INSTALLATION OF AN ONLINE MONITORING AND EVALUATION SYSTEM AND STAFF TRAINING.
BACKGROUND.
Civil Society Education Coalition (CSEC) is an alliance of presently 92 diverse independent and voluntary organizations such as non – governmental organizations, community-based organizations, trade unions and faith-based organizations which promote quality education in Malawi. As a collective voice, CSEC was set up to complement government’s efforts in piloting innovations, coordinating non-state actors, shaping policy discourse, lobbying for increased budget allocation, as well as tracking the utilization of resources committed to the education sector. The Coalition is fully registered with the Malawi Government under the Trustees Incorporation Act (CAP 5:03). The Coalition is also a member of the Council for Non- Governmental Organizations in Malawi and the Non-Governmental Organization Board of Malawi.
The Coalition is strengthening its Monitoring, Evaluation, and Learning function to ensure effective Results Based Management across all projects and programs. Currently, monitoring systems operate in fragmented formats, limiting real time data access, harmonized reporting, and institutional learning.
To address this gap, the Coalition intends to procure and install an integrated online M&E system and engage a qualified consultant to configure the system and build staff capacity to ensure effective utilization.
PURPOSE OF THE ASSIGNMENT
The purpose of this consultancy is to:
Install and configure an online M&E system aligned to the organization’s needs.
Align the system with the organization’s strategic plan, log frames, and indicators.
Ensure the system supports Results Based Management principles.
Train and Strengthen staff capacity to effectively manage data, reporting, learning, and accountability.
SCOPE OF WORK
The selected consultant/firm will be responsible for the following:
A. System Installation and Configuration
Install and configure the online M&E system.
Customize the system to reflect:
Organizational strategic objectives
Project log frames and performance indicators
Output, outcome, and impact tracking
Design user access levels and data security protocols.
Develop dashboards for real time performance tracking.
Ensure compatibility with existing organizational systems.
Conduct system testing and troubleshooting.
Provide system documentation and user manuals.
B. Data Migration and Setup
Support migration of existing project data into the new system.
Set up reporting templates aligned with donor and organizational requirements.
Establish data collection, verification, and reporting workflows.
C. Staff Training and Capacity Building
Develop a practical training curriculum and materials.
Conduct training sessions for:
Management team
Program staff
M&E personnel
Finance and relevant support staff
3. Train staff on:
System navigation and data entry
Indicator tracking and reporting
Data analysis and dashboard interpretation
Results-Based Management principles
Data quality assurance
4. Provide post training technical support for a defined period.
Deliverables
The consultant is expected to deliver:
Fully installed and functional online M&E system.
Customized dashboards and reporting templates.
User access structure and security setup.
Data migration completion report.
Conducted staff training sessions.
Final assignment report including recommendations.
Post-installation support (minimum agreed support period i.e. 3 months).
DURATION OF THE ASSIGNMENT
The assignment is expected to be completed within a period of four weeks from the date of contract signing.
REQUIRED QUALIFICATIONS AND EXPERIENCE
The consultant should possess:
Proven experience in installing and customizing online M&E systems.
Demonstrated expertise in Results-Based Management.
Experience working with NGOs or development organizations.
Strong knowledge of data management, dashboards, and reporting tools.
Experience in conducting staff capacity building training.
At least 5 years of relevant professional experience.
REPORTING AND SUPERVISION
The consultant will report to the Programs Manager and the MEAL Coordinator. All deliverables will be reviewed and approved by the organization’s management team.
PAYMENT TERMS
Payments will be milestone based,
50% upon signing of contract
30% upon installation and customization
20% upon completion of training and submission and approval of final report.
PROPOSAL SUBMISSION REQUIREMENTS
Interested consultants should submit:
Technical proposal outlining approach and methodology
Financial proposal
Evidence of previous similar assignments
Consultant profile
Reference
MODE OF APPLICATION
Interested consultants are invited to submit their applications, which should include:
A detailed technical proposal outlining their understanding of the Terms of Reference (TORs) and the proposed methodology for carrying out the assignment;
A financial proposal presenting a clearly itemized and broken-down budget for the assignment;
A detailed consultant profile, highlighting relevant qualifications and experience in undertaking similar assignments;
At least one example of previous similar work conducted.
Applications should be clearly marked “INSTALLATION OF ONLINE M&E SYSTEM” and submitted via email to:
The Executive Director
Civil Society Education Coalition (CSEC)
Chitukula Road, Area 47/4/719
P.O. Box 30736
Lilongwe 3
Tel: 265 1 762 210
Email: kkumwenda04@gmail.com and copy alimbire.makumba@gmail.com, csec@csecmalawi.com
Closing date: 31st March 2026
