inception: A consultancy plan providing: an overview of the assignment (purpose, scope, objectives); overview of the program and MEAL requirements (linking to Oxfam Frameworks); outline of MEAL system; outline of mentoring support; and methodology/process/key activities/timeline for conducting the assignment Part A: A contextualised MEAL System: a. adjusting the Resilience Radar 2

3 b. integrating qualitative (but quantifiable) elements for learning 1 c. considering the project Theory of Change, Oxfam s Framework for Resilient Development and MEAL companion guide, as well as the project s draft MEAL Plan - Training modules (desk-based) for use in-country to rollout the draft MEAL Plan - Review and revision of draft MEAL Framework and Plan draft with the team in-country (Jakarta) - Provision of two rounds of training, each with initial data collection support (coaching/shadowing) to ensure that teams apply the tools as intended - Data analysis and reporting for the baseline (based on Oxfam s baseline data collection). Part B: Review of MEAL System and mentoring support: - Four month (Feb) and end of year (May) review of MEAL system - Offline (Skype, ) and Face-to-face (May) mentoring support to project staff and partners - Short case study on learning from the process. All deliverables (except for the inception report) will be in both English and Bahasa Indonesia. Costs for translation will be borne by Oxfam (and are therefore not included in the budget for this ToR). 7. INDICATIVE TIMELINE The consultancy is expected to take: Part 1: 28 days from 1 September 31 October Part 2: Up to 10 days from 1 November 2018 to 30 June Table 1: Part 1 timeline Action Days Timeline Document review and consultancy plan 3 14 Sep Draft MEAL Framework and Plan; draft training modules (including initial review prior to travel); travel logistics Travel to Indonesia to review and revise draft MEAL Framework and Plan; Training x 2 with data collection support 7 21 Sep Oct Data analysis and reporting for the baseline 6 31 Oct Finalisation of MEAL Framework and Plan 2 31 Oct TOTAL 28 1 This should include key learning and evaluation questions and be focussed at both outcome and output levels. 3

4 8. MANAGEMENT The consultancy will be co-managed by Charlotte Sterrett (Climate Change Program Advisor, Oxfam Australia) and Monica Azzahra (MEL Officer, Oxfam Indonesia) in consultation with a small Advisory Group (see Annex 1). OAU and Oxfam Indonesia will provide relevant documentation for the consultancy assignment, contact details for key participants and input into development of workshop and other consultation processes as needed. The consultant will arrange Skype interviews and other workshop and group processes as needed with OAU, Country staff and other key stakeholders in consultation with OAU. 9. REQUIRED KNOWLEDGE & EXPERIENCE - Excellent knowledge of monitoring and evaluation in theory and practice, with strong experience in the development of program MEAL frameworks and plans - Expertise in adaptation/drr/resilience programs in Asia - Experience using mixed-methods (qualitative and quantitative) approaches to MEAL - Strong commitment to participatory and learning focused MEAL and knowledge/use of participatory tools - Knowledge of the Indonesia context - High level analytical skills, including experience in applying conceptual frameworks of analysis - Strong skills in gender analysis - Fluent written and spoken English. Ability to speak Bahasa Indonesia an advantage. 10. KEY TERMS AND CONDITIONS - Payment will be on submission of Tax Invoice on delivery against milestones - Quotes and/or tenders should be inclusive of all costs in relation to travel, meals, accommodation and other expenses related to the assignment - Consultants must sign and abide by the Child Safe Policy and Code of Conduct - All equipment and materials, including office accommodation, required for the assignment are to be provided by the contractor except where otherwise indicated in the Terms or Reference above - Oxfam Australia may request written evidence of necessary coverage in relation to insurance (including workers compensation), superannuation and taxation prior to commencement of the assignment. 11. INDICATIVE BUDGET The indicative budget for this assignment is up to $30,000 including consultancy fees and travel expenses (flight, visa, accommodation, food, etc.) 12. HOW TO APPLY To apply for this assignment please send in a proposal that includes: - Consultant(s) profile and response to the selection criteria (max. 3 pages) 4

5 - Proposed approach and methodology; timeline and budget (max. 3 pages) - C.V(s) of consultant(s) including at least three professional referees (max. 4 pages per consultant) - Links to up to three samples of similar work. Applications must be received no later than 1700h (AEST) on Friday 7 September and can be sent to Charlotte Sterrett charlottes@oxfam.org.au Only successful applicants will be contacted for an interview. 5