Terms of Reference
Final Evaluation
BACKGROUND
Name of project being evaluated:
Act2Live: Youth Health Initiative
Project duration: 36 months (1st April 2012 –
31st March 2015)
Implementing agency and partner(s): YMCAs
of Liberia, Madagascar, Senegal, Togo, Zambia,
Zimbabwe, and Zambia YWCA; technical
partners – Sweden YWCA-YMCA, AAYMCA and
YCI.
Period evaluated: All Years
Project budget: £1.96m
Project funding sources: SMC/Sida (90%);
Radiohjalpen/other sources (10%)
Type of evaluation: Final Evaluation
PROJECT OVERVIEW
The overall objective of the project is:
Relevant, quality health information and services respond to the specific needs of vulnerable and
marginalised groups of young people in 6 sub-Saharan African countries
The expected outcomes of the project are as follows:
Outcome 1: At least 50,000 young people in 6 African countries will have an increased
awareness of neglected health issues such as STDs (gonorrhoea, syphilis etc.) and are
committed to addressing them with their peer groups
Outcome 2: Increased capacity of young people to advocate for youth friendly health care
services.
Outcome 3: 6,000 hard to reach young people will have improved health status through improved
access to youth friendly health care services
Outcome 4: Strengthened organisational capacity and learning culture established amongst all
programme partners
PURPOSE OF THE EVALUATION
The purpose of this final evaluation is to:
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Measure the overall impact and effectiveness of the Act2Live programme in Zambia and
Zimbabwe
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Assess progress in achieving the activity targets, outputs and outcomes as outlined in the
project proposals, and the methodology used to achieve these.
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Assess the impact made on direct beneficiaries, their families and communities and the
YMCA/YWCA and the process used to achieve these.
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Capture learning from the project to guide Zambia YWCA, Zambia YMCA and Zimbabwe
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YMCA and technical partners in determining the effectiveness of the project and help
guide future project development.
SCOPE AND FOCUS
Criteria for the evaluation
The project should be assessed in line with the following:
Impact & Effectiveness: did the project achieve its objectives, both in terms of number of
beneficiaries reached (outcomes) and impact on the direct beneficiaries of the project-based
interventions (results - see indicators below)? In addition, what was the project's impact on indirect
beneficiaries, the local community in general, the YMCA/YWCA branch and partner agencies, and
in relation to the wider socio-economic and political context? The positive, negative and
unexpected impacts must be taken into account. When assessing the above issues relevance and
accessibility should also be considered.
Efficiency: How far have funding, personnel, regulatory, administrative, time, other resources and
procedures contributed to or hindered the achievement of results? Did the input of resources
achieve the desired output? Did the project provide maximum value for money?
Equity: How did the project address social differentiation, such as inclusion of young men and
women with disabilities, young men and women with psycho social difficulties, etc.? Were project
activities accessible to and used by those who were most in need of them?
Sustainability: What plans are there for the future of the project after funding ceases? How
sustainable and replicable is the project?
Participation: To what extent were project beneficiaries actively involved in the implementation,
management and monitoring of the project, rather than simply being recipients of aid? Did
beneficiaries feel a sense of ‘ownership’ of the project?
M&E: Was the monitoring system that was developed during the project effective and was it
systematically used by project staff? Was the data collected during monitoring used to improve
programme implementation?
Indicators of success of the project
The project would be considered successful if at the end of the implementation period, the
following are achieved and are observed to be in line with the project proposal documents (these
are representative of project indicators). The consultant must also draw on the project proposal/s
and logical framework matrix for more information:
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Youth led research paper around neglected health issues produced and disseminated
Community awareness levels around health issues affecting hard to reach groups increase
by 30% as a result of national media campaign
30% increase in young people from hard to reach groups seeking treatment and support
on neglected health issues
570 trained peer educators implementing peer education activities reaching 50,000 young
people
570 youth advocates participating in advocacy actions contributing to increased
engagement with decision-makers at local/regional level
50% increase in awareness among 1,235 local decision makers of neglected health issues
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and the status of youth friendly health services
Demonstrable increase in funding for youth friendly health services in target communities
Improved coordination of activities amongst health focused agencies in target sites and
increased engagement with regional/national decision makers on youth-related health
issues
Improved health indicators for at least 6,000 hard to reach young people
At least one 'beacon' youth friendly health centre established in each country
demonstrating good practice in delivering health services to young people
At least 500 healthcare practitioners adapt working styles and environments to become
more youth friendly
At least 40% of target beneficiaries report a reduction in stigma and discrimination from
service providers
Strengthened capacity of programme staff in areas of: research/M&E; financial
management; gender analysis & planning; advocacy & networking
Online learning forum in place and actively used by all partners for learning and exchange
of experiences
Learning resources produced and disseminated widely
N.B. Indicators above are for full multi-country programme. Targets per country will be provided
after selection of consultant.
