Improving the physical and mental health of IDPs, returnees and war-affected vulnerable local populations in several oblasts in Ukraine At Humedica

TERMS OF REFERENCE

Consultancy Assignment for

End of Project Evaluation of the following project:

“Improving the physical and mental health of IDPs, returnees and war-affected vulnerable local populations in several oblasts in Eastern and Southern Ukraine”

Implemented by 100% Life Dnipro (100% Life), Ukraine Foundation for Public Health (UFPH) and humedica Country Office in Ukraine
&
Funded by the German Federal Foreign Office

BACKGROUND AND CONTEXT

humedica e.V. is a German humanitarian organization, established in 1979 with the mandate of responding to medical and non-medical relief and disaster emergencies in the world.

In collaboration with the German Federal Foreign Office (GFFO), humedica has implemented the project “Improving the physical and mental health of IDPs, returnees and war-affected vulnerable local populations in several oblasts in Eastern and Southern Ukraine” through the partner organizations 100% Life and UFPH since 01.09.2024 with project end of 31.08.2026.

The background of the project is the following:

In Ukraine, approximately 14.6 million people are in need of immediate multisectoral humanitarian assistance and protection, including 7.8 million who require medical support. Destroyed or severely damaged health facilities and WASH infrastructure, very low or no availability of medicines, and financial difficulties among the population are leading to significantly limited access to healthcare. There is also an urgent need for emergency medical and psychological assistance for those traumatized by war, bereaved families, witnesses, and survivors of violence/GBV.

Humanitarian needs in the project oblasts (Dnipropetrovsk, Kherson, Kharkiv, Poltava, Mykolaiv and Zaporizhzhia) are higher than in the rest of the country. Due to the proximity to the frontlines and previous occupations the Oblasts suffer from destruction of health infrastructure and a lack of human resources working in towns and villages. Areas further from the frontline are partially overwhelmed with the additional workload of IDPs overburdening a weakened health system.

In the project, humedica e.V. supports its country office and local partners with technical expertise in all relevant areas, especially in the guidelines and regulations of the GFFO for the project implementation and financial administration.

The humedica country office is responsible for the project implementation in the country including planning and coordination with the local implementing partners, routine activity monitoring and reporting, overall accountability system, self-implementation of activities

Local implementing partners are responsible for the planning, implementation and reporting (financial/narrative) for their field level activities. Accordingly, they are responsible for the communication with the beneficiaries and coordination directly with the local authorities, sub-clusters and other local stakeholders of the project.

PROJECT OBJECTIVES

The goal of this project is to improve the physical and mental health of internally displaced persons, returnees and vulnerable local populations affected by war in the Dnipropetrovsk, Kherson, Kharkiv, Mykolaiv, Poltava and Zaporizhzhia oblasts of Ukraine by ensuring equitable provision of basic healthcare, MHPSS and WASH.

Under this project, humedica Country Office, 100% Life & UFPH aim to

• Improve the access of the target population to appropriate and high-quality basic health care
• Improve the access of war-traumatized people and survivors of pervasive, sexual and gender-based violence to appropriate and high-quality psychological care, psychological support and violence protection services
• Improve the access of the target groups to clean water and basic sanitation as well as improved hygiene conditions and hygiene behavior

EVALUATION PURPOSE, OBJECTIVE AND USE

At the end of the funding period of this project, humedica undertakes an End-of-Project Evaluation which marks the preliminary end of the funding phase supported by GFFO. This evaluation is a requirement of the German Federal Foreign Office and humedica e.V. HQ, but also important to local and international partners.

The objective of this process is to determine how effective the implementation through the implementing partners has been

• in reaching project results as described in the project proposal and the quality of impact of these results within the project context/environment in Ukraine.

The purpose of this External Evaluation is to assess general progress achieved, key lessons and experiences.

This evaluation is being conducted as per Evaluation Plan approved by humedica e.V.

The overall purposes of the evaluation are the following:

1. In terms of objectives per outcome the evaluation looks at the following criteria: Relevance, Coherence, Effectiveness, Efficiency, Sustainability, Scalability/Replicability, Coordination and Cross-cutting Considerations to examine whether the Project was successful in its strategies to achieve its set project objectives
2. Review of the conducted interventions in light of the actual needs of the target population in the project region with the goal to identify the gaps may still exist in meeting the needs of the beneficiaries from mid/longer term perspective.

