discussions with beneficiaries, stakeholders, and project team for project
documentation
ü Analyse and manage project data including database
ü Update achievement of all project indicators measured in Logical
Framework
ü Produce Project Documentation Report
ü Produce project profile
ü Produce success stories for each project outcomes (3 success stories)
ü Disseminate the documentation report and stories
Location of work: Jakarta with travel to project sites (North Jakarta and
Bogor)
Expected date/period: 14 January – 5 February 2019
1. Background 1.1 Description of project
Indonesia’s urban growth is one of the most accelerated in the world, with
a rate of 3.3% per year and currently almost half of Indonesia’s population
lives in urban areas[1] <#m_2408715305756059488__ftn1>
home to more than an estimated 22 million people, making it the world’s
fourth largest metropolitan area. It consists Jakarta and the surrounding
regencies of Bekasi and Bogor in West Java Province as well as Tangerang in
Banten Province, including the cities of Bogor, Depok, Tangerang, and
Bekasi. Located in the coastal delta lowlands, 40% of which lies below sea
level at high tide. Jakarta is crossed by 13 rivers and many more
intersecting canals. Jakarta and satellite cities nearby (Bogor, Depok,
Tangerang, and Bekasi), known as JABODETABEK, surround the Ciliwung River
watershed and many adjacent locations that are vulnerable to flooding and
tidal surges exacerbated by climate change, particularly from intense
rainfall and rising sea levels.
Based on the above context, Indonesian Red Cross Society or Palang Merah
Indonesia (PMI) with support from the American Red Cross has been
implementing a six-year project called Greater Jakarta Urban Disaster Risk
Reduction. This project aims to contribute to reducing deaths, injuries,
and socio-economics problems caused by climate related disasters and
environmental degradation in the Greater Jakarta area by fostering more
resilient communities and a stronger PMI. The project was implemented
through three phases: Phase 1 from April 2012 to December 2014, Phase 2
from January 2015 to December 2017, and Phase 3 from January to December
2018. With some refinement in project design during the third phase
project, the project expected three outcomes contributing to the goal’s
achievement as follow:
*Outcome 1: Improved PMI technical capacity in Disaster Risk Reduction
(DRR) and Climate Risk Mitigation (CRM) *through training and mobilizing
PMI personnel to disseminate climate information and early warning
messages, updating PMI’s Standard Operational Procedures, and preparing
project exit strategy plan.
*Outcome 2: Established PMI Partnership with government, universities and
private sectors. *This partnership includes any partners’ contributions
that can be measured for the amount of spending on goods, services, fee for
training venues they supported. Some of partnership with government and
universities were made formally through Memorandum of Understanding or
service agreement.
*Outcome 3: Improved community capacity toward the impact of climate
related disaster *that includes main activities such as community hazard,
vulnerability and capacity assessment (HVCA); updated neighborhoods’
contingency plan for flooding and fire risks; dissemination of early
warning messages and climate information; green and clean campaign; urban
gardening; household waste management by around 30 garbage banks, and Safe
School (Sekolah Madrasah Aman Bencana).
With positive progress resulting notable achievements in the last two years
of implementation, the project will conduct End-line study prior the
project closes in December 2018. It is important to acknowledge that the
end-line study is not part of project evaluation since the project, in
overall, was internally reviewed in 2017. Therefore, the aim of the
end-line study is to obtain and document project achievements, best
practices, and lessons learnt. (Details of the end-line study can be seen
in section “2 End-line study overview”.)
1.2. Project areas
The project has been implemented in 10 neighborhoods (locally called as
“Rukun Warga or RW) within 2 sub-districts that are Noth Jakarta and Bogor
as follow:
*Table 1.* *Targeted Neighborhoods (RW)) in North Jakarta and Bogor *
*No.*
*District (Kabupaten/ Kota)*
*Sub sub-district (Kelurahan)*
*Targeted RW*
1.
North Jakarta
Ancol
01
2.
North Jakarta
Ancol
02
3.
North Jakarta
Pademangan Barat
13
4.
North Jakarta
Penjaringan
04
5.
North Jakarta
Penjaringan
05
6.
Bogor
Sukahati
19
7.
Bogor
Karadenan
19
8.
Bogor
Pondok Rajeg
11
9.
Bogor
Waringin Jaya
13
10.
