Consultancy for Knowledge Documentation, Best Practices and Impact Study

TERMS OF REFERENCE (ToR)

Consultancy Services for Knowledge Documentation, Best Practices and Impact Study

You may view and download Terms of Reference here.

I. Background and Context

Nonviolent Peaceforce (NP) is an international civil society organization dedicated to the protection of civilians in situations of violent conflict through Unarmed Civilian Protection (UCP) approaches. Since establishing its presence in the Philippines in 2007, NP has worked extensively in conflict-affected areas of Mindanao—particularly within the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) and adjacent provinces—supporting community safety, violence prevention, inclusive peace processes, and normalization initiatives.

Within the framework of the European Union-funded SUSTAIN Project, NP implements Activity 1.4.2: Conduct knowledge documentation of SALW control, civilian protection, and peace processes. This activity synthesizes field-generated insights through assessments, focus group discussions, and interviews with at least 300 stakeholders, including community members, security actors, civil society organizations, local authorities, and normalization bodies. The activity produces key knowledge outputs—namely:

• A documentary capturing lived experiences and lessons from peace and protection processes;
• A knowledge-sharing book synthesizing findings, reflections, and policy-relevant insights;
• A three-site Media Hub system serving as community-based knowledge management and learning platforms in:
  • Western Provinces
  • Lanao del Sur and Lanao del Norte
  • South Central Mindanao

These hubs, implemented in partnership with institutions such as Mindanao State University – Iligan Institute of Technology (MSU-IIT), MSU-Maguindanao, and MSU-Tawi2, generate community-led multimedia content and facilitate participatory storytelling, reflection, and dissemination of lessons relevant to SALW control, civilian protection, rido and land disputes, and normalization processes.

Beyond individual project outputs, NP Philippines is advancing a comprehensive Exit Strategy Framework aimed at:

• Institutionalizing learning and knowledge systems
• Strengthening localization and sustainability of peacebuilding gains
• Enabling policy uptake and replication of community-based protection mechanisms
• Ensuring responsible transition of capacities, platforms, and partnerships to local actors

In this context, the proposed Impact Study and documentation of best practices will assess not only the results of Activity 1.4.2, but also the broader institutional, societal, and normalization-related contributions of NP Philippines’ initiatives related to the peace process. The study will generate evidence to inform strategic decision-making, donor accountability, and long-term peacebuilding sustainability.

II. Purpose and Overall Objective

The overall purpose of this consultancy is to conduct a rigorous, utilization-focused Impact Study and documentation of best practices generated through the NPeace in Mindanao Centre (Media Hubs) contribute to:

• Sustainable civilian protection and community safety
• SALW control and normalization pathways
• Institutional learning and adaptive programming
• Policy dialogue, advocacy, and knowledge transfer
• NP Philippines’ Exit Strategy and legacy outcomes

The initiative seeks to move beyond activity-level monitoring toward a deeper understanding of change, including:

• Behavioral, relational, and governance shifts
• Community ownership of knowledge and peace processes
• Sustainability of learning systems after project completion

Ultimately, the consultancy will provide evidence-based recommendations to guide NP Philippines’ transition toward locally anchored, institutionally sustained peacebuilding ecosystems.

III. Specific Objectives

The Impact Study and Documentation of Best Practices shall pursue the following interconnected objectives:

3.1 Effectiveness and Relevance of Knowledge Outputs

Assess how the documentary, knowledge-sharing book, and media hub products:

• Capture localized experiences of peace, protection, and normalization
• Reflect diverse perspectives (women, youth, Indigenous Peoples, security actors, CSOs)
• Inform community awareness, dialogue, and decision-making

3.2 Outcomes and Early Impacts of EU-funded initiatives

Examine the role of media hubs as community-based knowledge and learning infrastructure, including:

• Accessibility and inclusivity of participation
• Contribution to civic engagement and community voice
• Influence on local discourse, advocacy, and policy conversations
• Sustainability and institutional anchoring beyond project support

