CDRM&CDS: Evaluation Consultant

The Center for Disaster Risk Management and Community Development Studies (CDRM&CDS), HKBP Nommensen University has been implementing its second six-years strategy 2015-2020 and working with various communities of North and West Sumatera and building capacity of Diaconal department of LWF churches in Indonesia. Currently CDRM&CDS is seeking three consultants for CDRM&CDS Project Document 2015-2017 Evaluation.

Team leader

Qualification –

S/he must have good experience in leading evaluation team(s) and meet international qualifications and standards; must have a thorough knowledge on evaluation process; expert in organizational development and strategic planning; and good understanding of the context and community-based empowerment programs.

Team members

S/he must have good experience in conducting evaluation in team and meet international qualifications and standards; must have a thorough knowledge on evaluation process; expert in organizational development and strategic planning; and good understanding of the context and community-based empowerment programs. A good knowledge of Indonesian development as well as disaster risk reduction context is essential.

The actual field work has to be done any time between mid of September. For more detail information, Terms of Reference is provided below.

Closing date for application

8  August  2017

 CDRM&CDS is equal opportunity employer with respect to gender, ethnicity and religion. Only shortlisted candidates will be contacted. Interested candidates are advised to send their CV and a financial proposal along with application to

cdrmcds.recruitment@gmail.com

 or,

CDRM&CDS

Porlak Nommensen, Jalan Bunga Rampai V - Simalingkar B

Medan

Center for Disaster Risk Management & Community Development Studies (CDRM&CDS) HKBP Nommensen University,

Medan, INDONESIA

Terms of Reference

                                            Project Evaluation                                       

Disaster Risk Reduction through Rights-Based Empowerment of Communities

Location:                    North Sumatra and West Sumatra, Indonesia

Reports to:                 Director

Time period:              18 days for team leader and 14 days for team members (September 4-20, 2017). Schedule attached.

 

 

BACKGROUND

 

Center for Disaster Risk Management and Community Development Studies (CDRM&CDS) came to exist since 2008 through a memorandum of understanding among LWF National Committee on behalf of all Lutheran Churches of Indonesia, Nommensen University, ALWS, ELCA, LWR, LWF/DWS and LWF/DMD. CDRM&CDS developed a country strategy for the period from 2009 to 2014. The strategies identified facilitation of communities for disaster risk reduction and contribute to the capacity building of Lutheran Churches in Indonesia for delivering better community development services as its focus area. A project document was developed for 2009 to 2011 and implemented. Toward the end of the project period, an independent evaluation was carried out and second project was developed for the period of 2012 to 2014.

In mid-2014, CDRM&CDS carried an independent evaluation of country strategy (2009 – 2014).  CDRM&CDS drafted the new country strategy for 2015 -2020 and project document for 2015-2017 incorporating the recommendations made by the evaluation and the Indonesian Government National Medium Term Development Plan (2015 – 2019).

CDRM&CDS has implemented several projects including the project on Disaster Risk Reduction (DRR) through Right Based Empowerment of Communities in Nias Islands and Pakpak in North Sumatra province and Mentawai Islands in West Sumatra Province. This project evaluation will take into account of the changing socio economic and political realities of the country as well as stakeholder expectations, experiences and relevant lessons learned.

CONSULTANCY ROLE

The purpose of this consultancy is to conduct an independent evaluation that contextually assesses the overall outcome of the action in terms of achievement of the planned activities against and proposal objectives during the official project period from January 2015 – June 2017.   The team of consultants is expected to objectively and contextually assess the results achieved; community, partner and donor satisfaction; Disaster Risk Reduction programming standards in Indonesia and cost effectiveness and efficiency of implementation.  This includes:

·         To prepare a package of tools/materials to be used for this external evaluation based on review of CDRM&CDS related documents.   

·         To facilitate a process to identify a suitable sample of activities implemented during the life of the project.

·         To lead the field research activities include the data compilation, data entry, and analysis;

·         Preparation of a final report and presentation of evaluation findings in a concise and clear manner.

SCOPE OF THE EVALUATION

This evaluation will cover CDRM&CDS project implementation over the period of 2015-2017 with a particular focus on specific project objectives and results (and its related activities) as outlined in the project document. 

