Consultant – Indonesia Country Office Contingency Planning

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Since operating as a Country Office in 2019, UN Women in Indonesia has continuously expanded its programme portfolio and made significant contributions to addressing complex development issues in Indonesia. Building an institutional capacity in humanitarian action is pivotal for UN Women to maintain its relevance with the country’s high risk of multi-hazards and increasing trends in the frequency of disaster events that disproportionately impact vulnerable women and girls in Indonesia.

UN Women Indonesia Country Office (ICO) developed a Crisis Response and Business Continuity Plan in 2021. The Plan was designed as an operational reference to identify, and specific responsibilities, processes, and resources for responding to emergencies and business disruptions and restoring business operations. The Plan, however, does not and cannot cover every contingency even though it provides an essential framework and reference for planning actions. Aside from the limited socialization and familiarity of the document among the staff, which continuously growing, UN Women Indonesia must enhance its institutional capacity to better prepare and respond to emergencies beyond adapting its operations.

The contingency plan that will be developed is participatory involving all core functions within UN Women Indonesia’s operation. The exercise will emphasize the planning process as responding to emergencies cannot be effective without well-functioning managerial and operational systems, structures, and procedures. Therefore, the contingency planning will be designed to collectively develop plans, capacities, tools, understanding, and collaborations to stimulate well-coordinated and effective preparedness, early warning systems, and early action response and recovery operations.

The plan will be developed in alignment with UN Women’s ROAP Humanitarian SOP and is specifically designed to suit UN Women’s programmatic priorities and coordination contexts in Indonesia. It will serve as an operational reference to identify immediate needs in the defined emergency scenarios fit for Indonesia and UN Women’s institutional setup. For this purpose, the UN Women Indonesia Country Office is seeking a team of expert consultants to facilitate contingency planning processes, document the Plan, and deliver the mandatory training for UN Women’s relevant staff for familiarization and ensuring ownership.

The consultant will be directly reporting to Programme Manager for Governance, Peace, and Resilience, under the overall guidance of the (OIC) Head of Office and will be supported by technical programme leads and Operation Manager.

Duties and Responsibilities

The primary objectives of the consultancy assignment are as follows.

1. To facilitate participatory contingency planning for UN Women Indonesia.
2. To coordinate the development of the contingency plan document and its supplementary annexes.
3. To train and facilitate UN Women Indonesia relevant staff responsible for core functions to ensure ownership and familiarization with the contingency SOP.

Under the overall guidance of UN Women’s (OIC) Head of Office, the consultant will develop a detailed plan and methodologies of contingency planning. Referring to the existing UN Women Policy, Procedures, and Guidelines (PPG), the development of Contingency Planning will incorporate internal and external analysis to ensure the contingency plan is relevant and operational. While the contingency planning will involve a series of processes, substantive outputs to be achieved by the consultant reflected in the Contingency Plan document will include and not be limited to the following:

1. Humanitarian Structure and Division of Responsibilities
2. Categorization or levelling of disasters
3. Humanitarian Operations
   • Human Resources
   • Media and Communications
   • Procurement and Administration
4. Humanitarian Landscape and Risk Profile
5. UN Women Programme
6. Coordination and Partnerships
7. Disaster Scenarios
8. Response Strategy and Resource Plan
9. Resource Mobilization

 

Upon the completion of the assignment, two results are expected:

1. Increased capacity of relevant staff at both managerial and operational levels in understanding emergencies, their respective roles in decision-making, and operations to deliver effective and gender-responsive humanitarian actions.
2. A concise and operationally feasible Contingency Plan document resulting from participatory contingency planning processes.

 

Specific Tasks

• Desk review of UN Women strategic documents and guidelines to understand its institutional setup, policies, and procedures relevant to contingency plans.
• Consult key internal staff and external (designated) staff and collect critical information to meet the needs of contingency planning and contingency plan development.
• Develop a detailed plan for contingency planning processes, including elaborating key steps/milestones, proposed engagement and approaches, and timeline.
• Lead facilitation of contingency planning exercises.
• Draft the contingency plan document and coordinate the completion with the provision of operational references including annexes.
• Generate feedback and finalize the contingency plan.
• Train and facilitate simulation of UN Women’s relevant staff to promote ownership, familiarization of the plan, and uptake of critical emergency preparedness actions.

 

Deliverables/Milestones and Payment Schedule

No	Deliverables	Target    Completion  Dates
1	Inception notes with detailed proposed methodologies, approaches, workplan/milestones, and standard quality of deliverables Annotated template Contingency Plan	15 September 2024
2	Summary notes of completed a series of consultations with select internal and external key stakeholders TOR for Contingency planning workshop	30 September 2024
3	Facilitation plan and materials for a contingency planning workshop Contingency Planning workshop report	11 October 2024
4	First draft of the contingency plan document TOR CP socialisation and emergency drill	20 October 2024
5	Facilitation plan for socialisation and emergency drill for staff for familiarization of contingency plan After Action Review/Reflection report	15 November 2024
6	Final submission of all deliverables	15 January 2025

 

Consultant’s Workplace and Official Travel

This is mostly remote-work consultancy with scheduled offline engagement meetings/workshops as per the defined scope of work for this consultancy.

Competencies

Core Values: 

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies: 

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies:  

 

 

Functional Competencies: 

• Ability to conduct research, analyse data/information, and present the relevant level of analysis concisely;
• Good facilitation skills;
• Good time management;
• Good technical writing skills;
• Advance skills on contingency planning and/or business continuity planning and humanitarian/crisis response management;
• Good interpersonal communication skills.

Required Skills and Experience

Education:

• Graduate degree in development studies, disaster management, peace and conflict management, gender and/or women’s studies, politics, international relations, public policy or other similar subjects.

Experience:

• At least five years of relevant work in disaster management, humanitarian action or crisis response management, and practical experience in developing institutional contingency plan, business continuity plan, security management plan, and/or crisis management and response plan;
• Knowledge about gender equality in the thematic area of gender data and governance, resilience and peace building, women’s economic empowerment, prevention of violence against women, and women peace and security. A practical knowledge about developing contingency plan and facilitating participatory planning is an advantage;
• Working knowledge about Indonesia’s national and sub-national policies in disaster management and humanitarian action;
• Experience in integrating gender equality and social inclusion into institutional strategic planning;

Language Skills:

• Fluency (written and spoken) in English and Indonesian.
• Superior writing skills in reports and guidelines in English (writing samples to be provided as part of the submission package)

 

How to Apply

Submission of package     

• A cover letter (maximum length: 1 page)
• Updated CV.
• P11 including past experience in similar assignments; P11 template can be downloaded at .
• Financial proposal with proposed daily fee.