Formulation of Monitoring and Evaluation Instrument and Guidelines for Expert Dispatch under the Framework of South-South Cooperation
Thursday, 26 April 2018 00:58


May – November 2018 (7 months) (Phase I)


Indonesia has been playing an important role on the international stage. As a key player in ASEAN, an active member of the G20, the Global Partnership for Effective Development Cooperation (GPEDC), and the High-Level Panel on the Global Development Framework beyond 2015, the country has taken responsibility in shaping global policies. One key element of this development is the heavy engagement of Indonesia in the area of South-South and Triangular Cooperation (SSC), also directly corresponds to the Sustainable Development Goals, particularly goal 17.

Indonesia’s aim is in line with the National Medium-Term Development Plan (RPJMN) 2015-2019, which is to increase Indonesia’s role in SSC/SSTC by consolidating the regulation, funding, and institutional framework. In 2010, The Government of Indonesia has established the National Coordination Team (NCT) of SSTC to improve coordination of SSTC and serve as the focal point for SSTC initiatives. This team comprises of the Ministry of National Development Planning (BAPPENAS), the Ministry of State Secretariat (Kemensetneg), the Ministry of Foreign Affairs (Kemenlu) and the Ministry of Finance (Kemenkeu). The RPJMN is mandated to strengthen the coordination of SSC/SSTC implementation through the National Coordination Team (NCT). In this regard, strengthening of the capacity and capability of the NCT members is one of the strategies for the reinforcement of Indonesian SSC. Since 1 January 2017 the Ministry of Foreign Affairs has taken the lead of NCT.

In line with this matter, the NCT need to standardize programs/ projects monitoring and evaluation (M&E) guidelines and instruments. The NCT has currently had the guidelines on M&E for international training programs. Hence, this Terms of Reference (ToR) is arranged for the purpose of the base of appointing Project Management Consultant (PMC) for the formulation of Guidelines and Instrument for M&E Expert Dispatch under the framework of Indonesia SSC. This expected to become a standardized procedure for Indonesian Agencies in dispatching experts as well as its M&E. That, even though the Government of Indonesia has countless number of experts dispatched to date, there has been no standardized procedures as guidance on performing these measures. Therefore, the formulation of such standards and guidelines is essential for better implementation and sustainability of programs and projects.

Considering that GIZ and USAID have been long-standing partners in development areas with the Government of Indonesia, the three parties agreed to jointly work together in the form of the formulation of Monitoring and Evaluation Instrument and Guideline for Expert Dispatch under the framework of South-South Cooperation.

Project Description

The entire project will be commenced in May 2018 and expected to be finished in June 2019, which is divided into two phases (timeline is included below). The scope of this RFP only covers the first phase of the project (May – November 2018). At the conclusion of Phase I, consultants’ performance will be evaluated, the result of which will be used to make recommendation on rehiring the consultants for Phase II.

This Project is under the framework of triangular cooperation between the NCT Working Group 3 (WG3) – Ministry of State Secretariat of the Republic of Indonesia (Kemensetneg), USAID through the US-Indonesia Partnership on South-South and Triangular Cooperation Component 1 Project (USIP 1), and GIZ through the South-South and Triangular Cooperation-Networks for Global Governance Project (SSTC-NGG).

The expertise may come from stakeholders, including but not limited to, Line Ministries and Development Partners experienced in Expert Dispatch and its monitoring and evaluation. However, it is important to understand that the formulation of such guidelines and instrument should be tailored to Indonesian needs and institutional as well as legal environment.


The purpose of the project is to generate documents: 1) a general guideline on expert dispatch which includes gender related aspects; 2) a general concept on M&E expert dispatch; and 3) instrument/ tools for M&E experts dispatch, under the framework of Indonesian South-South Cooperation. These documents will serve as the standard guideline on expert dispatch in all Indonesian South-South Cooperation programs.

This includes the formulation of a conceptual framework and elaboration of instruments and procedures for the monitoring and evaluation of expert dispatch within the framework of South-South Cooperation (SSC). Once implemented, M&E mechanisms will provide a comprehensive overview of cooperation activities and results in order to improve the activities for evidence-based management and coordination of Indonesian SSC/SSTC as mandated by the RPJM 2015-2019.

