Title : Mid term evaluation Building Food Security and Resilience among rural households in Timor Leste Project
Closing date : 30 May 2011
I. Background and Rationale
Hivos is a Dutch non-government organization inspired by humanist values. Together with local organizations in developing countries, Hivos seeks to contribute to a free, fair and sustainable world in which citizens – women and men – have equal access to the resources and opportunities for their development and where they can actively and equally participate in decision-making processes that determine their lives, their society and their future.
Hivos has been working in Timor Leste since the late 1990s supporting civil society initiatives on human rights, gender issues, micro-finance and agriculture. As a member of Alliance 2015, Hivos supported Concern's response to the 2006 IDP crisis and its civil society strengthening programme from 2008 until its closure in late 2010 in the two districts of Manufahi and Lautem.
Starting January 2010, Hivos has been implementing a food security programme funded by the EC under its 2008 Food Security Programme for Timor Leste. The project "Building Food Security and Resilience among rural households in Timor Leste" (Europe Aid/128102/C/ACT/TL) is a three-year initiative being implemented by two local partners: FRATERNA and PROSPEK and a few sub-grantees. Hivos and partners draw on the experience of its Alliance 2015 partner (Concern Worldwide) and other INGOs with food security projects supported by the EC (CARE, Childfund, Oxfam, World Neighbours and GIZ) in Timor Leste.
The programme works in close collaboration with the Ministry of Agriculture and Fisheries (MAF), the Ministry of Health (MoH) and other relevant government ministries and departments for specific activities. Hivos is part of the INGO Food Security Coordination Group which is composed of other INGOs working on EC-assisted food security projects in Timor Leste. In March 2011, Hivos has been designated as chair of this coordination structure.
The programme works in 18 villages (Sucos) in Lautem, Iliomar and Tutuala sub-districts of Lautem district, Baguia sub-district of Baucau district and Uatucarbau sub-district of Viqueque district. These villages have not been covered by the EC-supported food security programme of Concern and Childfund. Selected villages are located in dry upland, lowland and coastal areas of these five sub-districts.
Out of the total population of around 5,600 household (estimated 25,000 people) in the target villages, 45% (2,500 households/11,000 individuals) is considered vulnerable to food insecurity and has been targeted as direct beneficiaries. In addition, some 700 households in 13 villages originally covered by the Concern food security project have been targeted for income generation and disaster preparedness interventions. This additional target brings the total beneficiaries of the project to 3,200 households. The final beneficiaries that will indirectly benefit from the programme (better planning, improved government services, spontaneously copying improved agricultural practices, more nutritional food consumption practices, etc.) are the other 3,100 households (consisting of approximately 14,000 people) in the target villages.
The overall objective of the programme is "to improve food security in favour of the poorest and the most vulnerable". The activities address among others the following problems and constraints: a) the low productivity and lack of crop diversification in agriculture; b) limited cash resources due to lack of marketable produce, very limited value addition, and near absence of market linkages and; c) gender inequality and limited participation of the poorest and vulnerable groups in problem analysis, planning and benefits from public services.
Key interventions focus on four key result areas:
Result 1: Increased production levels and diversification of nutritious food crops in target communities
Result 2: Cash incomes of rural households increased through value addition and improved market access for agricultural and allied products
Result 3: Improved food use, health and nutrition status of target groups
Result 4: Improved capacities and coordination at local and national level to support food security policies and programs
After 18 months of programme implementation, there is a need to evaluate progress of the "Building Food Security and Resilience among rural households in Timor Leste" towards the achievement of results and objectives using the DAC criteria of relevance, effectiveness, efficiency, potential impact and sustainability. Evaluation recommendations are expected to lead to modifications that will inform and strengthen program implementation in the remaining 18 months of the project.
Key information already available for this evaluation include a baseline survey, EC monitoring report, annual report to EC and other qualitative and quantitative information.
