SADC ERT Alert and deployment system and e-learning platform

Organizational Context

The Southern African Development Community (SADC) faces recurring challenges from natural and human-induced hazards, with droughts, floods, storms among other disasters claiming lives, as well as, severely impacting lives and livelihoods. The region has experienced unprecedented events, including a historic El Niño-induced drought in 2016 and Tropical Cyclones; Idai and Kenneth in 2019, further exacerbating the situation and causing widespread destruction, impoverishing multiple SADC Member States. More recently, in February and March 2023, Tropical Cyclone Freddy, the third-deadliest tropical cyclone recorded in the Southern Hemisphere following 2019's Cyclone Idai and the 1973 Flores cyclone affected an estimated 2.7 million people, resulting in 876 deaths and displacing 916,000 people. In this regard, the region urgently, needs to build resilience to protect lives and development gains for sustainable development.
The Disaster Risk Management Strengthening in the Southern Africa Development Community (DRMSS) project, funded by the European Union under the 11th European Development Fund (EDF) Intra-African, Caribbean, and Pacific Group of States (ACP) Natural Disaster Risk Reduction Programme (NDRRP), aims to enhance disaster (risk) management and preparedness capacity in the Southern African Development Community (SADC). The United Nations Office for the Coordination of Humanitarian Affairs (OCHA) and The International Federation of Red Cross and Red Crescent Societies (IFRC) are among the implementing partners for the DRMSS project.
Communicating timely early warning plays a vital role in enhancing disaster(risk) management and preparedness. In this regard, a crucial part of this project is to develop and operationalise the SADC Emergency Response Team with a web-based management system. This combination will be fundamental in the dissemination of early warning communication, and alerts of potential disasters, facilitate cooperation and coordination of all stakeholders deployed in disaster zones to provide the much-needed humanitarian support, and enable information sharing among the actors involved in the response for decision making purposes. It is against this background that SADC, IFRC and OCHA wishes to engage services of a consultant to review existing UNDAC induction course to incorporate adaptations and considerations preferred by SADC Member States and the SADC Secretariat for the SADC Emergency Response Team Induction.
Alignment to the IFRC’s and Partners objectives as well as strategies
The project and specifically this consultancy is aligned to IFRC’s Strategy 2030, the SADC Disaster Preparedness and Response Strategy as well as Fund for 2016-2030, the SADC Disaster Risk Management Strategy and Action Plan for 2023-2030 and the Regional Indicative Strategic Development plan (RISDP) (2020-2030) of the SADC Secretariat. Equally important is its alignment to OCHA’s Strategic Plan 2023-2026 transformational priorities to address the current humanitarian challenges within a rapidly changing landscape in particular the priority focusing on achieving a coherent humanitarian response that is people centred, context specific, contributes to community resilience and promotes concrete protection outcomes. These strategies provide guidance for safeguarding development gains through enhancing disaster preparedness and response capabilities considering 21st-century challenges. These include but are not limited to climate and environmental crisis, evolving crisis and disasters. These strategies embrace “multi-stakeholdership’ amongst governments, private and public institutions to ensure no one is left behind in achieving sustainable development. Essentially, the strategies strive to significantly reduce disaster loss and damage by strengthening capacities to better anticipate, respond to, and quickly recover from crisis.

Job Purpose

The primary objectives of this consultancy are to:

1.To develop and operationalise the SADC web based Integrated ERT management system with a database, alert, and deployment functions for the SADC ERT.
2.Develop the SADC ERT Induction e-learning training programme for SADC ERT preparedness and response mechanisms cognisant of IFRC and OCHA’s relevant tools and materials related to existing ERT Structures etc.
3.To conduct a virtual validation workshop on the web based Integrated ERT management system and the SADC ERT Induction e-learning training programme with Member States and regional stakeholders.
4.To train Member States on the web based Integrated ERT management system for the SADC ERT and the SADC ERT Induction e-learning training programme including the Standard Operating Procedures (SOPs) (Virtual Training).

Desired outcomes
The consultancy firm is expected to develop an effective web-based ERT management system, e-learning program, validate it, and train stakeholders for improved emergency response.

Job Duties and Responsibilities

Consultancy outputs

The consultancy firm is expected to deliver the following:

1. Organize an online/offline inception meeting with project partners.
a. Present proposed approach and methodology for the development and operationalization of the system.
b. Collect feedback and inputs on enhancements and feature development and requirements.
c. Advise and clarify questions.
2. Develop the SADC ERT management system and the ERT e-learning platform and facilitate its implementation and operationalization and facilitate an online/offline validation workshop for the adoption of the system by the member states.
3. Develop a user manual and deliver a webinar for the support staff and system administrators to perform content upload, system maintenance and administration.
4. Support and maintenance: Administrative and technical support, quality control for a period of 3 months and facilitate a source code handover-full source code including all developed libraries shall be handed over to SADC.
5. Lead consultant to participate at the SADC ERT Induction to share the system functionality.
6. Source code handover: Full source code including all developed libraries shall be handed over to SADC Secretariat.

