Terms of Reference for Assessment of Local Structures and Coordination Mechanisms for Protection and Advocacy in Uganda

Background, rationale and purpose of the evaluation

The situation in the Democratic Republic of the Congo (DRC) is one of the world’s most complex, challenging and forgotten crises. With 4.5 million internally displaced people (IDPs), according to OCHA, and some 770,000 Congolese refugees across Africa, the humanitarian situation deteriorated sharply in December 2017. Since then, refugees have been fleeing to neighboring countries of Angola, Rwanda, Burundi, the Republic of the Congo (RoC), Uganda, the United Republic of Tanzania and Zambia in large numbers. Uganda, with a history of welcoming refugees, opened its borders to new influx as its neighbors remained volatile due to continued conflict and war in South Sudan, Militia and ethnic conflicts in the Democratic republic of Congo and political uncertainty in Burundi. During the month of August 2019, 7,428 refugees from, Democratic Republic of Congo and Burundi (698), arrived in Uganda (UNHCR report of July 2019). Most of these refugees are settled in Kyaka II and Kyangwali in Uganda. Access to basic social services and infrastructure for water, health and sanitation, exposure to protection risks including sexual and gender-based violence (GBV) remain key critical challenges, especially in the settlements. Kyegegwa district which host Kyaka II which is the main receiving settlement for DRC refugees is a relatively young district with challenges in its current infrastructure having been stretched by already old refugee backlog.

The other tragedy has been the outbreak of Ebola Virus Disease (EVD) in the same eastern DRC Congo where there are active military activities; a good number of cases have been identified with almost 50% case fatality rate. The whole situation has been code named a double sword humanitarian emergency.

Several reports have indicated challenges faced by the displaced in various countries ranging from attacks, rape and killings. In some parts of DRC, populations are displaced numerous times affecting life and livelihoods, causing family separations, trauma, property destructions etc.

Specific objectives of the assessment

  • To undertake in-depth analysis of protection risks facing displaced persons in Kyaka and Kyangwali and their copying mechanisms to the protection risks 
  • To maps the local protection structures (Refugee welfare council, child protection committees, Community Activists, women own for a groups, men own for a groups, Village Health teams, women initiative groups, gender and protection committees etc) , their mandate and levels of functionality 
  • To analyze the coordination , and communication mechanisms available for displaced persons/refugees to undertake humanitarian advocacy

Key questions of the assessment

  1. What is the current context in Kyaka and Kyangwali settlements? What protection risks are associated with for populations displaced in Uganda (Kyaka II and Kyangwali), what risks do displaced populations face as they journey from their homes to gazetted settlements/camps within . How are they copying and who are the stakeholders involved in the process?
  2. What are the various structures in place for refugee/displaced communities in Kyaka II and Kyangwali? what are their roles and responsibilities?; how do they represent and support their communities; Where do these structures derive their authority? .How are these structures currently functioning? How are the refugee issues addressed in the local governance systems? Who are the stakeholders in these structure….who are the power holders in these structures? Who has most influence in these structures and who is most accessible? What will influence the powerholders in these structures?
  3. What coordination and communication mechanisms do refugees in Kyaka II and Kyangwali settlement have at their disposal to undertake advocacy?

Scope of the evaluation and approach and methods, establishing the basic methodological requirements

This is a country specific -and will try to identify country specific context and issues and then compare protection issues and coping mechanisms in the two refugee settlements attributed to the context. The assessment will utilize standardized tools that will be customized to a local context. The study will cover displaced population and host communities in Kyaka II and Kyangwali in Uganda, currently receiving large numbers of DRC refugees.