II. Objectives of the Evaluation
The objective of the evaluation is to determine the relevance, effectiveness, efficiency, potential impact and sustainability of the results achieved by the "Building Food Security and Resilience among rural households in Timor Leste" in the last 18 months and recommend modifications and adjustments as appropriate to enhance programme implementation in the remaining 18 months of the Action.
Specific objectives include the following:
a) To review the relevance of the "Building Food Security and Resilience among rural households in Timor Leste" with respect to the current food security situation in the country and priorities of the government of Timor Leste (Relevance/Effectiveness);
b) To assess the effectiveness and efficiency of the strategies being used in the delivery of interventions (Efficiency/Effectiveness);
c) To determine Hivos' and partner NGOs' degree of achievement of results as defined in the description of the Action/logframe and its monitoring and evaluation system (Effectiveness/Impact potential);
d) To identify successes and good practices as well as constraints and challenges in programme implementation (Effectiveness/Impact potential/Sustainability)
e) To make recommendations as to how the action could be done better as
appropriate and suggest modifications or adjustment of activities, strategies and targets among other actions that could enhance the relevance, effectiveness, efficiency, impact and sustainability of the "Building Food Security and Resilience among rural households in Timor Leste"
III. Approach and Methodology
The mid-term evaluation will adopt a participatory approach to encourage joint analysis and action planning by Hivos and partner NGO/GO staff, community leaders, programme beneficiaries and other key stakeholders. The evaluation will use participatory rapid assessment techniques to facilitate intensive interaction with programme management and technical staff in Timor Leste, partners and beneficiaries. Information from this process will be complemented with data from the baseline survey, the EC monitoring report, EC annual report and other monitoring information.
The consultant is expected to lead the whole process from the formation of the team, field visits, discussions and presentation of the results to programme participants. To promote learning, it is expected that the composition of the evaluation team will have a representation from the government (MAF), community and Hivos partners.
Visits with stakeholders at the national level as well as field visits in the districts will be arranged in accordance with the developed review methodologies and strategies.
Discussions and presentation of the findings, report and lessons learnt will be conducted.
To ensure the gathering of both qualitative and quantitative information demonstrating the process and progress in programme implementation, relevance, effectiveness, efficiency, impact and sustainability of the Action, key evaluation questions for each DAC criteria will be addressed in this evaluation. These questions will be finalized with the evaluation team during the preparatory phase of the evaluation.
a) Relevance
• Are the original objectives still relevant in the light of lessons learned from the past 18 months, changes in external environment (including climatic changes), and government priorities?
• What modifications and adjustments would be required to ensure the relevance of objectives to the prevailing conditions and alignment with the food security, health and nutrition strategy of the government?
• Are the expected results and corresponding activities the best way to achieving the objectives and if not, what alternative results and activities should be pursued and what are their implications?
b) Efficiency
• Are the existing management arrangements between Hivos and partner NGOs well defined and adequate?
• Are there sufficient partner NGO staff competencies (knowledge, strengths, and skills) to effectively implement the program as designed?
• Given current competencies, organizational capabilities and capacities of partner NGOs, which activities would not be effectively covered and what changes would be needed?
• How well has Hivos helped to enhance partner NGO staff competencies, organizational capabilities and capacities?
• Are activities being carried out consistent to community and project plans?
• Are activities carried out according to lessons learned and good practices; i.e. innovative agricultural technologies tested by other INGOs/GOs that have implemented or are implementing food security programmes in Timor Leste?
• How can performance be improved in all areas of interventions?
• What have been the challenges and difficulties and how have they been addressed?
• What improvements have been made in the management and technical areas at both Hivos and partner NGO level to support the food security program implementation?
• What forms of collaboration/partnerships with government and other institutions exist and how have they facilitated or impeded program implementation?
• Is the monitoring and evaluation plan being used? Is the M&E system generating the required data for decision making? How is information from M&E being used to improve program management?
c) Effectiveness
• To what degree is the project reaching the households that are food insecure and most vulnerable to food insecurity? How were these beneficiary households identified?
