Consultancy – Review of Post Disaster Needs Assessment Process, Crisis Bureau

United Nations Development Programme (UNDP) - Home Based4.3

Contract
In 2008, the World Bank, the European Union and UNDG signed a Joint declaration for collaboration in Crisis and Post Crisis settings. The tripartite partners committed to mobilize member institutions and resources to enhance coordination on recovery and harmonize post crisis needs assessment, in the post disaster and post conflict situations, and recovery frameworks, RFs, to better support governments and affected populations. To this end, the partners developed methodologies for conducting post disaster needs assessment, PDNAs, recovery and peace building assessments, RPBAs, and Recovery Frameworks, RFs.

The application of these tools in over 80 crisis situations, 60 of them related to disasters triggered by natural hazards, has led to an important and growing body of practice that contributes significantly to the recovery efforts. The first systematic review of the effectiveness of the tripartite partnership and the application of the PDNA tool was conducted between March and June 2017 and launched in 2018 as part of the commemoration of the 10th anniversary of the Joint Declaration. The evaluation report, Lessons from a Decade of Experience focuses on two main objectives:

To assess the relevance, impact, effectiveness, sustainability and value of the PDNA in developing useful post-disaster recovery plans, and

To propose recommendations for the improvement of the PDNA methodology and its implementation.

The assessment was jointly carried out by UNDP and the Global Facility for Disaster Risk Reduction and Recovery, GFDRR, of the WB with the support from the European Union. Fourteen PDNAs conducted between 2014 and 2016 were considered in this evaluation, representing a wide range of socioeconomic, political and cultural characteristics as well as a wide range of geographic areas and

impact from different natural hazards.

Under the Strengthening Capacities for Post Disaster Needs Assessment and Recovery Preparedness, PDNA rollout II Project, a consultancy to review and evaluate PDNAs conducted in the lifetime of the project, period 2017 to 2019, is considered to complement the findings from the first evaluation. A list of PDNAs conducted in the indicated period are listed below, a selection of those PDNAs to be evaluated will be agreed with the partners and informed to the selected consultant based on availability of resources. In principle, the following tentative list should be considered by the consultant: Sri Lanka (Floods 2017 PDNA/DRF), Indonesia (Earthquake 2018), Kerala (Floods 2018), Dominica and Antigua & Barbuda (Hurricane 2017), Angola (Drought 2012-2016, PDNA/DRF) and Mozambique (Cyclone 2019 PDNA/DRF).

Objective:
The purpose of this procurement exercise is to contract an individual consultant who will review at least 7 PDNAs and DRFs completed in the last 3 years to understand how PDNAs have contributed to the implementation of recovery plans and programs.

Duties and Responsibilities

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

Under the direct supervision of the Recovery Advisor of the Disaster Risk Reduction and Recovery Team, the Consultant will undertake the following:

Review the report on “Lessons from a Decade of Experience” on the PDNA, launched in 2018. Identify key results, strengths and weaknesses, and challenges encountered. This review should include discussions with tripartite members and selected countries that have undertaken PDNAs.

Undertake an analysis of the PDNAs to assess the following:
Translating PDNAs into DRFs: How many countries have followed with the formulation of a recovery framework after a PDNA was completed? Was recovery planning conducted after the PDNA? Did the planning help to put together actionable and realist action plans for recovery? Were the affected communities engaged or consulted for planning or implementation process?

Recovery Institutions and coordination: Have PDNAs contributed to shaping recovery institutions? Was there any legislation to address recovery planning and implementation before the disaster happened?

Financial allocation for recovery: How many assessments have received Government resources, donor’s resources for recovery? What has been the percentage of resources allocated for recovery vis a vis the total recovery need? What have been the mechanisms used for resource mobilization for recovery, for example donor’s conference, pledging conferences, contributions from the diaspora, contributions by private sector, others? How long did it take for the country to receive pledged contributions by donor? Was the full amount pledged transferred?