1.         Empower communities to manage and mitigate the impact of disaster

1.1       All villages have DRR integrated plans implemented

1.2       All  Satlinmas/LPM have trained and active volunteers

1.3       Communities have applied relevant climate change mitigation and adaptation strategies

1.4       Village level DRR institutions linked to access resources form relevant district agencies

2.  Empower communities to engage them as a stakeholders for their rights based development process

2.1 CBO (LPM and other groups) more engaged in development process as a major stakeholder

2.2 Improved access to basic services in the community

2.3 Partner households (the most marginalized families) identified and supported

2.4 Good governance principles practiced in CBOs and village level government 

3.         To empower communities to improve sustainable socio-economic livelihoods

3.1       Increased capacity of women, farmers, casual workers, small vendors (small income groups) for their sustainable livelihood

3.2       Established and strengthened micro credit groups of PHH

4.         To strengthen Indonesian Lutheran Church diaconal department capacity to provide better services

4.1       A formal working procedure between interested Lutheran Churches and CDRM&CDS established

4.2       Churches applied rights based development approach in their diaconal activities

4.3       Lutheran Churches actively engaged in DRR and emergency response in a more professional manner

5.         To strengthen CDRM&CDSs’ organizational capacity to provide better services

5.1       Qualified professional staff implement programs

5.2       Good governance principles applied at all levels (Governing Body, management and direct implementation level) in CDRM&CDS

5.3       Appropriate networks and relationships established

5.4       Permanent solution for CDRM&CDS ownership found

In considering to what extent the project has been effective in fulfilling the objectives and achieving the results outlined above, consideration will be given to the continued relevance of these objective, how efficiently the results were achieved, the impact the project has had on beneficiaries and the sustainability of these results and impact.

In addition to the above, the following evaluation questions will be answered through this review:

1.       How effective and appropriate is the current partnership and accompaniment model between communities, churches, CDRM&CDS and donors and how can it be improved?

2.       To what extent have duty-bearers such as local government and churches increased and improved their services and accountability to community members?

3.       What objectives and activities should be prioritised by CDRM&CDS, churches and Government of Indonesia in the coming 3 years, with consideration given to increased local ownership and resourcing, and reduced donor funding?

4.       How has the inclusion of women and people with disabilities improved through this project?

5.       How transparent and accountable are the processes and functioning of the project, and the interactions between stakeholder groups (staff, donors, government of Indonesia, beneficiaries, village CBOs etc)?

METHODS

Several methodologies used in evaluation:

1.      Document Review.

The evaluation team will undertake a full document review the current country strategy for 2015-2020 and the Project Document for 2015-2017 and their associated logframe, budget, and work plans, Governing Body and Project Advisory Body ToRs and other related organizational and programmatic development documents.  The team will also review all available project related reports.

2.      Quantitative

The evaluation team will conduct a quantitative assessment on indicators as identified in the evaluation tools.  The consultant will also review the CDRM&CDS logframe for internal monitoring and evaluation

3.      Qualitative

Qualitative assessment, by conducting Focus Group Discussions as well as semi-structure interviews will be conducted to gather more information not only for indicators in the logical framework, but also to get more information about stakeholders’ opinions on CDRM&CDS and the project. 

IMPLEMENTATION

Overall the consultancy will be:

• based on a participatory approach – engaging donors, CDRM&CDS & staff, partners & churches, and community;
• drawing upon experience best practice within and outside CDRM&CDS;
• sensitive to the needs for staff to focus on implementation of the planned activities, keeping the process of monitoring, reporting and evaluating relatively straightforward and without creating a significantly increased workload as a result.  

DURATION AND TIMEFRAME

 

The assignment is for 18 days for team leader and 14 days for other members (September 4 – 20). Schedule is attached.

