CALL FOR APPLICATIONS: TECHNICAL SUPPORT FOR THE DEVELOPMENT AND OPERATIONALISATION OF M4W’S ORGANISATION-WIDE MEL AND DATA MANAGEMENT SYSTEM

CALL FOR APPLICATIONS: TECHNICAL SUPPORT FOR THE DEVELOPMENT AND OPERATIONALISATION OF M4W’S ORGANISATION-WIDE MEL AND DATA MANAGEMENT SYSTEM Tenders & Other Advertisments Men4Women (Men 4 Women) November 3, 2026, 7:53pm 1 Men 4 Women (M4W), a national NGO in South Sudan, invites qualified individuals or firms to submit applications for technical support to develop and operationalize an organization-wide Monitoring, Evaluation and Learning (MEL) and Data Management System. The assignment aims to strengthen M4W’s institutional capacity for results-based management, monitoring, evaluation, accountability and learning through the establishment of an effective, integrated and user-friendly MEL and data management system. The system will enhance data collection, analysis, reporting, knowledge management and evidence-based decision-making across the organization’s programmes and operations. Interested applicants are requested to refer to the attached Terms of Reference (ToR) for details of the assignment, scope of work, expected deliverables, qualifications and application requirements. Application Deadline: 8th November 2026 at 5:00 PM CAT. TOR - Technical Support for the Development and Operationalization of an Organization-Wide Monitoring, Evaluation and Learning (MEL) and Data M.pdf (373.5 KB) Key dates from the attached advert: and organizational stakeholders. The application deadline is 8 November 2026 at 5:00 p.m. Central Africa Time (CAT).  Routine review of submitted forms, databases and reports.  Verification of participant numbers, demographic disaggregation and reported  Action tracke rs for recording recommendations, responsible persons, deadlines and completion status.  Incorporate consolidated feedback and submit the final approved documents in editable formats. validation. Incorporate consolidated feedback before submitting the final outputs.  Handover and Operationalization: Orient relevant staff on the finalized system, hand over Submission and Acceptance Requirements All deliverables shall be submitted electronically in editable formats, with PDF copies of approved Attached advert: 1 TERMS OF REFERENCE Technical Support for the Development and Operationalization of an Organization-Wide Monitoring, Evaluation and Learning (MEL) and Data Management System Background Men 4 Women (M4W) is a South Sudanese national non-governmental organization committed to advancing gender equality, empowering communities, and promoting peace and social cohesion. Its key programming areas include gender equality and social norms transformation, sexual and reproductive health and rights (SRHR), HIV p revention, prevention of sexual and gender -based violence (SGBV), positive masculinity, women’s leadership, advocacy, and peacebuilding. As part of its ongoing organizational capacity -strengthening efforts, M4W is receiving support through the SUCCESS Prog ramme, implemented by Mercy Corps and IPCS and funded by the European Union (EU). This support provides an opportunity for M4W to strengthen its institutional systems, governance arrangements, and organizational sustainability. Effective monitoring, evalua tion and learning (MEL) is essential to ensuring programme effectiveness, accountability, organizational learning, and evidence -based decision -making. A functional organization-wide MEL and data management system will enable M4W to consistently track progr amme performance, measure results against strategic objectives, strengthen data quality, meet donor reporting requirements, and demonstrate accountability to communities and partners. It will also establish standardized procedures for data collection, anal ysis, reporting, learning, and responsible data management across the organization. M4W therefore invites applications f rom qualified individuals with demonstrated experience in monitoring, evaluation and learning, data management, organizational development, and capacity strengthening to provide technical support for the review, development, and operationalization of an organization-wide MEL and data management system. The assignment will be based in Juba, South Sudan, with consultations involving relevant staff and organizational stakeholders. The application deadline is 8 November 2026 at 5:00 p.m. Central Africa Time (CAT). Purpose of the Assignment The purpose of the assignment is to strengthen M4W’s institutional MEL and data management capacity by establishing a practical, integrated, and user -friendly system that supports results - based programme management, performance monitoring, evidence -based decision -making, organizational learning, and accountability. 2 Objectives The assignment will pursue the following objectives: 1. Assess existing MEL and data management practices to identify gaps in M4W’s monitoring frameworks, indicators, tools, reporting arrangements, data quality controls, and data management procedures. 2. Develop and operationalize an organization-wide MEL and data management system that standardizes indicators, data collection and reporting tools, data quality assurance, analysis, learning, and responsible data management in alignment with M4W’s strategic priorities and programme requirements. 3. Strengthen staff capacity and institutional learning by equipping staff with practical skills and tools to collect, analyze, interpret, use, and report data, while establishing mechanisms for performance monitoring, documenting results, tracking recommen dations, and promoting organizational learning. Scope of Work Review of Existing MEL Systems The provider shall:  Review M4W's strategic plan, programme documents, logical frameworks, theories of change, project proposals, indicator frameworks, reports, data collection tools and donor reporting requirements.  Assess existing processes for activity monitoring, output and outcome measurement, beneficiary tracking, feedback collection, learning and reporting.  Examine how programme teams collect, validate, ana lyze, store and use programme information.  Assess existing data management practices, including spreadsheet-based systems and other tools currently in use.  Identify gaps in indicators, baselines, targets, data sources, disaggregation, reporting timelines, staff responsibilities and data quality controls.  Examine how safeguarding concerns, sensitive information and personally identifiable information are recorded, accessed and protected.  