Hivos International

Regional Baseline Study for Regional Project on ASRHR

Regional Baseline Study for Regional Project on ASRHR
Vacancy Name: 
Regional Baseline Study for Regional Project on ASRHR
Southern Africa

Job Context

Hivos Southern Africa has secured funding from the Swedish Embassy in Lusaka via its Development Cooperation Agency, SIDA, to develop and implement a four-year regional programme that seeks to strengthen interventions on Adolescent and Youth Sexual and Reproductive Health Rights (ASRHR) and to amplify its existing work via the Regional Sexual and Reproductive Health and Rights (RSRHR) Fund. In facilitating voice, agency and collaboration amongst youth-led and youth-focused SRHR organisations in the region (Southern Africa and now including East Africa) through the existing Regional SRHR Fund, key activities include: sub-granting, coordination of key actors, convening of meetings, building capacity and gathering and sharing information on advocacy and related SRHR issues to strengthen the efforts of civil society organisations (CSOs) working on SRHR in both regions.

The programme will also involve the identification and up skilling of a cadre of youth researchers who would be able to gather and utilize information and data that deepens the understanding of key SRHR issues for adolescents and youth from a youth perspective as well as applying a gender lens to the research to identify specific challenges linked to gender inequalities and gender differences. The approach is underpinned by the understanding that this will contribute to increased adolescent and youth capacity, participation and leadership within the ASRHR field and broader SRHR discourse.

Purpose of the Regional Baseline Study

The purpose of this regional baseline study is to:

  • Establish project starting points,
  • Establish project benchmarks
  • Establish project indicators that will serve as the basis for the development of a strong monitoring and evaluation framework to guide the monitoring and evaluation over the course of the four-year programme
  • The study should also provide an information base against which to monitor and assess the progress and effectiveness during implementation and after the programme is completed. This will lay a critical foundation for measuring change, understanding the project’s contribution to achieving this change, and drawing lessons learned and best practices for future direction and project development.

Being effectively the first step in the activity’s M&E system, the baseline study is an early element of the activity monitoring plan which also gathers and analyses data using the logical framework. The baseline study gathers the information to be used in subsequent assessments of how efficiently the activity is being implemented and the eventual results of the activity. It forms a basis for setting performance targets and ensuring accountability to SIDA and other stakeholders. Also implementation evaluation, mid-term reviews, outcome evaluations, project completion reports and other initiatives will assess progress by comparing recent data with the information from the baseline study.

Objectives of the Baseline

  • Design and plan a baseline study in collaboration with the Hivos Team working on the RSRHR Fund
  • Develop the overall approach and methodology for the baseline study
  • Design and/or revise existing data collection methodology and tools to be used during baseline study and for further use throughout this project
  • Provide recommendations and plans for integrating the data collected into the overall monitoring and evaluation plan and framework
  • Produce a comprehensive report based on the baseline data collected that are aligned to the project goals and indicators
  • To map the key stakeholders to work with in the SRHR program in the target countries 

All participants/respondents in the baseline will randomly be assigned into the following two groups, namely:

Group 1, Primary/target Group: In this group, the respondents will be targeted for the project interventions (Adolescent and Youth)

Group 2, Experimental Group: In this group the respondents will be part of the baseline, but not targeted for the project/SRHR interventions (respondents above 24 years old)

Scope of the Baseline

Geographical Scope

The RSRHR Fund is principally focused in Southern Africa with activities being targeted to the main countries where Hivos operates. This includes Malawi, South Africa, Zambia and Zimbabwe. The project will also include some activities in East Africa.

Sectoral Scope

The sectoral scope of the baseline study should be aligned with the main outcome, objectives and indicators of the RSRHR Fund objectives which are outlined below.

Intermediate outcome

Stronger and more coordinated youth-led and youth-focused civil society in Southern and Eastern Africa that can promote, address and advance ASRHR and its interconnection to HIV at the regional level, with a key focus on adolescents and youth as a highly vulnerable and underserved population, despite being an expanding demographic in the region.

