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Consultancy, MTM Monitoring System and Tools Development Project

JOB SUMMARY

Company Episcopal Rel...
Industry NGO/IGO/INGO
Category Monitoring & ...
Location Accra
Job Status Contractor/Co...
Salary GH¢ 
Education Master’...
Experience 5 years
Job Expires Feb 22, 2019
Contact ...
 

Job Description

MTM Monitoring System and Tools Development Project
TERMS OF REFERENCE
February – March, 2019

OVERVIEW
Episcopal Relief & Development is an international relief and development organization that works in partnership with Anglican/Ecumenical partners. The organization in partnership with local Anglican partners collaborate with local communities around the world to create lasting change, so people live healthier, more fulfilling and resilient lives.

Episcopal Relief & Development focuses on three main program priorities – Women (ending violence against women and children), Children (Integrated Early Childhood Development) and Climate (Climate Resilience). The organization’s work with children support children under the age of six so that they reach their full developmental potential and become future contributing members of their communities.

Due to the organization’s unique work in Early Childhood Development in Zambia and compelling evaluation results, the organization received funding/grant from some donors/funding institutions, including Hilton, Grand Challenges Canada (GCC) and Episcopal Health Foundation (EHF) to scale up the Moments That Matter (MTM) Early Childhood Development (ECD) work in Zambia and Kenya. Episcopal Relief & Development is also set to rollout ECD in other countries including Ghana, Malawi, Mozambique, etc. To this end, the organization is looking at putting tools and monitoring systems in place to ensure the successful implementation of the ECD program across the countries.

PURPOSE
The purpose of this Consultancy is to support Episcopal Relief & Development in developing/setting up tools and Monitoring system as well as the successful rollout of the monitoring system for implementing partners. Relevant documents to guide the Consultant are provided as annexes.
 

OBJECTIVES

1. To complete development of Monitoring System and Tools with global output indicators/ streamlined for project implementation and reporting to meet requirements of: Episcopal Relief & Development, the APHRC cost-effectiveness study, and 3 grant funders: Hilton, Grand Challenges Canada, Episcopal Health Foundation.

2. To ensure the successful rollout of the Monitoring System

SCOPE OF WORK
The Consultant shall develop the monitoring system and ensure its successful rollout in accordance with Episcopal Relief & Development’s requirements. Details of the scope of work of the consultant are spelt out in the assigned task s/he is expected to accomplish.

The Consultant shall, among others, carry out the following tasks:

  • Complete development of the MTM monitoring system and design an Excel database platform for MTM program tools and data that meets program needs and reporting requirements accordingly, with quarterly and annual reporting for the period 2018-2021
  • Review and finalize existing tools and develop project-level monitoring tools as needed
  • Develop a concise user guide for the MTM program database to train staff and for ongoing reference.
  • Train Episcopal Relief & Development and or partner staff on the use of the database.
  • Respond timely to and address all technical challenges that may arise during rollout/use of the monitoring system.

Details of the tasks to be accomplished are below:
 

Monitoring System and Tools development   [relevant documents in red]
 

1) Complete development of Monitoring System and Tools with global output indicators/streamlined for project implementation and reporting to meet requirements of: Episcopal Relief & Development, the APHRC cost-effectiveness study, and 3 grant funders: Hilton,GCC, EHF

A. Project Participant Socio-demographic Data

  • Review Episcopal Relief & Development and 3 grant funder required participant data/ double check 4 registration forms already developed (Family/Primary Caregiver, ECD Promoter, ECD Committee member and Faith Leader) to ensure all required data is captured
    • ERD’s KZ M&E Workbook - Participant table tab (may be missing data, e.g. HIV affected, covers Hilton),
    • GCC RMAF Table (stands for: Results, Management, Accountability Framework)
    • EHF information (pending)
  • Create participant registration Excel database:
    • Database is for data entry from 4 program registration forms (Family/Primary Caregiver, ECD Promoter, ECD Committee member, and Faith Leader)
      • 4 registration forms
      • Excel table with data entry for Family registration form
    • Aggregate key data and calculate indicators on the Family (including data on fathers or other male parental figure), and all 4 types of project participants, (Primary Caregiver, ECD Promoter, Faith Leader, ECD Committee member); to meet funder reporting requirements and for project use

