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The Ministry of Youth

The Hashemite Kingdom of Jordan

 

Integrated Social Services for Vulnerable Youth Project

World Bank TF0A5100

 

TERMS OF REFERENCE

Management Information System

(Monitoring Platform)

 

Summary

The Ministry of Youth (MOY) is requesting the services of an experienced organization to develop an online Management Information System (online Monitoring Platform) for the Jordan: Integrated Social Services for Vulnerable Youth Project to manage the monitoring and evaluation data collection.

 

I. Background

A. Project Description

Objective: The Project development objective is to improve the quality of life of vulnerable youth by increasing the provision of services to young people, by increasing the participation of youth in decision-making related to these services, and by empowering local NGOs/service providers and communities.

Beneficiaries: The Project is expected to benefit an estimated 3000 youth[1] with improved skills and improved community services. Of those, a certain percent is expected to have access to employment opportunities. In addition, NGOs and community organizations will benefit from training in delivering improved and targeted services to youth enhancing their integration into local communities.

Project Area: The Project will be implemented in a select number of communities located in East Amman and governorates linked to the Aghwar region. Project communities will include, but are not limited to East Amman, Kerak, Northern and Southern Ghour, Tafilah and Zarqa Governorates.[2]

Theory of change: The Project is expected to contribute to positive youth development in Jordan, i.e. strengthen youth’s positive role in development by increasing their assets and promoting voice and agency. Youth Services: An increase in access and quality of services, increases youth’s assets (skills), promotes trust in public institutions and reduces competition over public resources. Youth Empowerment: If youth are able to engage as community leaders and participate in local decision-making processes, they will less likely feel marginalized and excluded. Overall youth will be able to become positive agents of change and will be motivated to engage in sustainable development of their communities, which will foster social cohesion. All sub activities are expected to operationalize the theory of change including establishing measurable outcomes.

Results Framework: Achievement of the Project development objective will be measured by (i) the number of direct Project beneficiaries, including the share of women, and refugees; (ii) the number of youth beneficiaries employed through community projects; (iii) the share of youth benefiting from youth services who assess the relevance and quality of the services received as satisfactory; and (iv) the number of staff of civil society organizations who have benefited from capacity building to manage programs related to youth services and social assistance. In addition to these outcome indicators, the Project will include performance, process, and output indicators that will include (i) gender-based considerations; (ii) deepening of capacity development efforts at the central and local levels of the MoY and staff at youth centers; and (iii) the leading role of youth and civil society in developing the youth development programs at community level.

 

II. Objective and Scope of work

Objectives

The Ministry of Youth (MoY) is seeking a service provider with expertise in establishing a Management Information System (MIS) as part of the participatory Project monitoring and evaluation (M&E) system. The M&E system will focus on determining the extent to which the project is achieving its objectives in terms of outputs and outcomes for youth empowerment and capacity building at all Project levels.

The MIS will be designed as online monitoring platform to track progress through M&E indicators, and allows implementers of sub-projects (NGOs, CBOs) to apply case-management approaches in supporting vulnerable youth. Youth will participate in the M&E activities through direct feedback on project activities, measurement of outcomes and skill development, and evaluation.

The M&E system will inform on the physical and qualitative progress of sub-grant implementation and will enable the Project to match results with the financial progress, while supporting supervision and due diligence by ensuring the disbursed sub-grants are used for the intended purposes.

Scope

MIS Platform

  • Develop an MIS (online monitoring platform) for the participatory M&E system. The project database and tools for monitoring the project activities, in particular monitoring sub-grants and youth development outcomes.
  • Develop the MIS based on the core stakeholders which require access and will be responsible for verifying results.
  • Provide training for the users of the MIS, in particular the PMU/MOY and Lead NGO, as well as local trainers to multiply the training for local CBOs, Youth Centers and Beneficiaries.
  • Provide maintenance and technical assistance to the Project as required for an effective use of the MIS.
  • Maintain a reliable and secure database for all relevant project data.

