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Emergency Relief & Preparedness Handbook Development

Sign of Hope
Closing date

Terms of Reference for Emergency Relief & Preparedness Handbook Development

Organisation: Hoffnungszeichen | Sign of Hope e.V.

Assignment: Sign of Hope e.V. East Africa Branch (EAB) Emergency Relief & Preparedness Handbook Development

Position Type: Short-Term Consultancy

Assignment Topic: Emergency Relief & Preparedness Handbook

Working with: Sign of Hope e.V. EAB

Starting Date
Wednesday 28th August 2019

1. Background and Rationale

Hoffnungszeichen | Sign of Hope e.V. works to protect the rights of people in distress and to meet their needs for assistance. The organisation is headquartered in Konstanz, Germany. Our work is informed by spiritual beliefs, yet not affiliated with any denomination. Hoffnungszeichen | Sign of Hope e.V. EAB is responsible for directly implemented and partner implemented projects in Northern Kenya, Ethiopia, Uganda and South Sudan. In response to changing and emerging trends in the humanitarian and international development sectors the organization is currently undergoing a 5 year quality improvement process. The development of a regional Emergency Relief & Preparedness Handbook (East Africa) was identified as a priority in order to guide the organization in improving the efficiency and effectiveness of their humanitarian response over the next 5 years in the above mentioned countries of interest.

2. Purpose, Objectives and Use of the Assignment

The consultant will be responsible for facilitating the development and writing of an Emergency Relief & Preparedness Handbook for Hoffnungszeichen | Sign of Hope e.V. EAB. The handbook should clearly outline Sign of Hope e.V.’ humanitarian work with reference to the ongoing quality improvement process being undertaken by Sign of Hope e.V. The Handbook should also provide Sign of Hope e.V. with a reference guide on emergency programming and standard operating procedures before, during and after a disaster/crisis whilst ensuring relevance and compliance with local, national and global policies, guidelines, frameworks and standards/best practices in the humanitarian sector.

3. Scope of Work

The consultant – with support of the Sign of Hope e.V. EAB team – will lead the Emergency Relief & Preparedness Handbook development process in Nairobi, Kenya. It is intended that the Handbook will;

  • Institutionalize and streamline timely and effective humanitarian response

  • Outline key internal guidelines, policies relevant to emergency relief and preparedness

  • Development of an Emergency Response Plan (per Country): Clearly present fundamental Standard Operating Procedures (SOPs) & Communication Lines/Staff Responsibilities, contact lists; approaches important steps/routines required for emergency relief and preparedness

  • Present assessment tools, Monitoring & Evaluation methods, Proposal Writing and Reporting standards required for effective delivery of emergency relief and preparedness

  • Include careful analysis of relevant global, regional, national and local humanitarian/related policies, guidelines, frameworks and standards/best practices (SPHERE, CHS, Alnap, IGAD) for supporting implementation of the Handbook (Relevance)

  • Include considered analysis of cross-cutting issues such as; gender, environment/climate change, safeguarding/protection of vulnerable individuals in humanitarian settings

  • Include a list of common and reoccurring (natural) disasters for each country (i.e. GANTT-Chart incl. areas, population, impact, what kind of disaster, usually at what season etc.)

The suggested time period for the study is September 2019. It can be adjusted according to availability of the project team. The consultancy will be for a max. 15 days in Nairobi. Key Informant Interviews, Focus Group Discussions and participatory group work exercises shall be used to collect data to be used in designing an Emergency Relief & Preparedness Handbook. Data shall also be collected (via internet/telephone communication) from local implementing partners, international and local NGOs active in Sign of Hope e.V. project areas, local authorities and beneficiaries/community leaders in countries of interest (Uganda, Kenya, Ethiopia & South Sudan). The data collected in this way shall be used as a basis for formulating handbook content. As part of the assignment, close attention shall be paid to potential areas of conflict and possible disadvantages that can emerge during the course of humanitarian response (do no harm/humanitarian protection).

4. Process

Phase 1: Desk Study and Inception

A briefing between Sign of Hope and the contracted consultant will clarify open questions related to this assignment. The consultant will be provided with all relevant project and context related documents to get familiarised with the work of Sign of Hope e.V. EAB.

The consultant will exchange with the Sign of Hope e.V. (in person or via phone) to get a clear understanding of the organisation’s approach and methodology.

