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Terms of references for the baseline survey/needs assessment of the waxbarashadu waa iftiin (education is light) project

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Terms of references for the baseline survey/needs assessment of the waxbarashadu waa iftiin (education is light) project

Job description :

Introduction :

CARE is an International NGO working in Somalia. CARE and its partners work with vulnerable communities to address the underlying causes of poverty, promoting peace and development, by supporting sustainable livelihood and economic development initiative programmes, strengthening civil societies, responding to emergencies and advocating for policy change.

The Puntland State of Somalia is in the midst of momentous political, social and economic transformation since its leaders declared the territory an autonomous region in 1998. The region has managed to maintain relative peace and security in recent years, which has enabled it to establish political and administrative institutions, basic social services, an active civil society, and a growing private enterprise community. In addition, much progress has been made in the education sector in the last few years. Despite these improvements, however, educational provision, participation and completion in Puntland are among the lowest in the world. The Gross Enrolment Rate(GER)ER for primary and secondary education as per the Ministry of Education and Higher Education (MoEHE) 2016/2017 EMIS stands at 58.2%(Girls: 54.4%;Boys:64.0%) and 16.3%( Girls; 12.7%; Boys: 19.7%) respectively.

The major challenges experienced in the education sector still relates to weak institutional and technical capacity leading to poor service delivery as well as limited oversight. Weaknesses are evident in particular in Higher Education (HE); inadequate database for policy formulation, monitoring and performance evaluation; low access to quality, relevant and equitable education exists at all levels as well as limited pedagogical skills and the availability of teachers, especially in rural and nomadic areas.

It is against these backdrop that a consortium comprising of CARE and Save the Children are implementing the three-year EU-funded Waxbarashadu Waa Iftiin III (Education is Light III) project to address the challenges in close coordination, support and guidance of the MoEHE in Puntland. The project aims to contribute to a sustainable, cohesive education system offering relevant services to the majority of children, youth and adults including vulnerable groups in Puntland and specifically strengthens the delivery of effective primary Education (PE) including special needs, Secondary Education (SE), Accelerated Basic Education (ABE), Technical Vocational Education & Training (TVET, Non Formal Education (NFE), education services addressing the populations priority needs.

Through this ToR, the consortium in close coordination with MOEHE is planning for a baseline of the three-year project (scheduled to end in November 2021) to inform the third phase of the project, as well as to serve as a mapping and needs assessment for the target institutions.

Waxbarashadu Waa Iftiin (Education Is Light) Phase III :

CARE and its partners received the third funding for Waxbarashadu Waa Iftiin project phase III (See Annex 1 for an overview of the project’s outcomes, intermediate outcomes, outputs and associated indicators as well key activities under each output) from the European Union. The overall project objective is “Improve the educational attainment and the employability of relevant target groups, contributing to poverty reduction within an increasingly peaceful, secure and democratic Somalia”. The specific objects are ‘To consolidate and expand (i) equitable and inclusive quality education for Somali children, youth and adults and (ii) vocational training opportunities for Somali youth and adults’. The project has two result areas namely :

  • Result 1: Increased access to quality education and training for all children, youth and adults including vulnerable groups ;
  • Result 2: Strengthened public systems for effective education service delivery

There will be a seamless implementation of project activities from phase two to phase three of the project. Therefore, Waxbarashadu Waa Iftiin phase III baseline information will be required. During the baseline data collection, a needs assessment will be collected simultaneously.

 

Objectives of the baseline :

The Waxbarashadu Waa Iftiin phase III is seeking to procure the services of a consultant to conduct mixed-methods, gender-sensitive baseline/needs assessment that is inclusive of persons with disabilities and other marginalised sub-groups within the targeted population. The baseline will establish baseline values for relevant project indicators and enable subsequent midterm and endline evaluations to assess and establish the results of the project at outcome, intermediate outcome and impact levels. The baseline of phase three project should therefore be inclusive by having full participation of the project staff and stakeholders. Additionally, the baseline will include mapping and needs assessment for Waxbarashadu Waa Iftiin Phase III interventions.

The needs assessment will be conducted in the target regions/districts to ascertain which communities and schools will be selected for educational support in terms of infrastructure and also identify the nature of support needed e.g. where there is a need for new schools, extension of classrooms, rehabilitation, water and sanitation facilities (water tanks, toilets, hand washing facilities, teaching and learning materials) and provision of furniture. The assessment will form the basis for the implementation of activities, development of School Improvement Plan (SIP) and provision of school grants.

