Consultancy: Emergency Operations Centre Study (Track Two)

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organisation established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies 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.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency, coordination, and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programmes and Operations; and (iii) Management Services. The Programme Services Division is in turn organised in three Departments, each of them led by a Director: Disaster and Crisis Prevention, Response and Recovery (DCPRR); Health and Logistics

Background: Information Management (IM) continues to be a dynamic, fast- evolving and increasingly important function in humanitarian response, with new processes, technologies, tools and software emerging on a near-constant basis.

IFRC Senior Management has recognised the importance of the Secretariat information management and communications functions and decided to develop an IT-equipped emergency operations centre (EOC) and networked facility to support the IFRC Secretariat and membership with real-time disaster and crisis information for operational decision making and communications.

The future EOC will directly or indirectly impact upon the work of a wide range of stakeholders within the Secretariat and support organisational strategic priorities beyond programmes and operations. Key stakeholders are engaged in a “Task Force” to support the EOC project and include: • Communications – as a contributor to and client of the EOC – with timely information management and analysis of IFRC disaster and crises preparedness and response actions for internal and external audiences • Resource mobilisation – beyond tracking DREF, Emergency Appeals and coverage rates, the EOC will provide unique information relevant to building IFRC credibility with and utility for partner organisations • Policy, strategy and knowledge – informing senior management and governance of emerging issues, the scale and breadth of IFRC operational response and capacities, and analysis of context specific challenges • Movement coordination – supporting the mapping and tracking of NS multilateral and bilateral humanitarian assistance to promote effective coordination and avoid duplication • Logistics and support services – mapping and analysis of pre-positioned relief stocks and human resources available to redeploy at short notice

The purpose of the study is to conduct a needs analysis and consultative process to clarify the specific purpose, business processes and options for establishing a Secretariat EOC and related Emergency Operations Network (EON) servicing National Societies and the Secretariat locally, regionally and globally.

The key objectives of the EOC study are to: • Engage NS, the ICRC and non-Movement partners (including donors such as EU with Emergency Response Coordination Centre (ERCC) in a consultative process to identify needs and gaps and share relevant learning • Identify the appropriate functions for the EOC supporting the role of the Secretariat and serving the needs of the membership • propose an appropriate name befitting the functionality of the EOC within the IFRC - a membership based organisation where operational management is largely decentralised and operational response is predominantly implemented through National Societies and in such an organisational context, the Incident Command Systems (ICS) that are common to many governmental and military EOCs, do not apply.
• Propose approaches that will be cost effective, flexible to adapt to a variety of contexts, and sustainable to maintain

Specifically, the study will:  Survey and map the functionality of existing EOCs within the RCRC Movement and identify what has worked well in EOCs and what has not – i.e. identify lessons learnt and suggestions for improvement (see initial list of NS at Annex 1)  Review the purpose, objectives and functionality in the EOCs for similar membership based humanitarian organisations – include UNHCR, WHO, WFP, EU  Propose a clear purpose and objectives for both the EOC in Geneva and a wider IFRC Emergency Operations Network  Define the necessary business processes and decision support systems required to achieve the objectives of the EOC/EON  Identify possible technology (hardware and software) required for implementation (to be considered in the next stage of project technical design and implementation)  Engage with the fast-track prototype EOC being implemented at the IFRC in Geneva to test concepts and learn from real time experience (See EOC Concept Paper)  Support the IFRC initiated dialogue with ICRC to explore interest in, and options for, a joint EOC with the ICRC in Geneva  Evaluate and present options on buy versus build versus partner solutions vs out-sourcing – with particular focus on fast and strategic options for partnering within the Movement  Define phases for implementation of the project and propose TORs for the next phase (indicatively – the technical design and implementation of the EOC in Geneva)

Deliverables:  An inception report elaborating on the scope and methodology for the study (to be reviewed by the Task Force and approved by the PMT)  Draft report of approximately 20 pages plus Annexes including but not limited to: an executive summary; needs analysis; findings; conclusions and recommendations (to be reviewed by the Task Force and approved by the PMT)  Final report of approximately 20 pages plus Annexes (to be approved by the PMT)  PowerPoint presentation summarising the process and outcomes of the study

Reporting line: The study lead will report to the Project Management Team through the Director Disaster and Crisis Prevention, Response and Recovery (DCPRR) department in Geneva (or relevant managers).

An EOC project “Task Force” has been established with participation across IFRC Geneva divisions and regional offices. The Task Force will support the study through inputs to the development of the TORs for the study, facilitating contact with relevant Movement and non-Movement partners, reviewing study deliverables and providing feedback for consolidation through the PMT.

Location: The consultancy for the study will be home based with travel to IFRC Geneva Office, and to several EOC facilities hosted by Movement and non-Movement partners.

Date and Timeframe: Approximately 30 day’s consultancy over three months – commencing in January 2016 and completing before the end of April 2016.

Application procedures

Interested candidates should submit their application material by July 2015 (date tbc) to the following email: samira.najih@ifrc.org. Application material is non-returnable, and we thank you in advance for understanding that only short-listed candidates will be contacted for the next step in the application process.

Application materials should include:

1. Curriculum Vitae (CV)
2. Cover letter clearly summarizing your experience as it pertains to this EOC, your daily rate, and three professional references.