1. Background
ADRA Ukraine is a non-governmental organization registered in the country in 1993 since last 30 years providing humanitarian and development assistance. ADRA Ukraine has implemented humanitarian and protection programming in response to the Ukraine war since its beginning in 2014. Response activities have included MHPSS, WASH, winterization, and social transport, among others. ADRA Ukraine’s programming has been funded by GAC-MHD, OFDA, UNICEF, WFP, UNHCR, UNOCHA, UHF, DANIDA, MFA of the Czech Republic, GFFO Germany, Japan Platform, and others. ADRA Ukraine has 7 field offices and over 320 local staff. Belonging to the global ADRA network with shared values and support systems, ADRA Ukraine is supported by ADRA Germany and ADRA Czech Republic.
ADRA Ukraine, together with its partners ADRA Germany and ADRA Czech Republic, has been implementing since August 2024 a multisectoral, life-saving humanitarian aid projects to ensure access to safe water, mental peace, social transport and winterization for Ukrainians affected by conflict: Safe water, mental peace and social transport for Ukraine affected by conflict (WMT Ukraine) and Safe water, mental peace, livelihood support, social transport and winterization for Ukrainians affected by conflict (WMTW Ukraine) projects. The WMTW project (July 2025 – June 2026) aims to address critical needs through four key components: psychosocial support, social transport, food security, WASH and winterization. Through psychosocial help the project helps to alleviate mental health challenges. Through social transport ADRA ensures access to essential social services and infrastructures for people in remote villages of Dnipro, Kherson, Zaporizhzhia, and Donetsk oblasts. Funds provided to collective centres enhance food security by enabling them to supply food to internally displaced people (IDPs) and at least 10 centres with fuel to provide protection against harsh winter conditions. Additionally, WASH initiatives are improving access to clean water and sanitation, fostering better health and hygiene. The project builds on the existing humanitarian presence of local partner organisations and is in line with the UN Flash Appeal, which aims to address the key needs of IDPs and left-behind affected people in Ukraine and refugees crossing the border.
To continue in its humanitarian effort in Ukraine, ADRA is planning to apply for funding from European, German, and Czech institutional fundings, including DG ECHO, the German Federal Foreign Office, and the Czech MOFA, in the next funding period in 2026.
2. Purpose of the Needs Assessment Study
The overall objective of the Needs Assessment Study for Dnipropetrovsk Oblast is to conduct a comprehensive and impartial analysis of humanitarian needs in the region to inform strategic decisions for the next round of funding from European institutional sources. The Needs Assessment report should help with strategic steering to guide and justify the funding proposals. Secondary, by taking in account the WMT and WMTW projects, the NA should provide learning to improve ADRA’s program design.
The specific objectives of the Needs Assessment Study include:
• Diagnosing the key issues, questions, and concerns that need to be addressed through forthcoming funding in the mentioned sectors.
• Establishing a clear understanding of the priority problems affecting the community to ensure effective allocation of resources.
• Informing the definition and implementation of appropriate interventions that are both relevant and timely.
• Reducing the likelihood of duplication in humanitarian efforts by clearly identifying and addressing the unique needs of the region.
• Identifying gaps in WMT and WMTW Projects responses in the selected sectors, as well as other stakeholders operating in Dnipropetrovsk Oblast.
Ensuring that identified needs are strategically aligned with the Ukraine Humanitarian Needs and Response Plan 2025, Winter Response Plan 2025-2026 and plans of the institutional donors thereby enhancing coherence in response strategies.
3. Scope of work to be undertaken
The Needs Assessment Study shall cover all targeted sectors in Dnipropetrovsk Oblast. The targeted sectors are:
a. Mental Health and Psychosocial Support. Current approaches of ADRA Ukraine under the MHPSS sector should be assessed with the emerging needs, gaps, and particular needs of the most vulnerable groups: women, elderly, PWD, IDPs and victims of GBV/SGBV. The Needs Assessment will also explore the extension of Mental Health and Psychosocial Work (MHPSS) activities for Former Combatants and Mine/UXO victims.
b. Social Transport. Current work of ADRA Ukraine in Social Sector and explore links between social transport and other needs.
c. Water, Hygiene and Sanitation (WASH). Current work of ADRA Ukraine in rehabilitation of WASH infrastructure, persistent needs of different vulnerable groups, gaps, and identification of districts and settlements for further expansion of the WASH activities.
d. Winterization. Current work of ADRA Ukraine for winter 2025/26 aid and addressing the prolonged needs for the winter season 2026/27.
