RAPID RESPONSE FUND (RRF) PROGRAM EVALUATION

Template for an Evaluation Terms of Reference

RAPID RESPONSE FUND (RRF) PROGRAM EVALUATION

Commissioned by*: IOM SUNDA OFFICE*

Evaluation context

The International Organization for Migration (IOM) has been managing the Rapid Response Programme with the generous support of USAID/BHA as a flexible funding mechanism. The program provides sub-grants to international and national non-governmental organizations (I/NNGOs) to respond to critical humanitarian needs triggered by natural or man-made disasters in Sudan. Since 2014, the Rapid Response Fund (RRF) has awarded nearly 80 sub-grants worth nearly 50 million US dollars, benefiting more than one million beneficiaries across various sectors. To ensure the continued success of the RRF and effectiveness of the projects, IOM Sudan has provided grants to implementing partners, supporting vulnerable individuals affected by conflict and climate shocks in the past 12 months.

In light of these interventions, IOM has a long-standing partnership with Bureau for Humanitarian Assistance (BHA) who are funding the current active grant that was approved September 2022 with the purpose of providing lifesaving services to newly displaced persons, returnees, and host communities during emergencies who lost basic shelters and essential household items resulting from the human-made and natural disasters. The proposal document provides the overall program scope and detailed sector activities guided by the approved Rapid response fund guidelines.

The Overall Objective of the program isto facilitate sub-grantee’s ability to meet critical emergency humanitarian needs and Save Lives of the most vulnerable populations affected by natural or man-made disasters.

Outcome: Implementing partners will be able to provide, life-saving humanitarian assistance to people affected by natural and/or man-made disasters in Sudan in an effective and timely manner, through the creation of a flexible, efficient, and need-based funds disbursement mechanism for humanitarian actors operating in multiple sectors of the emergency response.

Evaluation purpose

IOM Sudan is seeking the services of a third-party monitoring partner to evaluate the impact of the Rapid Response Fund on the humanitarian organizations operating in Sudan. The evaluation aims to assess the effectiveness, efficiency, relevance, and sustainability of the RRF projects implemented by national and international NGOs in Sudan. Additional purpose of the evaluation:

In addition to assessing the impact of the Rapid Response Fund (RRF), the evaluation should capture the following aspects to inform IOM on best practices and quality improvement:

1. Evaluating the relevance and validity of the strategies and actions chosen to achieve the project’s objectives, including adjustments made to the project approaches during implementation.

2. Evaluate the project’s effectiveness in contributing to the project’s goals and objectives, including the level of quality achieved.

3. Analyze the efficiency of contributions to project objectives by analyzing how economic resources/inputs (funds, expertise, time) are turned into results; and

4. Analyze the sustainability and the short-term impact of interventions by looking at lessons learned and best practices.

Audience

The evaluation of the impact of the Rapid Response Fund will benefit various stakeholders in the following ways:

1. Project Management: The evaluation findings will provide project managers with valuable insights into the effectiveness and efficiency of the Rapid Response Fund projects. This information will allow them to assess project outcomes, identify areas for improvement, and make informed decisions for future project implementation. It will also help in understanding the challenges faced by implementing partners and provide recommendations for addressing them, ultimately enhancing project management practices.

2. Senior Management: The evaluation findings will assist senior management in assessing the overall performance and impact of the Rapid Response Fund. It will provide them with an understanding of the effectiveness of the funding mechanism, enabling them to make strategic decisions related to resource allocation, programmatic priorities, and future investments in humanitarian response. The evaluation will also help senior management in identifying best practices and lessons learned to guide organizational policies and approaches.

3. Donors: The evaluation will provide valuable information to the donor community about the impact of their funding support through the Rapid Response Fund. It will demonstrate the value and effectiveness of their contributions, ensuring transparency and accountability. The evaluation findings will also inform donors about the strengths and weaknesses of the funded projects, allowing them to align their future funding decisions with the identified best practices and areas for improvement.