 

Specific objectives of the baseline and the needs assessment :

  • To gain up to date understanding of the project context to inform Waxbarashadu Waa Iftiin Phase III interventions ;
  • To establish baseline values for program indicators and benchmarks for comparative analysis with the midterm and endline findings ;
  • Establish trends in key education indicators such as gross enrolment rate, pupil – teachers’ ratio, reputation rate, transition rate, and pass rates etc ;
  • To collect baseline information for use in selection of schools for infrastructure development projected in the project documents and provision of inclusion grants ;
  • Identify capacity building needs targeting CECs, teachers (NFE, ABE, SNE, primary and Secondary) and MOEHE staff.

 

The baseline and needs assessment scope :

The Waxbarashadu Waa Iftiin Phase III program will implement activities in Puntland State of Somalia, all regions: Bari, Cayn, Gardafuu, Hayland, Karkaar, Mudug, Nugal, Sanaag and Sool regions. The baseline and the needs assessment will involve a visit to schools selected based on discussions with MOEHE, communities, development partners, including non-government organizations and the private school umbrellas.

 

Expected Tasks :

The consultant will receive technical supervision and guidance from the Consortium Coordinator, Monitoring and Evaluation Manager and CARE Nederland Senior project Officer, and will be accountable to CARE and the MoEHE for quality results and to the Monitoring and Evaluation Manger (CARE), for timely delivery of these. The consultant will be required to conduct the following tasks :

  • Submit an inception report inclusive of the proposed tools, sampling approach, detailed analysis framework, quality control measures and work plan ;
  • Submit a detailed work plan as part of the inception report and updated data collection plan following training of enumerators. The work plan should include plans for data collection, data entry, data cleaning, transcription and translation ;
  • Translate data collection tools and training protocols from English to Somali. Note that back translation will be required for accuracy ;
  • Upload all relevant data collection tools into an electronic format to enable easy access by the data collectors ;
  • Pilot the tools ;
  • Take lead in the training of enumerators following guidelines and training plans as per the inception report, as well as quality control protocols and guidelines for enumerators.
  • Print and prepare all training and data collection tools and related supplies for enumerators, including mobile phones/ tablets ;
  • Conduct all data collection in the field, as per data collection plan and sampling approach pre-approved by CARE ;
  • Support in data collection related logistics, including but not limited to deployment of enumerators to the target areas, and supervisors; and where required coordinate with CARE to access each area with prior approval from local authorities ;
  • Upload datasets completed by the team on a daily basis for verification by the evaluation team ;
  • Create electronic databases for analysis and collating data as necessary ;
  • Conduct data entry, where necessary, simultaneous to data collection to prevent delays. Random double entry will be required for 40% of the data for quality control; if mismatches exceed 10% of the re-entries, all data will be re-entered by the evaluator ;
  • Conduct all necessary data quality and ethical control measures ;
  • Analyze the data as per agreed upon analysis framework ;
  • Provide a draft comprehensive technical report; a draft summary report and a draft presentation of findings for review. Incorporate technical feedback received from CARE, MoEHE and relevant stakeholders and provide revised final versions of all three documents for final approval ;
  • Provide a complete set of physical and electronic data collection documents, filed and organized as per guidelines provided by CARE, upon completion of data collection and entry. This includes but not limited to complete datasets (anonymized and non-anonymized versions), script and analysis files, datasets used for analysis, transcribed and translated versions of FGDs and KIIs, filled surveys, questionnaires, FGD/ interview notes, daily survey logs, voice files (for electronic qualitative data collection), pictures (noting that pictures of respondents are not allowed), etc.

Deliverables :

Project deliverables: the main deliverables for this assignment are as follows :

  • Inception report ;
  • Work plan outlining all tasks to be completed within the duration mentioned for this assignment, responsible persons, timeframe for completion of each task and resources required for each task (within five days of signing the contract with CARE) ;
  • Detailed data collection plan, as part of inception report, in line with the approved result framework provided by CARE ;
  • Translations of survey instruments from English into Somali, to be verified through back-translation (conducted by the evaluator) and secondary spot-checks conducted by CARE ;
  • Training plan (including summaries of training sessions and relevant presentations/ exercises) ;
  • Complete list of enumerators/supervisors per location, including contact details ;
  • Daily uploading of data; weekly data collection report ;
  • Report on the data collection process and provide recommendations for future data collections. The report should catalogue and include, in annexes, the final survey and training tools used (with translations where available) ;
  • Complete set of files, hard copies of surveys, audio/ image/ video files and daily data collection reports/ data collection logs signed by enumerators and field supervisors ;
  • Database for data entry (one per tool where required), to be reviewed and approved by CARE. Data entry and cleaning (if required) should start simultaneously with data collection and data should be uploaded on a daily basis ;
  • Complete transcriptions of qualitative data, in Somali and in English ;
  • Clean data sets, to be reviewed and approved by CARE (data quality verified and accepted by CARE). 100% of the planned data is included and the final version of the database should not include any typos, out of range responses for any variable and/or illogical responses ;
  • Analysis and script files ;
  • Final report, based on the agreed upon analysis framework. The methodological section should include a discussion of data collection challenges and limitations, including a summary of data collection activities and the timeline of data collection, number of total surveys collected and number of refusals to participate for each location, as well as detailed data collection log per location as an annex ;
  • Final summary report ;
  • PowerPoint presentation of findings.

