Terms of Reference for Review of NAPAD MEAL Manual, Development of MEAL Standard Operating Procedures, and Automated MEAL System at Nomadic Assistance for Peace and Development

Purpose and Objective of the Assignment

• This consultancy aims to assist in the creation of a MEAL (Monitoring, Evaluation, Accountability, and Learning) system, which will play a vital role in monitoring and evaluating the activities outlined in the strategic plan. This MEAL system will serve as a tool to effectively monitor the programs and projects that align with the strategic plan's goals and objectives and the Medium-Term Operational Plans.
• This consultancy will also support reviewing and developing a MEAL system for NAPAD, enhancing data management, and enabling performance assessment against the expected strategic outcomes for various programs and projects. Specifically, the consultant will assist in developing a comprehensive MEAL framework, a database, and a MEAL (Monitoring and Evaluation) plan. These tools will be instrumental in monitoring and evaluating the activities specified in the strategic and Medium-term operational plans. The MEAL framework, database, and MEAL plan should be underpinned by IT programs, tools, and systems that are also automated and equipped with tracking mechanisms to verify reported data at various levels, including the country, program, and project levels.

Specific objectives of the assignment.

The consultant will be responsible for specific tasks, which are organized as follows:

Part 1: MEAL Framework and Plan Development:

• Review NAPAD’s current MEAL framework/manual, tools, processes, and documentation including the strategic plan, Mid Term Operational Plan, project reports, log frame, annual targets, indicators, theory of change, and existing monitoring tools.
• Conduct organizational consultations with key staff and board members to identify areas for improvement.
• Interact with ongoing program/project monitoring processes and review products across various initiatives to inform baseline data. This will be used to develop an inception report and outlines for the MEAL plan and framework.
• Review the indicators in the strategic plan and the MTOP, shortlist relevant indicators, and recommend those that will effectively measure the success of the six thematic results at various levels of the results chain (impact, outcome, and output).
• Develop a comprehensive monitoring and evaluation framework and MEAL plan aligned with the organization's strategic plan. This framework should define key performance indicators (output and outcomes) and provide clear definitions, milestones, data collection strategies, and data collection frequency, among other variables. It should also specify methodologies for measuring indicators and responsibilities for data collection. Additionally, it should outline how impact and evaluation data will be generated and systematically disaggregated, including by gender and geographical location.
• Conduct a validation workshop with staff and board members to gather feedback on the draft policy.
• Revise the policy based on feedback and submit the final MEAL manual.
• Develop an implementation plan outlining the steps required to operationalize the MEAL policy within the organization.
• Provide training and support to staff on implementing the MEAL policy.

Part 2: Integrated Monitoring and Evaluation System:

• Conduct a needs assessment to identify data requirements for the MEAL system.
• Design and develop a data collection framework and database for easy data collection, storage, and analysis of program data.
• Develop data visualization dashboards using Power BI for real-time program progress monitoring.
• Conduct user testing to ensure the MEAL system is user-friendly and meets organizational needs.
• Develop a data management plan outlining data cleaning, analysis, and reporting processes.
• Provide staff training and support on using the MEAL system.

Training Component:

• Collaborate with the MEAL manager to develop a training plan outlining staff training needs for the MEAL policy, system, and data analytics.
• Create MEAL system training materials, including manuals, presentations, and exercises.
• Conduct training sessions for staff on the MEAL Manual, MEAL SOPs, MEAL system, and data analytics within NAPAD.
• Conduct two follow-up sessions to reinforce learning and provide additional support.

Deliverables/Outputs

• Detailed Inception Report, outlining the methodology and timetable with agreed delivery dates for specified deliverables.
• Comprehensive Status Report, presenting findings of the MEAL manual review/audit and identifying existing gaps and proposed solutions.
• Finalized Strategic Plan Impact Pathway/Theory of Change, Log Frame, and set of Indicators.
• Comprehensive MEAL Framework.
• Final MEAL Plan.
• Automated MEAL System:
  • Draft/Demo Automated MEAL System.
  • An operational, automated, real-time integrated MEAL system.

Data Management Plan.

Standard Operating Procedures (SOPs):

• Draft MEAL SOPs.
• Final draft of MEAL SOPs.

Capacity Building:

• Training report with a summary of instructions (manual).
• Development of capacity building for NAPAD staff on MEAL manual through physical meetings.
• Training for at least four project and MEAL officers on customizing, navigating, and adding new projects/programs in the database.

Qualifications and Work Experience of the Consultant/ Firm

The consulting firm or consultant should possess the following qualifications and experience:

• The firm or consultant must demonstrate significant experience and expertise in Programme Management, focusing on developing Monitoring and Evaluation Systems. This should include at least 7 years of experience designing MEAL frameworks, databases, and systems development, with a track record of successfully completing programming assignments. Additionally, experience in producing evaluation strategies and reviewing development interventions is essential.
• Hold an advanced degree at the Masters level in a relevant field, such as Project Management, M&E, Data/Information Management, Advanced Statistical Analysis, Information Technology, or Software Engineering.
• Possess at least 5 years of experience related to data management and database development, including expertise in using web-enabled platforms and standard statistical analysis tools.
• Have a minimum of 7 years of experience in MEAL or MEAL systems design.
• Prior experience in data management of datasets from developing countries and systems development and management within Non-Governmental Organizations (NGOs) is highly desirable.
• Demonstrate the existence of a MEAL system, database, or information web-based solution developed by the consultant.
• Showcase strong experience in the development of web applications.
• The consultant(s) should be competent and dedicated, easily accessible for feedback, and possess excellent communication and writing skills.

Key staff Qualifications and Experience within the consultancy

• The firm should consist of a team comprising at least three key staff members, including a Team Leader who possesses the following qualifications:

Team Leader:

• Holds a minimum of a Master's degree in Monitoring and Evaluation, Project Management, Business Management, or other related areas.
• Possesses a track record of at least seven (7) years of professional experience in designing MEAL frameworks and developing databases and systems, with a proven proficiency in programming.
• Demonstrates a background of at least 5 years in designing and delivering robust, relevant, and timely evaluation strategies and conducting reviews of development interventions using qualitative and quantitative methods.
• Has accrued at least 7 years of experience in designing and implementing effective performance monitoring and results frameworks, including expertise in indicator development, testing, and data collection/analysis.
• Has a minimum of 7 years of experience in managing and leading Monitoring and Evaluation projects of a large, complex, and long-term nature in the Humanitarian and development sector.
• Shows experience generating data to illustrate program effects for various population segments.
• Has a demonstrable track record of using reviews and evaluations as tools for learning and improvement.
• Possesses at least seven (7) years of relevant consultancy experience in development planning, policy analysis, or the monitoring and evaluation of Donor Funded Projects.

Team Member - System Developer:

• Holds a minimum of a Master's degree in fields such as Information Technology, Data Science, or related disciplines.
• Has a minimum of 5 years of experience in designing, developing, and supporting the implementation of computerized and web-based Management Information Systems (MIS).
• Demonstrates experience in working with Donor Funded Organizations.
• Possesses considerable experience in designing and operationalizing similar automated systems at the regional level, which is considered an additional advantage.
• Has at least 4 years of experience in training and development related to using MAL systems.