Monitoring, Evaluation, Accountability and Learning (MEAL) Manager in Lumos Foundation Ukraine

ABOUT LUMOS

Lumos is an international children’s charity founded in 2005 by the author J.K. Rowling to promote every child’s right to a family by transforming care systems around the world. Our vision is for all children to grow up in safe and loving families.

Despite clear evidence of the harms of institutionalization, an estimated 5.4 million children worldwide continue to live in institutions. Separated from their families and communities, these children are deprived of the love, attention, and opportunities they need to thrive. Our three-pronged approach is to prevent family separation, to protect children and to promote care reform. We’ve made important progress in closing harmful institutions and reuniting children with their families. And where children are unable to live with their birth families, we promote alternative family-based care, such as kinship care and quality foster care. Thanks to our tireless efforts alongside many other champions of care reform, the harms of institutionalization are now more widely understood. A global movement is underway and the UN, the EU and some large development agencies have joined individual countries in pledging to change how they care for vulnerable children. We are committed to ensuring that global policy commitments are translated into local action, leading to sustainable change for vulnerable children.

Find out more about our work at www.wearelumos.org

BACKGROUND

Lumos has been working in Ukraine since 2013, supporting local and national authorities to transform care and child protection systems so that children can live at home with their families rather than in institutions. While the outbreak of violence interrupted our work in the Eastern regions in 2014, in 2016 we revitalized our work in Ukraine, supporting authorities with policy development and implementation of childcare and child protection reforms and development of inclusive education with a strong component of child and youth participation.

Following the start of war in February 2022, Lumos has pivoted to provide emergency aid to most vulnerable children and families in the Zhytomyr, Odesa, Sumi and Kharkov regions, including food, medicine, hygiene kits, fuel and psycho-social support. We’ve also trained specialists across the country in mental health and psychosocial support to vulnerable children and their families.

To secure a more targeted mission specific response and consistent technical assistance and expert advice to strategic governmental and non-governmental partners in care reform, Lumos was legally registered in Ukraine in 2023.

The Government of Ukraine in 2024 developed and approved the Inclusive Education Strategy and the Strategy Child Care reform. These papers were developed with contributions of the key international partners. Lumos provided technical expertise and guidance on both papers, leading on the development of the Inclusive Education Strategy.

Lumos long-term ambition is to accompany the Ukrainian authorities in the transformation of the childcare and child protection system, and within the development of the inclusive education system to ensure that children in Ukraine thrive in families. 

To ensure effective implementation of the project, Lumos will establish and operationalise an efficient MEAL system, communication and accountability of affected population, to collect and process data which enables Lumos to improve the ecosystem of information management, data quality and use, and strengthen knowledge sharing, accountability, and learning. For this purpose, Lumos is hiring a Monitoring, Evaluation, Accountability and Learning Manager

Position Overview

The Monitoring, Evaluation, Accountability and Learning Manager will contribute to the project deliverables of the “Integrated Education, Child Protection, Resilience and Inclusion to war-affected, vulnerable, IDP children and caregivers in North and East of Ukraine” Project are achieved, analysed and reported to Donor due to the comprehensive, well-balanced M&E system, strong coordination and management of all partners, stakeholders involved 

Roles and Responsibilities:

Project Management

Lead on the development and oversee the roll-out of the project’s MEAL system, (emergency & development), M&E Plan, ensuring accountability to donors and beneficiaries.

1. Organise and coordinate the work of the MEAL, AAP, communication officers of the sub-impelementing (STEP, LMW, Crisis MHPSS Center), local partners, regional staff to provide timely technical assistance, ensure the project efficiency in obtaining set-up indicators and provide timely reports to dornor, OCHA clusters
2. Strengthen, in collaboration with Lumos UK PMO, project team members and partners, the project M&E Plan, to track and evidence project results at different levels (outputs, outcomes, impact) and assess implementation progress against relevance, timeliness, quality and satisfaction
3. Strengthen capacity on all aspects of MEAL to project team members and implementing partners in developing/maintaining an efficient information management system.
4. Develop, provide monitoring tools to the implementing partners, organise relevant trainings for them to master the tools
5. Manage the regular internal weekly, monthly and quarterly, semianuual and annual reporting on the resuts obtained due to the developed and provided templates