 

Technical approach and methodology :

The baseline will use a mixed-method, complexity-aware and inclusive approach. The quantitative component is expected to use a combination of primary data collected through individual-level (school principals; CEC members; household surveys; teachers) and institutional level (school and MoEHE/REO/DEO) surveys; and secondary data obtained through EMIS and other sources. The consultant will determine representative sample sizes for respondent groups, adequately powered to identify the actual status before implementation begins. Quantitative data will be triangulated with qualitative data obtained from a variety of stakeholder groups through key informant interviews and focus group discussions. It is expected that the triangulation of quantitative and qualitative data will allow the program to better understand unexpected patterns in quantitative results, as well as to explore the motivations/ interests of stakeholders and the challenges and opportunities for the design and implementation of activities. Where appropriate, the program will coordinate with the MoEHE and development partners through the JRES and Education Cluster (particularly those implementing similar projects or those which are carrying out longitudinal tracking of beneficiaries) to obtain secondary data for triangulation, comparison and validation of results, allowing for a comprehensive analysis of the trends in the education system, and to identify emerging issues and gaps.

An in-depth approach to data analysis is required. The statistical analysis of the quantitative component is expected to identify factors influencing program outcomes, thus establishing relationships between different variables and the outcomes of interest, as well as validating or challenging assumptions about the status of access and institutions infrastructures needs in the region. It is expected that qualitative data will be analysed using emerging codes, thus allowing for identification of unanticipated factors/patterns. Extensive triangulation of qualitative and quantitative data will be required for validation of results and in-depth understanding of the effects observed. Findings should be disaggregated at multiple levels, including but not limited to sex, disability, location, type of school, IDP/non-IDP condition and where relevant, most prevalent community livelihood (such as pastoralism, agro-pastoralism, agriculture).

 

Literature review :

Literature review will involve a study of various project and MoEHE documents including literature from other sources about the status of education in Puntland. The consultants will also be provided with the following key documents for review and background information: the WWI III Log-frame (Annex 1), Project Proposal (Annex 2), Project Funding Contract between CARE and EC (Annex 3),WWI II final evaluation report (Annex 4) plus any other document considered necessary for this exercise.

 

Data collection :

Quantitative methods using structured questionnaires and ‘School fact establishment tools’ will be used to establish quantitative benchmarks in the Phase III logframe. Focus Group DiscussionsIndividual questioning with a scientific representation of all the stakeholders will be used to collect detailed qualitative information. It is expected that the consultant will come up with innovative ways of combining the various research tools and methodologies to get the right and accurate information.

During the study, the consultant will interview all the stakeholders including targeted beneficiary communities, students, Ministry of Education/regional education authorities, Community Education Committees, School children, teachers, head teachers and staff of implementing consortium partners (CARE and SAVE), men/women groups, religious leaders, opinion leaders, women leaders, CARE staff in the field and other actors including Local and International NGOs in the region.

 

Sampling Design and Procedure :

The 9 regions in the project areas will form the sample frame. Both simple random and purposive sampling will be used to determine the sample population based on the consensus reached between the Lead Agency, the Consortium members and the MOEHE. Simple random sampling will be applied at school level to select teachers, students and parents, while purposive sampling will be applied to select the head teachers, centre managers, CECs and schools where the needs.

 

Data Collection Instruments :

CARE will share previous data collection instruments that were used to capture qualitative data at phase II baseline. The instruments include: semi-structured interview questionnaires; one- on-one personalized in-depth interview questionnaires for key informants; focus group discussions (FGDs) with discussion guidelines; institutional fact establishment sheets. The questionnaires will be administered to the respondents, while Institutional fact establishment sheets will be used to collect specific quantitative and qualitative facts at the sampled institutions, including physical and non-physical facilities, enrolment, teacher establishment, etc.

