The Recruitment of an Individual Consultant to Develop a Monitoring, Evaluation and Learning Policy and Operational Procedure Manual for The African Center for Equitable Development (ACED)

1.  Background

The African Capacity Building Foundation (ACBF) is implementing the “Strengthening African Leadership for Climate Change Adaptation” programme, which aims to improve the performance of organizations working in climate change adaptation to a sustainable ecosystem for adaptation to climate change on the African continent. The overall expected outcome of the program is to have a strong group of African-based and African-led organizations capable of shaping Africa's response to climate change through effective policy dialogue, advocacy and using a common voice to raise awareness and influence policy.

More specifically, the program will strengthen the capacity of selected organizations to play a leading role in climate adaptation by improving their efficiency, effectiveness, relevance, and sustainability, while improving their capacity to develop an organizational culture of excellence, with the overall aim of improving the continent's capacity to undertake the necessary actions to prepare for and adapt to the current and future impacts of climate change.

The program emphasizes a data- and evidence-based approach in its implementation, as well as gender sensitivity and social inclusion in the climate adaptation strategies of selected organizations. As part of its implementation strategy, the program has developed and is implementing customized performance improvement plans (CICIPs) through a capacity needs assessment (CNA) process, to address priority capacity challenges of target organizations working with poor and vulnerable African communities to develop sustainable and resilient climate adaptation strategies.

As part of the implementation of the SALCA, four organizations in Sub-Saharan Africa have been selected, including the African Center for Equitable Development (ACED), a think-and-do tank driving equitable development across Africa.

ACED serves as a catalyst for positive change, facilitating the exchange of knowledge, expertise, and sustainable solutions to address the continent's most pressing development. Through building partnerships, sharing expertise, and developing sustainable solutions, ACED guides and supports policymakers and practitioners in making fair, inclusive, and informed decisions.

The CNA process recommended that ACED develop a Monitoring, Evaluation and Learning (MEL) Policy. It is in this regards that ACED is seeking the expertise of an experienced individual consultant to develop a comprehensive MEL Policy. Through this consultation, ACED aims to establish robust systems for tracking progress, assessing impact, and fostering organizational learning. By strengthening its MEL practices, ACED endeavours to make informed decisions, optimize program effectiveness, and ultimately advance its mission of driving equitable development across Africa.

2.  Objectives of the assignment

The overall objective of this consultancy is to develop a comprehensive MEL Policy and Operational Manual for ACED for guiding the results management function of the institution. Additionally, the consultant will deliver training sessions to ACED staff, ensuring their understanding and effective utilization of the manual's content. More specifically this assignment aims to:

• Define the key rules and regulations as the essential policy governing the overall monitoring, evaluation and learning within ACED.
• Clarify procedures and processes for undertaking monitoring, evaluation and learning within ACED.
• Enhance staff understanding and effective utilization of ACED’s MEL Policy and Operational Manual by providing training sessions in relevant areas.

3.  Scope of work

The consultant will be responsible for the following tasks:

• Review: Conduct an in-depth review of ACED's existing MEL processes and practices to identify strengths to consider and weaknesses to address
• Stakeholder consultation: Facilitate consultations with key stakeholders within ACED, including program staff, management, and board members.
• Theory of Change (ToC) development: Develop a clear and concise ToC that visually depicts how ACED's activities contribute to its stated goals.
• ACED’s MEL Architecture: This is to present the key components of the MEL system, data and information flow and the key documents generated through MEL processes.

• Data analysis and reporting component: Develop a system for data analysis and reporting, including procedures for data cleaning, analysis, and presentation of findings in clear and concise reports.
• Dashboard/platform: Recommend a user-friendly digitized dashboard tool or platform for data visualization. This platform should allow users to easily access, explore, and analyze MEL data, including trends and progress over time.
• Learning component: Design a process for capturing and sharing lessons learned from ACED's programs and activities. This may involve:

• Conducting after-action reviews for key projects and initiatives.
• Establishing a system to document and share lessons learned.
• Facilitating learning workshops and peer exchanges among staff.

• Capacity building: Deliver a training workshop on MEL principles and practices for ACED staff, with a specific focus on data analysis, interpretation, and using the MEL dashboard/platform.

4.  Methodology

The assignment will be conducted using various methods such as but not limited to:

1. Desk review of relevant documents.
2. Key informant interviews with staff and relevant stakeholders.
3. Co-creation meeting on manual sections design and review
4. Any other methodology deemed appropriate by consultant for achieving the objectives of the consultancy.

5.  Expected deliverables and schedule

The consultant us expected to deliver the following deliverables:

• An inception report outlining the proposed approach, methodology work plan for manual development, and timeline.
• MEL Architecture based a well-define Theory of Change of ACED
• Draft MEL Policy and Manual of ACED
• Final MEL Policy and Manual of ACED
• Capacity building training materials including presentations, ACED handouts, and exercises, designed to equip ACED staff with the necessary skills and knowledge to implement the strategy and use the manual.
• Final consultancy report. This should include as summary of key findings, recommendations, and outcomes of the consulting assignment, including insights gained from the analysis, strategy development process, and training sessions.

