UNICEF Cambodia TERMS OF REFERENCE FOR A CONSULTANT Assist with Emergency Preparedness and Response Plan at sub-national level Requesting Section: Local Governance for Child Rights *************************************************************************** 1. Background and Purpose: BACKGROUND: The main natural hazards to which Cambodia is exposed to are floods followed by droughts, occasional epidemics and storms. Floods and droughts cause the greatest number of fatalities, damaging agricultural, economic impact and followed by epidemics. The most severe floods occurred when heavy rains coincide with the arrival of tropical depressions and storms. Mekong river floods are of common occurrence in the following 10 provinces: Kandal, Kampong Cham, Kampong Thom, Kratie, Prey Veng, Siem Reap, Stung Treng, Svay Rieng and Takeo. In 2011, a total 18 (of 24) provinces/capital have been affected by the severe floods. Emergency Preparedness and Response Plan at sub-national level In 2011 the Local Governance for Child Rights programme planned to support the development and or updating the Emergency Preparedness and Response Plan (EPRP) in the following eight provinces: Kampong Cham, Kampong Speu, Kampong Thom, Oddar Meanchey, Prey Veng, Siem Reap, Stung Treng, and Svay Rieng through working with their respective Provincial Committee for Disaster Management (PCDM). The PCDM is chaired by the Provincial Governor and comprises a representative from each provincial line Department, a permanent member from the Provincial Administration Division and focal points from the Human Resources and Sector Support Divisions. Due to a number of delays related to the new country programme and structural changes at subnational level, the 2011 work plan was only signed with Secretariat of the National Committee for sub national Democratic Development (NCDD-S) on 13 June. Funds reached the provincial account at the end of July, at a time already well advanced into the rainy season. Despite the fact that funds at provincial level still had not reached the provincial accounts by the onset of the rainy season, a few provinces went ahead and organized their EPRP workshop. This was the case in Kampong Cham, Kampong Speu, Prey Veng, Stung Treng, and Svay Rieng. Reports from Zone colleagues who attended these workshops noted the following needs: 1) Knowledge Management/Technical Capacity (data on previous disasters, alert system, technical data from sectors, quality planning linked with various scenarios, incorporating needs of children into EPRP etc.) 2) Coordination with the different line departments, development partners and CSOs 3) Resources/Strategies for communication (prevention messages), outreach and social mobilization. 4) Clear strategy to mobilise resources in case of emergencies for sustained coordination, monitoring (rapid assessments, use of GIS maps, disaggregated information by age, gender) and response (rehabilitation of affected areas, reconstruction, mobile teams) 1
The October-September 2011 floods have underlined clear needs to strengthen capacity of the PCDM members to ensure the development of sound EPRP and solid understanding of different sector guidelines and standards to maximize the number of life saving measures and impact mitigation by ensuring prompt and coordinated response. Recognizing the pressing needs of a number of children directly affected by the floods, funds initially planned to support the EPRP workshops and other sub-national activities were reprogrammed to address immediate needs of affected children and their families and prevent children separation from their families or assist with the rehabilitation process during the recovery period once the water receded (cleaning up of wells, schools, health centres etc.). The aim of EPRP is to ensure all actors governments, development partners, local civil society organisations, communities and individuals have the capacities, relationships and knowledge to prepare for and respond effectively to an emergency. Sound EPRP should ensure critical linkages between education and health, water, sanitation and hygiene, nutrition, shelter and protection and to enhance the safety, quality and accountability of preparedness and response. In Cambodia, EPRP efforts should not only bolster community resilience, but also give special attention to prevent separation, violence, abuse and exploitation; offer children an access to safe environments for all children including those who are without parental care (children who are accommodated in institutionsand street children) and provide psychosocial support when needed EPRP should make special considerations at sub-national level regarding a) potentially large-scale forced migration due to climate change-induced disasters and an awareness that environmental degradation increases vulnerability; and b) recognition that poor urban populations are growing rapidly and that they have specific vulnerabilities, in particular related to access to funds, social cohesion and limited physical space. Climate change is bringing a whole host of new challenges