2. Purpose of the Request for Proposals:

The purpose of this request for proposals (RFP) is to solicit competitive offers for the provision of monitoring services for one project which is funded by JPF and implemented by a member NGO through its local partner.

JPF seeks to contract a Third-Party Monitoring (TPM) entity to independently verify project implementation, assess the quality and relevance of activities, gather beneficiary feedback, and provide practical recommendations to improve monitoring systems and overall program effectiveness. In particular, the TPM entity will serve as an essential quality assurance mechanism in project locations where JPF and member NGO has limited or no direct access. The outcomes of the monitoring assignment will inform adaptive management for the ongoing project and guide the design and implementation of similar future interventions. A public summary of the monitoring findings may also be developed to support transparency and accountability to donors and affected communities.

3. Scope of Services:

This assignment entails third-party monitoring of a single project funded by Japan Platform (JPF) and implemented by a member NGO in Syria, in partnership with a local organization. The selected contractor will conduct an independent, context-sensitive monitoring process to provide added value through verification, technical observation, and constructive feedback, without duplicating internal monitoring roles.

The monitoring will cover the implementation quality, documentation practices, adherence to standards, and feedback mechanisms, with a strong emphasis on beneficiary perspectives and accountability to affected populations.

Key focus areas include:

• Verification of outputs in education, vocational training, life skills, and internship components
• Assessment of outcomes, contextual relevance, and progress against targets
• Independent beneficiary and stakeholder feedback using gender-sensitive, age-appropriate methods
• Review of participation and accountability mechanisms, especially complaint and feedback systems
• Technical observations of project delivery and engagement
• Evaluation of the monitoring and reporting systems used by the local partner
• Follow-up with past beneficiaries to assess medium-term impact
• Operational recommendations for improving current and future programming
• Review of technical capacities and support structures of all implementing actors
• Assessment of project visibility and communication at the community level

The methodology must follow the Core Humanitarian Standards (CHS) and employ a mixed-methods approach, including desk review, field visits, structured observations, KIIs, FGDs, and surveys. Access to Deir ez-Zor Governorate must be secured by the contractor.

Qualified teams with expertise in education, youth livelihoods, and third-party monitoring in humanitarian contexts are encouraged to apply. Bidders must also ensure safety, legal compliance, and confidentiality throughout the assignment.

4. Deliverables

The selected contractor will report directly to Japan Platform (JPF) and collaborate closely with the implementing member NGO and local partner organization in Syria. While maintaining an independent monitoring role, the contractor is expected to engage in a collaborative and non-intrusive manner, respecting the sensitivities of the local context. The contractor will provide timely updates and alert JPF to any critical issues during the assignment period.

Specific tools, templates, and reporting formats will be jointly developed and agreed upon during the inception phase. All reports and deliverables must adhere to these agreed formats. Where standardized templates are not applicable, approaches will be defined and approved during the inception phase.

Key deliverables include:

• Kick-Off Meeting: An initial meeting with JPF, the member NGO, and local partner to align expectations, clarify roles, and initiate information sharing for the inception phase.
• Inception Report & Inception Meeting: A comprehensive inception report outlining the proposed methodology, data collection plan, field visit schedule, sampling strategy, stakeholder list, and risk mitigation measures. The report will be finalized following an inception meeting with JPF and partners.
• Data Collection Tools: Tailored tools for monitoring various project components (e.g., education, vocational training, life skills, internship) developed with sensitivity to age, gender, and local context.
• Progress Updates: Concise weekly or monthly updates (based on agreement) highlighting progress, challenges, preliminary findings, and adaptive recommendations.
• Success Story: At least one success story will be documented through beneficiary engagement, demonstrating the impact of the project with consented quotes and visuals.
• Final Monitoring Report: A draft and final version of a comprehensive monitoring report, incorporating two rounds of feedback. The report will cover implementation quality, beneficiary feedback, key findings, lessons learned, and actionable recommendations.
• Raw Data and Visuals: Submission of all collected raw data, transcripts, cleaned datasets, anonymized notes, and visual materials in an organized and accessible format.
• Debriefing Workshops: Two debriefings at the conclusion of the assignment — one with the local partner (in the appropriate local language) and one with JPF and the member NGO (in English), to discuss key findings and strategic recommendations.

The contractor must uphold confidentiality, safeguarding, and ethical monitoring standards throughout the assignment. Regular coordination with JPF is expected to ensure alignment, address operational challenges, and maintain high-quality monitoring standards.