Consultant for Disaster Risk Reduction Compliance Review

United Nations Development Programme (UNDP)

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Background
 

Purpose
The purpose of this consultancy is to contribute to the improved operation of the disaster risk reduction (DRR) system in two localities, Doboj and Tuzla. The compliance review will result in a series of practical recommendations that are meant to improve the local governments’ ability to reduce risk but also plan and prepare for the eventuality of a natural disaster, focusing on local civil protection capabilities and procedures. For this purpose, a National Consultant for Disaster Risk Reduction Compliance Review (hereinafter the Consultant) will be engaged.


Objective
The main objective of the consultancy is to provide technical support to two partner local governments, Doboj and Tuzla, in the process of reviewing and upgrading their DRR protocols, to include civil protection capacities and standard operating procedures.
This support will entail the provision of analytical and expert inputs that will ultimately contribute to the improved ability of local governments to effectively plan and deploy preventative measures as well as civil protection capabilities in emergencies.
Based on the specific findings and recommendations, the Project will support addressing the existing gaps in the above-described areas. Finally, the Consultant is expected to draft a general DRR compliance checklist, as universal tool which can be applied across all local governments in BiH in the process of ensuring DRR-sensitive strategic, operational, technical and organisational frameworks.

Background Information
The Municipal Environmental and Economic Governance Project is a new intervention in the domain of local governance in BiH. It is a 12-year initiative funded by the Government of Switzerland and implemented by the United Nations Development Programme (UNDP). The Project’s overall goal is defined as follows: To assist Partner municipalities, assigned with appropriate competences and finances, in improving their democratic governance and provide public services in an inclusive, effective and efficient manner, particularly those related to economic and environmental sectors. Against this overall goal, three broad lines of intervention are envisaged:
(i) Democratic public policy and sound management processes within local governments (LGs);
(ii) Provision of high quality public services within the economic and environmental sectors that are responsive to citizens’ needs;
(iii) Regulatory frameworks at higher government levels enable effective public service delivery.
The Project’s territorial focus is on the North-West (NW) part of the country (including Una-Sana Canton and Prijedor region) and the North-East (NE) region (the wider Doboj-Tuzla area), covering 18 partner LGs.
The consultancy will take place within the framework of the Project’s governance component as part of an effort to improve the local governments’ ability to effectively deal with a growing number of emergencies. The notion of DRR has come a long way from emergency response to disaster risk management with emergency response now being only one of the components of a broader approach that deals with disaster risk in terms of prevention, preparedness and response. Nonetheless, recent experiences with natural disasters in BiH indicate an absence of a uniformed and structured approach to managing and deploying response capabilities, including in the form of civil protection assets.
The MEG Project is implemented together with the BiH Ministry of Foreign Trade and Economic Relations, FBiH Ministry of Development, Entrepreneurship and Crafts, FBiH Ministry of Agriculture, Water Management and Forestry, RS Ministry for Administration and Local Self-Government, RS Ministry of Agriculture, Forestry and Water Management and both entity Associations of Municipalities and Cities.

 
Duties and Responsibilities

The Consultant will work in two selected partner LGs – Doboj and Tuzla, so as to assess their strategic, operational, organizational and technical frameworks and assets in the realm of DRR; determine compliance with existing regulatory requirements (respectively for each entity) and propose solutions and recommendations that will upgrade the overall DRR framework in these localities. Special attention will be paid to the civil protection system and the rescue and protection response protocols.