for Cambodia. Children affected by disaster have a right to life with dignity and, therefore, a right to assistance. All possible steps should be taken to alleviate their suffering arising out of disaster. In order to help communes to prepare and brace for wetter rainy seasons as well as longer and drier seasons, lessons from the 2011 preparedness efforts must be drawn. It is important to note that during the formulation of the threeyear implementation plan (IP3) (2011-2013) of the ten-year National Programme for Sub-National Democratic Development in September 2010, Development Partners raised a number of questions on how future climate change/emergency response funds should be channeled at sub-national level. A meeting organized by EU, coordinated by National Committee for Disaster Management and the Ministry of Environment on 20 September 2011 raised similar questions while highlighting several linkages between Disaster Risk Reduction and Climate Change Adaptation (CCA) in the D&D context. It is clear that the various committees might have duplicating roles, which can create confusion and ultimately negatively impact the decentralisation process. Currently both NCDM and National Committee for Climate Change (NCCC) are under the Prime Minister NCCC is coordinated by MoE at all level, down to districts. Members are from 20 line ministries and National Mekong Committee NCDM coordinated by NCDM secretariat at all level, down to communes. Members are from 22 line ministries and the Cambodian Red Cross. NCDM is also a member of the NCCC 2
An uncoordinated emergency response during the immediate or recovery periods, with great amounts from various sources, does not only carry the risk of weakening the decentralisation reform, but could also undermine efforts to address the needs of the affected population. Communication efforts to bolster emergency preparedness In April 2011, the supply section alerted LGCR programme that 14,500 emergency preparedness booklets (2004 edition) were available for distribution at sub-national level. The programme coordinated the finalization of a distribution plan and liaised with supply section to ensure the booklets reached the various Zone offices in May for further distribution. Tapping from the wealth of global knowledge on communication for development, UNICEF has capacity to develop communication strategies that can strengthen communities resilience to disasters. Based on a thorough assessment of existing emergency preparedness materials (booklets) and public service announcements (TV/Radio spots on Acute Watery Diarrhea, hygiene promotion, household water safety and storage etc.), a number of culturally sensitive materials could be produced during the dry season and widely disseminated at the start of the rainy season. PURPOSE OF THE CONSULTANCY: UNICEF is well placed to assist sub-national administrations in preparing comprehensive and technically sound Emergency Preparedness and Response Plans reflecting children s needs. Overall objectives: This Terms of Reference is a response to a request from Deputy Chairman of the Secretariat of the National Committee for sub-national Democratic Development to bolster the preparedness capacity of sub-national administrations (October 2011). In order to assist sub-national administrations in preparing comprehensive and technically sound Emergency Preparedness and Response Plans reflecting children s needs, the Local Governance for Child Rights programme would like to contract a qualified international consultant to work with a team from Secretariat of the National Committee for sub-national Democratic Development (NCDD-S) and the Department of Local Administration at the Ministry of Interior (MoI) through a participatory process involving relevant government agencies, development partners, civil society organizations and UNICEF sections WASH, MNCHN, Child Protection, Education, LGCR, PAC, External Communication, Supplies. This team would also maintain regular contacts with the National Committee for Disaster Management (NCDM). This consultancy includes the following steps: 1) Undertake a desk review of existing information related to EPRP in Cambodia; 2) Map the various EPRP efforts carried out so far through a participatory consultation process with key stakeholders; 3) Review three provincial Emergency Preparedness and Response plans along with existing tools and propose suggestions to improve future plans and tools to be used during EPRP orientation at central level and in three provinces; 4) Lead the facilitation of EPRP orientation workshop at central level and in three provinces (Kampong Cham, Prey Veng and Siem Reap); 3
