CONSULTANCY-TO DESIGN AND IMPLEMENT AN ELECTRONIC M&E SYSTEM FOR SRC


Location : Harare, ZIMBABWE
Application Deadline :29-Sep-22 (Midnight New York, USA)
Time left :4d 15h 41m
Additional Category :HIV, Health and Development
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
18-Oct-2022
Duration of Initial Contract :30 working days over 6 Weeks period
Expected Duration of Assignment :30 working days


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

Introductory Background

Monitoring and Evaluation (M&E) is a continuous management function to assess if progress is made in achieving expected results, to spot bottlenecks in implementation and to highlight whether there are any unintended effects (positive or negative) from an investment plan, programme or project and its activities.  Elements of an M&E system – which if developed together with all key stakeholders will encourage participation and increased ownership of a project/plan are: (a) Result Frameworks or log frames (“RF”), which are tools to organize intended results, i.e., measurable development changes. The M&E plan is used to systematically organize the collection of specific data to be assessed, indicating roles and responsibilities of project/plan stakeholders. It ensures that relevant progress and performance information is collected processed and analyzed on a regular basis to allow for real-time, evidence-based decision-making; (c) the various processes and methods for monitoring (such as regular input and output data gathering and review, participatory monitoring, process monitoring) and for evaluation (including impact evaluation and thematic, surveys, economic analysis of efficiency  and  the Management Information System, which is an organized repository of data (often georeferenced) to assist managing key numeric information related to the project/plan and the analysis. The SRC has over the years been seeking to improve its M&E system with the 2022 establishment of a fully-fledged M&E unit as one way of ensuring there is dedicated improvement to this important part of work.

Overview of SRC

The SRC is a non-governmental organization established in 2007 and headquartered in Bulawayo, Zimbabwe. The SRC envisions a Zimbabwean society where the sexual reproductive health and rights of all people are respected, upheld, and protected. SRC exists to advance and promote the access, voice, agency, and empowerment of marginalised, vulnerable, and key population communities in Zimbabwe to realise quality, comprehensive and affirming sexual and reproductive health and rights. Thus, the core goal of the organisation’s work is on realizing the rights of young and adult lesbian, gay, bisexual, transgender, intersex and questioning persons (LGBTIQ+), sex workers (SW) in their diversity, people who use drugs, people with disabilities, adolescents, and young persons, including young people in tertiary institutions - to meaningfully contribute towards movement-building of the nascent movements, networks, and organisations of these populations. The secondary stakeholders include health practitioners and institutions; law enforcement officers and institutions; tertiary education institutions; religious leaders and institutions; the media; policymakers and other civil society organizations.

 

The organization is currently responding to five strategic goals (as underpinned in our Strategic Plan 2021-2025) namely:

  1. Strong and resilient individuals, movements, and communities of marginalised, vulnerable, and key population groups.
  2. Reduced stigma and discrimination.
  3. Improved and inclusive service delivery.
  4. Policy and practice change, harmonization, and full implementation.
  5. Organizational capacity strengthening, sustainability & management of change.

SRC is currently one of the implementing partners sub granted through UNFPA under the NFM3 Global Fund HIV MSM grant. One sticking challenge for this grant is the limited capacity to manage data and ensure data quality assurance. During 2018-2020, interventions were undertaken to improve M&E systems at SRC to align with its responsibilities under the Global Fund programme and to improve the overall capacity of the organisation to monitor and measure its achievements.  Additional interventions are proposed to fully digitise the M&E system at SRC, both for the Global Fund programme and for other programmatic needs. 


Duties and Responsibilities

The Purpose and Scope

The SRC currently uses a manual, paper-based data management system. Recommendations from technical partners, funding partners as well as lessons learnt from global best practices are that electronic and web-based data management systems are more reliable, effective and facilitate ease of work for both program and monitoring teams.  The proposed monitoring system must take into consideration the scarce human and financial resources of the organisation and incorporate low cost yet reliable data management tools where available. The existing capacity for monitoring at the organisational level must be considered and factored into the design in a realistic manner. Any system proposed should be harmonized in terms of data collection, analysis, and reporting processes in order to avoid duplication of efforts and to allow for the most effective decision-making.                                                                   

