CON 2017/05- Consultant- Third Party Monitoring

Position Title :Consultant- Third Party Monitoring

Duty Station :Gaziantep, Turkey Classification Consultant, Grade OTHE

Type of Appointment : Consultant, 9 months with possibility of extension Estimated Start Date :As soon as possible

Closing Date : 28 February 2017

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:

Third Party Monitoring (TPM) has become the monitoring method of choice for a number of agencies implementing projects in Northern Syria from Southern Turkey, where security constraints make direct field access for an agency’s own staff impossible. According to SAVE (2016), Third-Party Monitoring describes the practice of contracting third parties to collect and verify monitoring data. Lack of quality control and accountability, and potential corruption concerns is frequently highlighted as a key concern regarding remote management. Given this background, IOM intends engage services of TPMs to independently verify activities delivered by implementing partners based on project reports, detailed implementation plans (DIPs) and projects M&E plans.

PROJECT DESCRIPTION

IOM commenced remote management of delivery of humanitarian assistance in Northern Syria in 2014 through locally based Syrian partners due to increased insecurity and inaccessibility of project locations. Through funding from ECHO, OFDA and HPF, IOM is currently implementing projects through partners in Aleppo and Idleb governorate to meet humanitarian assistance needs of conflict affected populations in livelihoods, NFI and shelter. IOM’s remote management approach in Northern Syria has increasingly seen a significant level of delegation in decision making authority to implementing partners in project locations while Turkey based project managers routinely provide virtual technical oversight. It is therefore conceived that, for the program to achieve its intended goal and objectives, there is need to engage the services of a third party monitor to provide continuous monitoring and verification of program outputs for accountability purposes.

THIRD PARTY MONITORING OBJECTIVES

The main objective of the monitoring mission is to determine projects implementation status based on DIPs and validation of activities delivered by implementing partners based on reports

submitted to IOM. The specific objectives of the monitoring mission are as follows: a. To determine beneficiary satisfaction, relevance, value for money (efficiency, effectiveness, economy) and appropriateness services delivered through IOM’s project interventions b. To assess the quality of implementation of IPs, including distribution methodologies, beneficiary selection, assessments etc.

c. To monitor implementation (in real time) progress of IOM selected projects based on project DIPs and quarterly reports.

d. To ascertain and validate the existence of infrastructural facilities supported by IOM through video and visual evidence

Page 1 / 5e. To verify of beneficiaries from selected geographical locations. This will include comparison of the details (names, age, sex, status etc.) in the master beneficiary list with real individuals sampled from each location based on distribution lists.

f. To assess how gender and vulnerability considerations are being mainstreamed by implementing partners.

g. To generate monitoring technical reports (Evidence Based reporting) highlighting implementation progress based on project DIPs and reports.

Core Functions / Responsibilities:

The monitoring company/organization will cover sub-districts of Idleb and Aleppo governorates. The TPM will firstly review project documents, especially project concept notes and project progress reports to conceptualize projects that IOM partners are implementing. The TPM will be expected to make direct field visits in all locations where the project activities are being implemented.

PROPOSED APPROACH

While the TPM will use experience to recommend process monitoring methodology, it is expected that a variety of approaches will be used. It is suggested that such methodology include the following:

1. Desk reviews of relevant project documents such as the proposal, the results framework, past project reports and studies, relevant tools for documenting and monitoring project activities, master beneficiary lists. IOM will provide any additional information as requested by the consultant (s).

2. Household surveys with beneficiaries who receiving the assistance from IPs

3. FGs and in-depth individual discussions with purposively selected beneficiaries 4. Key informant interviews with local authorities and local stakeholders that include local councils, camp elders, teachers etc.

