Expression of Interest

TERMS OF REFERENCE

Term of Reference (ToR) for consultant for the development and strengthening of District Emergency Operational Centres and Information Management platforms

Summary

1.1. Purpose: To strengthen DEOC capacities and functionality in Banke, Bardiya and Dang districts and to design 3 Information Management platforms in consultation with Government and key stakeholders.

1.2. Audience: Red Cross Consortium, relevant government agencies, UN and other stakeholders.

1.3. Commissioners: This consultancy/assignment is being commissioned by the Red Cross Consortium.

1.4. Reports to: Silvia Crespo, Programme Manager

1.5. Duration: (up to) 10 months

1.6. Status: consultant

1.7. Location: Kathmandu, with regular visit to Banke, Bardiya and Dang Districts

Background

In the framework of the 8 ^th DIPECHO program in Nepal the Red Cross Consortium is implementing the project Delivering improved emergency preparedness and response in Nepal through enhanced partnership between the Red Cross and the Government of Nepal. One of the components of this project aims to improve the functionality of District Emergency Operation Centre (DEOC) in 3 districts and its links with District Disaster Response Committees (DDRC) and National Emergency Operations Center (NEOC) and built 3 IM platforms to give decision-makers at district and national level rapid, reliable, and accurate information about a disaster situation.

The scope of the information management platform will be determined in consultation with key stakeholders at district and national level. The platform will be designed in such a way to accommodate both pre- and post-disaster data, i.e. data that will be collected in "peace time" and data that will be collected in the event of a disaster. The former data set can be used to correlate, triangulate, and interrogate data from the latter set. By combining the two data sets, it is expected that more timely, reliable, and accurate information will be available for the emergency response. The IM platform will also include information from community early warning systems ((C/EWS) established with support from DIPECHO partners so as to enable the DEOC to be the institutional focal point for C/EWS data at district level.

Various forms of data collection tools or information management systems have already been tested, including the SAHANA software and the data collection system outlined in the national DM Guideline. While the latter system can provide detailed information in a given location, it is less suited for large-scale replication due to the complexity and technical requirements. This consultancy is expected to propose a simplified and technically light system, taking into account experiences from the above mentioned systems and under government leadership.

The DEOCs have been already established in the 3 targeted districts with support from UNDP, DFID and ECHO which has included basic physical infrastructure, provision of basic communications equipment and training of local government staff. Some generic guidelines for the DEOC are also in place, however, these guidelines and the users in DDRC/DEOC may need check-up, adaptation to local context and refresher trainings.

Objectives of the consultancy

To strengthen district level capacities in terms of data collection and information management and to improve the functionality and operationalization of the DEOC.

Main products/ deliverables expected by the consultancy

1. Three (3) district level information management platforms designed and rolled out.

2. Job descriptions, profile and required qualifications of the IM Officers discussed and agreed with authorities at district and central level. (both in English and Nepalese)

3. Capacity building plan for IM officers and DEOC staff developed in coordination with stakeholders.

4. Three context specific ToR for DDRC developed in cooperation with government and stakeholders (both in English and Nepalese)

5. Three context specific SOPs/guidelines for DEOC developed in cooperation with government and stakeholders and endorsed by district authorities (both in English and Nepalese).

6. Coordinate and implement a simulation exercise (to test IM platform and DEOC SOP)

Duration/Timeframe of consultancy/assignment

9-10 months

The specific timeframe will be agreed in joint consultation with Programme Manager and detailed in the inception report process. The consultancy is expected to be up to 9-10 months; the actual start of the consultancy will depend on the recruitment process for suitable consultant.

Main tasks of the consultant/staff:

1. Develop an Inception report (a sample format will be provided)

The inception report should include the detailed scope and plan/timeframe of activities for consultancy agreed with the Programme Manager

2. Design and roll out district level information management platform

In cooperation with MOHA, UNDP, and other stakeholders from national and district levels design the platform focusing on timely, reliable, and accurate information for the emergency response. The aim is to reach a general consensus on national standards of assessment parameters, templates, and data collection methods. The district level IM platform will be designed on the basis of these national "standards" and must be consistent with the district preparedness and response plans (DPRP) of the target districts and will emphasize the need for strengthened coordination.

