[CALL FOR TENDERS] Design and Facilitation of Training Workshop “Anticipatory Humanitarian Action – Design, Planning and Implementation”

Academy of the Ruhr-University Bochum


The Institute for International Law of Peace and Armed Conflict (IFHV) is one of the leading academic institutions in Europe for teaching and research in the context of humanitarian crises. Within the framework of a consortium project with the Umbrella Organization of German NGOs for Development and Humanitarian Relief (VENRO), the IFHV conducts more than 20 trainings to improve the quality of programs of humanitarian NGOs in Germany.

On behalf of the IFHV, the Academy of the Ruhr-University intends to commission external service providers to design and conduct a training workshop on the topic “Anticipatory Humanitarian Action – Design, Planning and Implementation”. The event is aimed at staff of humanitarian NGOs, especially those responsible for and interested in project design and management in the fields of disaster risk reduction and/or anticipatory action. The training will be advertised and conducted under the umbrella of the academy for humanitarian action (aha) and part of the aha’s certification program on “Anticipatory Humanitarian Action”.

We invite you to bid with a written proposal on the services described below by email by July 10, 2022, at 12:00 noon (CEST).

Service Description: Training workshop “Anticipatory Humanitarian Action – Design, Planning and Implementation” (3 full days, 24 working hours)

Location, Time and Language: Face-To-Face event in Bochum, expected in November or December 2022. The workshop can be delivered either in English or in German. The possibility of switching the workshop to a pure online format depending on the pandemic situation is highly appreciated.

Objectives of the workshop:

  1. Participants know the basic components, concepts and processes that comprise anticipatory humanitarian approaches and their respective strengths and weaknesses.
  2. They know about technical prerequisites, such as the availability and accessibility of adequate forecasts, to design and plan anticipatory humanitarian projects.
  3. They have the expertise to plan and set trigger levels for anticipatory action and to identify and draft adequate humanitarian measures (“Early Actions”).
  4. They are able to adapt these strategies and instruments to specific local contexts as well as their own organizational capacity.

Brief Description of Content: Anticipatory humanitarian approaches aim at predicting the occurrence and impact of foreseeable weather and climate-related crises in order to provide the necessary support for communities at risk and to enable early action even before a disaster strikes. In recent years, individual actors, for example from within the Red Cross / Red Crescent movement or the UN cosmos, have generated innovations in this field and thus achieved positive results. Larger and medium-sized NGOs are now following up, seeking to establish anticipatory humanitarian projects in their portfolios. However, establishing and implementing anticipatory approaches has not yet been feasible for the broad majority of NGOs and can yield challenges especially for smaller NGOs. These may concern, amongst others, conceptual unclarities, the access of funding, or lack of technical expertise. To this end, the IFHV will host an exchange workshop in October 2022 for humanitarian practitioners to share and reflect on the status-quo, best practices and challenges of establishing and implementing anticipatory humanitarian projects in their respective organization.

This training should complement the previous exchange by offering the hands-on knowledge needed to overcome the previously identified challenges and to adequately plan, design and implement anticipatory humanitarian projects. To achieve this, participants should recapitulate the most important components, concepts and processes that comprise anticipatory humanitarian approaches as well as their respective strengths and weaknesses. They will acquire the necessary knowledge to handle the technical components of Anticipatory Humanitarian Action, such as accessing, evaluating and analyzing different types of forecasts and/or impact data, access funding for anticipatory projects, setting “trigger levels” for the initiation of anticipatory action, and identifying appropriate humanitarian measures (“Early Actions”) that are suitable to tackle humanitarian crises in an anticipatory way. Finally, participants shall also learn how to adapt these strategies and instruments to specific local contexts as well as their own organizational capacity. In line with the area(s) of particular expertise of the provider, the training can focus on one or more of the aforementioned subjects.

The workshop is part of a training series on “Anticipatory Humanitarian Action” at the academy for humanitarian action (aha) with previous trainings on the identification of early actions, AA in conflict settings, or the use of geodata in (anticipatory) humanitarian action. It builds on the results from an exchange workshop for humanitarian practitioners, hosted by the IFHV in October 2022. IFHV staff are available to advise on the integration of the training into the training program and to align the planning of the training with the results from the previous exchange workshop.

Services to be provided

The following services are to be provided under the scope of this call:

1) Planning: Conceptual planning of an exchange workshop (3 full working days) for a minimum of 15 participants. Preparation of a detailed agenda (about two DIN A4 pages) showing the contents, methods and objectives of the individual sections of the events. It should be hands-on and designed for humanitarian practitioners. All logistical planning matters (i.e. room bookings, catering, and registration procedure, incl. any additional questions and/or pre-course assessments that will help to facilitate the workshop) will be handled by the RUB Academy and are not part of this tender.

2) Implementation: Professional input and independent moderation of the event. The proposal may include the commissioning of external speakers for additional professional input on certain topics. IFHV will support with technical and logistical assistance during both events. Additional assistance services (co-moderation, technical support etc.) can be provided by arrangement.

3) Documentation: Preparation of a photo documentation and a short summary (max. 5 pages) of the most important discussion points of the training. The summary might also include a “checklist” or brief toolkit for the participants that covers the most important steps and strategies identified during the workshop

Please note: All services are provided in close consultation with the responsible IFHV staff member. Ongoing arrangements regarding the conception as well as documentation of the training (via e-mail and telephone) are part of the service provision and will not be remunerated separately. A transfer of property rights to the training material (concepts, working materials, powerpoints, etc.) are not part of the tender and remain with the trainer or his/her organization.

How to apply

Further information on submitting proposals:

1) Please send your written and signed tender documents as a PDF-document by e-mail only to [email protected] Please note: Tenders that are sent to a different e-mail address will not be considered!

2) The deadline for submitting tenders expires on July 10, 2022, at 12:00 noon (CEST).

3) The tender should enumerate separately the costs (without VAT) and daily rates for the service areas a) planning, b) implementation, c) documentation (please note that the training will be VAT exempted under §4 Nr. 21 UStG under German law).

4) Please add a written sketch of the schedule (with a suggested title) to the offer, which shows the content, methods and goals of the events (max. two A4 pages). The goals formulated in your offer may deviate from the goals listed here if this appears sensible from your point of view.

5) Please also send us the curriculum vitae of all trainers or speakers, showing relevant work experience (in terms of content and methodology).

6) The decision to award the contract will be made on the basis of the costs (50%) and the quality of the tender (in terms of fit of the individual elements of the schedule to the objective, feasibility of the approach and variety of methods) (40%), as well as the experience of the provider in conducting training in humanitarian aid (10%).

We are looking forward to receiving your offer. For questions on the call for proposals, kindly consult Sören Schneider at [email protected] or phone +49 (0) 234 32-27747.