5) Assist in the members of Provincial Committee for Disaster Management finalization of Emergency Preparedness Response Plans in Kampong Cham, Prey Veng and Siem Reap. The EPRP should be linked to the provincial/district five year development work plan and three years rolling investment plan, the 2012 Provincial Annual Work plan and Budget of the three-year implementation plan of the 10-year national programme for sub-national democratic development as well as to the Annual Operational Plans of the health and education sectors. 6) Assess existing emergency preparedness materials (including UNICEF EPRP 2004 booklet) and public service announcements (TV/Radio spot on acute watery diarrhea, hygiene promotion, household water safety and storage etc.) with the view to provide recommendations for the future development of effective culturally sensitive communication interventions. 2. Programme Area and Specific Project Involved: Programme area: Local Governance for Child Rights Immediate Results 2: Sub-national authorities and communities have the means and capacity to monitor and partner with service providers to minimize risk, vulnerability and poverty. Activity: Disaster Risk Reduction/Emergency Preparedness at sub-national level 3. Work Assignments/TOR: The consultant will work very closely with a team from Secretariat of the National Committee for subnational Democratic Development and the Department of Local Administration at the Ministry of Interior (MoI) to carry out the following assignments: 1) Undertake a desk review of all relevant documents and existing materials related to EPRP Programme in Cambodia (see Annex 1) 2) Consult with various stakeholders (Government agencies: NCDD-S, MoI, NCDM, Ministry of Water Resources and Meteorology, Ministry of Environment, Ministry of Rural Development, Ministry of Health, Ministry of Social Affairs, Veteran and Youth Rehabilitation; Provincial Administrations, Provincial Councils, Boards of Governors and members of PCDM in Kampong Cham, Prey Veng and Siem Reap; Civil Society organisations: Cambodian Red Cross, Care, Oxfam, Friends International, Save the Children, relevant local associations in Kampong Cham, Prey Veng and Siem Reap; Development partners: ADB, World Bank, EU delegation; UN agencies: UNDP, UNFPA, WFP, FAO; UNICEF sections: WASH, MNCHN, Child Protection, Education, LGCR and PAC, External Communication, Supplies) to map efforts related to emergency preparedness: a. Review three provincial Emergency Preparedness and Response plans against actions taken in response to the 2011 floods, identify gaps and available resources. b. Collection of existing preparedness tools in Khmer and English (including existing assessment guidelines, checklists, national standards). c. Existing IEC materials (TV/Radio Public Servicel Announcements, brochures). d. Existing EPRP plans. e. Composition of existing emergency kits and information related to their preposition (quantity, quality, relevance). f. Collect information on the emergency response to the 2011 floods in order to draw lessons, especially with regard to its impact on children, with the view to incorporate these into the next EPRP. 3) Based on the mapping exercise, identify gaps and make suggestions to improve existing preparedness plans and tools to be used in future EPRP orientation workshops at central and subnational level. 4
4) Work with a team from NCDD-S and MoI to a. Develop resources for the EPRP workshop based on pre-disaster information through a collaborative pooling of existing information and possible scenarios e.g. Floods affecting less than 20,000 households more than 20,001 to 74,999 households more than 75,000 households b. Lead the facilitation a two-day EPRP orientation workshop (central level- as per NCDD-S request of October); c. Lead the facilitation of three (3) EPRP two-day workshops at sub-national level in Kampong Cham, Prey Veng and Siem Reap. Each EPRP workshop will result in the development of a sound Provincial EPRP, incorporating children needs in times of emergencies, with clear activities, time frame and the responsible person/authority. The workshop would contribute to develop the capacity of PCDM members to understand their role and responsibilities before, during and after an emergency. In case of a disaster, the PCDM members would be equipped with practical tools to a. Be able to coordinate, mobilise and provide essential resources according to minimum standards to the affected populations, including children; b. Have assessment teams capable of undertaking a rapid assessment using relevant checklists ensuring disaggregated data by age and sex; c. Use resources (e.g. pre-positioned kits) they could use for immediate response; d. Reach communities with key messages; e. Deploy rapid response teams; f. Maintain an inter-sectoral collaboration throughout the response. 5) Assist the members of Provincial Committee for Disaster Management on finalization of Emergency Preparedness Response Plans in Kampong Cham, Prey Veng and Siem Reap. The EPRP should be linked to the provincial/district five year development work plan and three years rolling investment plan, the 2012 Provincial Annual Work plan and Budget of the three-year implementation plan of the 10-year national programme for sub-national democratic development as well as to the Annual Operational Plans of the health and education sectors. 6) Assess existing emergency preparedness materials (including UNICEF EPRP 2004 booklet) and public service announcements a. Conduct a least four focus group discussions using existing materials to seek feedback on existing materials and identify needs to improve community self-resilience; b. Capture assessment findings in a 10-page document outlining recommendations for future production of effective culturally sensitive communication interventions to bolster resilience of communities in times of emergencies; The consultant will be expected to submit a final consultancy report, which should not exceed 25- pages and all resource materials used to facilitate the EPRP workshops. 5