 

Reporting and feedback :

After the baseline, the consultant(s) is expected to do a debriefing with the consortium partners and project staff on the ground and incorporate their relevant inputs. The consultant(s) should then prepare a draft report and make a presentation to CARE (lead agency)/other consortium partners and EC delegation in Nairobi for their inputs after which they should prepare the final report. Both draft and final report should have a power point summary not exceeding 20 slides. The main text of the baseline report should be presented using Arial font 11 and not exceed 50 pages inclusive of Annexes. The Executive Summary in the main report should not be more than five pages with fully cross-referenced findings and recommendations. In addition, a short, separate summary of one page should be provided during the presentation of the final report.

The consultants/Consulting firm needs to produce five well bound hard copies of the final report and soft copies of all the reports sent electronically to a list of recipients in the consortium to be provided. The electronic soft copies should be in Adobe Acrobat and MS Word.

 

Expertise required :

The consultants/consulting firm should be experienced and have expertise in the following : 

  • Extensive experience in research work and in education assessments/evaluations, including previous working experience in Somalia ;
  • A degree in education planning and management and/or curriculum development or other relevant fields. Postgraduate qualification in the same will be an added advantage.
  • Demonstrated experience in community development including community targeting, rapid rural appraisal and project cycle management.
  • Knowledge in Research Methodologies and application of various tools including practical experience in assessments, planning, implementation, monitoring and evaluation of community based interventions;
  • Have excellent analytical and writing skills
  • Previous baselines or evaluations, especially under EC funded projects will be an added advantage

Further, bidders are required to clearly identify and provide CVs for all those proposed in the team, clearly stating their roles and responsibilities for this baseline. The proposed evaluation team should include the technical expertise and practical experience required to deliver the scope of work and baseline outputs.

 

Work plan and time schedule :

Under the direct supervision of the Consortium Coordinator, Program Coordinator and the MOEHE, the consultant will undertake the following tasks ;

 

Tasks

Duration (Man days)

Literature review/Desk Review : 4

Preparation of data collection tools, translation into Somali and testing/revision of tools : 5

Travel to and from Puntland : 2

Training of Enumerators : 2

Field data and information collection : 15

Data and information analysis : 10

Report writing and presentations : 7

Validation of needs assessment with : 2

Incorporating feedback from consortium members into the final report : 3

Total : 50

This assignment will be carried out in a total of 50 days as per the breakdown contained in the table above.

 

Cost estimate and timeframe :

The Consultants are requested to quote their price for this assignment and to mention when they will be available to carry out this assignment. Due to the urgency of the assignment, time will be of essence in the award of this contract. CARE anticipates to start the assignment on or before 15th March 2019

 

Responsibilities of the client – care somalia (lead agency) :

  • In support to the consultant to undertake the assignment, CARE Somalia will ;
  • Pay the entire consultancy fee (as per the contract) after the fieldwork, submission of all the deliverables. The consultant will be paid subject to the completion of the report in a satisfactory manner. This payment will also be taxed in accordance with the Somalia Government laws, exact amounts will be specified in the contract ;
  • Cater for transport and upkeep as well as other related logistics to and from the field ;
  • Facilitate access to relevant offices in the field through prior arrangements and consultations ;
  • Access to existing and useful resource materials while in the course of undertaking this assignment.

 

Consultant’s responsibilities :

During the period of carrying out this assignment, the consultant will need to establish close coordination arrangements with the Garowe and Satellite offices in Puntland. In particular, the evaluator will be expected to work closely with the Consortium Coordinator, Monitoring and Evaluation Manager, and Project Managers of the consortium partners (SAVE the Children, and CARE). The consultant under this assignment will :

  • Be available for the assignment ;
  • Prepare all their travel documents ;
  • Commits to complete a fully satisfactory end product within the agreed time frame ;
  • Provides the necessary material for use during and after the study.

 

Intellectual property rights :

All documentation related to the assignment shall remain the sole and exclusive property of CARE and the consortium partners.

 

Application process :

Applications should be submitted by 20th March, 2019. The selection committee will review all applications as they arrive. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered.

Each application package should include the following :

  • An application letter addressing the selection criteria including how the firm’s/group’s previous experience matches the consultancy objectives as well as the interest for the position. It should also indicate the candidate’s availability and consultancy rates. The letter should be no longer than two pages.
  • brief technical and financial proposal for the baseline study with a detailed methodology and work plan (not more than 15 pages).
  • A sample of recently written report for a similar assignment.
  • Updated CVs for all consultants including relevant work experience and qualifications.
  • Contact details of three references.

Applications not including all of the above information will not be reviewed.

How to apply :

All applications should be sent to [email protected] with the subject line, “Application for Education is Light III baseline Survey.”

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