الوصف

Terms of Reference (ToR)

Review and Update of Contingency Plans for Alianza-AA SP partners, Strengthen Emergency Preparedness and Response

Table of contents

Introduction.. 1
Background.. 1
Objective.. 2
Scope of Work. 2
Deliverables. 3
Required Qualifications and Experience.. 4
Timeline.. 5
Content of Offers. 6
Submission of Offers. 7

1. Introduction

Alianza por la Solidaridad-ActionAid Spain (Alianza-AA SP) is a feminist, non-governmental, non-denominational and independent organization founded in Spain in 1986, and which has been present in the occupied Palestinian territory (OPT) since 1993.

Since 2018, the organization has been a member of ActionAid (AA) International, a global federation working with more than 41 million people in over 70 countries towards a just, fair, and sustainable world in which everybody enjoys the right to a life of dignity, and freedom from poverty and oppression. AA works to achieve social justice and gender equality, and to eradicate poverty.  

Hand in hand with its Palestinian civil society partners, and in line with its 2020-2026 Strategic Plan, the promotion and defence of women’s rights and gender equality lie at the heart of Alianza-AA SP’s work in the West Bank and Gaza Strip. Concretely, its development cooperation and humanitarian programs seek to prevent, respond to and mitigate Gender-Based Violence (SGBV) and to ensure women’s civil, political, social and economic rights.

Since October 2023, together with its sister organization, ActionAid Palestine and the AA’s International Humanitarian Action and Resilience Team (IHART), Alianza-AA SP has launched a response to the humanitarian emergency in the West Bank and Gaza Strip, centered on supporting partner organizations to sustain and expand critical basic needs, protection, health and livelihoods services and assistance, with a cross-cutting focus on supporting the participation and leadership of women and young people in the response. CVA for protection is one of the lines of intervention of this response.

2. Background

Alianza-AA SP is the recipient of a grant from the Spanish Agency for International Development Cooperation (AECID) for the implementation of the Project: “Integrated protection and promotion of the rights of women and girls affected by SGBV in the context of the humanitarian crisis in Gaza”, in partnership with Al Awda Association for Health and Community (Awda) and the Culture and Free Thought Association (CFTA).

The project aims to promote the integrated protection and promotion of the rights of women and girls in the context of the humanitarian crisis in the Gaza Strip. Specifically, it seeks to provide a comprehensive humanitarian response to the needs of women and girls affected by Sexual and Gender-Based Violence (SGBV) in the areas of Jabaliya, Al Boureij, Deir Al Balah governorate, Khan Younis governorate and Rafah governorate.

It aims to strengthen community-based mechanisms for SGBV management, prevention and response; improving the protection of SGBV survivors through multipurpose cash assistance and promoting livelihood strategies; and strengthening prevention and community response mechanisms in emergencies; and access to services for people with disabilities.

3. Objective

The primary objective of this ToR is to support Alianza-AA SP and our two implementing partners in Gaza, Awda and CFTA, in reviewing and updating their contingency plans. This process aims to ensure that Alianza-AA SP, Awda and CFTA can effectively address emerging risks, maintain the safety of their staff and affected persons that they serve, and guarantee the continuity of their operations during emergencies or crises. The updated contingency plans will align with international best practices, local regulatory frameworks, and the specific operational contexts of both organizations.

4. Scope of Work

The external consultancy company/consultant will be responsible for delivering a tailored capacity-building and technical support package to ensure that Alianza-AA SP, Awda and CFTA develop updated, effective, comprehensive and practical contingency plans. The proposed scope of work includes:

Review and Assessment

Conduct a thorough review of the existing contingency plans of Alianza-AA SP, Awda and CFTA.
Identify gaps, outdated sections, and areas for improvement.
Assess evolving risks specific to Gaza, including conflict-related threats, climate change, public health crises, security challenges, and technological disruptions.

Stakeholder Consultation

Engage with Alianza-AA SP, Awda and CFTA staff, leadership, field teams, and downstream partners to collect feedback on past emergency responses.
Hold participatory workshops to incorporate frontline perspectives into the contingency plans.

