Policy Consultant for National Anticipatory Action (AA) Framework and Roadmap

Terms of Reference (ToR)

Policy Consultant for National Anticipatory Action (AA) Framework and Roadmap

December 2024

1        Background

The National Disaster Risk Reduction and Management Authority (NDRRMA) of Nepal is a government agency established under the Disaster Risk Reduction and Management Act, 2017. It serves as the central coordinating body for disaster risk reduction, preparedness, response, and recovery efforts across the country. NDRRMA works to create resilient communities by integrating disaster risk management into national development planning and policies. The authority focuses on reducing the impacts of natural and human-induced hazards by fostering collaboration between government institutions, local bodies, development partners, and communities.

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC and its membership has played a pivotal role in Nepal, collaborating closely with the Nepal Red Cross Society (NRCS) to provide humanitarian assistance and disaster response. The IFRC Danish Red Cross (DRC) has had an enduring partnership with the Nepal Red Cross Society (NRCS) for more than 30 years, consistently working to alleviate human suffering and enhance community resilience. One of the most considerable contributions has been in the realm of disaster risk management (DRM), collaborating with the NRCS, DRC has pioneered numerous innovative approaches, notably, having introduced the concept of anticipatory action in Nepal and continuously supporting the mainstreaming of AA approaches within disaster risk management efforts of Nepal.

The National Disaster Risk Reduction and Management Authority (NDRRMA) in collaboration with IFRC/DRC and financial support from Foreign, Commonwealth Development Office (FCDO) and Risk informed Early Action Partnership (REAP) has recently established an Anticipatory Action (AA) Clinic, a specialised unit within NDRRMA to enhance coordination and foster collaboration within Nepal’s growing Anticipatory Action (AA) community and provide technical support, guidance, and strategic direction to organizations and agencies working on or planning AA initiatives. As Nepal progresses toward integrating early action into its disaster management laws, policies, and operations- and with a growing number of agencies working in AA related projects and programmes - the AA Clinic plays a crucial role in ensuring that all these efforts are align with a unified framework and strategic direction set by the Government of Nepal. To support this, NDRRMA is spearheading a multi-stakeholder collaborative process to develop a National Anticipatory Action (AA) Framework.

2         Introduction to Anticipatory Action (AA)

Anticipatory Action (AA) refers to a set of actions taken to prevent or mitigate potential disaster impacts before a shock or before acute impacts are felt. These actions are based on predictions of how a hazard may unfold and are implemented in anticipation of its impact. Unlike traditional reactive responses to disasters, AA focuses on mitigating disaster impacts ahead of time. With the increasing frequency of disaster events worldwide, it has become evident that reactive methods alone are insufficient. AA incorporates strategies such as advanced forecasting and Early Warning Systems (EWS), enabling communities to prepare effectively. This forward-thinking approach not only minimizes immediate suffering and loss but also bolsters resilience.

Successful anticipatory action requires pre-agreed plans that outline roles, activities, and partnerships, reliable early warning information, and pre-agreed financing mechanisms that can be predictably and rapidly activated when a set trigger point is reached. At its core, anticipatory action aims to save lives, protect livelihoods, and reduce suffering and losses.

It is important to recognize that the core concept of anticipatory action—acting in advance of a disaster based on forecasts to prevent or reduce its anticipated impacts—is not entirely new. National, provincial, and local governments are already implementing policies and plans that align with or support the principles of anticipatory action. Examples include evacuating people and livestock in response to flood warnings or installing water storage systems in anticipation of drought conditions. Anticipatory action builds on these existing systems, emphasizing the need to enhance the reliability of forecasts, improve early warning communication, and ensure timely and adequate actions to protect the lives and livelihoods of vulnerable populations.

In Nepal, since the introduction of Forecast-based Financing (FbF) in 2015/2016, there has been a significant increase in projects and programs centered on AA. Organizations such as the United Nations, international NGOs, and Red Cross entities have been implementing anticipatory actions based on forecasts and early warning information. However, these efforts are predominantly project- based, with limited evidence of such actions being mainstreamed or implemented on a large scale across multiple hazard and disaster risk contexts. The concept of mobilizing funds and resources based on prediction and in anticipation of disaster still remains and challenging from existing legal provisions on disaster management and is relatively new to many government ministries, departments, and local authorities, resulting in limited coordination and collaboration between government agencies and development partners. Moreover, there is a lack of clarity and understanding regarding the concept and implementation of AA among many development and humanitarian stakeholders. This has resulted in confusion and highlighted the need for a unified national framework to ensure coherent and effective implementation of AA.

Therefore, NDRRMA is initiating a collaborative multi-stakeholder process to develop a national framework for anticipatory action. This framework will provide a legal foundation and operational clarity for mainstreaming anticipatory action approaches within Nepal’s disaster management efforts and support its sustainable scale-up across multiple hazards in the country. Establishing such a national framework will foster coherence and synergy among government and development partners, promoting a unified approach to designing, developing, and implementing anticipatory action related initiatives and approaches within disaster risk reduction and management efforts of Nepal.

