WORLD VISION SOMALIA

THIRD-PARTY MONITORING TERMS OF REFERENCE

WV DRP Relief Project

June 2023

Contents

Introduction.. 3

Background.. 3

Third-Party Monitoring and Verification Summary. 3

Purpose of the Third Party Monitoring and Verification (TPM). 4

Third-Party Monitoring and Verification Methods. 6

Stakeholders and Audience.. 6

Key activities of Third Party and Verification Exercise.. 6

A: Specific activities for Monitoring & Verification……………………………………..….8

Third Monitoring party logistics. 10

WV Team Members and Roles. 10

Proposed Timeline.. 10

Consultant Deliverables. 10

Data Collection Ethics. 12

Qualifications. 13

How to Apply. 14

Introduction

This Terms of Reference (TOR) provides the plans, objectives, deliverables, and expectations for an external consultant to provide services for the third-party monitoring exercise for the DRP Relief project being funded by the World Food Program. The project is being implemented in Gedo region (Belet Xaawo, Ceel Waaq, Doolow, Luuq districts), Bakool (Waajid district), Bay region (Baidoa, Buur Hakaba, Qansax Dheere districts).

The third-party monitoring consultancy will focus on three districts of Burhakaba and Qansadhere (in Jubaland) and Elwak (in Jubaland). However, in the event of an urgent need for support in other areas (including new expansion areas in Hirshabelle, Jubaland and South West State, the consultant will provide quotations for engagements) by way of an amendment to this agreement

Background

World Vision Somalia is currently implementing a DRP Relief project which started in started in January 2023 and will come to end in December 2023. The project’s overall objective is to ensure that food and nutrition insecure people in areas affected by natural and man-made disasters have access to adequate and nutritious food, and specialized nutritious foods to meet their basic food and nutrition needs during and in the aftermath of a shock.

The project specific objectives will include:

• Crisis-affected people receive unconditional electronic food vouchers in order to meet their basic food and nutrition needs during times of crisis and to support stability
• Improved gender equality and women’s empowerment among the WFP-assisted population
• Improved utilization of food assistance through nutrition and hygiene messaging
• Improve accountability and protection to beneficiaries

The following are the project output and outcome indicators;

1. Number of women, men, boys and girls receiving food/cash-based transfers/ commodity vouchers/capacity strengthening transfers
2. Total USD value of cash transferred to beneficiaries
3. Number of women, men, boys and girls with disabilities receiving food/cash-based transfers/commodity vouchers/capacity strengthening
4. Percent of households with poor, borderline, and acceptable Food Consumption Score (FCS) – “Poor” FCS scores by gender
5. Number of people reached through nutrition and hygiene message by gender
6. Percent of women of reproductive age consuming a diet of minimum diversity (MDD-W)
7. Type of transfer received per participants in WFP activities, disaggregated by sex and type of activity
8. Number women of community help desks
9. Percent of households where women/men reported participating in decisions on the use of food assistance
10. % of households who are informed about community feedback channels to provide and receive feedback from WV
11. Percent of households reporting that humanitarian assistance is delivered a safe manner
12. % of households reporting that food or cash is delivered while accountability to beneficiaries is guaranteed

With this TOR, World Vision Somalia is seeking a consultant to provide third-party monitoring services to World Vision Somalia to verify activities conducted and reported by its partners. The third-party monitoring will be conducted by an external Consultant, through a participatory approach involving the partner organizations, line ministries, and beneficiary communities. The monitoring and verification results will help the key stakeholders to assess the level of stakeholder engagement, check the quality of project activities, monitor the context, identify implementation strengths and gaps, and derive lessons and recommendations for project improvement.