In order to implement the review process, the Consultant will provide local counterparts with analytical and technical inputs to effectively assess the appropriateness, relevance and quality of existing documents, strategies and plans, procedures, assets, mechanisms and capacities.
Concretely, the Consultant will produce a report for each of the two LGs including: (i) brief description of the relevant legal framework for DRR and crisis management in BiH and specifically for the respective entity (to which the LG needs to comply); (ii) brief review and assessment of the relevant LG regulatory framework (decisions, instructions, etc.) – in terms of their quality, relevance and compliance to the legal requirements . The analysis will utilize the EUCO mechanism requirements as supplementary assessment criteria; (iii) brief review and assessment of the relevant municipal-level DRR-related competent institutions/structures and their capacities for coordination and implementation; (iv) brief review and assessment of the relevant LG operational frameworks (protocols, procedures, etc.) in terms of their quality, relevance and compliance to the legal requirements. A particular emphasis will be placed on relevant protocols and instructions, which provide guidance on sequence of actions to be undertaken in case a disaster occurs; (v) review of the relevant LG strategic framework (such as assessments of threats of natural or other disasters, protection and rescue plans, local development strategy, fire protection plans, etc.) from the perspective of DRR and crisis management (prevention and alleviation activities, emergency preparations and management – and post-disaster rehabilitation and reconstruction measures), from the viewpoint of availability in the strategic framework, as well as compliance with relevant legal requirements. The analysis will also look at the existence/level of application of data on vulnerability, familiarity and access to detailed maps and models charting the numbers of human settlements and facilities exposed to different risks, hazardous transport routes, and availability of information on external bodies (NGOs, private companies, associations) that may provide protection and rescue services to civil protection authorities; (vi) review of LG’s technical resources and assets to effectively deliver DRR-related policies and measures and identification of critical gaps. All these aspects are to be reviewed from the perspective of existing legal requirements, local practices and shortcomings. Finally, each of the compliance reports will provide recommendations in all reviewed areas, towards addressing the gaps and improving the overall DRR framework within the target localities.

In the scope of the assignment, the Consultant will be responsible for developing the assessment methodology, administering the assessment itself, preparing the compliance review report for the two target LGs.
The Consultant will be ultimately responsible for the final quality of all inputs as validated by LGs and the MEG Project Team. The Consultant will coordinate its activities with the partner LGs and the MEG Project Team.

More specifically, the consultancy will comprise the following main tasks:

Task 1: Develop methodological approach and timeline for the assessment exercise
Under this task, the Consultant will develop the methodology for the compliance review encompassing all elements described above to discharge its duties and responsibilities in the area of DRR at the local level. The methodology will include: detailed description of approach to conducting the compliance review (i.e. – desk review, data collection, discussions with relevant stakeholders for participatory identification/validation of review findings; a list of relevant legal, policy and other documents to be examined; as well as interlocutors/stakeholders to meet). Based on the aforementioned, a detailed work plan will be developed taking in consideration a need to coordinate activities with MEG Project responsible staff in the field. 
It is envisaged that this task will be finalized by the mid-October 2016. The level of effort will not exceed 5 expert/days.

Task 2: Conduct the assessment process in the target LGs
Upon the approval of the methodology and work plan by the MEG Project team, the Consultant is expected to carry out the assessment, including data collection, interviews, review of materials and documents, etc. This includes, but is not limited to: (i) collection, review and analysis of all relevant materials; (ii) conduct of meetings/interviews/focus group discussions with LGs and all relevant institutions (entity and local civil protection representatives, local leadership, etc.) and other non-governmental stakeholders deemed necessary (local practitioners, non-governmental organizations, etc.); (iii) administration of a standard questionnaire to be shared with the LGs.
It is envisaged that this task will be delivered by early December 2016 and the level of effort will not exceed 25 expert/days.

Task 3: Prepare a comprehensive report detailing shared and locality-specific observations and recommendations
Under this Task, the Consultant will draft two comprehensive, structured assessment reports, respectively for Doboj and Tuzla that will include, but will not be limited to, the following chapters: 

  • Executive summary; 
  • Scope of work; 
  • Overview of the legal framework relevant for disaster risk reduction and management in the respective entity of BiH as the compliance framework; 
  • Assessment of the relevant LG regulatory framework (decisions, instructions, etc.) from the viewpoint of quality, relevance and compliance to the legal requirements; 
  • Review and assessment of the DRR-related competent institutions/structures and their capacities for coordination and implementation; 
  • Review and assessment of the relevant LG operational frameworks (protocols, procedures, etc.) in terms of their quality, relevance and compliance to the legal requirements; 
  • Review of the LG strategic framework from the perspective of DRR and crisis management and its availability and compliance with relevant legal requirements. 
  • Review of LG’s technical resources and assets to effectively deliver DRR-related policies and measures; 
  • Specific recommendations for each of the areas to address the identified gaps; 
  • References and annexes.

