South Sudan: Monitoring and Evaluation Consultant

Terms of Reference for Consultants & Individual Contractors

Title of ConsultancyMonitoring and Evaluation ConsultantPurpose To develop Monitoring and Evaluation Strategy for South Sudan General Education.Consultancy Classification Level Mid-Level International ConsultancyLocation Juba, South SudanDuration 3 MonthsStart Date1^st August 2014Funding Source (WBS, Grant and GL Code) SC 130645; 4040/A0/01/003/001/012

Background

The Ministry of Education Science Technology has developed the General Education Strategic Plan, 2012-2017 which is a reference document for stakeholders in the Education Sector with the aim of improving and increasing access to quality and equitable general education that includes promotion of adult literacy through increased funding and promotion of partnerships. The Strategic Plan also aims to ensure that there is institutional and human capacity to implement, monitor and evaluate the delivery of Educations services in South Sudan.

The purpose of this consultancy is to develop the M&E Strategy for the Education Sector to facilitate robust sector-wide monitoring and evaluation activities to ensure evidence-based periodic reporting of progress against the seven strategic goals detailed in the General Education Strategic Plan, specifically to:

1. To improve the quality of general education.
2. To increase access to general education and promoting equity.
3. To promote adult literacy.
4. To build institutional and human capacity.
5. To increase funding for general education.
6. To promote partnership working among the stakeholders.
7. To monitor and evaluate implementation of the Strategic Plan.

The development of the M&E strategy is in line the Global Partnership in Education Programme (GPEP) sub component of strengthening sector policy development and strategic planning. The GPEP includes two programmes components, namely the strengthening of the education system at national level and at lower levels - community and school level and secondly, a research component that seeks to generate some lessons that can inform future programmes.

The broader objectives of the GPEP are:

• To strengthen school national systems fundamentals to providing equitable access to quality education.

• To assist a small number of schools and their support services in improving their performance, and in so doing offer models for school strengthening;

• To attract other support to South Sudan’s schools by evidencing success.

The M&E Strategy will consolidate existing monitoring efforts and provide strategic direction towards the Evaluation function in the Education sector in line with the GESP. The M&E Strategy is expected to systematically define the core set of indicators at impact, outcome, and output and input level with special focus on the general education as well as consolidate and put into proper perspective the data management systems.

The Consultants will be working closely with GPEP UNICEF Team, MoEST staff and partners involved in GPEP complementary programmes and other stakeholders. It is expected that the M&E Strategy will be comprehensive.

Justification

The development of the M&E Strategy will ensure that the monitoring and evaluation elements of the Education sector are properly consolidated and the Data Management System for sector-wide M&E is clearly defined with appropriate resources allocated. The specific objectives include the following:

•To define the Results Framework, Accountability Framework and Evaluation processes for the Education sector.

•To define the core indicators at each of the results chain based on the Education Sector Strategic Plan.

•To define the sources of data for the defined indicators and indicative resources for their implementation.

•To define capacity requirements for the Directorate of Planning to implement the M&E strategy cascading to the state level.

The Sector Monitoring and Evaluation System is supposed to have clearly defined indicators at impact, outcome, output and input level and the indicators are supposed to have clearly defined data sources, frequency of data collection, roles and responsibilities. Currently there are fragmented M&E processes in the sector which needs to be unified and put into proper perspective based on M&E standards through the development of the M&E Strategy.

There is therefore a need to define and agree on top priority indicators under each of the levels of the Results framework and refine the tools that are currently in the Directorate of Planning to ensure that they are linked to top priority indicators. The current tools at MoEST include the following:

1. School Register
2. EMIS
3. SSSAMS
4. ISCED
5. PFM
6. Electronic Payroll System
7. Performance of Key Indicators for Education sector (EFA)
8. Learning Outcomes
9. Inspection Reports (To be developed)10. GESP, Education Act, Budget Book, AID Effectiveness Requirements
10. Activity Tracking Tool
11. Log Frame Consolidation Tool
12. Stakeholder Analysis and Mapping Tool
13. Staff Tracking Tool
14. NGO Mapping at state level
15. Partnership Principles
16. Presidential Priorities

In addition, there is need to develop information products and institionalise Education-wide critical events where partners in Education sector are drawn together to review sector performance periodically.

While EMIS is maturing and the upcoming Mobile Application based Attendance Monitoring is being internalised, the development of the M&E Strategy is an indispensable activity to bring order to the fragmented elements of the M&E elements in the sector and will also assist in Mobilising resources for the sector-wide M&E requirements beyond the EMIS.

It should also be mentioned that the Evaluation process and Research Agenda for the sector is not clearly formalised, although a lot of research studies are being conducted.

The strategy will define the Knowledge Management requirements to ensure that findings of the Evaluations and Research studies feed into the policy decision making and Education Programming.

The impact level monitoring is often neglected part of the Results Framework, hence there is a need to clearly define which National Data Collection events to include as part of the sector-wide M&E strategy and deserves critical follow up to ensure that Education Sector Data requirements are incorporated.

Specific Tasks

The overall objective of the consultancy is to develop and facilitate dissemination an M&E Strategy and specifically it is expected that the following objectives are achieved:

• To specify the operations internal design logic (inputs, activities, outputs, outcomes, and impact), indicators at each level, the means of verification for each indicator, and the risks and assumptions (external design logic) associated with each level of the internal design logic in line with GESP.

• To specify the indicators for each logical framework design element, the data source or means of verification for each indicator, the frequency and cost of data collection for each indicator, the responsibility for data collection, the method to be used in data collection (if collecting primary data), and in which reports and how the information will be used. The same information is also to be specified for the most critical assumptions.

