TOR - Post-Distribution Monitoring (PDM) Survey

Project - Inclusive Humanitarian Relief Assistance for Flood-Affected Families in Buner and Shangla

Target Area: District Buner (Tehsil Gadezai) and District Shangla (Tehsil Puran), Khyber Pakhtunkhwa, Pakistan Implementing Partner: National Integrated Development Association (NIDA–Pakistan)

Donor: CBM (through approved humanitarian funding)

Project Duration: 1 September 2025 – 31 January 2026

Background

NIDA Pakistan is implementing the project “Inclusive Humanitarian Relief Assistance for Flood-Affected Families in Buner and Shangla” to provide immediate, inclusive, and life-saving humanitarian assistance to flood-affected communities. The project targets highly vulnerable households, with particular prioritization of persons with disabilities, female-headed households, elderly persons, and families with children.

During the reporting period, the project successfully supported 421 flood-affected households (3,579 individuals) through the provision of Food assistance packages, Non-food item (NFI), WASH (Hygiene) kits (for 300 HHs), Health and hygiene awareness sessions, Preparatory activities for assistive devices and inclusive eye health services.

All distributions were conducted through eight accessible and community-agreed distribution points across five Union Councils in Districts Buner and Shangla. Strong accountability mechanisms, including an operational Complaint and Response Mechanism (CRM), were in place throughout implementation.

As part of the project’s accountability, learning, and quality assurance framework, a Post-Distribution Monitoring (PDM) Survey will be conducted in the next reporting period to systematically capture beneficiary feedback and assess the relevance, utilization, satisfaction, and inclusiveness of the assistance provided.

Overall Purpose

The purpose of the PDM survey is to assess the effectiveness, appropriateness, utilization, and beneficiary satisfaction with the food, non-food, and WASH assistance delivered under the project, while ensuring disability- and gender-sensitive accountability.

Specific Objectives

• To assess beneficiary satisfaction with the quality, quantity, and relevance of distributed food, NFI, and WASH items

• To evaluate the utilization and appropriateness of assistance at household level

• To assess the accessibility and inclusiveness of distribution processes, particularly for persons with disabilities, women, and elderly beneficiaries

• To capture beneficiary feedback on timeliness, dignity, safety, and accountability mechanisms, including CRM.

• To identify gaps, challenges, and lessons learned to inform adaptive management and future humanitarian programming

Scope of the PDM Survey

The Post-Distribution Monitoring (PDM) survey will assess the relevance, quality, utilization, and effectiveness of humanitarian assistance provided to 421 flood-affected households (121 in District Shangla and 300 in District Buner) under the project intervention. The PDM will generate evidence on beneficiary satisfaction, coverage, accountability, and compliance with agreed standards, while identifying gaps and lessons to inform adaptive programming.

The scope of the PDM will geographically cover the following project locations:

• District Buner

• Union Councils: Pacha Kalay, Malakpur

• District Shangla

• Union Councils: Ismail Khel, Bengalai

The survey will capture household-level feedback of the assistance beneficiaries from these Union Councils, ensuring representation of diverse vulnerability profiles, including families having persons with disabilities, women-headed households, elderly-headed households, and families with children. Findings will be disaggregated by sex, age, and location to support evidence-based decision-making, strengthen accountability to affected populations, and ensure alignment with Sphere Standards and the Core Humanitarian Standard (CHS).

The survey will focus on:

• Food assistance

• Non-food item

• WASH kits

• Selection of beneficiaries

• Distribution processes and accountability mechanisms

Methodology

The Post-Distribution Monitoring (PDM) will be implemented using an approved, structured questionnaire administered through door-to-door household surveys to ensure direct engagement with beneficiary households and the collection of reliable, first-hand data.

The data collection tools and approaches will be gender-responsive and disability-inclusive, designed to ensure accessibility and meaningful participation of beneficiaries including women, elderly persons, and persons with disabilities, in line with protection mainstreaming and inclusion standards.

Data will be collected through face-to-face interviews with a representative sample of beneficiary households, allowing for clarification, probing, and verification of responses to enhance data quality

and accuracy.

Throughout the PDM process, informed consent, confidentiality, and the Do No Harm principle will be strictly upheld. The consultant and enumerators will adhere to NIDA-Pakistan and CBM Codes of Conduct and ethical data collection protocols to ensure respect, dignity, and protection of respondents.

Sample Size

Based on standard sample size calculation (Raosoft), the required sample size will be 134 households (15%) with confidence level 95% and margin of error will be 5% and the sample will be proportionately distributed across districts, union councils, and beneficiary categories, with deliberate inclusion of households having persons with disabilities.

Target Group

• Men and women from flood-affected households who received food, NFI, and/or WASH assistance

• Households with persons with disabilities

• Female-headed households and elderly-headed households

Roles and Responsibilities of NIDA Pakistan

• Provide project documentation, beneficiary lists, and distribution data

• Facilitate access to communities and coordination with Village Committees and OPDs

• Review and approve PDM tools, methodology, and work plan

• Provide oversight through the MEAL team

• Review and validate the final PDM report

Role and Responsibilities of External Consultant

• Develop a detailed PDM Survey Work Plan

• Develop data collection tools

• Conduct field level survey.

