Terms of Reference (TOR) - Community and School Disaster Readiness Assessments

International Federation of Red Cross and Red Crescent Societies (IFRC)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

Detailed Job description / requirements:

Terms of Reference (TOR)

For engaging a consultant to undertake

Community and School Disaster Readiness Assessments for the  

Paschim Disaster Preparedness Project. Nepal

September 2021

I  BACKGROUND AND OBJECTIVES 

1.1.  Background and Goals of the Project/Program

Summary of Purpose
The purpose of the assessments is to enable identification and understanding of the level of preparedness of communities and schools to natural hazards, specifically in terms of their self-organization, ability to take action, knowledge and awareness, and connectivity.
Scope of Work of the Consultant
Submission of an inception report, preparation, implementation, data management (including coding of the texts) and analysis and reporting of the assessments.
Summary of Methodology
The assessments will utilize qualitative approaches adapted to the local context.
Audience
Nepal Red Cross Society HQ, District Project Staff and Management Team, and Partner National Society.
Commissioner(s)
American RedCross
Reporting to
The consultant will report to the American Red Cross Planning, Monitoring Evaluation Accountability and Learning (PMEAL)Manager, Nepal Delegation.
Location of Project Sites
Districts of Kanchanpur, Dadeldhura, Doti and Baitadi
Expected Start Date
01-November-2021
Expected Duration
Until 31 December 2021


1.1. Background and Goals of the Project/Program

Since January 2020, the Paschim Disaster Preparedness Project (Paschim means “west” in Nepali) works in the districts of Doti, Baitadi of Sudurpashchim (far western) Province to prepare households, communities, and institutions (schools, local government, and NRCS district chapters) to be disaster ready with adequate disaster management capacities among these stakeholders. The project also works in two other districts from Phase 1 (July 2017- Dec 2019) of the project (Kanchanpur and Dadeldhura) to continue follow up activities for another one and a half year to strengthen the capacity of vulnerable communities to better manage, prepare for and respond to disaster risks and events. Specifically, the project aims to ensure:

  • Individuals and communities build their knowledge of disasters and vulnerabilities self-organize and take individual and collective actions to establish a culture of preparedness and reinforce their networks and connectedness.
  • National Society (district chapters) have mechanisms in place to provide efficient, effective and timely assistance to affected and at-risk populations.

The project overall focuses on multiple hazards identified in communities and works at multiple levels to strengthen local preparedness and response systems, coordination between local actors, and enhancing of the Nepal Red Cross Society’s (NRCS) position as a key technical partner to the governments at subnational and local levels in disaster preparedness and response, particularly at the rural municipalities(RM) and municipalities. The upcoming assessments will be a continuation of prior assessments conducted as part of a baseline study undertaken for the project (January-March 2021) and will utilize the same assessment tools to capture and measure progress and impact over time.

1.2.   Project/Program Areas:

The PASCHIM project focuses on 24 communities and 12 schools in two new districts (Doti and Baitadi) of far western province and 20 communities and 14 schools of phase I districts (Kanchanpur and Dadeldhura). The proposed disaster ready assessments will only cover communities and schools of Kanchanpur, Dadeldhura, Doti and Baitadi districts (see Annex, Table 1).  

1.3.   Project Stakeholders

The project is a partnership between American Red Cross (AmRC) and Nepal Red Cross Society (NRCS) in coordination with the district local government, with NRCS being the lead implementing agency of the project. AmRC has been providing overall oversight, technical and financial support to ensure quality of project outcomes and compliances. Four local governments, 8 municipality wards, municipality and ward level disaster management committees, District Disaster management committees of 26 schools, Red Cross sub-chapters, Red Cross local volunteers, local units of Nepal Police, government and non-government development agencies working in the area contributing for enhancing community resilience are key stakeholders of the project. These stakeholders either contribute in successful implementation of the project activities or take forward the outcomes to new level after project is over. 

1.4.   Previous Assessments

Phase 1 of the project (i.e., The Mahakali project) was implemented between July 2017- Dec 2019 and the same districts (Kanchanpur and Dadeldhura) has continued follow-up activities in Phase 2 (i.e., through the PASCHIM project).  During Phase 1 of the project, community disaster readiness assessments were conducted to track and monitor overall project progress and impact over the implementation period, with the most recent assessment for Phase 1 districts conducted between January-February 2020. Continuing from the Mahakali project, additional community and school disaster readiness assessments have also been conducted as part of the baseline study for the PASCHIM project between January and March 2021. The same assessment tools utilized in the recent baseline will be used for this assignment to ensure progress is captured in a consistent manner over the project implementation period.

