South Asia Policy Documentation Consultant

Lutheran World Relief

XH 🇽🇭


Lutheran World Relief (LWR) was founded in 1945 in the United States to respond to the humanitarian needs of post-war Europe. Today, LWR serves millions of people in poor and vulnerable communities around the world regardless of race, religion, orientation or ethnicity. Driven by local needs, LWR works with local organizations to strengthen their capacity and to ensure sustainability of programs addressing emergency relief and preparedness, agricultural development, water and sanitation, health and livelihoods, government accountability, and resilience in the face of climate change. LWR holds itself to the highest standards of transparency, accountability and stewardship, testing innovative approaches and then seeking ways to bring proven methods to scale.

The Nepal-India Trans-boundary Resilience Project (TBR) is a collaborative initiative of Lutheran World Relief (LWR), the Asian Disaster Preparedness Center (ADPC), Dan Church Aid (DCA), Yale University and four local non-governmental organizational partners in Nepal (i.e. SAHAMATI and KVS) and India (i.e. IDF-Bihar and GDS-UP) to support flood resilience for households in 178 communities along the Gandak/Narayani and Koshi river basins covering both Nepal and India. In partnership with the Global Resilience Partnership and Z Zurich Foundation, this is a scale-up of two years’ pilot work led by LWR. The TBR project will empower these communities to prepare for, respond to and recover from hydro-meteorological shocks by improving the effectiveness of early warning systems in a trans-boundary context and supporting livelihoods through better agricultural practices, and access to savings, credit and insurance facilities.

The TBR project is working in trans-boundary communities and in close consultation with the relevant government ministries and departments in Nepal and India. In this process, ADPC is leading the advocacy component (project outcome three), which includes conducting an assessment of the effectiveness of trans- boundary EWS, capacity building, and technical support to CDMC and trans-boundary citizen forums, and national workshops for advocacy and policy sharing and dissemination.

Within this context and to support those workshops and plans, LWR seeks to engage a consultant to assess current policies, acts, rules and regulations on disaster risk reduction (DRR) and early warning systems (EWS) in Nepal and India. It is expected that the consultancy shall define the feasible framework or modalities in the policy document, identifying the gaps, assessing the existing policy, laws and their implementation on DRR and EWS. The consultant will prepare a separate EWS and DRR policy documents for each country, as well as one consolidated briefing document on EWS/DRR for trans-boundary communities in Nepal and India to be submitted to the governments of each country. These documents will support efforts in advocating for the sustainability of the TBR project flood early warning systems in the Koshi and Narayani river basins.


The general purpose of this consultancy is to prepare policy documents on DRR and EWS, focusing on trans- boundary communities in Nepal and India. The consultant will work closely with LWR and local implementing partners, and the governments of Nepal and India in order to:

1. Assess the current policies, acts, rules, and regulations relating to DRR and EWS, and examine the technical efficiency and effectiveness of the current practices of different administrative structures, based on the practical experience of the TBR project in the Narayani and Koshi river basins.
2. Identify the gaps in both countries’ existing policy documents and recommend sustainable and feasible options for the smooth functioning of trans-boundary DRR and EWS.
3. Identify the most important stakeholders/agencies (government and non-government) to provide better support to the target communities in both river basins in their advocacy efforts around DRR and EWS.
4. Prepare and submit policy documents (specific for Nepal and India as well as one consolidated document as final product) with a special focus on strengthening DRR and EWS in trans-boundary communities.

This high level assignment for developing the policy and strategy papers, will be submitted to concerned government authorities. This assignment requires a thorough review of current policies and consultations with several government and development partners in Nepal and India as well as local to national level government stakeholders and development partners, such as SAARC (climate change and DRR unit), ICIMOD, GLOFAS, RIMES, UNESCAP, and others, in order to produce clear and concise policy recommendations.

Below are some sample guiding questions for the assessment which will give intended users of the document the information they seek in order to make informed decisions and take necessary action:

1. What are the policy constraints or gaps in both river basins of the countries (Koshi and Narayani)?
2. What are the techniques and/or tools that can influence the effectiveness of DRR and EWS in these trans-boundary communities of Nepal and India?
3. What are the existing policy frameworks for, and challenges to, trans-boundary disaster risk reduction (DRR) and flood early warning system (EWS) in the Koshi and Narayani river basins?
4. What opportunities exist and what benefits are to be gained from trans-boundary collaboration on DRR and EWS in the Koshi and Narayani river basins?
5. What role can governments (Nepal and India) and other stakeholders (civil society, non-government, regional organizations etc.) play in improving trans-boundary collaboration to address challenges and capitalize on the opportunities and benefits in DRR, EWS in the Koshi and Narayani river basins?