Additionally, the inputs have to reflect the legal, institutional, cultural and political environment of Indonesia. In short, it shall be a tailor-made solution for Indonesia.


  1. Analysis of information needs of the NCT and relevant stakeholders on the basis of the present (and/or anticipated) roles, mandates and coordination needs of Indonesian SSC;
  2. Analysis and peer learning of relevant practices at the international level (both, of development partners with long-established and sophisticated M&E-systems, e.g. Germany, and of emerging countries with recent SSC frameworks and M&E-system under development, e.g. Mexico and if required visiting this countries) in order to extract lessons learnt and recommendations for Indonesian SSC;
  3. Conduct meetings/ FGDs/ workshops regarding the objectives, scope and elements of expert dispatch procedure and its M&E-system within the Indonesian SSC, including the roles and functions of involved stakeholders;
  4. Provide technical assistance regarding the formulation of:
    • General framework for procedure of Expert Dispatch starting from preparation, implementing and post assignment of the experts;
    • M&E instruments and procedures for data collection, reporting, data analysis and storage and management feedback;
    • Including Gender-related aspects.


  1. A general guideline on expert dispatch which includes gender related aspects;
  2. A general concept on M&E expert dispatch;
  3. Instrument/ tools for M&E experts dispatch;
  4. Conduct one-time presentation during the socialization of the documents.

Expected Results

The study for formulation of the expected results are divided into possible sub-chapters as detailed here:

This study can also be done through benchmarking with other similar processes in Germany, US, Japan, Thailand, and many more or also with international organization.

Required Qualifications, Competences, and Experience

  1. Organizational experiences in developing guidelines as well as its monitoring and evaluation system;
  2. Experiences in developing guidelines as well as its monitoring and evaluation system for government institutions;
  3. The consultant team. The team should have at least 1 monitoring and evaluation expert;
  4. Team understanding on the scope of work that will be reflected in the response to this Request for Proposal and proposed research method;
  5. Team experiences/ understanding on South-South Cooperation issues will be an asset.

Other Requirements

  1. Indonesian nationals;
  2. Willingness to up-scale tasks during the implementation of M&E Expert Dispatch Phase I (Note: implementation period until November 2018);
  3. Strong managerial and organizational competence.

Implementation Stages

This project will be implemented in 7 months (May – November 2018) with the following timeline:


Selected consultants will submit reports and deliverables according to the agreed timeline to the following parties:

  1. Head of Bureau for Foreign Technical Cooperation, Ministry of State Secretariat of the Republic of Indonesia (Kepala Biro Kerja Sama Teknik Luar Negeri, Kementerian Sekretariat Negara RI);
  2. Senior Development Advisor US-Indonesia Partnership on South-South and Triangular Cooperation Component 1 (USIP-1), USAID Jakarta;
  3. Principal Advisor for South-South and Triangular Cooperation-Networks for Global Governance (SSTC-NGG), GIZ Indonesia.



South-South and Triangular Technical Coordination Meeting: Formulating Monitoring and Evaluation Guidelines for Expert Dispatch
Thursday, 29 March 2018 02:46

On Thursday, 22 March 2018, Bureau for Foreign Technical Cooperation, Ministry of State Secretariat, Co-Chairs of Working Group 3 in National Coordination Team of South-South Cooperation (NCT-SSC) held South-South and Triangular Technical Cooperation Coordination Meeting with the support of the German Government/GIZ through South-South and Triangular Cooperation – Networks for Global Governance (SSTC-NGG) and the US Government/USAID through US-Indonesia Partnership for South-South Triangular Cooperation Component-1 (USIP-1).

Nanik Purwanti, Head of the Bureau, opened the first agenda of the meeting which was Workshop on Monitoring and Evaluation Instrument and Guideline for Expert Dispatch for South-South Cooperation. Since 2010, Ministry of State Secretariat along with Ministry of National Development Planning, Ministry of Foreign Affairs, and Ministry of Finance plays a significant role in global cooperation where the four ministries coordinate the implementation of South-South and Triangular cooperation of Indonesia.

Ms. Purwanti stated that the purpose of the coordination meeting is to discuss the significance of having monitoring and evaluation guidelines and instruments for expert dispatch under the framework of South-South and Triangular Cooperation; discussing the mechanism and procedures of expert dispatch starting from the recruitment process, orientation and pre-departure briefing, and the assignment itself; enhancing the capacity of line ministries and Centre of Excellence particularly in monitoring and evaluation; and discussing the Term of Reference for the consultant who will be assisting the NCT-SSC in formulating the guidelines and instruments.