3.3 Contribution to SUSTAIN Results Framework

Analyze how Activity 1.4.2 contributes to interlinked outcomes, outputs, and activities within the broader SUSTAIN Action architecture (Annex 3), particularly regarding:

• Civilian protection strengthening
• SALW control awareness and practices
• Normalization and peace process support

3.4 Institutional Learning and Exit Strategy

Evaluate how knowledge documentation and learning systems:

• Strengthen NP Philippines’ adaptive programming and strategic positioning
• Support localization and transition to community or institutional ownership
• Contribute to durable peacebuilding capacities beyond donor funding

3.5 Strategic Recommendations

Produce forward-looking, operationally feasible recommendations to guide:

• Exit strategy implementation
• Replication or scaling of media hubs
• Institutionalization of learning within NP and partners
• Policy engagement and advocacy pathways

IV. Scope of Work

The Consultant shall operate under the strategic guidance of NP Philippines leadership and technical advisors, ensuring alignment with normalization priorities and ethical research standards.

4.1 Inception and Analytical Framework

The Consultant will:

• Conduct a comprehensive desk review of project documents, reports, and knowledge outputs
• Map stakeholders and change pathways linked to Activity 1.4.2
• Develop an Impact Study framework integrating:
  • OECD-DAC evaluation dimensions
  • Contribution analysis
  • Conflict-sensitive and gender-responsive indicators
• Submit an Inception Report detailing methodology, sampling, tools, and timeline

4.2 Field Engagement and Data Collection

The Consultant will:

• Engage a representative sample of stakeholders drawn from the ≥300 participants of Activity 1.4.2
• Conduct KIIs, FGDs, reflective dialogues, and participatory validation sessions
• Review multimedia outputs and dissemination reach
• Ensure safe, inclusive, and ethical participation

4.3 Analysis and Interpretation

The Consultant will:

• Assess relevance, effectiveness, impact pathways, sustainability, and learning
• Identify good practices, unintended effects, and structural constraints
• Examine institutional-level influence on programming, advocacy, and normalization

4.4 Validation and Learning Integration

The Consultant will:

• Facilitate validation workshops with NP and stakeholders
• Translate findings into practical learning and strategy inputs
• Integrate feedback into final outputs

V. Methodological Approach

The Impact Study will apply a mixed-methods, utilization-focused evaluation design to generate credible, context-sensitive, and decision-relevant evidence on the outcomes and institutional contributions of Activity 1.4.2 and related SUSTAIN interventions.

The methodology will be grounded in the following principles:

• Contribution analysis rather than attribution, examining plausible change pathways and the role of knowledge outputs and Media Hubs within the broader peace and normalization context.
• Participatory and reflective inquiry, engaging diverse stakeholders—including women, youth, Indigenous Peoples, civil society, security actors, and local authorities—in interpretation and validation of findings.
• Triangulation of qualitative and quantitative evidence through document review, interviews, focus group discussions, participatory learning sessions, and available monitoring data to strengthen analytical rigor.
• Gender responsiveness, conflict sensitivity, and safeguarding compliance, ensuring ethical participation, informed consent, confidentiality, and adherence to Do-No-Harm and NP safeguarding standards.
• Learning-oriented synthesis for decision-making, translating findings into actionable recommendations that inform adaptive programming, institutional learning, scaling of Media Hubs, and implementation of NP Philippines’ Exit Strategy.

VI. Expected Deliverables and Timeline

Duration: Up to one hundred twenty (120) calendar days, equivalent to approximately four (4) months, from contract commencement to final acceptance of outputs. The timeline reflects a phased yet iterative process that integrates analytical rigor, stakeholder validation, and learning-oriented dissemination in line with Activity 1.4.2 and the broader SUSTAIN Results Framework.

