Consultant for Capacity Building of DDMO, Line Departments & Local Organizations on Emergency Preparedness and DRR Planning

TERMS OF REFERENCE (ToRs)

1. Introduction/Background

The project aims to strengthen disaster risk reduction (DRR) systems at the district level by enhancing the capacities of District Disaster Management Offices (DDMO), line departments, and local organizations.

District authorities currently rely on DRR guidelines developed in 2009, which require updating to reflect current risks, climate realities, and institutional frameworks. Strengthening coordination mechanisms, emergency preparedness, and contingency planning is critical to ensure an effective and timely response to disasters.

To support this, an experienced external consultant will be engaged to conduct capacity-building sessions and facilitate the review, updating, and refinement of district emergency and contingency plans, ensuring alignment with national DRR frameworks.

2. Objectives

The main objectives of the consultancy are:

1. To build a common understanding of risk, vulnerability, hazards and resilience among district stakeholders and to work with same framework.

2. Clarify responsibilities and standard operating procedures in the event of a disaster.

3. Improve collaboration between government departments, NGOs & community groups for effective disaster preparedness and response.

4. To ensure DRR is incorporated into key sectors such as health, WASH, infrastructure and livelihoods.

5. Expanding early warning systems and civil protection, and overall expanding disaster management measures in the district.

6. To update, expand, and refine the district's DRR guidelines from 2009.

7. Strengthening the capacity of DDMO and relevant stakeholders on emergency preparedness and response

8. Update and refine district-level DRR emergency plans

9. Improve coordination mechanisms among departments and local authorities

3. Scope of Work

The consultant/firm will perform the following tasks:

1. Review existing DRR guidelines (2009) and related district documents

2. Design and deliver capacity-building workshops for Government & CSOs and other stakeholders

3. Facilitate sessions on:

a. Emergency preparedness

b. Contingency planning

c. Coordination mechanisms

d. Early warning systems

e. Incident response procedures

4. Engage with:

a. DDMO/DDMA representatives

b. Line departments (health, Irrigation, Agriculture, B&R, Education, Police, etc.)

c. Sub-district and Union Council authorities

5. Support stakeholders in updating district emergency and contingency plans

6. Facilitate group work for practical planning and coordination exercises

7. Document findings, gaps, and recommendations

8. Submit a comprehensive report with updated DRR framework

4. Timeframe

5. Deliverables

The following are the expected deliverables:

6. Methodology

The consultant will adopt a participatory and technical approach including:

1. Stakeholder consultations and coordination meetings

2. Interactive training sessions and expert presentations

3. Group work on contingency planning and coordination mapping

4. Scenario-based simulations for disaster response

5. Review and validation workshops with district authorities

7. Selection Criteria

(Eligibility criteria of the consultant/firm may be included depending on the kind of consultant/firm we are looking for: e.g., registration, years of experience, etc.)

The consultant/firm should meet the following criteria:

1. Relevant consultant/ registered firm with active NTN registration and relevant experience background

2. Minimum 7 years of experience in DRR, disaster management, or emergency planning

3. Proven experience working with government institutions (DDMA/DDMO)

4. Experience in developing contingency plans and DRR frameworks

5. Strong understanding of national DRR policies and frameworks

1. Knowledge of local context (Balochistan preferred)

2. Prior work experience with Public Sectors, NGOs and Development Sectors

8. Evaluation Criteria

The following are the evaluation criteria for the consultant/firm:

9. Desired Competencies, Technical Background, and Experience

1. Strong expertise in DRR, emergency preparedness, and contingency planning

2. Experience with government coordination and disaster response systems

3. Knowledge of early warning systems and civil protection mechanisms

4. Excellent facilitation, analytical, and reporting skills

10. Technical Proposal

1. Understanding of the assignment

2. Proposed methodology and work plan

3. Training approach and tools (Precise tools and manuals)

4. Relevant experience (Experience Certificate) /Agreements and references

11. Financial Proposal

Applicants must submit a technical proposal, including:

1. Understanding of the assignment.

2. Proposed methodology.

3. Work plan with timelines.

4. References from similar tasks.. Provide POs and Active NTN certificate

12. Payment Terms

1. 100% Payment in one installment will be made upon completion of assignment.

2. Payments will be linked with deliverables and completion of training.

3. Taxes will be deducted as per government rules

13. How to Apply

Interested Firms/individuals should submit their cover letters, profiles, and CVs along with technical and

financial proposals on or before 21st June 2026 by the close of business.

Or completed documents can also be shared via email at tender@pakmissionsociety.org or by mail at the following address with the reference #.

Procurement Manager

House # 333, Street 29 - Sector G-14 / 4 - Islamabad

+92-51-8446166