Currently, the NCT-SSC has a monitoring and evaluation guideline for international training, a project that was supported by JICA. “Combine with the guideline for monitoring and evaluation for Expert Dispatch, both guidelines will complement other monitoring and evaluation guidelines needed for Indonesia South-South Cooperation,” said Ms. Purwanti.

The Bureau invited Director for Foreign Policy and International Development Cooperation, Ministry of National Development Planning, Dewo Broto Joko Putranto; Principal Advisor SSTC-NGG, Dr. Hirbod Aminlari; Head of Program and Cooperation, Center of Agricultural Training, Ministry of Agriculture, Dewi Darmayanti; Seaweed Expert, Center of Marine and Fisheries Training, Winner Perkasa Indonesia Unggul, partner of Ministry of Marine Affairs and Fisheries, Maria Gigih Setiarti. They were invited to share their expertise during the discussion which was moderated by Muhammad Fahrurozi, Head of South-South and Triangular Technical Cooperation Division, Ministry of State Secretariat. In the discussion, the participants and the experts gave insightful feedback and share their experiences in sending experts from Indonesia. The monitoring and evaluation mechanism and instrument is aimed to be a standard for line ministries and other South-South Cooperation implementing agencies in sending experts from Indonesia.

In regards to international cooperation and development, the Government of Germany has notable experience particularly in sending experts worldwide. Its mechanism on expert dispatch and monitoring and evaluation implementation can be a point of reference for the Government of Indonesia to implement a direct, expert dispatch under the framework of South-South Cooperation in accordance with the interests of Indonesia and the beneficiary countries.

On the second day of the meeting, the next agenda of the coordination meeting is the socialization of the Format of Indonesia South-South Cooperation Report and the discussion of the business process of the reporting.

Supporting to Indonesia South-South Cooperation on Data Base Knowledge Management through Synchronize the Report Format
Thursday, 29 March 2018 02:42

On the 2nd day of coordination meeting (Friday 23, 2018), the Bureau of Foreign Technical Cooperation, Ministry of State Secretariat continue discussing on socialization of the South-South Cooperation Program (SSC) Report Format for program and activities’ SSC programs. There were two report formats, namely program report in the implementation of International Training and Indonesian Expert Dispatch.

In the workshop which took place on Thursday, March 22, 2018, the preparation of Guidelines and Monitoring and Evaluation Instruments for Indonesian Experts Dispatch in the framework of SSC has been done. The results of the SSC M & E conducted under this guideline are expected to improve reports’ quality prepared by the implementing K/L. While this report formulation is intended for standardization, hence as a reference for the implementing K/L. The report format itself is the result of two previous workshops held on 23-24 February 2017 in Bandung and 21 July 2017 in Banjarmasin.

This Report Format Socialization was initiated by several things that need to be synchronized. In addition to equate the report writing format, this socialization was held because there are still found the various report forms with different report components which are submitted by the implementing the line Ministries. Doing the report of program activities that is quite time-consuming and activity cost reports that still not listed are also necessary factors for socialization activities.

Presenting as a resource person from the National Coordinating Team of SSCT, Head of Center for Multilateral Policy Development and Development, Ministry of Foreign Affairs, Fikry Cassidy said, "SSC program report is needed as an instrument of supporting the preparation of SSC Indonesia database and also submitted, the progress of  SSC Indonesia as a Footprint Record Book preparation".

During dissemination of the discussion on reporting mechanisms on second day, the Bureau provided technical explanation described by Head of SSTC Division, Mukhammad Fahrurozi; Head of SSTC and Triangular Multilateral Sub Division, Yane Widayanti; and Head of SSTC Government of Indonesia and Triangular of America and Europe Sub Division, Bagus Ismujati.

Sharing Session guided by dividing the workshop participants into several groups runs very effectively. The Bureau as Co-Chairs Working Group 3 National Coordination Team of SSC conducted the formulation activities of the SSC Report Format to aim for standard reporting of SSC activities and submit its report into the SSC Activities Database which will eventually be compiled into the Yearly Report SSC Indonesia.

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