The expected methodology may employ multistage analysis of secondary information, at regional level, country specific and local communities where displacement has happened. The study will focus on qualitative data collection, reinforced by secondary data review from existing reports shall be undertaken. The methodology will be further defined by the lead consultant as it suits the scope of the assessment. It is envisaged that the methodology used during this assessment will include but not be limited to the following:

  • Country specific context analysis related to the situation of displacement defined under the DGD running programmes.
  • Global, regional studies and reports regarding displacement/refugees in the 2 countries,
  • Review of existing project level documents and workplans relevant to the scope of the study in the two countries.
  • Discussion with key project staffs/partners, global steering leads, regional and national influencing/humanitarian teams, coordinating bodies to ascertain prospects and trends.
  • Interviews with relevant government agencies, technical teams, and other relevant stakeholders.
  • Field visits in the implementation areas for data collection and observation.
  • Community level participatory meetings and focused group discussions for data collection and information gathering.
  • Special emphasis should be given to ensure participation of women, youth and other interest groups, refugee and hosts in the process to understand the issues concerning women from a gender perspective.

The assessment approach should have strong focus on context analysis, communications, and refugee/host structures. The sampling methodology must have statistical representation of different groups and vulnerable households as applicable.

The consultant may seek access to documents from program in the DRC, Uganda and the region.

To accomplish the objectives of the assessment, the consultant should have the following key qualifications and competencies;

  • At least, a master’s degree in regional/international humanities/humanitarian/international law/anthropology or any other relevant field etc.
  • Demonstrate understanding of Uganda and the DRC context including the geopolitics that interplay within this regional.
  • Minimum 5 years’ experience in the development sector with proof of having undertaken similar assignments
  • A proven record in conducting research on similar topics (e.g. refugee and displacement, cross border movement, protection issues, conflict dynamics, refugee led structures…)
  • Should have knowledge and experience in gender and women rights issues.
  • Experience in regional security dynamics.
  • Excellent analytical and writing skills.
  • Cultural sensitivities

Assessment ethics

The assessment must be undertaken in compliance with Oxfam’s Ethical Guidelines. In particular, the consultant must gain informed and voluntary consent before commencing any participant discussions where he/she interacts with beneficiaries. The consultant must ensure that participants are given sufficient information to ensure they have a full understanding of their requested involvement. The consultant also has a responsibility to protect participant confidentiality.

A copy of Oxfam’s Ethical Guidelines will be provided prior to the commencement of the project.

The entire process shall be expected to complete within one month from the signing of the contract.

Schedule of Key Tasks

  1. A detailed inception report detailing a clear methodology, data collection tools to be used and a feasible work plan for the evaluation
  2. Submission of final set of tools and enumerator training materials (agenda, tools protocols, trainers guide etc.);
  3. Submission of raw data sets – qualitative interviews.
  4. Field Debriefing Report 3 days after field data collection to discuss field experiences related to data collection.
  5. Draft evaluation report in English to be presented to OXFAM (no more than 30 pages excluding annexes, including executive summary not exceeding 2 pages); using the structure set out below should be submitted to stakeholders at the field level and Kampala.
  6. Interactive meetings between consultant(s) within DRC and Uganda
  7. Workshop to present the draft report (including the findings of the evaluation and the lessons learned), and to give feedback to Oxfam and partners.
  8. Submit a draft electronic copy of the final evaluation report within three (3) days after receipt of formal feedback from the OXFAM arising from the workshop that will discuss the draft report (see point g above) Feedback from Oxfam will be provided in writing by e-mail within one (1) week after the submission of the draft electronic copy referred to above. Three hard copies (03) of the final report and a soft copy including the datasets of collected /cleaned data in excel format. The final report will include changes/modifications, agreed between Uganda oxfam and the consultant


Professional fee: Though the interested consultant is expected to provide a budget for the exercise, Oxfam will consider proposals that are within the approved rates as per its policy on professional fees.

Tax and insurance: The consultants shall be responsible for his/her income tax and/or insurance during the assignment.

A contract will be signed by the consultant upon commencement of the survey/analysis which will detail additional terms and conditions of service, aspects on inputs and deliverables.

Payment will be done in 2 instalments, 40% upon contract signature, and 60% upon Oxfam’s approval of the final evaluation report.

