ToR: Documentary, Lessons Learned and Best Practice Documentation Ethiopia Joint Response (EJR) Project

Project Overview

SOS Children’s Villages in Ethiopia is implementing the DRA Ethiopia Joint Response (EJR) Project, funded by the Ministry of Foreign Affairs of the Netherlands through the Dutch Relief Alliance (DRA). The project is being implemented in Midhaga Tola Woreda of East Hararghe Zone, Oromia Region, targeting conflict- and drought-affected populations, including internally displaced persons (IDPs), returnees, and vulnerable host communities.

The project adopts an integrated humanitarian response approach, providing support in Protection, Food Security and Livelihoods, Multi-Purpose Cash Assistance (MPCA), Accountability to Affected Populations (AAP), Localization, Innovation, and coordination among humanitarian actors. Through these interventions, the project seeks to restore dignity, strengthen resilience, improve livelihoods, enhance protection services, and support communities affected by recurring humanitarian crises.

As the project approaches completion, SOS Children’s Villages in Ethiopia intends to document the project’s achievements, impact, lessons learned, best practices, innovations, and recommendations to support organizational learning, donor accountability, advocacy efforts, and future humanitarian programming.

To this end, qualified and experienced firms are invited to submit proposals for the production of documentary and knowledge products that accurately capture the project’s contribution to the lives of vulnerable populations and the broader humanitarian response ecosystem.

Why Documenting this Project is Important

The assignment seeks to:

• Showcase the project’s contribution to improving the lives of IDPs, returnees, and vulnerable host communities.
• Highlight positive changes brought about through livelihoods, protection, and humanitarian assistance interventions.
• Capture lessons learned, best practices, and innovations that can inform future humanitarian programming.
• Document collaborative and localized approaches that strengthened humanitarian effectiveness.
• Generate evidence for donor accountability and reporting.
• Promote knowledge sharing among humanitarian actors and stakeholders.
• Support future resource mobilization, advocacy, and programme design initiatives.
• Preserve beneficiary experiences and stories of resilience, recovery, and hope.

Objective of the Assignment

The objective of this assignment is to engage a qualified consultant/production firm to conceptualize, document, produce, and deliver a comprehensive documentary and knowledge management package that captures the impact, achievements, challenges, lessons learned, innovations, and best practices of the DRA Ethiopia Joint Response Project.

The assignment shall create compelling, evidence-based, and human-centered communication products that demonstrate both individual transformation and broader community-level impact while generating learning products that can inform future humanitarian interventions.

Particular attention shall be given to documenting the benefits, impacts, challenges, and lessons emerging from the practical application of Accountability, Localization, Collaboration, and Innovation principles throughout project implementation

Scope of Work

The consultant shall be responsible for planning, filming, documenting, editing, designing, and producing all agreed deliverables.

The assignment shall document the following thematic areas:

Humanitarian Context and Project Overview

• The humanitarian context in Midhaga Tola Woreda.
• Key challenges affecting the target population.
• Project objectives, approach, and implementation framework.
• Key achievements and reach of the intervention.

Protection and Child Protection Services

• Child protection interventions.
• Case management services.
• Protection referrals and support mechanisms.
• Psychosocial support initiatives.
• TeamUp and child-friendly interventions.
• Improved access to protection services.
• Strengthened community-based protection systems.

Food Security and Livelihood Recovery

• Livelihood restoration efforts.
• Business development support.
• Village Savings and Loan Associations (VSLAs).
• Agricultural and livestock support.
• Household economic recovery.
• Youth and women economic empowerment initiatives.
• Resilience-building interventions.

Multi-Purpose Cash Assistance (MPCA)

• Delivery mechanisms.
• Household-level benefits.
• Improved access to essential needs.
• Beneficiary experiences and outcomes.

Accountability to Affected Populations (AAP)

• Community consultation mechanisms.
• Feedback and complaints systems.
• Participation and accountability approaches.
• Community engagement structures.
• How feedback informed implementation decisions.

Innovation and Adaptive Programming

• Innovative approaches introduced during implementation.
• Project adaptations and responsiveness to changing contexts.
• Tools and methodologies that enhanced programme effectiveness.