Plan Development and Update

Align contingency plans with international humanitarian standards (e.g., Sphere Standards, UN OCHA guidelines) and national/regional guidelines.
Develop operational protocols that ensure rapid response, coordination, and efficient resource allocation during emergencies.
Define clear roles and responsibilities for Alianza-AA SP, Awda and CFTA staff in crisis situations.
Integrate risk mitigation measures, focusing on access to essential services, protection strategies, and communication channels.

Training and Capacity Building

Design and deliver targeted training sessions for Alianza-AA SP, Awda and CFTA staff to enhance their preparedness and response capabilities.
Develop user-friendly training materials to ensure long-term institutional learning.
Testing and Validation

Conduct simulation exercises or drills to test the effectiveness of the updated contingency plans.
Gather feedback from simulations and refine the plans accordingly.

Finalization and Handover

Provide Alianza-AA SP, Awda and CFTA with finalized, actionable contingency plans.
Deliver a summary report with key findings, recommendations, and lessons learned.

5. Deliverables

To ensure Alianza-AA SP, Awda and CFTA have well-structured and practical contingency plans, the consultancy company/consultant will be responsible for delivering the following outputs in Arabic and English:

Assessment Report

A detailed report identifying gaps, weaknesses, and areas for improvement in the current contingency plans of Alianza-AA SP, Awda and CFTA.
Analysis of emerging risks affecting both organizations, including security threats, environmental hazards, and operational disruptions.

Stakeholder Consultation Summary

A summary of key inputs from Alianza-AA SP, Awda and CFTA staff, leadership, field teams, and downstream partners gathered through meetings, workshops, and interviews.
Documentation of lessons learned from past emergencies and their integration into the updated contingency plans.

Updated Contingency Plans for Alianza-AA SP, Awda and CFTA

Revised, comprehensive contingency plans that align with international best practices and national regulatory frameworks.
Clearly defined roles and responsibilities for key personnel within Alianza-AA SP, Awda and CFTA.
Updated risk mitigation and response strategies tailored to the operational realities of both organizations.
Defined emergency communication protocols ensuring timely and effective coordination with staff, partners, and stakeholders.
Practical implementation guidelines for resource allocation, service continuity, and staff/beneficiary safety.

Training and Awareness Materials

Training modules tailored for Alianza-AA SP, Awda and CFTA staff, focusing on emergency preparedness and crisis response.
User-friendly training guides and toolkits to build internal capacity and institutionalize emergency response mechanisms.

Testing and Simulation Report

A report documenting the outcomes of conducted drills and simulation exercises to test the effectiveness of the updated contingency plans.
Recommendations for continuous improvement and future testing.

Final Summary Report

A comprehensive final report outlining key findings, updates made to the contingency plans, and strategic recommendations for Alianza-AA SP, Awda and CFTA.
Submission of all deliverables in digital and print formats for reference and long-term use by Alianza-AA SP, Awda and CFTA.

Note: Alianza-AA SP, Awda and CFTA will retain full ownership of all deliverables produced under these Terms of Reference. The organizations reserve the right to use, distribute, publish, or modify any reports, training materials, and related deliverables as needed for internal purposes, external communication, program improvement, and donor reporting. The consultancy company/consultant provider acknowledges that all materials developed within the scope of this assignment are the intellectual property of Alianza-AA SP, Awda and CFTA and shall not be shared, reproduced, or used for external purposes without prior written consent.

