Terms of Reference to Conduct Post Distribution Monitoring (PDM)

Introduction

Action for Social Development and Environmental Protection Organization (ASDEPO) is an Ethiopian indigenous, non-governmental and non-profit making humanitarian organization established in 2014. ASDEPO is currently implementing different development and humanitarian response projects under its ten thematic areas including Health, Nutrition, WASH, ES/NF, Education, Protection, agriculture, livelihood and food security, Multipurpose Cash Assistance and Peace building.

ASDEPO has secured budget from the EHF to implement RRM project entitled “Emergency health and Nutrition response to crisis affected children, women and other community members in Bugna woreda of North Wollo Zone and Gazgibla woreda of Wghimra zone, Amhara region.” A part of this project activity is distributing cash assistance to conflict and drought affected 1391 households in the two woredas (695 HHs in Gazgibla and 696 HHs in Bugna woredas). The project started in 1 February 2025 and ends in June 30 2025. ASDEPO completed the transfer of cash based on the Ethiopia Cash working group standard for Amhara region. Thus, this TOR is announced to seek consultancy firm services for conducting PDM for MPC distribution in the indicated woredas.

Project description

Bugna and Gazgibla woredas of Amhara region are facing critical Health and Nutrition concerns as a result of the ongoing drought and conflict. The high degree of drought in the region along with protracted conflict exacerbated the acute crises in these woredas. The convergence of these crises has exacerbated vulnerability of affected populations, creating an urgent need for intersectoral response. To address the problem, ASDEPO is providing life saving Health and Nutrition and MPCA responses that targeted the drought and conflict affected communities in the specified woredas. ASDEPO specifically assisted 1391 households with MPC assistance. The MPCA is distributed for 696 HHs in 7 kebeles of Bugna woreda and for 695 HHs in 4 kebeles of Gazgibla woreda. Therefore, 10,000 ETB was distributed to each of the 1391 targeted households in three rounds through Buna Bank for Bugna woreda and Abay Bank for Gazgibla woreda.

As the distribution of the MPCA is successfully completed, it is important to conduct a PDM assessment to determine the effectiveness of MPCA distribution in terms of its intended objectives and assess the level of satisfaction of beneficiary on the delivery of assistance. Hence, this Terms of Reference (TOR) summarizes the proposed activities to cascade and conduct PDM.

Objective of the PDM

The purpose of the Post Distribution Monitoring (PDM) is to determine the effectiveness/impact of the MPCA distribution project in terms of its intended objectives and assess/evaluate the level of satisfaction of beneficiary on the delivery of assistance including participation, relevance, targeting, timeliness, quality, and quantity of the support.

This comprises:

Effectiveness: Assessing the degree to which the goals of the MPC distribution initiatives have been met. This entails determining if the beneficiaries’ immediate requirements have been satisfied and whether the distributed goods have improved their living circumstances.

Efficiency: Evaluating the distribution process to see if the money, were used as efficiently as possible. This entails evaluating the distribution’s punctuality and logistics and noting any difficulties that arose along the way.

Appropriateness: Evaluate if the items distributed were appropriate for the recipients’ particular needs and circumstances. This entails evaluating the MPC usefulness, cultural suitability, and efficacy in meeting the demands that have been defined.

Beneficiary Satisfaction: Assessing beneficiaries’ satisfaction with the MPC they received. This includes learning about how they perceive the response appropriateness, and quantity (amount of cash distributed)

Impact: Assessing the overall impact of the MPCA interventions on the health and well-being of the beneficiaries. This involves evaluating changes in food and non-food indicators, and overall quality of life among the beneficiaries.

Identify Gaps and Challenges: Assess any challenges or difficulties in the beneficiaries selection, verification and distribution process.

Provide Actionable Recommendations: Provide suggestions on how to close the gaps (if any) and enhance the MPC distribution initiatives in the future. Make sure the suggestions are grounded on the PDM survey results and are realistic and workable.