The Summary of the Second Cycle Third Party Monitoring

Projects to be assessed;

• WV Somalia Emergency Relief Projects

Assessment Type

• An integrated Third Party Monitoring and Verification (TPM) Consultancy Services
• Activity, Output & Outcome monitoring

Locations/District where service is required;

Sectors Covered

Geographic Locations

Emergency, Cash Food Assistance

Burhakaba

Emergency, Cash and Food Assistance

Qansadhere

Food Assistance

Elwak

Purpose of the Third-Party Monitoring & Verification exercise;

The purpose of the Third Party Monitoring and Verification Consultancy Services is to conduct independent monitoring and verification of activity implementation, assess the level of stakeholders’ engagement, examine project processes and procedures, monitor the context, and identify implementation strengths and gaps Based on findings, derive lessons and recommendations.

Proposed Methodologies

• Beneficiary verification exercise through interviews with selected households.
• Qualitative interviews using Focus Group Discussions (FGDs) and Key Informant Interviews (KIIs)
• Direct observation and on-site verification of physical activities, assets, and infrastructure
• Capturing pictures and GPS Coordinates of physical activities
• Conduct beneficiary interviews at health facilities, water points, distribution points, agricultural sites, and other economic activities in the host community and IDPs
• Household surveys for Post Distribution Monitoring (PDM)
• Monitoring of distribution processes (Onsite monitoring)
• Monitoring of the context including the market situations.
• Assess and monitor activities accomplished by Implementing partners (IPs) and verify the evidence of accomplishments based on the monthly/quarterly/semi-annual reports submitted by IPs.
• Document reviews such as monthly partners’ reports, quarterly, bi-annual, and annual reports, baseline & evaluation, PDMs, and onsite monitoring reports
• Use beneficiary lists to randomly pick beneficiaries that can be tracked and interviewed via phone or face-to-face.
• Conduct activity observation on the community help desk set up during the voucher distribution activity.

Proposed timeline for the assignment

The consultant will be engaged to work on this assignment on a quarterly basis. Good quality monitoring reports will be generated and submitted to World Vision every month to ensure that partners implement their allocated activation on time, according to plan. This TPM helps WV management to make informed decisions about the project while increasing accountability and documenting the successes of the project promptly.

Anticipated Date of Draft Report Submission

10 working days after the end of the quarter.

Anticipated Date of Final Report Submission

15 working after the end of the final quarter

Purpose of the Third Party Monitoring and Verification (TPM)

The purpose of the third-Party Monitoring and Verification Consultancy Services is to conduct independent monitoring and verification of activity implementation, assess the level of stakeholder engagement, examine project processes and procedures, monitor the context, identify implementation strengths and gaps, and based on this derive lessons and recommendations.

The objectives of the study are to:

Specific objectives include;

• Assess the level of stakeholder engagement by WV and/or its Implementing Partner in the respective districts.
• Examine the beneficiary targeting and registration processes and verification of selected beneficiaries.
• Assess if the targeted beneficiaries under all modalities; conditional and unconditional cash transfers understand about the entitlement.
• Determine whether the project addresses the key needs as perceived by the community and Local Authority
• Assess and verify the up-to-date accomplishments against the anticipated plans/detailed implementation plan and targets in the districts identified for TPM activities.
• Assess accessibility of project resources for all targeted beneficiaries of all socio-economic characteristics (including disability).
• Validate accomplishments reported by sub-grantees, Line-ministries, and other stakeholders participating in the implementation of the projects.
• Examine the processes followed to engage the targeted communities and district stakeholders (including local authorities).
• Evaluate the procedures put in place to capture and address community concerns/accountability, feedback, complaints, and inquiries.
• Determine the level of integration of the projects among the projects and with other projects supported by different donors and organizations in the same districts
• Assess implementation strengths and gaps and based on observations made and responses from stakeholders derive lessons and suggest recommendations
• Augment the M&E processes, tools, partner capacities, and evidence in assigned implementation areas for purposes of quality implementation.
• Assess if project resources are efficiently and effectively utilized for the targeted communities and households.
• Provide current information on the context with regards to Health & Nutrition, Agriculture and Food Security, Market situation, Economic Development, and Security situation and their implication on project implementation and target communities.
• Assess and determine the progress in the key cross-cutting themes for programming i.e. protection, gender, and children in emergencies.

