Re-advertise Emergency Guideline for Planning, Monitoring, Evaluation and Reporting (PMER)

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Emergency Guideline for Planning, Monitoring, Evaluation and Reporting (PMER)

Cruz Vermelha de Timor Leste

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 of the 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 on the funding assistance of Margaret A. Cargill Philanthropies (MACP). One of the program’s integrated aspects is strengthening organizational capacities with Planning, Monitoring, Evaluation, and Reporting (PMER), focusing on the disasters and health emergencies in Timor-Leste.   

Besides, CVTL in its fifth Strategic Plan 2025-29 expressed commitment towards enhancing the effectiveness and efficiency of the emergency response by strengthening PMER systems. As it’s inevitable to have functional and effective PMER in place to facilitate informed decision-making, provide appropriate and efficient emergency response to the people in need, and demonstrate accountability to the stakeholders through disseminating 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 it comes to managing emergencies in light of PMER, the organization envisions producing a guiding document that would help the staff and volunteers to engage and perform in relation to PMER aspects during response operations in the coming days. 

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

This consultancy aims to develop comprehensive PMER guidelines for in emergencies to facilitate accountability the stakeholders through ensuring PMER aspects in place 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 guideline tailored for emergencies covering health crises and disasters in Timor-Leste. The specific objectives of the guideline are.

• Develop structured frameworks, tools, and best practices about PMER in emergencies
• Develop and integrate systematic data and information m (design, collection, storage, etc.) and reporting, internal and external communication, and a 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 focusing on emergencies, including health crises 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.
   • Adding the need of communication protocols for internal and external stakeholders, including communities, government agencies, and humanitarian partners.
   • Reflecting on 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 10^th of June 2025 and concluding by the 10^th of August 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, 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.
4. 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 June 05, 2025, to [email protected]. For any inquiries, please contact Juliana Fatima at [email protected], contact number +670 77017123