Data Collection

  • Develop tools for offline and online data collection, including a smartphone application

 

MIS Technical Specifications

  • Track individual beneficiary information: the MIS should provide unique individual and organizational beneficiary ID code and profile so as to ensure beneficiaries aren't double counted.
  • The system should be able to create individual and organizational beneficiary profiles without the requirement for a national ID; however, the system must not require the creation of beneficiary profiles for all projects.
  • The system should offer a beneficiary de-duping mechanism.
  • The system should provide ability to easily de-identify datasets (strip personally identifying information (PII) or sensitive data from datasets), including removal of geographic coordinates linked to individual or household addresses.
  • The system should offer biometric authentication mechanism where necessary.
  • Projects to set controls for access to beneficiary data for the purpose of translation into CRM platforms. Database should allow creation and maintenance of beneficiary profiles including pictures, attendance at trainings, grant disbursements, project visits, etc.; without being translated to a CRM database
  • Mobile and offline access: The system should be mobile-ready and allow applicants to use the system on their smart-phone. To facilitate offline and mobile monitoring, the system should allow uploading Excel spreadsheets with standard templates.

 

Documentation and training

  • The MIS must ensure highest quality in data collection and data analysis.
  • Ongoing on- and offline training program and technical assistance should be available for all project stakeholders (MoY, Lead NGO, CBOs, Beneficiaries, local Youth Centers).  The training shall include:
    • Full training manuals, adapted to MOY specific configuration.
    • Full training manual, adapted for MOY unique end user skill levels, including videos where required. Training should be on demand and self-paced.
  • The consultant will also be called upon to provide all assistance to the project impact evaluation team, in particular by making available the project databases and the processing of certain data required for the impact evaluation study.
  • Full project documentation, including database and entity relationship diagrams.

Maintenance and support

Software updates and enhancements released on a pre-determined schedule.

 

 

 

III. Deliverables

  • A MIS system
  • Intermediate reports on sub-project activities (training, attendees, feedback, lessons learned, etc.)
  • A consolidated monthly report on sub-projects activities (training, attendees, feedback, lessons learned, etc.).
  • Monthly Technical Assistance reports showing the status of Technical Assistance provided for stakeholders.
  • Quarterly technical assistance reports highlighting the project progress.
  • A summary on the evaluation of activities carried out after 05 working days at the end of each quarter.
  • A consolidated final report on all the project activities

IV. Timeline

The assignment will start from the date of contract signature and until the closing date of the project (planned for 2020). The assignment will be evaluated annually after 12 months of operation and will be renewed based on satisfactory performance. The performance of the service provider will be assessed by the Project Management Unit (PMU) at the Ministry of Youth, with technical support by the World Bank. The technical assistance will be ongoing, with the understanding that majority of training and technical assistance will take place during the first year but will continue until the End of the project.

V. Qualifications

To be eligible, the service provider must:

  • Be a formally registered company
  • Have at least 5 years of experience in monitoring and evaluation
  • Demonstrate effectiveness in designing and implementing M&E tools for development program on a national level.
  • Have experience in working with government clients and NGOs
  • Have the required capacity, resources, teams and experience, to implement such projects
  • Establish a dedicated project team with the necessary skills to implement the project.

 

 

 

VI. Selection Process

The project is financed by the Japanese Social Fund for Development, which is administered by the World Bank; therefore, the contract process will follow World Bank Guidelines. The following are steps for contract processing:

 

Service providers respond to call for Express of Interest (EOI) with a brief description of experience in monitoring and evaluation of development projects; current portfolio; current core staff with CVs; description of partner organizations for implementation (if relevant); and other relevant information. No financial proposal shall be submitted during the EOI stage. The EOI submission shall be concise of less than 10 pages, plus an additional appendix with supporting documents (CVs, Portfolio overview, relevant experience, etc.)

 

Shortlisted service providers will be invited to submit a full Technical Proposal with the full details, and a separate Financial Proposal. The financial proposal may not exceed the estimated Level of Effort.

 

Interested service providers may associate with other organizations to enhance their qualifications, but should indicate clearly whether the association is in the form of a joint venture and/or a sub-consultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected.

 

VII.     Application

Interested eligible service providers may submit their Expression of Interest including supporting documentation in 3 hard copies in sealed envelopes to below address; or by email to SOTPC@moy.gov.jo

Deadline: Submit before 12:00 noon (local time) on January 21, 2018. Late submissions will not be accepted.

Ministry of Youth

Tel: 06/5604701

Fax: 06/5604717

International Relation Directorate

             Mai bdour.

Email Applications: Mai.bdour@moy.gov.jo

 

 


 

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