• How has access to food and income increased and diversified among the most vulnerable households?
• What has changed in the behaviours of target beneficiaries in terms of food consumption, personal and food hygiene and malaria prevention?
• What has been done to enhance the effectiveness of the Participatory Rural Appraisal (PRA)/Household Food Security Assessment Planning (HFSAP) and Integrated Community Action Planning (ICAP) process in villages where they have been adopted?
• How far has equity been achieved between women and men and between other groups?
• How is the program building the capacity of local partners?
• How have programme interventions been redirected in response to results of compiled learning and studies as well as routine monitoring and evaluation.
• To what degree was programme learning shared with other households of the target community?
• Could there have been a better way of achieving a similar result (assuming the present results are satisfactory)?
d) Impact
• To what degree has program interventions made significant impacts on the life of the food insecure and most vulnerable households?
• How has the project contributed to the development of enabling policies at the district and national levels?
• To what degree has capacities and coordination improved at local and national levels?
• What have been the main successes and challenges of the programme?
e) Sustainability
• What capacity building initiatives are in place and are they working to enhance program sustainability?
• Can the project design be seen as creating change that will be self sustaining beyond the life of this project?
• How committed and prepared are local stakeholders such as local volunteer animators Konselho de Sucos, local NGOs, MAF, MoH, local administrations in sustaining changes?
• Which outcomes and changes have the likelihood of being sustained by beneficiaries and communities?
• What capacities, appropriate sustainability strategies have been developed/built and pursued among various stakeholders that would promote sustainability?
IV. Timeframe and milestones:
The evaluation will be for a total of 25 continuous working days in country in July 2011 (including travel time to and from Lospalos). It will be implemented within a contractual period that will begin with the date of signature of the contract and end with the acceptance of the final report. Basic documentation on the Hivos project (Description of the Action, Logframe, Baseline survey, Annual Report to EC, EC Monitoring Report, etc.) will be made available to the consultant upon confirmation of contract for preliminary literature review.
The evaluator shall provide a detailed plan of the activities inline with the methodologies developed by the team, to be presented during the preparatory and briefing phase. The following milestones and timeframes will apply.
a) Preparatory and briefing phase: 3 days at the Hivos office in Lospalos for the following activities
• Briefing with Hivos Project Team (Programme Manager, Livelihoods Advisor, FSCBNS) and Hivos partners FRATERNA and PROSPEK on program implementation, and monitoring and evaluation system and finalization of key questions for evaluation.
• Develop a Framework of Analysis that will guide the evaluation team in the analysis of program delivery based on the information that will be collected
• Design and production of data collection tools
• Selection of communities
• Orientation of members of evaluation team
b) Field study: 18 days for the following field activities
• Key informant interviews with partner NGO staff (Project Manager, Area Coordinators and Field staff), stakeholders from the Ministry of Agriculture, Ministry of Health, Ministry of Education, members of the INGO Coordination Group, district- sub-district administration and Suco councils and other relevant stakeholders
• Focus groups with a sample beneficiary groups and households (balance between men and women groups, male- and female-headed groups per sub-district
• On site observation of field initiatives set up
• Beneficiary case studies on success stories/good practices at (least one per sub-district
c) Debriefing on key findings and recommendations with Hivos and partner NGOs: within 2 days following completion of field study.
d) Analysis and preparation of draft report: Electronic transmission (MS Word) to Programme Manager within 15 calendar days after the completion of debriefing. Hivos will have 7 working days to make comments following receipt of draft report.
• Production of draft report presenting systematized evaluation findings and draft recommendations
e) Submission of final report: 7 calendar days after the comments are received by consultant.
V. Expected Output
The main output of the mid-term evaluation will be a final report written in straightforward English. The main report will have a maximum of 30 pages, excluding appendices. The report will be written in the following format:
A) Title Page.