• To identify the before-and-after comparison of baseline, mid-term, and final evaluation results.

• To develop detailed calendar of M&E activities and associated costs.

• To describing equipment, training and other requirements needed for MoEST and implementing partners to undertake the plans outlined above.

The assignment consists of the following tasks, all to be carried out in close coordination and consultation with the GPEP team within UNICEF, Ministry of Education, Science and Technology (MoEST) and partners:

1. Present an Inception Report which articulates the Consultancy roadmap, expected deliverables with timelines, as well as roles and responsibilities of team members.
2. Concise Literature Review: Provide summary and analysis based on key documents:
3. Detailed Action Plan including
4. Report Generation (Validation workshop and Final Report)

· The Consultants will present the draft report on M&E Strategy to the GPEP team, MoEST and partners.

· The final report will incorporate comments emanating from validation workshop.

Methodology

The methodology to be employed in developing the M&E Strategy will be clearly articulated in the Inception Report but it is expected that it will include the following at minimum.

(1) Literature review of the existing potential information systems, strategic plan documents.

(2) National and State level consultations using a standard checklist.

(3) Field Visits to two selected states to assess current M&E practices at State, County, Payam level.

(4) Validation workshop.

Expected Deliverables

The expected deliverables, which will trigger payments are as follows:

Outputs/deliverablesDeadline Inception Report that includes revised Technical and Financial Proposal (including Road Map) Week 1 Report of the Consultative meetings with National level and State level partners Week 2-3 Zero Drafts of Logical Framework Matrix, M&E Plan Matrix, Evaluation Plan, Annual M&E Implementation Plan and Budget, M&E Capacity Building Plan, and Draft Formats for Identified Information Products, Operational Definition of Terms. Week 4-7 Power Point Presentation for the validation workshop, Minutes of the Validation Workshop Week 8 Final Consolidated M&E Strategy. Week 9 Power point presentation for dissemination of Final Consolidated M&E Strategy. Week 10-12

Reporting

The Consultant will work under supervision of the Monitoring and Evaluation Specialist within Basic Education and Gender Equality. A reference group comprising of the GPEP team, representatives of the MoEST, stakeholders and representatives from the Directorate of Planning and Budgeting from Central Equatorial State will provide oversight of the work and will be responsible to approve the products of this Consultancy.

Expected background (Qualifications & Experience)

The Consultancy must have proven experience in developing M&E Strategy or Systems preferably in development related sectors. Specifically the consultant is expected to have the following experiences, skills, knowledge and qualifications.

1. Advanced University Degree in the Education, social sciences, Statistics, development studies or other relevant field of study;
2. At least 5 years of experience in developing and managing National M&E Systems in development related work.
3. Demonstrated experience and clear understanding of Monitoring and Evaluation; and familiarity with development assistance in sub-Saharan Africa.
4. Excellent communication skills, including report writing skills and facilitation skills
5. Excellent writing, communication and presentation skills in English (oral and written) for at least one of the core staff on the assignment;
6. Knowledge of South Sudan Education systems and environment is an asset;
7. Expertise in Education Management concepts and related Education Specific M&E systems is essential.
8. Experience in working with government and development partners in South Sudan or countries
9. Strong analytical (qualitative and quantitative) and conceptual skills
10. Demonstrated ability to meet deadlines;
11. Ability to deliver highest quality products in the allotted period of time, under the guidance and supervision of the reference group or Technical Working Group.

General Conditions:

Terms of payment: Consultants shall be paid in a lump sum in three months each of which is determined by deliverables and deadlines.

A. 1st Month - upon approval of Inception Report that includes revised Technical and Financial Proposal (including Road Map)

B. 2nd Month - upon submission of: (1) Report of the Consultative meetings with National level and State level partners; (2) Draft Logical Framework Matrix; (3) Draft M&E Plan Matrix; (4) Draft Evaluation Plan; (5) Annual M&E Implementation Plan and Budget; (6) M&E Capacity Building Plan, and;(7) Formants for Identified Information Products and Operational Definition of Terms.

C. 3rd Months (30%) - upon presentation of Power Point Presentation for the validation workshop, Minutes of the Validation Workshop, Final Consolidated M&E Strategy, Power point presentation for dissemination of Final Consolidated M&E Strategy.

· Note that final payment to a consultant is dependent on the completion of deliverables.

· The consultants will not be provided lodging and/or meals.

· The consultants will not work in UNICEF office, rather from remote location.

· The consultants should provide his/her own materials, i.e. computer, office supplies, etc.

Policy both parties should be aware of:

Ø No contract may commence unless the contract is signed by both UNICEF and the consultant.

Ø Consultants are not entitled to payment of overtime.

Ø The contract commences when it is signed by both UNICEF and the consultant.

Ø Fees are payable upon satisfactory completion of the contract. Standard UNICEF procedures will apply for invoicing and all other financial management requirements set out in the contract. Standard UNICEF penalty clauses will apply for late and poor quality deliverables. UNICEF shall provide the consulting firm with the criteria for the evaluation of the quality of each deliverable.

Ø The consultant will arrange for his or her own office and will report to UNICEF on progress on a regular basis.

Ø The proposal from the consultant will include all costs including fees, DSAs, and printing of training materials. The consultant should provide own computer and transportation. The ownership of the M&E Strategy belongs to the South Sudanese Government.

Submission of Applications: Applications will be considered only if accompanied by an updated CV and completedUnited Nations Personal History (P-11) form, as well as the two most recent performance appraisals or performance evaluation reports to: UNICEF South Sudan Country Office, Human Resources Unit via email: jubavacancies@unicef.org

The deadline for receipt of applications is 4^thAugust 2014