Findings of this evaluation will help inform humedica, its partners and the funding German Foreign Office key lessons, and strategic trends helpful to improving humanitarian intervention strategies. This should help humedica strengthen areas that may require adjustment in its other humanitarian projects. Results of this evaluation will be helpful information, providing analysis and direction for improved future interventions.

EVALUATION SCOPE

In addressing the purpose of this assignment, the scope of this evaluation will be limited to determining the status of the partners’ implementation in the following broad areas:

• Assess the overall project’s performance from planning to implementation, identifying key strengths and areas for improvement;
• Evaluate the project’s relevance, effectiveness, efficiency, coherence and sustainability, scalability / replicability, coordination, and other cross-cutting considerations, with particular attention to gender equality, social inclusion, and child rights;
• Document vital lessons learned and best practices for future strategies and interventions;
• Evaluate the effectiveness of partnerships and coordination mechanisms in achieving Project objectives;
• Provide actionable recommendations for improving project implementation and enhancing impact for any future interventions.
• Review the partners performance and financial accountability
• Review field leadership/governance in relation to beneficiaries
• Assess the intervention in light of actual needs and evaluate the actual needs of the population in the project area in light of the implemented activities.

The evaluation will be carried out in the Dnipropetrovsk, Kherson, Kharkiv, Mykolaiv, Poltava and Zaporizhzhia oblasts of Ukraine (exact rayons/communities tbd by the project team/partners) and in the offices of the implementing parties.

The evaluation covers the following target groups:

• humedica Country office in Kiev and Field office in Dnipro and their partners. e.g. Clusters, technical working groups, health /social authorities etc.: to make informed decisions about Project and improve implementation strategies; to gain insights for strategic planning and resource allocation in similar contexts
• 100% Life Dnipro Office in Krivy Rih and UFPH in Kiev to make informed decisions about Project and improve implementation strategies & to gain insights for strategic planning and resource allocation in similar contexts
• Local health and social authorities, and other stakeholders in the target communities to enhance coordination and support for the Project’s objectives
• Beneficiary communities in the project areas: to provide feedback and influence

METHODOLOGY

The evaluation will provide quantitative and qualitative data through the following methods:

Desk study and review of all relevant documents, including project statistics, project documents, progress reports as well as publicly available relevant documents.

A qualitative approach will be adopted. Structured and semi-structured, Key Informant Interviews, In-Depth Interviews, and Focus Group Discussions with project beneficiaries and other stakeholders, including governmental institutions, international and national organisations familiar with the project, will be conducted. The consultant/consultancy firm will exchange with humedica Country Office and Field office, the 100% Life and UFPH offices to plan the evaluation. The consultant/consultancy firm will specifically:

1. Develop an evaluation framework/plan to which humedica and the partner organizations can provide feedback if requested by the consultant/consultancy firm
2. Draft an Inception Report detailing the evaluation methodology in exchange with the project teams
3. Review available documentation to obtain a general overview of the project design and progress
4. Hold meetings and interview relevant stakeholders including implementing partners of the project
5. Visit identified project field sites
6. Conduct data collection and analysis
7. Draft Evaluation reports
8. Incorporate comments of the project teams and key stakeholders, complete and submit the final Evaluation report
9. Consult with the project teams to ensure the progress and the key evaluation questions are covered
10. Assuring the draft and final reports are prepared in accordance with these Terms of Reference, especially the checklist for the assessment of evaluation report
11. Facilitate Evaluation meetings to present the main findings and recommendation
12. Incorporate an outline for adapting key findings in the implementation of the current project in the final report
13. Incorporate the management responses in the final report
14. Provide a final PDF soft copy report in English

EXPECTED OUTPUTS OF THIS CONSULTANCY

The following outputs are expected by the end of the consultancy;

