Information Management System Consultancy at Hivos East Africa

The 4S@Scale Programme is a Public Private to create viable smallholder coffee farming systems, that will allow the coffee sector in East Africa to regain its vitality and offer long-term business opportunities for 2.4 million smallholder coffee farms and 16 million people dependent on the sector.

 

The programme envisages supporting the viability of 80,000 smallholder coffee farmers in East Africa through; introduction of good agricultural practices, integration of biogas digesters, identification and development of other alternative income sources for farmers to invest coffee. Women and youth are a special target group that the programme supports to effectively contribute and benefit from the coffee sector. Further to this a credit facility will be set up to allow coffee farmers borrow money for productive input investments such as direct coffee inputs, bio digester construction and dairy/bananas enterprises.

• User-friendly interface compatible to low-bandwidth internet facilities from remote corners and of the country.
• Should be capable to: capture, archive, retrieve of information of up to 80,000 beneficiaries disaggregated by sex, intervention type, and implementing partners and project areas including household profile, training/livelihood supports received; track other groups that form as part of the project, such as VSLAs.
• Track the progress of targeted beneficiaries under each indicator.
• Total users of this database would be about 500 including persons involved in data entry, management/validation and reviewers in Kenya and Uganda.
• Different array of data analysis, e.g. number of beneficiaries receiving different trainings, inputs and other supports from the project; each individual beneficiary should have unique searchable beneficiary code
• Compatible to generate IR (Intermediate Result) based results as well as quarterly and annual achievements for relevant monitoring indicators; to be mentioned that single data can go to multiple IRs and indicators.
• Ensure a secure password protected login system to allow safe authentication.
• Different level of access to the web-database needs to be ensured e.g. Project management, Monitoring and Evaluation Officer, implementing partner, donor’s representative and field personnel, etc.
• Ensure the provision and capability for automated backup of database each month, downloadable by M&E officer and project staff.

Outputs

• Functional and dynamic information management system in place.
• A user’s manual for the data management system prepared
• Clear hierarchical description of responsibilities including a flow chart in the data management process.
• Maintenance plan for the data management system prepared.
• Database application installed in designated computers.
• Train 30 database management staff on using the database management system.
• Report on how current excel and paper-based data can be brought on the system.
• Application platforms developed to handle client and statistical data.
• A detailed work plan on how the consultancy will be undertaken indicating reporting of progress at least twice a week.

Qualifications and required competencies

• Competency in programming languages
• Proven experience in development of data management system for renowned organizations.
• Experience of effective interaction with local, national organizations, government departments, and international humanitarian actors.
• Good spoken and written communication skills in English.
• Proven experience of using participatory data system development.
• Excellent analytical computer system development writing skills.

Proposal

• A technical proposal of the proposed solution with software and hardware requirements.
• Detailed work plan.
• CVs of the consultant/team to carry out the assignment.
• Detailed budget.
• References of similar work, or documented evidence for other similar assignments.
• Copy of the National identification card.
• Copy of KRA PIN registration certificate.