Identify opportunities to simplify existing processes and integrate MEL with programme planning, project management and organizational reporting.  Prepare a MEL systems assessment report highlighting key findings, institutional gaps and prioritized recommendations. Development of the Organization-Wide MEL Framework Develop an organization-wide MEL framework aligned with M4W's strategic plan, programme portfolio and organizational objectives. The framework shall establish a standardized approach to planning, monitoring, measuring, reporting and learning across the organization. It shall include:  Results chains linking activities, outputs, outcomes and longer-term strategic objectives. 3  A standardized organizational indicator reference sheet, including indicator definitions, calculation methods and measurement criteria.  Baselines and realistic targets, informed by available data and agreed with M4W.  Data sources, collection methods, reporting frequency, disaggregation requirements and responsible persons for each indicator.  Reporting schedules, reporting lines and staff responsibilities.  Arrangements for monitoring programme implementation against approved workplans, budgets and planned results.  Mechanisms for reviewing performance, identifying implementation challenges and tracking corrective actions.  Learning questions and processe s for documenting promising practices, lessons learned and programme adaptations.  Guidance on how organizational and project -level MEL information can be consolidated and managed, including opportunities for integration with M4W's Odoo system where technically and operationally feasible.  Recommendations for using relevant Odoo functionalities, where appropriate, to support indicator tracking, data consolidation, performance monitoring and reporting while minimizing duplication of data entry. The framework shall ensure that organizational and project-specific indicators are clearly defined, measurable and consistently reported. Where baseline data are unavailable, the provider shall recommend appropriate establishment methods and realistic targ ets in consultation with M4W. Any proposed Odoo integration shall consider existing system capabilities, technical feasibility, costs and staff capacity, prioritizing practical solutions that avoid unnecessary customization or additional modules. Standardized Data Collection and Reporting Tools Develop or adapt standardized, user -friendly data collection, monitoring and reporting tools for use across M4W programmes. Depending on programme requirements, these may include:  Activity and event monitoring forms.  Participant attendance and demographic records.  Training pre- and post-assessment tools.  Community dialogue and outreach monitoring forms.  Male champion and community engagement tracking tools.  Referral and service-linkage monitoring tools that protect sensitive personal information.  Beneficiary feedback and complaints monitoring templates.  Output and outcome indicator tracking sheets.  Site visit, supportive supervision and monitoring checklists.  Case study, success story and lessons-learned templates.  Monthly, quarterly and annual programme reporting templates.  Indicator tracking tables and management dashboards, where appropriate.  Data collection and reporting calendars. The provider shall assess feasible opportunities to integrate data collection, indicator tracking and reporting tools into M4W's existing Odoo system, considering its capabilities, costs and staff 4 capacity. All tools and digital solutions shall be practical, user -friendly, suitable for field use and adaptable to project needs whil e maintaining organizational standardization. Any proposed customizations or additional digital solutions must be justified and approved by M4W before implementation. Data Quality Assurance and Verification Develop a practical data quality assurance and verification procedure addressing:  Accuracy, completeness, consistency, validity, timeliness and integrity of data.  Routine review of submitted forms, databases and reports.  Verification of participant numbers, demographic disaggregation and reported achievements.  Prevention of double counting, data manipulation and unsupported reporting.  Source-document checks and traceability of reported figures.  Procedures for correcting identified errors and documenting changes.  Supervisory review and approval responsibilities before data are consolidated and reported.  Periodic data quality assessments and follow-up actions to address identified gaps.  Data quality issue logs and corrective action tracking. The provider shall establish clear procedures for verifying infor mation before figures are used in donor reports, public communications, organizational performance reviews or other official reporting. Data Management, Protection and Confidentiality Develop or strengthen procedures for responsible data management, protection and confidentiality, including:  Collecting only information necessary for programme implementation, monitoring, accountability and reporting.  Classifying data according to its sensitivity and associated risks.  Establishing role-based access and authorization arrangements for viewing, editing, exporting and sharing information.  Secure storage and management of electronic and paper records.  Appropriate file naming, version control, data backup and recovery arrangements.  Procedures for sharing information internally and with donors or partners.  Data retention periods and secure disposal of records.  Obtaining and documenting informed consent for photographs, interviews, success stories and other identifiable information.  Protecting sensitive safeguarding, GBV, SRHR, health-related and other personal information.  Procedures for reporting and responding to suspected data loss, unauthorized access or disclosure.  Guidance on the responsible use of digital forms, mobile data collection, cloud storage and other data management technologies, including relevant Odoo functionalities where applicable. 5 The system shall uphold confidentiality, informed consent, data security and the do -no-harm principle, ensuring sensitive survivor information is protected through appropriate safeguards and restricted access. The provider shall recommend practical data protection procedures aligned with relevant legal, donor and organizational requirements, including security and access controls for any proposed digital or Odoo-based solutions. Reporting, Analysis and Organizational Learning Develop practical reporting, analysis and organizational learning arrangements that enable M4W to use monitoring information for programme improvement and evidence-based decision-making. These shall include:  Standard monthly, quarterly and annual reporting formats, as appropriate.  