Recovery implementation: Have recovery plans been actually implemented? How long did it take, after the assessment, to initiate the implementation of a comprehensive recovery plan? have M&E mechanisms for recovery been put in place as a result of the use of DRFs? Have communication strategies been developed to keep stakeholders abreast of recovery progress? Has legislation been revised to support implementation of recovery?

Use of additional and innovative techniques: for data collection, damage and loss estimates.

Other issues: has the Government led the process? Was national ownership developed? Were national capacities developed? Has the practice of recovery been improved since the PDNA/DRF?

To allow comparison with the first study, the consultant will also look at:

Coordination and collaboration: How have the partners at the global and country level collaborated and consulted in planning and undertaking the PDNA? How can this be improved further to provide a unified response to national governments? How has the PDNA secretariats in country worked to coordinate and support the assessment? How does a PCNA relate to large and complex coordination structures? What have we learned on the role of governments, civil society organizations and other national stakeholders in the design, management and follow-up of PCNA exercises?

Comprehensiveness of the assessment: How have the assessments covered all relevant issues, the social, economic aspects including addressing issues of gender, disaster risk reduction, and conflict sensitivity? How can this be improved? What has been the coverage of the affected population and affected areas in the assessments?

< >: what has been the average time frame for the assessment? How has this helped or hindered the assessment process? What could be optimal timeframe for conducting a comprehensive assessment??
Communications and guidance: How do we ensure the most effective communication between countries and Joint Declaration partners as well as between Joint Declaration partners? What guidance will be needed for assessment teams to maintain effective communication?

Role of other international and national partners in assessment: What has been the role of international agencies, regional development banks, local NGOs in the assessment? What is the value added? How can the assessment be more inclusive?

Other issues: What are the factors that have hindered the assessment process, for example, lack of data, limited access to affected areas, lack of technical knowledge and skills for conducting assessment, etc. what factors have facilitated assessments?

Expected outputs and deliverables:
A report on the PDNA process with recommendations addressing all the areas mentioned above. Including lessons learnt and best practices from the PDNAs.
List of PDNAs conducted between 2017 and 2019

Date

Disaster Event

Country

Region

Name of the Assessment

May 2017

Floods and Landslides

Sri Lanka

SEA

Sri Lanka Rapid Post Disaster Needs Assessment 2017

August 2017

Floods

Nepal

SEA

Post Flood Recovery Needs Assessment

September 2017

Hurricane Maria

Dominica

LAC

Post Disaster Needs Assessment Hurricane Maria, A Report by the Government of the Commonwealth of Dominica

September 2017

Hurricane Irma

Antigua and Barbuda

LAC

Hurricane Irma Recovery Needs Assessment, A Report by the Government of Antigua & Barbuda

September 2017

DRF for the 2016 Floods

Sri Lanka

SEA

Post Floods Recovery Framework

October 2017

DRF Angola for the 2012-2016 Droughts

Angola

Africa

Quadro de recuperacao da Seca 2012-2016

Drought Recovery Framework 2012-2016

November 2017

Droughts

Somalia

Arab States

Drought Impact and Needs Assessment - DINA

June 2018

Fuego Volcanic Eruption

Guatemala

LAC

Evaluación de Daños y Pérdidas Volcán de Fuego

July 2018

Floods

Laos

SEA

Post-Disaster Needs Assessment: 2018 Floods, Lao PDR

August 2018

Floods

Kerala-India

SEA

Kerala Post Disaster Needs Assessment

October 2018

Floods

Tunisia

Arab States

Tunisie - Analyse des Besoins suite aux Inondations au Cap Bon

March 2018

Floods

Rwanda

Africa

Post Disaster Needs Assessment

October 2018

Earthquake

Indonesia

SEA

Joint needs assessment

May 2019

Cyclones IDA & KENNETH

Mozambique

Africa

Mozambique Cyclone IDAI Post Disaster Needs Assessment

June 2019

Cyclone Fani

Odisha-India

SEA

Odisha Cyclone Fani Post Disaster Needs Assessment

July 2019

Floods

Iran

SEA

Ongoing

Competencies

Corporate Competencies

Excellent communications and networking skills;
Ability to work effectively as part of a team;
Strong interpersonal and negotiating skills;
Ability to work in a multicultural environment; and
Good understanding of the role of Governments and international organizations in supporting post disaster recovery.
Functional Competencies

