VolinHA: external evaluation recruitment

© Eu Aid Volunteers

Terms of References for an external evaluation. Deadline: June 14th.



The “Volunteering in Humanitarian Aid” project (VolinHA) has been defined and implemented for the first round of projects supported by the EU Aid Volunteers initiative (EUAVI).

The project has been built and proposed for a grant by a spontaneous consortium, at the initiative of France Volontaires, along the French organization “La Guilde Européenne du Raid”, based on former partnerships as well as partnerships of partners.

It actually consists in two joint projects :

1. VolinHA – Hosting Organisations (HO) :

  • Coordinator : France Volontaires
  • Partners : ActionAid Bangladesh, Red Cross Philippines, Comhlámh Ireland, Croix Rouge Burundi, Croix Rouge Burkina Faso, FOCSIV Italy, Pastoral Social Caritas Ecuador
  • Associate partner : La Guilde Européenne du Raid

2. VolinHA – Sending Organisations (SO) :

  • Coordinator : La Guilde Européenne du Raid
  • Partners : Humanitarian Logistics Association (UK), Comhlámh (Ireland), FOCSIV (Italy), ActionAid Hellas (Greece), HVSF (Hungary), Zavod Voluntariat (Slovenia), PVCC (Cyprus), EsiLabs (Latvia)
  • Associate partner : France Volontaires


Through these projects, the EU gives the opportunity to organisations to build their capacities. The EU differentiates two types of projects, depending on the type of organisations participating :

  • the VolinHA-HO project is a “capacity building” project, since composed of EU and non-EU based organisations
  • the VolinHA-SO project is a “technical assistance” project, since composed of EU-based organisations only

1. VolinHA-HO

For this project labelled as “capacity building” according to EUAV categories, consortium members have designed VolinHA (Volunteering in Humanitarian Aid) – Host Organizations project with the aim of preparing future EUAV projects where organizations would share a common working culture, give a proper role to local volunteers, especially in enhancing disaster risk reduction.

Following specific objectives have been defined :

  • To improve community resilience to crisis by building capacities of local volunteers, positioning them as relays for future projects and counterparts to EU Aid Volunteers ;​
  • To ensure the certification of host organizations by strengthening capacities of partners in​ volunteers’ management and improve their practices to the level requested by EUAV standards ;
  • To prepare future EUAV projects by reinforcing links between humanitarian and volunteering​ organizations, developing a culture of « humanitarian volunteering”, and assessing needs that could be addressed by European humanitarian volunteers.

Main activities and logical framework as follows (please see further for more precise partner’s expectations) :



Cascade trainings Number of trainers trained
Number of volunteers trained
Degree of satisfaction of participants
Proportion of trainees involved in future
Needs assessment
Link with local authorities
Number of summarized study findings
Improving volunteers’ management processes in order
to get certified
Networking and sharing practices (between HO and SO,
with other partners)
Communication & dissemination
Number of participants to meetings (consortium,
Degree of satisfaction of participants to meetings
(consortium, trinomial)
Outcomes of meeting formalized, shared within
and outside the consortium

2. VolinHA-SO

For the VolinHA-SO project, the following specific objectives have been defined :

1. Improve the procedures in volunteer management in order to reach the EU’s requirements and standards for certification to the purpose of sending EUAVs to third countries. This activity will bring about behavior change/organizational development. This will help “enhance coherence and consistency of volunteering across Member states” (Reg. 375). Partners will be able to recruit a Civic Service Volunteer in order to facilitate this task. Each organization will then disseminate the newly acquired capacities by organizing a national workshop.

2. Bridge gaps between organizations specialized in humanitarian aid and those specialized in volunteer management while strengthening links between EU sending organizations and build a common ground for the definition of humanitarian aid volunteering. This will be implemented through conferences and workshops during 4 consortium meetings : Rome (October 2015), Paris (Salon des Solidarités, June 2016), Athens (November 2016), and Paris (July 2017).

3. Manage the multicultural aspect of sending EU Aid Volunteers in third countries, through conferences and workshops during the 4 consortium meetings.

