ZAMBIA LAND ALLIANCE

Request for Applications to Provide Consultancy Services to Develop Monitoring and Evaluation System

The Zambia Land Alliance (ZLA) understands that a good Monitoring and Evaluation(M & E) system is essential in guiding the organizations intervention strategies, measuring progress towards achieving intended results and ensuring effective operations.

1.Objective of the assignment

ZLA is seeking the services of a consultant to help improve the organizations M & E system and staffs capacity in M & E, more specifically to report on change achieved through the organizations interventions.ZLA is seeking the services of an experienced Monitoring and Evaluation Specialist to: (i) Support the development of an M&E system and Monitoring Information system (ii) Provide Monitoring and Evaluation training to staff.

2. Scope of work

The services include but not limited to the following:

  • Review the ZLA strategic plan, log frame, project documents and the designed M&E systems establishing the extent to which the current system ensures efficient monitoring of results. This will include identifying M&E technical needs of the ZLA and make appropriate recommendations.
  • Provide M&E expertise in the development and implementation of the M&E System for the ZLA. Develop the M & E System in form of a manual, detailing reporting requirements, procedures and formats. The system will consist of a Monitoring Framework, Protocol, Implementation Plan, further set up -Indicators, means of verification according to the M&E standards, reporting requirements and frequency, design templates and formats; and feedback mechanisms.The M&E system will include forms of reporting for various ZLA beneficiaries as well.
  • In collaboration with staff develop a data base that responds to the needs of M&E system in terms of the qualitative and quantitative data requirements
  • Determine in detail the user requirements for management information including knowledge management and provide mode of presentation including report format and content, frequency of reporting, data management. Determine the hardware and software requirement to carry-out the operation.
  • Design a MIS that is capable of generating required management information reports, designing new reports, report exporting capabilities andability to efficiently process queries
  • Design and install a web-based MIS including the undertaking of the trial test runs.
  • Develop a training manual on the use of the M&E system and MIS, including on data capturing, inputting, updating, generating periodic reports and procedures
  • Guide ZLA staff and other relevant stakeholders in the participatory design and implementation of the M&E system. This includes active contribution to capacity development and training of ZLA staff and other stakeholders involved in the implementation of the new M&E system.
  • Build capacities of staff and ensuring that quality standards of data are monitored met and reported within the settled timeframe.
  • Draw up an M&E Action Plan that specifies the responsibilities of ZLA M&E officers for prescribed deliverables, including timelines.
  • Prepare a three day workshop for on the functionality of the Monitoring and Evaluation systemand on how to efficiently set it up. This will include but will not be limited to: Monitoring and Evaluation Framework/ Logical Framework, Implementation Plan and reporting requirements. The consultant will prepare training modules/handout materials for training participants that should be submitted to ZLA than 5 days prior to the training
  • Provide on the job M&E training for the ZLA staff

3. Deliverables

(i)Developing an M & E system for ZLA:

The selected consultant is expected to deliver the following:

  • A quality M&E system in form of a document that is less than 30 pages that will facilitate effective implementation and reporting of the ZLA activities, based on the 2014-2017Strategic Plan. The document will include reporting formats, evaluation forms, M and E plans e.t.c
  • On the job training for ZLA staff
  • Training sessions forZLAstaff to effectively manage and operate the M & E system
  • All necessary training materials prepared for M&E trainings and capacity development initiatives in electronic and hard
  • An electronic depository of intellectual resources, ‘best practices’ and lessons learnt studies in the area of M & E established in ZLA for use by staff;
  • M&E training manual (or Facilitator's Guide)
  • A participants guide, handouts and training exercise sheets
  • Produce a written final assignment report covering all the deliverables and outputs of the assignment

(ii)Building the capacity for monitoring and evaluation among ZLA staff:

The selected consultant is expected to deliver the following:

  • Prepare the agenda and methodology and modules for the training, in conjunction with ZLA
  • Prepare all necessary resource and training materials for M&E trainings and capacity development initiatives in electronic and hard copy
  • Design and develop evaluation forms
  • Prepare workshop reports

4. Duration of Assignment

The estimated duration of the first component of the assignment (Developing the M & E system) is 8 days. The estimated duration of the second component of the assignment (Building the capacity for monitoring and evaluation among ZLA staff), is 4 working days. The anticipated time-frame for the consultancy is between November 2015–March, 2016. The consultant must submit a schedule of implementation activities for the review and trainings for first two weeks of contract signature.

5. Qualification requirements and evaluation criteria

  • Masters degree in international development, public administration, business management, political science, sociology, financial management or related discipline.
  • Minimum five year work experience, including consulting in M&E and areas directly related to public sector.
  • Experience in the design and/or implementation of an M& E systems
  • Good understanding of change management and result based management concepts and approaches.
  • Very strong planning, system development and organizational skills, including results orientation.
  • Experience in conducting training sessions, including facilitation skills.
  • Excellent oral and written communications skills.
  • Experience in the use of computers and office software packages and handling of web based management systems.

6. Shortlist Criteria

The shortlisting criteria will be as follows:

  • Technical and budget proposals
  • Description of similar assignments including a list of clientele as proof of the consultants experience in designing monitoring andevaluationsystems/ MIS.

6.0 Tendering process

Applicants must submit:

i. Letter of Intent inwhich candidates highlight availability, experience and expertise.

ii. Curriculum vitaes that include traceable references

iii. Technical and financial proposals: The technical proposal should elaborate the consultant’s relevant experience and profile of the consultants to be involved in undertaking the evaluation. The technical proposal should clearly explain the consultants understanding of the ToR or task to be accomplished, including clear explanation of the methodology.

If you meet the required qualifications and are interested in being the Consultant(s) then email your Expression of Interest (including curriculum vitae, projected budget and work plan as indicated above) no later than 12:00 hours Friday, 9th October 2015 addressed to;

The Executive Director

Zambia Land Alliance

P.O. Box 51156

126E, Kudu road, Kabulonga, Lusaka

Email: and

Cell:+260966-922822and

Tel: +260-1-260040