ToR: Conduct Best Practice and Documentation study for Sustainable Training for Employment Promotion (STEP) Project In Adama city and Addis Ababa city Project site

Context And Rationale

About SOS Children’s Villages Ethiopia

SOS Children’s Villages in Ethiopia is an International Non-governmental organization and a member of the SOS Children’s Villages International Federation. The organization started its humanitarian work in Ethiopia with the opening of its first Village in Mekelle, the Northern part of Ethiopia in 1974. Since then, it has expanded its programmes to different regions including Amhara, Oromia, Somali, Harari, Sidama, Southern Ethiopia, and South-Central Ethiopia regions and Addis Ababa. Currently the organization is planning to establish new programme location or sub office in Dessie town. Through its unique family-based care model, the organization has provided a nurturing environment where children can flourish, grow, and realize their full potential. The programme also works with different youth empowerment initiatives, supporting young people to help them become productive and independent members of society.

The family and community development programme has enabled many families in the communities to become sustainable and provide the necessary care for their children. Furthermore, SOS Children’s Villages in Ethiopia also provides humanitarian assistance interventions in cases of natural and human-made disasters, when the livelihoods of families and communities are disrupted. SOS CVE collaborates and partners with like-minded organizations, community structures, government entities, and relevant all in advocating for the fulfilment of the rights and needs of vulnerable children, young people and families.

Description of programme location and context

SOSCVE Addis Ababa program location was established in the year 1981 G.C and is mainly working on an alternative care program supporting children to grow up in alternative families in established villages by providing comprehensive care and essential services for their holistic development. Furthermore, SOSCVE Addis Ababa Program manages and implements various facilities and programs, including Alternative Care (AC), the Family and Community Strengthening Program (FCSP), youth empowerment and Employability, a kindergarten, and high School (which includes both primary and secondary schools). The AC, FCSP and Youth initiative and humanitarian programs are the organization’s core interventions, providing comprehensive care and support to children who are without adequate parental care and affected by crisis. Addis Ababa programme location is currently actively operating in Addis Ababa city Administration, and Adama City Administration in Oromia region.

Rationale of the project

SOS Children’s Villages Ethiopia is implementing Sustainable Training for Employment Promotion (STEP) project that has been implemented in Addis Ababa, and Adama from May 2024 to April 30, 2026, and Non-Cost Extension (NCE) to June 30, 2026 (two months).

The project presented here is closely linked to youth employment in the Plan for Accelerated and Sustained Development to End Poverty (PASDEP), Ethiopia’s 10-year development plan (2005/6 to 2009/10), the national youth policy, the action plan for job creation (PAJC), the national strategy for the development of a climate-resilient green economy, the education policy and the strategies for the development of industry and MSMEs.

Furthermore, the planned activities tie in with the 2030 Agenda for Sustainable Development, in particular with SDG 5 (gender equality), SDG 8 (“decent work and economic growth”) and SDG 10 (“reduced inequalities”), as the project aims to support young people, the majority of whom are women, to take up productive employment or self-employment, which should contribute to the country’s economic growth.

According to the FDRE CSA urban unemployment survey, the unemployment rate in Adama was 24.9% in 2020. Young people make up 43% of the total population, of which 18% are unemployed according to the city administration’s Agency for Enterprise and Industrial Development (2020). Similarly, the unemployment rate in Addis Ababa is 19.3% according to the 2020 Urban Employment and Unemployment Survey (UEUS). For young people, the 2021 rate is 22.1% in Addis Ababa.

The increase in unemployment is due to internal migration from neighboring cities. There are several factors that explain the migration trends to Adama. The main push factors include environmental degradation, low agricultural productivity, inadequate social services, demographic pressure, land scarcity, lack of rainfall, recurrent droughts and conflict. Pull factors include public services, security and employment opportunities.

The gig economy is growing in both cities, as it functions primarily in the cities. Various platforms have been founded. At the same time, university graduates often lack knowledge of the platforms, the digital infrastructure or entry opportunities.