The ToR suggests an overall approach and method for this assignment as well as data sources and tools that will likely yield the most reliable and valid answers to the assessment questions within the limits of available resources. However, final decisions about the specific design and methods for the assignment should be prepared in consultation with TBR Program Director, partners, and other key stakeholders. The assessment may follow the steps outlined below but need not be limited to them, and should explain their proposed process in their submission:

• Review existing policies, acts, rules, regulations etc. and other related documents on DRR and EWS of both countries (Nepal and India).
• Conduct consultation meeting with Nepal government (municipal/rural municipal, district, state and national), India government (local, state and national), non-government stakeholders, private sector, and SAARC disaster management center.
• Conduct on site meetings with the representatives of the community disaster management committees (CDMC) and trans-boundary citizen forums (TBCF) in the respective project implementation field locations of both river basins.
• Take stock of recent and ongoing work on risk assessment and screening (hazard, exposure, vulnerability and capacity) including identification of work programs undertaken by relevant agencies.
• After the preparation of the policy documents, the consultant is expected to consult with SAARC and other regional bodies to ensure the recommendations can be adopted and included into existing frameworks. The consultant is also expected to join in the dissemination workshop, the timing of which will be agreed upon later (likely March or April).


The following are the key deliverables, or tangible products, the assessment or consultant team will be accountable for producing. At a minimum, these deliverables include:

• Inception Plan: The plan should be prepared by the consultant before initiating field based data collection. It should detail the consultant’s understanding of what is being assessed and why, showing how each policy question will be answered by way of: proposed methods, proposed sources of data, and data collection procedures. The plan should include a proposed schedule of tasks, activities and deliverables, designating a team member with the lead responsibility for each item. The plan will be reviewed by the TBR Program Director and other stakeholders to ensure that they share the same understanding about the policy document and clarify any misunderstandings at the outset.
• Policy documents: Prepare and submit policy documents on DRR and EWS for Nepal and India separately and also one consolidated briefing paper. The TBR Program Director, other country staff, partner and key stakeholders will review the draft report for each country to ensure that it follows the terms of reference, addresses all of the key questions, and follows any agreed upon format. The consultant should ensure in the timeline that there is sufficient time to develop and discuss feedback with above team members.
Other knowledge products and participation in knowledge sharing and dissemination events: The consultant should submit supporting documentation or reference materials ( like FGD , KII notes, and other any data) collected in this process to LWR. LWR may ask the consultant to join a workshop with stakeholders to develop an action plan based on the policy document, and conduct a verbal presentation to stakeholders, or any other means to share results or documents.


The consultancy will take place in the spring, between February and May, with the work to be scheduled in consultation with LWR. LWR anticipates the above deliverables to encompass approximately 25 working days. Based on the local context, situation and consultant’s suggestion, some changes are possible.

(Task) Hiring the consultant or firm  – 02/05/2018

Desktop review and preparation of inception report (days proposed: 4) (Proposed Deadline: 12 February)

Field work (assessment, community consultations, meetings with concerned stakeholders)(days proposed: 8) (Proposed Deadline: 26 February)

Submission of draft report (policy documents) (days proposed:7) (Proposed Deadline: 15 March)

Submission of final report with policy documents. (days proposed: 5) (Proposed Deadline: 30 March)

 Present Policy document in dissemination workshop in consultation with ADPC, SAARC DMD, Nepal and Indian government. (days proposed: 1) (To be decided)


The consultancy shall be led by an independent professional or consulting firm with the following qualifications and experience:

• At least ten years’ progressive professional experience in conducting policy review, with solid experience in preparing policy documents (CVs will be reviewed).
• Demonstrated capacity to analyze qualitative and quantitative data in a systematic way.
• Demonstrated ability to present complex information in a concise, clear and accessible way.
• Extensive knowledge of standards and procedures for disaster risk reduction, early warning systems, trans-boundary water issues, resilience and emergency preparedness and response.
• Demonstrated experience working with government counterparts and especially with the government of India. Experience collecting data in rural areas of Nepal and/or India is considered an asset, although is not a prerequisite for applying.
• Excellent writing skills (in English), and outstanding communication skills.
• Working knowledge of Nepali and Hindi is an asset.
• Experience and expertise in carrying out assessment of disaster and EWS projects is desirable.

Interested consultants/firms are requested to prepare an Expression of Interest (not to exceed 5 pages) and provide evidence to support claims of knowledge, skills and experience. The EoI should include any feedback or comments on this ToR, the proposed plan to fulfill the requirements, as well as a financial proposal (budget) for the work. In addition, a CV or resume with references, and a writing sample of a similar type of policy document or report is requested.

Expressions of Interest and other requested documents are to be sent to: Program Officer -TBR at [email protected] and copying to
Narayan Gyawali, Program Director -TBR at [email protected] by 24 January, 2018.

Any decision for disqualification rests solely with LWR.