1.5.   Objectives of the Assessments

The community and school disaster readiness assessments aims to promote better understanding and analysis in terms of community preparedness towards natural disasters. This will be accomplished through examining community and school level preparedness in four key areas, namely self-organization, ability to take action, knowledge and awareness, and connectivity. Specifically:

  • The community disaster readiness assessment will aim to measure and compare (at the community level) progress made in each community on four determinants that include self-organization, ability to take action, knowledge and awareness, and connectivity.
  • The school disaster readiness assessment will aim to measure and compare (at the school level) progress made in each school on four determinants that include self-organization, ability to take action, knowledge and awareness, and connectivity.

Overall, the process will enable assessing the capacity of vulnerable communities in relation to responding to disasters more effectively and reducing risks while also recognizing community-level strengths and weaknesses. The result of the assessments will be used to adjust project strategies and intervention (where necessary and applicable) to ensure that project activities address gaps identified from the assessments. Furthermore, results will be compared with prior and future assessments and will also enable learning and sharing of community practices on using innovative tools and resources to help increase their safety and resilience.

II   SCOPE OF WORK OF THE CONSULTANT

The consultant will be responsible to ensure the assessments utilizes methodologies that meet qualitative research standards of the scientific community. The scope of work must include the following:

  • Review of secondary sources of information 
    • Collect and review relevant data, reports and publications, both project-related and disaster risk reduction program component- related, as part of the overall analysis and reporting 
  • Assessment Tool Adaptation (in close consultation with the project and program team members of Nepal Red Cross Society, PMEAL team members from American Red Cross at Nepal Delegation and Regional Technical Advisors)
    • Provide technical support in adapting the assessment tools (if applicable)
    • Translate data assessment tool into local language(s) (where relevant). 
  • Conduct community and school disaster readiness assessments(in close consultation with the project team, American Red Cross PMEAL Manager, and  Regional Technical Advisors)
    • Recruit and train data collectors/facilitators 
    • Provide necessary guidance to data collectors/facilitators 
    • Establish mechanisms to ensure data quality 
    • Lead and coordinate data collection
  • Data management, analysis, and reporting (in close consultation with the project team,  American Red Cross PMEAL Manager, and Regional Technical Advisors)
    • Perform data cleaning and consolidate findings from the community and school assessments  
    • Perform data analysis 
    • Prepare the assessment report
    • Present the results to the project team and other stakeholders as relevant

III   ASSESSMENT METHODOLOGY

3.1   Assessment Methodology

This assessment of community and school disaster readiness will employ qualitative methods. In consultation with the project team, consultants are free and encouraged to be as creative as possible in arriving at a suitable methodology that will ensure the objectives of the assessments are fully met in a timely and efficient manner, provided the methodology meets the standard recommended methods and proposed sampling parameters indicated in these terms of reference. An assessment of community and school -level disaster readiness will be conducted in all of the PASCHIM project’s target communities. The assessment (based on a checklist measuring community/school disaster readiness) will utilize a combination of desk reviews, focus group discussions, key informant interviews, selected household and school visits, as well as interaction with community/school members and the project’s field teams. The Disaster Ready Assessment tool for communities and schools are already defined tools and used by AmCross and NRCS in preparedness projects to understand community and school readiness to disasters.   

3.2   Sampling Parameters 

Table 2:   Parameters for Sampling

Geographic Scope
The geographic scope of the study will be the same as that of the project. The study will be conducted in the districts of Kanchanpur, Dadeldhura, Doti, and Baitadi, covering 44 target communities and 26 schools.
Target Population 
The community and school disaster readiness assessment will include participants from communities and schools covered by the project across Kanchanpur, Dadeldhura, Doti and Baitadi.
Sampling Unit
The assessments will utilize both primary and secondary data where the former will rely on data collection from primary sampling units (PSU) at the community (and school level) while the latter will rely on data collection from other available sources, such as past assessments/evaluations and reports.
Sampling Method
The assessments will adopt a purposive sampling technique in which respondents are selected based on a preferred criteria which will enable the recruitment of participants who are able to provide in-depth and detailed information about the community and school disaster preparedness status across four determinants that include self-organization, ability to take action, knowledge and awareness, and connectivity.
Sample Size Parameters

