Terms of Reference to Conduct Post Distribution Monitoring (PDM) at Tselemti/West Telemt Woreda

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/NFI, Education, Protection, agriculture, livelihood and food security, Multipurpose Cash Assistance and Peace building.

ASDEPO has received fund from the EHF to implement a project titled “Multi-Sectoral Emergency Response to IDPs, Returnees and Host communities in contested areas Tselemti/West Telemt, Mai Tsebri Town and Lalay Tselemti/Dima Woredas.” A part of this project activity is distributing multipurpose cash assistance to crisis affected 400 households in Tselemti/West Telemt woreda of the contested area. The project started in 1 December 2024 will end 30 November 2025. ASDEPO completed the transfer of multipurpose cash based on the Ethiopia Cash working group standard. Thus, this TOR is announced to seek consultancy firm services for conducting PDM for MPC distribution in the aforementioned woreda.

Project description

Tselemti/ West Telemt woreda is one of the contested woredas that has been severely affected by the northern conflict and the protracted displacement. The communities in the target woreda has been suffering from the lasting effects of the recent war as well as
significantly affected service providing institutions requiring an urgent health, nutrition and multipurpose cash assistance. To address the problem, ASDEPO is providing life saving Health and Nutrition and MPCA responses that targeted conflict affected returnees and and host communities in the specified woreda. ASDEPO specifically assisted 400 households with MPC assistance. The MPCA is distributed for 400 HHs in 4 kebeles of Tselemti/West Telemt woreda. Therefore, 14,330 ETB was distributed to each of the 400 targeted households in three rounds through Wegagen Bank and Cash on Hand delivery methods.

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.

Tselemti/West Telemt Woreda MPC Support Target Kebeles and Beneficiaries size
No	Name of Kebeles	# Beneficiary HHs	Percent
1	May Anbessa	80	20
2	Medhanealem	120	30
3	Adiwesene	80	20
4	Wuhdet	120	30
Total		400	100

 

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.

Scope of the PDM

The PDM will take place from October 20 to November 10, 2025, in Tselemti/West Telemt Woreda. 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). The consultancy firm is expected to submit inception report to ASDEPO.

b) Draft PDM Report

All findings, conclusions and recommendations including the methodology should be described and presented, submitted and evaluated by ASDEPO Team. The consultancy firm is expected to submit draft PDM reports to ASDEPO.

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. The consultancy firm is expected to submit final PDM reports to ASDEPO.

Responsibilities and duties

ASDEPO will provide:

1. All necessary /required project documents.
2. Staff technical support during data collection
3. The consultancy firm will:
4. Take the responsibility of logistic arrangement, deployment of enumerators and supervisors for the assessment
5. Develop harmonized PDM tools that are integrated and aligned with the cluster standard tools, the project indicators, desired goals and methodologies for response strategy.
6. Train and orient the data collectors on the use of the tools developed and best practices when conducting PDMs.
7. Undertake the Post-Monitoring Distribution within the given timeframe.
8. 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 Tselemti/West Telemt 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%) (60 sample HHs) of the beneficiaries who received the assistance) keeping the representativeness of the sub-sample in each of the four kebeles. 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.

Duration of the Work

1. The consultant will be contracted for a maximum of three weeks (20 October 2025-10 November 2025) 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

Activity description	Date	Responsible Bodies
PDM technical and financial proposal	Week 1	Consultancy
Submission of Inception report	Week 1	Consultancy
Preparing agreement/contract and providing advance payment	Week 1	ASDEPO
Travel to project woredas	Week 1	Consultancy
Train enumerators, supervisors and data clerks/entry on data collection for a day	Week 2	Consultancy
Field data collection	Week 2	Consultancy
Data cleaning and data summary for analysis	Week 2	Consultancy
Data Analysis and draft report writing	Week 2	Consultancy
Sharing the first draft report for a comment	Week 3	Consultancy
Incorporating comments and presenting all the final PDM reports to ASDEPO	Week 3	Consultancy

10. Criteria/procedures

The consultancy can only be done by consultancy firms. 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.

Description	% value
Technical Proposal
Understanding the scope of work; comprehensiveness of the methodology/approach; and organization and completeness of the proposal	15
Academic background (Master’s Degree/Bachelor’s Degree) and team composition	10
Experience in conducting PDM in humanitarian responses	10
Previous experience with Kobo tool and SPSS data analysis	10
Previous experience of conducting PDM in the project areas	15
Previous experience in delivering related assignments, working with EHF funded projects	10
	70 %
Financial Proposal
Budget justification and costs realism	30
	30%
Total Score	100

 

10. 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.

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.