• Name and program number, name and title of consultant, and date and name of the document.
B) List of Acronyms.
• List of unfamiliar acronyms
C) Table of Contents
D) Executive Summary.
• Maximum of two pages highlighting: background of programme, evaluation methodology, main findings as per DAC criteria ,accomplishments and impact of the program, concerns and recommendations:
E) Body of the evaluation.
• Overview of the Hivos FSTL project
• Evaluation Approach/Methodology
• Assessment of performance findings, successes, good practices and challenges
-Relevance
-Efficiency
-Effectiveness
-Impact prospects
-Sustainability
• Conclusion and recommendations
F. Results Highlight
• 5 interesting human interest story (one page per story) of a female/male beneficiary highlighting successes/good practices
G. Appendices
• Mid-term Evaluation TOR
• Field visit itinerary
• List of individuals/groups interviewed/surveyed during the evaluation, surveys and interviewer questionnaires
• References cited, and maps
• Members of the evaluation team
• Others
VI. Person specification
An evaluation consultant is required to undertake this evaluation. The consultant will lead and oversee a mid-term evaluation team consisting of Hivos and partner NGO staff, and GO (MAF/MoH/MoE, etc) staff from the national and district levels.
The following are selection criteria for the consultant:
Essential:
• Solid experience and proven track record of carrying out participatory evaluation of food security projects
• Understanding and previous experience of food security initiatives in a rural setting
• Gender sensitive and experience of gender analysis
• Excellent reporting and communication skills are essential
• Fluency in the English language is a must
Desired:
• Experience in similar EC-assisted food security projects will be an asset
• Prior experience of working in Timor Leste or the Southeast Asia and understanding of the local context will be an asset
• Fluency in Portuguese, Tetun, and Bahasa Indonesia will be an asset.
The consultant-team leader will have the following responsibilities:
• Orienting the evaluation team in the process and methodologies to be adopted
• Finalising the methodology especially the key evaluation questions, framework for data analysis and gathering, and for analysis of findings and development of recommendations
• Compile and review all the information available from surveys, monitoring and reporting and other relevant documentation
• Planning the work, assigning responsibilities for team members, carrying out the field visits, meeting all the involved groups and partners and writing the case studies
• Providing regular updates and conducting debriefing with the Hivos program team
• Writing the final report
VII. Management and Accountability
The Evaluation consultant will report directly to the Hivos Programme Manager for this evaluation and liaise with the heads of partner NGOs, Hivos Livelihood Advisor and Hivos Food Security and Community Based Nutrition Specialist.
The Hivos Project Team will approve the evaluation frameworks and plans and ensure. The consultant and the evaluation team will coordinate the support requirements/logistics Hivos Finance and Admin Manager.
Hivos will provide food and hotel accommodations in Dili and in Lospalos and vehicle transport during the period of this consultancy.
VIII. Proposal Submission Guidelines
Proposal for the Mid-term Evaluation should be submitted latest 30th May 2011, send to:
hrd@hivos.or.id with reference code 'Project Mid - term Eval FS' or deliver to Human Resources at the Hivos Office at Progressio , Rua Cardoso Dias 17, Bairo Central Suco Central, Sub-District Nain Feto, District Dili not later than 30th May 2011 .
Canvassing will lead to automatic disqualification.
Outline of the Proposal
The consultants are advised to use the following outline to prepare their documents so that their proposal can be evaluated fairly, though additional information may be included if relevant.
Proposal Outline:
• Brief introduction of the consultant (company profile / brochures).
• Curriculum vitae of consultant(s) proposed for the work.
• Details, including contact addresses, of previous consultancy contracts and customers.
• Understanding of the work.
• Comments on the TOR.
• Proposed working methodology.
• Proposed work plan.
• Budget
Budget
The consultant should quote a price for the mid-term evaluation, indicating the costs of:
• Personnel, including proposed man-days and rates.
• Travel and accommodation.