In line with qualitative research principles, sample size for the assessment will be determined based on informational needs until data saturation is observed. At the community and school level, participants for the community and school disaster readiness assessment will come from the following stakeholder groups:

  • Community/School Disaster Management Committees
  • Local Government (including Local Education Department)
  • Households within a community
  • Principal/ School Executive/Management Committee, Teachers, and Students within a school.

IV   ASSESSMENT TOOLS

4.1   Disaster Ready Community Checklist (and School Disaster Readiness Checklist)

The consultant will utilize AmCross’ Community and School Disaster Readiness checklists for conducting community level and school level disaster readiness assessments. At inception stage the consultant will receive relevant onboarding/orientation to not only familiarize themselves with the project but also with the assessment tools. This will be led by the project team in close consultation with American Red Cross PMEAL Manager, and Regional Technical Advisors.  

V.   WORKPLAN AND EXPECTED DELIVERABLES

5.1   Work Plan (indicative) 

The study period will be for a maximum of 60calendar days. The consultant will be required to provide and confirm a detailed work plan during the inception period. 

5.2   Expected Deliverables 

Deliverables should be in English. Expected deliverables for the assessment are as follows: 

a.   Inception Report (assessment design)

b.   Finalized assessment tools

c.   Training manual for field staff

d.   All data files in Excel 

e.   Report with preliminary results 

f.   Draft reports (based on feedback provided from initial version with preliminary results)

g.   Final report. The contents, structure and format of the report should be finalized in close 

consultation with the project team, American Red Cross PMEAL Manager, and Regional

Technical Advisors, and should also include detailed information on the following:

  • Sample size, sample design 
  • Assessment tools finalization
  • Training of data collectors/facilitators
  • Listing operations
  • Quality control measures and ethics 
  • Data cleaning and analysis 
  • Community Action Plan (in response to findings and recommendations) 
  • Lessons learned to inform future assessments.

VI.   OPERATIONS

6.1   Administrative and Logistic Support

The consultant is expected to use her/his own laptop/computer. Approved administrative and logistical costs will be reimbursed by the AmRC.

6.2   Reporting Relationship

The consultant will report to AmRC Nepal PMEAL Manager.

6.3   Quality Assurance and Ethics

The consultant will be required to establish mechanisms to ensure data quality and compliance to standard research ethics for the assessments. This should be clearly indicated and described as part of the inception report.

6.4   COVID-19 Guidance

The consultant should ensure that all activities are conducted in accordance with relevant and mandated technical guidance related to the Coronavirus disease (COVID-19) as advised by the Nepal RedCross Society, and the Government of Nepal. The consultant must demonstrate their behaviors in ensuring social distancing, masking and proper hand and respiratory hygiene when they are in communities for data collection to make sure that we don’t risk our beneficiaries. The consultant should also consider potential delays when planning and scheduling activities because of adjustment of policies and guidance related to the COVID-19 pandemic.

VII   QUALIFICATION, APPLICATION, AND SELECTION

7.1   Qualification of Consultant

The required qualifications and experience areas follows:

  • Seven years’ experience conducting and leading survey research and assessments, both quantitative and qualitative, 4 of which should be with international organizations (NGOs, UN, and other humanitarian agencies) 
  • Post graduate degree, from a recognized institution, in social research particularly qualitative studies, or monitoring & evaluation 
  •  Demonstrated experience in training and managing data collectors/facilitators of the qualitative study Experience with work in DRR or related sectors 
  • Experience in Monitoring and Evaluation (preferably in DRR or related sectors)
  • Excellent knowledge and skills in qualitative research methodology including data analysis techniques with Excel or other software such as NVivo; Atlas Ti
  • Excellent communication skills for training and facilitation, and leadership to manage and coordinate a team of data collectors/facilitators (working knowledge of local dialects is an added advantage)
  • Excellent report writing skill in English and Nepali language skills is highly desirable
  • Ability to work independently, ability to juggle and coordinate various tasks simultaneously, ability to prioritize tasks, well organized, reliable and trust worthy

7.2   Application Procedures 

The application proposal should not exceed 10 pages, and should use the following outline:

Consultant experience (with detailed CVs attached) of all professionals who will work on the assessments. This section should highlight past experience of the consultant in conducting assessments, preferably in developing countries. The section should mention names, qualifications and experiences of all persons who would be involved in various aspects of conducting the assessments, along with level of efforts.