The 2020 Urban Unemployment and Employment Survey shows that the unemployment rate for young people in urban areas is 25.7%, with an even higher rate for young females (31.7%). Most young people in employment are in the self-employed category (34% of the 15-29 age group). This is followed by private companies (26.8 % for the 15-24 age group and 25 % for the 15-29 age group), and in third place are domestic workers.

Although the young population is an asset, it faces multiple socio-economic challenges. These include unemployment and underemployment, health problems, including inadequate access to sexual and reproductive health information and services, the spread of HIV/AIDS, substance abuse (especially khat, tobacco, alcohol and other drugs) and persistent gender inequalities.

Objective of the Study

Overall objective

STEP project is at its final stage, looking to document key lessons/learning to be scaled up, good practices to be replicated, success stories to be shared and documentary video to witness the project achievements. As such, SOS Children’s Villages seeks well-organized and sound independent consultants to produce  20 minute long documentary highlighting project milestones, achievements and impact and a magazine covering project and strategic pillars. This necessitates well organized and sound independent consultants having practical expertise in facilitating the entire process or cycle of lesson learning, identifying tailored good practices applicable for youth empowerment context, developing human touching stories, and producing quality audio visual documentaries and developing three-year impact stories. Moreover, the external consultant will capture lessons/learned, good practices, success stories and documentary video witnessing.

The overall objective of the Best Practice and documentation study is to document good practices, lessons and experience of STEP Project from the target area of Adama city and Addis Ababa City Administration.

Specific objectives

1. Document best practices, lessons learned, case stories, and high-quality videos and photos that highlight the STEP project’s impact, success, challenges, and contributions to youth employability, income sources and decent work environment, and improved wellbeing.

• Demonstrate the project’s results and contributions toward improving labor ecosystem, skills and knowledge acquired in short term training, internship, life & employability and accessibility of finance (loan access) and local governance, utilizing case stories, audiovisual documentaries, lessons learned, and best practices.
• Publish practical evidence and documents including lessons learned, best practices, case studies, and audiovisual materials that showcase the benefits, impacts, and challenges of project interventions.

Project Outcomes and Outputs

The goal or impact of the project is Strengthening youth employment under decent conditions in Addis Ababa and Adama city.

The summary of project outcomes and outputs are listed as follows:

Project objectives/Outcome 1: 4500 young people utilize improved professional and/or entrepreneurial skills and established structures to earn a decent income.

• Sub goals/output 1: 2000 unemployed young people have acquired vocational qualifications.
• Sub goals/output 2: 800 unemployed young people have gained work experience.
• Sub goals/output 3:1,500 young entrepreneurs improve their capacities in the areas of demand-orientated services and business development.
• Sub goals/output 4: The state systems and structures for promoting the employment of young people have been strengthened.

Scope of the Study

Sustainable Training for Empowerment and Promotion (STEP) project has been started since May 1, 2024, and will be completed on June 31, 2026. Geographically, the best practice and documentation study is limited to Adama City in Oromia region and Addis Ababa City Administration.

By pooling expertise and resources, the project will amplify its impact and outcomes, ensuring a synergistic, effective and efficient deliverable for youth people in target area.

Methodology

Proposed Methodology is:

