ToR Title Baseline Survey Consultant
Organization CARE International Timor Leste
Location Dili and Atsabe, Timor Leste
Application Deadline Sunday 3rd April 2016
Type of Contract Consultancy
Language(s) required English Required. Tetum, Mambae or Kemak an advantage
Applications sent to

Start Date 1st May 2016
Duration 12 working days before 17th June


  1. Background



CARE is an international organization working to end poverty and social injustice and bring about lasting, sustainable change in communities. CARE works in over 80 countries around the world to help overcome poverty by supporting development projects and providing emergency relief. A non-religious and non-political organization, we know that achieving gender equality, increasing inclusive governance and strengthening community resilience are critical in achieving sustainable outcomes.


In Timor Leste, CARE’s goal is to improve the wellbeing and voice of women and girls in rural disadvantaged areas as we know they are the most disadvantaged members of society. We do this through our thematic priority areas of sexual reproductive and maternal health and rights, education, women’s economic empowerment and women’s voice. CARE uses a number of approaches including the Gender Equality Framework, engaging men and boys, working in partnership, robust monitoring evaluation learning and impact and a commitment to accountability and inclusion.



Ermera district is considered one of the disadvantaged rural areas and the high percentage of food insecurity and wasting (32.9%) among under-five children there is an indicator of the level of poverty. The project will therefore focus on 4 sucos in Atsabe sub-district of Ermera, which are highly vulnerable due to being in a very remote location with difficult access. The potential for agricultural development though remains high, as there is access to water and good soil. However, the high dependency on coffee production in the region has resulted in unstable agricultural production for food security. The project will seek to balance the current high dependency on coffee production with the development of disaster-resilient sustainable and diversified livelihoods in order to improve the living conditions of the people and to strengthen local resilience to adapt to the adverse effects of climate change and emergencies.

Women in Ermera, similarly to the rest of the country, play a critical role in agricultural production. However, a number of factors, including women’s responsibilities for domestic work, their lack of capacity building opportunities and weak decision-making power within and outside of their family as a consequence of the patriarchal nature of Timorese culture, hinders women’s potential to maximize their contribution to improving their livelihoods through agriculture.

The HAFORSA Project, funded by the Government of Japan, aims at improving agricultural livelihood opportunities in Atsabe, Sub-district of Ermera towards poverty reduction. To attain this objective, the project’s outputs are structured as follows.


Output1: Capacity of farmers in Atsabe is strengthened to have diversified and sustainable livelihoods in agriculture.

Output 2: Capacity of women belonging to target farmer groups is strengthened to participate in livelihood activities.


Under the first output, the project initially intends to gather and analyze information on the vulnerability and adaptive capacity of communities, households and individuals to identify the challenges, potential agricultural products, and most suitable production methodology by conducting Climate Vulnerability Change Assessments (CVCAs).  Based on the information from CVCA, training on best agriculture practices, post-harvest and processing, and basic business planning training will be given to the identified target farmers, along with the demonstrations for best agriculture practices, soil and water protection. In the final year of the project (the third year), it is envisaged that all the target 22 aldeias will have prepared the Aldeia Resilient Action Plan (ARAP) and started implementation.


Towards the achievement of the second output, the HAFORSA Project will ensure that approximately half of the participants in all activities are women, including the members of the 10 newly formed women’s farmers groups as well as the mixed farmers groups. Further, training on women’s leadership, gender equality training, and group sessions for men will be held to sensitize both men and women about gender equality and engage men to support women’s increased engagement in livelihood activities. In this regard, the project will adopt CARE’s women’s empowerment framework which is threefold: (i) working with women to increase their own skills and capacities (agency); (ii) working with communities, men and others to address power imbalances, roles and status of women (relationships); and (iii) working with the wider political and social environment to ensure women’s rights are adequately recognized and upheld (structures). This holistic approach ensures that the various barriers to women’s empowerment, participation and equality are addressed.

  1. Objectives/Purpose/Key Responsibilities

In order to collect necessary information for the project baseline, project set-up and to assess the current socio-economic situation of the target farmers and the communities of Atsabe, Ermera, CITL will carry out a baseline survey in line with the HAFORSA Monitoring, Evaluation, and Learning (MEL) Plan and Framework (MELF), Project Document and donor log frame.


The consultant is expected to design and conduct the baseline survey in four sucos in Atsabe Sub-district  for the following specific purposes:


  • Provide baseline information based on the MELF indicators so that the progress, effectiveness, and impact of the project can be measured during and at the end of the project.
  • Provide information that will be useful for designing and planning of the project activities of HAFORSA Project (information may include: locally producing products, desirable products, challenges that farmers are facing, impact and sustainability of previous projects in the area and current Farmer’s Groups)
  • Assist in identifying target beneficiaries / stakeholders and their needs and challenges (for e.g.: which NGOs or donors already have interventions in agriculture areas, if relevant)
  • Identify the information gaps which cannot be covered under the baseline survey but should be included in the Climate Vulnerability and Capacity Assessments (CVCAs) to be held once the project intervention at the aldeia level commences.