Localization and Capacity Strengthening

• Local ownership and participation.
• Capacity strengthening initiatives.
• Community structures supported by the project.
• Sustainability and continuation mechanisms.

Collaboration and Joint Humanitarian Action

• Partnership arrangements.
• Joint assessments and planning.
• Coordination with government stakeholders and humanitarian actors.
• Benefits of collaborative humanitarian action.

Beneficiary and Stakeholder Stories

• Internally displaced persons.
• Returnees.
• Vulnerable host communities.
• Community leaders.
• Government partners.
• Project staff and volunteers.
• Humanitarian actors and implementing partners.

DRA Priority Themes and Humanitarian Systems Strengthening

The consultant shall specifically assess and document how the DRA Ethiopia Joint Response Project translated the Dutch Relief Alliance’s priority commitments into practical action and measurable results. The documentation shall examine and capture:

Accountability

• How accountability to affected populations was integrated into project implementation.
• Community feedback and complaints mechanisms established through the project.
• Beneficiary participation in programme design, implementation, and monitoring.
• Lessons learned, successes, challenges, and recommendations related to accountability practices.

Localization

• The project’s contribution to strengthening local systems and community structures.
• Capacity strengthening support provided to local actors and institutions.
• Community ownership and sustainability mechanisms established during implementation.
• Lessons learned, successes, challenges, and recommendations related to localization efforts.

Collaboration

• Joint planning, implementation, monitoring, and coordination mechanisms.
• Collaboration between humanitarian actors, government institutions, communities, and consortium members.
• Efficiencies, synergies, and added value generated through partnership and collective action.
• Lessons learned, successes, challenges, and recommendations related to collaborative programming.

Innovation

• Innovative approaches, tools, and methodologies introduced during project implementation.
• Adaptive responses to emerging challenges and changing contexts.
• Innovations that improved effectiveness, efficiency, accountability, or beneficiary outcomes.
• Lessons learned, successes, challenges, and recommendations for scaling innovative practices.

Project Contributions and Impact

The consultant shall assess and document the contribution of the DRA Ethiopia Joint Response Project towards:

• Saving lives and addressing immediate humanitarian needs.
• Livelihood diversification and economic restoration.
• Improved household income and self-reliance.
• Social protection and community support mechanisms.
• Community resilience to shocks and crises.
• Improved wellbeing and living conditions of project participants.
• Strengthened protection systems and services.
• Improved social and economic structures within target communities.
• Strengthened local governance systems and service delivery mechanisms.
• Long-term resilience and recovery outcomes among IDPs, returnees, and vulnerable host communities.

Lessons Learned, Good Practices and Recommendations

• Key lessons learned from implementation.
• Good practices and successful models.
• Factors contributing to project success.
• Operational and programmatic challenges encountered.
• Mitigation measures adopted.
• Recommendations for future humanitarian and resilience programming.
• Replicable approaches suitable for scaling and adaptation in similar contexts.

Specific Deliverables

The consultant shall deliver the following outputs:

Deliverable 1: Main Documentary Film

One professionally produced English documentary film (6-8 minutes) highlighting the overall impact, achievements, and lessons learned from the project.

Deliverable 2: Extended Learning Documentary

One extended English documentary (20 to 30 minutes) intended for institutional learning, donor engagement, and knowledge management purposes.

Deliverable 3: Social Media Videos

Two short videos (30 to 60 seconds each) optimized for digital and social media platforms.

Deliverable 4: Best Practice Compendium

One professionally designed publication documenting innovative and replicable approaches, lessons learned, and best practices from the project. The publication shall include five human-interest success stories highlighting significant project outcomes and beneficiary experiences, as well as key findings, challenges, success factors, and recommendations for future humanitarian and resilience programming as Lessons Learned.

Deliverable 5: Photography Package

Twenty high-resolution, edited photographs suitable for publications, reports, websites, presentations, and social media.

Deliverable 6: Raw Materials

All raw footage, photographs, interview recordings, transcripts, and supporting documentation.

Deliverable 7: Source Files

All editable project files including video project files, graphics, designs, layouts, subtitles, and related production assets.

