Monitoring, Evaluation and Learning (MEL) at African Centre for Technology Studies

Background

Launched in September 2015, the Science Granting Councils Initiative in sub-Saharan Africa (SGCI) is strengthening the capacities of Science Granting Councils (SGCs) in 15 sub-Saharan African countries in order to support research and evidence-based policies that will contribute to economic and social development. The Initiative represents a joint investment by United Kingdom’s Department for International Development (DFID), Swedish International Development Cooperation Agency (Sida), Canada’s International Development Research Centre (IDRC) and South Africa’s National Research Foundation (NRF). The SGCI’s specific objectives are to strengthen the ability of SGCs to: (a) manage research; (b) design and monitor research programs, and formulate and implement policies based on the use of robust science, technology and innovation (STI) indicators; (c) support transfer of knowledge to the private sector, and; (d) establish partnerships with each other and with other science system actors.

To achieve the objectives of the Initiative, a number of interventions to staff members of Councils are used to implement activities. They include in-country training and technical support, regional workshops and peer-to-peer learning. The Initiative co-funds research projects with the Councils in the areas of their priorities. There are two components to the research projects. The first consists of projects that promote collaboration among two or more Councils, while the second supports projects that respond to the needs of the private sector. Two joint workshops are held each year. Annual Regional Meetings (ARMs) are held in June/July in order to promote national or regional STI priorities, while Annual Forums (held every November) bring together participating Councils and other stakeholders from within and outside Africa in order to share experiences and network. Studies on specific themes are commissioned annually to inform each Forum.

The Initiative’s capacity strengthening activities are being implemented by Collaborating Technical Agencies (CTAs).

Monitoring, Evaluation and Learning (MEL)

Monitoring, evaluation and learning (MEL) is a critical support function within the SGCI to ensure information is collected, documented, analysed, and the emerging good practices integrated to inform and improve implementation and outcomes.

An overall monitoring and evaluation framework titled ‘Evaluative Learning Framework (ELF)’ was developed by the Initiative to complement the SGCI Logical Framework and enable documentation and description of on-going changes in greater details. It was designed based on a learning-based management approach and founded on the use of outcome mapping as the guiding methodology. Appreciating that the impact of capacity building is gradual, progressing from knowledge acquisition, adaptation to application the framework proposes indicators to document progress that the Councils are making through these phases. The CTAs have been primarily responsibility for collecting data since the beginning of the project through an online based tool. This collects “Significant Instance Reports” (SiRs). Additionally, one-day MEL workshops are held alongside the ARMs and AFs to enable the CTAs, the Initiative Management Team (IMT) and the Councils to reflect on results and emerging lessons. As the first Phase if the SGCI draws to a close, additional data collection will be needed that draws in the experiences of the SGCs and not just those of the CTAs.

Political economy (PE) studies have also been conducted separately from the main MEL activities. These explore the interplay between economics and political power in shaping investments in research in participating countries. It is expected that additional Political Economy case studies will be conducted. Other types of case studies will be conducted in 2019, to document the progress the Councils have made as a result of the technical support and the learning acquired since the inception of the Initiative.

Implementing the MEL process requires on-going expert facilitation, guidance and oversight. In this regard, the Initiative seeks to engage an expert to advise and provide technical support for the implementation of the overall monitoring, evaluation and learning function**. The following section provides details of the proposed assignment.

Objective of the consultancy

The purpose of the consultancy is to provide on-going advice and technical support to the IMT, the Councils and the CTAs to successfully implement monitoring, evaluation and learning. Below are the specific objectives:

1. To review and update the SGCI monitoring and evaluation framework, and the tools for data collection;
2. To support planning and implementation of case studies to be undertaken in 2019 by an external research team;
3. To design and lead facilitation of MEL workshops held during the 2019 ARM and AF which include the development of interim reports on MEL progress;
4. To collect, collate, analyse and synthesise data collected by the CTAs into a MEL report that documents progress over the whole Phase I period (2015-2019);
5. To support the overall annual reporting and review for the SGCI conducted by the IMT.

Scope of work

It is expected that the specific activities and support provided by the MEL expert will evolve over time in response to emerging needs. Therefore, the bullet point list below sets out what is considered the “core” areas of priority focus. In addition, depending on the workload required to complete the below, further tasks may be added as the Initiative progresses and MEL requirements are reviewed.

• The Consultant will review and update the current SGCI MEL documents;
• The Consultant will work directly with the Councils and the CTAs to review SiR forms submitted already, review the implications of these significant incidences and build a clear framework for data collection by each SGC and CTA in the last year of Phase I of the SGCI. This will be done on a one-to-one basis either through face-to-face and/or through virtual communication mediums in the first three months of 2019;
• The Consultant will support the planning and implementation of case studies to be undertaken in 2019 by an external research team and which are part of January 2020 SGCI reporting targets. This includes developing a terms of reference for the studies as guided by the relevant Logical Framework indicators;
• The Consultant will help organise, and be the lead facilitator of MEL workshops held alongside the ARM and AF in 2019. In this role, she/ he will work closely with the CTAs and the IMT to analyse monitoring data and case studies where available, in order to draw out lessons;
• The Consultant will, on an ongoing basis, review all monitoring data collected by the CTAs and the Councils;
• The Consultant will be responsible for the compiling and collating of all monitoring data collected by the CTAs and the Councils, conduct an analysis of the data, and provide a brief report in June (for the ARM) and October (for the AF) in 2019 outlining major trends and gaps. A final synthesis report of all findings will be written before end February 2020;
• The Consultant will contribute to the SGCI annual progress reports, including the distillation of monitoring data that feed into the indicators of the SGCI Logical Framework.

Deliverables:

• Review of the existing MEL framework as part of a short inception report (submitted by end February 2019)
• Draft ToRs for the case studies work (submitted by end February 2019)
• The submission of SiR forms in 2019 from CTAs or equivalent documents from SGCs (ad hoc throughout 2019)
• Brief synopsis reports of trends and gaps in MEL in advance of the ARM and the AF (June and October 2019)
• MEL meeting reports following the ARM and AF (August and December 2019)
• A final synthesis MEL report (first draft by end December 2019; final report by end February 2020)

Duration of the assignment

The consultancy will be required for a maximum of 70 days starting February 2019 to February 2020, with a possibility of extension (dependent on performance and funding availability). The Consultant will, in consultation with the IMT, agree on the distribution of the days based on the work load. The Consultant will be expected to travel as part of execution of the consultation.

Management

The assignment will be carried out under the overall guidance of the Principal Investigator working on SGCI project at the African Centre for Technology Studies (ACTS).

Monthly progress meetings will be held between the MEL consultant, the Principal Investigator at ACTS and the IMT lead contact personnel at IDRC to ensure activities are on track, objectives are being met and are in line with overall SGCI reporting requirements.

Qualifications of applicants

• At least a Master’s degree in a field relevant to the assignment, for example in development studies, Statistics, Results Based Management related social science fields, or business administration;
• Proven experience in the monitoring and evaluation of capacity building programs and research
• Experience in delivering training on M&E and data analysis;
• Experience in qualitative and quantitative M&E approaches;
• Background in training and M&E advising in donor-funded programs and for government officials;
• Experience of developing M&E results frameworks and progress reports;
• Preferably based in Sub-Saharan Africa region;
• Ability to communicate in English and French will be an advantage.

Other competencies:

• Interpersonal and communication skills;
• Ability to exercise judgement, and negotiating skills;
• Openness to change and ability to receive and integrate feedback;
• Facilitation and training skills.