ACE PROJECT M&E CONSULTANCY

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1 ASSOCIATION OF AFRICAN UNIVERSITIES ASSOCIATION DES UNIVERSITÉS AFRICAINES ACE PROJECT M&E CONSULTANCY BACKGROUND The Association of African Universities has received financing from the World Bank toward the cost of the Africa Centers of Excellence, and intends to apply part of the proceeds for Monitoring and Evaluation (M&E) consulting services. The ACE project aims at promoting regional specialization among participating universities within areas that address particular common regional development challenges and strengthen the capacities of these universities to deliver high quality training and applied research. The higher order objective of the project is to meet the demand for skills required for Africa's development, such as the extractive industries and agriculture productivity. Further, the project would contribute to the strengthening of the best African universities within Science, Technology, Engineering and Mathematics (STEM); Agricultural Sciences; and Health Sciences. The AAU is the Regional Facilitation Unit (RFU) for the ACE project. The responsibilities of the RFU will include the coordination and facilitation of regional activities, monitoring and evaluation, capacity building for the selected centers of excellence and sharing of good practices across the countries. The design of the ACE Project features a strong focus on monitoring and evaluation which is to help ensure the success of the programme. Essentially, the monitoring and evaluation system is intended to help monitor the progress of project implementation at the level of the individual ACEs and their partner institutions (PIs), and the RFU. This information will inform management decisions, strategic planning and risk management, and demonstrate the results, impact and cost effectiveness of the ACE Programme. Additionally, the information collected will help provide accountability to project stakeholders, development partners and donors. To facilitate the process, an overall Results Framework was developed by the Bank in collaboration with the AAU and other key stakeholders, and with input from government and university representatives in the region. Each of the 15 ACEs that have been selected will develop more specific results frameworks detailing the expected results, indicators and targets specifically tailored to their proposed projects. ACEs will be required to collect and submit data biannually (November 15th and June 1st) to the RFU, which is responsible for coordinating and supporting them in implementing and monitoring their projects. The data once received, 1

2 compiled and analyzed, will be submitted to the World Bank (by Dec. 30th and June 30th) to inform project management and grant disbursement decisions. In order to achieve the stated M&E objectives, the AAU needs to ensure that the data reported by the ACEs are valid, adequate and correct, and of the highest quality. Collection and management of data is therefore critical and crucial for the success of the ACE monitoring and evaluation operations. Since most of the M&E data will be mainly generated from the grantees through project implementation, it is important that the AAU periodically commissions independent reviews of the quality of such data to ensure that it is of the highest quality and can be used with maximum confidence. THE GOAL OF THE M&E CONSULTANCY The overall objective of this assignment is to collect baseline data upon start of the programme and to ensure that all relevant data are available (with respect to baselines and with respect to reporting on a bi-annual basis), as well as to conduct an independent review of the validity and quality of data collected (from the individual ACEs, the RFU and PIs) and of the methodologies employed in their collection. Based on this review, which would be undertaken bi-annually, recommendations will be made and support will be provided for improving the quality of data submitted by the ACEs, AAU and the PIs. REQUESTED SERVICES AND MAIN TASKS The services required will mainly involve familiarization with the programmes, field visits to individual ACEs and the RFU (AAU), training sessions with ACEs and the RFU, analysis of indicators and associated performance, report writing, and presentation to RFU/stakeholders. The methodology for the data verification exercise will involve familiarization with the ACE Programme; development of the study design; verification of data; identification of M&E capacity needs; and presentation of results. Using key data quality standards of validity; reliability; timeliness; precision; integrity; adequacy and practicality, the Consultant(s) shall undertake the following tasks at ACE, AAU and PI levels, as agreed in detail with the AAU: Support ACEs in developing their own results frameworks, tracking systems and methodologies (including ensuring assignment of responsibilities for tracking data); Verify the data including baselines where available, as cited in the individual and overall ACE programme s results frameworks; and give recommendations, practical advice and support to ACEs and AAU on how to improve these; Verify project logic models, project indicators and associated data sources; and give recommendations, practical advice and support to ACEs and AAU on how to improve these; Check the accuracy and consistency of data reported every six months leading up to the reporting deadline of ACEs and RFU to the World Bank, the instruments or methodologies for collecting, analyzing, managing and reporting the data, and give feedback to ACEs and the RFU; Provide M&E support to ACEs, and the RFU, to ensure adequacy of data submitted to RFU;