5. Project site visits and observations - video and visual documentation of project sites. RESPONSIBILITIES OF TPM

1. Develop detailed monitoring work plan and schedule

2. Ensure that field monitors are properly trained and equipped

3. Closely work with IOM M&E staff to coordinate monitoring schedules

4. Conduct data collection, field verifications and data entry

5. Provide real time reports on the proceedings of the data collection (i.e. difficulties, issues and concerns etc.).

6. Submit all the datasets and interview transcript to IOM M&E staff on a regular basis for review.

7. Ensure that all inconsistency and inaccuracy in the data are resolved and rectified.

8. Detailed Report which includes: Results and findings, key observation, lessons, recommendations etc.

9. Debriefing meeting with IOM on the initial key findings 10 days after the final data collection. RESPONSIBILITIES OF IOM

1. Provide the selected 3rd Party Firm/consultant (s) with necessary documents to enable clear understanding of the projects.

2. Create linkages with field staff, Implementing Partners and other stakeholders to ensure effective accomplishment of tasks

3. Provide necessary orientation and/or training to the 3nd party firm/consultant (s). Page 2 / 54. Review and approve field approaches to be used by the 3nd party firm/consultants (s). 5. Provision of feedback based on preliminary report and review of final report before submission

DELIVERABLES

1. Three-page monitoring snapshot (initial key findings, and interview challenges, issues and concern and lessons learnt).

2. Monitoring report not exceeding 10 pages with the following format

a. Executive summary

b. Background and introduction

c. Methodology

I. Data gathering proceedings (challenges, issues and concern during data collection d. Key findings by objective and implications

e. Lessons learnt and best practices

f. Conclusion and recommendations.

g. Annex (pictures, datasets, tools etc.)

MANAGEMENT OF THE TPM

The 3rd Party Firm/consultant undertaking this assignment will report directly to IOM M&E Officer and/or M&E Assistant to ensure compliance with the intended objectives. Regular consultation meetings will be arranged between M&E Officer and/or M&E Assistant and the 3rd Party Firm/consultant(s) for regular updates and progress.

TIMELINE

The overall period of contract will be until December 2017, the TPM should conduct quarterly monitoring for the project activities and following key steps in preparation for field work will be taken during every cycle:

• Agree on scope of work (SoW);

• Design data collection tools and reporting formats;

• Commence data collection process

• Three page snap shot report

• Presentation of preliminary monitoring report

• Quarterly monitoring report.

Required Qualifications and Experience:

Proven experience in conducting similar work in Syria with INGOs, UN agencies etc. Individuals or companies with at least 3 years’ technical experience monitoring and evaluation of emergency humanitarian assistance in conflict environments will be considered.

Desirable Competencies:

Behavioral

• Accountability – takes responsibility for action and manages constructive criticisms • Client Orientation – works effectively well with client and stakeholders

• Continuous Learning – promotes continuous learning for self and others

• Communication – listens and communicates clearly, adapting delivery to the audience • Creativity and Initiative – actively seeks new ways of improving programmes or services Page 3 / 5• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;

• Performance Management – identify ways and implement actions to improve performance of self and others.

• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;

• Professionalism - displays mastery of subject matter

• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

• Technological Awareness - displays awareness of relevant technological solutions; • Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.

Other:

PAYMENT TERMS AND CONDITIONS

The consultant is expected to deliver the assignment within the agreed timelines and IOM will pay the consultant based on delivery of results (Results based payment). The payment schedule and other details will be elaborated in the contract to be signed between IOM and the successful firm/Consultant.

APPLICATION PROCESS

Please send and attach your proposal to your profile highlighting the following:

• A brief introduction and background of bidding firm or person attaching relevant CVs; • Samples of previous work done i.e. M&E reports in remotely managed environments; • Your understanding of the Terms of Reference;

• Proposed methodology and approach

• Proposed work plan and budget

• Qualified individuals or companies are required to submit a technical proposal not exceeding 5 pages to procurementgaziantep@iom.int cc: lmasomera@iom.int

• Interested candidates should submit their proposal by 28 February 2017. If you don’t hear back from us by 3 March 2017, kindly be informed that your bid was not successful.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 28 February 2017 at the latest, referring to this advertisement.

For further information, please refer to:

http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html In order for an application to be considered valid, IOM only accepts online profiles duly completed.

Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system.

Posting period:

From 14.02.2017 to 28.02.2017

Page 4 / 5Requisition: CON 2017/05- Consultant- Third Party Monitoring (54973805) Released Posting: Posting NC54973828 (54973828) Released

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