Assessment of technical partners’ role
The evaluation should also provide an assessment of AAYMCA; Sweden YMCA-YWCA and YCI's
role as a partner in such areas as: project coordination; liaison with the partner YMCAs; thematic
and technical expertise; and facilitation of linkages with other organisations in the YMCA
movement and externally. To what extent has the relationship between technical partners and
Zambia YWCA, Zambia YMCA and Zimbabwe YMCA helped or hindered the delivery and impact
of the project? What is their added value? Existing project documents and partnership
agreements, as well as discussions with the staff of Zambia YWCA, Zambia YMCA and Zimbabwe
YMCA, YCI, AAYMCA and Sweden YMCA-YWCA and other stakeholders should be used as
sources to draw on.
Lessons Learned and Recommendations
Identify key lessons, which can be utilized to guide future strategies and/or projects of agencies
working in development. It is useful to divide these into project, sector and broader developmental
lessons. Where possible, combine these lessons with action-oriented and specific
recommendations that can be taken forward by technical partners and Zambia YWCA, Zambia
YMCA and Zimbabwe YMCA.
Gaps and future development
The evaluation should assess what gaps remain for young people trying to access affordable
healthcare and identify how future projects can build upon their current work to bridge the
identified gaps. The evaluators should also discuss with groups of young people who have not
been reached by the current project what their current health needs are and assess their access
to affordable healthcare and information.
EVALUATION PROCESS AND METHODOLOGY
Recruitment of Consultant
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Technical partners will recruit a consultant in close collaboration with Zambia YWCA, Zambia
YMCA and Zimbabwe YMCA. A consultancy agreement will be signed by YCI, Zambia YWCA,
Zambia YMCA and Zimbabwe YMCA and the consultant/s clearly outlining specific tasks, roles
and responsibilities of all parties. Payment of consultancy fees will be made by YCI directly to the
consultant/s.
Evaluation Team
In each country an evaluation team will be formed, comprising the lead independent consultant/s;
and relevant Zambia YWCA, Zambia YMCA and Zimbabwe YMCA programme staff. The team will
finalise and agree all evaluation tools and processes in consultation with YCI and other relevant
YMCA/YWCA staff before use.
Data Collection and Analysis
The consultant should use a range of data collection methodologies. All data collection tools will
be designed by YCI with feedback from the consultant and the YMCA/YWCA and must be shared
with YCI for approval before use. A reasonable sample of project beneficiaries and stakeholders
should be surveyed, as well as all key YMCA/YWCA project staff.
Y Care International will provide a report template.
The range of data collection techniques should include a mix of the following:
- Desk research
- Quantitative tools including survey questionnaires
- Qualitative tools including Individual / one-on-one interviews and focus group
- Interviews with key stakeholders (government officials, NGOs, traditional leaders, youth
groups, etc.).
Roles and Responsibilities
Roles and responsibilities of the consultant:
1. To adequately prepare for the field work by reading background information and conducting
desk research.
2. To conduct the field work, with support from YMCA/YWCA, in line with the agreed methodology.
3. To upload and store electronically all data collected during the exercise.
4. To analyse the findings of the evaluation and produce a report in line with this TOR and within
the agreed deadline.
5. To share the draft report with the technical partners and YMCA/YWCA for review and feedback
prior to finalisation.
Roles and responsibilities of the YMCA/YWCA:
1. To review the tools and methodology designed by YCI and provide feedback prior to
finalisation.
2. To accompany the consultant during the field work in each of the locations, provide logistical
support and enable him/her to access beneficiaries and stakeholders.
3. To support the consultant in administering the methodology (e.g. focus group discussions,
questionnaires etc.)
4. To provide feedback on the consultant’s draft report.
Roles and responsibilities of AAYMCA; Sweden YMCA-YWCA; YCI:
1. To recruit an appropriate consultant in close coordination with the YMCA/YWCA.
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2. To draft and sign a consultancy contract with the consultant.
