Monitoring and Evaluation Specialist

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MINISTRY OF HEALTH

Terms of Reference

Position Code :
Position Title: Monitoring and Evaluation Specialist
Unit: Department of Planning, Monitoring and Evaluation, Directorate of Planning and Finance, MoH
Reporting to: Head of the Department of Planning, Monitoring and Evaluation, MoH
Version: December 2008
Position Start: March 30, 2009
Position End: March 30. 2010 (12 months – initial term)
Input: First year
Probation period 3 Months
Supervises: Nil
Assessment: Annual


Background of the Project

The Government of Timor Leste has received International Development Agency (World Bank – IDA) grant together with AusAID Trust Fund Grant for the Health Sector Strategic Plan – Support Project (HSSP-SP). The overall objective of the project is to improve the quality and coverage of preventive and curative health services, particularly for women and children, in order to accelerate progress toward the Health Millennium Development Goals (MDGs). Specifically, the project aims to improve accessibility to and demand for quality health services, strengthen management, human resource development, and support systems, and improve overall coordination, planning and monitoring.

The health sector has been among the best-performing ministries in terms of performance and budget execution, but the recent increases in government revenues poses a challenge to ensure efficient utilization and execution of both budgetary resources and international assistance, particularly at the district level.

Monitoring and Evaluation Technical Support position is established within the Department of Planning, Monitoring and Evaluation under the Directorate of Planning and Finance, MoH to capacitate the mentioned Department staff in the development of necessary M&E tools, guidelines policies and to provide training on data management and implementation of the routine monitoring activities for the MoH programs and projects.

As this activity complementing one of the main objectives of the Ministry of Health’s policy from 2009 onwards, this fundamental component will address critical gaps in supporting and scaling up the national response in various aspects including the following objectives:


a. To promote and increase local capacity performances in Monitoring and Evaluation System;
b. To improve and increase motivation for all local health professionals;
c. To ensure that Data and Information about health are available and accessed anytime;
d. To provide reliable data and Information by improving National and Districts Health Information database;

Objective of the Assignment

The M & E Specialist will provide ongoing support in terms of setting up Monitoring and Evaluation Tools and Health Reporting Mechanism for Central Health Services, National Hospital Guido Valadares / All Referral Hospitals, SAMES, National Laboratory, Institute of Health Science and other personalized Health Institution and all Districts Health Services.
Duration of the Assignment:
The assignment will be initially for a period of 12 months, subject to review of satisfactory performance at the end of the first 3-month probationary period. After completion of 12 months, subject to a full performance review, the availability of funding and the circumstances of the Ministry prevailing at that time, an extension to the contract may be considered.

Scope of Services

The Monitoring and Evaluation Specialist is required to do the following;

1. General Requirements

a. To submit monthly workplan based on the statement in the ToR/Duty Statement;
b. To work effectively in the provision of work assignments;
c. To actively participate in relevant meetings and forums;
d. To be productive and timely in meeting work output requirements;
e. To abide by the policies and procedures of the Ministry of Health and the funding organization;
f. To facilitate an effective and safe working environment and work in a manner that promotes safety for self and others;
g. To promote good relationship with all MoH officials including all TAs and external partners as a mean of advocating the national interests;
h. To ensure that the accessibility of Data and Information are available and accessible for all service providers at the National and Districts.

2. Specific Responsibilities

The main job of the M & E Specialist is to provide technical advice on the development of a comprehensive M & E Plan, M&E tools and guidelines, M & E policies for the implementation of the national Health Programs and Projects. Specifically, the Specialist shall work closely with the Head of the Department of Planning, Monitoring and Evaluation, MoH, and other relevant Departments within MoH and technical partners, stakeholders, including WHO. The main responsibilities of the incumbent are:

1. To develop an integrated M&E Plan and M&E Tools for the Ministry of Health, Timor-Leste;

2. In coordination with other relevant advisor, to develop M&E Software;

3. To Work with M&E Officer within the Department of Planning, Monitoring and Evaluation to draft a comprehensive M&E Plan for Health Sector Strategic Plan – Support Project ( HSSP-SP);

4. Develop M&E operational guidelines for HSSP-SP and other related programs and projects that shall serve as a reference guide for the Department of Planning, Monitoring and Evaluation and MoH staff for planning and implementation of M & E activities;

5. Develop training syllabus and trainer’s guide for training on M&E activities for the Department of Planning, Monitoring and Evaluation staff specifically and MoH generally, including Sub-Recipients of the HSSP-SP Grants.

