Terms of Reference Policy Expert

Published on 27th February 2018


Atina has, 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 migrants, especially children and women in local communities in Serbia and Macedonia. During the project KAS, MLA, and Atina will develop participatory community-based mechanisms for continuous monitoring and advocacy for the implementation of effective integration and protection policies and services for migrants, especially women and children.

The expected outcomes of the projects are: 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 refugee crisis in Europe from 2015 became the worst humanitarian crisis since the Second World War. Since the breakout of the crisis, over 1 million migrants and refugees crossed into Europe in search of better opportunities. The main countries of origin 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 established temporary registration centers 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 a limbo.

The situation left several thousands of migrants in temporary centres in Macedonia and Serbia who had 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, even 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 SOPs 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 of the Law on Asylum and Temporary Protection are 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. The dominant discourse in policy debates emphasizes migration aspects, transnational collaboration, and national actions, leaving out human rights and protection aspects and the most relevant actors in the protection of migrants, especially the most vulnerable ones – local communities.


Policy Expert is responsible for making two policy papers, delivering country-specific recommendations. These recommendations 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 roundtables with the experts and decision – makers on the national level in Serbia and Macedonia. Specific responsibilities of the Policy Expert are:

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

Policy 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 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 roundtables 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 roundtables and other meetings on the project

Policy Expert will be responsible for participation in expert roundtables, international conference and other meetings on the project in the case of need. The aim of the first roundtable will be to present the Study and monitoring methodology. It will be used as a forum where identified challenges concerning migrants’ protection and prospects of local integration (especially concerning women and children) will be brought up and discussed. The aim of this roundtable will be 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. The second roundtable will be held after the first monitoring reports are available and it will be used as a forum for presentation and discussion of the preliminary findings and recommendations. Members of 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. Direct exchange between the national and local level decision-makers and civil society is strengthened; 2. Policy approach is informed by demonstrating real cases from the field. The third roundtable which will be held in month 18 will draw up the country-specific “roadmaps” for Serbia and Macedonia which will be presented at the international conference at the end of the project. 

3. To develop two policy papers

Policy Expert will be responsible for developing two policy papers based on reports, analysis, and discussions on the expert roundtables. 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. Policy papers will further support raising public awareness on the situation of migrants/refugees so that a certain need for action is pushed toward the policy-making community.



A. Become familiar with the project

B. Become familiar with all developed analysis and reports of the project;

C. Participate in expert roundtables and other meetings on the project;

D. Develop two policy papers;



Activities/Coordination and Study development

16/03 – 30/09/2018

Study all developed analysis and reports of the project



Develop two policy papers




Participate in expert roundtables and other meetings on the project



Association Atina will negotiate the 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 (email, 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 March, 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. Written sample of similar assignments.


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

· University degree in arelevant field

· At least 3 years of relevant experience

· Experience of the candidate in performing similar projects or programs;

· An example of previous work as a reference to previous experience is desirable


All bids need to be submitted no later than Monday 12 March, at 17:00h in electronic version, to the email mirko.rudic@atina.org.rs. A selection will be made no later than 13 March, 2018 and the selected consultant will be contacted no later than 15 March, 2018.

Only a selected candidate will be informed.