Third Party Monitoring of the Norwegian Church Aid (NCA) WASH and GBV Humanitarian Assistance Program in Syra 119 views

1. Background information

Norwegian Church Aid (NCA) has been implementing Humanitarian Programs in Syria through its local partners since 2012. The focus of these programs is on addressing the emergency WASH and GBV needs of the conflict affected people in Syria. NCA is currently implementing WASH and GBV activities in four governorates in government-controlled areas through two local implementing partners (LIPs) for 67800 beneficiaries.

The activities that will be covered under this Third-Party Monitoring (TPM) are the following (subject to change based on security situation, population movement and access):

a. WASH rehabilitation of schools and health facilities

b. Rehabilitation of existing non-functional/damaged water and sanitation systems

c. Solid waste management in communities using cash for work modality

d. Hygiene promotion and distribution of hygiene kits (including items for COVID-19 prevention, menstrual hygiene management and incontinence).

e. Provision of GBV and MHPSS services including remote services to women, girls, men and boys: Case management, GBV referrals (internal and external), medical and MHPSS assistance, awareness-raising and group PSS activities for individuals and families, vocational training, distribution of VT kits, life skills.

f. Community involvement related activities: Community outreach activities, awareness raising of GBV and available services, national level campaigns

g. Capacity-building: Trainings provided to partner staff on GBV, MHPSS and other related topics

h. Complaints Response Mechanism (CRM) and other cross-cutting issues: Establishment and follow up of CRM, awareness of CRM amongst staff and beneficiaries, staff codes of conduct.

2. Objective:

The background for this request is the limitation related to traditional monitoring in the project areas. The overall aim is to: “Monitor and document the implementation and the achievement of results, intended and not-intended, of project activities as a part of NCA’s accountability to both target populations and donors and for NCA’s and partners’ organizational learning”. Specific objectives are:

a. Monitor, confirm and document to which extent:

i. Project locations, activities and beneficiaries have been selected in accordance with emergency humanitarian/WASH/GBV needs and immediate gaps, as outlined in the project proposal, and in compliance with the humanitarian principles;

ii. Activities are being implemented in a coordinated and well communicated manner, without exclusions or duplications;

iii. The projects adhere to international standards and guiding principles for GBV programming.

iv. Means of verification are being collected comprehensively, accurately and effectively (e.g. beneficiary numbers, distribution lists, goods received notes, distribution dates and locations, etc.)

v. Approved project designs, technical specifications and tender documents are being followed;

vi. Results are being achieved in accordance with the approved logical-framework (LFA). This includes confirmation of beneficiary numbers (sex and age disaggregated) and specific LFA indicators;

vii. Cross-cutting issues such as protection, conflict sensitivity, gender, the environment and special needs are being considered and mainstreamed throughout the design and the implementation of the project;

viii. COVID-19 preventive measures are being implemented sufficiently across all program activities;

ix. Humanitarian principles and Core Humanitarian standards are adhered to with a special focus on accountability and Complaint Response Mechanism;

x. Stakeholders and targeted populations (including women and children) are being consulted in the design of the activities and are satisfied with the services provided;

xi. Safeguarding and child protection procedures for vulnerable groups have been followed, including for the prevention of sexual abuse and exploitation (PSEA);

xii. Estimated prices in the Bill of quantities (BoQ) have been prepared accurately and contracted prices do not exceed the current mean market price.

xiii. Document lessons learned and recommend improvements.

xiv. Proposed locations and projects for 2021 are in line with the needs assessment, HNO and Syria Response Plan.

3. Scope and Methodology:

The third-party monitoring will be carried out inside Syria in government-controlled areas and will include visits to partner’s field offices, as well as to the actual project locations (planned, ongoing and completed) in respective governorates The consultant’s field teams are expected to carry out on site monitoring of the activities that are a) either being implemented or have been completed under the ongoing 2020 project cycle (ending in 31^st December 2020) and b) planned for the coming 2021 project period (starting 1^st January 2021). In addition, the consultant is expected to also carry out market price analysis based on the BoQs and the procurement documents of the projects that are included in this TPM assignment. It is a prerequisite that the consultant will engage staff and enumerators with adequate technical and engineering background.

The methodology may include, but not limited to: Desk reviews; observation and verification of activities at site; checklists; beneficiary satisfaction surveys; key informant interviews; focus group discussions; documentation of beneficiary case studies and; use of digital and electronic equipment for data collection (preferably KOBO toolbox or other open source software and presented using Power BI). Data collection will be subject to relevant privacy, protection and security regulations, general data protection regulation (GDPR), humanitarian standards including GBV guiding principles as outlined below and other ethical data collection standards such as ensuring informed consent.

In the case that the Consultant uses a local partner for the implementation the activities on the ground, strict communication lines will be agreed upon with NCA and followed throughout the implementation of the assignment.

The Consultant, should also expect and prepare for delays and changes in the plan, given the volatile context in the country and the region.

For the TPM, the consultant is expected to respect and abide by the following ethical standards:

• Respect GBV and MHPSS guiding principles, including confidentiality, safety, respect, non-discrimination, and “do no harm”.

• The consultant team is not required and should not monitor individual-based activities with beneficiaries such as case management sessions, counselling, medical or MH consultations.

• The consultant team should not check individual GBV case files – instead they can review tools which have been used to supervise case managers e.g case audits, case review forms, client feedback surveys if these are used.