3 Identify where additional data is required and suggest appropriate methods of data collection, sources of the data and appropriate data collection tools; and advise/ support the ACEs in establishing the adequate tools, methodologies and/or systems; Review the M&E Section of the Operational Manual and revise it based on experience from this assignment (add information where not clear of additional clarification needed, adjust sections and correct where necessary); Identify capacity needs for data collection and make recommendations on the most appropriate M&E interventions (institutional and human) that would enhance the identified capacity gaps. DURATION OF ASSIGNMENT AND WORK PLAN The assignment will be undertaken over a one-year period between 2 nd January 2015 and 31 st December The contract may be extended for another one year period, or the consultant may be required to perform additional tasks through a conditional grant, subject to satisfactory performance and availability of funding. The Consultant shall undertake the work in accordance with a detailed work plan to be included in his/her proposal. The work plan shall provide details of how all the various tasks, sub-tasks, and activities will be undertaken; specific timelines for each task; logistic and manpower resources for entire period of the assignment. The proposed work plan should be consistent with the technical approach and methodology, reflecting understanding of the scope of work. During mobilization, and having studied the operational budget and logistics, the Consultant shall produce an updated work plan for review and approval as part of the Inception Report. This revised work plan will form the basis for execution, supervision and progress and shall not be modified or revised by the Consultant without prior approval by RFU and the World Bank. DELIVERABLES AND TIMELINES The expected deliverables corresponding to the various stages of the data verification exercise and the related indicative timelines for delivery are summarized in the table below. The Consultant shall produce all deliverables to the highest international technical standards. The Consultant will propose a schedule for precise times of submission in the inception report. The Consultant should note that payment of fees for the services is linked to approval of individual reports by RFU/World Bank. All reports will be submitted first in English and will be considered draft until they are approved by RFU/World Bank. Reports will, following endorsement, be translated into French by the RFU. All reports will also be submitted in hard copy, in electronic form, on CD/DVD, written in an application compatible with MS Windows and MS Office to the ACE Project Coordinator. DELIVERABLE MAIN TASKS/ ACTIVITIES INDICATIVE TIMELINE 3

4 DELIVERABLE MAIN TASKS/ ACTIVITIES INDICATIVE TIMELINE 1. Detailed Work Plan with outlined planned activities, timelines and expected results. 2. Final Comprehensive Report, including detailed sections on all of the below listed points: Familiarization with ACE Programme; Planning of separate activities and timelines for each of the assigned expected results. February 2015 (i) A list of tasks/activities undertaken and achievements made (including attachments of final ACEs RFs including information on established tracking systems and methodologies) to be summarized in Comprehensive report, listed below. (ii) A list of tasks/activities undertaken and achievements made with attachments of final ACEs RFs including information on (a) final results, indicators, baselines, targets etc.; (b) established and/ or revised tracking systems and methodologies; (c) summarizing the changes and improvements made on the two above listed points. (iii) Assessment of M&E skills requirements and recommendation for suggested training opportunities (with responsibilities, budget and suggested target group) (iv) Job Description or ToRs for each skills set required Support for ACEs in developing results frameworks, tracking systems and methodologies. Verification of Data (including baselines), project logic models and indicators; Check the accuracy and consistency of data, instruments/ methodologies for data collection, analysis, management and reporting; Provide M&E support to ACEs, and the RFU, every 6 months to ensure adequacy of data submitted to RFU. Identification of M & E Capacity Needs for ACEs and AAU; Recommendations for improving short-comings; Support to ACEs and PIs during assignment to the extent possible (as agreed with AAU and WB) and probably during launch workshop March 2015 December 2015 (actual time for particular activity/task will be negotiated with the Consultant)