4. Other Stakeholders: The evaluation findings will be relevant to other stakeholders involved in humanitarian response in Sudan. This can include government entities, coordination bodies, non-governmental organizations, community representatives, and beneficiaries. The evaluation report can serve as a reference document for these stakeholders to understand the outcomes, challenges, and lessons learned from the Rapid Response Fund projects. It can inform their own decision-making processes, program design, and implementation approaches.

Overall, the evaluation’s main intended audiences are project management teams, senior management within IOM, donors supporting the Rapid Response Fund, and other key stakeholders involved in humanitarian response. The evaluation findings and recommendations will be used to improve project management practices, guide senior management decisions, enhance donor understanding and support, and inform the wider humanitarian community in Sudan.

Evaluation scope

Time Scope: The evaluation will cover the period of August 2022 to January 2024 and Grant No cost extension period.

Geographical Scope: All states in Sudan with great focus on Khartoum, Kordofan, and Darfur States

Evaluation criteria

1. Effectiveness

2. Efficiency

3. Relevance

4. Sustainability and impact

Evaluation questions

For each of the listed criteria, specify the evaluation questions that the evaluator will answer. Cluster them according to the criteria. These questions should be specifically tailored to the needs of this evaluation.

1. Effectiveness: To what extent have the Rapid Response Fund projects achieved their intended outcomes in addressing critical humanitarian needs?

2. Efficiency: How efficiently were the resources, including funding and personnel, utilized in implementing the Rapid Response Fund projects?

3. Relevance: To what extent were the Rapid Response Fund projects aligned with the priority needs identified by the relevant sectors and response plans?

4. Sustainability and impact: What is the potential for the long-term impact and sustainability of the Rapid Response Fund projects?

The evaluation report should follow a structure that include the following sections, at a minimum:

• Cover page
• Executive summary
• list of acronyms and abbreviations
• Introduction
• Evaluation framework and methodology
• Key findings
• Conclusion and recommendations
• Lesson learn and best practices
• Annexes (itinerary, a list of key informants interviewed, question guides, etc.)
• A two-pager Evaluation Brief. The Evaluation Brief shall outline key findings and recommendations.

All deliverables shall be provided in English and meet good language standards. The final evaluation report should meet the standards laid out in the UNEG Quality Checklist for Evaluation Reports.

Evaluation methodology

The third-party monitoring partner shall develop a detailed evaluation plan outlining the proposed methodology, including a combination of quantitative and qualitative data collection methods. The plan should also include sample selection criteria, data analysis techniques, and a timeline for completing the evaluation. The evaluation must follow the IOM Data Protection Principles, UNEG norms and standards for evaluations, and relevant ethical guidelines.

Evaluation deliverables

The third-party monitoring partner shall produce the following key deliverables

a) Inception Report: Presenting the evaluation methodology, data collection tools, and work plan for approval by IOM Sudan.

b) Draft Evaluation Report: Providing a comprehensive assessment of the RRF projects, addressing the evaluation scope and criteria.

c) Final Evaluation Report: Incorporating feedback from IOM Sudan and other relevant stakeholders, and presenting the findings, conclusions, and recommendations.

Timeline: Continuous through the grant cycle period.

Reporting and Coordination:

The third-party monitoring partner will report directly to the Monitoring and Evaluation Unit of IOM Sudan and maintain regular coordination throughout the evaluation process.

Qualifications and Experience:

Interested monitoring partners must demonstrate the following qualifications:

a) Previous experience in conducting evaluations of humanitarian projects or programs especially funded by USAID BHA

b) Sound knowledge and experience in the field of humanitarian response and funding mechanisms in Sudan

c) Familiarity with evaluation methodologies and data analysis techniques.

d) Strong analytical and report writing skills.

e) Ability to work independently and adhere to the agreed timeline.

Evaluation budget

Proposals should include a detailed budget that covers all costs associated with the evaluation, including fees, travel expenses, and any other relevant costs.

Evaluation of Proposals:

IOM Sudan will evaluate the submitted proposals based on the partner’s qualifications, experience, proposed methodology, and budget.

Note: IOM Sudan reserves the right to accept or reject any proposal received without giving reasons for its decision.