• Document Review: The consulting firm should refer to project proposals, reports, assessment report, case stores, PDM assessment, and other essential documents so that the consultant will understand the nature of STEP project, partnership dynamics, sector composition, project achievements and success factors. These documents will be shared with the consulting firms upon signing the agreement and data protection policy.
• Interview with project participants: The project participants engaged in different activities will be interviewed with interview guides prepared as per various deliverables. The consultant should design interview guide, test the question and translate it into the local language. The participants for the interview session will be voluntarily.
• Interview with government stakeholders: The government stakeholders who are supporting the implementation of the STEP project will be selected based on their level of engagement, participation, understanding level of the project implementation, contribution they made to the STEP project achievements. The consulting firm should prepare guiding questions tailored to each of the stakeholders, engagement, participation and contribution.
• Interview with staff of the STEP Partners and members: The STEP partners and members staff will be selected for the interview based on their implementing sectors, their roles in STEP project, and experience with the STEP project. The consulting firm should prepare guiding questions tailored to each partner and members staff’ roles, implementing sectors and years of experience in implementing the STEP project.
• Observation: The consulting firm should first understand the context in the targeted location, target communities, and target participants. The targeted youth participants were from age 15 to 34 who participated in short term training, internship, gig works, Micro and Small Business enterprises that have been impacted because of the STEP Project intervention is essential to document learnings, goods practices and producing documentary videos.
• Document picture and record sound: Pictures witnessing the STEP project achievements and success will be taken from the interviewees where the STEP project implemented. The participants interview will be recorded to prepare documentary video indicating the STEP contribution and achievements. The consent will be received from each of the participants before any act of recording and taking pictures.

Proposed Standards of the Assignment:

In compliance with the partners’ communications & branding policy, the following standards are expected to be fulfilled:

• Aspect ratio should be 16:9 whereas exceptions could be tolerable in case-by-case situations based on the type of archive data to be inserted and/or based on the compatibility needs of the website/social media through which the good practice will be shared.
• Video quality (documentary video)
• Video resolution produced should be recorded at a minimum of and exported at 1920×1080 HD quality
• No footage should be below 720p other than archival data
• The framerate of the video should be compatible with the current social media needs (24fps is recommendable)
• When possible, all video footage should be at the best bitrate. This will allow with better color and video quality
• It is part of documentary video production
• Audio quality (Documentary video)
• Avoid any background sound including Mic frequency

In case of sound effects, use clean and professional low bass sounds (consult SOS-CVE communication department)

It is part of documentary video production

Magazine quality (Good practice and Lesson learned)

• The magazine consists of various good practices, success stories and pictures.
• High-quality JPEG images with 3000pxl are recommended on the longest side resolution.
• Use the default RGB color space for color images and use whatever the default color space is for grayscale images.
• For case/success stories, try to take pictures of live moments (actions) of project participants.
• Use art paper to print the booklet 100gram with cover page of 250gram coated or hard back cover.
• The printing of the booklet shall be only with digital print with layout design and illustrations.
• Brand alignment with the SOS Children’s Villages brand should be added to the magazine requirements

Other technical specs to export

• Container: MP4 or MOV
• Audio code: AAC-LC
• Sample rate: 48khz
• Video Code: H.264

Sampling

The Commissioned consultant is expected to use appropriate sampling techniques and set a representative sample size for both qualitative and quantitative data collection methods. Based on the project objectives, results, Objectives and subgoals of the STEP Project.

The consultant should produce appropriate sampling methods from each subgoals and project locations and ensure representativeness of the sampled youth participants respondents, and the sampling frame.

Work Plan and Expected Deliverables

Work plan

The Best Practice and documentation study task is expected to be finalized within 45 days after the contract is signed.

The consultant is expected to develop her/his detailed work plan based on the following table.

Responsibility

a)     SOS Children’s Villages

• Will select the locations and facilitate all the personal contacts including interviewees and government officials and implementing project team to brief on the project approach.
• Will give general orientation and resource documents so that the consulting firm will have better understanding of the context STEP project implemented, the target people reached and the result achieved.
• Final acceptance of the good practices’ documentary video, lesson learned and case stories against the standard quality agreed by the terms of the agreement

a)     Role of the consultant:

