Reviewing Safety and Security Plans and Developing Safety and Security Management System at Ayuda en Acción Ethiopia
Introduction
Ayuda en Acción is an international non-governmental organisation with the headquarters in Madrid, Spain. Between 2002 and 2017, Ayuda en Acción operated in Ethiopia through a local partnership programme. The organisation was officially registered in Ethiopia in 2018 as Ayuda en Acción Ethiopia. Its national office is in Addis Ababa coordinating the country programme implemented in Oromia (Borena and Arsi), Southern Nations, Nationalities and People’s Region (Wolaita) and Afar (Zones 1 and 4), with a possibility of expansion in other geographical locations. The organisation has 34 full-time staff members (4 women, 30 men). In total 21 staff members are in 4 Area Offices. Ayuda en Acción cooperates with local partners, volunteers and other private and public partners. The organisation is a member of the Humanitarian International NGOs Forum (HINGO) and Alliance 2015, and it is updated regularly on security situation in the country, including through the United Nations Department of Safety and Security (UNDSS).
The most recent review of safety and security management at Ayuda en Acción Ethiopia was conducted in 2021 and five draft area-based plans were developed by an external consultant. However, given increasing frequency and complexity of security concerns in Ethiopia, these plans are deemed insufficient in managing current security risks. In addition, staff training has not been completed; several offices have recently changed location and require a new review; safety protocols have not been adequately incorporated in the area plans; and gender-related concerns were not considered in the consultancy carried out in 2021.
Thus, the organisation is seeking a qualified candidate to review existing safety and security plans and develop a functional safety and security management system at the Ayuda en Acción country office in Ethiopia. Specific deliverables are listed below.
Objectives and deliverables
Objective:
- To improve the safety and security management system at Ayuda en Acción Ethiopia and to minimise potential risks for staff, people of concern, partners, and other stakeholders.
- To prevent any tangible or intangible losses that can have negative impact on the country programme of Ayuda en Acción in Ethiopia.
Specific deliverables include the following:
- Deliverable 1 (Safety and Security Management System and Protocols): Review practices, knowledge, skills, and roles of senior management (Senior Management Team and Area Managers) with respect to managing safety and security risks within the country programme; identify gaps in the current management system; propose changes and develop protocols for managing safety and security at Ayuda enAcción
- Deliverable 2 (Emergency Communication System): In conjunction withDeliverable 1, review the existing system for emergency communications at Ayuda enAcción Ethiopia, its linkages with the headquarters, and decision-making; propose improvements and include the structure in Deliverable 1 (Protocols).
- Deliverable 3 (Area Safety and Security Plans): Review existing safety and security plans (five) and update them in line with current safety and security risks in the country, coordination with others humanitarian actors and with reference to the country programme strategies.
- Deliverable 4 (Staff Training I. and II.): Assess staff knowledge on safety and security aspects, in line with the updated safety and security protocols, and area-based plans and deliver two trainings: one for staff and one for senior managers (Senior Management Team and Area Managers). It is likely staff training I. might require 2 separate groups given the team size. The assessment should include but is not limited to assessing staff capacity for carrying out risk assessments.
- Deliverable 5 (Assessment of National and Area Offices): Assess safety and security measures, including their set-up and equipment, at five offices and, where possible, area sub-offices; identify gaps; and propose actions for improvement. This should be carried out together with Deliverable 3.
- Deliverable 6 (Final Report with Recommendations): Develop a summary report on the assignment with completed actions, findings, and recommendations for improvement of safety and security management at Ayuda enAcción
Methodology
The selected consultant is expected to apply a mix-method approach and include at the minimum desk review, group discussions, key informant interviews, consultations with key partners and stakeholders, and similar participatory methods. The assignment requires field visits to interventions sites (transport can be provided by Ayuda en Acción). The consultant will propose an appropriate methodology for each deliverable (see Technical Proposal below). The planning of the assignment and the cost analysis should be done, preferably, according to the deliverables, not based on days committed. This should be reflected in the financial proposal (see below). Ayuda en Acción envisages a participatory assignment delivered in close coordination with its staff.
Timeframe
It is anticipated that the selection of a consultancy company/consultant will be completed by mid-October 2023, and, upon agreement, the assignment can commence not later than 31 October 2023.
Payment schedule
The contract with the selected consultant and the payment will be done according to the deliverables as follows:
- 20% upon signing the contract and written acceptance of the inception report.
- 40% upon delivery and Ayuda en Acción’s written acceptance of Deliverables 1 – 3.
- 40% upon delivery and Ayuda en Acción’s written acceptance of Deliverables 4 – 5.
Requirements
Technical qualifications and letter of interest
The shortlisted candidate will:
- have extensive knowledge of the current safety and security risks affecting operations of non-governmental organisations (NGOs) in Ethiopia;
- have practical experience in assessing safety and security protocols, and providing recommendations to international NGOs in managing safety and security risks;
- understand values applied in programmatic approaches by NGOs and be able to propose gender-inclusive safety and security measures;
- have good communication and networking skills;
- be able to operate independently;
- have high proficiency in oral and written English, including the ability to present concise and well-written documents.
As part of the Letter of Interest (LoI), the Consultant is expected to submit: 1) latest CV; 2) a technical proposal highlighting technical expertise and explaining the understanding of the ToR (not longer than 10 pages); 3) in annex, demonstrated experience with at least two similar assignments performed during the last three years including references; and 4) a detailed financial proposal with a proposed timeframe. The financial proposal must be detailed and include notes on proposed costs. Candidates must indicate whether the requested fee includes any value added tax.
The selected consultant is obliged to follow Ayuda en Acción’s Code of Conduct and other key policies such as Child Protection Policy and Policy on Prevention of Sexual Exploitation and Abuse, which form an integral part of the contract with the consultant.
A complete LoI should be submitted to Ayuda en Ación’s through Talent Clue….by 02 October 2023. Please note, the assessment of qualified candidates will be carried out on rolling basis and a suitable candidate may be selected prior to the deadline.
Key contacts
Bitsit Endale, Operations Director, bendale@ayudaenaccion.org and Dr Marcela Ondekova, Country Director, mondekova@ayudaenaccion.org.
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In all selection processes we will take into account the criteria of NO discrimination based on sex, race, skin color, religion, political ideas, social origin, sexual orientation, age, etc., providing a transparent and equal opportunity process for all candidates, as stated in our Code of Conduct. “Treating all people with respect and rejecting any kind of harassment, discrimination, intimidation, exploitation or any other action against Human Rights.”
At Ayuda en Acción we have zero tolerance for behavior related to sexual exploitation, sexual abuse and/or sexual harassment, therefore we are committed in accordance with our Child Protection Policy, to carry out a series of checks prior to hiring through the request for information to previous employers through the Misconduct Disclosure Scheme among Humanitarian Response Agencies (The Misconduct Disclosure Scheme misconduct-disclosure-scheme.org) in the event that such employers are adhered to this platform. Therefore, by submitting this application, the job applicant accepts and authorizes the performance of these checks in order to continue in the selection process.
Additionally, it will be mandatory to present the “Negative Certification of the Central Registry of Sex Offenders” prior to the incorporation.