Terms of Reference (ToR): Developing an Emergency Preparedness Procedure Risk Reduction Plan

Reports to: Juzoor Project Manager

1. Background:

As part of the ongoing partnership between Global Communities and Juzoor for Health and Social Development in the Active Citizenry Activity (ACA) project funded by USAID, Juzoor aims to build and upgrade its staff capacities. Juzoor is seeking the services of a consultant to develop an emergency preparedness procedures and risk reduction plan, in addition to conducting a two-day training for 30 staff members on the developed plan. The training is to be completed before the end of September 2024.

2. Rationale:

In an increasingly unpredictable environment, it is vital for organizations to be well-prepared for emergencies and to have effective risk reduction strategies in place. A comprehensive emergency preparedness procedure and risk reduction plan can mitigate the impact of unexpected events, ensuring the safety of staff, continuity of operations, and protection of assets.

This consultancy aims to develop a thorough emergency preparedness procedure and risk reduction plan tailored to the organization’s specific needs, and to train staff on their implementation and use. This will enhance the organization's resilience and capacity to respond effectively to emergencies.

3.  Scope of Work:

The consultant will be responsible for:

• Conducting a risk assessment to identify potential emergencies.
• Developing a comprehensive emergency preparedness procedure and risk reduction plan that includes:
  • Risk identification and assessment.
  • Emergency response procedures.
  • Communication protocols.
  • Roles and responsibilities of staff.
  • Resource allocation and management.
• Preparing training materials, including presentations, handouts, and practical guides.
• Conducting training sessions for staff to ensure they understand and can implement the emergency preparedness procedure and risk reduction plan.
• Providing recommendations for ongoing training and improvement of the procedures and plans.
   

4. Training Elements:

The training will include the following key elements:

A - Understanding Risk and Emergency Preparedness:

• Overview of potential risks.
• Importance of emergency preparedness and risk reduction.

B - Developing Emergency Response Procedures:

• Steps to take during different types of emergencies.
• Establishing clear communication channels and protocols.

C- Roles and Responsibilities:

• Defining roles and responsibilities for staff during emergencies.
• Ensuring clarity and accountability in emergency response.

D -Resource Management:

• Identifying and managing resources needed for emergency response.
• Creating and maintaining emergency kits and supplies.
   

5. Deliverables:

• Develop and emergency preparedness procedure and risk reduction plan for Juzoor for health and social development (8 days)
• Conduct a two-day training for Juzoor’s staff on the developed plan and its use. (2 days)
   

6. Experience required:

• Proven academic qualification and related experience in this area of no less than three years, supported with reference letters, reports, and recommendations from clients.
   

7. Contract Duration:

The contract is scheduled for September- October 2024.   It may be subject to extension upon funds availability and the successful performance evaluation.

8. Working code and Methodology:

The consultant/ consulting company, and any of its team/ representatives commits to the following during their engagement with Juzoor as follows

• Commitment to Juzoor’s code of conduct and rules and regulations at all times.
• Promote the development of relationships with partner organizations based on a concept of partnerships founded on shared values, mutual respect, reciprocity of learning and transparency.
• Maintain close and continuous relations with the target population and its grassroots organizations, and provision to listen to their expectations.
• The consultant/ consulting company acknowledges that they have read and agree and abide by Juzoor’s policies and manuals, including but not limited to the following:

1. Juzoor Child Protection Policy.
2. Anti-Fraud, Bribery, Corruption policy general protection policy.
3. Juzoor Gender Equality Policy.
4. Juzoor Sexual Harassment Policy.
5. Safeguarding Policy.
6. WHISTLEBLOWING POLICY.
7. IT& Data Policy
8. Code of conduct Policy.

• The consultant Consulting company acknowledges that all information is confidential to Juzoor such as documents, manuals, designs, applications of all sorts, agree that these documents are the sole custody of Juzoor and should not be used outside Juzoor organization unless it is cleared by Juzoor management and the board of directors, as stipulated in Juzoor’s IT& Data Policy.
• The consultant/ Consulting company understands and agrees to fulfill tasks related to her/his TOR, and for the benefit of Juzoor’s activities, as requested by her/his immediate supervisor.

9. Application submission:

• The Deadline for the application is Monday August 26th 2024
• Application must be submitted to jobs@juzoor.org with subject line: [Consultant] - Emergency preparedness plan.
• The Consultant/ Consulting Company must provide a source of deduction.

10. Donor Compliance:

• The Supplier/ Service provider is aware that this contract/ purchase order is funded through the ACA project by the United States Agency for Development (USAID), Therefore, the supplier/ service provider commits in writing to adhere to the donor’s terms and requirements.
• The Supplier/ Service provider commits and signs to the donor’s mandatory documents and adhering to all the requirements including signing (Attachments A1. And A.5)
• This procurement/solicitation falls under the ACA citizenship project, funded by the United States Agency for Development (USAID), where the supplier (s) must adhere to all Donor requirements and sign and comply with its needed documentation.