Scope of the PDM

The PDM will take place from June 20 to July 12, 2024, in Bugna and Gazgibla Woredas, Waghimra Zone, in Amhara region. The detailed scope of the work includes:

-Methodology Development: Outline a thorough quantitative and qualitative data collecting strategy and checklist (for surveying a sample of households, focus Group discussion and key informant interview to obtain feedback) in accordance with the PDM criteria of the Ethiopia Cash working group.

• Sampling Strategy: Provide a structure for sampling (15% of each of the beneficiaries that received the MPC support and locations) to guarantee that recipient households provide representative data for data collecting.
• Data Collection: Conduct household surveys, focus group discussions (FGDs), and key informant interviews (KIIs) to gather relevant data.
• Data Analysis: Utilize suitable statistical methodologies and qualitative analytic approaches to examine the data that has been gathered.
• Reporting: Develop and submit a thorough report including your findings, conclusions, and practical suggestions.

Deliverables

a) Inception report

It should contain: The key data of the consultancy, suggestions for TOR amendments, if necessary, the consultancy preparation (team, timetable, distribution of tasks, reporting), evaluation design (chosen methods, approach, steps for their implementation, plan for enumerators and their training), tools for their implementation (questionnaires, KII, data processing and analysis etc.), a draft implementation plan for the consultancy. The inception report will be discussed with ASDEPO (MEAL and Program teams).

b) Draft PDM Report

All findings, conclusions and recommendations including the methodology should be described and presented, submitted and evaluated by ASDEPO Team.

c) Final PDM report

The final report should be delivered including key findings, conclusions and recommendations and lessons learnt should be presented in a clear and transparent way. All appendices, tools and relevant pictures should be annexed.

Responsibilities and duties

ASDEPO will provide:

1. All necessary /required project documents.
2. Staff technical support during data collection

The consultancy firm will:

1. Take the responsibility of logistic arrangement, deployment of enumerators and supervisors for the assessment
2. Develop harmonized PDM tools that are integrated and aligned with the cluster standard tools, the project indicators, desired goals and methodologies for response strategy.
3. Train and orient the data collectors on the use of the tools developed and best practices when conducting PDMs.
4. Undertake the Post-Monitoring Distribution within the given timeframe.
5. Submit a final report outlining overview of findings, activities and any key recommendation for future MPCA interventions.

Methodology

Target Population

The target population for this PDM will be the selected sample of beneficiaries those who have been received MPCA assistance. The PDM will be conducted on the targeted households in Bugna woreda of North Wollo Zone and Gazgibla woreda of Waghimra Zone, Amhara region where MPCA distribution has been conducted.

Sampling Techniques

The sampling strategy must guarantee adequate representation of specific sub-groups of interest within the sample (15% (172 HHs) of the beneficiaries who received the assistance). This is based on the prioritization criteria used to provide the assistance.

The consultancy firm may select using:

1. Probability sampling: where individuals are selected at random.
2. Non-probability sampling: where people are selected based on subjective judgment rather than random selection.

Requirement/qualification

• The contracting consultant should have a minimum of B.A/ B.SC and above in any fields of study.
• Strong analytical, report writing and presentation skills.
• Evidence of success in conducting similar studies
• Strong qualitative/quantitative PDM assessment and analytical skills
• Proven record of excellent management, leadership, decision-making and interpersonal skills
• Proven strong, clear technical writing and oral presentation skills in English
• Proven ability to prepare high-quality technical reports on time
• The contracting consultant is expected to review the TOR very carefully.

Duration of the Work

The consultant will be contracted for a maximum of three weeks to complete the assignment starting from the signature of the contract. The final report submission date is 3 weeks after the signing of the contract agreement.

Work Schedule and Responsible Bodies

Criteria/procedures

The consultancy can only be done by a consultancy firm. The firm that get the highest points as per the herein below criteria will be awarded the contract. The criteria will be based on technical capacity of the consultancy firm (70%) and financial viability (30%). The firm scored higher mark will be awarded the assignment.

Terms of Delivery and Payment

Payment schedule (upon receiving invoice from consultant):

• 40% upon ASDEPO’s approval of inception report
• 60% upon ASDEPO’s approval of final PDM report