3. To draft the tools and methodology designed by the consultant and provide feedback prior to
finalisation.
4. To provide the consultant with relevant project documentation.
5. To provide feedback on the consultant’s draft report and to approve the final report in line with
quality standards.
BENEFICIARY and STAKEHOLDER PARTICIPATION
To ensure that the evaluation process is conducted in a participatory and representative manner,
the process will involve both direct and indirect beneficiaries including:
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At least 5% of direct beneficiaries, both men and women and representative of the
vulnerabilities reached by the project, for each of the key activities undertaken.
10 family/household members of direct beneficiaries
3 traditional and elected development leadership in each location
3 members of relevant Ministries and Local Government Departments in each country
Partner NGOs and CBOs that have been involved in the implementation of the project
YMCA staff, volunteers (including youth leaders) who have been directly involved in the
implementation and monitoring of the project
ETHICAL CONSIDERATIONS
The consultant/s will comply with YCI’s “Working with Children and Young People Policy and
Procedures”, taking particular note of the code of conduct and procedures relating to
confidentiality, consent and soliciting information from young people.
The consultant must ensure that this evaluation is conducted in an ethical and sensitive manner.
Vulnerable children and young people should be protected and potential harm from the research
tools, methodology, or researchers should be avoided. The consultant must ensure:
- Respondents are respected by the researchers and research tools
- Seek informed consent from all respondents. An informed consent form must be prepared
and signed by all respondents
- The participation of local community representatives in planning and conducting the
survey. Community representatives and researchers can work together to make sure that
research is conducted in the most appropriate way.
- Communities should be informed of the research, possible outcomes (positive and
negative), and the results of the research.
TIMEFRAME AND DELIVERABLES
Start and End dates
The timeframe allocated to the final evaluation process is 25 days, covering preparation, training,
data collection and analysis, and preparing and finalising the report. The Consultant must share
the workplan with YCI for approval before the field work commences. The process will start no
later than 11th May 2015 and the first draft reports should be submitted to YCI no later than 5th
June 2015.
Process Outline and Proposed Timeframe
 2 days preparation to review documents, monitoring data and tools
 2 days training on data collection (to be confirmed)
 8 days data collection (3 for Zimbabwe; 5 for Zambia)
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3 day travel
8 days reports writing
2 days reports revision
Deliverables
Report: A draft report for each partner should be submitted to YCI electronically in Microsoft Word
format not later than 14 days after the completion of the data collection. The report should be no
longer than 30 pages excluding cover page, table of contents, summary and appendices.
Appendices should include: work schedule of evaluation team; list of key informants interviewed;
examples of evaluation tools used; minimum of 4 case studies & photos of beneficiaries; and
photos of key project sites.
Consultants must also submit a completed Excel data entry sheet (template to be provided by
YCI). The report must also include a summarised table of progress against indicators which must
be no more than three pages. Y Care International will provide the template.
The report will not be considered final until approved by YMCA/YWCA, YCI; AAYMCA and
Sweden YMCA-YWCA
BUDGET AND FEES
The budget and fees will be specified in the consultancy agreement. YCI will pay all fees directly
to the consultant/s. An initial payment of 50% will be made to the consultant with the balance of
50% paid upon approval of the report by YCI.
QUALIFICATIONS AND EXPERIENCE REQUIRED
 Master degree in Development Studies, Social Studies and/or other related fields, with five
years hands-on experience of social research
 At least five years’ experience in the international development sector in Africa
 Demonstrable experience of conducting research using qualitative and quantitative tools
(questionnaires, interviews, focus groups, case studies, etc.)
 Excellent analysis and report writing skills
 Strong communication and interpersonal skills especially with vulnerable groups
 Experience of engaging with a range of external actors, including interacting with senior
government officials and NGOs
 Excellent written and spoken French
 Ability to consolidate information from multiple sources
 Experience of working on youth-focused or health projects
Application Procedure:
Qualified candidates should submit the following information:
 Their CV (maximum 3 pages)
 A proposal detailing their experience as per the above criteria, including their proposed
plan, time frame and budget for the consultancy work (maximum 10 pages)
Documents should be submitted to the National General Secretary, Zimbabwe YMCA 21 – 1st
Avenue Mabelreign Harare. Email ngs@zymca.co.zw copy administrator@zymca.co.zw) by
midnight 07/05/2015.
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