4. Expected deliveries and milestones:

The selected consultants will be expected to submit the following documents in English:

a. Inception report (x1): To be prepared after meeting with NCA and upon agreeing on the final scope. This should include amongst others methodology, sample size, tools proposed, and the respective timeline to achieve the objectives stated above. It should include descriptions of check lists, questionnaires and reporting formats.

b. Progress updates: This should be issued upon request (normally every other week), in the form of e-mail and Skype calls, and should include, among other, plan of monitoring activities, monitoring progress, and coordination with partners and relevant stakeholders. All calls and communication are to be documented by the consultant

c. Market price analysis (1): This is to be submitted as an annex in the final report and include a comparison with the unit prices of the contracted BoQs for all activities. The market price analysis will be done through receiving price information from at least 3 sources or through any other method deemed appropriate.

d. Workshop (x1): The consultant will be required to organize a workshop (either online or in a venue where all appropriate COVID-19 prevention measures have been considered) to present the findings and lessons learned from the completed TPM assignment, as well as facilitate and document the discussion and plan of action between NCA Syria and LIPs. The consultant will be expected to prepare the report for the workshop, which will be submitted as an annex in the final report.

e. Final report (x1): The final report is to be submitted at the end of the contract period. This should include the description of methodology, limitations and challenges faced and findings with regard to specific objective. Findings will be expected to be presented in a comprehensive manner with visual aids (charts, graphs, photos, etc.). It should also include data presentation and references/sources of information. It should also describe any challenges encountered that may affect the data quality and analysis, and hence the result of the third-party monitoring. In addition, it should also include two beneficiary case studies from each program (WASH and GBV) and from each LIP. Finally, all datasets, documents and media produced during the course of the consultancy, must be submitted to NCA and deleted from the servers of the Consultant.

5. Schedule:

The aim is to start the assignment tentatively on the 10^th November 2020 and cover the period up until the 31^st December 2020. The final report will be expected to be submitted no later than the 25^th of January 2021. As a part of this addendum, the consultants are expected to fill-in suggested dates for each of the tasks and milestones below.

Core Tasks

Scoping meeting with NCA in Amman or through Skype:

· Detailed briefing on the projects;

· Follow up meeting with partner organizations in Damascus;

· Receive current documentation on the project;

· Discuss way forward based on the methodology.

Desk Review:

· Review project documentation including plans, Bill of Quantities, proposals, budget and log frame.

Preparation of tools:

· Please see above under 3. Scope of services;

• This includes the translation of the tools in Arabic;
• The tools will be subject of review and approval by NCA.**

Milestone 1: Inception report:

· Please see above under 4. Expected deliverables and milestones.

Milestone 2: Data collection:

· Data collection on site as per agreed methodology, sample size, tools and schedule, including for the market price analysis (please see above under 4);

· Please see above under 3. Scope of services.

Data analysis:

· Data cleaning and analysis

Milestone 3: Workshop:

· Please see above under 4. Expected deliverables and milestones.

Milestone 4: Draft final report:

· Please see above under 4. Expected deliverables and milestones

Feedback on draft final report:

· NCA will review and provide feedback on the draft report;

· The Consultant will have to incorporate and address any feedback provided by NCA in satisfactory degree, before the draft final report is approved.

Milestone 5: Final report and submission of datasets to NCA:

· Please see above under 4.: Expected deliverables and milestones.

6. Timing, logistics and facilities

The aim is to start the assignment tentatively on the 10^th November 2020 and cover the period up until the 31^st December 2020. The final report will be expected to be submitted no later than the 25^th of January 2021**. Field work will take place in the respective governorates (as described above under point 3: Scope of services).**

During the assignment, the consultant will report to the Head of Programs for Syria and Lebanon. The consultant will be expected to make her/his/their own arrangements for accommodation, office facilities, and if necessary, translation from Arabic to English during the assignment.

7. Reporting

The final report is to be provided in English. It should contain at least the following sections (not exhaustive):

· Executive summary of findings, analysis, conclusions and recommendations;

· Introduction and context background to the assignment;

· Description of the Methodology with Monitoring questions, methodologies and approach, scope, sample size, constraints, and limitations, challenges and how they were overcome;

· Description of the project objectives monitored;

· Data collection and analysis;

· Key findings and conclusions;

· Case studies;

· Market analysis results;

· Report and minutes from the workshop;

Annexes to the final report will be: The agreed Terms of Reference (ToR), work plan, data collection instruments and protocols, databases and references to sources of information for both qualitative and quantitative data.

The final report in English. All datasets, documents and media produced during the course of the consultancy, must be provide to NCA and be deleted from all servers of the Consultant.

8. Qualifications requirements

Specific qualifications:

· Skilled and motivated team consisting of experienced GBV, WASH and MEAL experts;

· Skilled and motivated team of experienced field coordinators, managers and enumerators;

· Vetting procedures for all staff, including for any external partners and collaborators, according to international donor requirements;

· Proven experience in conducting TPM in Syria, covering GBV and WASH;

· Worked previously for a minimum of 5 years on similar assignments;

· Proven familiarity with the culture of the focus population and an in-depth experience of the Syrian context;

· Expertise in digital data collection, information management, analysis and presentation, including data security;

· Fluency or working knowledge of Arabic is necessary;

· Fluency in English;

· Legal presence inside Syria and abillity to safely access all targeted project locations, particularly given the current context relating to COVID-19;

· Bank account on the name of the company or its representative