Terms of Reference (ToR)

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1 Terms of Reference (ToR) End-of-the Project Evaluation UNDP Support to Aid Coordination, Harmonization and Alignment for Development Effectiveness Draft, May Background and Context: 1. Rwanda is a signatory to the Accra Agenda for Action (2008), Paris Declaration on Aid Effectiveness (2005), and Rome Declaration on Harmonization (2003), and benefits from strong government commitment to ensure that both domestic and external resources are utilized in a manner that supports sustainable economic growth, poverty reduction, and an eventual reduction of dependence of foreign aid. Rwanda Aid Policy, finalized in 2006, provides overarching guidance on how aid to Rwanda should be provided and managed, recognizing that further developments in human and institutional capacity are necessary to support the successful implementation of Rwanda s Economic Development and Poverty Reduction Strategy. 2. At the request of the Government of Rwanda, and Aid Coordination Unit was set up in the Office of the UN Resident Coordinator in 2005 to strengthen national capacities for effective aid management and ensure that Rwanda s aid coordination architecture has the support needed for its effective functioning. The Aid Coordination Unit has implemented a project in support of aid coordination, harmonization and alignment under the Direct Execution (DEX) modality for the period January 2005 to December With the establishment of and strengthening of capacities in a dedicated External Finance Unit (EFU) in the Ministry of Finance and Economic Planning (MINECOFIN), the Steering Committee of the UNDP project agreed in 2007 that support should continue to be provided to aid coordination, harmonization and alignment activities, with a view to achieving a sustainable phasing out of such assistance and a handing over of responsibilities to national entities. In this context, the UNDP Project for Aid Coordination, Harmonization and Alignment for Development Effectiveness is operated under the National Execution/National Implementation (NEX/NIM) modality, with the reduced number of the project staff. This aims to ensure that responsibilities and functions of aid coordination, harmonization and alignment are increasingly handled by the MINECOFIN/EFU staff. 3. The UNDP Support for Aid Coordination, Harmonization, and Alignment for Development Effectiveness (Project No ) aims to contribute to effective aid management and mutual accountability mechanisms in Rwanda with the view to further enhance effectiveness of development cooperation through continued strengthening of human and institutional capacities for aid coordination, harmonization, and alignment as well as supporting the effectiveness and quality of Government/Development Partners dialogue through an aid coordination architecture responding to Rwanda s needs. 2. Purpose of the Evaluation The Project has been implemented for five years ( ).The overall objective of the end of project evaluation is to generate knowledge from the Aid Coordination and Harmonization project experience in collaborating with and supporting the Ministry of Finance and Economic Planning. This evaluation is being conducted as an end of the project and will focus at the entire implementation 1

2 period. The key stakeholders of this evaluation are the Government of Rwanda- through the Ministry of Finance and Economic Planning in particular the External Finance Unit, the Steering Committee, Development partners and UNDP. The overall purpose of the Evaluation is to assess the processes and achievements made to draw lessons that will inform the development of the next project. The evaluation is intended to be forward looking which will capture effectively lessons learnt and provide information on the nature, extent and where possible, the effect of the Aid Coordination project to the Government of Rwanda (or the Ministry of Finance and Economic Planning and UNDP s engagement with the Ministry of Finance and Economic Planning The emphasis on learning lessons speaks to the issue of understanding what has and what has not worked as a guide for future planning. 3. Scope and focus of the Evaluation The evaluation will look at the following areas: Project management; project activities; reflection of aid coordination engagement and partnerships with the Government of Rwanda and partnerships with other development partners. It will address the results achieved, the partnerships established, as well as issues of capacity and approach. a) The Evaluation Questions The following key questions will guide the end of project evaluation: i).relevance Assess design and focus of the project - To what extent did the Project achieve its overall objectives? - What and how much progress has been made towards achieving the overall outputs and outcomes of the project for Support to Aid Harmonization, Alignment and Coordination in Rwanda (including contributing factors and constraints); - To what extent were the results (impacts, outcomes and outputs) achieved? - Were the inputs and strategies identified, and were they realistic, appropriate and adequate to achieve the results? - Was the project relevant to the identified needs? ii).effectiveness- Describe the management processes and their appropriateness in supporting delivery - Was the project effective in delivering desired/planned results? - To what extent did the Project s M&E mechanism contribute in meeting project results? - How effective were the strategies and tools used in the implementation of the project? - How effective has the project been in responding to the needs of the beneficiaries, and what results were achieved? - What are the future intervention strategies and issues? iii). Efficiency Of Project Implementation - Was the process of achieving results efficient? Specifically did the actual or expected results (outputs and outcomes) justify the costs incurred? Were the resources effectively utilized? - Did project activities overlap and duplicate other similar interventions (funded nationally and /or by other donors? Are there more efficient ways and means of delivering more and better results (outputs and outcomes) with the available inputs? - Could a different approach have produced better results? 2

