Terms of Reference Lead Expert(s) for developing a methodology for participatory monitoring and for development of the comprehensive analysis of the position of migrants in Serbia

Published on 29th March 2017 


ATINA in partnership with Konrad Adenauer Stiftung and NGO Macedonian Lawyers Association started with the implementation of the project Building Together: Community Monitoring and Advocacy which is financially supported by the European Union. The overall objective of the project is to improve the position of refugees and other migrants, especially children and women in local communities in Serbia and Macedonia. During the project KAS, ATINA and MLA will develop participatory community-based mechanisms for continuous monitoring and advocating for the implementation of effective integration and protection policies and services for migrants, especially women and children.

The expected outcomes of the projects are that: Local Monitoring and Advocacy Networks are able to monitor local policies and protection practices in regards to integration of migrants; Local policies and services for migrants (especially children and women) are improved; similar initiatives gathering CSOs and institutions are implemented in Macedonia, Serbia and the region.



The migrant and refuge crises in Europe from 2015 became the worst humanitarian crises since the Second World War. Since the breakout of the crises over 1 million migrants and refugees crossed into Europe in search of better opportunities. The main countries of origins of the migrants are: Syria, Afghanistan and Iraq. With its central geographical position Macedonia and Serbia played a crucial role within the Balkan Route of movement of migrants toward Western European countries.

The crises posed a serious challenge to both countries in terms of facilitating their journey and accommodating their temporary residence. With this being the case, both countries establish temporary registration centres in August 2015 as entry points where migrants and asylum seekers had their data recorded with the possibility to stay in the country for 72 hours.

However, the situation changed dramatically in October/November 2015 when the main countries of destination (Austria, Germany and Sweden) reversed their welcoming policies for the migrants and began to negotiate with Turkey for stemming the influx of migrants through Greece and the Balkan route further on. Finally, after months of negotiations the EU and Turkey struck a deal for stemming the flow of migrants from Turkey and in early March 2016 the Balkan Route was effectively closed which left the migrants in limbo.

The situation left several thousand of migrants in the temporary centres in Macedonia and Serbia who were left with two options: apply for asylum or head back to Greece and return to their home destination.

As was the case with other countries in the region, the Governments of Serbia and Macedonia were initially overwhelmed with the large influx of new arrivals. While Serbia and Macedonia had recently established reception and asylum systems, the implementation of the asylum law has been deficient and services inadequate, the more so as these systems were designed for much smaller numbers. In an effort to better cope with the situation and prompted by international actors and national NGOs, in the autumn of 2015 both Macedonia and Serbia adopted emergency plans in case of mass influx of migrants, with the support of international actors. However, the plans focuses on the immediate priority of increasing accommodation  capacity and winterizing shelters and, as UN Women observed, while      referring to the need of special assistance for vulnerable groups, they are weak in addressing protection and gender concerns.

Recently, there have been some promising developments at the policy levels in both countries. For instance, in Macedonia, Standard Operating Procedures (SOP) have been developed for processing unaccompanied children (November 2015), and for other categories of vulnerable refugees and migrants, including the elderly, pregnant women, single parents (April/May 2016), while SOP for the prevention and response to SGBV in the refugee crisis are currently under consideration.11 The Serbian government adopted the “National Strategy for Gender Equality for the period 2016-2020”, which includes women refugees as a vulnerable group at risk of discrimination. A new draft Law on Asylum and Temporary Protection is currently being considered, which should improve the asylum procedure.

Migrants’ protection is a complex issue involving a wide range of aspects which need to be addressed by adopting a multidisciplinary and intersectoral approach. Dominant discourse in policy debates emphasises migration aspects, transnational collaboration and national actions, leaving out human rights and protection aspects and the most relevant actors in protection of migrants, especially the most vulnerable ones – local communities.



Lead Expert(s) for a Methodology for participatory monitoring in Serbia and Macedonia and for Comprehensive analysis of the position of migrants in Serbia and Macedonia will be responsible for supervision and consultations regarding monitoring methodology and instruments used by the Local Networks for Advocacy and Monitoring, and development of baseline research.

I Specific responsibilities of the Lead Expert(s) for development of methodology for participatory monitoring are:

  1. To supervise the work of the Expert teams.

As a leading member of two Expert teams for development of monitoring methodology and for development of analysis of migrants’ position, Lead Expert will be responsible for: participation at the Expert teams meetings, providing inputs for development of overall methodology and of the formats for reporting, coordination the Team work and Team members and submitting final versions of the products.

Regarding the Methodology for participatory monitoring, the Lead Expert will organize the implementation, supervise and will be responsible for the development of final products for the following activities of National Experts:

  • Developing monitoring methodology

The methodology should include methodological framework, indicators, tools and instruments for monitoring the overall effectiveness of the protection standards already in place, as well as the level of implementation of the local integration policies concerning different groups of migrants.

Specific indicators with the aim to monitor and assesses integration measures targeting the vulnerable groups such as women and children should be included.

The developed methodology should also include roles of the members of the Local Network for Advocacy and Monitoring, reporting templates and monitoring work plan.

II In addition, regarding the Comprehensive analysis of the position of migrants in Serbia and Macedonia, the Lead Expert(s) will organize the implementation, supervise and will be responsible for the development of final products for the following activities of National Experts:

  • Developing detailed research methodology

Specific methodology for data gathering, including tools and guidelines for focus group and in-depth interviews.