Bogor
Kedung Waringin
15
*Source: PMI North Jakarta & Bogor (2018)*
1.3. Project stakeholder
The project has engaged with various stakeholders, mainly among others are:
1. PMI: Implementing Partner (3 levels: Head Quarter, Province-Special
Capital District of Jakarta locally called Daerah Khusus Ibukota/DKI
Jakarta; West Java, and District-North Jakarta & Bogor)
2. American Red Cross: Donor with provision of technical supports by
project manager in Indonesia.
3. Local government: Deputy Governor of DKI Jakarta for Spatial Planning
and Environment, Forestry Agency of DKI Jakarta, Water Management
Sub-division (Suku Dinas Tata Air) of North Jakarta, Public Works Agency of
Bogor District, Environment Office of Bogor District, Mayor of Bogor
District, Head of Cibinong Sub-sub district, Local Disaster Management
Agency at DKI Jakarta.
4. Private sector: UNILEVER, ACA Insurance, PT. Tri Berkat Agro.
5. University: Bandung Institute of Technology, University of Indonesia,
Podomoro University.
6. Consultant: BEST, West4Change, PIAREA.
1.4. Project document
Throughout implementation of the project, American Red Cross and PMI have
implemented baseline study, DRR related studies, project annual reviews,
and have been collecting data that would be references for project
documentation as follow:
- Baseline report, 2013
- Revised logical framework
- Project quarterly reports since 2012
- Project Indicator Tracking Table
- Vulnerability Assessment of Climate Change Impact along the
Ciliwung River Flowing through Bogor, Depok, and North Jakarta, 2013
- Project Annual Review Report 2016, 2017
- Project supporting documents and ongoing recapitulation data per
each project’s outcome
- Champion stories and Information, Education, and Communication
(IEC) materials
2. Project Documentation Overview
*2.1 Objectives of project documentation*
The objectives of project documentation are to:
1. Provide succinct and high quality of project documentation report
2. Document best practices, lessons learnt, and exit strategy
3. Produce one success story for each project outcome (3 success
stories in total)
4. Disseminate the documentation report and stories to the Red Cross
team
2.3 Project documentation methodology
In order to produce a high quality project documentation, it is expected
that the selected consultant to clean, manage, and carry out descriptive
analysis based on the existing project recapitulation data and its database
to produce final results of indicator measurement in Logical framework. At
the same time, the consultant is also expected to interview and discuss
with relevant beneficiaries, stakeholders, and project team to document
best practices, lessons learnt, and exit strategy. Selection of
beneficiaries and stakeholders to be interviewed and invited into group
discussion would be discussed with Red Cross team and technical advice from
the consultant.
2.3 Readers of Project Documentation Report
1. PMI: Head of Office of PMI North Jakarta and Bogor; Head of
Disaster Management at PMI HQ
2. American Red Cross: Leadership at (Operating Country-Indonesia;
Asia, Middle East, & Europe/AMEE Region)
3. Scope of work 3.1 Scope of work
The consultant will be responsible to ensure implementation of project
documentation meet quality standard of report and stories (succinct,
eloquent, evidence based, sufficient use of data visualization and
pictures). The scope of work must include:
1. Perform key informant interviews and focus group discussions
2. Manage and analyze project data including database
3. Update achievement of all project indicators measured in Logical
Framework
4. Produce Project Documentation Report
5. Produce success stories for each project outcomes (*3 success
stories*)
6. Produce project profile
7. Discuss draft project documentation report and success stories
with Red Cross team
8. Disseminate the documentation report and stories with Red Cross
team
3.2 Logistic and Administrative support
The consultant is expected to use her/his own computer. Approved
administrative and logistic costs will be reimbursed by the Red Cross
Team. The consultant will be able to work remotely, after approval of the
work plan.
3.3 Reporting relationship
The consultancy service agreement would be facilitated by the American Red
Cross through IFRC. The consultant will report to Madiatri Silalahi, Sr.
Monitoring, Evaluation, and Reporting Officer from American Red Cross and
Herri Firmansyah from Disaster Management Division from PMI HQ.
3.6 Future use of data
All collected data will be the sole property for the American Red Cross.
The consultant may not use the data for their own research purposes, nor
license the data to be used by others, without the written consent of the
American Red Cross.