Proposed time table and field visit schedule:

Task	Period/Timing	Location/Venue	Responsible
I. PREPARATORY STAGE
Inform donor partners and churches	July 2017	Medan	CRM&CDS Executive director
Identify and contract Evaluation Team Leader and Members	Completed by end of August 2017	Global	CRM&CDS Executive director
Assemble relevant documentation (soft and hard)	Issued to the Evaluation Team members at least 2 weeks prior to Evaluation	Medan	CRM&CDS Executive director
Produce Provisional Work plan in consultation with CDRM&CDS director	2 weeks prior to Evaluation	Medan	Team Leader
II. EVALUATION STAGE
Document review & analysis by Evaluation Team	-	At respective homes/offices	Review Team Leader (and Team Members)
Preparatory Meeting/s by ET to discuss methodology; ---------- Program overview/briefing session by CDRM&CDS key staff	2 days	CDRM&CDS office in Medan	TL & Team Members CDRM&CDS Executive director
Field visits: Discussion with partners, focus groups, other agencies	- Divide ET into three for visits to all three locations over 5-7 days (must follow boat schedule to Mentawai): -  TL visits community and Churches in Pakpak, Siantar and Medan. - Sub team 1: visit community and Churches in Nias. - Sub team 2: visit community and Church in Mentawai, West Sumatra Province.	Various field locations	TL & Team Members
Team analysis, and Workshop preparation	2-4 days	Medan – Hotel	Team
Workshop  - debriefing for staff and stakeholders	1 day	Medan – hotel	TL & Team Members
	Approximately 14 days
III COMPLETION STAGE
Draft Report	Within 2 weeks of departure	Global	Team Leader
Final report	Within 2 weeks of circulation of draft report	Global	Team Leader

Notes

o   Evaluation Team (and sub-teams) will be accompanied on field visits and, if necessary, to other stakeholders’ meetings by a Resource Person from CDRM&CDS.

o   Translators needed in field projects shall be arranged as necessary.

DELIVERABLES

§  The evaluation team will develop a framework and methodology for the evaluation using recognized evaluation tools.  The tools require the approval of CDRM&CDS before using them.

§  The team will provide an MS PowerPoint presentation on the evaluation in English showing the findings, lesson learnt and recommendations to CDRM&CDS as stated in schedule.

§  The final report will be submitted to CDRM&CDS initially in a draft format for review.  CDRM&CDS will review and provide comments within 3 work days.

§  The Final Reports -documentation of the evaluation methodology and findings: lessons learned and recommendations, which accommodate relevant feedback on the initial draft, shall be submitted to CDRM&CDS within 3 working days.  Acceptance of the final draft will subject to approval by CDRM&CDS and will trigger the final payment.

TERMS AND CONDITIONS

CDRM&CDS will facilitate with invitation letter for entry visa to enter Indonesia for internationally selected members. Tax will be deducted as per the Indonesian law where it applies.

The consultancy fee will be paid for a product delivered within the allotted time frame.  For National Indonesian consultants hired, taxes will be deducted from the total consultancy fee in accordance with the Indonesian tax regulations. 

REMUNERATION

Remuneration will be agreed mutually based on the proposal made by consultants and will be paid in two instalments. The first instalment will amount to 50% will be paid upon signing the contract.  The last instalment will amount to 50% payable upon the completion of the work and the submission of a satisfactory evaluation report. 

Payment will be made to the consultant’s bank account. It is the Consultants obligations to provide the necessary banking details to enable the payment transfers.   All such information received by CDRM&CDS shall be treated as confidential.

 

Daily rate of pay includes materials preparation, report writing and requested revisions. Consultant is responsible for all medical, tax, and private phone calls.     The cost of travel while conducting the consultancy will be covered by CDRM&CDS. This includes: economic flights and airport taxes relating to the piece of work, and economical ground transport to and from CDRM&CDS provided accommodation, offices, field sites and airports. Original receipts and used tickets/boarding passes must be submitted for reimbursement. Accommodation will be arranged and provided by CDRM&CDS. However, a consultancy contract will be signed between the consultants and CDRM&CDS with all terms and conditions.

COPYRIGHT

All materials including training materials, research tools and reports produced remain the sole property of CDRM&CDS and may not be used, printed or published without expressed permission and due acknowledgement of ownership of CDRM&CDS

The materials may be used, changed and published at some time and/or extended or expanded in response to organizational needs. Authorship will be acknowledged as appropriate.