Enhancing Resilience by Strengthening Government Institutions to Roll-Out Inclusive

‘Enhancing resilience by strengthening government institutions to roll-out inclusive Community-based DRM in KPK Province, Pakistan’

Term of References

“Development of the Standard Operating Procedures for inclusion of DRM in government development process at district and provincial Authorities of Khyber Pakhtunkhwa Province”

1.  Background

As a region, South Asia in general and Northern Pakistan in particular, is very vulnerable to many natural calamities, earthquakes and flooding. In the region of South Asia, typhoons, cyclones, floods and other water-related disasters are continuously on the rise. According to a recent World Bank evaluation, natural calamities associated with floods have been increased by as much as five times in 2010 alone, with tremendous loss of life, livelihoods and property. Risk and uncertainty are increasing in the region due to climate change, greater frequency of extreme events, warmer temperatures and increased incidence of temperature influenced diseases and pests.

CARE International in Pakistan (CIP) has been working in Pakistan since 2005 and has extensive programming experience in the country and proposed areas of Khyber Pakhtunkhwa (KPK). CARE has MoU with the Ministry of Interior (MoI), Government of Pakistan. CARE has an MoU with PDMA-KPK and the Centre for Disaster Management and Preparedness (CDMP) in Peshawar. CARE has developed a 5-year ‘Road Map’ for PDMA-KPK with the financial assistance from ECHO. The organization has responded to all major disasters in Pakistan including: earthquake (2005), cyclones (2007), earthquake (2008), population displacement (2009) and floods (2010); operations centred on DRR, resilience and food security. DRR and Resilience are important pillars of the CARE programming in Pakistan. CARE has an overall gender and governance program in Pakistan working in four sectors: health, education, economic empowerment and emergency response/ recovery. Its main target group is women and girls.

CIP and its national partner, Initiative for Development and Empowerment Axis (IDEA), are implementing ECHO DRR project funded by the European Commission’s Humanitarian Aid and Civil Protection (ECHO). Through this Action, the inclusive Community Based Disaster Risk Management (CBDRM) model for Pakistan will be improved and rolled out in KPK Province and the CBDRM model will be contextualized for the urban context to be tested and linkages will be developed. This will place special emphasis on ensuring the models are cost-effective and sustainable in the local context and ready to be integrated and embedded within the disaster management and education authorities systems and processes. The models will be updated according to their own institutional home (disaster management authorities and education departments), but connections and linkages between CBDRM and SBDRM will be articulated and incorporated after study and where relevant incorporation of linkages). There will also be a focus on defining how to link these models with the Annual Development Planning process in KPK.

a) Core tools and approaches and

b) Government contingency planning process

To ensure these approaches are sustained in the long-term, advocacy will be a key aspect of the Action, with the aim of sensitizing and influencing key government officials to assume the responsibility within the government's development programs as well as to have an increment in the overall budgeting for DRR, but also to influence other partners such as civil society (through the DRR forum) to align priorities and not replicate efforts. This Action will also ultimately aim to change the knowledge and practice of disaster management system at different levels and enable them to own and mainstream inclusive CBDRM for the benefit of men and women, boys and girls. Through Advocacy, the project also aims to lobby for not just an increased budget for DRR at district and provincial levels, but also more alignment of DRR budgets and better utilization of the available funds in the budgets provided.

Principle Objective: To reduce the vulnerability of rural and urban populations of Pakistan living in areas most affected by natural disasters and conflict by increasing the preparedness and the response capacities of local Disaster Management Authorities to potential and frequent threats.

Result 1: Government stakeholders in KPK Province are able to roll out, and have institutionalized, an improved and inclusive CBDRM model that is adapted to both rural and urban context.

1.1.1.  An improved CBDRM model adapted to rural and urban context with supporting materials is developed and ready for testing, replication and scale-up by provincial and district government in KPK by the end of the action.