Project name ASRHR
Project Goal Improved realisation of rights and access to quality SRHR services in a safe, fair and equitable manner by all citizens or people in the region, particularly women, girls and key populations or marginalised groups
Project Duration January 2018 - December 2021
Beneficiaries Adolescents and youth (15 - 24 years) and key populations
Evaluation type Baseline study
Baseline purpose To set indicators baseline values against which projects will be evaluated at the end of the project
Baseline start and end 9 April to 18 May 2018


Baseline start and end is inclusive of all activities in the baseline up to submission of the final baseline report.

RSRHR Fund objectives

Objective 1: Capacity Strengthening

Youth-led and/or youth-focused organisations are trained, mentored and upskilled in all areas of organizational and programmatic capacity to enable them to gather evidence, and to promote and advocate for improved access for adolescents and youth to SRHR services.

Objective 2: Knowledge Management

There is improved knowledge sharing, networking and data collection on SRHR in the region by youth-led and/or youth-focused organisations and individuals, as well as increased capacity for youth-driven research.

Objective 3: Advocacy and Awareness Raising

Youth-led and/or youth-focused organisations have improved capacity to conceptualise, design and coordinate joint ASRHR advocacy and awareness-raising campaigns in the region.

Objective 4: Coordination / convening

Youth-led and/or youth focused organisations have enhanced capacity to coordinate SRHR activities and convene spaces through integrated and inter-linked initiatives, including with similar organizations in East Africa.

Objective 5: Needs-based rapid responses

A Fund for strategic and responsive grant making is in place to facilitate adolescent and youth engagement in strategic regional SRHR initiatives, including support to strengthening the capacity of youth-led and/or youth-focused organisations to undertake targeted research.


The detailed methodology must include:

  • Data collection instruments/tools
  • Protocols and procedures for data collection with all the respondents
  • Procedures for analysing quantitative and qualitative data
  • Data presentation/dissemination of findings

The research team is invited to submit a detailed sampling methodology in their proposal.  A final representative selection of organisations connected to the ASRHR focus will be made against an agreed set of criteria between Hivos and the selected research team. The research team will also have to design a sampling method that ensures that the study generates country specific data as well as regional data.

The baseline study should adopt a mixed methods approach, integrating quantitative and qualitative methods for triangulation of data. It should also ensure that data collected can be communicated, explained and contextualized. In addition to conducting a secondary literature review of key documents, it is expected that the research team will combine surveys with in-depth interviews and focus group discussions. The baseline study will use the RSRHR Fund Theory of Change (ToC) that was submitted to SIDA as well as the performance management framework to inform the focus of the baseline and to determine what data is needed. 

It is expected that the baseline will take 32 days with the dates as follows:

  1. Consultative meeting with Hivos Regional Team to be held on 26th March 2018
  2. The Inception report: to be submitted by 29th March 2018
  3. Baseline survey: (9th April 2018 to 18th May 2018) including field visits to the main countries to collect data as guided the following steps:

Step 1: Inception Report

The consultant will be required to submit and/or present an evaluation inception document which will detail the study design, methodology and work plan and will include the itinerary for the field visits.

Step 2: Literature/ Desk Review

The Regional SRHR Fund staff will provide key primary documentation to be reviewed including but not limited to: Project Proposal and Logical Framework; a list of current and previous grant programmes and any other documents as deemed necessary for the baseline. 

Step 3: Field work/visits:

Actual schedule to be discussed with the consultant. Field visits should be conducted in the four targeted countries (Kenya, Malawi, Zambia & Zimbabwe) including such activities as: 

  • Conducting key Informant interviews with a broad base of stakeholders working on ASRHR issues in Southern and Eastern Africa to identify the key issues and to assess capacity of youth-led and youth-focused organizations.
  • Conducting focus group discussions.
  • Conducting in-depth interviews with relevant Regional SRHR Fund staff.

Step 4: Key Informant Interviews with:

  • Key CSOs and CBOs working on ASRHR issues
  • Representatives of partner organisations
  • Other organisations with insights on ASRHR in Southern and Eastern Africa
  • Regional and national governmental organizations
  • Donors working on ASRHR or related issues

Step 5: Final draft report

  • The final baseline report should be concise and not exceed 60 pages excluding annexes. The use of pictures, quotes and graphs to clarify and enrich findings will be appreciated.
  • Finalization of the report shall include incorporating inputs from stakeholder groups by the study Team. 
  • Submission of the Final Baseline Report to Hivos Southern Africa.

