Pre-Hurricane Conference Consultant

Organizational Context

La The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest volunteer-based humanitarian network, comprising 192 member National Societies. Guided by seven fundamental principles—humanity, impartiality, neutrality, independence, voluntarism, unity, and universality—IFRC's mission is to alleviate human suffering and promote resilience.

The IFRC's Americas Regional Office (ARO) annually hosts the Pre-Hurricane Conference (PHC) to enhance hurricane preparedness in the Americas region. Due to the COVID-19 pandemic, the last four conferences were held virtually, witnessing a significant increase in participation. The 2024 PHC, scheduled for April 23rd to 25th, will focus on hurricane impact and El Niño's influence, drawing lessons from the 2023 emergency operations.

Led by the Health, Disaster, and Climate Crisis Department, IFRC's ARO ensures effective disaster risk management and response. HDCC collaborates with National Societies, offering support and implementing operations to enhance community resilience. The PHC, a key preparation tool, addresses crucial issues and fosters collaboration among diverse stakeholders.

The hurricane season spans from June 1st to November 30th in the Atlantic and from May 15th to November 30th in the Eastern Pacific. The PHC aims to prepare the Movement and partners for the upcoming season, focusing on lessons learned, critical issues, and the impact of El Niño. The conference's success lies in its evolution into a powerful platform for knowledge exchange and collaboration, attracting a growing number of participants.

The 2024 PHC will virtually engage 7,500 participants, emphasizing resilience, coordination, and disaster preparedness. HDCC coordinates a meticulous five-month preparation, ensuring a comprehensive event that consolidates the regional contingency plan, reports, and certifications in its final month. The conference's impact extends beyond visibility, contributing to a safer and more resilient future for the Americas.

Job Purpose

This consultancy will plan and execute a virtual Pre-Hurricane Conference, offering engagement in the official languages of the Region (Spanish, French, and English), including project managing a multi-stakeholder process to arrive at an agreed upon methodology and moderation for the event. The consultancy will also project manage the development of the updated 2023 hurricane contingency plan to include lessons learned from recent operations.

Job Duties and Responsibilities

Alignment to the Federation’s Objectives and Strategy

•    Ensuring effective international disaster management 
•    Strengthen National Societies 
•    Ensuring a strong IFRC

Main objective of the consultancy

Ensuring an efficient and effective development of the Pre-Hurricane Season Conference 2024 through the coordination of the development of the event.

Ensure increased outreach and coordinated active participation from the membership of the international Red Cross and Red Crescent Movement, collaborating partners, and other agencies throughout the conference. Responsibilities include overseeing the implementation of the multimedia platform, fostering collaboration among stakeholders, and maximizing engagement to enhance the overall success of the conference.

The main consultancy outcomes summarize as follows:

1. Project manage, plan, and execute a virtual Pre-Hurricane Conference via a virtual platform (ex. Zoom) during April 23-25. All the sessions will be simultaneously translated into Spanish, French, and English.
2. Updating of the 2023 IFRC Hurricane Regional Contingency Plan

Consultancy Output

• Conference methodology and program
• Executed multi-stakeholder virtual conference
• Organized shared files with all documents and tools used to manage, plan and execute the virtual Pre-Hurricane Conference 2024
• Post conference evaluation
• Updated Hurricane Contingency Plan by 30 May 2024
• Provision of a post conference final report summarizing learning and key actions

 Schedule and proposed agenda

• Four months according to agreed calendar.
• The start date of the consultancy will be January 25^th -.
• The conference will take place during April 23^rd-25
• The final report organized shared files and the updated regional contingency plan 2024 will be submitted no later than 25^th
• The consultant commits to support the relevant adjustments of the proposal if the proposal passes the next round.

Method of Delivery and Reasons for selecting that method

• Become familiar with current regional hurricane contingency plan and conference content as well as lessons learned from recent hurricanes.
• The consultancy will be carried through a series of approaches, including:
  • Project managing an IFRC workgroup
  • Project managing with technical consultant(s)
  • Dynamic and interactive pre-hurricane meeting virtual sessions involving RCRC and external actors, including volunteers, PNS, and ICRC.
  • Engagement of known adult learning and engagement methodology for online events
  • Designing an online survey for participants

Job Duties and Responsibilities (continued)

• A steering committee team is established to manage and support the consultancy. It will comprise one representative from each of the following Country Cluster Delegations: English Caribbean, Latin Caribbean and Central America; two from Disaster and Crisis; one from Policy Knowledge and Strategy; and one from PIRAC. The consultant(s) will discuss the initial scope, workplan and practicalities with the steering committee, and the team will support the consultant(s) with the evaluation process and logistics, as required. The steering committee will also support and oversee the drafting, feedback and finalization of the final report. The final report and management response will be shared on the IFRC public website, in line with IFRC policy.

Experience

• Minimum 10 years’ experience in project management and development of emergency and disaster management activities.
• Experience in leadership and facilitating consultation processes remotely
• Professional knowledge of Disaster Risk Reduction Management or Disaster Management.
• Professional Knowledge of humanitarian and development contexts.
• Knowledge of the Caribbean and Central American context, its situation with respect to the different hazards, and regional response.
• Knowledge of the South American context, its situation and with respect to the different migration dynamics.
• Knowledge of the mandates and roles of the actors involved.

Payment

The payment will be 30% upon signing the contract and 70% upon delivery of the final product of the project formulated with its annexes.

Knowledge, Skills and Languages

• Good work and communication skills
• Oral expression skills in Spanish and English; Ability to write in English
• Immediate availability

Competencies, Values and Comments

Submission of proposals

All interested candidates should take the following into consideration when submitting their applications.

Note: All products must be aligned with the IFRC and Conference 2024 graphic identity/logo and are the intellectual property of the International Federation of Red Cross and Red Crescent Societies.

Required Documentation:

• Actualized Resume (CV)
• Reference of Previous Work
• Details of the offer (as much as possible)
• Costs (as much as possible)
• Chronogram

Cost Breakdown:

Please include in your bid the total cost breakdown:

• Detailed description of the service
• Unit price
• Total price

Notes

• The IFRC will hire the consultant, and standard contractual terms will apply.
• The consultant must provide health insurance coverage from their own side.
• Applicants must attach a technical and financial proposal for the results and products included in the Terms of Reference (ToR).
• The agreed-upon travel expenses will be reimbursed according to the cost established in the relevant regulations of the IFRC.
• All applicants for this consultancy
• All applicants for this consultancy are requested to submit the financial and technical proposal together with their latest CV highlighting their relevant working experience related to the subject matter.