Act Change Transform (Act!) is a local Non-Governmental Organization whose mission is to facilitate the empowerment of marginalized people and communities, in Kenya and neighboring countries, to become active participants in their development by enabling them to: stand up for their rights; demand good governance in the management of resources; and participate in decision making processes. Act! does this through implementing partners, offering them capacity development, management of grants so that value for money is achieved and providing strategic leadership in national advocacy for the benefit of women, youth, people with disabilities and other marginalized communities.
MONITORING & EVALUATION SPECIALIST (R-MES-06-2014):
At the beginning of 2012, the regional USAID mission established AIIM, which has two components. The first component, an Annual Program Statement (APS), will provide regional African organizations with an opportunity to apply for funding for activities that have the potential to contribute significantly to the regional FtF agenda. The second component, AIIM-Assist, launched in August 2012 to provide technical assistance and related support to the AIIM grantees, USAID missions in FtF focus countries, and African regional partners outside of AIIM. AIIM-Assist is a three-year project with two optional years, implemented by ACDI/VOCA in partnership with Act Change Transform (ACT!).
1.0 Job Summary AIIM-Assist will strengthen the technical, management capacity and operational systems of first-time USAID awardees in East Africa, bolster the efforts of regional public, private and civil society actors to innovate, scale up successes and share learning to reduce poverty through agriculture. It is expected that these organizations will require significant capacity building and technical assistance to increase their efficiency and effectiveness. Act! Manages the monitoring and evaluation component of AIIM-Assist and is recruiting an M&E specialist for AIIM-Assist. Reporting technically to AIIM-Assist Chief of Party and administratively to Act!’s Head of Capacity Development and Quality Assurance (CD & QA), the M&E specialist will coordinate and ensure USAID AIIM regional partner organizations realize their results and impact according to the project stated goals and objectives. This will include ensuring that described M&E requirements are developed and implemented in a timely fashion and represent the views of AIIM and USAID Feed the Future East Africa’s Multi-year Strategy for year 2011-2016.
2.0 Key Responsibilities The main responsibilities for the M&E specialist include taking responsibility for guiding the overall M&E strategy and implementation of related activities within the projects and via partners while providing timely and relevant information to AIIM. This entails close communication with all parties involved in M&E design and coordination including core project and partner organization’s M&E staff; representatives of AIIM regional mission or similar units, representatives from primary stakeholder groups (USAID, COMESA,EAC etc) and the CAADP, external consultants and other direct stakeholders when appropriate, plus members of external M&E-related missions. Other critical tasks for the M&E specialist will include the management of an M&E/MIS system and ensuring it is implemented effectively by the key stakeholders, including the implementing partner organizations and information is available to the donor.
Other responsibilities will include:
2.1 Setting up M&E systems • Assist partners to design and continuously review Performance Monitoring Plans which should indicate reporting indicators • Lead in conducting midterm and end term evaluations through consultants for the implementing partner organizations • Assist Partner organizations to develop action plans and help revise the PMPS, indicators and monitoring mechanisms • Assist in developing the overall framework for project M&E, for example, annual project reviews, participatory impact assessments, process monitoring, operations monitoring and lessons-learned workshops • Guide the process for identifying and designing the key indicators for each component, to record and report physical progress against the monitoring and evaluation tools. Also steer the process for designing the format of such progress, monthly, quarterly, and annual reports • Guide the process for identifying the key performance questions and parameters for monitoring project performance and results by comparing it to targets. Design the format for such performance reports • Clarify the core information needs of central project management or network, the regional mission of AIIM (or similar body), funding agencies and the cooperating institutions • With partner organizations, set out the framework and procedures for the evaluation of project activities using participatory process • Review the quality of existing technological, social and economic data in the project area, the methods of collecting it and the degree to which it will provide good baseline statistics for impact evaluation • Based on the review of existing data on the area, draw up TORs for assessments and work with relevant partners on the same for AIIM projects. • Scale up the online MIS system for implementing partners, ensure its implementation and use to improve reporting and use of data to improve implementation and programming. Also review the MIS and agree on any required changes, support and resources • Recruit, guide and supervise organizations that are contracted to implement special surveys and studies required for evaluating project effects and impacts • Ensure that all service provider contracts include specifications for the internal monitoring required of them, the reporting systems and the penalties for failure to report as specified • Develop a plan for project-related capacity-building on M&E and for any computer-based support that may be required Organize and undertake trainings with partner organizations, including primary stakeholders in M&E skills, including participatory aspects