B. Monitoring System and Tools

  • Review Kenya-Zambia (KZ) Project Results Framework, and current monitoring table, Episcopal Relief & Development’s global outputs that require disaggregation, identify any missing outputs now required by funders and Cost-Effectiveness study (see next bullet point) and add to Results Framework and monitoring tables
    • KZ Project M&E Workbook: Results Framework and monitoring table tabs
    • ERD’s Master Global Indicator list, “Parenting Empowerment” Outputs with disaggregation
  • Review 3 grant funders’ required output reporting
    • For Hilton, see Project M&E Workbook Monitoring Table
    • Hilton-Stellenbosch YCABA Initiative outputs table
    • APRHC Cost-Effectiveness Study non-financial data
    • GCC RMAF
    • EHF (pending)
  • Staff Tools: Recommend minimum required tools for output data collection/aggregation, revise/create as needed project partner staff-level monitoring tools at both field and partner HQ levels, aligned with new promoter tools (Home Visit Progress Tool, Caregiver Group progress tool) and additional required outputs;
    • Existing staff tools (e.g. ZACOP’s site visit checklists, and CCD examples)
    • Promoter’s Home Visit Progress Tool
    • Promoter’s Caregiver Group Progress Tool
    • Assess whether some of the tools can be configured for mobile data collection (as a Pilot)
    • Create Excel template table for optional use by promoters to collect additional project outputs
  • Create Outputs Excel database to aggregate both staff-collected and promoter-collected data, calculate indicators, using quarterly reporting and annual totals for outputs
  • Field level: Create expanded partner monitoring report template for outputs, with required disaggregation, incorporating MTM training test data (from already set-up separate test database), on a timeline with quarterly reporting and annual totals for outputs
    • MTM Training Test Database (pending)
  • Episcopal Relief & Development level: Develop monitoring report tables aligned to funder requirements and links to populate from partners’ reports
  • Complete MTM Monitoring System and Tools table - for use by staff
    • MTM Monitoring System and Tools Table
  • Prepare concise, visually-oriented MTM monitoring system user guide, with overview and  easy-to-understand instructions for completing all tools and Excel databases (simple instructions also to be embedded with each tool/Excel workbook)

2) Roll-out of monitoring system

  • Support in the orientation/training provided remotely at a meeting for:
    • ERD MTM staff and
    • partner MTM staff (both program and M&E)
  • Support on-site work with ZACOP to incorporate/expand their monitoring system, at HQ and Diocesan levels
  • TBD - Following first use, with cumulative data entered through Q1, 2019 – provide technical assistance or troubleshooting if there any glitches producing the aggregated reports

DELIVERABLES

  • Project staff monitoring tools developed and finalization of other tools indicated under the Scope of Work
  • KZ Project M&E workbook reviewed and finalized
  • Well set-up monitoring system
  • Two comprehensive user-friendly Excel databases
    • (1) partner-level (country program) for data entry and output indicator calculation, analysis and reporting: which includes project household and 4 participant types socio-demographic data; project outputs from promoter and staff data collection tools
    • (2) Episcopal Relief & Development level – for aggregating country-level data and populating funder report spreadsheets
  • Four output report templates finalized (3 funders and APRHC)
  • Training manual plus visually oriented MTM monitoring system user guide
  • Roll out of monitoring system: Episcopal Relief & Development’s staff and Partner staff trained

MANAGEMENT, COORDINATION AND REPORTING
The Consultant shall report directly to the Senior Program Officer, based in the Africa Regional Office in Ghana, with oversight by the Director of Strategic Learning, and is expected to work closely with the Senior Program Officer and a Program Officer also in Ghana, on all issues related to the MTM Monitoring System and Tools Development Project. The contract will be within Episcopal Relief & Development’s Strategic Learning unit based in New York office.

TIME FRAME
The period for this Consultancy shall be six weeks, March 1st to April 12th, 2019.

Required Skills or Experience

Experience and Qualification

  • Master’s degree in Public Health, Social Sciences, Informatics, Computer Science, or related field.
  • Knowledge in Early Childhood Development is a plus.
  • Minimum of five (5) years of related experience in Monitoring, Evaluation and Learning and especially related to monitoring system development and rollout
  • Experience in working with international partners in addition to local agencies on their Monitoring Evaluation and Learning systems
  • Strong written and verbal communication skills
  • Strong Excel design and database creation skills
  • Experience working with issues related to public health, and specifically Early Childhood Development preferred, experience with data collection at grassroots level and aggregation at multi-country level
  • Availability in Ghana for the duration of the consultancy is required.
  • Willingness/availability to travel outside Ghana to work with Episcopal Relief & Development’s partner organizations in the rollout of the monitoring system

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