Job Duties and Responsibilities (continued)

Schedule for payment of fees
Deliverable #1:
Description: Organize an online/offline inception meeting with project partners.
1. Present proposed approach and methodology for the development and operationalization of the system.
2. Collect feedback and inputs on enhancement, feature development, requirements and advise and clarify questions.
3. Submit an inception report.
- Payment: 10% of total fees
- Deadline: 22nd May 2024

Deliverable #2:
Description: Draft web designs for the SADC EMT management system and ERT e-learning platform for review, integration of feedback and final approval.
- Payment: 20% of total fees
- Deadline: 15th June 2024

Deliverable #3:
Version 1st April 2013
Internal
Description: Design, develop and deliver of a fully tested and functional web-based SADC EMT management system and ERT e-learning platform, deployed online in coordination with IFRC/OCHA and SADC.
- Payment: 30% of total fees
- Deadline: 30th June 2024

Deliverable #4:
Description: Deliver a user manual with full technical documentation (system code and system design) to enable smooth deployment and deliver a virtual training on the system to the support staff and system administrators on how to perform content upload, system maintenance and administration.
- Payment: 30% of total fees
- Deadline: 15th July 2024

Deliverable #5:
Description: Have a plan for supporting monthly maintenance and fully hand-over the system to SADC.
- Payment: 10% of total fees
- Deadline: 30th July 2024

**Payment Terms and Conditions**
• All payments are subject to approval of deliverables by the IFRC in consultation with DRM project partners.
• Invoices must be submitted within 5 working days of reaching each milestone.
• Late submissions may result in delayed payment.
• Invoices should be addressed to International Federation of Red Cross and Red Crescent Societies C/o Cruz Vermelha de Moçambique | Av. 24 de Julho Nr. 641| Maputo, Moçambique
• Payment will be made via Bank Transfer
This proposed schedule is flexible and subject to adjustments based on mutual agreement between the Consultancy firm, OCHA and IFRC. Any changes to the schedule will/should be communicated and documented in writing.

Time Allocation, for budget purposes
The consultancy is expected to commence in May and conclude by August 2024.

Education

• A relevant postgraduate degree in fields in disaster management or humanitarian preparedness and response programming or related fields.

Experience

• At least 5 years of experience in emergency response team mechanisms such as UNDAC.
• Experience in designing and delivering of training courses related to humanitarian and disaster Management.
• Working experience within multicultural teams and international organizations or companies.
• Familiarity with SADC member states geographical, legal, institutional, social, and environmental context.
• Experience in conducting and facilitating workshops

Knowledge, Skills and Languages

• Have experience with being deployed for emergency response surge.
• Familiarity and relevant experience in undertaking stakeholder consultations.
• Have excellent knowledge of the international humanitarian and disaster response mechanism and recent trends.
• Demonstrate the ability for report writing.
• Fluent spoken and written English.
• Good command of other official languages within the SADC region.

Competencies, Values and Comments

• Values: Respect for diversity; Integrity; Professionalism; Accountability
• Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.

Submission Requirements:

Interested Consultancy Firms are invited to submit:
• A detailed proposal outlining the approach to achieving the objectives. Attach it in Cover letter attachment space.
• Financial proposal, including a breakdown of costs. Attach it in Other attachment.
• Curriculum Vitae (CVs)s of the team from the Consultancy Firm.  Attach it in CV attachment space for all members who will be part of the process
• Examples of previous relevant work. Attach it in Other attachment.

Submission Deadline:
All proposals must be submitted by 30th April 2024 to IFRC careers (Official site). The consultancy is expected to commence in May and conclude by July 2024.

Evaluation:
The proposals will be evaluated based on technical competence, relevant experience, and financial considerations. The top three proposals will be further subjected to an interview process which will determine the final firm to be awarded the contract.

Management of consultancy
The IFRC with manage the contract and OCHA will provide technical management of the selected Consultancy Firm with the support of the SADC Secretariat, IFRC and the DRMSS Technical Working Group (TWG) through:
1. Clear Communication:
- Establish open and transparent communication channels from the outset, clearly outlining project expectations, goals, and deliverables. Maintain regular check-ins to discuss progress, address concerns, and ensure alignment with consultancy objectives.
2. Planning and Setting Milestones:
- Develop a detailed consultancy plan with clear milestones and deadlines. Regularly review progress against these milestones to track the Consultancy Firm's work and identify any potential issues early on.
3. Stakeholder Engagement:
- Facilitate effective engagement with key stakeholders, including government agencies, local communities, and regional organizations.
4. Resource Support:
- Provide the necessary resources, including access to data, technical tools, subject matter experts, logistics for travel to enable the Consultancy Firm to perform their tasks effectively. Address any resource constraints promptly to avoid delays.
5. Quality Assurance and Review:
- Implement a robust quality assurance process by regularly reviewing the Consultancy Firm's work, methodologies, and deliverables. Provide constructive feedback to support continuous improvement.

Further Information:
For any additional information or clarification, please contact Sandra Delali Kemeh at Sandra.kemeh@ifrc.org with fina.nhancalize@ifrc.org and clement.kalonga@un.org in copy.

Conclusion:
The selected Consultancy firm is expected to provide high-quality deliverables that will significantly contribute to the successful establishment of SHOC within the framework of the DRMSS project.

Notes
•The consultant will be contracted by the IFRC and the standard contractual terms will apply.
•The consultancy is expected to take 60 Working days to be completed.