Deliverables

As mentioned above, the Consultant is responsible for:

A. A documentary capturing lived experiences and lessons from peace and protection processes;

B. A knowledge-sharing book synthesizing findings, reflections, and policy-relevant insights; as well as the following below; and

C. The technical deliverables detailed below:

1. Inception Report

The Inception Report shall operationalize the consultancy design and provide a clear analytical and methodological foundation for the Impact Study. It must include:

• Refined evaluation objectives and key research questions aligned with Activity 1.4.2, SUSTAIN outcomes, and NP’s Exit Strategy Framework;
• Detailed methodology, including mixed-methods approach, sampling strategy, stakeholder mapping, and data-collection tools;
• Ethical safeguards, gender-responsive and conflict-sensitive considerations, and risk-mitigation measures;
• A comprehensive work plan, timeline, and validation strategy.

Approval of the Inception Report will signal formal authorization to proceed with field engagement and data collection.

2. Draft Impact Study Report

The Draft Report shall present consolidated findings emerging from field engagement, document review, and analytical synthesis. It must:

• Assess relevance, effectiveness, emerging outcomes, and sustainability of knowledge outputs and Media Hub processes;
• Identify good practices, lessons learned, unintended effects, and institutional implications;
• Demonstrate preliminary linkage between Activity 1.4.2 results and wider SUSTAIN and normalization outcomes;
• Provide initial strategic recommendations for learning, scaling, and exit-strategy implementation.
• The draft will be subjected to technical review and stakeholder validation prior to finalization.

3. Final Impact Study Report

The Final Report shall integrate feedback from NP and stakeholders and present a fully validated, publication-ready analysis. It must:

• Deliver robust evidence of contribution to civilian protection, SALW control awareness, normalization support, and institutional learning;
• Articulate sustainability pathways, localization prospects, and policy relevance of documented practices;
• Provide clear, actionable, and operationally feasible recommendations for NP Philippines’ strategic transition and legacy positioning;
• Include annexes containing methodology, tools, stakeholder lists (as appropriate), and supporting analytical materials.

Acceptance of the Final Report constitutes completion of the core technical deliverable of the consultancy.

4. Presentation and Learning Brief

The Consultant shall prepare:

• A concise, decision-oriented Learning Brief summarizing key findings, insights, and recommendations for programmatic and policy audiences; and
• A formal presentation of results to NP leadership, partners, and relevant stakeholders to support uptake, institutional learning, and dissemination.

These outputs are intended to translate analytical findings into practical guidance for adaptive programming, knowledge institutionalization, and exit-strategy implementation.

VII. Indicative Work Plan

The consultancy is expected to be completed within an indicative duration of up to sixteen (16) weeks, following a phased yet iterative process that allows continuous learning, stakeholder validation, and methodological rigor. Each phase corresponds to specific analytical milestones and deliverables contributing to the overall Impact Study and documentation of best practices under Activity 1.4.2 and the broader SUSTAIN Results Framework.

Weeks 1–3: Inception and Design

During the inception phase, the Consultant shall undertake a comprehensive desk review of relevant project documents, knowledge products, monitoring data, and contextual literature. Stakeholder mapping and refinement of change pathways will be conducted to frame the analytical scope of the Impact Study. The Consultant will finalize the evaluation design—including methodology, sampling strategy, data-collection instruments, ethical safeguards, and detailed implementation schedule—and submit an Inception Report for NP review and approval.

Weeks 4–8: Field Engagement

This phase will focus on primary data collection through inclusive and conflict-sensitive engagement with a representative range of stakeholders connected to Activity 1.4.2 and related SUSTAIN interventions. Methods may include key informant interviews, focus group discussions, participatory reflection sessions, and review of multimedia and knowledge outputs generated through the Media Hubs. Data gathering shall ensure gender responsiveness, safeguarding compliance, and meaningful participation of women, youth, Indigenous Peoples, security actors, civil society organizations, and local authorities.

Weeks 9–11: Analysis and Drafting

Collected qualitative and quantitative evidence will be systematically analyzed using contribution analysis, triangulation of findings, and OECD-DAC evaluation dimensions. The Consultant will identify emerging outcomes, good practices, unintended effects, institutional learning, and sustainability pathways. These insights will be synthesized into the Draft Impact Study Report, presenting preliminary conclusions and strategic implications for NP Philippines’ programming, normalization support, and exit strategy direction.

