Professional Services (Consultancy) – Design & Deployment of Monitoring/Tracking Tools

Duration: 9 Months (June 2026 – February 2027) |

Location: Remote (with virtual coordination to DEEM Taiz/Aden Offices)

1. Background & Context

DEEM Organization is implementing a 9-month CCCM intervention across 27 IDP sites in Al Khukhah District, targeting approximately 47,198 displaced individuals. The project strengthens site management, community participation, accountability mechanisms, and protection mainstreaming in line with CCCM Cluster standards and YHF requirements.
Under CCCM Activities, DEEM requires a standardized, non-sensitive referral and action-tracking system to support CCCM coordination, monitor service delivery follow-up, and enable systematic "closing the loop" through Complaints and Feedback Mechanisms (CFM). To ensure technical quality, data integrity, and compliance with YHF reporting standards, DEEM will engage an external consultant/agency to design, deploy, and maintain this tracking system.

2. Objective of the Assignment

To design, configure, deploy, and routinely maintain a non-sensitive monitoring/tracking system that logs, tracks, and consolidates referral and action-closure statuses across targeted IDP sites, enabling DEEM field teams to coordinate effectively with service providers, report accurately to the CCCM Cluster/YHF, and ensure timely feedback to communities through CFM channels.

3. Scope of Work & Key Responsibilities

3.1 Inception & System Design    

• Conduct virtual inception meeting with DEEM Program Manager, MEAL Officer, and Field Teams
• Map existing referral workflows, CFM escalation pathways, and CCCM cluster reporting requirements
• Design standardized, user-friendly tracking templates (Excel/Google Sheets/Kobo-compatible) with clear data dictionaries, validation rules, and access controls

3.2 Configuration & Deployment    

• Build and configure the referral/escalation log and action-closure tracker
• Develop automated formulas/pivot views for status tracking (Received → Accepted → In Progress → Completed → Pending/Closed)
• Conduct remote testing with 2–3 field staff; iterate based on feedback
• Deploy final version to DEEM’s secure shared drive/SharePoint with role-based access

3.3 Guidance & Handover    

• Draft concise user guidance (Arabic/English) covering data entry, validation, troubleshooting, and escalation protocols
• Conduct 1 virtual training session for CCCM Officers, IM Assistant, and CFM focal points
• Deliver Arabic referral/escalation pathway diagram and updated non-sensitive CCCM SOP note

3.4 Monthly Consolidation & Reporting    

• Compile monthly summary outputs updating the action tracker/gap matrix
• Verify data completeness, flag inconsistencies, and provide corrective recommendations
• Share anonymized trend analysis (e.g., bottleneck categories, resolution timelines, sectoral referral patterns)

3.5 Quality Assurance & Adaptive Support    

• Provide monthly technical troubleshooting and minor system updates as needed
• Align tracker outputs with YHF GMS/Activity Info reporting cycles
• Document system performance and recommend improvements for future scale-up

4. Deliverables & Acceptance Criteria

Requirements

Essential

• Bachelor’s degree in Information Management, Data Science, Monitoring & Evaluation, Computer Science, or related field.
• Minimum 3 years of experience designing, deploying, and maintaining humanitarian tracking/M&E systems (preferably CCCM, Protection, or multi-sector coordination).
• Proven proficiency in Excel (advanced formulas, pivot tables, data validation), Kobo Collect/ODK, Google Workspace, or SharePoint.
• Strong understanding of CCCM Cluster standards, CFM "closing the loop" protocols, and YHF reporting requirements.
• Fluency in Arabic (native/written) and English (professional working proficiency).
• Demonstrated experience working remotely with NGOs/INGOs in Yemen or similar humanitarian contexts.

Desirable

• Prior engagement with YHF, UNHCR, OCHA, or CCCM Cluster information management systems.
• Experience developing automated dashboards or simple data visualization tools.
• Familiarity with DEEM/YHF data protection, confidentiality, and procurement compliance standards.

7. Reporting & Coordination Structure

Communication: Virtual coordination via secure email/WhatsApp; bi-weekly progress check-ins (first 2 months), then monthly.
Data Security: All work must be conducted on DEEM-approved secure platforms; no local storage of project files; access revoked upon contract completion.

8. Compliance, Ethics & Safeguarding

✅ Data Protection: Strict adherence to DEEM’s Data Protection Protocol. Zero handling of PII, protection case files, or sensitive beneficiary data. All tracking must use anonymized, non-sensitive service codes.
✅ Confidentiality: Signed Non-Disclosure Agreement (NDA) required prior to contract activation.
✅ YHF Compliance: Deliverables must align with YHF 2SA 2025 reporting formats, CCCM Cluster 4W/3W standards, and DEEM’s IM policy.
✅ Conflict of Interest: Consultant must disclose any prior/current engagements with competing contractors or service providers in Al Khukhah District.
✅ Code of Conduct: Adherence to humanitarian principles, PSEA zero-tolerance policy, and DEEM’s organizational values.