Third-Party Monitoring and Verification Methods

The proposed third-party monitoring will use mixed methods including Key Informant Interviews (KIIs) and Focus Group Discussions, PDMs, and onsite verification as outlined in the M&E Plan.

• Qualitative interviews using Focus Group Discussions (FGDs) and Key Informant Interviews (KIIs)
• Direct observation and on-site verification of physical activities, assets, and infrastructure
• Capturing pictures and GPS Coordinates of physical activities
• Conduct beneficiary interviews at health facilities, water points, distribution points, agricultural sites, and other economic activities in the host community and IDPs
• Household surveys for Post Distribution Monitoring (PDM)
• Monitoring of distribution processes (Onsite monitoring)
• Monitoring of the context including the market situations.
• Assess and monitor activities accomplished by Implementing partners (IPs) and verify the evidence of accomplishments based on the monthly/quarterly/semi-annual reports submitted by IPs.
• Document reviews such as monthly partners’ reports, quarterly, bi-annual, and annual reports, baseline & evaluation, PDMs, and onsite monitoring reports
• Use beneficiary lists to randomly pick beneficiaries that can be tracked and interviewed via phone or face-to-face

Stakeholders and Audience

The stakeholders and audience for the study include:

• Community leaders, camp managers, and project participants
• World Food Programme
• World Vision project staff
• Local authorities in respective regions and districts
• Project beneficiaries including IDP and host communities in all project districts
• Targeted health facilities in all project districts
• Gender-Based Violence and Child Protection Committees
• Ministries at different levels: Ministry of Planning, Ministry of Education, Ministry of Health, Ministry of Agriculture, and Ministry of water resources
• World Vision USA

Detailed Activities of Third-Party Monitoring

The successful consultant will do monitoring to WV DRP project implementing partners on behalf of WV for the third phase of the project. The following table provides a summary of monitored sectors and key activities which will be verified. The monitoring activities are conducted in two phases. The first phase covers the selection, verification, and registration of Beneficiaries while the second phase is executed as the activities are being implemented. This provides the third-party consultant the opportunity to closely monitor the project from start to end.

1. Activities Monitored in the selection, verification, and registration of Beneficiaries for All Sectors

• Hold interviews with beneficiaries and non-beneficiaries and other stakeholders to document the beneficiary selection process specifically community participation including women and marginalized groups in the selection and verification of beneficiaries.
• Assess if the selection committees are representative of community groups including people with disability, minority groups, and women
• Assess the appropriateness of the targeting criteria, the extent to which it was followed, and the overall fairness of the process and verify if selected households meet the criteria
• Assess if the selection committees are representative of community groups including people with disability, minority groups, and women
• Assess if there are any attempts of fraud or payment requests for households to be registered
• Assess the extent to which the beneficiaries are informed and aware of key project information such as project objectives, activities, timelines, entitlement, number of cash transfers, expected results, targeted beneficiaries, criteria for selecting beneficiaries, and opportunities/activities in which they can participate.
• Check if the accountability to the affected population is in place and communities are well informed about it to provide and receive their feedback
• Closely monitor adherence to WV community-based targeting checklists and other quality benchmark are strictly followed
• Come up with the beneficiary selection and verification report highlighting the fairness of the selection process, community satisfaction levels, and documentation of issues and challenges observed.

1. Continuous Monitoring Activities by Sector

Food Assistance

• Verify the number of people benefitting from unconditional cash transfers, by location, by lists
• Physical verification of household participation in food voucher and cash transfer activities and the progress of implementation of food voucher and cash transfer activities
• Confirm the frequency of food vouchers and cash transfers and amount (entitlement) received per household
• Establish beneficiary feedback on the transfer value (amount/entitlement), food voucher activity participation, cash transfer process, market accessibility, and utilization of the cash received
• Evaluate beneficiary targeting, registration, and the effectiveness of cash transfer processes
• Data collection for Post distribution Monitoring
• Market and Context Monitoring and Analysis
• Collection and documentation of impact stories
• Identify implementation gaps and bottlenecks and suggest recommendations

