TERMS OF REFERENCE
CONSULTANT FOR END OF PROJECT MONITORING AND EVALUATION
Tsunami Awareness and Preparedness Tools and Materials Assessment Project
UNESCO Office Jakarta / Jakarta Tsunami Information Centre
Background
Following the tsunami disasters in 2004, a lot of effort has been put not only into developing tsunami early warning systems but also into community preparedness. A number of tools and community awareness, preparedness and education materials were developed through various activities by national and international institutions. However, many of the tools and materials are in English, which limits the usage in the coastal areas that don’t understand English. In addition to the language, some of the material misses the context of locality.
Indonesia, Thailand, and the Philippines are among of the countries that have implemented initiatives and projects in public awareness and education. Although some activities/workshops in sharing best practices for community preparedness have taken place, there has been no concrete effort in sharing public awareness, training materials and tsunami tools in collective manner so that member countries can make use of the materials already available.
In 2009 UNESCO Office Jakarta, through the Jakarta Tsunami Information Centre (JTIC), with the funding support of UNESCAP, launched a project to respond to the need for a depository of tsunami tools and materials in order to optimize the use of these materials for wider public awareness and education. The project is implemented in four countries, Indonesia, Thailand, Timor Leste, and the Philippines. Working with the implementing partners in each country, the project assessed available information, tools and awareness materials of each country, shared the available materials and decide the need to fill in the gaps in each country, made necessary adjustment and adaptation to materials, and assessed their adequacy for use in communities in their local languages.
To ensuring that tools and materials are available, education and public awareness activities in coastal areas are also critical. Using information kits such as the tsunami teacher DVD, information posters and brochures, the project supports the implementing partners to organize community activities through public awareness and education programmes, capacity building through training of trainers, and other work with local communities, the media, and the authorities.
The project is coming to an ending, it is thus now timely to conduct an assessment and evaluation of the project, and see how it has affected the participating countries and how it could be further developed in the future.
Objective and scope
The overall objective of this assessment and evaluation exercise is to evaluate the project implementation and assess the output and impact of the project in addressing the need and gap of tsunami awareness and education materials in the implementing partners’s countries.
The report will be used for programming purposes, which will bring insight to UNESCO
regarding: (a) documentation of how the project was implementation; (b) output and impact of the project to the implementing partners as well as to the project target community; (c) how adjustment and adaptation of materials from other country can be adapted and use; (d) Future development, if any, of the project, and (e) the how activities this project can taken as the role Tsunami Information Centre for the Indian Ocean. Therefore, the evaluation exercise will have two directions, to assess the project performance:
(The evaluation should follow the relevant external valuation guidance provided in the “ESCAP Monitoring & Evaluation System Overview” – ESCAP/PMD/M&E/1/Rev 1, 21 September 2007 – Appendix 2).
- Relevance: The consistency of the outputs and results in comparison to what was expected from the project as outlined in the LoA ;
- Efficiency: The use of human and financial resources in the best possible way to achieve results, and measures taken to improve implementation and maximize impact with limited resources;
- Effectiveness: The extent to which the expected objective/outcome has been achieved as listed in the results framework of the project;
- Impact: Changes and effects, positive and negative, planned and unforeseen, that has resulted from the project with respect to the target groups and other affected stakeholders;
- Sustainability: Likelihood that the positive effects of the project will continue after implementation has been completed.
It is very important that in order to produce quantitative indicators to measure performance the consultant systematize the available information about the number of people benefiting from trainings and the reach of project outputs (i.e. number of people that have received materials developed by the project, organized by categories: teachers, students, local leaders, staff of agencies).
The evaluation should also be contextualized within the broader scope impact and possible future role of Jakarta Tsunami Information Centre (JTIC) in the Indian Ocean. Within this broader scope, this evaluation will be forward looking, presenting information about the nature, extent, and where possible direction of JTIC in the Indian Ocean. The emphasis on lessons learned means that we seek to understand what has and what has not worked, as a guide for future planning of JTIC.
It should be noted that the assessment should focus on activities supported by UNESCAP, while taking note of other activities, role and function of JTIC.
