Consultancy for Conducting a “Documentation Study”

CARE Egypt Foundation (CEF):

CARE Egypt Foundation (CEF) is a non-governmental organization registered with the Central Administration of Associations and Federations at the Ministry of Social Solidarity under registration number 2018/833.

CARE Egypt Foundation builds on and benefits from the legacy and expertise of CARE International in Egypt, which extends back to 1954. The Foundation assumes responsibility for designing, implementing, and managing development programs and projects aimed at improving living conditions and quality of life. This is achieved by responding to and addressing the root causes of poverty and meeting the most urgent needs of the poor and marginalized groups in Egypt, using a sustainable approach consistent with local and national cultures, realities, and local and national contexts.

“Roots of Sustainability” Project:

The “Roots of Sustainability” project is implemented by CARE Egypt Foundation (CEF) and is funded by the German Agency for International Cooperation (GIZ).

The project aims to build and strengthen the institutional capacities of 10 partner non-governmental organizations to enable them to design, implement and manage sustainable environmental initiatives, particularly in the areas of solid waste management, promoting circular economy practices, and raising environmental awareness in local communities.

Consultancy for Conducting a “Documentation Study”:

Within the framework of the Roots of Sustainability project implemented by CARE Egypt Foundation (CEF) with the support of the German Agency for International Cooperation (GIZ), work has been carried out with ten partner NGOs in Assiut Governorate to implement a variety of environmental and community initiatives, with technical, financial and institutional support provided to ensure quality implementation and compliance with the requirements of the project and the donor.

It should be noted that the partner organisations’ activities will conclude by the end of September 2026, and the project will be fully closed during October 2026. Accordingly, field data collection and documentation must be completed during September 2026, before the closure of the partner organisations’ activities, and the final version of the study and all deliverables must be submitted before the full closure of the project in October 2026.

The documentation study is an important component for capturing the experience and knowledge generated by the project, documenting the changes that have occurred at the level of the partner organisations and local communities, and highlighting good practices, success stories, challenges, lessons learned, and the factors of sustainability, replicability and scalability.

Accordingly, CARE Egypt Foundation is seeking to contract a qualified consultant/service provider to carry out a comprehensive documentation study of the Roots of Sustainability project, delivering a professional, accurate knowledge product that can be used for learning, accountability, communication with partners and donors, and informing the design of future interventions related to NGO capacity building and community environmental initiatives.

Objective of the Assignment:

This assignment aims to prepare an integrated documentation study of the Roots of Sustainability project, documenting the project’s implementation journey, the main results and changes achieved, good practices, success stories, challenges, lessons learned and sustainability factors at the level of the partner NGOs and the targeted communities.

The documentation study aims to achieve the following:

• Documenting the project’s intervention model and methodology in building the capacities of the partner NGOs and implementing community environmental initiatives.
• Analysing the institutional, technical, financial and operational changes that have occurred in the partner organisations as a result of the support provided by the project.
• Documenting the early or expected community and environmental results of the initiatives, focusing on solid waste management, agricultural waste recycling, environmental awareness and sustainable practices.
• Preparing success stories and case studies that reflect change at the level of organisations, communities and beneficiaries, in compliance with informed consent and data protection.
• Distilling the lessons learned, challenges and success factors that can inform the design and implementation of similar future interventions.
• Providing practical recommendations to strengthen sustainability, replicability, and the improvement of partnership and capacity-building models in community environmental projects.

Scope of Work and Deliverables:

1. Preparation Phase:

The consultant/service provider will undertake the following tasks:

• Holding an introductory meeting with the CARE Egypt team to understand the objectives of the study, its expected uses, the target audience, the scope of documentation, and the learning and communication priorities.
• Reviewing the relevant documents, including the project document, the logical framework, progress reports, partner organisations’ reports, work plans, monitoring lists, means of verification, training materials, available success stories, and communication and visibility materials.
• Developing a methodology note/inception report setting out the study questions, the data collection and analysis methodology, the sampling plan, data collection tools, the visit plan, and the data management and ethics plan.
• Designing the study tools, such as individual interview guides, group discussion guides, a document review checklist, a success story template, a good practice documentation template, and a photo and visual materials checklist.
• Establishing a clear plan for informed consent, data protection and the use of photos and quotations, in compliance with CARE Egypt’s safeguarding and confidentiality policies.
• Submitting the proposed work plan and tools to CARE Egypt Foundation for review and approval before data collection begins.

