Specific Terms of Reference
ASSISTANCE TO THE EVALUATION OF GRANTS RECEIVED WITHIN
THE FRAMEWORK OF THE CALLS FOR PROPOSALS:
EuropeAid/133-097/C/ACT/IQ "Support to Civil Society Development in Iraq"
and
EuropeAid/xxx-xxx/C/ACT/IQ "Support to the Civil Society Organisations in the
field of Human Rights in Iraq"
FWC COM 2011 - LOT 1
1. BACKGROUND
Iraq's transition to a functioning and sustainable democracy built on the rule of law is far from accomplished.
The rights of Iraqi citizens are regularly violated, both by armed groups and by state actors.
Civil Society Organisations (CSOs), especially the ones engaged in the field of Human Rights (HR), could
make a very important contribution to this process of transition. As a consequence of many years of
totalitarian rule, the subsequent conflict and the continued violence, the Iraqi civil society sector is relatively
underdeveloped, and CSOs working on Human Rights issues in Iraq today face great difficulties, including a
considerable degree of personal risk for their staff. Enabling CSOs to cooperate with the public authorities and
to more actively contribute to the protection of HR could strengthen the democratic governance in Iraq and
lead to a sustainable improvement of the HR situation.
A first Call for Proposals (EuropeAid/133-097/C/ACT/IQ "Support to Civil Society Development in Iraq") has
been launched in June 2012 and the evaluation of Concept Notes has been finalised in November 2012. The
pre-selected applicants have been invited to submit a full application by 07/01/2013.
A second Call for Proposals (EuropeAid/xxx-xxx/C/ACT/IQ "Support to the Civil Society Organisations in
the field of Human Rights in Iraq") will be published in the coming month on the website
https://webgate.ec.europa.eu/europeaid/onlineservices/index.cfm?ADSSChck=1284977262222&do=publi.welcome&userlanguage=en).
2. DESCRIPTION OF THE ASSIGNMENT
 Global objective
The global objective is to (a) increase the level of cooperation between Iraqi Civil Society and Public
Authorities and (b) enable civil society to actively contribute to awareness raising and protection of human
rights, prevention of human rights abuses and rehabilitation of victims of such abuses.
 Specific objective(s)
The specific objective of the contract is to achieve a high-quality selection process of projects following the
Guidelines of the Call for Proposals EuropeAid/133-097/C/ACT/IQ "Support to Civil Society Development in
Iraq" and EuropeAid/xxx-xxx/C/ACT/IQ "Support to the Civil Society Organisations in the field of Human
Rights in Iraq".
1
 Methodology
A standard evaluation methodology is foreseen to be used by the experts and a team leader in order to ensure
objectivity and impartiality of analysis. Consequently, the experts are expected to follow the evaluation grids
(CN and FA grids are different) that will be provided to them and to follow the guidelines and instructions
given by the Commission at the start of the evaluation.
Each proposal will be evaluated by two experts.
One expert will work as team leader who is fully responsible for coordinating the expert assessors, the
assessment of the Concept Notes and Full Applications. S/he will ensure that the evaluation grids and
standard format are strictly followed, agreed deadlines respected and the evaluation reports are in conformity
with the evaluation guidelines. Special attention must be paid to the fact that the written appraisals are
consistent with the given score under each section of the evaluation grid, and that they are written clearly
allowing the evaluation committee to use them directly in the selection process as well as for communicating
the assessment results to the applicants. This implies that the team leader has to read as many Concept Notes
and Full Applications as possible in order to have adequate background information on the evaluation grids
s/he has to review to ensure delivery of highest quality grids. Additionally, the team leader will have to
provide feedback on the evaluation exercise and/or lessons learned upon request of the Commission.
Based on the experts’ opinion and the further assessment by Commission services, all proposals will be
ranked by the EC by quality.
The experts and the team leader are bound by a Code of Conduct as part of their contract with the EC. Before
starting the assessment of the concept notes, the team leader and the experts will be required to sign a
declaration of confidentiality and impartiality.
In the event that the quality of the experts’ evaluation is considered unsatisfactory, the Commission
reserves at any time the right to resubmit the evaluation to the contractor.
The Framework Contractor will ensure the liaison between the Commission and the team leader and the
experts and, in collaboration with the team leader, will allocate applications for different experts for
assessment via the EC's Assessor On-Line Consulting (ASSOC) application. The Contractor is otherwise
required to:
 provide logistic support throughout the evaluation phases
 to support the team leader and the expert assessors by coordinating the evaluation exercise and
 offer any other support and assistance as necessary.
Evaluation of the Concept Notes (phase 2)
It is estimated that under the Call for Proposals EuropeAid/xxx-xxx/C/ACT/IQ "Support to the Civil Society
Organisations in the field of Human Rights in Iraq", between 60 and 80 applications will be submitted by the
deadline.
The expert assessors and the team leader should be able to start the assessment of CNs as soon as the
majority of the applications have been received, encoded by the EC and are available in the ASSOC
interface.
It is assumed that:
 Each expert assessor will assess on average 5 concept notes per day.
 The team leader will coordinate the overall assessment of the CNs, undertake final quality checks of the
evaluation grids prepared by the expert assessors and ensure these are drafted according to highest
quality standards. S/he will further coordinate the compilation of a summary table of each expert's
evaluation.
2