Accountability to Affected Population (AAP) and Protection

• If the community is aware of the existing feedback and complaint mechanisms including the Toll-free number, IVR system and/or landlines, CRM committees, and posters)
• If all the food voucher distribution sites have the community help desks (CHD)
• If beneficiaries use the available CRM systems to submit their feedback and received responses
• If feedback/ responses are given on a timely basis
• Verify if community structures received training on protection
• Others, as required

Third-Party Monitoring logistics

WV Team Members and Roles

The successful candidate/ consultant will closely work with the Program Manager, MEAL Manager, technical specialists, DME coordinators, project staff, and staff from partners who will provide the necessary support in the entire process of third-party monitoring. The MEAL manager will be the WV Point person with the Consultant.

Proposed Timeline

The final report should be submitted within 10 days after the end of each month throughout the contract period. World Vision shall require the consultants to submit a final report at the end of the contract period.. Any delivery delays should be communicated with WV as soon as possible, as WV has obligations to meet in terms of timely programming and donor reporting.

Phase 1: Planning and Inception

The consultant will be expected to provide a detailed plan in the form of an inception report. Additionally, they will be expected to develop data collection tools in line with the project’s M&E Plan, ITT, PIRS, and WFP requirements. The inception report and tools will be presented to WV for discussion and feedback before progressing to the next phase. The Inception Report/Presentation and Draft data collection tools should be delivered within the required time.

Phase 2: Data Collection, Management, and Cleaning

The consultant will initiate training for enumerators and manage the data collection process upon agreement with the inception report and tools. The consultant will be expected to manage any issues that arise during data collection, which may include data quality or methodological concerns, logistical challenges, etc. The consultant will be expected to provide WV with updates on the data collection process upon request. The data collection process should be completed within the agreed period.

Phase 3: Data Analysis, Report Writing, and Review

Upon the completion of data collection, the consultant will clean and analyze the data and write a Monthly Report. The monthly reports shall be submitted to WV by the end of each month. The Consultant shall respond and incorporate feedback from World Vision within 5 working days of receiving the same.

Consultant Deliverables

The consultant will provide the following deliverables:

• Develop Technical and Budget proposals that include the Third-Party Monitoring and Verification plan, methodology, and appropriate M&V relevant information collection and analysis tools.
• Work closely with the Quality Assurance Team, Sector Technical Specialists, and Managers during the planning, and design of the methodology; agree on the tools that will be used for Monitoring & Verification and the
• Develop Monitoring & Verification schedule.
• Presenting the methodologies and tools for World Vision M&E and Technical teams for revisions and comments.
• Incorporate feedback given by the WV team into tools and reports
• Training of the data collection teams and supervisors (if need be) to ensure the quality of data collected
• Ensure a thorough review and analysis of the project and secondary data
• Ensure compliance with World Vision Informed Consent Policy regarding respondents
• Lead the sample selection and outputs for primary data collection.
• Data collection (Quantitative and Qualitative) for the outlined activities.
• Data management (entry), transcription, analysis, interpretation, and reporting.
• Visit activity implementation sites and capture the required information (GPS – where applicable, photographs, feedback from communities or participants).
• Verification of actual activity implementation on the ground.
• Conduct FGDs and KIIs and observations where applicable to gather relevant information
• Ensure adequate triangulation and validation of evidence collected
• Debriefing on preliminary Monitoring & Verification outcomes to the field team soon after completion of data collection. The result is expected to be published and the consultant needs to pay due attention to the report’s quality.
• Present Final Report ensuring that the reports are well-written, and presented in a way that stipulates the evidence collected, conclusions, and recommendations

World Vision Somalia Responsibilities

• Provision of reference documents like project proposal, M&E Plan, IPTT, Detailed Implementation Plan, any survey reports, and quarterly progress reports.
• Ensure that the consultant adheres to research ethics and safeguarding policy
• Conduct a review of and provide timely feedback and approval of all draft deliverables listed above under contractor responsibilities.
• Community and stakeholder mobilizations for the Monitoring & Verification exercises.
• Review the third-party monitoring & verification plan and tools before use and reports and provide timely feedback.
• The project team supports and facilitates connections to relevant stakeholders in the targeted districts.