Phase 2: Data Collection (Sign of Hope e.V. Regional Office, Email

& Strategy Development Workshop)

Visits to the Sign of Hope e.V. EAB Regional Office, correspondence via internet/phone with stakeholders, partners and staff from head offices/field offices and a strategy development workshop with key personnel will be carried out to gather information and data from Sign of Hope e.V. staff, partners and stakeholders in the region.

Phase 3: Data Review and Emergency Relief & Preparedness Handbook Writing

Analysing the collected data and preparing the handbook.

Phase 4: Validation

Presenting the findings and draft Emergency Relief & Preparedness Handbook to the contracting organisation; inclusion of feedback, where appropriate, and submission of final; approval of document by the contracting organisation.

5. Deliverables

  • Inception report to be reviewed by Sign of Hope: including initial work plan and proposal for the Emergency Relief and Preparedness Handbook assignment outlining the proposed methodology, data collection/workshop facilitation tools, process of data collection and analysis as well as final set of data-collection tools.

  • Facilitation of Emergency Relief & Preparedness Handbook Development Workshop with key EAB personnel and submission of Workshop Report (5-10 pages, excluding photos and annexes).

  • Draft submission of the Emergency Relief and Preparedness Handbook document for the feedback and comments from Sign of Hope e.V.

  • Presentation of the Emergency Relief and Preparedness Handbook to Sign of Hope e.V. at EAB Nairobi offices.

  • Final Emergency Relief and Preparedness Handbook in English not exceeding a length of 50 (A5) pages (excluding annexes), including:

  • An executive summary

  • Presentation of related internal guidelines & policies

  • Presentation of SOPs

  • Presentation of monitoring & assessment tools

  • Relevant Contact list for Humanitarian Relief in countries of interest (Uganda, Kenya, Ethiopia & South Sudan)

  • Explicit reference to global, regional and national frameworks and standards/best practices (SPHERE, CHS, Alnap, IGAD, UN OCHA, NDMA-EDE Kenya)

  • Analysis of key cross cutting issues (Gender, Environment/Climate Change, Safeguarding/Humanitarian Protection)

    The language of the Emergency Relief and Preparedness Handbook is English.

    6. Expert Profile of the Consultant(s)

    Minimum requirements:

  • Professional level knowledge of English

  • Previous experience of similar assignment in the last five years,

  • Distinct knowledge of local context

  • Strong knowledge of and experience with the humanitarian system, global standards and best practices in the humanitarian relief sector.

  • Work experience with INGOs and partnered projects desirable

  • Proven knowledge and experience in Humanitarian Programming and Manual/Guideline development

The assignment can be performed by a single consultant or a team of two consultants (male/female) to account for gender-sensitive aspects (preferred).

(Academic) Background in Social Sciences and/or Economics or similar subjects (Humanitarian Studies/Action preferred). Candidates with relevant post-graduate qualifications are preferred.

The consultant is required to be independent and impartial with no liabilities to any other Organisation or Government entity regarding this evaluation.

7. Management of the Assignment

A contract will be concluded between the Consultant and Sign of Hope. The latter will be responsible for payment according to the invoices. The Consultant may choose to take additional support within the scope of the agreed budget. Sign of Hope e.V. will facilitate the study at the regional office and provide the necessary background information and documents to carry out the assessment.

8. Quantity structure

Listing the various activities and the number of work days per Consultant in tabular form shall be part of the consultant’s offer.

How to Apply

9. Request for clarification

If you should have questions concerning this tender, please send your questions to the below mentioned contact address. The latest date for submitting questions is 21st Aug 2019. The answers to the questions will be sent to all interested parties.

10. Submission of offers

Offers should include

  • An expression of interest, the consultant’s previous experience and how it is relevant to the proposed assignment. It should also indicate the candidate’s availability.

  • A technical-narrative proposal with proposed methodology to be employed.

  • A financial proposal including number of consultancy days and consultancy rate, cost estimates for any required local, international travel, per diems and/or accommodation.

  • Contact details for three references.

    • Applicants must have the required legal status to work in Kenya.

Applications should be submitted to with the subject line: Emergency Relief and Preparedness Handbook Development no later than 23rd August 2019. The selection committee will review all offers as they arrive.