Country: Indonesia
Closing date: 28 Dec 2019
TERMS OF REFERENCE
Shelter Sub-Cluster Indonesia Internal Communications Focal Point
Purpose of Project and Background
The following are the Terms of Reference for the Shelter Sub-Cluster Communications Focal Point in response to the impact of the earthquakes and tsunami in Indonesia, in support of the government lead agency of the Protection and Displacement Cluster.
IFRC is supporting the Indonesian Government, Ministry of Social Affairs (Kemensos) in the coordination of shelter operations in Palu, in response to the Central Sulawesi earthquake. In this function IFRC is setting up a team and shelter cluster coordination structure in Palu and in Lombok. IFRC is supporting the Ministry of Social Affairs (MoSA, "Kemensos") in the coordination of shelter operations in Palu and in Lombok in response to the recent earthquakes. In Indonesia, the shelter (sub) cluster is overseen by the Displacement and Protection cluster, which also oversees 6 other sub clusters, namely:
a) Water, Sanitation, and Hygiene Promotion,
b) Camp Management,
c) Security,
d) Child Protection,
e) Vulnerable groups -including older generation, disabilities, and people with HIV/ AIDS,
f) Protection of Gender Based Violence, and
g) Psichosocial Support
Communication within the coordination structures and actors of this response is a complex and vital part of information exchange. Currently most of the information sharing and coordination is happening through a variety of official and unofficial WhatsApp groups1 initially set up by Kemensos as well as the Sub-Cluster Coordinator. Also, due to the highly localized coordination modalities there is a great importance on ensuring consistent and accurate translations of materials (such as meeting minutes, information products, technical guidance, etc.) are available in both English and Bahasa. Much of this communication is through informal channels and it is getting increasingly difficult to monitor this constant information flow, filter and flag important messages and archive relevant information on a daily basis. This is particularly challenging for the parts of the team that do not speak Bahasa and cannot comprehend most of the communications going on. Even for those that do speak Bahasa, the intricacies and sensitivities of the national disaster management law, make monitoring and responding to this flow of information difficult for anyone who is not well versed in Indonesian DM law and practice at a high level.
The Shelter Sub-cluster Communications Focal Point will be tasked with supporting shelter coordination, bridging and supporting internal communication between the Indonesia Shelter Cluster Coordination team and the national and local authorities and their communications with other DM actors.
Alignment to the IFRC’s objectives and strategy
(IFRC’s Strategy 2020)
This project aligns with strategic aim 1 of IFRC Strategy 2020, to save lives, protect livelihoods, and strengthen recovery from disasters and crisis. It will support the provision of professional shelter coordination services to humanitarian agencies working on a shelter response to the impact the earthquakes and tsunami in Indonesia. Through improved humanitarian coordination, the humanitarian response to this disaster will be more predictable and effective in meeting the humanitarian needs of the affected population.
Project objectives
The purpose of the Shelter Sub-Cluster Communications Focal Point is to fulfill the cluster mission to:
• provide leadership in emergency shelter and crisis preparedness, response and recovery;
• work in partnership to prevent and reduce shelter-related morbidity and mortality;
• ensure evidence-based actions, gap-filling and sound coordination; and
• enhance accountability, predictability and effectiveness of emergency shelter actions.
IFRC is providing services to the Ministry of Social Affairs (Kemensos) with the objective to ensure an efficient coordination of Shelter Response to the Earthquakes in Palu and Lombok. A main component of this support is to set up clear information structures and services, analysis, and ensure that information is effectively communicated.
Desired outcomes
The main outcome of the Shelter Sub-Cluster Coordination Focal Point is to meet the core cluster functions, through the provision of shelter coordination services. The core cluster functions include:
1. Supporting service delivery
- Provide a platform to ensure that service delivery is driven by the agreed strategic priorities
- Develop mechanisms to eliminate duplication of service delivery 2. Informing strategic decision-making of the HC/HCT for the humanitarian response
- Needs assessment and response gap analysis (across sectors and within the sector)
- Analysis to identify and address (emerging) gaps, obstacles, duplication, and cross-cutting issues including age, gender, environment, and HIV/AIDS
- Prioritization, grounded in response analysis 3. Planning and strategy development
- Develop sectoral plans, objectives and indicators that directly support realization of the HC/HCT strategic priorities
- Apply and adhere to existing standards and guidelines
- Clarify funding requirements, prioritization, and cluster contributions for the HC’s overall humanitarian funding considerations (e.g. Flash Appeal, CAP, CERF, Emergency Response Fund/Common Humanitarian Fund) 4. Advocacy
- Identify advocacy concerns to contribute to HC and HCT messaging and action
- Undertake advocacy activities on behalf of cluster participants and the affected population 5. Monitoring and reporting the implementation of the cluster strategy and results; recommending corrective action where necessary 6. Contingency planning/preparedness/capacity building in situations where there is a high risk of recurring or significant new disaster and where sufficient capacity exists within the cluster.
