The Senior Appraisal, Monitoring and Evaluation Officer is responsible for the development and the implementation of appropriate and viable appraisal, monitoring and evaluation systems that are in line with the ACTED’s global AME procedures, and contributing to ensuring that ACTED’s projects and programs perform as planned.
CHAIN OF COMMAND
Under the authority of:
- Area AME Manager
- AME Assistant
- Accountability assistant (in case of absence of AME Manager)
- AME Officer (in case of absence of AME Manager)
- Country AME manager.
- Deputy Country Director Field Operations and Project Implementation (if any)
- Area Coordinators
- Project Managers/Officers
- Technical Coordinators
- Project Development Manager/Officers
- Implementing partners/Partner organizations
- External monitors/evaluators
1. Implement solid AME systems and mechanisms that are in line with global AME procedures and deliver effective research/outputs in a way to inform timely decision making and the adoption of sound corrective measures.
2. Ensure lessons learnt and best practices are discoursed and documented.
3. Contribute to the effective functioning of beneficiary complaints and response mechanism and enhance the trust and confidence of beneficiaries, identify areas of our work which need to be improved and ensure that ACTED learns from the feedback provided through this process.
4. Ensure the operations and delivery of AME functions through effective management of AME team members.
DUTIES AND RESPONSIBILITIES
1. Appraisal, Monitoring and Evaluation Systems
1.1. Technical and Systems Development
a) Contribute to the development and updating of the country AME strategy, the consolidated AME work plan and AME frameworks for all ongoing projects;
b) Ensure that AME findings are reflected and their recommendations are incorporated in future concept notes, proposals and implementation plans;
c) Implement the AME policies and procedures as described in the ACTED AME standard guidelines and make sure that the tools are followed as applicable;
a) Contribute to an effective roll-out of M&E collection and reporting systems to all staff and partners through training, site visits, manuals, and other technical support as needed.
1.2. AME Implementation and Management
a) Develop the ToRs and mission plans and carry out assessments, monitoring and evaluations (baselines, mid-terms, end lines) as reflected in the ToR and mission plan;
b) Develop and oversee the implementation of appropriate data collection and analysis instruments, methodologies (e.g. survey questionnaires, focus group discussions, key-informant interviews) and data/information dissemination/utilization plans;
c) Closely supervise data collection activities and ensure that data collection teams are organized and resourced as needed and that they deliver as per field mission plans and according to data quality standards;
d) Maintain electronic and/or paper-based MIS systems for tracking and reporting all quantitative data and information including reporting on ACTED’s 16 global strategic program indicators;
e) Analyze AME data and produce reports, factsheets with useful statistical analysis and presentation (charts, tables, histograms, box plots) as necessary in a timely manner;
f) Measure and report on qualitative and quantitative input, process, output, outcome, impact, objective, and goal-level performance indicators for all projects;
g) Provide data to the Project Development Team for use in preparation of reports to donors and other stakeholders, as required;
h) Contribute to donor proposals and fundraising efforts (particularly logical-framework designs, formulation of SMART indicators and AME budgets) and reports;
i) Provide AME related capacity building and awareness to implementing partners and other institutions supported by ACTED as appropriate;
j) Represent ACTED in different forums on AME related issues when required.
a) Contribute to proactive dissemination and use of knowledge gained through AME activities among Project Managers, Technical Coordinators and Project Development Manager/Officers;
b) Contribute to organizing and facilitating learning events in order to capture best practices and lessons learnt when a project closes or as required;
c) Document and share the lessons learnt and best practices on time and ensure that the knowledge gained contributes to the improvement of projects and influence the strategic development of future projects and activities;
d) Support project implementation and improvement by providing timely information around project successes to be scaled up as well as challenges to allow ‘course correction’ throughout the life of the program.
a) Production of regular AME reports.
b) Collect and synthesize data from the field, and draft reports independently.
c) Monthly updates to ActivityInfo to ensure timely and accurate reports on targets achieved under all sectors. Ensure project documents are filed and up to date.
4. Beneficiary Complaints and Response Mechanism
4.1. Oversight of the Beneficiary CRM (only applicable in the absence of an AME Manager)
a) Establish, implement and monitor the beneficiary Complaints and Response Mechanism (CRM) for the country mission in line with ACTED standard beneficiary CRM procedures;
b) Ensure the effective functioning of the beneficiary CRM and that beneficiary complaints/feedback is adequately captured, analyzed, addressed and responded to in a timely manner and utilized by the program and coordination teams;
c) Oversee the proper management of the project CRM central database;
a) Build capacity and understanding among ACTED staff, partners and contractors on beneficiary accountability and CRM.
4.2. Contribution to the Beneficiary CRM
a) Contributing to the implementation of the beneficiary Complaints and Response Mechanism (CRM) for the country mission in line with ACTED standard beneficiary CRM procedures;
b) Contribute to the proper management of the project CRM central database;
b) Build capacity and understanding among ACTED staff, partners and contractors on beneficiary accountability and CRM.
5. AME Team Management
a) Ensure that staff under the direct responsibility understand and are able to perform their roles and responsibilities;
b) Manage AME Assistants, Monitors and Enumerators delineating their responsibilities and follow-up the work plans and day-to-day activities;
c) Ensure a positive working environment and good team dynamics;
d) Manage interpersonal conflicts among team members;
e) Undertake regular appraisals of relevant staff;
f) Identify the AME training needs of team members and discuss plans with the AME Manager for both internal and external training;
g) Coach, train, and mentor AME Assistants, Monitors and Enumerators with the aim of strengthening their technical capacity, exchanging knowledge within the AME team;
a) Provide regular and timely updates on progress and challenges to supervisors and other team members;
b) Participate in AME-related conferences and workshops when possible and stay up to date of best practices and new knowledge created in the field of AME;
c) Perform any other related activities as assigned by immediate supervisor.
KEY PERFORMANCE INDICATORS
- Number of assessments and evaluations conducted over the past 6 months
- Number of monitoring missions conducted over the past 6 months
- Number of monitoring cycles closed with a way forward discussion conducted with the project and coordination teams within the timeline given in ACTED’s AME guidelines and over the past 6 months
- The mechanism in place and functional to provide data on project indicators to PDD in a timely manner
- The mechanism in place and function that allows at least the reporting on ACTED’s 16 global standard indicators
- % of projects with closeout meeting held for the projects closed during past 6 months
- Lessons learnt and best practices recorded in the Country Lessons Learnt and Best Practices document according to ACTED’s standard learning procedures and updated in a regular and timely manner
- Number of learning events to capture best practices and lessons learnt organized/facilitated within the last 6 months
- Beneficiary CRM implemented in the mission as per ACTED standards
- % of team members provided with internal/external training during the past 1 year
ACTED currently has operations in northern Syria and Turkey. The activities include WASH, Non-Food Items, Food Security, Capacity Development, and Information Management in camps, urban and rural areas.