• Translation, stationery, printing, binding, and photocopying.
• Taxes.
Closing date : 30 May 2011
I. Background and Rationale
Hivos is a Dutch non-government organization inspired by humanist values. Together with local organizations in developing countries, Hivos seeks to contribute to a free, fair and sustainable world in which citizens – women and men – have equal access to the resources and opportunities for their development and where they can actively and equally participate in decision-making processes that determine their lives, their society and their future.
Hivos has been working in Timor Leste since the late 1990s supporting civil society initiatives on human rights, gender issues, micro-finance and agriculture. As a member of Alliance 2015, Hivos supported Concern's response to the 2006 IDP crisis and its civil society strengthening programme from 2008 until its closure in late 2010 in the two districts of Manufahi and Lautem.
Starting January 2010, Hivos has been implementing a food security programme funded by the EC under its 2008 Food Security Programme for Timor Leste. The project "Building Food Security and Resilience among rural households in Timor Leste" (Europe Aid/128102/C/ACT/TL) is a three-year initiative being implemented by two local partners: FRATERNA and PROSPEK and a few sub-grantees. Hivos and partners draw on the experience of its Alliance 2015 partner (Concern Worldwide) and other INGOs with food security projects supported by the EC (CARE, Childfund, Oxfam, World Neighbours and GIZ) in Timor Leste.
The programme works in close collaboration with the Ministry of Agriculture and Fisheries (MAF), the Ministry of Health (MoH) and other relevant government ministries and departments for specific activities. Hivos is part of the INGO Food Security Coordination Group which is composed of other INGOs working on EC-assisted food security projects in Timor Leste. In March 2011, Hivos has been designated as chair of this coordination structure.
The programme works in 18 villages (Sucos) in Lautem, Iliomar and Tutuala sub-districts of Lautem district, Baguia sub-district of Baucau district and Uatucarbau sub-district of Viqueque district. These villages have not been covered by the EC-supported food security programme of Concern and Childfund. Selected villages are located in dry upland, lowland and coastal areas of these five sub-districts.
Out of the total population of around 5,600 household (estimated 25,000 people) in the target villages, 45% (2,500 households/11,000 individuals) is considered vulnerable to food insecurity and has been targeted as direct beneficiaries. In addition, some 700 households in 13 villages originally covered by the Concern food security project have been targeted for income generation and disaster preparedness interventions. This additional target brings the total beneficiaries of the project to 3,200 households. The final beneficiaries that will indirectly benefit from the programme (better planning, improved government services, spontaneously copying improved agricultural practices, more nutritional food consumption practices, etc.) are the other 3,100 households (consisting of approximately 14,000 people) in the target villages.
The overall objective of the programme is "to improve food security in favour of the poorest and the most vulnerable". The activities address among others the following problems and constraints: a) the low productivity and lack of crop diversification in agriculture; b) limited cash resources due to lack of marketable produce, very limited value addition, and near absence of market linkages and; c) gender inequality and limited participation of the poorest and vulnerable groups in problem analysis, planning and benefits from public services.
Key interventions focus on four key result areas:
Result 1: Increased production levels and diversification of nutritious food crops in target communities
Result 2: Cash incomes of rural households increased through value addition and improved market access for agricultural and allied products
Result 3: Improved food use, health and nutrition status of target groups
Result 4: Improved capacities and coordination at local and national level to support food security policies and programs
After 18 months of programme implementation, there is a need to evaluate progress of the "Building Food Security and Resilience among rural households in Timor Leste" towards the achievement of results and objectives using the DAC criteria of relevance, effectiveness, efficiency, potential impact and sustainability. Evaluation recommendations are expected to lead to modifications that will inform and strengthen program implementation in the remaining 18 months of the project.
Key information already available for this evaluation include a baseline survey, EC monitoring report, annual report to EC and other qualitative and quantitative information.
