1. About CREAW

Established in 1999, the Centre for Rights Education and Awareness (CREAW) is a national feminist women’s rights Non-Governmental Organization (NGO) operating in Kenya. CREAW envisions a just society where women and girls enjoy full rights and live with dignity. Its mission is to champion, expand, and actualize women and girls’ rights while promoting social justice. With a physical presence in 7 counties (Nairobi, Mombasa, Kilifi, Meru, Nyeri, Narok, Marsabit) and programmatic operations in 31 of Kenya’s 47 counties.

CREAW programs focus on five thematic areas that hold the potential to bring the greatest impact to the well-being of women and girls in Kenya, namely:

i. Ending violence against women and girls

ii. Investing in Women’s Economic Empowerment

iii. Advancing comprehensive sexual and reproductive health and rights

iv. Women and girls’ participation in leadership and decision-making

v. Strengthening WROs, Movements, Collectives, and Transformative Strategies

Our programs have, over the years, focused on challenging practices that undermine equity, equality, and constitutionalism, promoting women’s participation in decision-making and deepening the ideology and philosophy of women’s empowerment. We also support movement building to advance the agenda for social transformation, besides preventing, mitigating, and responding to Violence against Women and Girls (VAWG).

2. Background

CREAW’s program activities require management through a centralized, integrated web-based platform, from which staff can interact, report, and conduct key analyses for efficient project management. CREAW is currently seeking to strengthen and improve its program monitoring and evaluation systems to ensure the timely and accurate collection of program data across all programs. The system is expected to be interactive and user-friendly for reporting, data management, and archiving across all programs. The system will also facilitate effective and timely management and utilization of information for programming, advocacy, and policy influence.

3. The Purpose of this Consultancy

CREAW seeks to engage the services of a qualified consultant/consultancy firm to develop an online M&E system to improve data management and timely decision-making using an automated, standardized, and centralized system. The user-friendly M&E system should have integration capability with other enterprise management systems, such as Microsoft Dynamics and SQL Server. We are open to either of the following:

1. Custom development from scratch (design, build, test, deploy, and support), or
2. Implementation of an established/off-the-shelf platform (commercial) that can be purchased/licensed and configured to CREAW’s needs.

Proposers should indicate which option they are proposing (or both) and provide a comparative value case (costs, time to value, sustainability).

4. Objectives of the assignment

Develop an effective Monitoring and Evaluation system that enhances:

1. Efficiency in data management and data use;
2. Timely reporting and decision-making across programs.

5. Scope of the Work/ Assignment

The Consultant will:

• Interact with ongoing program monitoring processes, data collection/processing avenues, and existing knowledge products across projects to inform a baseline and prepare an inception plan.
• Develop a web-based automated M&E system that tracks periodic Impact, Outcome, Output, and budget monitoring indicators, including GIS capabilities, for all programs and projects.
• Implement an online portal for each project/program for data input and report generation.
• Provide training and support to the CREAW Program Staff to effectively utilize the system.
• Ensure proper licensing of the M&E system and modules, and install appropriate data security features.
• Train staff on: (i) system use; and (ii) system management and maintenance.
• Provide comprehensive user manual/guidelines.

6. Consultant’s Tasks

• Prepare and present an Inception Report detailing understanding of the assignment and an execution plan.
• Conduct a desk review of relevant documents (Strategic Plan, project documents, annual work plans, baseline reports, existing monitoring tools) to inform M&E system development.
• Develop a Monitoring, Evaluation, and Learning (MEL) system for implementing the Strategic Plan (2025–2029).
• Develop an inception report with a clear methodology and work plan for developing the system.
• Align the system with CREAW’s strategic plan, strategic pillars, and MERL framework.
• Digital dashboard/visualization prototype of the system.
• Training materials for staff and subsequent training report.
• Final report after development and staff training.