Week 12: Validation

The Consultant shall facilitate structured validation sessions or learning workshops with NP leadership, partners, and selected stakeholders to review preliminary findings and interpretations. Feedback gathered during these engagements will be documented and integrated to strengthen analytical accuracy, contextual relevance, and stakeholder ownership of conclusions and recommendations.

Weeks 13–16: Finalization and Dissemination

The final phase will involve refinement of the report based on validation inputs, preparation of the Final Impact Study Report, and development of concise learning and presentation materials suitable for programmatic, policy, and donor audiences. The Consultant will deliver a formal presentation of findings and recommendations to NP and relevant stakeholders, ensuring that results are translated into actionable guidance for institutional learning, scaling, and exit strategy implementation.

VIII. Professional Fee and Mode of Payment

The maximum amount for this consultancy engagement is at PhP 1,750,000 and shall be contracted on a lump-sum, tax-inclusive basis, covering all professional fees, applicable taxes, administrative expenses, field engagement costs, data collection, analysis, reporting, and presentation requirements necessary to complete the assignment in accordance with the approved methodology and timeline. The lump-sum arrangement reflects a deliverables-based engagement rather than time-based billing and is intended to ensure efficiency, accountability, and clear linkage between outputs and payments.

Payments shall be released in milestone-based tranches, subject to formal review and written approval by Nonviolent Peaceforce (NP) of each corresponding deliverable, confirming that the outputs meet the required technical quality, methodological rigor, and alignment with Activity 1.4.2, the SUSTAIN Results Framework, and the NP Exit Strategy Framework. Partial or unsatisfactory submissions may be returned for revision prior to payment authorization.

The indicative tranche schedule shall be as follows:

• 30% – Upon approval of the Inception Report, including finalized methodology, analytical framework, sampling strategy, data-collection tools, ethical safeguards, and detailed work plan.
• 40% – Upon acceptance of the Draft Impact Study Report, demonstrating comprehensive analysis of findings, preliminary conclusions, documentation of best practices, and clear evidence of stakeholder engagement and validation progress.
• 30% – Upon approval of the Final Impact Study Report and formal presentation, incorporating consolidated feedback from NP and stakeholders, finalized recommendations, and submission of all agreed knowledge products and supporting materials.

All payments shall be processed in accordance with NP financial policies and applicable regulatory requirements

IX. Gender, Conflict Sensitivity, and Safeguarding

The Consultant shall ensure that all research, consultation, and documentation processes are conducted in a gender-responsive, conflict-sensitive, and safeguarding-compliant manner, consistent with Nonviolent Peaceforce (NP) policies and ethical standards for work in fragile and post-conflict contexts.

Specifically, the Consultant must ensure:

• Sex- and age-disaggregated analysis, with meaningful inclusion of women, youth, Indigenous Peoples, and other marginalized groups in data collection, interpretation, and validation of findings.
• Ethical participation and informed consent, ensuring that participants clearly understand the purpose of the study, their voluntary involvement, and their right to withdraw without consequence.
• Confidentiality and risk mitigation, including secure handling of sensitive information, anonymization where appropriate, and proactive measures to prevent harm, retraumatization, or unintended exposure of participants.
• Full compliance with NP safeguarding, PSEAH, and Do-No-Harm standards, as well as relevant data-protection and ethical research requirements throughout the consultancy lifecycle.

These safeguards are integral to ensuring the credibility, integrity, and responsible use of evidence generated through the Impact Study.

X. Ownership and Use of Outputs

All reports, datasets, multimedia materials, analytical frameworks, presentations, and any other products developed under this consultancy shall remain the exclusive intellectual property of Nonviolent Peaceforce (NP) upon full payment of the agreed professional fees. This includes both final deliverables and all underlying working materials, source files, and supporting documentation produced throughout the engagement.

NP shall retain unrestricted, perpetual, and royalty-free rights to use, reproduce, adapt, translate, publish, disseminate, and integrate the outputs for programmatic implementation, institutional learning, advocacy, communications, fundraising, and policy engagement, including use beyond the duration of the SUSTAIN Project or within other NP initiatives and partnerships.

