Background
Thirteen European Union-based National Societies (EUNSs) have signed the Framework Partnership Agreement (FPA) with DG ECHO, which is the main financial framework under which Directorate-General for European Civil Protection and Humanitarian Aid Operations (DG ECHO) can allocate funding to NGOs and EUNSs for humanitarian response. The International Federation of Red Cross and Red Crescent Societies (IFRC) and the International Committee of the Red Cross (ICRC), for their part, together with the UN agencies have an FPA for international organisations.
The architecture of the Red Cross proposals funded by EU financial instruments depends of the eligibility criteria listed in each specific call for proposals. In the case of ECHO funded Action, it is mandatory to have an FPA Red Cross entity holding the contract and developing the proposal. In any case, the National Society of the affected country (Host National Society/HNS) is de facto the local implementing partner of EUNS or IFRC contracting a project with DG ECHO. The overall responsibility for the quality of the project implementation and the coordination with DG ECHO is with the EUNS or IFRC that has signed the grant agreement with DG ECHO (Lead EUNS or lead IFRC). Often the consortium benefits from the expertise of several EUNS and/or IFRC, and therefore there can be several Red Cross implementing partners to the Lead EUNS or IFRC, each bringing their own knowhow and resources.
In 2015 the EUNSs and the IFRC decided that a more coordinated approach towards DG ECHO is needed in order to strengthen the Red Cross strategic relationship with DG ECHO and increase the ECHO funding received by EUNSs and IFRC and implemented by HNS. Hence, EUNS and IFRC developed a set of tools and procedures called the ECHO Coordination process. In the report from 20151, which served as a basis for the coordination process, it is stated that the objectives of the coordination process will only be achieved through collaboration, mutual support and an agreed division of labor. The main objective of the ECHO Coordination process is an “overall increase in ECHO funding and a growing market share for all”. This objective is part of a broader vision of influencing ECHO policies and strategies and shaping the strategic relationship with ECHO.
In addition of the internal coordination and collaboration between the EUNSs, IFRC and HNS, there are two additional important elements for successful ECHO proposals. On one hand, the EUNSs and IFRC should make sure that the potential ECHO proposals are aligned with the HNS priorities and plans of Action. On the other hand, the alignment between the Red Cross expertise, geographical presence and priorities with the DG ECHO focus and set of priorities is essential for having a successful proposal and for signing a grant agreement. It is worth mentioning that there has been an increased competition between ECHO partners (NGOs, UN agencies and Red Cross partners) for the limited ECHO funding with an increased concentration of funding to larger-scale projects via UN agencies and family NGOs. DG ECHO selects appropriate partners given the humanitarian needs, partners’ expertise and capacity, the quality of the proposal, the pool of available partners to work with and the local context. Therefore, the alignment between Red Cross expertise and priorities with DG ECHO priorities as well as the strategic relationship and partnership with DG ECHO are key elements for successful fundraising strategy and dialogue with the donor. The evaluation should include analysis of high-level meeting between Red Cross EU members and DG ECHO, including the annual strategic dialogue meetings with DG ECHO during the evaluation period.
Purpose and Scope of the Evaluation
The purpose of the evaluation study is to assess how the ECHO coordination process has affected the Red Cross EU Office’s Member’s joint approach towards DG ECHO. The evaluation will focus on conducting an analysis to provide EUNSs and IFRC with knowledge and evidence on how Red Cross (EUNSs and IFRC) could further develop their strategic partnership to DG ECHO.
The evaluation is expected to capture effectively lessons learnt and provide information on the effect, the achievements and the existing gaps in the coordination procedures and tools. The evaluation study will be an opportunity to learn how to improve the effectiveness of what EUNSs and IFRC do and the tools they use.
In addition, the evaluation will take into consideration the important aspect of the alignment between Red Cross priorities, expertise and geographical presence with DG ECHO set of annual priorities guiding the allocation of funding to DG ECHO partners.
The evaluation report will be shared only with the internal stakeholders – Red Cross and Red Crescent (RCRC) National Societies, IFRC and Red Cross EU Office. The report should be presented in a way that makes the information accessible and comprehensible, taking into consideration its primary intended audience - e.g. RCRC staff. The period covered by the analysis is from the second half of 2015 until mid-2020.
Evaluation Objectives
The main objectives of the Evaluation are:
3.1 To explore if whether and how the implementation of Red Cross internal ECHO coordination procedures and tools has affected the funding allocated by ECHO to EUNSs and IFRC, taking into consideration all the aspects that will ultimately have an impact on the level of funding. Under this objective, the evaluation team will conduct a quantitative analysis of ECHO allocations to EUNS and IFRC. The analysis will take into account the ECHO coordination procedures and the efforts made by the Red Cross EU Office Members to internally coordinate before submitting ECHO proposals as well as the efforts, the resources and the time invested in the dialogue with the donor. External factors as short deadlines, increased competition for certain financial envelopes, the presence of different eligibility criteria such as list of preselected partners, and the size of the finding envelopes will be included in the evaluation.
3.2 To explore how the Red Cross priorities and expertise in terms of type of crisis and sectors align with DG ECHO priority sectors, geographical focus, type of crisis and areas of intervention.
EU is considered a principled, needs-based donor with some unique features, such as its approach to partnerships, its field network, and its role in shaping the humanitarian system. As DG ECHO resources are limited compared with overall humanitarian needs, DG ECHO was obliged to make strategic choices during the period evaluated, with an increasingly sharp focus on the Middle East and the European neighborhood (in connection with the Syrian crisis).