4. Partners of the consultancy The consultant will work in close collaboration with a team from Secretariat of the National Committee for sub-national Democratic Development and the Department of Local Administration at the Ministry of Interior (MoI) to ensure wide consultations with NCDM, Ministry of Water Resources and Meteorology, Ministry of Environment, Ministry of Rural Development, Ministry of Health, Ministry of Social Affairs, Veteran and Youth Rehabilitation; Provincial Administrations, Provincial Councils, Boards of Governors and members of PCDM in Kampong Cham, Prey Veng and Siem Reap; Civil Society organisations: Cambodian Red Cross, Care, Oxfam, Friends International, Save the Children, relevant local associations in Kampong Cham, Prey Veng and Siem Reap; Development partners: ADB, World Bank, EU delegation; UN agencies: UNDP, UNFPA, WFP, FAO; UNICEF sections: WASH, MNCHN, Child Protection, Education, LGCR and PAC, External Communication, Supplies). UNICEF will assist the consultant in coordinating meetings with the main stakeholders, and provide translation assistance, if necessary. 5. Qualifications or Specialized Knowledge/Experience Required: a. Advanced university degree, preferably advanced university degree in Education; Social Sciences, Health, Engineering, or Communication. b. Eight years progressively responsible work experience in facilitating consultation meeting and knowledge transfer activities; c. Knowledge of Communication for Development; d. Knowledge of emergency preparedness and response plan; e. Experience of emergency response to floods would be an asset. f. Excellent analytical and report writing skills, facilitation and communication skills; g. Robust organizational and planning skills; h. Knowledge of Cambodian context/local governance system is an asset; i. Demonstrated ability to work in a multicultural environment; j. While fluency in English is a requirement, fluency in Khmer and work experience in Cambodia would be assets. 6. Estimated Duration of the Contract (Dates and period): It is estimated that the consultant will require 80 working days to complete the assignment: Desk review of relevant documents will be done by consultant at consultant s place of residence - 10 working days, Development of the consultancy plan, methodologies for the mapping exercise, for the assessment of the IEC materials - 4 working days Consultations with main stakeholders - 10 working days Field visits to Kampong Cham, Siem Reap and Prey Veng (before the EPRP workshops) - 15 working days Development of resources for the EPRP workshops - 13 working days Facilitation of the EPRP workshop in Phnom Penh - 2 working days Facilitation of the EPRP workshops and finalization of the Emergency Preparedness and Response plans in Kampong Cham, Siem Reap and Prey Veng - 15 working days Focus Group Discussions to assess the existing emergency preparedness materials (including UNICEF EPRP 2004 booklet) and public service announcements - 5 days Finalization of the consultancy s report will be done by consultant at consultant s place of residence - 6 working days. 6
7. Deliverables with due date: Undertake desk review and prepare the consultancy plan - by the end of the second week. Undertake consultations and field visits - by the end of the seventh week. Finalisation of the resources for the EPRP workshops and facilitation - by the end of the tenth week Facilitation of the four EPRP workshops and finalization of the Emergency Preparedness and Response plans in Kampong Cham, Siem Reap and Prey Veng - - by the end of the thirteenth week Assessment of the existing emergency preparedness materials (including UNICEF EPRP 2004 booklet) and public service announcements and submission of the 10-page assessment - by the end of the fifteenth week. Submission of the final report - by the end of the sixteenth week. This should include soft and hard copies of the final report, as well as all the resource materials used during the EPRP workshops (Power Point presentations, guidelines, checklists). The final report should be prepared in English, and not exceed 25 pages (excluding annexes). It should also include the following chapters: - Executive summary; - Description of the EPRP context in Cambodia; - Findings from the mapping exercises; - Lessons learned from the development of 2012 EPRP in three provinces; - Highlights from the assessment of the existing emergency preparedness materials - Recommendations for future UNICEF EPRP engagement (capacity developmentsimulation/training/on-the-job support, communication strategy, coordination, etc.) - Conclusion. 