2.2 Implementation of M&E and Partners support • Based on the Monitoring and Evaluation tools and in particular the programme budgets, design the framework for the physical and process monitoring of project activities. • Guide implementing partners in preparing their progress reports. Together, analyse these reports in terms of problems and actions needed. • Prepare consolidated progress reports for project management to submit to the mission in accordance with approved reporting formats and timing. • Review monitoring reports, analyze them for impact evaluation and identify the causes of potential bottlenecks in project implementation by the partner organizations. • Collaborate with staff and implementing partners on qualitative monitoring to provide relevant information and data for ongoing evaluation of project activities, effects and impacts. • Mentor monitoring, evaluation, reporting and learning for Grant Recipients and partners to ensure compliance in MERL, data quality and management. • Foster participatory planning and monitoring by capacity development and involving primary stakeholder groups in the M&E of activities. • Identify the need after research and draw up the TORs for specific project studies. • Lead in the development of case studies and success stories of the implementing partners to document and share on their website and M&E online. • Ensure that, in general, project monitoring arrangements comply with the AIIM agreement and, in particular, the provisions of this agreement are fully observed in the design of project M&E. • Inform and join external supervision and evaluation missions of funding and other agencies – by screening and analyzing monitoring reports as well as by furnishing direct personal knowledge of the field situation • Provide accompaniment, mentoring and training to implementing partner organizations MERL officers as appropriate. • Provide guidance on refresher training in M&E for project and implementing partner staff, local organizations and primary stakeholders where necessary. • Plan for regular opportunities to identify lessons learned and implications for the project’s next steps. Participate in these joint review/ peer learning events.
2.3 Communication • Prepare reports on M&E findings, as required, working closely with Chief of Party, institutional capacity building specialist, technical staff and implementing partners/grantees. • Undertake regular visits to the field to support implementation of M&E to partner organizations of AIIM and to identify where adaptations might be needed. • Guide the regular sharing of the outputs of M&E findings with project staff, implementing partners and primary stakeholders. • Provide the Chief of Party with management information that she/he may require. Make regular reports to the project board (or equivalent decision-making structure), highlighting areas of concern and preparing the documentation for review at meetings. • Check that monitoring data are discussed in the appropriate forum and in a timely fashion in terms of implications for future action. If necessary, create such discussion forums to fill any gaps. • Participate in external missions and facilitate mission team members’ access to M&E data and to stakeholders.
3.0 Qualifications, Experience and Skills The minimum required academic and professional skills for the jobholder to perform successfully in this position are:
3.1 Academic Qualifications • Masters of Science or other higher degree in a Monitoring and Evaluation, Project management or relevant subject area with at least 3 years of relevant experience in project/programme monitoring and evaluation; or • Bachelors degree in the project management, research development or monitoring and evaluation with 10 – 12 years of relevant work experience
3.2 Essential Skills • Experience in PMP, logical framework approach and other strategic planning approaches • Experience in M&E methods and approaches (including quantitative, qualitative and participatory) • Hands on experience in planning and implementation of M&E and MIS/complex database systems • Prior experience in monitoring and evaluation of programmes under agriculture, food and nutrition especially in East Africa region • Training in M&E development and implementation • Experience in facilitating learning-oriented analysis sessions of M&E data with multiple stakeholders • Information analysis and report writing skills • Possess supervisory experience in building capacity through training, mentorship and any other appropriate approaches • Solid understanding of rural development especially in agriculture, with a focus on participatory processes, joint management, and gender issues • Familiarity with and a supportive attitude towards processes of strengthening local and regional organizations and building local capacities for self-management
How to apply:
Applicants will be required to submit (1) a detailed and current CV; (2) an application cover letter demonstrating why they qualify for this opportunity, quoting your current and expected gross salary. If you meet these requirements, please submit your application electronically to hr.admin@act.or.ke quoting the reference number (ACT/R-MES/06/2014). Only candidates short-listed for interview will be contacted.