In contributing to the core cluster functions above, the Communications Focal point will:
• provide support in monitoring the various communications channels including What's App, ensuring that key documents or conversations are not missed or overlooked, and that team inputs are timely and appropriate.
• Supervise the meeting ‘agenda to notes to minutes’ meeting workflow, coordinating with meeting note takers, translators and meeting facilitators, to ensure essential meeting notes are consolidated into succinct action-oriented minutes in a common format in both Bahasa and English and published in a timely and consistent manner.
• Assist in the management of stored common files in shared DropBoxes and Google Drives, including running a ‘Current Shelter Sub-Cluster files’ folder with the latest IM, Tech and Coord updates to be shared with cluster members, as well as then manage an archive folder of older but still relevant public files.
• Task will include providing a high level final translation cross-check, posting updates to relevant websites including ShelterCluster.org, and or those determined by Kemensos, BNPB or others and assisting with foreseeing how information can be better communicated with government leads, cluster partners, and affected populations.
• The role may include supervising junior communications staff embedded within Kemensos, or working directly with staff of other agencies such as OCHA, Lingkar and IOM who are also supporting the broader PP Klasters communications functions
Consultancy Outputs and Key Functions
As applicable depending on the situation and the existing capacity in country, the Shelter Sub-Cluster Communications Focal Point will support the Shelter Sub-Cluster Coordinator in the following key functions:
Communications/Social Media Monitoring
• Communication List: Produce and maintain a list of key communication channels being used during this response between the various actors in response and coordination. This will primarily be via the mobile application WhatsApp but also includes other social media platforms like Skype, email mailing lists, Facebook groups, Instagram or Twitter etc.
• Online Archive: Produce an online repository or archive of documentation by capturing and/or share important documents or findings from those groups, and where appropriate store them in the appropriate designated repository or inform the appropriate team members of their existence and importance.
• Monitor those communication channels in both Bahasa and English and filter and distill their content for important information that can be consolidated for consumption in both languages, and ensure that outwards communications of the Shelter Co-lead support team are both appropriate and timely.
• Documentation: Record the content and direct it for use by the relevant individuals or groups. For example, information on what actors are performing interventions in parts of the affected area may be directed toward the information management support team.
Translation Services
• Translation Validation: Support the final proof reading and verification of the translation of documents from Bahasa to English or vice versa. This could be a variety of materials but will largely consist of meeting minutes, official documents, technical documentation, or other documents that are required.
• Translated Documents: Translate important, high-level, key documents or content from monitored social media, legal documents, or other communications as required.
Communication archiving, sharing, and dissemination
• Documentation Archive: Set up and work within cluster document management systems and regularly populate the archive.
• Updated Website: Regularly populate the ShelterCluster.org web platform and other government document sharing platforms as required.
Other communication tasks
• Oversee any work produced by any embedded government liaison officers or SCT members for possible translation or content review prior to dissemination.
• Provide guidance on appropriate communication styles or practices that may have cultural or other sensitivities.
• Notify team members of the existence of and links to the products resulting from this position.
Method of delivery and reasons for selecting that method
To coordinate the Shelter Sub-Cluster at the country level, the IFRC is deploying a Shelter Sub-Cluster Coordination support Team as part of their role as national Shelter Sub-cluster co-lead. The Shelter Coordination Support Team (SSCST) provide a coordination support service to the national Ministry of Social Affairs in their role as the Lead agency for the coordination of the National Protection and Displacement Cluster and the Shelter Sub-Cluster that falls under it. Its dedicated staff work exclusively on coordination services to shelter agencies not engaging in operational activities, and thus providing independent and neutral coordination support to the Ministry of Social Affairs, and to the members of the National Shelter Sub-Cluster.