5 DELIVERABLE MAIN TASKS/ ACTIVITIES INDICATIVE TIMELINE (v) Incorporation of feedback from the presentation at stakeholder workshops (as appropriate and as agreed with AAU and WB) (vi) Operational plan for implementation of recommendations (vii) Revised M&E Section of the Operational Manual Revise M&E Section of the Operational Manual, building on identified challenges, lessons learnt and experience made during this assignment; Add additional sub-sections where required, revise and adjust existing ones; MANAGEMENT OF THE ASSIGNMENT The assignment will be overseen by the RFU and World Bank, while the day to day coordination and supervision of the assignment will be under the responsibility of the ACE Project Coordinator and the M&E staff of RFU and World Bank. The Consultant shall be responsible for overall management of the services including supervision and management of the study, team training, liaison with AAU and other parties, and ensuring quality control of services. As part of project management, there will be biweekly progress meetings (physical or via internet) between the AAU and the Consultant. The Consultant shall produce minutes of the proceedings. The Consultant shall submit all the deliverables to ACE Project Coordinator. LOGISTICAL ARRANGEMENTS The list of facilities to be provided by AAU will be finalized during negotiations. The Consultant should note that all capital items purchased under this contract will be the property of the ACE Programme at the end of the services. The Consultant will be expected to operate within the approved plan and budget and will not deviate without prior approval by RFU/World Bank. The RFU shall provide necessary travel arrangements including providing a round trip economy class ticket; and facilitating visa and accommodation arrangements for the Consultant for all travels related to this assignment. The RFU will also cover accommodation costs and provide a 5

6 daily subsistence allowance (per current World Bank rates) for the duration of any ACE-related event. PROFESSIONAL PROFILE AND DESIRABLE REQUIREMENTS Consultant s Profile: The Association of African Universities now invites eligible consulting firms ( Consultants ) to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The Consultant should have: At least MA degree in Economics, Statistics, Monitoring and Evaluation, or in a related relevant field; Strong experience as a data verification agent or related service for a proven number of assignments, with at least one assignments of similar scope and size; Strong experience in designing data collection tools for similar indicators (practical relevant experience of at least 5, ideally10 years); Proven theoretical and practical knowledge on data verification, establishing as well as verifying M&E frameworks (with at least 5, ideally 10 years experience); A solid proven background with demonstrated experience in results based management; Proven deep knowledge on African higher education institutions (including universities, research institutions and African regional institutions); Strong practical experience in managing and coordinating teams; Practical experience of working in Africa and of working regionally; Good team working skills and experience of working in multi-stakeholder contexts; Excellent oral and writing skills, in both English and French. Consultant s Staff: The Consultant is expected to put together a team of appropriate experts to undertake the individual tasks as outlined in the work plan. CVs for experts other than the Consultant (Team Leader) will not be examined during the proposal review process. However, the name of the proposed experts, their input and position shall be indicated both in the technical and in the financial proposals with indications of proposed fee rates for each expert. Inputs: In addition to technical expertise, the consultant shall be responsible for arranging and providing any additional resources required to carry out the work, including but not limited to the following: Ground transportation; Communication; Report preparation; Office Space and Equipment; and Translations/Interpretation (if needed).

7 The attention of interested Consultants is drawn to paragraph 1.9 of the World Bank s Guidelines: Selection and Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers [January 2011 Guidelines edition as per legal agreement] ( Consultant Guidelines ), setting forth the World Bank s policy on conflict of interest. A Consultant will be selected in accordance with the Comparison of CV method as set out in the Consultant Guidelines. Further information can be obtained at the address below during office hours i.e to 1700 hours]. HOW TO APPLY Expressions of interest must be delivered in a written form to the address below latest by October 31, Applications should comprise: A comprehensive proposal with a detailed work plan. The work plan should provide details of how all the various tasks, sub-tasks, and activities will be undertaken; specific timelines for each task; logistic and manpower resources for entire period of the assignment. The proposal should also contain a detailed curriculum vitae describing applicant s professional experience and qualification for the position. Three (3) reference letters, at least one of which should be outside the candidate s home country The application letters and supporting documents of candidates should be submitted by (i) e- mail, and (ii) hard copy in a sealed envelope marked M&E Application Documents. Each of the three reference letters should be sent direct from the referee, by (i) , and (ii) in a sealed envelope and marked Confidential Reference. Both sets of documents should be addressed to: The Secretary General Association of African Universities, African Universities House, Aviation Road Extension, P.O. Box AN 5744, Accra-North, GHANA Tel: (233) / Fax: (233) Website: 7

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