3        The National AA Framework

The National Anticipatory Action Framework should serve as both legal and operational framework for defining and contextualizing anticipatory action (AA) in Nepal, tailored specifically for its implementation by the government and development practitioners in the country. It aims to establish a shared understanding of what anticipatory action entails within Nepal's disaster risk reduction and management context. The framework should clearly articulate what and how anticipatory action should look like, both in definition and process for Nepal, providing a structured approach centered primarily but not limited on three core building blocks:

• Risk information, forecasting, and early warning systems
• Planning, operations, and delivery of early actions
• Pre-arranged finance and fund mobilization in anticipation

To achieve this, the framework should clearly specify the risk assessment methodologies to be followed, define the criteria for developing thresholds and triggers for different hazards and data context, identify the key stakeholders at all governance levels to be involved in anticipatory actions, and specify the types and range of interventions that can be considered as anticipatory actions, including criteria that qualifies any early interventions as AA . The framework should be able to outline AA strategies and approaches for both slow-onset hazards, such as droughts, and rapid-onset events, such as heavy rainfall, floods, heatwaves, cold waves etc., and other non-hydro-met hazards that can be predicted and potential for AA in Nepal.

The framework should also assess the current landscape of disaster risk reduction and management policies and legal provisions in Nepal, identifying opportunities and potential challenges for integrating anticipatory action within disaster risk management efforts of Nepal. The framework should evaluate Nepal’s policy and legal environment and its capacity to support in the strengthening and scaling of AA across the region. The framework should also specifically assess the financial landscape for disaster management and identify potential sources of sustainable fundings (government funds, development funds and others) for early action. The framework should provide a clarity on the kinds of potential disaster management funds available at different levels, that can be pre-arranged and mobilized in anticipation of disasters for the implementation of early actions.

Additionally, the framework should outline a national action plan for 2025 to 2030, prioritizing actions to mainstream anticipatory action within disaster risk reduction and management efforts of Nepal. Looking ahead to 2030, it should propose a roadmap for advancing the AA agenda, offering practical steps for the governments, practitioners and partners to work collaboratively based on a unified conceptual understanding, operational clarity and legal basis. Ultimately, this framework should aim to accelerate progress in making anticipatory action an integral part of disaster risk reduction and management in Nepal.

4        Objective of the Consultancy Services

The consulting services aim to assist the National Disaster Risk Reduction and Management Authority (NDRRMA) and its Anticipatory Action (AA) clinic in developing a comprehensive National Framework on Anticipatory Action for Nepal. This process will also include designing an accompanying Action Plan or Roadmap. The initiative will employ a multi-stakeholder collaborative approach, ensuring inclusivity and integration of diverse perspectives from both government and non-government stakeholders at all levels.

5        Scope of Work

The consultant will be responsible for formulating a National Framework on Anticipatory Action, accompanied by medium-term, short-term, and long-term action plans on mainstreaming AA within disaster management of Nepal. The consultant must ensure that the process is closely coordinated with the AA Clinic at NDRRMA. The consultant will work directly with the AA Technical Coordinator and operate under the supervision of NDRRMA.

Key areas of responsibilities include:

• Research and analysis of AA practices: Conduct a comprehensive review of existing anticipatory action frameworks, policies, and practices, that are available at national, regional and global level. Analyze gaps, challenges, and opportunities in Nepal’s current disaster risk management and provide conceptual and operational clarity on anticipatory action mechanisms for different hazards context of Nepal.
• Policy Review and Gap Analysis: Review and analyze national and sub-national plans, policy and legal provisions related to disaster risk reduction and management. Identify the enabling factors and barriers within the existing legal provisions – such as policies, act, regulations, plans, and directives – that influence the institutionalization and scaling of Anticipatory Action including sustainable financial mechanisms and funding sources for AA implementations in Nepal.
• Stakeholder Engagement and Consultations: The development of AA framework should include series of stakeholder consultation meetings (workshops, focus group discussions, and bilateral meetings) involving key ministries and government departments such as the Ministry of Home Affairs, Ministry of Energy, Water Resources and Irrigation, Ministry of Health, Ministry of Forests and Environment, Department of Hydrology and Meteorology, Department of Mines and Geology, Ministry of Communication and Information Technology, Ministry of Agriculture and Livestock Development, Ministry of Women, Children, and Senior Citizens, among others, along with relevant non-government agencies and experts.
• Facilitation and Coordination: Lead the multi-stakeholder consultations and/or workshops at the national, provincial and municipal levels for the drafting and finalization of AA framework. The primary objective is collect inputs from government agencies/authorities, local communities, development partners, private sector actors, academic institutions etc,. on the AA framework and action plans.
• Framework Development and Roadmap Design: Draft a National Framework on Anticipatory Action, incorporating stakeholder feedback and inputs. Ensure the framework aligns with Nepal’s legal, institutional, and operational contexts. Include guiding principles, operational approaches, roles and responsibilities, and other aspects as described in the ToR. Develop an actionable roadmap detailing short-term, medium-term, and long-term activities for mainstreaming AA within disaster management, including roles, responsibilities, resources, and timelines for implementation. Present draft documents to stakeholders for validation, and revise and finalise the framework and roadmap.
• Updates/Presentation: Provide regular update, briefings, and presentations to NDRRMA, the steering committee and/or task force on the progress of the AA national framework formulation. Additionally, coordinate and seek support and inputs from Red Cross Red Crescent Climate Centre (RCCC) on the drafting of framework and action plan.
• Technical support: Serve as an invited technical member for the Task Force formed for developing AA national framework and action plan.
• Meetings: Attend meetings with FCDO/REAP, DRC and RCCC during the formulation of AA framework and roadmap.