The data collection should be obtained from beneficiaries in targeted area(s) in Dnipropetrovsk Oblast with specific focus on vulnerable groups that include women and children, elderly, IDPs, people with disabilities, Former Combatants and Mine/UXO Victims. Data collection should also cover the other related stakeholders, including the government, NGOs, UN agencies, and local CBOs/CSOs.
The Needs Assessment Study should provide responses (but not limited) to the following questions:
• Identify the immediate needs of the affected population (focus on sectors).
• Identify severely affected geographic areas within the oblast for each sector (MHPSS, Social Transport, WASH, and Winterisation).
• Identify gaps in current projects led by ADRA Ukraine and other partners in Dnipropetrovsk oblast and selected sectors.
• Map critical needs in the context of protracted crises and after the extreme event (manmade and natural).
• Focus on specific needs of vulnerable groups (women, children, elderly, PWD, IDPs, and former combatants).
• Provide general recommendations to inform strategic decisions on response.
4. Design and Methodology
A detailed design and methodology for the Needs Assessment Study will be proposed by the consultant in their technical proposal. The methodology should include diverse and participatory assessment tools, such as desk reviews, interviews, key informant interviews (KII), and focus group discussions (FGD). For the KII and FGD, the scoping and selection of needs should be thoroughly elaborated. The methodology should at a minimum ensure the collection of sex-, age-, disability-, and displacement-status disaggregated data. In addition, the consultant should describe data quality assurance measures (e.g., piloting of tools, daily debriefs, spot checks, and validation workshops) to ensure rigor and reliability of findings.
The consultant should explain how he plans to safeguard the rights of participants involved in data collection and analysis, adhering to the ethical MERL Framework and ADRA Policy on Safeguarding Children and Young People. Additionally, the consultant must demonstrate a commitment to transparency, inclusivity, confidentiality/data protection, cost‑effectiveness, and accountability to affected populations (AAP).
All intellectual property rights to the data and materials generated under this assignment will remain with ADRA, and the consultant is expected to undertake all necessary actions to uphold this assignment.
5. Managerial Arrangements
The consultant will be supported by the Needs Assessment Advisory group. The Needs Assessment Advisory Group will assure:
• Provision of documents related to the assessment that are requested by the consultant (documents for current ADRA Ukraine project(s)).
• Provide linkages to relevant resources and information available. (local partners from relevant clusters, local authorities, project beneficiaries)
• Facilitate any necessary approval of the assessment with relevant local authorities in the oblast.
• Ensure the consultant and the working team understand the safeguarding policy and code of conduct.
• Ensure consent forms are available and used by the working teams.
Contractor will also contact the Needs Assessment Advisory Group for other question related to contracting, financial and budget questions, technical advice, logistic in the field, etc.).
The Advisory Group and ADRA staff will have clearly defined roles in supporting the consultant. ADRA’s MEAL focal point will provide technical oversight, including review and approval of deliverables. The Program Manager will be responsible for overall quality assurance and for approving the final report. The Project Manager will support field access, local permissions, and travel arrangements. This division of responsibilities ensures the consultant has clear points of contact for technical guidance, deliverable approval, and operational support.
6. Time Frame/Schedule
The estimated time for this Needs Assessment is 30 days. It is expected to start by the 6th of October with the Inception Kick-off Meeting, and the final report will be provided by the 15th of November 2025. The proposed detailed workplan for undertaking this assessment is based on the tentative schedule below:
Tasks
An inception report: 2 days
Data collection and field work: 15 days
Analyses and drafting the Needs Assessment Report: 8 days
Final Needs Assessment Report: 5 days
Total: 30 days
During the whole period of the assignment, follow-up meetings will be held between the consultant firm and ADRA Ukraine focal points to tackle any field problems anticipated in order addressed them beforehand.
7. Deliverables and Reporting Deadlines
For this Needs Assessment Study, the contractor is supposed to deliver two reports:
Inception Report (English language, 3-5 pages for the main text without front page, table of contents and annexes). The inception report should set out the planned design and methodology to meet the abovementioned objectives and to answer the assessment questions. It should also reflect the limits of the suggested design and methodology and could explore the feasibility for answering the questions and reflect on the ToR, describe the overall approach of the evaluation and how data will be collected by providing an evaluation matrix, drafts of suggested data collection tools such as questionnaires and interview guidelines as well as a tentative assessment schedule. The expected deadline is the 7th of October.
Needs Assessment Report (English language, 30-40 pages main text, including the executive summary excluding the front page, table of contents, and annexes). The evaluation report has to contain an executive summary of a maximum 5 pages, mandatory annexes and meet at least the minimum standards described in Annex 1. The final report needs the approval of the Contracting Party. In case of dissent there has to be a documentation of the matter. A copy of raw data should be available. The expected deadline is the 15th of November.
