Plan International in Timor-An Independent Consultant -CD 30 de Outubro de 2014

Plan International in Timor-Leste

Plan International in Timor-Leste


Terms of Reference




Summary:  Plan International seeks for an independent consultant to carry out a final assessment of nine-months DRR in Child Friendly School (DRR-CFS) Project in Timor-Leste. The assessment is expected to be carried out in late November 2014.


                    I.                 Project background

Plan International is one of the world’s largest children’s International NGOs, working with children and poor communities in 50 developing countries across Africa, Asia and the Americas to promote child rights, mainly in area of education, child protection and participation, health, water and sanitation and disaster risk management.  Plan has no religious or political affiliations.


The DRR-CFS project is a nine months project (March-November 2014), being implemented by Plan International in fifteen schools in Aileu District through partnership with UNICEF, Ministry of Education (MoE) and Ministry of Social Solidarity (MSS). The overall objective of this project is ‘Increasing the resilience and reducing the risk of primary school children in Aileu by minimizing the impact of disaster on their right to quality education. The project is implemented in the MoE’s framework of CFS “Eskola Foun”.


The project has the following outcomes:Outcome 1: Capacity of 60 primary school children, 45 teachers, 15 PTA members, 30 community leaders  as School Disaster Management Committee members at school level and 10 education officials at district and sub-district level developed to anticipate, plan and react appropriately to disaster events.

Outcome 2: Evidence on the results and lessons learnt from the pilot project documented and available for use by MoE for integration of DRR in its CFS package.

The project is being implemented in Timor-Leste, targeting 3,750 students, 150 teachers and 95 PTA members of 15 schools will be benefitted through capacity building of 15 School Disaster Management Committees.

                  II.                 Objectives of the Assessment


The nature of the proposed assessment is of a “formative” assessment, and so will take a forward-looking, utilization-focused approach.

The key objectives of the assessment are:

Ø  To assess the results of the DRR-CFS project, including its effectiveness, relevance, sustainability and efficiency; and

Ø  To draw recommendations for further improvement of relevant sector policies, plans, strategies and operations of the DRR related activities within the CFS/Eskola Foun framework for scaling up by the Government.

To achieve the above mentioned key objectives, the following guiding questions will need to be addressed against the below five criteria:

1.       Effectiveness

Ø  To what extent have the results at the output, outcome and overall objective levels been achieved? (ref: Results Framework)

Ø  What factors supported or impeded the achievement of the project objectives?

o   Who were the different actors, what role did they play and how was their work coordinated? How well has coordination between Plan International, UNICEF, MoE and MSS worked to allow for optimal project implementation? Is there any existing mechanism in place to support future implementation?

o   How efficiently was the project planned, implemented, monitored and reported on? What worked well and what could be improved, and why? What are the other monitoring mechanisms to be considered?

Ø  To what extent can each of the identified changes have been influenced by the Plan/UNICEF-supported DRR-CFS activities?

Ø  What can be done to make the project interventions more effective?

Ø  Were there any unintended results of this project?


2. Relevance

Ø  To what extent are the DRR-CFS activities relevant to the priority needs of the Government and MoE? 

o   Were the project objectives and activities consistent with the needs and the conditions of the target groups?Were the project actives well in tune with the national and relevant sector priorities, policies, plans, standards, strategies and administrative systems of the Government/MoE at national and local levels? How about against the priorities of Hyogo Framework of Action?

o   Were the project activities well in alignment with the UNICEF and Plan International’s relevant global, regional and country strategies?

o   Were the project activities a technically adequate solution to address the key bottlenecks of the basic education sub-sector?

o   What other key interventions may be required to enhance effectiveness in future?

3. Sustainability

Ø  To what extent are the DRR-CFS project activities sustainable?

o   Are the project activities consistent with the MoE’s priorities and well integrated with local social and cultural conditions?

o   Are requirements of local ownership satisfied? Did MoE and other key stakeholders participate in the planning and implementation of the project?

o   Are the technology and the modality utilized in the project activities appropriate to the economic, educational and cultural conditions of Timor Leste?

o   Do the project designs have a potential for replication/scaling up?

o   How have changes been institutionalized at different levels?

o   Do the Government/MoE of Timor Leste have the financial and human resource capacity to maintain the benefits from the interventions when support by UNICEF and Plan International or other development partners has been withdrawn?

4. Efficiency

Ø  To what extent are the DRR-CFS projects efficient?

o   Could the same or better results have been achieved with the same or fewer inputs by doing things differently?

o   Were activities delivered on time and within budget?

o   Were the project activities economically worthwhile, given possible alternative uses of the available resources? Should the resources allocated to the project have been used for another, more worthwhile purpose?