Communicates effectively in writing to a varied and broad audience in a simple and concise manner;

Has demonstrable knowledge of Post Disaster needs assessments concepts and practice.

Required Skills and Experience

Academic qualifications:
Master’s degree in management, disaster risk reduction; climate change, communications, journalism, information management, public administration or another related field experience (Required)

Experience:
5 years of substantive experience, with at least 3 working on post-disaster issues and/or conducting assessments; (Required)

3 years of experience in conducting evaluations of multi stakeholder run programmes. (Required)
Strong experience in leading and coordinating discussions and consultations with a range of stakeholders, both national governments, multi-lateral and bilateral agencies.( Required)
Previous work experience with UN agencies, European Union or World Bank and familiarity with processes of tripartite partners. (Desirable)

Language:
Fluency in English written and spoken required;

Knowledge of Spanish and/or French is desirable.

Application Procedure

The application package containing the following (to be uploaded as one file):

A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;

Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references; and

Writing Samples example technical reports ;

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

The financial proposal should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; (excluding mission travel); living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.
If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below. Applicants will be evaluated based on cumulative scoring. When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

Being responsive/compliant/acceptable; and
Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (700 points):
Proven experience in writing technical reports (please provide samples) (Max: 150 points)
Proven experience in conducting program and project evaluations (Max: 150 points);
Knowledge of post disaster needs assessment concepts and practice (Max 200 points)
Previous work experience with multi-lateral and bilateral agencies (100 points).
Proven expertise in steering /leading consultations, discussions and workshops with multi stakeholders (Max: 100 points);
Candidates obtaining a minimum of 70% (490 points) of the maximum obtainable points for the technical criteria (700 points) shall be considered for the financial evaluation. Please note that only shortlisted candidates will be contacted.

Financial evaluation - Total 30% (300 points)

The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The consultant will work under the guidance and direct supervision of Recovery Advisor of the Disaster Risk Reduction and Recovery Team of the Crisis Bureau at UNDP who will be responsible for the fulfilment of the deliverables as specified above.

S/he will work closely with a PDNA review reference group represented by the tripartite partners and UN agencies.

The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment.

The Consultant will be responsible for providing her/his own laptop.

Payments will be made upon submission of a detailed time sheet and certification of payment form, and approval and confirmation by the Recovery Advisor CDT /UNDP on days worked and outputs delivered.

Travel

Most of the work is expected to be done in a “home based modality”, UNDP will facilitate the appropriate coordination with key informants.

The consultant should consider that he/she might need to travel to New York for coordination purposes. Selected countries where the PDNA/DRF were conducted will be identified for field visits based on availability of funding. In such cases, PDNA will provide cover travel costs and DSA separately.

The consultant will be required to organize skype calls and virtual meetings with key informants and with National Governments in those countries where the PDNA/DDRF were conducted.

Travel expenses for missions related to the consultancy will be supported by the project’s travel fund and will be arranged directly by UNDP according to standard regulations that included most direct economy class ticket. Costs for mission travel should not be included in financial proposal.

The Consultant will be responsible for providing her/his own laptop.

Payment modality

Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.

The work week will be based on 35 hours, i.e. on a 7 hour working day, with core hours being between 9h00 and 18h00 daily.

Annexes (click on the hyperlink to access the documents):
Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC Contract Template

Annex 3 – IC General Terms and Conditions

Annex 4 – RLA Template

Any request for clarification must be sent by email to cpu.bids@undp.org

The UNDP Central Procurement Unit will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.