II. Objectives of the Evaluation
The objective of the evaluation is to determine the relevance, effectiveness, efficiency, potential impact and sustainability of the results achieved by the "Building Food Security and Resilience among rural households in Timor Leste" in the last 18 months and recommend modifications and adjustments as appropriate to enhance programme implementation in the remaining 18 months of the Action.
Specific objectives include the following:
a) To review the relevance of the "Building Food Security and Resilience among rural households in Timor Leste" with respect to the current food security situation in the country and priorities of the government of Timor Leste (Relevance/Effectiveness);
b) To assess the effectiveness and efficiency of the strategies being used in the delivery of interventions (Efficiency/Effectiveness);
c) To determine Hivos' and partner NGOs' degree of achievement of results as defined in the description of the Action/logframe and its monitoring and evaluation system (Effectiveness/Impact potential);
d) To identify successes and good practices as well as constraints and challenges in programme implementation (Effectiveness/Impact potential/Sustainability)
e) To make recommendations as to how the action could be done better as
appropriate and suggest modifications or adjustment of activities, strategies and targets among other actions that could enhance the relevance, effectiveness, efficiency, impact and sustainability of the "Building Food Security and Resilience among rural households in Timor Leste"
III. Approach and Methodology
The mid-term evaluation will adopt a participatory approach to encourage joint analysis and action planning by Hivos and partner NGO/GO staff, community leaders, programme beneficiaries and other key stakeholders. The evaluation will use participatory rapid assessment techniques to facilitate intensive interaction with programme management and technical staff in Timor Leste, partners and beneficiaries. Information from this process will be complemented with data from the baseline survey, the EC monitoring report, EC annual report and other monitoring information.
The consultant is expected to lead the whole process from the formation of the team, field visits, discussions and presentation of the results to programme participants. To promote learning, it is expected that the composition of the evaluation team will have a representation from the government (MAF), community and Hivos partners.
Visits with stakeholders at the national level as well as field visits in the districts will be arranged in accordance with the developed review methodologies and strategies.
Discussions and presentation of the findings, report and lessons learnt will be conducted.
To ensure the gathering of both qualitative and quantitative information demonstrating the process and progress in programme implementation, relevance, effectiveness, efficiency, impact and sustainability of the Action, key evaluation questions for each DAC criteria will be addressed in this evaluation. These questions will be finalized with the evaluation team during the preparatory phase of the evaluation.
a) Relevance
• Are the original objectives still relevant in the light of lessons learned from the past 18 months, changes in external environment (including climatic changes), and government priorities?
• What modifications and adjustments would be required to ensure the relevance of objectives to the prevailing conditions and alignment with the food security, health and nutrition strategy of the government?
• Are the expected results and corresponding activities the best way to achieving the objectives and if not, what alternative results and activities should be pursued and what are their implications?
b) Efficiency
• Are the existing management arrangements between Hivos and partner NGOs well defined and adequate?
• Are there sufficient partner NGO staff competencies (knowledge, strengths, and skills) to effectively implement the program as designed?
• Given current competencies, organizational capabilities and capacities of partner NGOs, which activities would not be effectively covered and what changes would be needed?
• How well has Hivos helped to enhance partner NGO staff competencies, organizational capabilities and capacities?
• Are activities being carried out consistent to community and project plans?
• Are activities carried out according to lessons learned and good practices; i.e. innovative agricultural technologies tested by other INGOs/GOs that have implemented or are implementing food security programmes in Timor Leste?
• How can performance be improved in all areas of interventions?
• What have been the challenges and difficulties and how have they been addressed?
• What improvements have been made in the management and technical areas at both Hivos and partner NGO level to support the food security program implementation?
• What forms of collaboration/partnerships with government and other institutions exist and how have they facilitated or impeded program implementation?
• Is the monitoring and evaluation plan being used? Is the M&E system generating the required data for decision making? How is information from M&E being used to improve program management?
c) Effectiveness
• To what degree is the project reaching the households that are food insecure and most vulnerable to food insecurity? How were these beneficiary households identified?