3 - How was the project s collaboration with the UNRCO, UNDP, the Government of Rwanda, national institutions, development partners, and the Steering Committee - How efficient were the management and accountability structures of the project? - How did the project financial management processes and procedures affect project implementation? - What are the strengths, weaknesses, opportunities and threats of the project s implementation process? iv). Sustainability- - To what extent are the benefits of the projects likely to be sustained after the completion of this project? - What is the likelihood of continuation and sustainability of project outcomes and benefits after completion of the project? - How effective were the exit strategies, and approaches to phase out assistance provided by the project including contributing factors and constraints - Describe key factors that will require attention in order to improve prospects of sustainability of Project outcomes and the potential for replication of the approach? - How were capacities strengthened at the individual and organizational level (including contributing factors and constraints)? - Describe the main lessons that have emerged? - What are the recommendations for similar support in future? (Nb.The recommendations should provide comprehensive proposals for future interventions based on the current evaluation findings). 4. Methodology for Evaluation The Steering Committee for the project for Support to Aid Harmonization, Alignment and Coordination for Development Effectiveness in Rwanda shall guide and oversee the overall direction of the consultancy. The evaluation will provide quantitative and qualitative data through the following methods: Desk study and review of all relevant project documentation including project documents, annual work-plans, project progress reports, annual project reports, reports of the project steering committee In depth interviews to gather primary data from key stakeholders using a structured methodology Focus Group discussion with project beneficiaries and other stakeholders. Interviews with relevant key informants (see attached list of relevant institutions) Observations (field visits using checklist) 5. Duration of the Evaluation The evaluation is expected to start in September 2012 for an estimated duration of 20 working days. This will include desk reviews, field work - interviews, and report writing. 3

4 6. Expected Deliverables: The following deliverables are expected. 1. An inception report, outlining the key scope of the work and intended work plan of the analysis, and evaluation questions, shall be submitted after 5 days of commencing the consultancy. The evaluators will prepare an inception report which will outline the scope of work, intended work plan and analysis. The inception report will provide MINECOFIN, UNDP and key stakeholders the opportunity to verify that they share the same understanding about the evaluation objectives. The inception report should detail the evaluators understanding of what is being evaluated and why, showing how each evaluation question will be answered by way of: proposed methods; proposed sources of data; and data collection procedures. The inception report should include a proposed schedule of tasks, activities and deliverables, designating a team member with the lead responsibility for each task or product. The inception report will be discussed and agreed upon with all stakeholders. 2. A draft comprehensive report that will inform all the key stakeholders including: o Representatives of the Government of Rwanda; o The UNRCO and UNDP o In- country representatives from multilateral and bilateral development partners; o International and National representatives from civil society. The report will be produced in English and in Kigali, Rwanda. The report should provide options for strategy and policy as well as recommendations. UNDP and MINECOFIN are responsible for ensuring timely arrangement for a Steering Committee meeting. Steering Committee members (UNDP and MINECOFIN) will provide comments within 10 days after the reception of the Draft Report. The programme unit and key stakeholders in the evaluation should review the draft evaluation report to ensure that the evaluation meets the required quality criteria. 3. The Final Report: This will be submitted 10 days after receiving comments from the Steering Committee Members. The content and structure of the final analytical report with findings, recommendations and lessons learnt covering the scope of the evaluation should meet the requirements of the UNDP M&E Policy and should include the following: Executive summary (1-2 pages) Introduction (1 page) Description of the evaluation methodology (6 pages) Situational analysis with regard to the outcome, outputs, and partnership strategy (6-7 pages) Analysis of opportunities to provide guidance for future programming (3-4 pages) Key findings, including best practices and lessons learned (4-5 pages) Conclusions and recommendations (4-5 pages) Appendices: Charts, terms of reference, field visits, people interviewed, documents reviewed 7. Required expertise and qualification The Evaluator shall have the following expertise and qualification: At least masters degree in Public Policy, International Development, Development Economics/Planning, Economics, International Relations/ Diplomacy or any other relevant university degree; 4

5 Extensive expertise, knowledge, and experience in the field of aid effectiveness and aid management process related issues, including the Paris, Accra and Busan agenda and its application in several countries; At least 10 years of experience in working with international organizations and donors; Knowledge and understanding of international and country-level implementation of aid effectiveness agenda; Extensive experience in UNDP mandate, policy, procedures, and programme management; Experience of project formulation and evaluation; Fluent in English. Working knowledge in French is added advantage; and Excellent written and verbal communication skills in English. Fluency in spoken French will be added advantage. 8. Management Arrangement The Evaluation Team will report to the Evaluation Steering Committee composed of two Government of Rwanda Representatives and two UNDP representatives. The members of the Steering Committee shall not be a direct recipients of the project support as well as those that manage the projects directly to ensure objectivity. The Governance Program Manager and the M&E Advisor will provide technical guidance on evaluation and ensure independent of evaluation process, and that policy is followed. The Aid Effectiveness Specialist, the project manager will manage the evaluation and provide logistical support. 5

