Request for Third Party Monitoring Consultant/Specialist/Firm (Remote with travel to Sudan)

Request for Third Party Monitoring Consultant/Specialist/Firm

Hello Hello! So you’re interested in joining us? Welcome, we’re happy you’re here.

When you Join Alight, you’ll find…

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

An organization that refuses to settle for anything less than delivering human-worthy services.

The Role

Alight is seeking Third Party Monitoring Consultant(s), Specialist(s) or firm to deliver a thorough evaluation of Alight program implementation, Human Resources (HR), procurement, and sound financial practices, and risk mitigation efforts in Sudan. The evaluation will provide an in-depth analysis and actionable recommendations to improve the effectiveness and efficiency of the interventions while ensuring accountability and transparency in operations. The TPM evaluator(s) will review existing programs, operations, and systems in Sudan, provide insights into the current challenges and risks, and suggest mitigation measures for program implementation, HR management, procurement practices, and financial oversight.

Submission Deadline:

All proposals must be submitted through Jobvite by COB EAT 4pm 15 January 2025. Late submissions will not be considered.

About Sudan

The Sudan operation is Alight’s largest in terms of reach, employee numbers, grants, and funding levels. The majority of our funding comes from key international donors, including the U.S. government, the United Nations, and the European Union. Our focus is on supporting displaced populations, with Sudan hosting approximately 11 million displaced people—8.3 million of whom have been displaced since April 2023. These individuals are spread across all 18 states, with 55% of them being female, and 53% under the age of 18. The upcoming Humanitarian Response Plan forecasts that 30.44 million people will need assistance, including nearly 21 million people who will require targeted humanitarian interventions in 2025. The ongoing challenges of disease, famine, and flooding have created an extraordinarily complex and dire humanitarian crisis. In response, Alight operates in six states, delivering critical services in health and nutrition, protection, WASH, shelter, and non-food items (NFIs) to communities grappling with these severe hardships.

Objective of the Third-Party Monitoring Evaluation

The primary objective of this Third-Party Monitoring and Evaluation (TPM&E) is to conduct an independent and rigorous assessment of the program’s implementation, focusing on the following key areas:

Program Effectiveness: Assess the quality, progress, and impact of program interventions relative to their objectives.
Human Resources (HR): Evaluate HR management practices, staffing, and capacity-building efforts. Procurement: Review procurement practices to ensure transparency, accountability, and compliance. Financial Management: Assess financial oversight, budgeting, and expenditure tracking for donor funds.
Risk Mitigation: Analyze the effectiveness of risk management strategies, including those for security, logistics, and programmatic risks.
Recommendations: Provide actionable recommendations for improving program performance, addressing identified gaps, and strengthening operational efficiency and integrity.

Scope of Work:

The evaluation will encompass the following areas of focus:

Program Implementation

• Review of Program Performance: Evaluate the program’s objectives, implementation strategies, and overall impact. Field Verification: Conduct site visits to verify program outputs and ensure alignment with intended outcomes. Stakeholder Engagement: Conduct interviews with program staff, beneficiaries, and other key stakeholders to assess satisfaction and program effectiveness.

Human Resources (HR) Practices

• Staffing and Capacity Building: Assess the program’s staffing structure, recruitment processes, and staff training and development efforts. Welfare and Safety: Review policies related to staff welfare, safety, and wellbeing in a volatile operational environment. Compliance: Evaluate HR practices for compliance with national labor laws and international standards.

Procurement Practices

• Procurement Process Evaluation: Review procurement procedures and systems to ensure efficiency, fairness, and compliance with organizational and donor regulations. Transparency and Accountability: Evaluate procurement documentation, including contracts, vendor relationships, and bidding processes. Supply Chain Risks: Identify potential procurement risks, including vulnerabilities in the supply chain.

Financial Management

• Financial Planning and Budgeting: Evaluate financial planning, budgeting processes, and expenditure tracking. Internal Controls: Assess financial controls, reporting systems, and audit compliance. Sustainability and Compliance: Review financial sustainability and ensure compliance with donor and organizational standards.

Risk Mitigation

• Risk Identification: Identify and assess risks, including operational, programmatic, and security risks. Risk Management Strategies: Evaluate the effectiveness of current risk mitigation strategies and resilience planning. Contingency Planning: Assess the program’s contingency plans for potential disruptions.
• Partnership Onboarding Process Evaluation: Review procedures and systems to ensure efficiency, fairness, and compliance with organizational and donor regulations. Transparency and Accountability: Evaluate partnership documentation, including agreements, monitoring and evaluation, and reporting on the performance of partners, and capacity building to improve project outcomes and foster impact for success delivery of humanitarian programs and services. Partnership Risks: Identify potential partnership risks, including vulnerabilities in working with local, national and international organizations with different corporate governance systems.