The draft reports and their recommendations will be presented to and validated by the LG leaderships and senior officers. The final report is subject to the approval by the MEG Project team.
As part of the third and final task, the Consultant will prepare a separate note – the universal DRR-compliance checklist (up to 5 pages), based on the areas covered under the DRR compliance review, which can serve as general guidelines for all LGs in the country, ensuring minimum DRR policies, strategies, measures, operational and technical frameworks are in place.
All documents are to be produced in the languages of BiH.
It is envisaged that this task will be delivered by mid-December, 2016 and the level of effort will not exceed 10 expert/days.

Deliverables and timelines
The Consultant is responsible for the following deliverables:

Deliverables (outputs) Schedule and level of effort

Task 1: Develop methodological approach and timeline for the assessment exercise

  • Key materials are reviewed and analyzed by the Consultant;
  • Work-plan and methodology developed along with key data collection tools;
  • Introductory meetings conducted with the Project Team and key partners.  mid-October 2016, (5 expert days).

Task 2: Conduct the assessment process in the target LGs

  • Data collection tools disseminated, data collected from two local governments;
  • Interviews with key stakeholders conducted. Early December 2016, (25 expert days)

Task 3: Prepare a comprehensive report detailing shared and locality-specific observations and recommendations

  • Two municipal draft reports prepared;
  • Validation meetings held in two localities;
  • Report finalized in line with feedback received;
  • Universal DRR checklist developed and adopted by the Project Team.  Mid- December, 2016, (10 expert days)
 
Competencies

Corporate Responsibility and Teamwork:

  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Plans, prioritizes and delivers tasks on time;
  • Strives for and promotes excellence in performance continually;
  • Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others;
  • Generates ideas and seizes opportunities to support corporate strategic objectives.

People Skills:

  • Demonstrated ability to work harmoniously with persons of different national and cultural backgrounds;
  • Recognizes and responds appropriately to the ideas, interests, and concerns of others;
  • Builds trust and engenders morale by displaying open, transparent and credible behavior;
  • Respects individual/cultural differences; utilizes diversity to foster teamwork;
  • Ensures others’ understanding of, involvement in, and adaptation to a change process.

Partnering and Networking:

  • Communicates sensitively and effectively across different constituencies;
  • Ability to work as a member of a team as well as work autonomously.

 Results-Orientation:

  • Plans and ensures quality results to meet established goals.

Communication:

  • Formulates written information clearly and persuasively;
  • Shares information openly with co-workers and partners while using discretion to protect confidences;
  • Presents information in a clear and articulate manner.

Job Knowledge and Expertise:

  • Strong analytical skills;
  • Advanced writing skills,
  • Progressive knowledge of strategic planning at local and higher levels and the related methodologies;
  • Strong facilitation and coordination skills;
  • Substantive knowledge on security issues and activities with an emphasis on local communities;
  • Executes day-to-day tasks systematically and efficiently;
  • Initiative and sound judgment.
 
Required Skills and Experience

Education: 

  • University degree in relevant field. Master degree will be considered an asset.

Experience: 

  • At least 5 years of relevant professional experience in BiH or the Western Balkans region in the area of disaster risk reduction;
  • Previous professional experience in the area of civil protection and emergency response;
  • Proven ability to undertake professional research using both quantitative and qualitative methods;
  • Proven analytical skills and ability to conceptualize and write concisely and clearly;
  • Familiarity with key public documents, strategies, trends and practices of relevance to civil protection in BiH is considered an asset;
  • Knowledge and previous experience at the local government level in BiH is considered an asset;
  • Participation at civil protection and DRR trainings is considered an asset.

Language requirements:  

  • Fluency in the official languages in BiH is required.

Other: 

  • Excellent computer skills (MS Office applications) and ability to use information technologies as a tool and resource.

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

  • Letter of interest;
  • CV / Personal History Form (P11 application form);
  • Financial proposal indicating consultancy fee as a lump sum (including travel expenses to selected localities and all other applicable fees and costs related to the assignment).

Individual consultants will be evaluated based on the following methodology:
Cumulative analysis
When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and
b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

  • Technical Criteria weight-70%
  • Financial Criteria weight- 30%

Only candidates obtaining a minimum of 49 points for technical criteria assessment would be considered for the Financial Evaluation.


POSITION TYPE

ORGANIZATION TYPE

EXPERIENCE-LEVEL

DEGREE REQUIRED

LANGUAGE REQUIRED