8. Payment Schedule (Please link to deliverables to the extent possible): The consultant will be paid as follows: 30% upon agreement on the consultancy plan. 30% following the delivery of EPRP orientation workshop at central level; the delivery of three EPRP workshops (Kampong Cham, Prey Veng and Siem Reap) and the finalization of three provincial EPRP. 40% following the submission of a 10-page document outlining recommendations for future production of effective culturally sensitive communication interventions to bolster resilience of communities in times of emergencies; and submission of final report and resource materials used for the EPRP workshops, accepted by UNICEF, MoI and NCDD-S. 9. Official Travel Involved (specify if yes): The consultant will travel twice to three provinces: First to meet with Provincial Administrations, Provincial Councils, Boards of Governors, PCDM members and relevant local associations in Kampong Cham, Prey Veng and Siem Reap to map efforts related to emergency preparedness: a. Collection of existing preparedness tools in Khmer and English (including existing assessment guidelines, checklists, national standards); b. Existing IEC materials (TV/Radio Public Service Announcements, brochures); c. Existing EPRP plans; d. Composition of existing emergency kits and information related to their preposition (quantity, quality, relevance); e. Collect information on the emergency response to the 2011 floods in order to draw lessons, especially with regard to its impact on children, with the view to incorporate these into the 2012 EPRP. 7
Second to lead the facilitation of three (3) EPRP two-day workshops at sub-national level in Kampong Cham, Prey Veng and Siem Reap to assist in the members of Provincial Committee for Disaster Management finalization of Emergency Preparedness Response Plans. Each EPRP workshop will result in the development of a sound Provincial EPRP, incorporating children needs in times of emergencies, with clear activities, time frame and the responsible person/authority. The workshop would contribute to develop the capacity of PCDM members to understand their role and responsibilities before, during and after an emergency. In case of a disaster, the PCDM members would be equipped with practical tools to a. Be able to coordinate, mobilise and provide essential resources according to minimum standards to the affected populations, including children; b. Have assessment teams capable of undertaking a rapid assessment using relevant checklists ensuring disaggregated data by age and sex; c. Use resources (e.g. pre-positioned kits) they could use for immediate response; d. Reach communities with key messages; e. Deploy rapid response teams to deploy; f. Maintain an inter-sectoral collaboration throughout the response. It is estimated that travel will take 24 working days. 10. Contract Supervisor: The supervisor of the consultant will be the Local Governance for Child Rights Specialist (L3) with regular guidance from the Chief, Local Governance for Child Rights. The Local Governance for Child Rights Specialist (L3) will be responsible to fill in the final evaluation report. 11. Type of Supervision that will be Provided: Regular meetings to ensure compliance with the TOR and overall progress, as per the agreed work plan. 12. Consultant s Work Place/Any facilities to be provided by office: The Consultant will be expected to use his/her laptop. The consultant will work in the LGCR section, UNICEF Cambodia office in Phnom-Penh. The possibility to have a working space at the Secretariat of the National Committee for sub-national democratic development will also be explored. 13. Nature of Penalty Clause to be Stipulated in Contract: Penalties for Unsatisfactory Performance or incomplete Assignment: In all cases, consultants may only be paid their fees upon satisfactory completion of services. Unsatisfactory performance: In case of unsatisfactory performance the contract will be terminated by notification letter sent five days prior to the termination date. Performance indicators: the consultant s performance will be evaluated against the following criteria: meeting TOR requirements, timeliness, work relations, communication, dependability/reliability in carrying out the assignments. 8
Annex 1: EPRP in the Cambodian context UNICEF, 2011 EPRP UNDMT plan 2011 Cambodian Red Cross National Committee for Disaster Management Report from the United Nations Disaster Assessment & Coordination (UNDAC) disaster Response Preparedness Mission to Cambodia from 14-28 March 2009. Oxfam Care Save the Children ( ) Guidelines INEE Minimum, Standards for Education: Preparedness, Response, Recovery http://www.ineesite.org/uploads/documents/store/minimum_standards_2010_eng.pdf Sphere Handbook, Humanitarian Charter and Minimum Standards in Humanitarian Response IASC Guidelines on Mental Health and Psychosocial Support in Emergency Settings 2007, Inter-Agency Standing Committee. www.humanitarianinfo.org/ iasc/pageloader.aspx?page=content-subsidi-tf_mhps-default 9