The SSCST aims to provide flexible coordination support to the Ministry and local governments, adjusting its size and composition depending on the needs of the disaster and those of the Ministry. The SSCST may incorporate a range of roles and in large scale disasters as determined in conversation with the government. The key positions of the SSCST aim to support the Ministry to provide core services to shelter agencies, delivering consistent and predictable support that is easy for partners to understand.
SSCST key positions will include a National level Coordinator, an Information Manager, a Technical Coordinator, and a Recovery Advisor. The deployment of the SCT is funded through a globally managed project within the country-level Emergency Appeal along with dedicated raised funds.
The Shelter Sub-Cluster Communications Focal Point will, at all times when carrying out this assignment, ensure that he/she adheres to the conditions of the International Federation commitments2 to undertaking a leading role in emergency shelter in natural disasters, namely:
2 IFRC-UNOCHA Memorandum of Understanding, signed September 19th 2006.
the Federation shall at all times adhere to the Fundamental Principles of the International Red Cross and Red Crescent Movement, its policies, procedures as well as those of the Movement, relevant to international disaster response (including the Seville Agreement);
the Principle of Independence will be upheld in respect of extra funding required to exercise this lead role;
the Federation will not accept accountability obligations beyond those defined in its Constitution and own polices; and
the responsibilities of such leadership will be clearly defined, leaving no room for "open ended" or unlimited obligations.
The Shelter Sub-Cluster Communications Focal Point will report directly to the Shelter Cluster Co-Lead Coordinator in Indonesia.
The Shelter Sub-Cluster Communications Focal Point will liaise closely with other coordination staff of the SSCST, Cluster partners, UN OCHA, national authorities and clusters carrying out coordination functions in other sectors/areas.
The IFRC Country Representative is the primary authority on issues regarding security and safety. The Shelter Sub-Cluster Communications Focal Point will function as other Federation delegates in this regard and will comply with all security and safety guidelines. The Shelter Sub-Cluster co-lead Coordinator will be the primary liaison with the IFRC Country Representative on all security, safety and travel issues for the Shelter Coordination Team.
Support to be provided to the consultant
The IFRC Senior Officer for Shelter Cluster Coordination, Shelter Sub Cluster Co-lead Coordinator, the IFRC Asia-Pacific Shelter Coordinator and Global Focal Points for Coordination, Technical Coordination and Information Management will provide remote support and regular guidance and orientation as required. Other members of the Global Shelter Cluster Support Team will also provide support in their respective areas of expertise.
The IFRC Country Representation will provide logistics and administration support to the SSCST as required.
Schedule for payment of fees
Fees will be paid on a monthly basis upon submission of an invoice as per the instructions provided in the consultancy contract.
Time Allocation, for budget purposes
Six months.
Management of consultancy
Shelter Sub-Cluster Co-lead Coordinator and Associate Shelter Sub Cluster Coordinator. Notes
• The consultant will be contracted by the IFRC and the standard contractual terms will apply. • *Accommodation and transport costs are not expected to occur though if they do, then agreed travel expenses will be reimbursed at cost in accordance with in the IFRC’s relevant regulations.
Required
- high level written and verbal communication skills in both English and Indonesian
- high level understanding of humanitarian technical concepts and language in disaster management with a particular focus on the shelter sector, in both English and Bahasa Indonesia
- Masters level qualifications or above in disaster management or related field
- high level understanding and experience working in both Indonesian National and International cluster systems
- 10yrs+ experience in humanitarian response, with experience both inside and outside Indonesia. - strong proven humanitarian communication skills including, social media and visual communications.
- relevant qualifications or experience in humanitarian training
- existing strong network of positive relationships within the Indonesian humanitarian sector.
How to apply:
The consultancy is to start on January 1, 2020 and end on June 30, 2020 and is for a maximum of 90 days of work. The position is based in Indonesia.
Interested applicants, please send your CV and a cover letter outlining your interest in this consultancy and how your experience, qualifications and skills make you an ideal candidate for the role. Please also include your daily fee.
Applications are to be sent to pablo.medina@ifrc.org and shirin.narymbaeva@ifrc.org by the end of Saturday, December 28, 2019.