Procedures for consolidating programme-level information into organization-wide reports.  Practical approaches for analyzing quantitative and qualitative information.  Simple tables, charts and dashboards to summarize progress against targets, where appropriate.  Regular programme performance review meetings.  Documentation of lessons learned, implementation challenges, programme adaptations and promising practices.  Action tracke rs for recording recommendations, responsible persons, deadlines and completion status.  Mechanisms for using monitoring findings, community feedback and lessons learned to inform programme design, strategic planning and resource mobilization. Practical Training and Coaching Provide practical training and coaching for programme, MEL and management staff to strengthen their capacity to implement and use the MEL system. Training shall cover:  Results-based management and results chains.  Indicator definitions, baselines, targets and disaggregation.  Selection of appropriate data collection methods and tools.  Accurate data collection, data entry and data cleaning.  Data verification and quality assurance.  Basic quantitative and qualitative data analysis.  Reporting against indicators and explaining performance variations.  Data visualization and use of dashboards, where appropriate.  Data protection, confidentiality, informed consent and safe handling of sensitive information.  Using monitoring findings and community fe edback for programme improvement and organizational learning. Training shall use M4W's own tools and realistic programme examples and include practical exercises and an assessment of participants' ability to apply the procedures. The provider shall also orient relevant managers on their responsibilities for reviewing, interpreting and using MEL information in organizational decision-making. 6 Validation, Finalization and Operationalization The provider shall:  Present the draft MEL framework, tools, procedures and reporting arrangements to M4W management and relevant staff.  Facilitate a validation session to assess the practicality and suitability of the proposed system and identify necessary revisions.  Test selected tools and procedures with relevant staff and incorporate feedback before finalization.  Incorporate consolidated feedback and submit the final approved documents in editable formats.  Prepare a practical implementation roadmap outlining responsibilities, reporting calendars, implementation timelines and capacity-strengthening requirements.  Orient relevant staff on the finalized system and hand over all tools, templates, guidance documents and related materials.  Recommend arrangements for periodic system review, performance monitoring and continuous improvement. Methodology The assignment shall adopt a participatory, consultative and practical approach that promotes institutional ownership and ensures that the developed MEL and data management system is relevant, user-friendly and sustainable. The methodology shall include:  Desk Review: Review M4W's strategic plan, programme documents, logical frameworks, theories of change, project reports, existing MEL tools, data management procedures and relevant donor reporting requirements.  Institutional Assessment and Consultations: Consult M4W management, programme staff, MEL personnel and other relevant data users to understand existing practices, capacity gaps, reporting needs and organizational priorities.  Systems and Tools Assessment: Examine existing data collection, monitoring, reporting, data quality assurance, storage and information management practices to identify gaps and opportunities for improvement. Assess M4W's existing Odoo configuration, available modules and functionalities to determine opportunities and limitations for integrating relevant MEL and data management processes.  Framework and Tools Development: Develop the organization -wide MEL framework, standardized indicators, data collection and reporting tools, data quality procedures, d ata protection guidance and learning mechanisms in consultation with M4W. Where technically and operationally feasible, explore how relevant MEL functions, reporting tools, indicator tracking and data management processes can be integrated into M4W's Odoo system to promote centralized information management and minimize duplication.  Testing and Refinement: Test selected tools and procedures, including any proposed Odoo- based functionalities or integrations, with relevant staff to assess their practicality, accessibility and suitability for programme and field -level application. Incorporate feedback and make necessary adjustments. 7  Capacity Strengthening: Deliver practical training and coaching to relevant staff and managers on the MEL framework, standardized tools, data management procedures and, where applicable, the use of Odoo for MEL -related data entry, monitoring, reporting and information management. Training shall use M4W's programme examples and realistic data management scenarios.  Validation and Finalization: Present the proposed framework, tools, procedures and Odoo integration recommendations to M4W management and relevant staff for review and validation. Incorporate consolidated feedback before submitting the final outputs.  Handover and Operationalization: Orient relevant staff on the finalized system, hand over all tools, templates, guidance materials and any agreed Odoo configurations or integration documentation, and prepare an implementation roadmap outlining responsibilities, timelines, reporting arrangements and ongoing capacity-strengthening needs. The provider shall prioritize practical, cost-effective and sustainable solutions that build on M4W's existing systems, including feasible integration of MEL and data management functions into Odoo, while ensuring data confidentiality, safeguarding, informed consent and responsible information management. Expected Deliverables and Acceptance Criteria Deliverable Acceptance Criteria Inception Report and Work plan Includes an agreed methodology, assignment schedule, consultation plan, information requirements and deliverable timetable, approved by M4W. MEL and Data Management Assessment Report Provides a clear assessment of existing systems, practices, institutional capacity, gaps,