 

 

Deliverable

An electronic web based data management system

 

Objective;

  • To improve data management and access for SRC and other KP partners
  • To digitize M&E data and minimize potential data loss and computation errors

 

Duties and Responsibilities:

 

The Consultant will:

  • Develop an operation electronic web based data management system

 

Scope of work

  1. The Consultant is expected to review and report on the various existing reports, studies and monitoring documents such as Results and Performance Frame monitoring used at SRC, highlighting strengths and weaknesses.
  2. Design and make recommendations on an effective and user-friendly Monitoring System, which details what, is to be monitored, who will monitor, and how it will be monitored.
  3. A monitoring system that facilitates the generation of monitoring reports through dashboards at organisational and project levels based upon internationally accepted principles on monitoring and evaluation.  The main elements of a monitoring system, should particularly include:
  1. The identification of the indicators within the Results and Performance Frameworks to be monitored.
  2.  The determination of baseline data and indicators to be measured and reported with respect to each focal area.
  3.  The identification of the respective institutions/body(ies) & authorities responsible for the implementation of the respective focal areas.
  4.  Specific roles under a monitoring and evaluation system assigned to the most appropriate actors for systematic data collection, data analysis, reporting and dissemination of results
  5.  An outline / template of a monitoring report
  6.   A monitoring cycle that outlines timeframes and indicates how the monitoring results will be evaluated and used to inform the subsequent monitoring cycles.
  7.  The suggestion for the most suitable data management system to collect and analyze data. 

 

Reporting

The consultant shall report to PR (UNDP) and all expected deliverables will be submitted to the UNDP for approval.

 

Travel: 

All travel costs will be covered by UNDP according to its rules and regulations. Travel, payment of travel costs including tickets, lodging and terminal expenses will be agreed upon, between UNDP and the Individual Consultant, prior to travel and will be covered and paid by UNDP. The fare will always be “most direct, most economical” and any difference in price with the preferred route will be paid for by the expert.

Evaluation

Candidates will be evaluated using a combined scoring method with the qualifications and methodology weighted at 70% and the price offer weighted at 30%.  Only candidates obtaining a minimum of 49% (out of 70%) points on the technical qualifications part will be considered for the Financial Evaluation.

Payment Method:

 

  • Payment: All-inclusive Daily Fee
  • The consultant will be paid as a daily rate (based on the number of days worked).
  • Payments will be based on the Certificate of Payments that will be submitted on a monthly basis;
  • Time Sheet will be attached and verified by the direct supervisor; and

•  Final tranche upon performance evaluation from the direct supervisor. Security: Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under https://trip.dss.un.org

All envisaged travel costs must be included in the financial proposal. In general, UNDP does not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources. In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel.

 

Application Submission Process:

Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):

  • Personal History Form (P11), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references (the template can be downloaded from this link: http://sas.undp.org/Documents/P11_Personal_history_form.doc

Step 2: Submission of Financial Proposal

The Candidate must submit application including a financial proposal for the assignment to UNDP.

The term ‘all-inclusive” implies that all costs (monthly professional fees, travel related expenses if applicable, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal

ANNEX 1 - INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS is provided here: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf

 


Competencies

Competencies and Qualifications

The SRC and partners, seek to commission the services of an experienced consultant to carry out the above assignment. The Consultant must possess the following Qualifications and competencies:

  • A post-graduate degree in, international development, Monitoring and Evaluation or a related field.
  •  At least ten (10) years proven experience in designing monitoring and evaluation systems in developing countries, including IT based monitoring systems (a regional expert or collaboration with a regional expert would be an asset)
  • Excellent written and oral skills.
  •  An excellent command of the English language is a requirement.
  • Experience working with UN agencies, AIDS service organisations, and public health facilities.  
  • Experience of working with key populations in their diversity.
  • Excellent analytical, writing and presentation skills.


Required Skills and Experience

Educations:

  • A post-graduate degree in international development, Monitoring and Evaluation or a related field.

Experience:

At least ten (10) years proven experience in designing monitoring and evaluation systems in developing countries, including IT based monitoring systems (a regional expert or collaboration with a regional expert would be an asset).

Language:

An excellent command of the English language is a requirement.



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