  1. Specific Tasks
  • Carry out desk review of the relevant documents and develop the methodology, analysis framework and tools for the baseline survey including the approach to be used, sampling and site selection, details of planned analysis and use of statistical tests, and the proposed survey plan.
  • Develop tools and associated guidance to be used for the baseline in consultation with HAFORSA Project Staff and the relevant Country Office staff. This should include both field data collection and data entry tools/formats.
  • Carry out a training with the HAFORSA Project team and data collectors on the overall baseline objectives and process, use of the tools, ethical protocols, quality assurance and data entry plans.
  • Pre-test the questionnaire at the control site.
  • Lead the implementation of the baseline activities and quality assurance in the field, with logistical support from CITL and the project team.
  • Debrief CITL management and the HAFORSA to discuss the initial findings.
  • Analyze the gathered information and data and systematize them.
  • Draft the Baseline Survey, incorporate the inputs from the relevant staff, and submit the final baseline report.


  1. Expected Results or Outputs

By the end of the baseline survey, the following deliverables are expected:

  • Methodology for field work and analysis. The proposed methodology must have sufficient rigor for ensuring the information reported is within the confidence levels required by CARE.
  • Tools to be used for the baseline
  • Training session with the HAFORSA Project team and data collectors
  • Final Baseline report  (as per CITL format to be provided) including the summary, findings, and recommendations, and stakeholders active in Atsabe
  • Learning brief on impacts and sustainability of previous projects (HAN)


  1. Key Evaluation Questions and key indicators

The baseline survey is the first activity in the HAFORSA MEL plan and it seeks ultimately to support the projects’ ability to answer the identified key evaluation questions. The baseline should therefore be guided by the HAFORSA Monitoring, Evaluation, and Learning (MEL) Plan and Framework (MELF) and Project Document. The key evaluation questions (KEQ) are:


  1. What immediate impacts and changes for women, men and their families have resulted from the project and how do these contribute to long term impact (LTP) and transformational change in gender equality?
  2. How effective has the project been in achieving end of project goal and objective? Have incomes and livelihood opportunities increased based on increased farmer capacity (especially women)?
  3. How and why were key project approaches relevant and successful in achieving the project goal and objective and in increasing women’s economic empowerment?
  4. How efficient and appropriate was the implementation of the project? Considering group formation and support, interaction with other projects. What best practices or other learning has been identified here?
  5. How sustainable and enduring is the HAFORSA project in terms of both the impact of the project and the farmers groups themselves?

The baseline will provide vital information to later measure relevant indicators under these questions, as well as providing important information to support the effective start up of the project. This should include some research and analysis around the impact and sustainability of previous work in the area, particularly CARE’s HAN project, to draw on successes and lessons to inform future programming. While the baseline will not provide information all the indicators in the MEL Framework (some will come from the CVCAs), it is expected to feed information for some of the indicators as well as the socio-economic information that will be useful to capture the situation of the communities and farmers and to plan the activities.  Proposed indicators to be covered by the baseline (to be finalized) include but not limited to the following:


KEQ1: Impact and gender equality


  • % of women reporting their families’ support to their participation in training and farming activities
  • % of women reporting that they feel more confident due to the project activities when asked what the benefits of the project have been
  • % of women reporting that male members of Farmers Groups and male community members including staff of local authorities of suco/aldeia support their participation in training and farming activities and community planning meetings.


KEQ2: Results-goal and objectives


  • % of farmers who have increased their livelihoods activities by the end of the project
  • % of farmers who sell products monthly through economic initiatives linked with markets
  • % of farmers who have increased products, either in terms of an increase yield of existing crops, increased varieties of crops, or at least one new processed product
  • % of participants in basic business planning who prepared a business plan
  • Number of women taking on leadership roles within Farmer’s Groups and the wider community
  • % of the participants understand what GE means in their context (perception check)



KEQ3: Approaches

  • % of training and activities led or co-facilitated with extension officers
  • % of women who are participating actively in agri-business activities (as individuals and/or as members of FGs and women’s groups (WGs).


Socio-economic information may include the level of current income and expenditure as a household and as an individual woman, current role in the community (ex: PTA member, suco council member), participation in any training, decision making in expenditure and agriculture matters, access to market,  etc.


  1. Methodology

It is expected that the consultant for the baseline will propose the methodology and the tools to be used that are best suited to the project and context. The indicators in the MEL Plan include a mixture of both quantitative and qualitative information in order to capture not only results but also to better understand underlying causes.  While some information should be available from the existing reports and documents, the majority of the information should be collected from interviews, surveys, focus group discussions or other activities as relevant at the field level, with some information gathering at the central level.


