Call for Application _ MHPSS M&E Systems and Capacity Development Expert

Project Context and Scope   IOM DRC is expanding its Mental Health and Psychosocial Support (MHPSS) programming, with a strong emphasis on strengthening accountability, service quality, and sustainability through data-driven monitoring, evaluation, and reporting. To support these efforts, the mission is developing integrated tools, including Kobo forms and a CRM system (online platform), to track service delivery, generate reliable reporting, and facilitate adaptive management.

In December 2024, IOM and KfW signed a contract agreement for a 5-year project to be mainly implemented in one of the conflict-affected eastern provinces of DRC, Tanganyika, while strengthening technical and operational capacities of the Mental Health National Program (PNSM). The project is part of a peacebuilding cooperation agreement between Germany and DRC and is titled “Improving the living conditions of population groups in security-critical contexts in DRC. Mental Health and Psychosocial Support for Peace in the Democratic Republic of the Congo”. The project is funded by the KFW with the global objective of improving population's resilience to violent conflict at household and community level is increased, while the project’s outcome represents the specific achievement of the initiative: “Mental health and psychosocial support services are adequate to support social cohesion and address root causes of gender inequality in the communities”. The project officially started on January 1, 2025, and will terminate its activities on December 31, 2029. 
In this operational framework of the KfW-funded initiative, the Consultant will contribute to the design, rollout, and partner engagement around these systems, ensuring national ownership and capacity for sustainable use. This includes cataloging and reporting MHPSS services through the development of a comprehensive database with streamlined workflows that enable efficient data entry and analysis by IOM staff and implementing partners. The Consultant is expected to support staff and partners with all reporting-related processes, including managing the reporting database, training relevant personnel, and ensuring sustainable internal capacity for data management.

In addition, the Consultant will ensure timely and high-quality reporting on MHPSS projects in line with donor requirements; refine the mission’s MHPSS data and information management systems to improve accuracy, usability, and integration; and build staff capacity to independently manage donor reporting processes. 

Organizational Department / Unit to which the Consultant is contributing   Mental Health and Psychosocial Support, IOM DRC.  Tasks to be performed under this contract  

•     System development follow-up. Support the ongoing development and rollout of the Kobo forms and CRM system for MHPSS programming, ensuring that workflows are clear, functional, and aligned with programme objectives.
•     Training manual preparation. Develop a user-friendly training manual for the Kobo forms and CRM system to enable national staff and partners to use the tools effectively and consistently (written in both English and French). This includes a system guide, a guide defining relevant subcategories and categories, a reporting SOP, and attendance sheets to support attendance tracking and data input.
•     Capacity building. Provide training to DRC-based MHPSS staff and selected partners on monitoring and evaluation (M&E), donor reporting, and related topics, ensuring they are able to independently manage reporting and data quality processes.
•     Partner engagement. Support the presentation of the systems to implementing partners, including guidance on how, when, and for what purposes they should use the tools, and how to assess whether the systems are functioning as intended.
•     Reporting and needs assessments. As required and in support of the IOM DRC M&E team and MHPSS M&E focal points, contribute to the drafting and review of narrative donor and M&E reports.
•     Handovers and supervision. Create comprehensive handovers and supervision mechanisms for all MHPSS reporting and M&E processes, ensuring sustainability and continuity in data handling and reporting.
•     System troubleshooting and expansion. Provide technical troubleshooting support where feasible, and advise on potential expansion of the CRM/Kobo systems to other programme areas (e.g., the Migration Health Division). This includes identifying broken information flows and coordinating with the Information Management (IM) team to ensure integration with dashboards or platforms such as PowerBI.
•     Research and partnerships. Contribute to the development of potential research collaborations and university partnerships in DRC, including inputs to the setup and implementation of a longitudinal study.
•     Other tasks. Perform other duties directly related to the objectives of the consultancy and within the agreed level of effort.
 

Performance indicators for the evaluation of results

a)    Maintain and refine a reporting database that enables IOM DRC MHPSS team members and partners to input data in accordance with IOM guidelines and donor requirements. This includes improving the MHPSS data and information management system, enhancing the accuracy, usability, and integration of data related to overall MHPSS activities.
b)    Training manual for Kobo and CRM finalized and submitted in English and French, including a system guide, guide defining categories/subcategories, reporting SOP, and standardized attendance sheets.
c)    Partner presentation package (slides, demo, or short briefing note; in English and French) prepared and delivered to implementing partners, explaining system functionality, timelines of use, and methods for validating correct operation.
d)    Provide a series of training sessions to MHPSS team members on the collecting and drafting IOM narrative report inputs and management of external reporting processes.
e)    Comprehensive handover note and supervision guidance prepared for all MHPSS reporting and M&E processes, ensuring sustainability and continuity of system use – deliverable by end of consultancy.
f)    Support the IOM DRC MHPSS reporting officer in writing all internal and donor reports for IOM DRC MHPSS under the consultancy period, including narrative reporting and requests for information.
 

Category B Consultants: Deliverable

Each deliverable will be supported by a monthly progress report outlining the progress in performing assigned tasks. Specifically:

Deliverable 1: Capacity building and system review:
•     Conduct initial review of existing MHPSS reporting and M&E systems (Kobo, CRM).
•     Identify key improvements and define workflow requirements with national staff.
•     Deliver at least one virtual or in-person training session for MHPSS staff on donor reporting and M&E fundamentals.
•     Submit a brief Inception Report summarizing findings, recommendations, and training outcomes.
Inception Report should be delivered by mail by November 30, 2025. 

Deliverable 2: System documentation and training materials:
•     Finalize and submit the bilingual (English/French) Training Manual for Kobo and CRM systems, including the system guide, category/subcategory definitions, reporting SOP, and standardized attendance sheets.
•     Develop and share the Partner Presentation Package (slides, demo, or short briefing note).
•     Conduct a training or orientation session for staff and partners based on the finalized materials.
•     Submit Progress Report summarizing activities, deliverables, and next steps.
Progress Report should be delivered by mail by December 31, 2025. 

Deliverable 3: Operationalization and donor reporting:
•     Support the MHPSS Reporting Officer in drafting and reviewing donor and internal reports.
•     Oversee system troubleshooting and provide recommendations for integration with the Information Management team (e.g., PowerBI or dashboards).
•     Initiate handover and supervision documentation for all MHPSS reporting and M&E processes.
•     Submit Progress Report detailing outputs, lessons learned, and draft handover content.
Progress Report should be delivered by mail by January 31, 2026.

Deliverable 4: Finalization and sustainability:
•     Complete and submit the Comprehensive Handover and Supervision Guidance for all MHPSS reporting and M&E processes.
•     Finalize review of the reporting database and ensure its usability by national staff and partners; if deficient, coordinate with the HQ IM team to identify and recommend necessary improvements.
•     Submit Final Report summarizing all activities, achievements, challenges, and recommendations for follow-up actions beyond the consultancy period.
Final Report should be delivered by mail by February 28, 2026. 
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