  • Methods: Assessment objectives, methodology, sample design-calculation-selection, and an analysis plan. If remote phone-based interviews (assisted by local Red Cross volunteers in communities) will be utilized, then this should be clearly indicated and described with appropriate rationale provided. 
  • Work plan: The proposal should clearly describe all relevant activities to be conducted, including preparatory work, training, sampling and data collection work, data entry, data processing and analysis, results and report writing. The timeline and person(s) responsible for each activity needs to be clearly mentioned.  
  • Field team: If there is more than one consultant on the proposed team, please provide the number of persons needed for data collection and other proposed activities. Please utilize the table below as reference to provide the level of effort (in number of days) of each team member for all proposed activities: 
Level of effort (number of days)
Name of persons
Data collection tools development
Training
Field work for data collection
Data entry and cleaning
Data analysis
Report writing
Presentation of findings








  • Training:  The consultant will be responsible for training of data collectors/facilitators and the proposal should include information on relevant prior experience on conducting trainings.  Describe how the training will be done, the topics covered, expected duration and logistic and administrative support needed from the project team. Trainings will be conducted in close consultation with American Red Cross PMEAL Manager, and Regional Technical Advisors. 
  • Quality control and ethics: Provide a section detailing the mechanisms to ensure data quality by clearly specifying steps for data validation. This section may also include supervisory mechanism for data quality and the role of field editors. Measures for compliance to standard research ethics should also be stated here. 
  • Data entry and processing plan: This section should clearly describe preparation and mechanism for data entry, validation checks and data processing activities. 
  • Data analysis: Provide details on the analyses that will be carried out, and on the person(s) responsible for data analysis (including prior experiences).
  • Progress updates: This section should clearly indicate the mechanism that would be used to communicate with the project team and relevant officials to provide regular updates on overall work plan progress including about proposed field activities, coverage rate, data entry status, etc.
  • Proposed Budget: A breakdown of all associated costs for the assessments should be provided in USD. The consultant is requested to provide 2 proposed budgets: one for the package that includes on-site in-depth interviews for the assessments, and another one for the package that includes remote phone-based interviews (assisted by local Red Cross volunteers in communities) for the assessments. Please provide the budget breakdowns as a separate file.
  • Professional references: Provide three references from your previous clients.
  • Writing Sample: Provide one sample of a recent assessment (or related work) completed for another client where you are the lead author and principal researcher.

7.3   Selection Criteria

  • Qualifications section
  • Quality of proposal
  • Cost
  • Experience in quantitative and qualitative research methodologies
  • Experience in DRR sector
  • Number of Days and Timeline availability

7.4   Required Documents/Certificates with the Proposal (Include as Annex):

The documents/certificates that should be submitted/attached with your proposal are-

  • Acknowledgement of ToR.( Please attach the signed copy of this ToR with your offer)
  • Signed IFRC General Terms and conditions for Service Contracts(AnnexureI)
  • Copy of VAT registration certificate.
  • Copy of Business registration certificate.
  • Copy of TAX clearance certificate
  • Brief description of your company and references of larger clients

Interested applicant should submit their expression of interest through “Signed and Stamped” documents (Hard Copies - not Pen Drive) in a “Sealed Envelope” (Separate Envelope for Technical and Financial proposal) latest by 27th September 2021 (Monday) 17.00 P.M. at the following address:

International Federation of Red Cross and Red Crescent Societies

C/O Nepal Red Cross Society, National Headquarters

Red Cross Marg, Soaltee mode, Kalimati,Nepal

Only short-listed candidates will be notified and contacted for an interview. Applications received after the deadline or incomplete applications in any respect will not be considered.