Equity, Gender Equality and Human Rights Based Approach (HRBA)

  • How well were equity, HRBA and gender equality goals and processes incorporated into the planning documents and resource materials of the project activities? How well did the project activities succeed in involving women and men, and rights of holders (children specially the most marginalized groups) as well as duty bearers (parents, teachers, trainers, district and national level MoE personnel)?
  • To what extent did the different groups, including the most marginalized children benefit in different ways from the project activities?
  • How consistent is the project with key aspects of Plan’s CCCD approach (strengthening Plan’s accountability, tackling gender inequality and exclusion, working with children and communities, engaging with civil society and influencing government).

                III.                 Target Readers/ Utilization of the assessment

The key target users of the assessment are:

  • Ministry of Education and Ministry of Social Solidarity of Democratic Republic of Timor Leste, and other relevant Government partners at all levels
  • Beneficiaries of the project
  • Plan International and UNICEF in Timor Leste
  • Development partners in the relevant sector areas

The assessment report should provide an accurate and reliable information and data on the results produced by the DRR-CFS project. Moreover, it should provide recommendations for future programming and policy advocacy.


                IV.                 Scope and Methodology


Scope of the Assessment:

The assessment will focus on the following:

Ø  Geographical scope: 15 target CFS schools in Aileu District in Timor Leste

Ø  Intervention: Pilot Project on Integration of Disaster Risk Reduction into Child Friendly Schools

Ø  Project Implementation period: March-November 2014


The assessment should cover at least 3-5 communities/schools, covering a representative sample of the project target areas. The assessment must also include project stakeholders at relevant levels (local, district and national). The assessment will explore the project related information for the full project period (March-November 2014).



The recruited consultant will be expected to produce an inception report which proposes a detailed methodology and tools (based on the information given in these ToRs as well as the desk-based review results) suggesting necessary adjustments to the methodology recommended below and to the available tools  as necessary to  meet the objectives of the assessment  above detailed.


It is expected that the methodology will include both qualitative and quantitative data collection methods and will consider both primary and secondary data sources. Information from these different sources will be triangulated to increase its validity.


The consultant will be expected to review project documentation, other relevant global, regional and country documents, interview project management and field staff and government counterparts, as well as representatives of the children, teachers and PTAs in the target areas.  He/she would obtain the views of project beneficiaries, (looking at what they think about the project, whether it worked well or not, what they see as the value of the project and how it supported their own development efforts) in a participative manner through focus group discussions and key informant interviews. The consultants must design the methodology specifically to ensure gender.


                  V.                  Expected output

·         Inception report agreed and cleared by Plan International, UNICEF and MOE which will include a summary note on key findings from the documentation review, updated methodological approach, assessment design and updated assessment questions, data collection and analysis methods and tools, including sampling plans as well as the detailed workplan.  Data collected from primary and secondary sources on the identified assessment questions

·         A draft report with preliminary findings and key recommendations, to be reviewed by Plan, UNICEF and MOE for feedback

·         Final report, duly reflecting the feedback from Plan, UNICEF and MOE, of no more than 40 pages, including executive summary, findings from the different elements of the study, recommendations.  Appropriate documentation on methodology and data will be annexed outside the 40 pages of the report body. The final report must be reviewed and cleared by Plan, UNICEF and MoE.

·         All outputs delivered in English language.


                VI.                 Task, Timeframe  and deliverable

The contract is expected to start in early November 2014. The data collection for the assessment has to be carried out by 3rd week of November 2014, and the finalized report and all deliverables need to be submitted by 23rd of December 2014.  In all, it is estimated that the work will take 30 working days, not including time for Plan and UNICEF to provide comments and feedback on draft reports etc.

The dates and timing below are approximate and will be reviewed upon inception of the consultancy. However all work has to be completed by 30 November 2014.

Task and Activity

Expected outputs

Time Schedule/Due Date


1. Familiarize oneself with the DRR-CFS program in Timor-Leste and other relevant global, regional and country documents   through desk review and introductory discussion with Plan MoE, MSS (NDMD) and UNICEF through teleconference (home-based)


2  days

2. Production of detailed inception report including summary note on key findings from the documentation review, updated methodological approach, assessment design and updated assessment questions, data collection and analysis methods and tools, including sampling plans as well as the detailed workplan. (home-based)

Draft Evaluation Inception report  submitted for approval to Plan, UNICEF and MoE

8 days (3 days for preparation of summary of key findings, and assessment methodology, 3 days for tools development + 2 days of design and tools finalization with Plan, UNICEF and MoE)

4. Data and information gathering:


–          Interviews of key informants in Dili (MoE NDMD and  UNICEF)


–          Field visits to districts and schools to conduct questionnaires, individual interviews and focus group discussions with stakeholders(District Education director,  school inspector, local leaders, SDMCs member,  students, teachers and PTA) and beneficiary of the DRR-CFS project)

Qualitative and quantitative data collection completed on the agreed assessment questions.