Monitoring, Evaluation, Reporting and Capture of Learning

1. Responsible to ensure that the Ukraine project delivers on all internal M&E requirements in a timely manner and with high quality information, including reporting on project indicators and quarterly reports, total direct and indirect reach data. 
2. Ensure all data/information is collected, stored, and managed in accordance with Lumos Data Protection Policy.
3. In collaboration with Lumos UK PMO and relevant project team members, review, adapt and/or develop new data collection tools for on-line and in-person modalities, and appropriate methodologies/mechanisms to ensure the quality implementation and monitoring of the following project activities:

3.1. Rapid contextual needs assessment in targeted hromadas together with the local and implementing partners in Kharkivska, Sumska, Dnipropetrivska, Zaporizhia Oblasts to identify displaced, non-displaced, returnee children and their families with limited/ no access to support systems (humanitarian assistance, MHPSS, social protection, education) to ensure reaching the deliverables;

3.2. Pre- and post-training evaluations to assess the training needs, satisfaction of attendees, changes in their knowledge and skills;

3.3. Record the support provision for different beneficiary target groups, disaggregated by gender, age, disability, vulnerability type and/or other indicators in accordance with project requirements. 

3.4. Contribute to establishing and managing the accountability to beneficiaries’ mechanism through engaging target communities, including children, parents/caregivers and authorities in all aspects of the project from design, implementation to monitoring, and by building capacities of local civil society organisations in relevant areas;

3.5. Contribute to the development of an appropriate complaints and feedback mechanism together with the Child Protection Manager and MHPSS to enable beneficiaries to report any safeguarding concerns, including SEA, and other concerns. Maintain complaints and feedback tracking database and do follow up on complaints to reach a resolution involving relevant Project staff;

3.6. Together with Lumos and partners, develop the monitoring visits reporting templates, duideline and carry out field monitoring/follow-up visits to assess and report on the project output and outcomes delivery. This will combine aspects of verification (obtaining evidence, including visibility, that the assistance has reached targeted persons in accordance with the OCHA Ukraine standards of provision) and identifying what difference the assistance has made to the lives of those in receipt of assistance and will include quantitative and qualitative tools.

1. Ensure that tools, trackers, databases, including visibility and verification means, are filled in at intervals consistent with the Project requirements and are regularly updated and adjusted to support compliance/quality.
2. Integrate, as appropriate, the Project MEAL system, M&E Plan into the organisational overarching MEAL framework, under the guidance of and in collaboration with Lumos UK PMO team.
3. Develop and submit regular reports to Activity.Info, donors, HQ due to the developed schedule

Methodological support and maintenance

1. Produce information management products: dashboards, infographics, tables, graphs, etc. – in an appropriate format for reporting and illustration purposes to Lumos HQ, donors, and OCHA clusters, as required, to reveal the impact of the project on the beneficiaries. 
2. In collaboration with the Project Manager, facilitate learning opportunities to capture, document and disseminate lessons learned for internal and external purposes. Reporting will include identifying any significant deviation reporting with supporting explanations, and any recommendations for ‘course corrections’ to the overall Project workplan. 
3. All tool development and process guides developed as part of MEAL will integrate aspects of Participation of People with Lived Experience wherever possible, this may include working with youth advocates to be part of monitoring teams beyond seeking their views as recipients of assistance.
4. Carry out any other MEAL or project-related assignments as requested, to achieve the scope of the role.