6. Under the Instruction of the Department of Planning, Monitoring and Evaluation and in collaboration with relevant Departments of MOH, support the implementation of monitoring and evaluation activities for programs and projects implemented by the Ministry of Health and Non Government Organizations as MoH counterparts;

7. Support the Integrated Disease Surveillance System (IDSS) and Health Management and Information System (HMIS) to monitor the implementation of these systems, identify the gaps and provide recommendation to improve the system in terms of timeliness and completeness for adequacy M&E purpose;

8. Develop research protocols for M&E purposes to support the implementation of program activities, such as baseline data, periodic assessment, monitoring and evaluation of HSSP-SP activities;

9. Gather and collect data from various sources to support the implementation of Health programs e.g. Surveys, Researches Studies, Publications, Journals, etc;

10. Assist the Department of Planning, Monitoring and Evaluation and other relevant Department of MoH and Non Government Organization (Sub-recipients) in implementing National M&E plan;

11. Document lessons learned in the implementation of M&E activities and suggest actions to improve the M&E system;

12. Provide reports and documentation to the Head of the Department of Planning, Monitoring and Evaluation as output of the scope of work performed during the engagement period;

13. Perform other tasks/responsibilities in relation to his/her function as assigned by the Head of the Department of Planning, Monitoring and Evaluation, MoH;

Transfer of Knowledge

The M&E Specialist is to implement an effective strategy to improve the capacity of local technical M&E officers in order to develop and improve the capacity of local staff. This is to occur through training and transferring skills to all service providers at the National, all personalized Health Institutions, District and CHCs staffs.

The M&E Specialist is expected to implement training program, through on-the-job training that should be commensurate of the trainees’ involvement, their part-time or full-time availability, organizational arrangements and other available time.

Commitment to the training is to be fostered by the evaluation of progress through tests. The Specialist is to prepare evaluation reports for the benefit of trainees and Ministry staff.

List of Reports, Schedule of Deliverables, Period of Performance

Reports and Deliverables Schedule Remarks
Monthly Report 5 days after each month
Quarterly Report 15 days after 3 months
Final Report 30 days prior to completion

Probation Period: 3 months from time of engagement. Prior to the completion of this period, the Ministry will decide if to continue the services of the specialist or not. If services are to be terminated, then 30 days notice will be provided, during this time the specialist is to handover all information, material, data and equipment relating to the service and in his/her position, to a person nominated by the Ministry.

Performance Assessment: At the end of the contract period or annual basis, whichever is the lesser; the ministry will provide an assessment of the Specialist’s performance and provide a written summary.

Data, Local Services and Facilities to be provided for the Specialist

The Ministry will provide the following items for use by the specialist:

a. Office space, office furniture and access to office equipment, phone and internet, as required;
b. Access to Desk Computer (the consultant is required to use his/her own laptop);
c. Vehicle for travel outside of Dili only (not private use);

Institutional Arrangements

Refer to attached organogram.

The M&E Specialist will work closely with the Head of the Department of Planning, Monitoring and Evaluation as his/her counterpart on day to day basis.

The M&E Specialist will work under the supervision of the Head of the Department of Planning, Monitoring and Evaluation, Directorate of Planning and Finance, MoH.

On contractual issues the specialist will report to the Head of Department of Partnership Management.

Position will be based in the Capital City of Dili, Timor Leste, with intensive travel to District and Sub Districts/Health Posts.

Qualifications and Experience

It’s expected that the specialist will have the following qualifications and experience:


1. Master in Public Health or equivalent.
2. At least 5 years experiences in the area of Monitoring and Evaluation;
3. Skills and experience in Monitoring and evaluation of health programs;
4. Experience working in developing countries;
5. Understanding of Health Services Management;
6. High level analytical and problem skills solving;
7. High level interpersonal and oral and written communication skills;
8. Skills in training and mentoring staff;
9. Ability to analyze and interpret M/E needs, risks and develop appropriate implementation strategies and programs.
10. Ability to develop and maintain effective partnerships and networks with key stakeholders.
11. Good communication in English; (Tetun, Bahasa Indonesia and Portuguese are desirable).

Send applications to: cams.moh@gmail.com

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