• How has access to food and income increased and diversified among the most vulnerable households?
• What has changed in the behaviours of target beneficiaries in terms of food consumption, personal and food hygiene and malaria prevention?
• What has been done to enhance the effectiveness of the Participatory Rural Appraisal (PRA)/Household Food Security Assessment Planning (HFSAP) and Integrated Community Action Planning (ICAP) process in villages where they have been adopted?
• How far has equity been achieved between women and men and between other groups?
• How is the program building the capacity of local partners?
• How have programme interventions been redirected in response to results of compiled learning and studies as well as routine monitoring and evaluation.
• To what degree was programme learning shared with other households of the target community?
• Could there have been a better way of achieving a similar result (assuming the present results are satisfactory)?
d) Impact
• To what degree has program interventions made significant impacts on the life of the food insecure and most vulnerable households?
• How has the project contributed to the development of enabling policies at the district and national levels?
• To what degree has capacities and coordination improved at local and national levels?
• What have been the main successes and challenges of the programme?
e) Sustainability
• What capacity building initiatives are in place and are they working to enhance program sustainability?
• Can the project design be seen as creating change that will be self sustaining beyond the life of this project?
• How committed and prepared are local stakeholders such as local volunteer animators Konselho de Sucos, local NGOs, MAF, MoH, local administrations in sustaining changes?
• Which outcomes and changes have the likelihood of being sustained by beneficiaries and communities?
• What capacities, appropriate sustainability strategies have been developed/built and pursued among various stakeholders that would promote sustainability?
IV. Timeframe and milestones:
The evaluation will be for a total of 25 continuous working days in country in July 2011 (including travel time to and from Lospalos). It will be implemented within a contractual period that will begin with the date of signature of the contract and end with the acceptance of the final report. Basic documentation on the Hivos project (Description of the Action, Logframe, Baseline survey, Annual Report to EC, EC Monitoring Report, etc.) will be made available to the consultant upon confirmation of contract for preliminary literature review.
The evaluator shall provide a detailed plan of the activities inline with the methodologies developed by the team, to be presented during the preparatory and briefing phase. The following milestones and timeframes will apply.
a) Preparatory and briefing phase: 3 days at the Hivos office in Lospalos for the following activities
• Briefing with Hivos Project Team (Programme Manager, Livelihoods Advisor, FSCBNS) and Hivos partners FRATERNA and PROSPEK on program implementation, and monitoring and evaluation system and finalization of key questions for evaluation.
• Develop a Framework of Analysis that will guide the evaluation team in the analysis of program delivery based on the information that will be collected
• Design and production of data collection tools
• Selection of communities
• Orientation of members of evaluation team
b) Field study: 18 days for the following field activities
• Key informant interviews with partner NGO staff (Project Manager, Area Coordinators and Field staff), stakeholders from the Ministry of Agriculture, Ministry of Health, Ministry of Education, members of the INGO Coordination Group, district- sub-district administration and Suco councils and other relevant stakeholders
• Focus groups with a sample beneficiary groups and households (balance between men and women groups, male- and female-headed groups per sub-district
• On site observation of field initiatives set up
• Beneficiary case studies on success stories/good practices at (least one per sub-district
c) Debriefing on key findings and recommendations with Hivos and partner NGOs: within 2 days following completion of field study.
d) Analysis and preparation of draft report: Electronic transmission (MS Word) to Programme Manager within 15 calendar days after the completion of debriefing. Hivos will have 7 working days to make comments following receipt of draft report.
• Production of draft report presenting systematized evaluation findings and draft recommendations
e) Submission of final report: 7 calendar days after the comments are received by consultant.
V. Expected Output
The main output of the mid-term evaluation will be a final report written in straightforward English. The main report will have a maximum of 30 pages, excluding appendices. The report will be written in the following format:
A) Title Page.
• Name and program number, name and title of consultant, and date and name of the document.
