CONSULTANCY HIRING Emergency Guideline for PMER, Communication and Information Management Cruz Vermelha de Timor-Leste

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Emergency Guideline for PMER, Communication and Information Management

Cruz Vermelha de Timor-Leste

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1. Background

The Cruz Vermelha de Timor-Leste (CVTL) is implementing a 3-year program entitled ‘Strengthening Disaster Readiness and Response in Timor-Leste’ with the support from American Red Cross (AmCross)/International Federation of Red Cross and Red Crescent Societies (IFRC) since 2023. The planned interventions are being implemented in a few municipalities including Covalima, Bobonaro, Ermera, and Dili capitalizing the funding assistance of Margaret A. Cargill Philanthropies (MACP). One of the integrated aspects of the program is to strengthen the organizational capacities with Planning Monitoring Evaluation and Reporting (PMER), Communications, Information Management (IM) focusing on the disasters and health emergencies in Timor Leste.   

CVTL in its fifth Strategic Plan 2025-29 expressed commitment to enhancing its emergency and disaster response by strengthening PMER, communication, and IM systems. As it’s inevitable to have functional and effective PMER, IM and communication mechanism in place in order to facilitate informed decision-making, providing appropriate and efficient emergency response to the people in need, and demonstrate accountability to the stakeholders through dissemination of critical data and information. The CVTL has developed a few guiding documents including National Standing Operating Procedure (SOP), National Contingency Plan, Communication and PMER Guidelines that are followed across the organization. However, when once it comes to managing emergencies in light with PMER, communication and IM, the organization envisions to produce guiding documents that would help the staff and volunteers for efficient response operation in coming days. 

Therefore, this consultancy opportunity has been created for external resource individual or the team to support CVTL with achieving necessary expectations mention in detailed below.

This consultancy aims to develop comprehensive guidelines to streamline these processes, ensuring efficient coordination and response during emergencies, in alignment with CVTL’s mandate and operational framework.

2. Objectives

The main objective of this consultancy is to develop a practical and user-friendly PMER, Communication, and Information Management guideline tailored for  emergencies covering health crisis and disasters in Timor Leste.. The specific objectives of the guideline are;

• Clearly demonstrate structured frameworks, tools, and best practices in relation to PMER, Communication, IM in emergencies;
• Develop and integrate systematic data and information management (design, collection, storage, etc.) and reporting, internal and external communication and coordination mechanism in emergencies;
• Propose associated capacity building requirements for staff and volunteers to roll out he guideline in the field in line with CVTL’s existing strategies and policies in place.

3. Scope of Work

The consultant will be responsible for:

1. Conducting a needs assessment to understand gaps and requirements in PMER, communication, and information management focusing emergencies including health crisis and disasters in Timor Leste.
2. Reviewing existing relevant policies and procedures, SOP on health and disasters, contingency plan, national disaster management frameworks, and international best practices to ensure alignment.
3. Developing a comprehensive guideline that includes:
   • PMER framework and tools specific to CVTL’s emergency response operations covering health and disasters.
   • Communication protocols for internal and external stakeholders, including communities, government agencies, and humanitarian partners.
   • Information management processes for data collection, cleaning, reporting, and analysis to improve decision-making and accountability.
4. Engaging key CVTL stakeholders, including staff, volunteers covering National Headquarters and Branches, and humanitarian partners through consultations, interviews, and workshops to ensure the guideline is practical and relevant.
5. Providing training or orientation sessions on the developed guideline for CVTL staff and volunteers.
6. Finalizing the guideline based on feedback and validation from CVTL leadership and key stakeholders.

4. Deliverables

The consultant is expected to deliver:

1. Inception Report – A work plan detailing methodology, timeline, and key stakeholders for consultation.
2. Draft PMER, Communication, and Information Management Guideline – A structured document incorporating feedback from consultations and best practices.
3. Final Guideline – A refined document incorporating inputs from validation sessions.
4. Training/Orientation Sessions – Capacity-building sessions for CVTL staff and volunteers on effectively implementing the guideline.

5. Timeline

The consultancy is expected to take place over two months, starting on the 1^st of April 2025 and concluding by the 30^th of May 2025.  A detailed work plan will be finalized in consultation with CVTL’s leadership.

6. Qualifications and Experience

The ideal consultant should have:

• Proven experience in developing PMER, communication, and information management frameworks, particularly in emergency response within humanitarian organizations.
• Strong understanding of disaster risk management and humanitarian response mechanisms, particularly within the Timor-Leste context.
• Expertise in stakeholder engagement, training, and capacity building.

• Demonstrated skills in data collection, analysis (quantitative and qualitative), and reporting.

• Excellent writing and analytical skills.

7. Application Process

Interested candidates should submit:

• A detailed proposal outlining their approach, methodology, and work plan.
• A financial proposal with a breakdown of costs.
• CV(s) of the consultant(s) highlighting relevant experience.
• Samples of previous similar work.

8. Budget and Payment

The consultant will propose a budget, including consultancy fees, travel costs, data collection expenses, and other relevant costs. Payment will be made in three instalments:

1. 30% upon submission and approval of the inception report.
2. 40% upon completion of data collection and submission of a draft guideline.
3. 30% upon submission and approval of the final draft and training event.

9. Ethical Considerations

The consultant must adhere to ethical guidelines in conducting data and information collection, including consent from participants, ensuring confidentiality, and respecting the cultural norms of the communities.

10. Contact Information

Applications should be submitted by March 24, 2025, to [email protected] For any inquiries, please contact Juliana Fatima [email protected], contact number +670 77017123