Evaluation responsibilities and management arrangements

The consultant will report to Oxfam's Regional Humanitarian Advisor in Nairobi with guidance and support from the Influencing Coordinator in Uganda. The consultant will be required to work closely with Oxfam implementing teams in Kyaka II.


The lead consultant will:

  • Propose a detailed study methodology that addresses the objectives
  • Make a work plan for the evaluation activities, and submit the planning to the country/HECA Oxfam office for feasibility check (inception report)
  • Guide working with the field teams to undertake the assessment as planned and discuss with Oxfam if any changes need to be made to the work plan
  • Ensure compliance with all legal requirements in his/her country of origin and operational countries (taxes, etc.)
  • Guide and Manage the teams involved in the assessment, lead data collection and analysis processes
  • Produce and submit the assessment report including recommendations

Oxfam will:

  • Provide access to all relevant documents and information related to this project
  • Provide logistic support for the implementation of the evaluation activities
  • Facilitate the communication with the concerned Governments and partner organizations
  • Organize a restitution workshop with all partners during which the outcome of the evaluation will be debriefed by the lead consultant
  • Review and comment on the draft report
  • Fill in the quality assessment and the management response
  • Dissemination strategy, plan, and responsibilities for sharing and using the findings.
  • Debriefing with the field technical teams, national and regional Oxfam advisors.
  • A detailed report that could be shared
  • Process of the selection of the lead consultant and expectations for evaluation proposal

All expressions of interest should include:

  • Letter of interest (maximum one page) addressing the assessment criteria
  • Technical proposal (maximum ten pages) highlighting: brief explanation about the consultant with emphasis on previous experience in this kind of work; profile of the consultant to be provided in undertaking the end line; understanding of the TOR, the task to be accomplished as well as draft end line framework and plan, key contacts for previous work done
  • Financial Proposal: the financial proposal should provide cost estimate for services to be rendered including daily consultancy fees including transport, accommodation and living costs, stationeries and supplies needed for data collection etc
  • A written sample of any previous work done reflecting similar experience
  • Data collection and data processing costs are included in the account of the consultant. The consultant should also use his/her own computer

Expression of interest should be submitted not later than 17:00 Hrs on Thursday, 1st October, 2020.

All submissions should be hand delivered/emailed to ugandalogistics@oxfam.org referencing Expression of interest to conduct Uganda protection risk, communication, and local structure assessment for DGD funded project in DRC-Uganda.

Only selected bidders/candidates will be contacted. Oxfam will not reply to any phone enquiry

Recommended outline of an assessment report

1. Cover page clearly identifying the report as an assessment and stating

  • Evaluation title
  • Program/project title /affiliate identification code
  • Geographical coverage: global; region; country(ies)
  • Date that the evaluation report was finalized
  • Evaluator(s) name(s), contact information and logo (if available)
  • Oxfam logo (unless not appropriate)
  • Appropriate recognition of institutional donor support.
  • Clear statement in case this report can NOT be used externally
  • Public summary: no longer than 1000 characters containing the main messages of the evaluation

2. Table of contents

3. Executive summary that can be used as a stand-alone document

The executive summary is used as a stand-alone document in case that the evaluation report is too sensitive to publish. It therefore should include all the sections of the evaluation report: Intervention and theory of change, methodology, findings and conclusions and recommendations.

4.Introduction, stating objectives of the assessment and assessment questions

5.Methodology, including an indication of any perceived limitations of the evaluation

6. Presentation of the findings and their analysis

7. Conclusions and Recommendations

8. Appendices:

  • Terms of reference
  • Assessment program (main features of data and activities carried out)
  • A list of interviewees (name, function and working environment) and places visited
  • List of documents and bibliography used
  • Assessment team (optional) (names, nationality, expertise, working environment)
  • Link to Methodological appendices including the assessment proposal, evaluation instruments such as questionnaires and interview guides, and the data collected


All technical and financial proposal submissions should be sent to ugandalogistics@oxfam.org by 17:00 Hrs on Thursday, 1st October, 2020.