1. Required Qualifications and Experience

A university degree in Disaster Management, Risk Management, International Relations, Public Health, Humanitarian Assistance, or a related field.
An advanced degree (e.g., Master’s) in a relevant field is highly desirable.
Certification in Emergency Management (e.g., Certified Emergency Manager - CEM) or Business Continuity Planning/Risk Management (e.g., Certified Business Continuity Professional - CBCP) is an advantage.
A minimum of five years of experience in designing, updating, and implementing contingency plans, particularly for NGOs operating in humanitarian crises or emergency response settings.
Proven experience working in disaster preparedness, response, and recovery, especially in conflict-affected areas.
Strong understanding of NGO operations, including how emergency scenarios impact service delivery, logistics, human resources, and communication strategies.
Experience supporting humanitarian or development programs in high-risk areas, including conflict zones and disaster-prone regions.
Expertise in risk assessment methodologies, both qualitative and quantitative, to identify threats and develop tailored risk mitigation strategies.
Familiarity with international humanitarian frameworks, such as Sphere Standards, Inter-Agency Standing Committee (IASC) guidelines, and the Sendai Framework for Disaster Risk Reduction.
Knowledge of local regulations and global best practices in contingency planning, emergency response, and crisis management, with a focus on Gaza and Palestine’s operational context.
Hands-on experience in emergency response operations and fieldwork in humanitarian settings.
Strong project management experience, particularly in emergency preparedness, contingency planning, and crisis management.
Ability to effectively communicate and coordinate with multiple stakeholders, including NGO staff, local communities, donors, and emergency responders.
Strong analytical and problem-solving skills, with the ability to design practical and scalable solutions for Alianza-AA SP, Awda and CFTA.
High-level proficiency in computer applications such as Microsoft Office (Word, Excel, PowerPoint) and data analysis tools.
Experience in conducting both in-person and remote training sessions, with excellent facilitation skills.
Strong interpersonal skills, demonstrating empathy, adaptability, and active listening.
Proficiency in written and spoken Arabic and English, with the ability to develop clear reports and training materials.

2. Timeline

The contingency plan review and update process for Alianza-AA SP, Awda and CFTA will be conducted over a three-month period (May 2025 – July 2025), following the timeline below:

Preparation and Planning (1.5 weeks)

Kick-off meeting with Alianza-AA SP, Awda and CFTA.
Review of existing contingency plans and operational context.
Stakeholder mapping and identification of key contributors.

Data Collection and Stakeholder Consultations (3 weeks)

Conduct interviews, surveys, and focus group discussions with Alianza-AA SP, Awda and CFTA staff, field teams, and downstream partners.
Gather insights from previous emergency responses and identify key lessons learned.

Drafting the Updated Contingency Plans (3 weeks)

Incorporate assessment findings and stakeholder feedback.
Align contingency plans with international best practices and local regulations.
Develop risk assessment frameworks and emergency response protocols.

Internal Review and Finalization (1.5 weeks)

Present draft contingency plans to Alianza-AA SP, Awda and CFTA leadership for review.
Integrate feedback and finalize updates.

Training and Capacity Building (2 weeks)

Conduct tailored training sessions for Alianza-AA SP, Awda and CFTA staff on the updated contingency plans.
Develop training materials and guidance tools for long-term capacity building.

Testing and Simulation Exercises (1 week)

Organize simulation drills to test the effectiveness of the updated plans.
Collect feedback and refine contingency measures based on real-time observations.

Final Submission and Handover (1 week)

Submit the finalized contingency plans, training materials, and assessment reports.
Conduct a closing session with Alianza-AA SP, Awda and CFTA to ensure readiness for implementation.

This structured timeline ensures a comprehensive, participatory, and efficient approach to strengthening Alianza-AA SP, Awda and CFTA’s emergency preparedness and response capacity.

3. Content of Offers

Interested consultancy company/consultants should submit a comprehensive proposal that includes the following documents:

Technical Proposal

A detailed methodology outlining the approach for reviewing and updating the contingency plans for Alianza-AA SP, Awda and CFTA.
A proposed work plan and timeline aligned with the scope of work and timeframe.
A summary of relevant experience in contingency planning, emergency response, and capacity building for NGOs.

Financial Proposal

A detailed budget breakdown, including consultancy fees, travel costs (if applicable), and any other relevant expenses.
The total cost of services, clearly stated in EUR.

Consultant/Organization Profile

A brief background of the consultant(s) or consulting firm, highlighting expertise in contingency planning, emergency response, and humanitarian operations.
CVs of key personnel who will be involved in the assignment, outlining their relevant experience.

Previous Experience and References

Examples of at least two similar projects completed, preferably in humanitarian settings.
Contact details of at least two references who can verify the quality of past work.