6 OFFEROR S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT Date (Name of Resident Representative/Bureau Director) United Nations Development Programme (Specify complete office address) Dear Sir/Madam : I hereby declare that : a) I have read, understood and hereby accept the Terms of Reference describing the duties and responsibilities of [ indicate title of assignment] under the [state project title]; b) I have also read, understood and hereby accept UNDP s General Conditions of Contract for the Services of the Individual Contractors; c) I hereby propose my services and I confirm my interest in performing the assignment through the submission of my CV or Personal History Form (P11) which I have duly signed and attached hereto as Annex 1; d) In compliance with the requirements of the Terms of Reference, I hereby confirm that I am available for the entire duration of the assignment, and I shall perform the services in the manner described in my proposed approach/methodology which I have attached hereto as Annex 3 [delete this item if the TOR does not require submission of this document]; e) I hereby propose to complete the services based on the following payment rate : [pls. check the box corresponding to the preferred option]: An all-inclusive daily fee of [state amount in words and in numbers indicating currency] A total lump sum of [state amount in words and in numbers, indicating exact currency], payable in the manner described in the Terms of Reference. f) For your evaluation, the breakdown of the abovementioned all-inclusive amount is attached hereto as Annex 2; g) I recognize that the payment of the abovementioned amounts due to me shall be based on my delivery of outputs within the timeframe specified in the TOR, which shall be subject to UNDP's review, acceptance and payment certification procedures; h) This offer shall remain valid for a total period of days [minimum of 90 days] after the submission deadline; 6

7 i) I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister) currently employed with any UN agency or office [disclose the name of the relative, the UN office employing the relative, and the relationship if, any such relationship exists]; j) If I am selected for this assignment, I shall [pls. check the appropriate box]: Sign an Individual Contract with UNDP; Request my employer [state name of company/organization/institution] to sign with UNDP a Reimbursable Loan Agreement (RLA), for and on my behalf. The contact person and details of my employer for this purpose are as follows: k) I hereby confirm that [check all that applies]: At the time of this submission, I have no active Individual Contract or any form of engagement with any Business Unit of UNDP; I am currently engaged with UNDP and/or other entities for the following work : Assignment Contract Type UNDP Business Unit / Name of Institution/Company Contract Duration Contract Amount I am also anticipating conclusion of the following work from UNDP and/or other entities for which I have submitted a proposal : Assignment Contract Type Name of Institution/ Company Contract Duration Contract Amount l) I fully understand and recognize that UNDP is not bound to accept this proposal, and I also understand and accept that I shall bear all costs associated with its preparation and submission and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. m) If you are a former staff member of the United Nations recently separated, pls. add this section to your letter: I hereby confirm that I have complied with the minimum break in service required before I can be eligible for an Individual Contract. n) I also fully understand that, if I am engaged as an Individual Contractor, I have no expectations nor entitlements whatsoever to be re-instated or re-employed as a staff member. Full Name and Signature: Date Signed : 7

8 Annexes [pls. check all that applies]: CV or Duly signed P11 Form Breakdown of Costs Supporting the Final All-Inclusive Price as per Template Brief Description of Approach to Work (if required by the TOR) 8

9 BREAKDOWN OF COSTS SUPPORTING THE ALL-INCLUSIVE FINANCIAL PROPOSAL A. Breakdown of Cost by Components: Cost Components Unit Cost Quantity Total Rate for the Contract Duration I. Personnel Costs Professional Fees Life Insurance Medical Insurance Communications Land Transportation Others (pls. specify) II. Travel Expenses to Join duty station Round Trip Airfares to and from duty station Living Allowance Travel Insurance Terminal Expenses Others (pls. specify) III. Duty Travel Round Trip Airfares Living Allowance Travel Insurance Terminal Expenses Others (pls. specify) 9

10 B. Breakdown of Cost by Deliverables* Deliverables [list them as referred to in the TOR] Percentage of Total Price (Weight for payment) Amount Deliverable 1 Deliverable 2. Total 100% USD *Basis for payment tranches 10

11 Annex 1: Documents All relevant documentation and literature will be given to the consultants in soft copy once the evaluation begins, including: Project Documents: - The Project Document for Support to Aid Harmonization, Alignment and Coordination for Development Effectiveness in Rwanda - Progress reports presented to the Steering Committee since Presentations given to Steering Committee members - A concept note for future project orientation. Documents produced by the Project in support of the External Finance Unit (EFU) o Aid Effectiveness Reports and ODA Reports o Aid Policy Aid Policy Implementation Plan Donors Joint Statement o Aid Policy Manual of Procedure o The Survey on Monitoring the Paris Declaration in Rwanda (2006, 2008, and 2010) o Donor Performance Assessment Framework (DPAF) 2008, FY 2009/2010, FY 2010/2011 o Annual DP Meeting Reports (DPMs and DPRs) o Rwanda s publication materials for Busan High-Level Forum on Aid Effectiveness o Development Partners Coordination Group Related document (Reports, Minutes, Deliverables) o Other workshop, meeting, consultation reports Government of Rwanda o Vision 2020 o The Economic Development and Poverty Reduction Strategy (EDPRS) UN System: o UNDAF , COD , and UNDAP (draft if appropriate) o UNDP Country Program and CCPD (draft if appropriate) International o Rome and Paris Declarations, Accra Agenda for Action (AAA), Busan Partnership Document for Effective Development Cooperation (BPd) o Monterrey Consensus 11

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