1 Background and context

In midst of Syrian crisis, Caritas Luxembourg with the partnership of SARD implementing humanitarian response
project in the North-West Syria since 2013. The consortium based in Antakya (Turkey), for its cross-border
coordination from Turkey to the North-West of Syria, and a base in Sarmada (10 kilometres south of the border post
of Bab-el-Hawa, inside Syria) providing food assistance through a field kitchen (capacity of up to 12,000 meals per
day), a mobile kitchen (2,500 meals daily), an office and two warehouses, in order to manage distributions and
monitoring.

The two offices together manage a team of around 100 people (80 based on the Syrian side of the border, of Syrian
nationality, is implementing the projects) and the FCL Syrian staffs based in Antakya manages and reports on-going
activities in coordination with the 4 international experts and the FCL desk office at Headquarters.

2 Purpose and objective of the mission

2.1 Purpose of the mission

To further streamline the support and strengthen the existing M&E section, including reviewing the monitoring and
evaluation framework of the FCL/SARD projects, and its implementation in the light of the 2018 projects, to ensure
that project commitments are meet.

2.2 Objectives of the consultancy

The overall objective of the consultancy is to revise the monitoring and evaluation framework of the FCL/SARD
projects, and its implementation procedures to ensure that project commitments are meet. The specific objectives
are:
 To revise and update the M&E framework for 2018 (From April 2018 to March 2019);
 To revise/ adapt M&E tools and mechanism based on the existing one (from data collection methods to
data acquisition and necessary training of enumerators);
 To provide concrete recommendations and support to the M&E section to improve its implementation
3 Methodology and implementation strategy

The consultants propose the developing of a Process monitoring framework of the program or
project initiated by the consortium, the process monitoring ensures the timely execution of
activities or delivery of outputs. The process monitoring with the compliment of mid-term or
end-term evaluation provides a continuous function that uses the systematic collection of data on
specified indicators, and provide management and the main stakeholders of an ongoing
development intervention with indications of the extent of progress and achievement of
objectives and progress in the use of allocated funds. The process monitoring is the systematic
and continual documentation of the key aspects of program performance that assesses whether
the program is performing as intended. For any project to be successful and run smoothly,
monitoring is an essential activity and gives management day to day information for decision
making. Monitoring enables the organization to know the current situation of the projects, and
helps to explain required input to fill gaps.
It is imperative that the prioritized inputs, activities, outputs, outcomes and processes should be
monitored. It must be emphasized that the crux of the system is not simply generating
information, but getting the information to the appropriate users in a timely fashion so that they
can take the information into account in making decisions. This step also addresses the roles of
program/project partners and other stake holders in using the information to strengthen
accountability, transparency, and resource allocation procedures. For this specific task two
phases have been proposed in the ToRs. In alignment of the ToRs following methodology is
suggested:

3.1 Development of process monitoring framework (Reviewing and Redesigning phase)

The consultants will develop a process monitoring framework, which includes essential areas
where periodic data needs to be collected. Areas would include both the program-end and field-
end indicators where data will be collected. At the program-end activities which are on priority
and are crucial for program success will be monitored for its execution, desired output and
timeliness. For this purpose, existing monitoring mechanism will be review with the perspective
of process monitoring and termed evaluations (as part of progress monitoring). The review will
be done with the focus of existing and upcoming programmatic activities for the year 2018-19.
The review will have following dimensions

Reviw of existing
Review of existing Review of existing
monitoring
project documents monitoring tools
framework

Review of existing Review of existing Review of existing

monitoring data data dissemination reporting
management and usage mechanism

The proposed review will be carried by utilizing number of methods which includes but not limited to document
analysis, meeting with the representative of principal organization and implementing partners, interview with
existing M&E staff, program managers and other relevant stakeholders. The results of the review process will be
shared with the client through a half day workshop. The workshop will serve dual purpose one is to endorse the
findings of the review and second is to set the direction for the development of monitoring framework.
Based on review, a revised monitoring framework will be developed. The monitoring framework would comprise of
the following.

Re-envisioning of m & e Restructuring of Refocuing of m&e

mechanisim monitoring process utilisation

Aligning and standardising Revised and adapted m&E process of dissemination of

m&e objectives across tools monitoring results
programs Development of database\ Access to shared database
Clarifying the domain of Capacity building on revised reporting and action based
m&e visavis program framework on m & e results.
activities Training of monitors
Establishing particpatory Scheduling of monitoring
m&e norms across tasks
stakeholders Development of feedback
and complaints mechanism

Once the revised monitoring framework is developed and approved by the relevant offices a three-day workshop
will be carried out to build the capacity and devising an implementation plan.

3.2 Implementation of monitoring framework (Phase two)

After the successful completion of phase 1, consultants will provide a technical support for the
implementation of newly developed monitoring framework. The implementation strategy actually kicks
off with the phase one capacity building workshop. Participants of the workshop (it is assumed that
participants will be directly responsible in implementing m & e framework) will carry out the monitoring
plan. The consultant will help in devising m & e strategy specifically on the areas of:
 Review of data
Assigning role and Establishing data
generation and treating
responsiblities of collection schedule and
it for appropriate
monitoring staff reviewing field plan
dissemination

Anaysing data based on Reviewing monitoring

the scope of monitoring reports and dashboards
framework on periodic basis

4 Time line:

Activities W W W W W W W W W W W
1 3 5 7 8 9 10 11
2 4 6

Phase 1

1 Inception meeting

2 Document review including

program proposal, QPRs, PIP,
Log frame etc.
3 Review of existing M&E
framework and procedures
4 Presentation of results of
review
5 Development of M&E

6 Submission of M&E
framework
7 Three-day workshop for
capacity building on
developed M&E framework
Phase 2

The time frame of the phase 2 will be decided after the 3 days workshop, it is expected to be a
regular support to the M&E team.