• Ensure disability- and gender-sensitive data collection

• Analyze quantitative and qualitative data

• Prepare and submit a comprehensive PDM report, including findings, analysis, conclusions, and actionable recommendations

• Present findings to NIDA management

Deliverables of the Post-Distribution Monitoring (PDM) Survey

The External Consultant, in close coordination with NIDA Pakistan, will be responsible for delivering the following outputs:

1. Inception Deliverables

• Detailed PDM Work Plan, including timeline, sampling approach, field deployment plan, and risk mitigation measures.

• PDM Survey Framework, outlining key evaluation questions aligned with food assistance, NFI, WASH kits, beneficiary selection, and accountability mechanisms.

2. Data Collection Tools

• Approved Structured PDM Questionnaire, covering:

• Food assistance relevance, quality, utilization, and outcomes

• Non-Food Item (NFI) adequacy and usage

• WASH kit utilization and hygiene practices

• Beneficiary selection transparency and inclusion

• Distribution processes, accountability, and complaints mechanisms

• Tools to be gender-responsive and disability-inclusive, incorporating appropriate adaptations for persons with disabilities.

3. Enumerator Orientation and Field Readiness

• Enumerator briefing and orientation package, including ethical guidelines, informed consent procedures as per NIDA CRM guidelines, Do No Harm principles, and Codes of Conduct (NIDA Pakistan and CBM).

• Finalized sampling matrix, proportionately distributed across districts, Union Councils, and vulnerability categories, with deliberate inclusion of households with persons with disabilities.

4. Field Data Collection Outputs

• Completed household-level survey datasets for the sampled 134 households, disaggregated by sex, age, disability, and location.

• Field-level observations and qualitative insights related to beneficiary’s selection, distribution processes, protection concerns, and beneficiary perceptions.

5. Data Management and Analysis

• Cleaned and validated dataset, ready for review and archiving by NIDA Pakistan.

• Quantitative and qualitative data analysis, assessing relevance, effectiveness, coverage, accountability, satisfaction levels, and compliance with Sphere and CHS standards.

6. Presentation and Knowledge Sharing

• PowerPoint presentation of key findings and recommendations delivered to NIDA Pakistan senior management and MEAL team.

• Facilitation of a findings validation and learning session to support programmatic decision-making and accountability to affected populations.

7. Draft PDM Report

A comprehensive Draft PDM Report including:

• Executive Summary

• Background and Objectives

• Methodology and Sampling

• Key Findings by Sector (Food, NFI, WASH)

• Analysis of Beneficiary Selection and Distribution Processes

• Accountability, Feedback, and Protection Findings

• Gender, Disability, and Inclusion Analysis

• Lessons Learned and Good Practices

• Key Gaps, Risks, and Mitigation Measures

• Actionable Recommendations for Adaptive Programming

8. Final PDM Report

• Final PDM Report, incorporating feedback from NIDA Pakistan and CBM, ready for donor submission and internal learning.

• Report to be evidence-based, donor-ready, and aligned with humanitarian reporting standards.

Timeline

The tentative timeline for the PDM survey is as follows (to be finalized):

Consultant Eligibility and Submission Requirements

Interested and eligible consultants are required to submit a complete application package demonstrating their technical capacity, relevant experience, and financial feasibility to undertake the Post-Distribution Monitoring (PDM) assignment. The submission must include the following components:

1. Updated Curriculum Vitae (CV)

• An updated CV of the lead consultant (and key team members, if applicable), clearly highlighting:

• Relevant academic qualifications

• Professional experience in humanitarian MEAL, Post-Distribution Monitoring, and assessments

• Demonstrated experience in food assistance, NFI, and WASH-related evaluations

• Experience working with vulnerable populations, including persons with disabilities and flood-affected communities

2. Technical Proposal

A concise yet comprehensive Technical Proposal outlining the consultant’s understanding of the assignment and proposed approach, including:

• Interpretation of the assignment objectives and scope

• Proposed methodology and sampling approach

• Gender, disability, and protection mainstreaming strategies

• Data collection and quality assurance measures

• Ethical considerations, including informed consent and Do No Harm principles

• Proposed work plan and timeline

• Roles and responsibilities of the consultant/team

3. Financial Proposal

• A separate Financial Proposal, clearly itemized and costed, covering all professional fees, field costs, logistics, and applicable taxes.

• The financial proposal should be aligned with the proposed methodology and work plan and presented in a transparent and realistic manner.

4. Relevant Experience and Portfolio of Similar Assignments

• Evidence of prior experience in conducting similar assignments, particularly Post-Distribution Monitoring, evaluations, or assessments in humanitarian or emergency response contexts.

• A portfolio or list of at least 2–3 comparable assignments, including brief descriptions of scope, donor/organization, geographic location, and duration.

• Submission of sample reports or references (where available) to demonstrate analytical quality and reporting capacity.

Evaluation and Selection Criteria

All complete proposals will be evaluated using a weighted scoring system (100 points) in line with NIDA Pakistan’s procurement policies.

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Proposal Submission

Interested consultants are required to submit their complete technical and financial proposals, along with all mandatory supporting documents, electronically to the following email address: procurement@nidapakistan.org. The deadline for submission is: January 23, 2026.Due to the urgency of this requirement, proposals will be reviewed on a rolling (daily) basis. Proposals received after the stated deadline or submitted through any other means will not be considered.