Consultancy for Anticipatory Action Scoping Study in BARMM (Philippines)

1. Background

The PRC, in collaboration with German Red Cross and with financial support from the German Federal Foreign Office (GFFO) implements project entitled “Advancing DRR and Anticipation to the Most Vulnerable Communities in the Philippines (AdDRRA)” to enhance the efforts of DRR and AA in the Philippines in 2023. One of the key results of the project is to set-up, testing and activation of (Early Action Protocols) EAPs/Plans for Anticipatory Action (AA) to consolidate for a proper handing over to PRC. This result will buildon the achievements and considerable experiences gained from the previous projects and will focus on revising and developing the Early Action Protocols (EAPs) as well as institutionalizing the AA into the PRC and national government disaster management mechanism in cooperation and collaboration with the national mandated agencies and the Philippines National AA Technical Working Group.

The above-mentioned project is a follow up project to the Forecast based Financing (FbF) phase 1 and 2, implemented by Philippine Red Cross between August 2017 and December 2022 with support of German Red Cross, Finnish Red Cross and GFFO.

2. Objectives of the Assessment

2.1 Scope:

The PRC intends to expand the scope of its Anticipatory Action activities in BARMM region, with support of GRC and FRC. The purpose of this study is to understand the gaps and needs for AA works in the BRAMM and the specific role PRC can fulfil to expand the AA in the region.

2.2 Objective and expected outputs

Objective:

The scoping study will focus on the following objectives,

1. To generally map the needs and gaps vs challenges and barriers in implementing AA in BARMM with specific focus to potential natural hazards.
2. To review, analyse and present the level of understanding, acceptance, and challenges in integrating AA in the DRRM System of BARMM at all levels (Ministerial, provincial, municipal, and Barangay levels) and how this should be reflected in EAP development in conflict settings.
3. To understand/analyse the existing coordination and linkages amongst the existing and potential stakeholders available for AA in BARRM and needed support to strengthen them.
4. To identify potential roles that the Red Cross can play effectively in advocating and promoting AA in BARMM, with specific to hazards, locations, and coordination, and the conditions required for EAP with conflict sensitivity.

Expected Outputs:

The report of scoping study on AA in BARMM will be delivered with focus on the following,

1. Needs and gaps in implementing AA in BARMM with specific focus on natural hazards,
2. Level of understanding of local stakeholders, their acceptance, and general challenges in integrating AA in DRRM structure within BARMM at all levels are clearly reviewed, analysed, and presented, together with inputs on EAP development in conflict settings.
3. Existing coordination and linkages amongst all existing and potential stakeholders and further need for strengthening them are analysed.
4. Present recommendations, based on the above, on the potential roles that the Red Cross can play effectively in advocating and promoting AA in BARMM.
5. Develop a roadmap, next steps, and recommendations on how PRC could engage in BARMM in promoting AA.

3. Users of the assessment

The study/assessment results will help PRC and RCRC partners to better understand the context and help in designing the program interventions to address the gaps and needs of the region. The Philippine Red Cross, German Red Cross, Finnish Red Cross, and other RCRC movement partners will be the users of the assessment data and report. The use and protection of the data is the responsibility of PRC, GRC and its partners.

4. Implementation

4.1 Team

It can be an individual consultant or a team of two consultants but the number of days will remain the same.

4.2 Process & Methodology

The consultant should use available secondary data for analysis. For the collection of primary data, participatory methods should be applied. The choice of methods will have to be presented and described by the consultant and will be approved by PRC and GRC.

4.3 Participation of stakeholders

Key stakeholders may include government departments at BARMM and national levels, and local government units at the provincial, municipal and government level (Example. BDRRMC, BPDA, DSSD, DILG, DAFAR, etc.), key AA actors in the region i.e. FAO, OXFAM, CARE, etc. and other civil society organizations.

4.4 Timeline

The proposed timeline for completing the tasks is a maximum of 25 days. The tasks should be completed by the mid of January 2024.