The Consultant may reference the completed work for non-commercial professional or academic purposes, provided that:

• Prior written consent is obtained from NP;
• Sensitive or confidential information is not disclosed; and
• Appropriate acknowledgment of NP’s ownership and safeguarding standards is maintained.

All materials must comply with data-protection, confidentiality, and safeguarding requirements, ensuring that information obtained from participants or stakeholders is used only for authorized purposes and handled in accordance with NP ethical policies and applicable legal standards.

XI. Qualifications of the Consultant / Team

Nonviolent Peaceforce (NP) seeks a qualified individual consultant, consulting team, academic institution, or research organization with demonstrated capacity to undertake rigorous, ethical, and utilization-focused impact evaluation in peacebuilding or related fields. The qualifications below indicate preferred competencies rather than strict minimum thresholds, and applicants with equivalent or complementary experience are encouraged to apply.

Educational or Professional Background

• Postgraduate degree in peace and conflict studies, development studies, social sciences, public policy, international relations, evaluation, or a related field; or
• Equivalent combination of relevant professional experience, applied research, or practice-based expertise in peacebuilding, humanitarian action, or community development contexts.

Relevant Experience

• Demonstrated experience in impact evaluation, applied research, learning documentation, or knowledge management within peacebuilding, governance, humanitarian, or development programming.
• While seven (7) or more years of experience is desirable, applicants with fewer years but strong methodological expertise, publication record, or context-specific experience will also be considered.
• Familiarity with themes such as civilian protection, SALW control, normalization, mediation, community safety, or conflict transformation is advantageous but not mandatory where transferable expertise is evident.

Technical Competencies

• Proven ability to design and implement mixed-methods research or evaluation, including qualitative and/or quantitative data collection and analysis.
• Strong facilitation, stakeholder engagement, analytical writing, and synthesis skills, with capacity to produce clear, policy-relevant knowledge products.
• Experience in participatory, gender-responsive, and conflict-sensitive approaches, or demonstrated willingness and capacity to apply such standards.

Collaboration and Contextual Engagement

• Track record of working with civil society organizations, community stakeholders, academic institutions, government or security actors, and/or international organizations in complex or fragile settings.
• Capacity to work collaboratively with NP Philippines and partners, integrate stakeholder feedback, and deliver outputs within agreed timelines.

NP encourages applications from local researchers, women-led teams, early-career evaluators with strong mentorship support, and partnerships between academic and practitioner institutions, in line with its commitments to localization, inclusion, and safeguarding.

XII. Application Process and Requirements

1. Who should apply: Qualified individual Service Providers or consulting firms.
2. What to submit (single PDF package):

• Letter of Interest addressed to Delsy Ronnie, Head of Mission, Nonviolent Peaceforce Philippines, briefly stating your suitability, availability, and proposed start date.
• Technical Proposal and Financial Proposal (concise and tailored to this ToR)
• Relevant experience (1-2 comparable sample works)
• Curriculum Vitae (CV) of the Service Provider (for individual applicants), or a valid registration certificate and organizational profile (for institutional or firm applicants).

HOW TO APPLY:

• Candidates meeting the above requirements are requested to submit all documents mentioned above, through Bamboo HR detailing their experience and how they qualify for the role. Incomplete applications will not be considered.
• The closing date for applications Tuesday, 3 March 2026
• Applications will be reviewed on a rolling basis, and candidates may be shortlisted and selected prior to the closing date. Early submission is strongly encouraged.
• As part of the recruitment process, shortlisted candidates may be asked to complete a written assignment and if successful, participate in an interview process.

SPECIAL NOTICE

Nonviolent Peaceforce is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, communities we work with, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities and government guidance and complies with best practices in the Humanitarian and Development sector. NP expects all staff and volunteers to share this commitment through our code of conduct. We prioritize ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. NP also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

NO FEE

We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check whether the role you are interested in is posted here on our website.

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