Methodology
During the evaluation exercise, the consultant is expected to apply the following approaches for data collection and analysis: (i) literature search and desktop study of existing documents and materials on the project, both in English and in Indonesian, (ii) interviews with partners and stakeholders (on what the partners have achieved with regard to the outcome and what strategies they have used), (iii) field visits to to the implementing partners (to verify the produced outputs and the impacts of outputs), and (iv) briefing and debriefing sessions with Jakarta Tsunami Information Centre, as well as with partners as necessary. The consultant has the flexibility to change the methodology for the purposes of the evaluation exercise, in consultation with JTIC.
Expected outputs of the evaluation exercise
The key product expected from this evaluation exercise is a comprehensive analytical report in English that include the following contents:
- Executive summary
- Introduction and background
- Description of the methodology
- Analysis with regard to implementation of the project
- Key findings (including best practices and lessons learned)
- Conclusions and recommendations
- Annexes: TOR, field visits, people interviewed, documents reviewed, etc.
Before the end of assignment, the consultant will present verbally his/her findings and recommendations to the Jakarta Tsunami Information Center, and other units in UNESCO Jakarta Office, and other relevant parties. The presentation will be in Jakarta
Duration and dates of assignment
The consultant will work between 6 to 8 weeks. The consultant will be require to travel to Indonesia, Thailand, Timor Leste, and the Philippines. The selected consultant will be expected to conduct and finish the evaluation exercise by 29 July 2011 at the latest.
Responsibilities
Under the overall supervision of the Director, UNESCO Office, Jakarta and direct supervision of the coordinator of DRR / Jakarta Tsunami Information Centre, the incumbent shall be responsible for carrying out an evaluation of the Tsunami Awareness and Preparedness Tools and Materials Assessment Project. This includes carrying out the following tasks:
- Conduct a briefing meeting with JTIC.
- Conduct a thorough and in-depth review and analysis of all the project documents. The review will also include an assessment of the applicability and replicability of the project to the other Indian Ocean countries.
- Conduct an analysis of the project implementation, coordination, communication mechanism, etc.
- Conduct interview to collect relevant information, data and undertake technical and institutional consultation with key stakeholders.
- Undertake a study to review, examine and analyse document and materials produced by the project to see the effectiveness and the usage of the materials.
- Presented the draft of findings at the REGIONAL WORKSHOP Lessons Learned on Tsunami Awareness and Education Materials, in Jakarta, 19 – 21 July 2011
- Based on the results of the above assessments, provide a set of recommendations for potential future development of Jakarta Tsunami Information Centre.
The consultant should submit an inception report that includes further refinement of the evaluation methodology for all outputs (i.e. outline Summary Report for the desk review, planning for site visits, and outline of the final report)
Final Report of no more than 20,000 words (excluding appendices) in an electronic version and an Executive Summary (up to 2,500 words)
Field Visit reports to Indonesia, Thailand, Timor Leste, and the Philippines should be annexes in the final report.
Consultant
The evaluation can be undertaken by individual consultant or a team under the responsibility of a an individual consultant whom will be the Team Leader. The consultant may also include one to two members who are nationals from the countries being evaluated.
The consultant / the Team should have the following skills:
- • Knowledge of disaster risk reduction, Hyogo Framework for Action, disaster preparedness, community preparedness, etc.
- •Expertise in evaluation of large-scale (geographically and operationally) multi-partner projects;
- •Expertise in strategic management and project implementation;
- •Knowledge, including field experience, in the countries of proposed site visits;
- •Experience working with UN, NGOs/INGOs and government actors;
- •Proven expertise in facilitating different types of consultative, evaluative workshops for comparable organizations; and
- •Familiarity with disaster awareness and education materials.
Overall, the regional and technical background and experience of the international and national consultants should be complementary.
Qualification and competencies
Education: A minimum of Master Degree in social sciences, disaster management or a related field.
Work experience: Relevant experience in the field of disaster management, disaster preparedness, disaster education, communication.
Languages: Must have fluency in spoken and written English and ability to draft documents and express views in a clear and concise manner.
How to apply
Those interested should submit Complete the following table and submit together with resumes together with work plan, budget proposal, other supporting documents an indication of references by 29 May 2011 at the latest. Only short listed candidates will be contacted. Contracting is subject to funding.
Expression of interest to should be sent to:
Ardito M. Kodijat
DRR/JTIC
UNESCO Jakarta Office
Jl. Galuh II No. 5
Kebayoran Baru,
Jakarta Selatan 12110, Indonesia
Tel: +62-21 7399 818
Fax: +62-21 7279 6489
Email: a.kodijat@unesco.org and cc to jakarta@unesco.org