2. Data Collection and Field Documentation:

The consultant/service provider will carry out the data collection and documentation activities, including but not limited to:

• Conducting individual or group interviews with the CARE Egypt team concerned with the project, including management, monitoring and evaluation, and the relevant technical, financial and field teams.
• Conducting interviews with representatives of the partner NGOs, including project managers, coordinators, financial/administrative officers, technical officers, and board members when needed.
• Carrying out selected field visits to the initiative implementation sites in Assiut Governorate to document activities, results, challenges and relevant visual evidence.
• Conducting interviews or focus group discussions with a sample of beneficiaries or local stakeholders, such as households, farmers, volunteers/environmental educators, community leaders, and representatives of local authorities when needed.
• Reviewing the evidence supporting implementation, such as photos, attendance sheets, meeting minutes, beneficiary records, procurement or equipment records, monitoring reports, and awareness and communication materials.
• Collecting and documenting selected success stories and case studies that reflect institutional, community or environmental changes, ensuring supporting evidence and informed consents are in place.
• Documenting good practices, common challenges and the differences between the partner organisations’ implementation models, taking into account gender, inclusion, safeguarding and sustainability.

The study methodology should include the following:

• Using a qualitative/mixed methodology based on document review, interviews, field visits and analysis of supporting evidence.
• Cross-checking information from more than one source wherever possible, including reports, interviews, documents, field observations and photos.
• Focusing on practical learning and extracting usable lessons rather than merely narrating the activities implemented.
• Highlighting the voice of the partner organisations, beneficiaries and local communities in a professional, ethical manner that respects dignity and confidentiality.
• Providing a clear analysis of achievements, challenges, success factors, sustainability and replicability.

3. Analysis and Report Preparation:

The consultant/service provider commits to the following:

• Organizing and analysing the data collected according to the agreed study themes, including the project context, the intervention model, results, institutional changes, community/environmental changes, lessons learned, sustainability and scalability.
• Preparing an initial draft of the documentation study for CARE Egypt’s review and integrating the technical, language and methodological comments.
• Holding a brief presentation/validation session with the CARE Egypt team, with the possible participation of a sample of partner organisations when needed, to discuss the findings, lessons and recommendations before finalising the study.
• Preparing the final version of the documentation study in Arabic and English, with an executive summary in Arabic and English upon request.
• Preparing an annex or evidence matrix showing the data sources used, the documents reviewed and the visits or interviews conducted, with due regard to confidentiality and data protection.

Deliverables:

The consultant/service provider will submit the following deliverables:

1. An inception report/methodology note covering the study questions, methodology, sampling plan, data collection tools, visit plan and detailed work plan.
2. Data collection tools in an editable format, including interview guides, document review checklists, success story templates and good practice documentation templates.
3. A document and evidence review matrix, showing the documents reviewed and the gaps or information required to complete the documentation.
4. The draft documentation study for CARE Egypt’s review.
5. The final documentation study of the Roots of Sustainability project, including the analysis, findings, lessons learned, recommendations and supporting annexes.
6. A brief executive summary usable for communication with partners and donors.
7. The number of success stories/case studies agreed with CARE Egypt, with photos or quotations where the required consents are available.
8. An organised archive of the supporting materials collected or reviewed during the assignment, including a list of photos and visual materials with their captions where available.

*The consultant/service provider must comply with CARE’s policies on safeguarding, protection from sexual exploitation and abuse (PSEA) and confidentiality, and may not share any data or documents related to the project or the partner organizations without prior approval from CARE Egypt Foundation

TOR -Conducting a Documentation Study of the Roots of Sustainability Project – AR – GIZ

TOR -Conducting a Documentation Study of the Roots of Sustainability Project – EN – GIZ

Please be informed that the final deadline for submitting applications is Saturday, July 25, 2026, via the link or by email [email protected]

يرجى العلم ان اخر ميعاد للتقديم يوم 25يوليو2026عن طريق اللينك أو الايميل [email protected]