7. Features of the online M&E system

The system should include (but not be limited to) the following:

• Program and Project Dashboard Indicators.
• Program/strategy indicators across impact/outcome/output levels.
• Document management tools (attachments).
• In-built analysis templates with MS Excel import/export.
• In-built report generation templates.
• Automated notification emails for approaching/past reporting deadlines with escalations for defaults.
• Self-service online & offline portal per project/program.
• Automated email notifications for analysis, review, and approval workflows.
• Role-based access controls at project and program levels.
• Mobile-compatible user interface.
• GIS analytical tools and integrated workflows.
• Integration with enterprise systems (eg, Microsoft Dynamics, SQL Server).
• Interactive data visualizations and BI capabilities for quick end-user analysis.
• API capability to collect data via USSD.
• Robust data security measures to prevent and log attacks.

8. Terms of the online M&E system Implementation

• Timeline: Maximum of three months (90 calendar days) from sign-off.
• Provide a high-security, cost-effective online portal.
• Post-implementation support: At least six months of free support to the CREAW program team.
• Develop a web-based M&E system for CREAW, compatible with Windows and Mac.
• Provide documentation for all installed modules.
• Train staff on: (i) system use; and (ii) management and maintenance.
• Provide server configurations and documentation.
• Intellectual Property: Release all IP rights of the system to CREAW during and after development.

9. Competencies of the consultant

CREAW will select a consulting firm /team to undertake the consultancy on a competitive basis. The consultant firm/individual should have:

• Post-graduate degree in Information Technology and/or Learning Systems.
• Advanced degree or post-graduate training in M&E with least 7 years ‘ experience in M&E preferred.
• Proven expertise in designing, implementing, and coordinating M&E systems, including development of M&E plans, tools, and donor reporting frameworks aligned with results-based management principles.
• Strong analytical skills, with demonstrated ability to design and manage data management and analysis systems and integrating tools such as Kobo and Power BI.
• Excellent leadership, teamwork, and interpersonal skills.
• Outstanding written and oral communication skills, with demonstrated ability to prepare high-quality reports, presentations, and documentation.
• Strong command of the English language and the ability to communicate complex information clearly and concisely.
• Experience training adult learners (NGO staff experience is an advantage).
• Ability to manage multiple assignments, meet tight deadlines and deliver quality results within short timelines.
• High level of integrity and ability to maintain confidentiality in handling sensitive information.

10. Supervision/ ICT support to the Consultant

The Consultant will work closely with the Monitoring and Evaluation Team, Program Team, IT Lead, Communications, and Management Team, and will report to a designated CREAW focal person. CREAW’s ICT will provide the requisite access rights to install and configure the M&E System.

11. Application procedure

Mode of Application
Applicants should submit Technical and Financial Proposals electronically (PDF) with the subject line: “Development of an Automated Monitoring and Evaluation System” on or before 11^th November 2025 via email to procurement@creawkenya.org, and fill in this assessment tool: https://ee.kobotoolbox.org/x/o7OUEfnv.

All applicants should include the following:

1. Cover letter.
2. Technical proposal, including: (maximum 15 pages, excluding CVs and references)
   i. Brief on lead and associate consultants, emphasizing relevant experience;
   ii. Understanding of the TOR and tasks;
   iii. Proposed approach/design;
   iv. Draft work/implementation plan;
   v. Financial proposal/budget.
3. Examples of previous work designing M&E systems.
4. Organizational profile (company).
5. Resume(s) and three references for the team working on this assignment.

All enquiries to be submitted to the above email.

Canvassing will result in automatic disqualification. Only shortlisted candidates will be contacted.

CREAW is an Equal Employment Opportunity employer and does not discriminate against any employee, applicant, consultant, or firm because of age, disability, race, religion, color, national origin, sex, or any other protected characteristic; CREAW also maintains a zero-tolerance policy for Protection from Sexual Exploitation, Abuse, and Harassment (PSEAH and any related misconduct) and is committed to creating a safe, respectful, and dignified work environment for all.