Following the guidelines set out in the Call for Proposals, the experts will examine the Concept Notes
and complete for each application one evaluation grid.
Individual evaluation grids will be sent back to the Commission in electronic format in two batches in
the middle and at the end of the assessment of CNs. Specific deadlines will be confirmed at a later stage.
In addition, a summary table of each expert's evaluations signed and in original paper (not scanned copy)
must be returned to the EC at the end of the evaluation phase.
Evaluation of the full applications (phase 1 and 3)
It is estimated that 12 applications will be received under the Call for Proposals EuropeAid/133097/C/ACT/IQ "Support to Civil Society Development in Iraq", and between 20 and 42 will be shortlisted for
the Full Application phase under the new Call for Proposal EuropeAid/xxx-xxx/C/ACT/IQ "Support to the
Civil Society Organisations in the field of Human Rights in Iraq".
It is assumed that:

Each expert will assess an average of 1.5 full applications per day.

The team leader will coordinate the overall assessment of the FAs, undertake final quality checks of the
evaluation grids prepared by the expert assessors and ensure these are drafted according to quality
standards.

Following the guidelines set out in the Call for Proposals, the experts will examine the full applications
and complete a grid for each proposal.

Individual evaluation grids will be sent back to the Commission in electronic format (excel) in two
batches in the middle and at the end of the assessment of FAs. In addition, a summary table of each
expert's evaluations signed and in original paper (not scanned copies) must be returned to the EC at the
end of the evaluation phase.
 Required outputs
Concept Note (CN) evaluation
 All concept notes are evaluated according to relevance and design of the action and reported in
individual evaluation grids in electronic format.
 In addition, a summary table of each expert's evaluations signed and in original paper (not scanned
copy) must be returned to the EC at the end of the Concept Note evaluation phase.
 Each expert's evaluations are reviewed by a dedicated team leader who aims at ensuring the
maximum quality of assessment and coherence in the comments and scores given.
Full Application (FA) evaluation
 Evaluation grids including written appraisals are prepared for each individual.
 A summary of each expert's evaluations signed and in original paper (not scanned copy) must be
returned to the EC at the end of the Full Application evaluation phase.
 Each expert's evaluations are reviewed by a dedicated team leader, who aims at ensuring the
maximum quality of assessment and coherence in the comments and scores given.
3. EXPERTS PROFILE OR EXPERTISE
 Number of requested experts per category and number of man-days per expert
A maximum of 4 expert assessors are required for 28 man-days and a team leader for 37 man-days.
3
- Team leader, Category I Expert:
 8 man-days in Phase I (including 1 day for familiarising with documentations of the Call for
Proposals and 3 days for revisions)
 12 man-days in Phase II (including 1 day for familiarising with documentations of the Call for
Proposals and 3 days for revisions)
 17 man-days in Phase III (including 3 days for revisions)
Total 37 man days
- Four Expert assessors, Category II:
 4*5 man days in Phase I = 20 (including 1 day for familiarising with documentations of the Call for
Proposals)
 4*9 man days in Phase II = 36 (including 1 day for familiarising with documentations of the Call
for Proposals)
 4*14 man days in Phase II = 56
Total 28 man days
NB: As indicated in the Guidelines for grant applicants, the deadline for the submission of Concept Notes
and Full Applications is the date at place of dispatch as evidenced by the postmark or the date of the deposit
slip. For this reason, applications posted by the deadline may be received by the EC within a longer period
of time depending on the delivery time of mail and courier services from distant locations. The team leader
and at least one expert shall remain available for at least 10 man days after the agreed deadline for
submission of the evaluation grids by experts (both CN and FA assessment phases). This is to ensure that all
applications submitted before the deadline and received by the Commission at the end of the evaluation
period are assessed by the experts.
The number of experts and man-days required is indicative and the Commission reserves the right to reduce
these depending on the number of proposals received.