5. Responsibilities and duties

5.1 GRC

GRC will organise all assessment related logistics in the respective country. As far as possible the consultant and the team will be supported with the necessary working material. GRC will support the team in the arrangement of interview dates with stakeholders. GRC will give a security briefing for the consultant and take care that security regulations are applied.

5.2 PRC

The PRC will participate in the assessment exercise to ease the access to the communities and support the data gathering with staff and volunteers. The PRC will provide their expertise in specific sectors which shall be considered during the assessment. The PRC will equally support the logistics and the implementation of security regulations.

5.3 Consultant

The consultant is responsible for the elaboration of the methodology, the timeframe and all organisational issues related to the implementation of the assessment, which he/she will coordinate with GRC and the PRC. This includes training of the assessment team members at the beginning of the exercise. The consultant’s responsibility is the implementation process of the assessment, including final report and presentation of results to GRC and PRC.

He /she has the responsibility to revise the final report, based on the comments from GRC and the PRC.

6. Reporting

6.1 Inception report

The inception report of the consultant should outline the assessment steps and the methodology used including a proposal for a final timeframe. The inception report shall be used to clarify open questions and to come to a common understanding about the tasks. The inception report should not be longer than 5 pages. The consultant will give feedback to GRC about the ToR and their feasibility. The ToR shall be adapted and agreed upon based on the inception report.

The inception report should be delivered before the assessment starts. It should contain:

• Background information
• Suggestions for ToR amendments (if necessary)
• Design: Chosen approach, methods, participation, etc.
• Tools for the implementation (questionnaires, data processing and analysis, IT used etc.)
• Implementation process (team, distribution of tasks, steps, timetable, reporting)

The inception report will be discussed with the GRC Philippine Office and PRC by the consultant. Any changes of the ToR need an agreement of both parties.

6.2 Final report

The final assessment report should be delivered at least two weeks after the end of the field phase. The inception- and final report should be delivered in English.

The final report will be approved by the GRC Philippine Office and PRC. The final report should, as a minimum, include the following elements:

• Background
• Objective of the assessment
• Assessment design and methodology
• Implementation
  (Description of the process, area, timeframe, difficulties and limitations of the data gathering, possible missing information.)
• Presentation of data and key findings
• Recommendations
• Annexes
  (The database – transferred into Excel, the ToR, list of consulted persons/organizations, consulted data from the project, etc.)

This report content can be extended by the consultant by additional points if necessary.

The data, key-findings and recommendations shall be presented in a clear and transparent way, and the database (IT program X used) should be applicable for GRC and the PRC.

GRC Philippine Country Office and the PRC will analyse the final report, especially the utility of the gathered data and information. The consultant will receive feedback from GRC Philippine Country Office and PRC before the final payment of the consultant contract is approved. It is expected that the consultant corrects invalid data in case of major flaws.

7. Quality and ethical standards

The consultant / team should take all reasonable steps to ensure that the assessment is designed and conducted in a way to respect and protect the rights and welfare of people and the communities of which they are members, and to ensure that the assessment is technically accurate, reliable, and legitimate, conducted in a transparent and impartial manner. Therefore, the study should be implemented adhering to the standards of PRC. The information revealed during the consultancy has to be safeguarded, respecting existing data security rules, to protect the rights of the individual. The consultant has no right to share or publish internal information coming up during the exercise.

8. Consultant Profile

The consultant should meet the following criteria:

Obligatory:

• Academic background in social studies or a development-oriented subject.
• Relevant experience on Disaster Risk Management and Anticipatory Action.
• Good language skill in English.

Preferable

• Knowledge and experience of working in the Philippines.
• Knowledge/experience of the Red Cross and Red Crescent Movement.

9. Payment terms

The full amount negotiated by the parties will be disbursed to the consultant based on deliverables as per the points below:

• 20% to be made upon submission of Inception report (maximum of 5 pages),
• 30% to be paid upon submission of the first draft report,
• 50% to be paid upon submission of the final report and acceptance by the PRC/GRC.

The consultant is solely responsible for the payment of taxes and other lawful fees that may be incurred from this transaction.