Consultant Responsibilities

• Develop Technical and Budget proposals that include the Third Party Monitoring and Verification plan, methodology, and appropriate M&V relevant information collection and analysis tools.
• Work closely with the Quality Assurance Team, Sector Technical Specialists, and Managers during the planning, and design of the methodology; agree on the tools that will be used for Monitoring & Verification and the
• Develop Monitoring & Verification schedule.
• Presenting the methodologies and tools for World Vision M&E and Technical teams for revisions and comments.
• Incorporate feedback given by the WV team into tools and reports
• Training of the data collection teams and supervisors (if need be) to ensure the quality of data collected
• Ensure a thorough review and analysis of the project and secondary data
• Ensure compliance with World Vision Informed Consent Policy regarding respondents
• Lead the sample selection and outputs for primary data collection.
• Data collection (Quantitative and Qualitative) for the outlined activities.
• Data management (entry), transcription, analysis, interpretation, and reporting.
• Visit activity implementation sites and capture the required information (GPS – where applicable, photographs, feedback from communities or participants).
• Verification of actual activity implementation on the ground.
• Conduct FGDs and KIIs and observations where applicable to gather relevant information
• Ensure adequate triangulation and validation of evidence collected
• Debriefing on preliminary Monitoring & Verification outcomes to the field team soon after completion of data collection. The result is expected to be published and the consultant needs to pay due attention to the report’s quality.
• Present Final Report ensuring that the reports are well-written, and presented in a way that stipulates the evidence collected, conclusions, and recommendations

In addition to the deliverables above, the consultant will be expected to conduct a desk review of all relevant program documents and relevant secondary data, hire and train enumerators, lead and supervise the data collection process, ensure quality data and written reports, and incorporate feedback from WV.

Data Collection Ethics

Voluntarism, confidentiality, and anonymity of participants: All participation in interviews must be voluntary, will not create harm to participants during or after the data gathering, and their anonymity and confidentiality will be protected. Voluntary involvement must be assured by a scripted verbal explanation of the survey being conducted. The script must inform respondents that they may choose to not respond to certain questions and may end the survey at any time.

Do No Harm: Project and evaluation themes must be screened for topics and questions that may cause distress to some interviewees. Mitigating approaches and referral options must be developed accordingly.

Integrity: Data from participants must be presented honestly and proportionately, such as the authoritativeness, extent-shared, and intensity of opinions across the target population and aligning quotes with the evaluative themes intended by the informant. Unexpected or contentious findings should be triangulated with other forms of data to gauge significance.

Participant perspective: To the extent possible, given the logistical limitations of each context, preliminary findings should be shared with a plenary of project stakeholders to invite their reactions and interpretations. These will be recorded and added to the final report.

Personally Identifiable Information (PII): Any technologies, digital platforms, or other methods employed should include sufficient data security and privacy protocols to ensure that PII is protected.

Child Protection: If children (under the age of 18) are to be interviewed, it will be in the presence of a responsible adult from the child’s family, or another implied guardian from the community. Children will not be exposed to questions of a highly personal, sensitive, potentially distressing, or embarrassing nature.

If children are to be interviewed, child protection reporting protocols will be established and all staff made aware of when and how to report any issues that arise from data collection.

Baseline consultants and coordinators must have completed and been cleared by a police check within the last two years. All baseline coordinators and collectors will be required to review, sign, and adhere to a child protection code of conduct.

The lead baseline study consultant must familiarize him or herself with the following ethical and protection guides (to be supplied to the selected lead evaluator):

• WVI Child Protection Code of Conduct
• DFAT Guidelines for Child Protection
• WVI Guideline of Ethical Principles
• Australasian Evaluation Society Guidelines of Ethical Principals
• BOND Tool for Evidence Principles

Logistics

The consultant will be responsible for organizing logistical issues related to the assignment. These include consultant daily rate, travel arrangements (flights/car hire), accommodation, training costs, and enumerator fees (ONLY when needs are there for enumerators engagement) and thus should budget accordingly. Further discussions can be made with WVS on logistics arrangements.