• Will prepare detail work plan and submit it for discussions and joint agreement. This should include a written description of the methodology, costs of the production (professional fee, expenses for shooting/new footages, studio facilities, production cost and other related costs) as well as the list and profiles of the most important members of the production team (including the script writer, the narrator and director). The consultant shall also prepare and submit a detailed timetable of activities.
• Will thoroughly review all documents given by the SOS Children’s Villages and its partners for this assignment.
• Will prepare the script, present face to face presentation on how to implement the script and get approval from SOS Children’s Villages.
• Shall use the feedback given by SOS CVE technical team to further improve the quality of the work. Following the comments, the company shall polish and prepare the final work accommodating the feedback.
• Shall deliver the final documentary video in soft copy (compatible to social media, USB, CD/DVD, FTP, Dropbox and emailing) while that case stories and good practices will be shared with us in hard copy and soft copy as per the quality standards mentioned above.
• Displays the best resolution SOS Children’s Villages logo and SOS CVW logo & branding in all sessions of the production.
• Abide by the SOS Children’s Villages Ethiopia and partners child and youth safeguarding policy and branding.
• The consultants should use their own HD quality video camera and professional editing software for recording and editing.

Note that SOS CVE programme location-level staff (SOSCVE) will be available to help organize the interviews including contacting SOSCVE, announcing and local preparation of best practice documentation study, and linking to community duty bearers and national authorities. SOSCVE team will facilitate while the consultant collects data from project participants, partners and key government stakeholders.

Report criteria:

The reporting criteria for STEP project best practice study shall be in line with the SOS Children’s Villages Ethiopia result based management (RBM) toolkit and should be shared with the winner consultant along with the data review process and/or for the preparation of the inception report.

Deliverables

The commissioned external consultant must deliver the best practice & documentation study reports within 45 days of the contract signing. Based on the work plan, SOS Children’s Villages of Addis Ababa programme location Program team, the national office MEAL team and Youth empowerment portfolio teams expect the following deliverables:

1. An inception report of 8 pages on the best practice and documentation study design, methodology, sampling frame, sampling technique, sample size, assessment tools and work plan.

• Draft best practice and documentation study report that have the following components.
• A master copy of the 20 minutes video for knowledge management but 5-7 minutes video for sharing with stakeholders the standards mentioned in this ToR from Adama City and Addis Ababa City Administration of project sites.
• The narration text or the full script used for the production with still pictures extracted from the footage
• Three 2-min cut down versions for social media promotion.
• A copy of the video in the formats explained in the TOR
• Versions provided should be compatible for internet and TV screening (compatible with social media, USB, CD/DVD, FTP, Dropbox and emailing)
• 25-both sides page digital printed Magazine having the contents of cases stories, good practice and lessons learned with 100 copies.
• Final Best Practice and Documentation Study Report – The findings of best practice and documentation study report including an executive summary and refined final reports that are listed in the above draft components.
• Raw data, including original field notes for in-depth interviews and focus group discussions, and recorded audio material), should be submitted with the report. SOS CVE will have sole ownership of all final data, and any findings shall only be shared or reproduced with the permission of SOS Children’s Village in Ethiopia.

Qualification of the Researcher / Research Team

• The applicant consultant shall have PHD degree (at least the team leader) in relevant fields of study such Psychology, Sociology, Social Work, development studies, Economics, Project Management, Journalism and Communication, and other related fields per the required assignment.
• At least 5 years’ work experience in international NGOs & proven competency in the production of best practice videos and publications in the development sectors.
• Competent and skilled staff or team members experience with the video recording, documentation & production in the development/humanitarian sector
• Legally registered & licensed in all aspects of the Ethiopian government requirement.
• A good understanding of child/youth rights/safeguarding & other issues affecting vulnerable children in the Ethiopian context.
• Proven experience in working with conceptual frameworks and data collection methods (including age-appropriate data collection methods.)
• Proven experience in participatory processes and data collection methods.
• Strong skills in coordination, good facilitation, organizational, and interpersonal skills.
• Proven experience in participatory processes.
• Strong skills in coordinating teamwork.
• Analytical and conceptual skills on market and livelihood assessment.
• Excellent written and spoken communication skills in English.
• Ability to transfer complex concepts and ideas into practical and simple language.
• Experience in organizing research processes with SOS Children’s Villages or similar child focused organizations.
• Experience and credibility in providing market and livelihood assessments for external communication and organizational purposes.
• Legally registered firms with renewed license, VAT registration and TIN number.