 Profile or expertise required (education, experience, references and category as appropriate)
Team Leader:
Qualifications and Skills
 University Degree;
 excellent command of English.
General Professional Experience
 Minimum 15 years of professional experience in the area of CSOs, human rights or equivalent discipline.
Specific Professional Experience
 professional experience in Iraq or similar countries;
 previous experience in evaluation of Calls for Proposals;
 experience as team leader is preferable;
 knowledge of EC policies and programmes, particularly in the area of human rights and civil society
organisations is an asset;
Assessors:
Qualifications and Skills
 University Degree;
 excellent command of English.
4
General Professional Experience
 Minimum 10 years of professional experience in the area of CSOs, human rights or equivalent discipline.
Specific Professional Experience
 experience of working in Iraq or similar countries;
 previous experience in evaluation of Calls for Proposals;
 knowledge of EC policies and programmes in the area of human rights and civil society organisations is
an asset.
The team leader and all expert assessors must have access to PC and be able to work using Excel
programme.
Experts must in no way directly or indirectly be involved in any proposal submitted under this call.
 Working language(s)
English
4. LOCATION AND DURATION
 Starting period
The assignment should start indicatively on 14/01/2013. Please note that dates are tentative and exact dates
will be agreed once the selection process has been completed. The contractor is responsible to make all
necessary administrative arrangements for the visa of the expert as soon as the selection process is completed
and the specific contract is signed.
 Foreseen finishing period or duration
The assignment will have an overall duration of 170 days.
 Planning
The dates below are indicative and may be changed during the different stages of the Call for Proposals.
However, the contractor will be informed in due time of any changes or delays in the process. Deadline for
submission of completed grids by the contractor will be agreed at a later stage.
PHASE 1
Full Application Evaluation - EuropeAid/133-097/C/ACT/IQ "Support to Civil Society Development in
Iraq":
 The first phase of the assignment is estimated to start on 09/01/2013.
 The EC will inform the contractor about deadline(s) for submission of FA evaluation grids. All
completed appraisals grids shall be forwarded electronically together with the summary tables to the
EC by that date.
PHASE 2
Evaluation of Concept notes - EuropeAid/xxx-xxx/C/ACT/IQ "Support to the Civil Society Organisations in
the field of Human Rights in Iraq":
 Indicative start of the concept note evaluation is end of February 2013.
 Deadline(s) for submission of CN evaluation grids will be communicated by the EC. All completed
appraisal grids shall be forwarded electronically together with the summary tables to the EC in
Brussels by the date agreed during the briefing.
PHASE 3
Full Application Evaluation - EuropeAid/xxx-xxx/C/ACT/IQ "Support to the Civil Society Organisations in
the field of Human Rights in Iraq":
 The evaluation of full applications is estimated to start April – May 2013.
 The EC will inform the contractor about deadline(s) for submission of FA evaluation. All completed
5
appraisals grids shall be forwarded electronically together with the summary tables to the EC by that
date.
 Location(s) of assignment
Home-based.
5. REPORTING
 Content
At the end of each phase (concept notes and full applications) an interim report should be submitted
including the distribution of proposals among the experts, applied methodology, problems encountered,
recommendations.
A final report should be submitted at the end of the whole assignment by the Contractor.
 Language
English
 Submission/comments timing
The interim reports should be submitted no later than 8 calendar days after the end of each phase. The draft
final report should be submitted not later than 15 calendar days after finalisation of the third phase. The
Contracting authority will provide a response on the draft report within 30 working days of submission of the
draft report. The final report should be submitted to Commission services (DG DEVCO, Unit H2) by the
agreed end date of the assignment.
 Number of report(s) copies
One paper copy of the each report should be submitted plus one electronic version.
6. ADMINISTRATIVE INFORMATION
 Other authorized items to foresee under ‘Reimbursable’
No travels, per diems and service costs are foreseen.
6