In addition to the inception and final reports, the consultant will submit a draft needs assessment report(s) for review and feedback by ADRA and key stakeholders before finalization. The consultant will also facilitate a stakeholder validation workshop (or presentation of preliminary findings) to discuss key results, gather feedback, and ensure ownership before the final report is submitted.
Inception report, draft, and final needs assessment reports will be submitted to ADRA Ukraine, Katerina Kanuntseva (katerina.kanuntseva@adra.ua), Marek Soos (marek.soos@adra.de), and Anastasiia Kivilsha (anastasiia.kivilsha@adra.cz.
8. Confidentiality
All documents and data acquired from documents as well as during interviews and meetings are confidential and to be used solely for the purpose of the assessment.
The deliverables as well as all material linked to the assessment (produced by the consultant or the organisation itself) is confidential and remains at all times the property of the contracting party.
9. Financial Proposal and Schedule of Payment
The consultant is expected to submit a financial proposal (see Part 11) with an all-inclusive daily fee. Payment will be made as follows upon acceptance of the deliverables:
• Pre-payment (30%) after submitting satisfactory Inception Report
• Final payment (70%) after submitting satisfactory final Needs Assessment reports
10. Expertise and experience of the consultant
The consultancy team should be a multi-disciplinary to ensure covering the following skills:
• Have a solid understanding of the situation of the country, the local context and the ongoing changes.
• Track-record of previous high-quality assessments and mapping experience, including using participatory approaches, particular in the areas of protection and social norms.
• Experience in carrying out similar assessment/research.
• Know how to undertake desk reviews, as well as rapid assessments, qualitative and quantitative data collection and/or evaluations.
• Technical competence in MHPSS, WASH, Social Transport and Winterization.
• Aware of gender equality, gender transformations, and responsive programming, child protection, and community development.
• Skills to interview former combatants.
• Excellent communication skills (written and oral) in English and Ukrainian or Russian language.
• Proven ability to publish concise, focused, and easily understandable research/studies and assessment reports.
The applicants clearly describe team composition (team lead and sector leads) and the distribution of responsibilities.
11. Annexes
A) Final Needs Assessment Report (Minimal standards)
- Background
- Situation on the ground
- Assessment methodology
- Location of assessment
- Quantitative and qualitative methods to collect data
- Desk review of existing reports
- Objectives (defined by ADRA)
- Sample size (disaggregated data)
- Limitation of the Assessment
- Use of existing secondary data sources (e.g., cluster assessments, UN data)
- Assessment challenges and gaps
- Vulnerable groups / Gender, age and disability
- Sector-wise situation analysis
- Conclusion and Recommendation
- 30-40 pages main text
B) Quality Assurance Checklist for Final Needs Assessment Report
- The extension of the narrative final report is between 25-30 pages (excluding attachments)
- The report is well structured, logical, clear, concise, and complete.
- The evaluation’s purpose, objectives and scope are fully explained.
- The report presents a transparent description of the methodology applied to the needs assessment that clearly explains how the assessmnet was specifically designed to address the criteria, yield answers to the questions and achieve its purposes.
- Findings respond directly to the requirements detailed in the Scope of the Work and Needs Assessment Questions of this TOR and are based on evidence derived from data collection and analysis methods described in the methodology section of the report.
- Overall, the findings are presented with clarity, logic, and coherence. Graphs are used under the Sector-wise Situation Analysis to visualise findings.
- Conclusions present reasonable judgments based on findings and substantiated by evidence, and provide insights pertinent to the object and purpose of the Needs Assessment.
- Recommendations are relevant to the object and purposes of the Needs Assessment, are supported by evidence and conclusions, and were developed with the involvement of relevant stakeholders.
How to apply
Interested Consultant must submit the following documents:
- Cover Letter,
- Technical proposal. The technical proposal should include reference to the perceived feasibility of the ToR (including suggestions for specific assessment questions), brief description of the overall design and methodology of the assessment and a workplan/adaptation to the workplan at hand
- Financial proposal. The financial proposal includes a proposed budget for the complete evaluation. It should state the fees per working day (plus the respective VAT, if applicable), the number of working days proposed and other costs (e.g. translation, local transport, communication, etc.). Proof of professional registration and taxation is also required (e.g. by providing the evaluator(s) tax number).
- CV with references
- Sample of previous work in similar consultancy work (assessment/survey/baseline assessment).
Applications are to be submitted electronically by 26th of September 2025, to Katerina Kanuntseva (katerina.kanuntseva@adra.ua), Marek Soos (marek.soos@adra.de), and Anastasiia Kivilsha (anastasiia.kivilsha@adra.cz).