Requirement Skill

• Video editing
• Storytelling

Child Safeguarding and ethical issues.

SOS Children’s Villages is committed to ensuring that all research, evaluation and data collection processes (i.e. evidence-generating activities) undertaken by SOS Children’s Villages and its partners are ethical and respect child safeguarding policy and procedure.

The consultant must respect the rights, dignity and protection of children and other vulnerable population groups and should ensure special protection for children and other vulnerable groups during any data-generating activities to minimize any potential risks. Any research, evaluation and data collection directly carried out with SOS Children’s Villages or SOS CVE partners.

Ethical practices need to be ensured in the following circumstances: 

• Any research, baseline, midterm or final evaluations and data collection SOS Children’s Villages has commissioned for ethical oversight of these processes.
• Any research, evaluation and data collection carried out by researchers/consultants on SOS Children’s Villages programmes and participants.

Hence, relevant project coordinator and Project MEAL coordinator in Addis Ababa and Location MEAL Coordinator will ensure that any researchers, evaluators and data collectors should receive awareness training on, sign and adhere to SOS Children’s Villages core policies:

Obtaining consent from research participants is central to the research relationship and signals respect for the research participant’s dignity, their capability to express their views and their right to have these heard in matters that affect them. Informed consent is an explicit agreement which requires participants to be informed about and understand the research/assessment. This must be given voluntarily and be renegotiable, so that participants may withdraw at any stage of the research process.

Logistical arrangements:

The awarded consultant shall show feasible logistical arrangements for the assignment as part of the technical proposal. National or location-level staff (SOSCVE) will be available to help organize the interviews including contacting SOSCV, announcing and local preparation of evaluation, and linking to community duty bearers and national authorities if required.

Duration of the contract and terms of payment

Payment will be made only upon SOS Children’s Villages’ acceptance of the work performed in accordance with the above-described deliverables. Financial proposals should include proposed stage payments. Payment will be affected by bank transfer in the currency of birr.

Funding and Payment: The consultant will be paid by SOS Children’s Villages as follows:

• 30% on the submission and approval of the inception report.
• 30% on completion of the draft report.
• 40% on completion of the final report.

Duration of contract: the contract is effective from the moment it was signed until the acceptance of work by the SOS Children’s Villages in Ethiopia management team.

Notice of delay

Shall the successful bidder encounter a delay in the performance of the contract which may be excusable under unavoidable circumstances; the contractor shall notify SOS Children’s Villages in writing about the causes of any such delays within one (1) week from the beginning of the delay.

After receipt of the Contractor’s notice of delay, SOS Children’s Villages in Ethiopia shall analyze the facts and extent of the delay and extend the time for performance when in its judgment the facts justify such an extension.

Copyright and other proprietary rights

SOS Children’s Villages shall be entitled to all intellectual property and other proprietary rights including, but not limited to, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for SOS Children’s Villages under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract. The Contractor acknowledges and agrees that such products, documents, and other materials constitute works made for hire for SOS Children’s Villages.

All materials: interviews, reports, recommendations, and all other data compiled by or received by the Contractor under the Contract shall be the property of SOS Children’s Villages and shall be treated as confidential and shall be delivered only to SOS Children’s Villages authorized officials on completion of work under the Contract. The external consultant is obliged to hand over all raw data collected during the assessment to SOS Children’s Villages in Ethiopia.

Termination

The termination of the service agreement for the assignment will be in accordance with the contractual agreement to be included at the formal agreement’s actual signing.

Signing of the contract

The signing of the contract will follow the awarding of the assignment.

Rights of SOS Children’s Villages

SOS-CVE has the right to cancel the service contract if the consultant cannot comply with any standards articulated in the service agreement. SOS-CVE has the right to hold the impact assessment result as its own sole property.