Terms of Reference for Policy and Knowledge Transfer Handbook Expert



Published on 16th April 2018


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 focus 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. 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.



Policy and Knowledge Transfer Handbook Expert is responsible to make two policy papers, delivering country – specific recommendations and one handbook on methodology and lessons-learned on monitoring and advocacy for better framework conditions for migrants in local communities in Serbia and Macedonia.

Recommendations from policy papers will be based on the work of Local monitoring and advocacy networks, comprehensive analysis on the position of refugees and migrants in Serbia and Macedonia, and on the conclusions from the organized expert round tables with the experts and decision – makers on the national level in Serbia and Macedonia.

The handbook will be the direct outcome of the whole implementation process and summarise in a coherent way the experiences and steps the communities took during the whole process. As such, it will be one of the main replication tools to allow for the transfer of similar projects to other communities within the two countries or even within the whole region.

Specific responsibilities of the Policy and Knowledge Transfer Handbook Expert are:

1. To study all developed analysis and reports of the project

Policy and Knowledge Transfer Handbook Expert will be responsible to get to know the project and study the following developed analysis and reports of the project:  Comprehensive analysis on the position of the refugees and migrants in Serbia and Macedonia, Monitoring reports developed by Local monitoring and advocacy networks, all reports from the meetings and other activities of Local monitoring and advocacy networks, conclusions from the organized expert round tables with the experts and decision – makers on the national level in Serbia and Macedonia, and presented at the international conference at the end of the project, and other analysis, reports, if needed.

2. To participate in expert round tables and other meetings on the project

Policy and Knowledge Transfer Handbook Expert will be responsible to participate in 2 expert round tables, 1 international conference and at least on one  meeting for each Local network .

The aim of round tables is to develop the frames for the policy papers and map the initial recommendations based on the experts’ discussions. In addition to this, the event will specifically take into consideration the possibilities and needs for amendments in the current national framework related to asylum and migration. Round tables will be held after the monitoring reports are available and it will be used as a forum for presentation and discussion of the preliminary findings and recommendations. Members of the Local networks shall also be invited to report on one or two cases related to the findings from their daily work. This approach has two advantages: 1. The direct exchange between the national and local level decision makers and the civil society is strengthened; 2. Policy approach is informed by demonstrating real cases from the field. 

The aim of the international conference is two-fold: 1. To present policy recommendations, lessons-learned from the national networks and their experiences working with migrants in the 10 local communities, 2. To offer a regional all-level dialogue platform to further support mechanisms for effective protection of services for extremely vulnerable refugees and migrants.

3. To develop two policy papers

Policy and Knowledge Transfer Handbook Expert will be responsible to develop two policy papers based on the reports, analysis and discussion on the 2 expert round tables. The policy papers will directly address the policy-making community with the aim to initiate changes in legal frameworks to enhance the protection and services of refugees and migrants in both countries. The policy papers will further support raising public awareness on the situation of migrants/refugees so that a certain need for action is pushed towards the policy-making community. Developed policy recommendations will be presented on International conference.

4. To develop Knowledge Transfer Handbook

Policy and Knowledge Transfer Handbook Expert will be responsible to develop the handbook which should provide a coherent and easy to understand guide for the replication of local monitoring mechanisms and advocacy campaigns to other communities within the region.  The handbook focus should be on tools and activities that are transferable and can be used in any setting. Also, the handbook should serve as a step-to-step guide for local communities and their networks to replicate similar activities within their communities. It will encompass all stages of replication, starting with the preparations, before the actual start of the project, and ending in the explanations of sustainability for the implemented project. The handbook should be prepared in both languages as well as in English.



  1. Get to know the project
  2. Get to know all developed analysis and reports of the project;
  3. To participate in expert round tables and at least on 1 meetings per each Local Network;
  4. To develop two policy papers;
  5. To develop knowledge transfer handbook



Activities/Coordination and Study development

04/05 – 30/09/2018

To study all developed analysis and reports of the project


To participate in expert round tables and other meetings on the project


To develop two policy papers

01/06 – 30/11/2018

To develop knowledge transfer handbook










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 30 April, 2018. 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 Monday 30 April, at 17:00h in electronic version, to the email mirko.rudic@atina.org.rs(link sends e-mail). A selection will be made no later than 3 May, 2018 and the selected consultant will be contracted no later than 4 May, 2018.

Only selected candidate will be informed.