10 days

5. Conduct analysis and drafting of evaluation report

Presentation of the draft evaluation report to Plan, UNICEF and MOE for validation

Draft report, to be cleared by Plan, UNICEF, MOE and MSS/NDMD



8 days

6. Finalization of the assessment report reflecting the feedback from Plan, UNICEF, MoE and MSS/NDMD

Final report after incorporation of the feedback given above



Total consultant days


30 Days


              VII.                 Management and Supervision:

The research will be carried out by an individual consultant. Overall assessment will be managed by Plan Timor-Leste Office DRM Program Manager.  The consultant will report to Plan DRM Program Manager.  The DRM Manager will ensure that deliverables are met and submitted on time and at the desired quality level. Weekly meeting will be held with the consultant to ensure that she/he is on track. Necessary support to facilitate completion of tasks will be provided.

In-country arrangements for meetings, field visits, and logistics will be organized by the Plan Timor-Leste CO office.  Plan will assigned one of the project staff to provide translation and interpretation service during the assessment at national, sub national and school level.


Level of Contact with Children:

Medium level:        Some interaction with children in consultations. The consultant must comply with Plan’s child protection policy and standards throughout the research process


            VIII.                 Ethical and child protection statements

The consultant/ must include statements in their proposal on how they will ensure ethics and child protection in the evaluation process. This should also include considerations about risks related to the evaluation and how these will be mitigated.


                IX.                 Consultant’s qualifications and experience Consultant qualifications


1.       Experience (5 years) conducting relevant assessment and/or evaluation on disaster risk management and or education sector.

2.       Experience (5 years) in designing and conducting quantitative and qualitative research/evaluation of  programs  and ability to conduct high quality research, meet deadlines and respond to requests and feedback provided timely and appropriately; 

3.       Strong analytical skills and previous experience in data entry using statistical analysis software;

4.       Experience in undertaking participatory research and consultations

5.       Knowledge of women’s and children’s rights : previous experience  conducting  research with children and vulnerable groups  would be considered an asset;

6.       Knowledge of Timor-Leste and the local context an advantage.

7.       Excellent and demonstrated understanding of Child Protection and ethical issues in research.

8.       Excellent written and verbal communication and reporting skills in English.

9.       Knowledge of child protection and DRM issues and trends globally.

10.   Fluency in Tetun or Bahasa Indonesia is an asset.


                  X.                 Budget

The assessment cost will be covered by Plan Timor-Leste Office.

The consultant is required to propose the detailed budget for the consultancy together with the final assessment proposal, and submit to Plan in Timor-Leste for review and approval. The budget should include number of days and daily rate. In-country accommodation, transport, and other meeting logistics in the field will be arranged and paid for directly by the Plan Country office.


                XI.            How to apply?

Applicants should prepare and submit an application package by 30th October 2014 via email to Plan International in Timor-Leste office with Cc to

Kindly submit the following application documents:

·         Expression of interest should not exceed (4 pages), outlining how the Consultant meets the selection criteria and how their project final evaluation proposal  meet these TOR and the proposed evaluation methodology;

·         A proposed activities schedule/work plan with time frame.

·         Copy of CV of the consultant (s) who will undertake the evaluation

·         Recent examples of similar work report written by the applicant.

·         Financial proposal detailing consultant(s) itemized fees, data collection and administrative costs

·         3 referees need to be provided


For further information please contact:

Mr. Pedruco Capelao , DRM  Manager, Plan International  in Timor-Leste Office  , and  Human Resources , Plan International in Timor-Leste



Prepared by:


Name:                               Title:                              Signature:                                     Date:


Approved by:


Name:                                  Title:                                     Signature:                                           Date:                    



Plan International in Timor Leste


Avenida Nu’u Laran No. 20

Bairo dos Grilos

PO Box 246, Dili, Timor Leste

Office +670 331 2492  | 

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“Founded 75 years ago, Plan is one of the oldest and largest children’s development organisations in the world.  We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan is independent, with no religious, political or governmental affiliations”.


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