Main activities and indicators of the logical framework :



Organisational review and self-assessment Number of procedures reviewed and improved/drafted
EUAV self-assessment form completed
Handbook of procedures drafted in each organization
Networking and sharing practices (within the
consortium and between SO and HO)
Study visits and exchanges carried out by the
Civic Service Volunteers
Number of participants to meetings (consortium,
Degree of satisfaction of participants to meetings
(consortium, trinomial)
Outcomes of meeting formalized, shared within and
outside the consortium
Civic Service Volunteers exchange reports outlining
Improving volunteers’ management processes
in order to get certified
Spreading new practices within the organisations
Certification obtained
Communication & dissemination Number of participants to the events
Degree of satisfaction


The VolinHA-HO project started in October 2015, for a duration of 2 years. After 15 months of implementation, volunteers have been trained, partnerships have been strengthened, practices have been shared and partners are in the process of improving their volunteer management procedures
with a view on being certified.

The VolinHA-SO project started in September 2015, also for a duration of 2 years. After having carried out volunteer study visits, organizational review and self-assessment, 5 organisations have applied for the certification as EUAV Sending Organisation, and all of them have been certified. We
are now in the dissemination phase.

To be noted, a mid term review of the EU Aid Volunteers initiative has been recently launched by DG ECHO. Therefore, this evaluation will run at the same time of an open online consultation and targeted interviews about the global initiative. VolinHA being one of the first projects funded by EUAV, results of the evaluation will feed in this consultation process.

Why would we need an external evaluation ?

  • VolinHA being one of the first projects funded with EUAV grants = experimentation
  • Strong assumptions to be tested :
    o Capacity building of partners through sharing of experiences
    o Humanitarian expertise based in non-EU countries
    o Empowering local volunteers as first responders is key for humanitarian action (VolinHA-HO)
  • Internally within the consortium : no availability to work on the evaluation, not enough distance with the project, and need of competencies on evaluation
  • Need to compile robust and documented facts and results to learn, build relevant future projects, disseminate and communicate
  • It is crucial to underline that this evaluation is an opportunity for learning from an external eye and for enriching future projects and partnerships – and not an “audit” with a red pen.


What would we expect from this evaluation ?

  • Identify key indicators based on those defined by consortium members (please see here​ below a first “mix” of indicators, result of a brainstorming in May 2016)
  • Feed in these indicators with information compiled from partners
  • Analyze whether and how “capacities” have been built, for volunteers as well as for partners
  • For “Hosting Organizations” especially, assess the relevance of how beneficiaries have been​ targeted and strengthened, and the added value of this project compared to partners’​ regular activities with those beneficiaries
  • Measure impacts of the project on volunteers (local and international) and partners (qualitative rather than quantitative, given the small size of the project)
  • Measure how the project has contributed to disseminate information and knowledge on volunteering (local and international), and on EU Aid Volunteers initiative – within each​ partner organization, each participating country, and participating communities
  • Analyze how the projects and its productions contributes to a better understanding between​ volunteering and humanitarian organizations and between EU based and non-EU based organisations
  • Analyze the European added value of the project

What should be the deliverables ?

  • Clear definition of projects’ indicators – initial ones as well as new ones
  • Feed in these indicators – especially quantitative ones (support to final report)
  • Qualitative analysis of interviews and documentation on impacts on volunteers and partners
  • An overview of key learning from the project to be shared for dissemination and communication
  • Recommendations for partners to ensure the sustainability of the project results
  • Recommendations for partners on future projects and volunteers’ dynamics
  • Recommendations on evolutions and adjustments for EUAV initiative – esp. capacity building​ projects

Main steps for the evaluation

  • June 14th : deadline for receiving proposals from consultants
  • June 19th : selection of consultant
  • June 20th : Launching meeting with 2 project coordinators
  • June 22nd : Session on evaluation during consortium meeting with all partners in Paris
  • June 26th – July 21st : Data collection and analysis
  • Last week of July 2017 : 1st draft of reports and recommendations ; meeting with coordinators
  • August 11th : Final report and documents to be delivered

Who should be the ideal evaluator ?

  • Expert in humanitarian aid, esp. disaster risks reductions, with a background / knowledge in volunteering dynamics, knowledge of EU procedures.
  • Possibly pair working with an evaluator from a non-EU country and an evaluator from an EU country
  • Languages spoken : English and French

Budget available

The budget proposal should not exceed 15000 Eu.
Depending on the evaluator’s availability and capacity, field visit could be organized.

Proposals to be submitted

It is expected to receive :

  • A detailed narrative proposal explaining the approach, methodology used, deliverables
  • A detailed planning of activities planned
  • A detailed budget
  • Resumes of consultant(s)


France Volontaires : Agnès Golfier agnes.golfier@france-volontaires.org
La Guilde Européenne du Raid : Yoanna Talopp euaidvolunteers@la-guilde.org

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