• Inception Report detailing consultancy work-plan and proposed processes
• Draft evaluation report
• Final endorsed report incorporating comments from humedica. The final report must include but not necessarily be limited to up to 25 pages and have elements outlined in the quality criteria for evaluation reports. The report however can have several annexes (as required by the consultant/consultancy firm)
• Any knowledge products (evaluation brief, etc.) A concise 10–12-page summary of the evaluation highlighting key findings
• Provide a final PDF soft copy report in English
• Presentation Slides: (in Microsoft PowerPoint format) A summary presentation of the evaluation methodology, key findings, and recommendations
• All Datasets: All raw and cleaned quantitative and qualitative data (e.g., transcripts), ensuring participant anonymity
• Raw data used for both qualitative and quantitative findings, including transcripts and translated documents
• Photographic, video, and audio materials collected
• Complete consent documentation obtained from participants, as appropriate

EXPERTISE AND QUALIFICATION OF THE CONSULTANT/CONSULTANCY FIRM

The consultant/consultancy firm will possess a corresponding academic degree plus substantive strong background in evaluation of humanitarian projects with a focus and/or background in evaluation of similar projects, ideally in Ukraine context, will be an added advantage.

It is also possible to have a leading management team that cooperates with local teams on site who are familiar with the local conditions.

Specifically, the leading consultant/consultancy firm should have proven experience and skills in the following areas:

• At least 4 years of experience in conducting project evaluations
• Sound knowledge and practical experience in humanitarian/development planning and implementation
• Extensive research and analytical skills
• Excellent writing and oral communication
• Facilitation and management skills
• Possess leadership skills and be a team player
• Knowledge and familiarity in Health, Protection and WASH
• Independence and impartiality
• Experience in the regions is an advantage

MANAGEMENT OF THE EVALUATION

Brief description of the roles and responsibilities of all actors involved in managing and implementing the evaluation.

The contracted evaluator is responsible for the overall professional management and implementation of the evaluation, including quality assurance. The evaluation will be conducted in close coordination with project management and MEAL experts. The evaluator or evaluation team leader will oversee all deliverables and report on progress, including any issues that may affect the assignment. All decisions regarding modifications to the Terms of Reference and approval of deliverables are subject to approval by humedica. The consultant/consultancy firm will hold regular (e.g., weekly) calls with humedica’s quality team to provide updates and address challenges. Any unresolved disagreements regarding the evaluation process or findings will be escalated to humedica’s management for the final decision.

Budget

The financial proposal shall be submitted separately from the technical proposal. The consultant/consultancy firm must provide a detailed budget breakdown, including all applicable taxes. The total budget should be presented in EUR and include, but not be limited to, the following cost items:

• Consultant/consultancy firm daily fees for all team members
• International and/or domestic travel costs
• Accomodation and per diems
• Data collection costs (e.g., enumerator fees, transport)
• Translation and transcription costs
• Communication costs
• Workshop facilitation costs
• Any other relevant costs as appropriate

LOGISTICAL SUPPORT

The Project team will provide reasonable logistical and coordination support to facilitate efficient and effective data collection. This will include support in community entry processes, coordination with local authorities, and mobilization of respondents in the target locations.

WORKPLAN / CONTRACT PERIOD – Quantity Structure

The assignment includes following tasks:

• Preparation, desk review and preliminary consultative meetings with the implementing partner coordination and field teams and online with humedica HQ
• Field visits within the project region for field meetings, data review, focus group discussions, direct and indirect observations
• Preparation and presentation of preliminary outline of the Evaluation Report
• Preparation of the full report that includes findings, recommendations and management response.

The estimated level of efforts is between 20 – 25 days and should be carried out in June/July 2026.

CONSULTANCY SELECTION CRITERIA

1. Individual consultant or consulting firm profile Capacity to meet requirements, references and financial standing
2. General strategy/approach Understanding of objective and results required, risk awareness and mitigation approach
3. Proposed evaluation methodology Suitability and strengths of the proposed methodology, proposed technical investment and treatment of key issues
4. Proposed organization of the work Planning, proposed scheduling of activities, availability of required skills and quality assurance
5. Suitability and experience of the consultant or consultancy firm Expertise and overall combination of the consultant’s/consultancy firm’s skills/knowledge proposed: demonstrated knowledge or evaluation strategies and policies, minimum of four years of experience required in each of the tasks above
6. Financial proposal’s suitability Fees and other cost structure as against the above

Selection criteria will include the consultant’s/consultancy firm’s previous work, assessed through a review of relevant samples demonstrating experience and proven expertise in similar assignments