Depending on the scope and design of the IM platform, the testing and roll-out can involve:

- collection and compilation of pre-disaster data

- cross-check consistency of data

- correlate with hazard/risk maps

- ensure consistency with District Preparedness and Response Plan

- test communication flow from field to DEOC and from DEOC to DDRC

- technical tests (e.g. uploads from smartphones, tablets; merging of data set, generation of maps/GIS)

Job descriptions, profile and required qualifications of the IM Officers will be discussed and agreed with authorities at district and central level along the process of design of the platform.

3. Organize district level consultations to discuss and adapt DDRC guidelines and DEOC standard operational procedures (SOP) -

In each of the target districts a technical working group will be formed consisting of local stakeholders and chaired by the assistant CDO (Chief District Officer) to discuss challenges and possible solutions in terms of DDRC and DEOC functionality. NRCS District Chapter and the project’ staff will provide technical support to these discussions.

The technical working group will prepare district level consultations that will include representation from DDRC members and other relevant stakeholders. The aim of the consultative meetings is to bring out practical obstacles to implementation of the ToR/SOPs, to propose and discuss measures to address the challenges, and to reach a shared understand of the purpose, contents and designated roles and responsibilities in district response.

The technical working group can develop or revise a locally adapted version of the ToR/SOPs that will clarify role and responsibilities of the Disaster Preparedness and Response Plans (DPRP).

4. Facilitate the endorsement by relevant government authorities of the Guidelines and SOP.

In coordination with NRCS district chapters the consultant will facilitate the acknowledgment and endorsement of the Guidelines and SOP by relevant government authorities.

5. Prepare and carry out dissemination sessions and capacity building activities for DEOC staff and other key stakeholders.

In order to ensure understanding of the Guidelines and SOP developed/revised at district level, dissemination sessions will be organized ensuring participation from all key stakeholders.

Trainings and/or workshops for strengthening local capacities principally from DEOC staff will be also proposed and carry out by the consultant in coordination with NRCS District chapters.

6. Conduct district level simulation exercises to test the IM platform and DEOC SOP

Organize simulation exercises in each of the three project districts for DDRC, DEOC, and other relevant district level stakeholders and local response teams linked to the LDMC and CDMC structure supported by the project. The simulation exercises will be organized jointly with DIPECHO partners where possible for instance in Banke district where the school drills supported by the CC-DRR consortium will be integrated into the wider community simulation exercise.

The simulation exercises will aim at testing the data collection, assessment and analysis systems and procedures, and district level shelter cluster coordination in coordination with IFRC Shelter officer based in Kathmandu. The exercise will also provide an opportunity to test the response systems, coordination and communications structures.

Community members from all segments of society (in terms of age, gender, caste, ethnic group, educational background, physical ability, etc.) will be encouraged to participate in the simulation exercises to disseminate knowledge about the preparedness and response systems and procedures and to motivate their involvement in disaster preparedness and response.

7. Report on a monthly basis to feed Project reporting.

Qualifications/Competences

Education: Master Degree in social science, humanitarian action, DRM or related fields.

· Experience of working for a humanitarian organisation in disaster management and Emergency Preparedness and Response in Nepal desirable

· Demonstrated knowledge of global guidance and good practices in Emergency Preparedness, Response and Early Recovery

· Solid experience in networking specifically with district and national governmental bodies/ agencies and international and civil society organisations

· Good understanding of RC/RC  Movement values, procedures and existing tools and guidelines for post-disaster interventions

· Proven analytical skills and previous experience in development of guidelines, SOP and tools

· Efficient and effective meeting commitments, accomplishing deadlines and achieving results.

· Excellent writing and presentation skills in English and Nepalese

Application Procedures
Interested candidates should submit their application material by not later than 5:00 PM (1700hrs) 10 ^th December 2015 to the following e-mail: Abhinav.SHARMA@ifrc.org or can be submitted to the IFRC Nepal Delegation Office, c/o Nepal Red Cross Society, Tahachal, Kathmandu, Nepal. Please put Application for “IM-DEOC Consultancy” in the subject heading. Application materials are non-returnable and only short listed will be contacted for the next step in the application process.

Application materials should include:
1. Curricula Vitae (CV) including three professional references.
2. Cover Letter clearly summarizing experience as it pertains to this consultancy/assignment, monthly rate, and three professional references.