Reporting and Recommendations

• Final Report: Develop a comprehensive report detailing findings, analysis, and actionable recommendations. Corrective Action Plan / Risk Mitigation Plan: Include a risk mitigation plan that addresses the identified vulnerabilities and challenges with clear timelines and focal points.
• Prepare a presentation of findings to SMT and other key staff as required with the following details: Summaries of key findings, visual representations (example of charts, graphs, dashboards), and interactive Q&A sessions.

Methodology:

The evaluator(s) will adopt a mixed-methods approach, combining both qualitative and quantitative data collection techniques. The proposed methodology may include:

• Desk Review: Reviewing program documents such as reports, financial statements, procurement records, and monitoring data.
• Interviews: Conducting structured interviews with key program staff, local partners, stakeholders, and beneficiaries (in person or remotely, as necessary).
• Field Visits: Visiting program implementation sites to observe activities and verify program outputs.
• Surveys and Focus Groups: Administering surveys and conducting focus group discussions to gather feedback from beneficiaries and staff.
• Risk Assessment: Utilizing risk management frameworks to identify and assess operational and programmatic risks.

The evaluator(s) should outline the specific tools, techniques, and methods they will use for this evaluation in their proposal.

Deliverables:

The evaluator(s) will be responsible for the following deliverables:

1. Inception Report: A detailed evaluation plan outlining methodology, data collection tools, and a work plan for the field visits.
2. Progress Report: A mid-term update on findings, challenges encountered, and insights into initial conclusions.
3. Final Evaluation Report: A comprehensive report summarizing key findings, conclusions, and recommendations, including:
   • Program Implementation: Effectiveness and gaps.
   • HR Practices: Staffing, capacity building, and staff welfare.
   • Procurement: Processes, transparency, and risks.
   • Financial Management: Planning, budgeting, and controls.
   • Risk Mitigation: Analysis of current strategies and their effectiveness.

Evaluation Timeline:

The proposed timeline for the evaluation is as follows:

1. Inception Phase: 26 January-30 January 2025
2. Field Data Collection: 2 Februray-27 February 2025
3. Draft Final Report: 2 March-6 March 2025
4. Final Report Submission: 6 March-13 March 2025

Proposals should indicate the expected duration of the evaluation, including the field visits and report preparation.

Qualifications and Experience:

The ideal consultant or firm should meet the following qualifications and experience requirements:

• Experience: At least 5-7 years of experience in conducting third-party monitoring and evaluations, particularly in fragile or conflict-affected countries.
• Expertise: Proven expertise in evaluating HR practices, procurement systems, financial management, and risk mitigation strategies.
• Contextual Knowledge: Familiarity with the Sudanese operational environment, including political, social, and security challenges.
• Methodological Skills: Strong ability to design and implement mixed-methods evaluations, including field-based assessments.
• Report Writing: Exceptional skills in drafting clear, concise, and actionable reports.

Proposals should include the CVs of key team members who will lead the evaluation and examples of relevant previous work in similar environments.

Submission Requirements:

Interested consultants or firms are invited to submit the following documents:

• Cover Letter: A brief introduction outlining your approach to the evaluation and your understanding of the TOR.
• Consultant/Firm Information: Name, contact information (email, phone), and website (if applicable).
• Proposed Rate: Provide a detailed cost proposal, including daily rates or total project cost, and specify whether it includes transport, accommodation, and insurance.
• Proposed Duration: Estimated time required to complete the evaluation, from inception to report submission.
• Relevant Experience: Examples of similar evaluations conducted, particularly in complex, conflict-affected contexts like Sudan.
• References: At least two references who can speak to your previous experience with evaluations in fragile or conflict-affected environments.
• Risk Mitigation Plan: A brief outline of how you intend to manage and mitigate risks during the evaluation process.

Payment will be made in installments based on agreed milestones, with the final payment contingent upon the satisfactory submission of the final report.

Submission Deadline:

All proposals must be submitted through Jobvite by COB EAT 4pm 15 January 2025. Late submissions will not be considered.

Evaluation Criteria:

Proposals will be evaluated based on:

• Relevant Experience: Experience with similar evaluations in complex or conflict-affected settings.
• Proposed Methodology: The approach, tools, and techniques proposed for the evaluation.
• Understanding of Local Context: Knowledge of Sudan’s operational environment and the challenges it poses.
• Risk Mitigation Plan: A clear plan for managing operational risks during the evaluation.
• Cost-Effectiveness: The reasonableness of the proposed budget.

The organization reserves the right to accept or reject any proposal and is under no obligation to select the lowest bidder.