TERM OF REFERENCE (TOR) FOR HIRING A CONSULTANT FOR DEVELOPING EMERGENCY STANDARD OPERATING PROCEDURES (SOP) FOR NATIONAL/BRANCH

TERM OF REFERENCE (TOR)

FOR HIRING A CONSULTANT FOR DEVELOPING EMERGENCY STANDARD OPERATING PROCEDURES (SOP) FOR NATIONAL/BRANCH

1. Background

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Cruz Vermelha de Timor-Leste (CVTL) is committed to enhancing its emergency and disaster response for national/branches (municipalities) by strengthening its Disaster Risk Management (DRM), Anticipatory Action (AA), and Emergency Response protocols. An effective emergency response protocol and disaster risk management (DRM) are essential for informed decision-making, timely response, and accountability in disaster management. This consultancy aims to develop comprehensive emergency response Standard Operational Procedures (SOP) to ensuring efficient coordination and response during emergencies at national/branches (municipalities) levels, in alignment with CVTL’s mandate and operational framework.

2. Objectives

Recently, CVTL is implementing a Strengthen Disaster Risk Reduction (SDRR) project in the country. The installation of the emergency response standard operating is planned to benefit overall community and countrywide to response and avoid the risk of climate change. Therefore, a set of standard operating procedures (SOP) is needed for emergency response and early action. The standard operating procedure (SOP) will be a guidance tools to ensure the project reach its objective and produce good outcome to Timorese people, particularly people live in rural areas that prone to natural disaster and highly risk for climate change.

3. Scope of Work

The consultant will work under direct supervision of the CVTL to develop a standard operating procedure (SOP) in regards with emergency response and early action for climate change. For this end, the consultant will have extensive engagement and active coordination with CVTL and its partners such as Civil Protection Authority (APC) of the State Secretary for Civil Protection, National Department of Meteorological and Geophysics (DNMG) of the Ministry of Transportations and Communications (MTC), and  Civil Protection Municipality Services (SMPC) of the Ministry of State Administration as well as vast community, community local leaders and all national and local stakeholders. Their views will be incorporated and considered to design a proper standard operating procedure (SOP). A procedure that also consider the concern of women, girls and vulnerable community in the whole process of emergency response and early action procedures for climate change. During the assignment, the emergency SOP consultant is expected to carry out the following tasks and deliver specific results/products:

• To conduct a desk review of emergency response standard operating procedures (SOP) which was developed at national/regional/global level to understand the minimum requirements and contextualize the concept for Timor-Leste.
• To present a summary report on scope of the assignment, methodology for achievement of the outputs and documentation review.
• To identify key emergency response actors in national/branches (municipalities) levels and include them in the stakeholder engagement in the development of the emergency response standard operating procedure (SOP).
• To hold rapid consultation with internal key stakeholders, particularly to CVTL and AmRC Project team, especially, DM and other CVTL’s relevant Departments, and Chieve of AmRC Timor-Leste Delegation.
• To hold rapid consultation with external key stakeholders, particularly with Civil Protection Authority (APC) of the State Secretary for Civil Protection, National Department of the Meteorological and Geophysics (DNMG) of the Ministry of Transportations and Communications (MTC), and Civil Protection Municipality Services (SMPC) of the Ministry of State Administration.
• To organize a filed visit to each of CVTL’s Branches in 13 municipalities to see and discuss with the communities and local leaders, specially who are living in the affected areas.
• To ensure that the emergency SOPs are community engagement, socially inclusive and gender-responsive, so the consultant is expected to have a change to discuss and sharing with the Senior Management Team at the CVTL.
• To organise a preliminary consultation workshop to define functions, roles and responsibilities of key emergency response actors and develop emergency response standard operating procedures (SOP) with community feedback mechanisms that will inform the development of the SOPs.
• To organize final validation workshop to measure that all the ideas and thoughts are included in the draft document, as well as to present final report on a standard operating procedure (SOP) for emergency response and early action in climate change.
• Present final report and submit it to CVTL.

4. Deliverables

The consultant is expected to deliver:

1. Review of the existing CVTL’s National SOP – currently, CVTL already has an emergency response Stand Operating Procedure (SOP) at the National Level, but it needs to be revised to adjust to the current demands and work needs.
2. Inception Report – A work plan detailing methodology, timeline, and key stakeholders for consultation.
3. Draft Standard Operating Procedures (SOP) – A structured document incorporating feedback from consultations and best practices (brief report on consultation meetings and facilitating workshop).
4. Final SOP – A refined document incorporating inputs from validation sessions.

5. Timeline / Duration of the Assignments

The assignment will be for a period of 45 days and commence at any time after signing off contract with CVTL. The consultant must be available for meetings with the CVTL counterparts in the respective partners for discussion, consultations and validation of content and products. Arrangement for such consultations/visits will be communicated to the consultant so that team members can prepare and schedule time accordingly. The consultancy is expected to take place over one month, starting on the 1^st of May 2025 and concluding by the 15^th of June 2025.  A detailed work plan will be finalized in consultation with CVTL’s leadership.

6. Schedule of Payment

The payment for the consultant made in accordance with the output and deliverables as mentioned in the tasks.

7. Qualifications and Experience

The ideal consultant should have:

• Proven experience in developing standard operating procedures (SOP), 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.
• Excellent writing and analytical skills.

8.Education

A university degree (minimum bachelor’s degree level) in development studies, international relations, social sciences, political science or in any related area is required.

Present the certificate issued by the Accredited University/Institution or equivalent professional experience.

9.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.

10. Contact Information

Applications should be submitted by 9-15 May 2025, to [email protected]. For any inquiries, please contact Juliana Fatima [email protected], contact number +670 77017123