1.1.2.  Existing CBDRM model is contextualized, piloted/ tested in Urban context in partnership with PDMA and Peshawar city administration

1.1.3.  By the end of the action, 28 CBDRM trained government officials (8 existing and 10 new in Nowshera and 10 from Peshawar city) trained by NIDM are available for cascading CBDRM at community level.

1.1.4.  Number of CBDRM plans integrated into district DRM plans (PC1 documents) in KPK province.

1.1.5.  By the end of the project, PDMA in KPK has developed PC1 with the support of P&D for fund allocation and utilization for Risk reduction activities

Result 2: Enhanced coordination between DRM stakeholders, advocacy and awareness for inclusive and mutually reinforcing CBDRM and SBDRM at all levels in KPK Province.

2.1.1.  Formal adoption of the CBDRM and SBDRM by 20 key civil society organizations operating at national/ province level in Pakistan by the end of the project

2.1.2.  Recommendations (district, province, national level) arising from study/ testing of linkages between CBDRM and SBDRM incorporated into practice

2.  Objectives of the Consultancy

·  To review the existing structure and responsibilities of government officials/ departments at District & Provincial levels

·  To develop SOPs for mainstreaming DRR/ M in ADP development schemes and PC-1

·  To develop SOPs for a well-coordinated mechanism and immediate response to any disaster at district and provincial level

·  To develop SOPs for effective utilisation of financial, logistic and human resources during emergencies at District and Provincial levels

·  To share the draft with concerned departments and organise a consultative workshop

·  To develop first draft within 30 days after signing the contract

3.  Output

·  A draft document of the Standard Operating Procedures (SOPs) for inclusion of DRM in ADP for DRM authorities of Khyber Pakhtunkhwa Province is developed and shared with P&DD, PDMA and other relevant departments

·  Six (06) PC1s are developed for and shared with relevant line departments Civil Defence, Rescue 1122, DDMUs (Peshawar and Nowshera), Soil Conservation and PDMA

Final documents are acknowledged by relevant line department and PDMA

4.  Methodology and Deliverables

The consultancy aims to develop Standard Operational Procedures (SOPs) for planning units in districts and provinces i.e P&D Department of KP and 4 PC1s for various departments such as PDMA-KPK, Civil Defence Peshawar and Nowshera, Soil Conservation Nowshera, District Administration Peshawar and Nowshera considering the below mentioned points.

·  The consultant is expected to have effective coordination with PDMA and other departments which will contribute to the approval of SOPs from PDMA.

·  Assist the DDMUs (Peshawar and Nowshera) in compilation of District Disaster Risk Reduction Plans

·  Share Draft Plan with all departments and civil society actors including DRR forum and NHN for feedback

·  Assist Launch the SOPs in a workshop where DDMUs and PDMA present it to all stakeholders

·  Prepare presentations on the SOPs and PC1s for Secretary P&DD, Secretary PARRSA, DG PMDA and Commissioner Peshawar Division

·  The consultant is expected to visit Nowshera and Peshawar to meet with the relevant departments (District Administration, DDMU, 1122, TMA, Civil Defence, Finance & Planning) and collect the required information and share updates of these meetings with P&D, PDMA, CARE and IDEA

·  All the information collected under the contract during the consultancy services will be CARE’s, P&D and PDMA-KPK’s property and shall not be shared without a prior written approval

5.  CONSULTANT’S TASKS AND ACTIVITIES (DELIVERABLES)

The consultant will be accountable to deliver the SOPs document and submit 6 PC1s for various departments mentioned above based on the agreed schedule. Below are the tasks to be done by consultant within the timeframe:

Task 1: Consultant will review the existing relevant tools/ material with various relevant line departments at the provincial level

Task 2: Develop SOPs’ outline in consultation with Planning and Development (P&D) Department, Urban Planning Unit, PDMA and use NDMA guidelines as base

Task 3: Conduct resource mapping exercise for all stakeholders for the SOPs and PC1s development