Key Deliverables 

The key evaluation deliverables/ outputs will include: 

  1. Consultative meeting with Hivos Regional Team to be held 26th March 2018. 
  2. The Inception Report: To be submitted by 29th March 2018. (This will include a finalised study design, methodology, work plan, assessment protocol and draft data collection tools. The inception report will be reviewed by Hivos Southern Africa, revised and signed-off by Hivos Southern Africa by 5th April 2018). 
  3. Field Data Collection and Analysis: The Consultant should be in the position of drafting data collection, analysis and report writing timelines that will fit into the 30 days’ timeline. To be conducted between 9th April to 18th May 2018. Data Collection for each country (Kenya, Malawi, Zambia and Zimbabwe) should take 3 - 5 days.
  4. First draft of the baseline report to be submitted by 9th May 2018. To include an executive summary, with summarised raw data provided as annexes. The final draft report will be reviewed by Hivos and other relevant stakeholders who will provide comments for incorporation into the report by 14th May 2018. For quality assurance purposes, all statements made in the report should be evidence-based, and this evidence should be available, in full and specific to that particular statement (i.e. no unorganised raw data but raw data that are specific to whichever statement is made), upon request. A reference section highlighting data sources should be included in the Annex Section.
  5. Final submission of the baseline report to be submitted by the 16th May 2018. With an excel sheet showing all the necessary primary data collected against all the indicators as detailed in the proposal application package.

Roles and Responsibilities of Each Party

Consultant responsibilities  

  • Produce research protocol (inception report) for carrying out the baseline study.
  • Develop the data collection instruments in line with the project core outcome and impact indicators.
  • Design appropriate study methodology and sampling (to be discussed and agreed with In-country teams and Regional Team prior to implementation).
  • Train, recruit and manage interviewers and supervisors/team-leaders on a needs basis.
  • Oversee the data collection process to include: survey pre-test; and ensure effective management of data collection teams by supervisors. 
  • Code, encode and analyse collected data using the appropriate software.
  • Produce and submit to Hivos team draft report on findings (per required format and data request).
  • Incorporate comments from the Hivos team into draft report and produce final report. 
  • De-brief the Hivos Regional Team (after initial field trip and upon submission of draft report). 
  • Coordinate with the Hivos Regional Team to disseminate study findings to respondents and other stakeholders. 
  • Finalise a high quality baseline analysis report.
  • Present findings to the Hivos team after the report submission.
  • Review all relevant documents for the baseline study.
  • Develop baseline study design which includes survey methodology and data collection tools (questionnaires, FGD guides, interview protocol, data entry templates etc), as appropriate including a summarised manual for training Team Leaders and Research Assistants in consultation with Hivos SRHR Programme Manager.
  • Develop field work schedule in consultation with the baseline team and Hivos.
  • Receive the completed data on a daily basis from in Country teams.
  • Data analysis and report writing, draft the first report and give feedback to Hivos management.

Hivos responsibilities  

The Hivos Southern Africa Office based in South Africa will provide key primary documentation and information to be reviewed, as well as participating in some activities, including but not limited to: 

  • The SIDA Proposal Documents 
  • Any other relevant documentation that will be deemed necessary for the baseline. 
  • Assist the team in setting up appointments with partners and other relevant stakeholders. 
  • Consolidating Hivos’ and stakeholders’ comments for incorporation by the consultants. 
  • Coordinating with the consultant(s) to ensure the quality implementation of the study on ground.
  • Ensuring the dissemination of survey findings to beneficiaries and other field-based stakeholders.
  • Providing additional information on ground.

Reporting and accountability

The consultant will formally report to Hivos SRHR Programme Manager based in South Africa on a day to day support, and also work closely with the Monitoring, Evaluation, Research and Learning (MERL) Programme Officer and other in country programme staff for additional day to day support, facilitation and co-ordination when field work is conducted.