  • Development of desk research

The desk research should focus on identification of current position of migrants by conducting a comprehensive analysis of the provision of assistance in the area of educational, health, social protection, prevention of human rights violations and violence. The analysis should map the existing assistance available to migrants and difficulties in accessing the assistance. Special focus should be given to women migrants and children as risk groups of gender based violence and human trafficking. Additionally, the analysis should include statistical data and reports from institutions and organizations mandated with migration policy and social protection, including prevention and protection of victims of trafficking, EU standards, best practices and good models that can be applied at the local level.

  • Implementation of ten focus group interviews

In coordination with the Expert team the National experts will facilitate ten group interviews with professional from four different municipalities in Serbia and Macedonia, as well as representatives of relevant ministries and institutions. Report on the interviews should include transcripts, and the analysis of the interviews. The goal of the focus groups is to properly map and assess the existing assistance and related practices in provision of assistance to migrants, but also weaknesses, discrepancies and obstacles that professionals involved in the area face.

  • Conducting ten in-depth interviews with migrants, including woman and children

The goal of the interviews is to obtain understanding on quality of assistance migrants’ receive, level of respect of their human rights and particularly, women’s and child human rights. This will provide an in-depth understanding of the scope of the problem, migrants’ opinion, perspectives and understanding of the reasons for migration, which will contribute to understanding the difficulties they face in accessing their rights. The researcher should develop a report of the in-depth interviews and provide the transcripts from the interviews.

  • Finalisation of the baseline research and the case studies

Upon finalization of all other research activities (desk research development, focus group interviews, in-depth interviews), baseline researcher should propose the Study format to be approved by the Lead expert and the Project team and finalize the Study on the position of migrants in Serbia, including 6 case studies.

  1. To conduct consultations with the Expert Team members

The Lead Expert will provide comprehensive consultations to National Experts in both Teams regarding the Project.

  1. To develop final products

The Lead Expert will be responsible for the final versions of the monitoring methodology and the Study.

  1. To finalize three monitoring reports

Also, the Lead Expert will be responsible for development of the monitoring reports made by the Local Networks and submitting the final versions.

The methodology for monitoring will be used by the Local Networks of professionals engaged in protection of refugees and migrants, as well as social protection in general (6 networks in Serbia and 4 networks in Macedonia).

The Networks will be consisting of 10 to 20 members from relevant local institutions and organizations and will produce three monitoring reports in a period of 14 months.

Lead expert will be in charge for providing support to the Local Networks in the process of data gathering as well as reports development. In addition, Lead expert will be in charge for formulating the final version of the three monitoring reports.



  • Get to know all the relevant legal framework and documents related to the research process;
  • Coordinate activities of the Expert Teams;
  • Ensure information sharing and regular communication with the Expert Teams;
  • Monitor activities of the Expert Teams;
  • Finalise final products the Expert Teams;
  • Develop final three monitoring reports made by the Local Networks.


The assignment should take place from 17 April to 15 November, 2018.



Activities/Coordination and Study development


Supervision of the work of the Expert teams


Conduct consultations with the Expert Team members

28/4-2/5 2017

Finalizing research methodology with the national experts

2/06 2017

Submitting research methodology and the Study structure

19/5-22/5 2017

Finalizing desk research

22/5 2017

Submitting final version of the desk research

15/8-21/8 2017

Finalizing I draft of the Study

21/8 2017

Submitting I draft of the Study

25/8-30/8 2017

Submitting final version of the Study


Activities/Coordination and Monitoring methodology development

17/4-30/6 2017

Supervision of the work of the Expert teams


Conduct consultations with the Expert Team members


Finalizing I draft of the methodology


Submitting I draft of the methodology


Finalizing monitoring methodology


Submitting final version of the monitoring methodology


Supporting Local Networks in reports development


Submitting final version of the I monitoring report


Submitting final version of the II monitoring report


Submitting final version of the III monitoring report






































Association ATINA will negotiate number of days of engagement with the selected consultant(s) on the basis of the financial offer (gross amount) that will classify the following:


Activity description


Rate per day


Activity 1





Activity 2





Activity 3





Activity 4





*Add columns as needed depending on the number of activities needed to perform the assignment

            Subtotal                                               Euro__________

            Other costs (specify)                             Euro__________

            TOTAL                                                Euro__________

The total costs should cover all preparatory work regarding data collection, communication costs between Project team, consultants and organizations (e-mail, telephone, fax, mail).



Interested consultant(s) should develop and submit the bidding proposal in English language to respond to above mentioned specific tasks no later than 12 April, 2017. The bidding proposal should include:

1. Description and contact details of a consultant applying;

2. A clear description of the methodological approach;

3. A detailed Budget Proposal (in the required form);

4. CV of expert involved emphasizing relevant experience;

5. Witting sample of the similar assignments.



Project team will make decision on the selection of the most successful bidder, subject to the available budget, on the following four criteria:

  • University degree in the relevant field
  • At least 3 year of relevant experience
  • Experience of the candidate in performing similar projects or programs;
  • An example of previous work as a reference of previous experience is desirable



All bids need to be submitted no later than Wednesday, 12 April, at 17:00h in electronic version, to the email mirko.rudic@atina.org.rs. A selection will be made no later than 13 April, 2017 and the selected consultant(s) will be contracted no later than 14 April, 2017.

Only selected candidate(s) will be informed.