Somali language: is a requirement

Qualifications

The consultant must have proven expertise and experience in social research with a special focus on Agriculture, Food Security, Development studies, Monitoring and Evaluation, and International studies and be able to implement third-party monitoring in Southern Somalia following the required procedures. Proof of these is to be provided by submitting, together with the application:

• An overview of relevant works
• Working samples
• Contact details for references
• The proposed consultant’s/research team’s CVs

2.2 Requirements in detail:

• In-depth knowledge of Somalia and its regions including government and community-level service delivery structures.
• Knowledge of the local language is a mandatory requirement.
• DEMONSTRATED ACCESS TO AND ABILITY TO TRAVEL AND WORK IN THE PROPOSED LOCATIONS (HUDUR, BERDALE, QANSADHERE, AND BURHAKABA) ARE MANDATORY.
• Understanding of the local context, political and security environment
• Lead consultant should have a Master/Ph.D. degree in Agriculture, Agricultural Economics, Development studies, Peace and security, Monitoring and Evaluation, and International studies or any other related qualifications and 5+ years of consultancy experience.
• A consultant with diversified knowledge and Experience in Food Security and Livelihoods.
• Has technically sound experience in Monitoring & Verification and Studies in the Somalia context
• Has extensive experience with Resilience Programs and humanitarian Emergency Response.
• Strong written, communication, and interpersonal skills in English and Somali, with substantial experience in training and managing multicultural teams.

2.3 Proposal Contents

Proposals from Consultants should include the following information (at a minimum)

• Technical Proposal with clear methodology, including types of Monitoring & Verification tools and analysis
• CVs of key consultant(s) attached to the technical proposal
• Proposed timeline/Work plan
• At least 3 References including names and contact information (similar assignments in a similar context)

2.3 Evaluation Criteria

1. Mandatory Requirements

• Provide a certified copy of business registration(company/organization)
• Provide a certified copy of the tax registration
• Provide Past References (2020-2023)
• Successful bidders will be required to sign the World Vision Supplier Code of Conduct form

1. Technical Evaluation

• Overall Consultant Relevant Technical Experience in Food Assistance and CASH programming
• Availability of Qualified Team Members willing to work on site in Somalia
• Experience working on WFP or any other Donor Humanitarian programs
• Experience working in Southern Somalia or any other Fragile context
• At least 3 References including names and contact information (similar assignments in a similar context)

1. Financial Evaluation

• A financial proposal with a detailed breakdown of costs (which shall include professional fees and operational budget) quoted in USD. Applicable tax amounts must be stipulated and separated from the base costs.
• Payment Terms
• Credit Period

Clarification of Bidding Document

A prospective bidder inquiring about the tender document may notify WVS in writing at joel_okumu@wvi.org. WVS will only respond to requests for clarification received no later than 15th June 2023.

How to Apply

All interested bidders are requested to submit their proposal in English and by email to somo_supplychain@wvi.org on or before 22nd June 2023. Proposals should be submitted in three distinct/separate attachments, namely. Mandatory Requirements, Technical Proposal, and Financial Proposal (Bidders who will combine both technical and financial proposals shall be disqualified)

EMAIL TITLE SHOULD BE; – THIRD-PARTY MONITORING- WV Emergency, Cash and Food Assistance Projects

Bids received after the deadline shall not be considered.

How to apply

How to Apply

All interested bidders are requested to submit their proposal in English and by email to somo_supplychain@wvi.org on or before 22nd June 2023. Proposals should be submitted in three distinct/separate attachments, namely. Mandatory Requirements, Technical Proposal, and Financial Proposal (Bidders who will combine both technical and financial proposals shall be disqualified)

EMAIL TITLE SHOULD BE; – THIRD-PARTY MONITORING- WV Emergency, Cash and Food Assistance Projects

Bids received after the deadline shall not be considered.