4. Expected deliverables and Duration of consultancy
*4.1 Expected activities and deliverables*
Conduct key informant interviews and focus group discussions with
beneficiaries, stakeholders, and project team for project documentation
Analyse and manage project data including database
Update achievement of all project indicators measured in Logical Framework
Produce *Project Documentation* *Report* with content as follow:
- Cover with title of Project, a high-resolution of picture
representing the project, the project title, the institution prepared the
report and to wh. - Glossary and Acronyms - Table of contents
- List of tables - List of graphs - Project Summary
Table - Project Description - Means of Implementation, Key
Achievements based on Logical framework, and Challenges -
Budget -
Accountability to Beneficiaries - Cross Cutting Themes -
Coordination
- Organizational Development and Capacity Building - Best
Practices, Lessons learnt, and Transition Strategy - Conclusion -
Reference - Annex
Produce succinct *success stories* for each project outcomes (*3 success
stories*, each max. 2 pages)
Produce project profile (max. 2 pages)
Disseminate the documentation report and stories with the Red Cross team
*4.2 Duration of consultancy *
It is expected the consultancy service to be provided within 22 days,
starting from 14 January – 5 February 2019.
*Activities*
*Estimated day(s)*
1.. Initial briefing between consultant and Red Cross team
1
2. Interview, focus group discussion, project data management & cleaning
5
3. Data analysis and report writing
5
3. Project profile and Success stories writing
3
4. Refining and finalizing report, project profile, and success stories
6
5. Disseminating project documentation
1
6. submitting all required deliverables and supporting documents including
clean data
1
*Total*
* 22 days*
5. Required qualifications
Required qualifications for a single consultant or consulting team are:
a. Three years of experiences conducting and leading both
quantitative and qualitative researches.
b. Demonstrate expertise in disaster risk reduction at community and
school levels, household waste management, and climate risk management.
c. Demonstrate experiences in success stories and project
documentation writing.
d. Demonstrate basic knowledge in Logical framework and excel
database.
6. Application materials and procedures 6.1 Application materials The
consultant candidates are expected to submit the proposed Project
Documentation Proposal with table of content as followed:
*1. **Consultant profile *
This section includes *summary of* the Consultant team, explaining all
members’ education background and relevant working and related experiences
in researches and/or evaluations. Details of each members’ background etc.
must be summarized in CV as part of Annex.
*2. **Project documentation objective*
Stating the end-line study objective that refers to the TOR.
*3. **Scope of work *
Stating the scope of work that is cited from the TOR.
*4. **Project documentation plan*
Please provide a *realistic timetable* for implementation of project
documentation including suggested selection of beneficiaries and
stakeholders to be interviewed and invited in the focus group discussion
based on information provided in Section “1. Background”.
*5. **Data Budget plan *
Provide *a table* that shows planned the project documentation activities,
estimated days of implementation, responsible consultant team member, and
unit cost.
*6. **Reference *
Provide at least 3 references with details as follow:
- Name of reference
- Position and organization
- Mobile phone number and email address
- Previous consultancy service
*7. **Annex *
The Annex should be consisted of:
- CV of each Consultant team members (please include *only
relevant professional background and working experience*)
- Sample of previous *relevant project documentation report* in
English comprised of*: Key achievements (2 pages); best practices, lessons
learnt, exit strategy (1 page for each), and success stories (2 pages). *
6.2 Application procedures
Please submit your proposal application in English not later than *9
December 2018* to *recruitment@amredcross.org <recruitment@amredcross..org>*
with *GJP Project Documentation* in the subject line and label your CV,
proposal, and writing sample with your name and document type in the file
names. Only short listed candidates will be notified and contacted for an
interview. Applications received after the deadline or incomplete
applications will not be considered.
7. Selection criteria and Payment term 7.1 Selection criteria
1. Qualifications section
2. Quality of proposal
3.. Sample of project documentation report
4. Expertise in DRR, household waste management, and climate risk
management
5. Number of days and timeline availability
6. Rational budget plan
7. Previous research and/or evaluation for PMI’s and American Red Cross’
projects
7.2 Payment term
The payment will be made based on satisfactory deliverable and after
approval from Leadership. Consultant will need to submit invoice for the
payment.
Payment term:
20% after submission and approval of inception report (final proposal and
tools)
40% after submission and approval of draft report
40% after submission and approval of final report and all deliverables.
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