Task 4: The Consultant will develop DRR-focused four (04) PC1s for various line/ district departments of Peshawar and Nowshera (KPK), Pakistan such as PDMA-KPK, Civil Defence Peshawar and Nowshera, Irrigation, Soil Conservation Nowshera, District Administration Peshawar and Nowshera

Task 5: Prepare first draft of SOPs and 6 PC1s; send to P&DD and PDMA for feedback as per agreed timeline

Task 6: Revise the SOPs document and 6 PC1s by incorporating comments from P&DD, PDMA and CIP

Task 7: Support development with DRR and Finalise, and PC1s from relevant departments

6.  EXPERIENCE and QUALIFICATIONS OF CONSULTANT

The consultant should have experience in developing SOPs and preparing PC1 for government departments related to DRR relevant to the CBDRM Approach, with government or international organisation and (or) interventions with reputable institutes indicating:

·  Evidence of availability of appropriate qualifications, experience and previous work

·  CVs or profile of the assigned team member(s) detailing relevant experience.

Qualification required: The minimum qualifications and experiences required are:

·  Master/ MS Degree in Social/ Environmental Sciences or Development Studies or Statistics

·  Have excellent experience/ knowledge on national DRR policy and ordinance

·  Highly experienced with preparing SOPs and PC1s

·  Demonstrated ability and skills to analyse and present the findings to the stakeholders

·  Proven work experience in the field of DRR

·  Good interview and analytical skills

·  Fluency in English, Urdu and Pashto

·  Previous documented research experience in the areas of Disaster Risk reduction preferred;

i)  At least 5 year experience in developing and system analysis particularly in association with Government Departments

ii)  In-depth knowledge of P&D/ PDMA/ NDMA/ FDMA of Pakistan. Proven excellent communication and facilitation skills

iii)  The consultant should be good in writing and oral English skills

7.  BUDGET and CONSULTANT DETAILS

The consultant is required to submit a detailed Technical and Financial proposals. The technical proposal must contain:

·  CVs of the consultant(s) & proposed team who will conduct the activity

·  Name and contact details of 2 references from previous work done in the similar field in last 3 years

·  A detailed budget to undertake the task and validity date of the offer including fees (gross, including tax according to the Pakistani government law)

·  A letter of commitment specifying availability to conduct the consultancy during the requested period

·  A detailed methodology for the quantitative and qualitative aspects of the assignment

·  A detailed work plan including dates for submission of the draft and final document(s)

The financial proposal must be submitted in Pak Rupees (PKR) with a detailed break up of all activities budgeted for, showing unit, unit cost and duration.

8.  Payments

Terms of payment shall be;

·  20% on approval of the Inception Report and tools

·  50% upon submission on approval of final document

·  30% upon acknowledgement of the final document by PDMA/ P&DD

9.  Qualifications of the Consultant

·  Expertise in development of SOPs for government departments in field of DRR in particular

·  Expertise in the field of disaster risk reduction and management

·  Expert knowledge on PC1s (Planning Commission Proforma I)

·  Familiar with Policies and Ordinance on DRR of the Government of Pakistan, Humanitarian system, UN agencies

·  Good understanding on humanitarian principles, government law and procedures

·  Excellent writing and documentation skills in English

·  Results focused and accountable

10.  Timeframe

·  The activity is anticipated to require 45 working days to complete; ideally starting from First week of June 2016 till the end of July 2016. The final timeframe will be agreed in the Contract, based on the proposal submitted by the Consultant and negotiated with CARE International Pakistan

·  The contract shall be made from 1st of June or the date of joining till 31st of July 2016

11.  Application Procedure

Applications should include the following:

·  Narrative proposal for meeting the above TORs, including a detailed work plan and a clear description of relevant qualifications and experience (not to exceed 08 pages)

·  Financial proposal, including fees and estimated expenses

·  Annexes of the CVs of persons envisioned as Resource Persons

·  Deadline for submission of proposal is 27th May, 2016 (CoB).

Procurement & Operations Manager

CARE International in Pakistan

EOBI Building, 5th Floor

Mauve Area, G-10/4

Islamabad

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