B) List of Acronyms.
• List of unfamiliar acronyms
C) Table of Contents
D) Executive Summary.
• Maximum of two pages highlighting: background of programme, evaluation methodology, main findings as per DAC criteria ,accomplishments and impact of the program, concerns and recommendations:
E) Body of the evaluation.
• Overview of the Hivos FSTL project
• Evaluation Approach/Methodology
• Assessment of performance findings, successes, good practices and challenges
-Relevance
-Efficiency
-Effectiveness
-Impact prospects
-Sustainability
• Conclusion and recommendations
F. Results Highlight
• 5 interesting human interest story (one page per story) of a female/male beneficiary highlighting successes/good practices
G. Appendices
• Mid-term Evaluation TOR
• Field visit itinerary
• List of individuals/groups interviewed/surveyed during the evaluation, surveys and interviewer questionnaires
• References cited, and maps
• Members of the evaluation team
• Others
VI. Person specification
An evaluation consultant is required to undertake this evaluation. The consultant will lead and oversee a mid-term evaluation team consisting of Hivos and partner NGO staff, and GO (MAF/MoH/MoE, etc) staff from the national and district levels.
The following are selection criteria for the consultant:
Essential:
• Solid experience and proven track record of carrying out participatory evaluation of food security projects
• Understanding and previous experience of food security initiatives in a rural setting
• Gender sensitive and experience of gender analysis
• Excellent reporting and communication skills are essential
• Fluency in the English language is a must
Desired:
• Experience in similar EC-assisted food security projects will be an asset
• Prior experience of working in Timor Leste or the Southeast Asia and understanding of the local context will be an asset
• Fluency in Portuguese, Tetun, and Bahasa Indonesia will be an asset.
The consultant-team leader will have the following responsibilities:
• Orienting the evaluation team in the process and methodologies to be adopted
• Finalising the methodology especially the key evaluation questions, framework for data analysis and gathering, and for analysis of findings and development of recommendations
• Compile and review all the information available from surveys, monitoring and reporting and other relevant documentation
• Planning the work, assigning responsibilities for team members, carrying out the field visits, meeting all the involved groups and partners and writing the case studies
• Providing regular updates and conducting debriefing with the Hivos program team
• Writing the final report
VII. Management and Accountability
The Evaluation consultant will report directly to the Hivos Programme Manager for this evaluation and liaise with the heads of partner NGOs, Hivos Livelihood Advisor and Hivos Food Security and Community Based Nutrition Specialist.
The Hivos Project Team will approve the evaluation frameworks and plans and ensure. The consultant and the evaluation team will coordinate the support requirements/logistics Hivos Finance and Admin Manager.
Hivos will provide food and hotel accommodations in Dili and in Lospalos and vehicle transport during the period of this consultancy.
VIII. Proposal Submission Guidelines
Proposal for the Mid-term Evaluation should be submitted latest 30th May 2011, send to:
hrd@hivos.or.id with reference code 'Project Mid - term Eval FS' or deliver to Human Resources at the Hivos Office at Progressio , Rua Cardoso Dias 17, Bairo Central Suco Central, Sub-District Nain Feto, District Dili not later than 30th May 2011 .
Canvassing will lead to automatic disqualification.
Outline of the Proposal
The consultants are advised to use the following outline to prepare their documents so that their proposal can be evaluated fairly, though additional information may be included if relevant.
Proposal Outline:
• Brief introduction of the consultant (company profile / brochures).
• Curriculum vitae of consultant(s) proposed for the work.
• Details, including contact addresses, of previous consultancy contracts and customers.
• Understanding of the work.
• Comments on the TOR.
• Proposed working methodology.
• Proposed work plan.
• Budget
Budget
The consultant should quote a price for the mid-term evaluation, indicating the costs of:
• Personnel, including proposed man-days and rates.
• Travel and accommodation.
• Translation, stationery, printing, binding, and photocopying.
• Taxes.
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