Reporting

Completion of reports (monthly, quarterly, bi-annual and other as required by the donor) on project implementation and fulfilment of all internal monitoring and evaluation requirements and timely preparation of high-quality information, including reporting on direct and indirect coverage

Qualification, experience, and competencies required

• Bachelor’s/master's degree in international development, Social Sciences, Public Administration, Education, Law or other relevant domains;
• Good knowledge of MEAL approaches and techniques in some or all the following areas: outputs, outcome monitoring; logical frameworks, data collection, basic data analysis, accountability, feedback mechanisms;
• Good knowledge of the Ukrainian regulatory framework on children’s rights domain, child protection, public administration;
• At least 3 years of prior work experience in relevant MEAL fields.
• Experience within the humanitarian context;
• Demonstrated experience in developing monitoring plans, data collection tools and protocols, conducting data collection, designing, and managing databases, and analysing data;
• Proven technical skills in monitoring and evaluation and experience with both qualitative and quantitative data collection and analysis.
• Proficiency and experience with using relevant software data collection. Full command of Microsoft applications: Word, Excel (including ability to use pivot tables for analysis and presentation), PowerPoint, etc.
• Excellent analytical, presentation, and report writing skills.
• A strong drive for results.
• Flexibility and ability to prioritise tasks and work under pressure and in constantly evolving work environments. 
• Ability to travel in the field;
• Fluency in oral and written Ukrainian. Knowledge of English will be an asset.
• Ability to work under pressure and under tight deadlines with minimal supervision.

Special Requirements

1. The Consultant has the responsibility to review and adhere to organisational policies of Lumos: 

• Safeguarding Policy;
• Whistleblowing Policy;
• Data Protection Policy.

1. A breach of Lumos policies may result in termination of the consultancy agreement.

Values

Children are at the heart of everything we do. Every child needs love and care in order to flourish – and we’re proud that this is reflected in the values we hold within our organisation. We want to see all children grow up in safe and loving families. Our core values drive us forward in our vision, underpin every aspect of our work and strategy and are critical to helping us maintain a thriving and effective organisation. By making sure every individual feels valued and empowered, we can bring about the very best outcomes for the children we serve. 

The Consultant must act in accordance with Lumos’ values:

• We embrace Collaboration;
• We strive for Excellence;
• We show Respect;
• We always Care;
• We are Passionate.

Safeguarding Statement 

Lumos has a zero-tolerance approach towards all forms of bullying, harassment, sexual exploitation and abuse or any other form of maltreatment, whether towards children, adults at risk, colleagues or anyone else.   

Lumos recognises that the rights of safety and security are aligned with its core mission of ending institutionalisation.  Effective and robust safeguarding sit at the heart of our mission and values, and accordingly, Lumos is committed to ensuring the safety and protection of children and adults at risk in all of its work.  We expect all staff, associates and volunteers to share this commitment.  

Lumos is a member of the Inter Agency Misconduct Disclosure Scheme and will carefully screen all applicants and any offers of employment are subject to checks and suitable references.  Lumos has a comprehensive safeguarding and PSEA policy, including expectations for behaviour and conduct that must be followed at all times, as well as an expectation that staff and associates act in accordance with the  Rules for Sexual Conduct for Humanitarian Workers.  Additionally, Lumos also invests in ensuring accessible reporting and feedback and complaints mechanisms for children, adults at risk and partners to monitor the appropriateness and effectiveness of Lumos work.  Lone working with children and adults at risk is not permitted without prior approval and risk assessment.  Staff and associates will be required to sign the safeguarding policy, complete a self-declaration and will be provided with a comprehensive safeguarding induction to understanding of Lumos policies and how to implement them in our work. 

EDI Statement  

Lumos is wholly committed to equality, diversity and inclusion and against all forms of discrimination.  We are committed to creating and sustaining a positive working environment that encourages, supports and gives a voice to all, so that we can best support the children we serve.  We must ensure that all staff are equally valued, included, empowered, and respected across the organisation and in everything we do.  Lumos is fundamentally built on diverse, multi-national and multi-cultural teams.  This is something we cherish as a key strength and an integral part of our identity.  Our organisation values and celebrates the diversity, culture, and experience of each member of staff, provides equality of care and support to everyone.   We pledge to listen carefully, to educate ourselves continually, to promote an open dialogue and to seek out and deal with discrimination and prejudice wherever it occurs in Lumos.