6         Deliverables and Schedule

The Consultant is required to submit a work plan at the start of the assignment and provide progress reports detailing services rendered within the scope of the TOR. The deliverables include:

7        Duration of the consultancy services

• The total duration of the consultancy services shall be of estimated 50 days intermittent input starting tentatively from Jan 2024 till June 2025.
• The consultant shall be based at the NDRRMA with required visits for consultations subject to approval of AA Technical Coordinator.

8        Budget

The consultant is asked to submit a budget proposal for the delivery of the services outlined above , along with a tentative work plan including the working days for the main activities and milestones. Submit a financial proposal in NPR, with a detailed breakdown of the cost and its related activity including all applicable tax/vat. In your financial proposal please mention the terms of payment and state clearly in your proposal if your payment term is different than clause no. 10.

• Bank Name:
• Account Name:
• Account Number:
• Branch:

9        Qualification and Experience of the Consultant

Individual applicant or the enlisted human resource from the applicant organization must have the following qualification and experiences:

• Master's Degree in Disaster Risk Reduction and Management, Environmental Science, Civil Engineering or a related field.
• At least 8 years of professional experience in Disaster Risk Reduction and Management, Anticipatory Actions, DRR Governance, Policy or related areas.
• Prior experience of working with the governments at different tiers is an advantage.
• Prior experience of developing DRR related framework, policies and plans at different tiers of the government
• Strong analytical capabilities, excellent technical writing (both Nepali and English), and editorial skills
• Proficiency in computer skills and the ability to work independently.
• Ability to work under pressure to meet tight deadlines and multi-stakeholders’ engagement process.
• Fluency in English and Nepali, including strong speaking, reading, and writing skills.
• A solid understanding and knowledge of national, regional, and international disaster risk management plans, policies, framework, and practices, as well as anticipatory action.
• Team Lead including whole team must be available throughout the consulting duration.

10        Remuneration and logistic support

The consultant will receive remuneration and logistic support as follow:

• Payment will be made as per IFRC standard terms and payment after submission of invoice including supporting documents.
• Payment will be made based on the supplier performance report; 20% of the total contract value will be paid after submitting the inception report and invoice, the next 20% payment will be made after the Draft Framework and Action Plan, and the final payment will be made once the work is completed.
• Duty Location: Kathmandu Valley. Per diem & Travel allowance: If consultant need to visit out of the assigned duty location, the DRC will cover all travel and accommodation costs as per actual basis & food @-max NPR 1800 per person per day including incidental expenses with preapproval of the hiring manager. The consultant is required to fill up the Mission Order and send it to the IFRC/DRC for approval process before starting the field visit.

11        For any relevant expenses beyond the contract value, the consultant must take preapproval with the hiring manager. How to Apply:

Interested individuals and organizations should submit the following documents to Ms. Aliza Baidya at aliza.baidya@ifrc.org by 14 Jan 2025. Please be informed that the technical and financial proposal must be submitted as a separate document. The incomplete proposal in all respects and proposals submitted after the deadline will not be considered.

• Submit a technical, financial, and timeline proposal demonstrating a thorough understanding of this ToR
• Submit a detailed CV (only of those who will be involved in this project) and an application letter showing why you are most suitable for undertaking the consultancy.
• Submit an example of any relevant previous work.
• Submit names and contacts for 3 references.

12        Required Documents/Certificates with the proposal:

The documents/certificates that should be submitted/attached with your offer are:

• Acknowledgement of ToR. (Please attach the signed copy of these Terms of Reference with your offer)
• Copy of VAT/PAN registration certificate.
• Copy of Business Registration, if applicable.
• Copy of latest TAX clearance certificate, if applicable

We thank you in advance for understanding that only short-listed candidates, individuals, or organizations will be contacted for the next step in the application process.