It is crucial to ensure the participation of the members from the existing farmers groups as well as the potential women’s farmers group, although the baseline will not cover all the beneficiaries. The process should be as participatory as possible.  Methods for verification of the collected baseline information should also be taken into consideration.



The Baseline Survey will be conducted in three phases between May and June 2016, including a field work component.


Phase 1: Desk Review and Design (3 days)

From early to mid May, the consultant will conduct a desk review of relevant project documentation such as project design, MEL, work plans, baseline survey from other projects in the same target areas, and other secondary data sources. The methodology for the baseline survey should include the approach to be used, sampling and site selection, details of planned analysis, and the use of statistical tests, as well as the proposed survey plan. Tools may include: questionnaires; key informant interview guides/outlines for stakeholders; focus group discussions or others as relevant. Tools and guidance should be prepared to inform the baseline for some of the indicators in MEL Framework as well as socio-economic situations in the target communities. The final methodology should be designed and submitted to the CITL team for feedback and approval.


Phase 2: Field Work (7 days)

From mid/end of May 2016, the Baseline survey team will undertake the data collection component in the field. This team will comprise of the lead consultant, HAFORSA Project Team Managers (Project Supervisor/Deputy Project Manager), Field Team members, and temporary data collectors.


The Baseline team should undertake the following activities:

  • Training to the project team and temporary data collectors on the baseline process, how to use the tools, how to record and systematize the inputs and quality assurance
  • Community-level consultations at the aldeia level with key stakeholders including local authorities
  • Surveys/FGDs/interviews with farmers groups and potential women farmers
  • Interviews with stakeholders in Dili
  • Preliminary data cleaning and analysis
  • Debriefing on the preliminary findings


Phase 3: Analysis of the Collected Data and Reporting (2 days) Early June

During the field work, findings from the desk review should be cross-referenced and triangulated with responses in the field as part of the initial analysis. The third phase will follow this to include any follow up discussions where required, full analysis and report writing and any adjustments based on feedback from CITL.


All data and findings should be disaggregated sex, age and marginalized groups.



Whilst the HAFORSA covers 22 aldeias in 4 sucos, the sample size and the specific location of the baseline should be decided based on the variety of factors such as population of the aldeia, distance between the capital city of the municipality, access to the market, intervention of other organizations and the government.  Discussions will be held with the HAFORSA Project Team and the final decision will be made jointly with the team.


  1. Management and Reporting Arrangements

The baseline consultant will be directly managed by Kaoru Yamagiwa, the HAFORSA Project Supervisor, who will provide all the relevant information for the consultancy and will arrange for support from other staff where required.


The following staff are also expected to participate in the input and feedback of the evaluation process at different times:

  • Peter Raynes, Country Director, CARE Timor Leste
  • Saad Karim, Assistant Country Director Programs
  • Kaoru Yamagiwa, HAFORSA Project Supervisor
  • Gender and Program Quality Manager (TBC)
  • Floriano Carvalho, Impact and Partnership Officer
  • Nelina De Sousa, Gender Officer
  • HAFORSA Project Team
  • Program Director, Care International Japan


CITL will arrange and provide all transportation and logistical support for the duration of the HAFORSA team’s field visits and training and any other relevant meetings in Dili. CITL is responsible for managing field logistics such as accommodation and meals for the HAFORSA team.



  1. Tentative Schedule and Dates

The proposed schedule for the Baseline Survey is as follows:

Dates Activity Indicative Days
End March-early April Advertisement of ToR  
Early to mid April Selection of the candidate  
Early- mid May Phase 1: Desk review and development of full methodology, tools 3 days
Mid/End May Phase 2: Field work, training, and analysis 1 days training

5 days field work

1 days follow up

Early June Phase 3: Reporting, analysis and final submission 2 days



  1. Requirements

For this baseline survey, consultant with the following skills and qualities are required:

  • Demonstrated technical expertise in agriculture, agribusiness, community development, or similar relevant field
  • Bachelor’s Degree or higher in relevant field as mentioned above
  • Previous experience of having conducted baseline surveys, monitoring, and evaluation including designing the methodology and creating the tools
  • Good understanding of gender equality issues and women’s economic empowerment
  • Contextual knowledge of Timor Leste (preferred)
  • Strong research and analytical skills
  • Strong project and time management skills
  • Excellent ability to communicate with stakeholders including staff
  • An orientation towards collaboration
  • Strong writing skills in English
  • Tetun speaking skills a strong advantage


The consultant will be expected to sign and adhere to CARE’s Code of Conduct and Child Protection policy. Interested applicants should respond to this ToR along with the following:

  • Cover letter outlining interest
  • Proposed initial approach/methodology (1-2 pages)
  • Availability and daily rate and
  • Recent CV


To Kaoru Yamagiwa, HAFORSA Project Supervisor ( and Sam Fox, Program Quality Manager ( by 5pm Sunday 3rd April 2016.