The Report Format

The report should follow the following format: 

  • Title page; acknowledgement; acronym list; list of figures and tables; executive summary (maximum 3 pages), project background, methodology used, findings and analysis, challenges, conclusions and recommendations; list of annexure; 
  • The final report should be provided in an electronic format compatible with Microsoft Word for Windows. 
  • Also the report should be accompanied by a short PowerPoint presentation that highlights key findings of relevance to the overall objectives of the assignment. 
  • Timeframe: The consultant is expected to commence from 9th April 2018 to 18th May 2018

Budget and Payment Schedule

The consultant should prepare and submit a detailed budget for the baseline inclusive of all logistical, administrative and non-administrative costs. Payments will be made as follows, in line with receipt of key deliverables: 

  • 30% upon approval of the inception report. 
  • 30% upon presentation and approval of the final draft report.
  • 40% upon submission and approval of the final report 

Award/ Selection Criteria 

Tenders will be evaluated using a weighted scoring approach, as specified below:

Quality of proposed evaluation design and methodology
Demonstrating a strong understanding of the analytical / contextual / logistical issues relevant for a study of this type and the objectives of the baseline.
Quality of the team  
- Relevant expertise, experience, understanding of the issues and ability to collaborate productively in an international setting.
Quality of the consultant’s best work performed 15%
-Cost and value for money.

Your Profile

  • The consultant(s) should have relevant academic qualifications at minimum a Masters Degree.
  • Proven research experience in the health and/or human rights environment and marginalised and priority populations. Experience conducting research on adolescent and youth will be considered an asset.
  • Consultant/research team have proven experience and expertise on both quantitative and qualitative methods and proven experience of successfully undertaking project baseline studies.
  • The consultant(s) should have proven experience of conducting surveys of similar set-up, size and scope in Southern Africa.
  • Knowledge and experience of participatory assessment / development approaches will be required.
  • Knowledge and experience in organizational development approaches including organizational capacity assessment and development.
  • Broad experience in conducting large survey fieldwork (data collection, validation, entry and analysis).
  • Experience in leading teams implementing surveys in the field (training, field logistics, human relations, teamwork).
  • Existing research networks, partnerships and experience in the focus countries is preferred.
  • Previous experience with SRHR and its related fields required.
  • Prior experience working with SIDA-funded projects is preferred.
  • Must travel to field sites during the fieldwork phase.
  • Provide a list of staff that will be involved in the project at all levels from director, project manager through to field researchers- with a summary of their relevant experience and proposed role in the project. A full CV for each team member should be provided as an annex. 

Terms and Conditions of Solicitation

Consultants who meet the requirements should submit a maximum of 10 pages expression of interest, which should include the following:

  • A suitability statement, including commitment to availability for the entire assignment.
  • Updated curriculum vitae of each consultant that clearly spells out qualifications and experience.
  • A brief statement on the proposed study methodology, including a draft work plan.
  • A financial proposal containing a proposed daily fee.
  • Please note that Hivos will provide flight  to/from each country of destination where field work will take place.
  • All local transport, accommodation,  and other research field costs (such as room hire for data collectors training and FGD, paying data collectors and covering transport for participants of FGD) will be paid upfront by the consultants and reimbursed upon submission of all receipts.
  • All costs incurred while in the field will be repaid on a cost recovery basis upon submission of detailed receipts.
  • Three references from organisations that have contracted the consultant proving ability to carry out a baseline.
  • One or two previous reports written by him/herself.

About Hivos

Hivos is an organisation that has extensive experience and a strong track record in building programmatic connections, strategic linkages and synergies around a full range of critical sexual and reproductive health and rights (SRHR) areas. The Regional SRHR Fund is a regional mechanism that was set up by Ford Foundation and Hivos Southern Africa in 2010 to strengthen regional work in Southern Africa on SRHR with a view to improve coordination efforts to address major SRHR issues. The Regional SRHR Fund occupies a unique position in the region as it creates a platform for responding to the plethora of strategic SRHR needs that involve the collective efforts of civil society organizations (CSOs), donors and governments in the region.