First, the evaluation report should include i) an analysis of DG ECHO intervention portfolio (geographical focus, priority sectors) and ii) an analysis of the changes in DG ECHO requirements towards partners such as the request for greater efficiency and the increased concentration of funding to larger-scale projects via UN agencies. Second, the consultant will compare and analyse to which extend DG ECHO approach matched the EUNS and IFRC priorities, mandates, way of working and fundraising strategies during the evaluation period.
3.3 To identify if the coordination process put in place has helped shaping the strategic relationship between ECHO and Red Cross partners and as consequence improved the Red Cross influence on ECHO funding, policies, and strategies. Here it is also very important to make sure that the role of the Host National Societies is well understood and considered
The ability as a Red Cross family to advocate more collectively vis-à-vis DG ECHO policy and programming has an impact on funding issues. It would be important to assess the dialogue between Red Cross and DG ECHO on policies. The evaluation study should include an assessment of the Red Cross collective efforts to advocate towards the donor and the practices linked to exchange of information and needs assessments.
Under this objective, the report should bring clarity about the development of a comprehensive strategic approach and relationship with EU institutions at the strategic and operational levels, including in the field and in Brussels. The importance of stronger strategic and holistic EU-Red Cross relations has been one of the objectives and arguments for the development of the ECHO coordination process, and the study should evaluate if these strategic relations were straightened during the evaluation period.
3.4 To analyse if the coordination procedures and tools have enhanced the collaboration between Red Cross EU Office members (EUNS and IFRC).
This will include analyzing the collaboration among EUNS as well as collaboration between EUNS and IFRC at HQ level, at country level and at regional level. The evaluation team will examine the flexibility and the appropriateness of the coordination procedures in terms of mutual support and agreed division of labor but also if the coordination process facilitates and encourages new participants (EUNS applying for FPA) to enter in the coordination. Additionally, an important part of the evaluation is to make sure that our practices and processes are sustainable from the HNS perspective and maximize their role in the partnership.
Evaluation Methodology
The evaluation will employ the following methods:
- desk research including internal Red Cross documents, DG ECHO documents and statistic review
- key-informant interviews and/or focus group discussions with EUNSs and IFRC representatives, HNS, Red Cross EU Office, ICRC and DG ECHO staff (at field and HQ levels).
It will be important to allow all stakeholders of the coordination process to participate. External stakeholders can be also included as seen meaningful, but the purpose is not to repeat similar mapping as was done in 2015.
The consultant will interview staff from HQs of EUNSs and IFRC. They will be asked to select a few field colleagues to be interviewed by the consultant (2 to 3 people from each EUNS and IFRC). The HNS point of view will be reflected in the report based on interviews with the HNS of the countries where the selected EUNSs and IFRC field staff works.
The estimated number of interviews will be around 80-90: EUNS HQ staff (15-20), members of ECHO review Steering Group (5), IFRC PRD staff (5), RC EU office staff (3), EUNS Field staff (30), IFRC Field staff (5-10), HNS staff (5-10), external stakeholders: ICRC, ECHO (around 10 ).
Deliverables
The evaluation team will provide:
- An inception report by the Evaluator following the desk work and prior to the key-informant interviews and/or focus group discussions to demonstrate a clear understanding and realistic plan of work for the evaluation. The inception report outlines how s/he will lead the evaluation, work plan and detailing the planned methodology. Acceptance from the Red Cross EU Office and the internal review groups.
- A draft final evaluation report for comments. The comments to be forwarded to the evaluation team within two weeks after receiving the draft.
- A final evaluation report to be submitted to Red Cross EU Office within two weeks of receiving the comments.
The report will have a maximum length of 20 pages, including an Executive Summary but excluding annexes. Approval for the report from the Red Cross EU Office and internal review groups.
The final evaluation report will be written in clear, accessible language that will cover the following elements:
➢ Executive summary providing a brief overview of the exercise and present significant findings, lessons, conclusions, and recommendations.
➢ Background to the reflection and sense making exercise and objectives
➢ Methodology used to generate the study including methodological challenges and limitations that have to be considered to understand and interpret findings
➢ Key findings for each one of the objectives
➢ Conclusions and recommendations
➢ Bibliography / References
➢ AnnexesA presentation of the evaluation report at the Red Cross EU office and its members by the Evaluation Team.
Proposed Timeline
It is not expected from the consultant to go to the field. Interviews with field staff and HNS will be conducted via Skype or phone. However, it would be beneficial for the consultant to visit HQs of few EUNS and IFRC and visit Red Cross EU Office several time if possible.
As a rough breakdown of the work, it is foreseen:
• Initial briefings (virtually or at Red Cross EU Office): 1-2 day
• Desk research/ document and statistic review: 5-6 days
• Interviews and/or focus group: 20 days
• Developing the first draft report and clear proposals and recommendations: 7-10 days
• Presenting the findings (virtually or face-to-face): 1 day
• Corrections/changes and final report: 3-5 days
How to apply:
Consultant requirements:
➢ Strong analytical and research experience, demonstrated by relevant previous analysis
➢ Proven experience in evaluation studies writing
➢ Experience in the humanitarian/development sector preferably with EU institutions
➢ Knowledge of the EU humanitarian aid is an added value
➢ Good communication skills
➢ Ability to work quickly and deliver products in line with agreed timeframes, ensuring strong communication with the Red Cross organisations
➢ Excellent English writing skills
Please send CV, motivation letter and brief proposal (no longer than 2 pages) outlining the process for conducting this work, the methodology, timeframe, budget and overall rate associated.
These documents should be submitted to international@redcross.eu by 16 September 2020.