Methodology

The consultant shall propose an appropriate methodology that includes:

• Desk review of project documents.
• Consultation meetings with SOS Children’s Villages in Ethiopia.
• Development of a documentation framework and storyboard.
• Field visits to project locations.
• Key informant interviews.
• Focus group discussions where appropriate.
• Collection of video footage, photographs, and testimonies.
• Review and validation of findings and products.
• Production of documentary and knowledge products.
• Incorporation of feedback and revisions.

Roles and Responsibilities

SOS Children’s Villages in Ethiopia will:

• Provide the documentary concept, key messages, target audience, and intended objectives.
• Facilitate access to filming locations, project participants, and other relevant stakeholders, in alignment with safeguarding procedures.
• Share relevant background materials and branding guidelines.
• Coordinate the schedule and approve the shooting script, storyboard, and filming plan prior to production.
• Review and approve all drafts (rough cut and final version) to ensure alignment with communication goals and ethical standards.
• Ensure all necessary informed consent and safeguarding documentation is collected and filed.

The Production Agency will:

• Translate the brief into a compelling documentary package through English scriptwriting, storyboarding, filming, editing, and post-production along with the required short versions optimized for social media and events.
• Ensure that all content is developed in line with SOS Children’s Villages in Ethiopia’s brand identity and safeguarding policies.
• Provide all technical equipment and crew necessary for high-quality production, including videography, sound, lighting, and editing.
• Deliver a rough cut for feedback and incorporate revisions leading to the final approved version.
• Provide final outputs in the agreed standards and editable source files for future use.
• Maintain confidentiality and avoid unauthorized use or distribution of any raw or final footage.

Standards of the production

Along with the communications and branding policy, the following standards are expected to be fulfilled:

Video quality

• Video resolution produced should be recorded with 4K camera and exported at the highest HD quality
• The framerate of the video should be compatible to 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
• Produce visually engaging graphics, animations, and subtitles.
• Deliver content suitable for event screening, digital dissemination, and donor communication.

Audio quality

• Avoid any background sound including Mic frequency
• In case of sound effects, use clean and professional low bass sounds

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 recommendable on the longest side resolution
• Use the default RGB color space for color images and use whatever is the default color space 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 in the magazine requirements

Intellectual Property

All outputs produced including raw footage in this action shall remain the property of SOS Children’s Villages in Ethiopia who shall have exclusive rights over their use. All unrestricted rights for future editing and translation are exclusively reserved by SOS Children’s Villages in Ethiopia.

Safeguarding Notice

The selected production agency is expected to fully adhere to SOS Children’s Villages in Ethiopia’s safeguarding standards throughout the documentary process. The following principles must be observed:

• Respect and Protection: All filming and interviews must uphold the dignity, privacy, and safety of children, young people, and families. No content should portray individuals in a way that is exploitative, stigmatizing, or harmful.
• Informed Consent: The production team must ensure that clear, age-appropriate informed consent is obtained in writing from all participants or legal guardians in the case of minors prior to any filming or use of identifiable images or stories. Consent forms will be provided by the national office.
• Safe Conduct: Any form of inappropriate behavior, coercion, or boundary-crossing is strictly prohibited.
• Incident Reporting: Any safeguarding concern or potential incident observed or disclosed during production must be reported within 24 hours through the official SOS Children’s Villages in Ethiopia safeguarding reporting channel; misconduct@sos-ethiopia.org.

Duration of the Assignment

The assignment is expected to be completed within four (4) weeks from the date of contract signing. A detailed work plan shall be submitted and approved at the commencement of the assignment. This timeline will cover the following key activities:

• Kick-off meeting
• Script and storyboard approval
• Filming
• Editing and post-production
• Submission of the final approved versions

• At least 3 years’ relevant experience in the production of short documentary videos in the development/NGO sector based on portfolio delivered.
• Understanding of the assignment and suitability for the project.
• Competent and skilled staff or team members experienced with storytelling, video recording, documentation & production in the development/NGO sector along with suitable list of equipment delivered.
• Legally registered & licensed in all aspects of the Ethiopian government requirements.