The deliverables must meet ACBF’s quality standards. The final delivery of the policy, manual and training materials along with all other relevant attachments is expected to be submitted by November 18^th, 2024. The deliverables and tentative timeline are presented in Table 1 below.

Table1. Key Deliverables & Timelines

No.	Milestones	Timeline	Proposed Fees US$
1.	Presentation of the Inception report- with an outline of the policy and operations manual	July 24th
2.	Submission of MEL Architecture of ACED	August 15th
3.	Submission of draft version of the MEL policy and manual for review and feedback.	September 16th
4.	Presentation of the policy and operations manual and validation	September 30th
5.	Training of staff members	October 8th to 19th
6.	Submission of report and final version of the MEL Policy and Manual including relevant tools.	November 18th

***NOTE: Please include the above table as part of your Financial Proposal. All financial proposals should be submitted separate from the Technical Proposal and encrypted with a password

6.  Academic profile, experiences, skills

To fulfil the requirements of this consultancy, the candidate should possess:

• At least a master’s degree in monitoring and evaluation, social sciences, development studies, or a related field,
• Demonstrated a minimum of five years of experience in designing and implementing MEL frameworks and systems, preferably for non-profit organizations, research institutions or think and do tanks.
• Familiarity with MEL methodologies, tools, and software platforms commonly used in the field, such as logic models, theory of change frameworks, and data visualization tools.
• Experience in developing training materials and conducting capacity building sessions on MEL for staff members, ensuring their understanding and proficiency in using the manual and associated tools.
• Excellent communication skills to engage stakeholders, facilitate discussions on MEL requirements and expectations,
• Positive references and a proven track record of success in developing MEL frameworks, manuals, and training programs.
• Excellent written and oral communication skills in French

7.  Supervision and duration of the assignment and remuneration

The provisional start date for this assignment is July 17^th, 2024, with an expected end date of November 18^th, 2024, spanning a maximum of 45 calendar days. The consultant will submit a financial proposal in their application for this assignment. The consultancy fee excludes travel expenses and per diems which will be paid by ACBF.

8.  Location and working arrangements.

This assignment will be predominantly carried out remotely with some travel missions primarily to Benin. The Consultant may work in his own office or that of the ACED regional coordination office in Cotonou. The Consultant will be given access to the relevant information required to carry out the tasks set out in this assignment. The consultant will be required to provide his/her own workstation (laptop, Internet, telephone, scanner/printer, etc.) and have access to a reliable Internet connection.

ACED, in collaboration with ACBF, will review draft reports for quality assurance and provide feedback on the deliverables. Approval of the documents and reports by ACED as deliverables will be a prerequisite before any payment to be made to the consultant.

9.  Language

All reports and documents must be presented in French and English.

10.  Evaluation

The proposals will be evaluated based Consultant’s Qualifications Selection.  The technical evaluation committee shall consider the technical proposals based on their responsiveness to the Terms of Reference, with a minimum technical score required of 70 points.  

Table 2. Criteria and point system for the evaluation of the technical proposals. 

N°	Criteria	Maximum Point
01	At least a master’s degree in monitoring and evaluation, social sciences, development studies, or a related field,	15
02	Demonstrated a minimum of five years of experience in designing and implementing MEL frameworks and systems, preferably for non-profit organizations, research institutions or think and do tanks.	30
03	Familiarity with MEL methodologies, tools, and software platforms commonly used in the field, such as logic models, theory of change frameworks, and data visualization tools. Experience in developing training materials and conducting capacity building sessions on MEL for staff members, ensuring their understanding and proficiency in using the manual and associated tools.	20
04	Excellent communication skills to engage stakeholders, facilitate discussions on MEL requirements and expectations,	10
05	Positive references and a proven track record of success in developing MEL frameworks, manuals, and training programs.	10
06	Excellent written and oral communication skills in French	15
	Total	100

10.   Application process

The application should include:

10.1 A cover letter outlining how the candidate or firm meets the above qualifications.

10.2 A maximum of 5 pages’ Technical Proposal to ACBF interpreting the terms of reference and elaborating the consultancy methodology and design, level of effort required to fully deliver the assignment, and with a work plan and budget (cost application) for undertaking the assignment.

10.3  Brief overview of consultant or and the skills and experience they would bring to assignment

10.4  The consultant Resume - maximum 3 pages.

10.5  Copies of three similar assignments undertaken in the last 5 years and contacts of the clients, contact details of three referees from organizations that have recently contracted the consultant to similar or related work for the last 2-5 years.

10.6  A financial offer with an encrypt password and a detailed breakdown of costs, disclosing all relevant budget items for completing this assignment.

Consultants that meet the required profile are requested to submit their Proposal together with requested documents no later than Friday 12^st July 2024 to the following e-mail address: [email protected]  no later than 5:00 p.m. (Harare local time). The e-mail and all documents are to be marked with Ref: ACBF/REOI/015/24/ACED/SALCA “Individual Consultant to develop ACED’s MEL Strategy and Manual”.