SayPro Monitoring & Evaluation (M&E) Coordinator

Role Focus: Development of Project Indicators and M&E Tools Using SayPro’s M&E Templates
Department: Monitoring & Evaluation, SayPro Community Development Office
Reporting To: Program Design Manager | SayPro Development Royalty

Role Overview

The SayPro Monitoring & Evaluation Coordinator is responsible for designing and implementing robust M&E systems that ensure projects are effectively tracked, measured, and evaluated. By developing specific, measurable, achievable, relevant, and time-bound (SMART) project indicators and utilizing SayPro’s standardized M&E templates, the M&E Coordinator ensures that each project’s progress and outcomes are closely monitored, evaluated, and communicated.

The role involves aligning M&E activities with both community needs and organizational goals, ensuring that data-driven insights inform decision-making at all stages of the project cycle.

Key Responsibilities

1. Developing Project Indicators

The M&E Coordinator is tasked with defining appropriate quantitative and qualitative indicators for each project. These indicators are designed to track the effectiveness and impact of project interventions.

A. Define SMART Indicators

• Specific: Clear, focused indicators that reflect the exact aspect of the project being measured.
• Measurable: Quantifiable metrics that can be tracked over time.
• Achievable: Realistic goals that can be accomplished with available resources.
• Relevant: Aligned with project objectives and community needs.
• Time-bound: Indicators with defined timeframes for achievement.

Example:

• Objective: Improve literacy rates among youth in rural areas.
• Indicator: Percentage increase in literacy test scores among youth aged 15-19 in targeted regions by 20% within the first year.

B. Types of Indicators

• Output Indicators: Measure the immediate deliverables of the project (e.g., number of workshops conducted, materials distributed).
• Outcome Indicators: Reflect the medium-term changes or benefits (e.g., increase in community knowledge, improved infrastructure).
• Impact Indicators: Long-term outcomes that show broader effects on the community (e.g., improved livelihoods, enhanced education rates).

2. Developing M&E Tools Using SayPro Templates

The M&E Coordinator uses SayPro’s M&E Templates to develop customized tools for data collection, analysis, and reporting. These tools include:

A. Survey and Questionnaire Templates

• Design comprehensive surveys and questionnaires that capture both qualitative and quantitative data.
• Ensure that tools are culturally appropriate and easy to understand for community members.

B. Data Collection Forms

• Use standardized forms for regular monitoring (e.g., attendance sheets for workshops, beneficiary feedback forms).
• Ensure forms are user-friendly and tailored to specific project activities (e.g., training evaluation forms).

C. Progress Monitoring Templates

• Create templates for regular progress monitoring, capturing data on project activities, outputs, and challenges encountered.
• Include sections for data entry (quantitative and qualitative) and analysis.

D. Evaluation and Feedback Tools

• Develop tools for mid-term and end-of-project evaluations, including focus group discussion (FGD) guides, interviews, and case study documentation tools.

3. Data Management and Analysis

• Ensure all data is collected, stored, and analyzed systematically using SayPro’s M&E frameworks.
• Collaborate with field staff to ensure accurate data collection and periodic reporting.
• Analyze data for trends, successes, and areas requiring improvement.
• Provide actionable insights and recommendations based on data analysis.

4. Reporting and Documentation

• Use SayPro’s templates to produce M&E reports that outline project progress, challenges, and lessons learned.
• Ensure that reports are submitted regularly to project management and relevant stakeholders.
• Provide timely updates on indicator progress, highlighting whether targets are being met or adjusted.

5. Capacity Building

• Train SayPro field staff and local partners on how to use M&E tools and templates effectively.
• Provide ongoing support and guidance on data collection methods, ensuring quality and consistency across the project.

Expected Outputs

• ✅ SMART Indicators for each project, clearly defined and aligned with project goals.
• ✅ M&E Data Collection Tools including surveys, questionnaires, and reporting templates.
• ✅ Monthly/Quarterly M&E Reports with clear data analysis, progress tracking, and recommendations.
• ✅ Evaluation Tools for mid-term and end-of-project reviews.
• ✅ Capacity-building sessions for field staff on M&E best practices and tool usage.

Skills and Competencies Required

• Expertise in Monitoring and Evaluation (M&E) principles and frameworks (logical framework, results-based management).
• Proficiency in data collection methods, including surveys, focus groups, and interviews.
• Strong analytical skills, with the ability to interpret quantitative and qualitative data.
• Experience using M&E software or platforms (e.g., Excel, KoboToolbox, SurveyMonkey).
• Ability to communicate findings clearly in written reports and presentations.
• Experience in training and capacity building for local teams on M&E methodologies.

Impact of the Role

The M&E Coordinator ensures that SayPro’s projects are not only designed for impact but are also closely monitored and evaluated. This role is central to assessing whether the development interventions are achieving the desired outcomes, ensuring accountability to donors, stakeholders, and the communities we serve. Through rigorous M&E systems, the coordinator helps SayPro to adapt and refine its projects for greater effectiveness and sustainability.