VIII   TERMS OF PAYMENT

Payment will be based on agreed on key deliverables:

  • 30% of consultancy fees will be paid one week after submission of an inception report)(1)
  • 40% of consultancy fees will be paid with in one week after completion of data collection in field and submission of a draft report)(2)
  • 30% of consultancy fees will be paid with in one week after the acceptance of final report by American Red Cross)(3)

The fees will be paid by cash/cheque/bank account transfer upon agreement with the consultant. VAT and tax will be deducted as per local government policies.

Annex

District: Doti

SNName of Municipality/ Rural Municipality
Ward No.
Tole/Community
School
1Shikhar Municipality
8,10 and 11

1.Banda Khola CDCRC

2. Air Rawat Tole CDCRC  

3. Dhatlampata CDCRC

4. Siddheswor CDCRC

5. Dhat Tole CDCRC

6. Barpata Bagyali CDCRC

1.Radhakrishna Secondary School

2. Siddheswor Secondary school

2Purbichauki  Rural Municipality
 1 and 4

7.Bhagwati CDCRC

8.Namuna CDCRC

9.Bhimshenthan CDCRC

10.Janapriya CDCRC

11.Bayaldanda CDCRC

12.Khirsain CDCRC

3.Sarswati Basic and 4.Sarawati Secondary School, Sanagaun

5. Sajendreswor Secondary 

6. Bhagawati Basic School

District: Baitadi

SNName of Municipality/ Rural Municipality
Ward No.
Tole/Community
School
1Melauli Municipality
8 and 9

1.Kamalpur CDCRC 

2.Nilpal CDCRC 

3.Gangeshwor CDCRC 

4.Mangaleshowar CDCRC

5.Shibakedar CDCRC 

6.Udayadeb CDCRC

1.Kamalpur Secondary School, Kotigaun

2. Bisalpur Secondary Bisalpur

3. Shiv Basic School



2Pancheshwor Rural Municipality
1

7.Paladi CDCRC 

8.Lek CDCRC 

9.Seri  CDCRC

10.Baisek CDCRC 

11.Bhumiraj  CDCRC

12.Chaturbahu CDCRC

4. Chaturbau Basic School

5. Dugrikhan Secondary school

6. Kulau Secondary Kulau ward no.3

District: Kanchanpur (follow-up districts)

SN
Name of Municipality/ Rural Municipality
Ward No.
Tole/Community
School
1BhimDatt Muncipality
9 and 10

1.Srilanka tole CDCRC 

2. SantnagarKhalla CDCRC

3. Laliguras CDCRC

4. Bheemkund CDCRC

1.Shree Sidhanath Secondary school

2.Shree Mahakali basic school
2Chadani Dodhara municipality
1,4,6,9, and 10

5. Malika tole CDCRC

6.Shanti CDCRC

7. Kutiyakabhar CDCRC 

8. Mahakali CDCRC

9. Syaule Bazar CDCRC 10. Pragati CDCRC

3.Shree Sharda Saraswati secondary school

4.Shree Mahakali secondary school

5.Shree Bhanu Secondary school

6.Shree laxmi Secondary school

7.Shree Ambika secondary school

District: Dadeldhura  (followup districts)

SNName of Municipality/ Rural Municipality
Ward No.
Tole/Community
School
1Parshuram municipality
4,5,6 ,7, and 12

1. Punpuna CDCRC

2.Rangun CDCRC

3.Mahakali CDCRC 4.Purnagiri CDCRC

5.Sadani CDCRC

6. Samaji CDCRC

7.Parshuramdham CDCRC

8.Renukamai CDCRC

1.Bhuwaneshowari Model Secondary School

2.Bhageshowar Secondary School

3.Samaijee Basic School

4.Shiva Shankar Secondary School

5.Siddanaath Secondary School

6.Siddanaath Secondary School

2Bhageshwar rural municipality


11. Punpuna CDCRC

2.Rangun CDCRC

3.Mahakali CDCRC 4.Purnagiri CDCRC

5.Sadani CDCRC

6. Samaji CDCRC

7.Parshuramdham CDCRC

8.Renukamai CDCR

9. Rudreshowr CDCRC

10. Nagarjun CDCRC

7.Kailapal Secondary School


Job Overview

Category Development and Project
Openings 1
Position Type Contract
Experience Please check details below.
Education Please check details below.
Posted Date 10 Sep, 2021
Apply Before 27 Sep, 2021
City Kathmandu