TERMS
OF REFERENCE
Consultancy : Organising Japan Study Visit for ACE
Programme Batch 7
Duration : 20 calendar days/output based
INTRODUCTION
The AHA Centre Executive (ACE) Programme
is an intensive five-month intensive training to prepare future leaders in
disaster management as part of the AHA Centre’s ambition to build a
disaster-resilient region. Since it was
launched in 2014, 97 officers (35 females and 62 males) from the ten ASEAN
Member States have been under intense training of acclaimed trainers in
relation to disaster management. Upon graduation, these officers are expected
to enhance their technical knowledge, master procedures for coordinated and
timely response, manage logistics planning for emergency response, and form
lasting bond among fellow disaster management professionals in the region.
The continuation of the ACE Programme
has been possible through the support from partners. The Government of Japan
through the Japan-ASEAN Integration Fund (JAIF) provides the main funding for
the programme from 2018 to 2020. In addition to the support from JAIF, the
programme has also received support from the New Zealand Government, United States
Government, the UN partners (UNOCHA, WFP, UNHRD, UNDP, UN Women, UN-FPA,
UNICEF, IOM), Red Cross and Red Crescent Movement, U.S. Forest Service, and
academic institutions, such as Asia Pacific Centre for Security Studies and
University of Canterbury. The seventh batch of ACE Programme will be conducted
from February to July 2021 at the AHA Centre Office in Jakarta, Indonesia, with
visits to several countries including Japan, New Zealand, and other ASEAN
Member States, in order to expose participants to different disaster management
strategies and country contexts.
ACE PROGRAMMME DESCRIPTION
ACE Programme Objective
The
ACE Programme has three key objectives, as the following:
1.
To prepare participants to master
various aspects relating to ASEAN’s disaster management preparedness and
response through the AHA Centre-led regional coordination mechanisms
2.
To build and strength networks and
connectivity among ASEAN Member States by enabling the participants to be
interact and learn from fellow disaster management officers from other ASEAN
Member States as well as by working with ASEAN partners serving as facilitators
of the ACE Programme courses.
3.
To provide a safe and engaging learning
environment in which the participants can enrich their understanding, enhance
experiences and skills, create a sense of regionalism and cooperation with
fellow participants, and build a strong foundation using both theory and
practice, ultimately enabling them to become the future leaders of ASEAN on
disaster management.
The
ACE Programme aims at developing the future leaders of ASEAN. The programme will strengthen the
operationalisation of One ASEAN One Response commitment through building the
capacities of the participants in the areas of disaster management and
humanitarian assistance operations. It is designed as a training development
continuum, with long-term emphasis on building the four ACE Professional Qualities:
•
ACE Professional Quality 1. ACE graduate
will become an expert in humanitarian assistance, both nationally and in the
ASEAN region.
• ACE Professional Quality 2. ACE graduate
will be committed to support the ASEAN’s coordination mechanisms and operationalise
One ASEAN One Response through involvement of various relevant stakeholders.
•
ACE Professional Quality 3. ACE graduate
will be result-oriented
•
ACE Professional Quality 4. ACE graduate
will become an effective leader
The
learning programme combines various adult learning methodologies: online
courses, classroom sessions, experiential challenges, case study analysis,
individual and team projects, and real-life simulations. The participants are also expected to
allocate two hours a day for reading the materials prior to joining the session
on the following day, over the 22-week programme duration. In addition, the
participants will engage throughout the programme by sharing tasks related to
class arrangement, such as: ice breaking, meal/travel arrangement, etc.
ACE Programme Framework
The
ACE Programme framework recognises success to be measured at several stages. It
defines changes expected to occur after each course/session (Learning
Objectives), at the end of a module (Change in Capacity) and contribute to
enhance the four aspects of ACE Core Competencies. The training development
continuum design requires the participants’ capabilities for ongoing learning
in order to attain the ACE professional qualities. In the end, the ACE programme will contribute
to the goal of developing the future ASEAN leaders and have impact on the
operationalisation of One ASEAN One Response while also reflecting on how they
as leaders can contribute to the strengthening of the national or local
disaster preparedness and response systems.
The
framework presents how, through the 23 courses, the ACE Programme contributes
to their professional development in disaster management—through the changes in
their capacity (at the end of each module). There will be several courses
delivered under each module. Together, these modules are expected to improve
their competencies (knowledge, behaviour and practice) and eventually, their
Professional Qualities.
JAPAN STUDY VISIT
The
study visit to Japan for ACE Programme Batch 7 is intended to expose the
disaster management officers of ASEAN to the best practices of disaster
management in Japan. A total of 28 participants from ten ASEAN Members States
and AHA Centre’s staff will participate in this programme
The
10-day visit emphasises the use of technology, the implementation of early
warning systems, and the participation of community, private sector and other
actors in reducing disaster risks and impacts in Japan. The ACE participants as
the ASEAN future leaders will learn from Japan disaster management
institutions, leaders and community members in developing strategic options,
mobilising resources and making decisions to mitigate, prepare for and respond
to disasters and then getting through from relief to recovery and
rehabilitation. Since the ACE Programme is also about building leadership
skills, the Japan visit is also an opportunity to recognise that emergency
situation is about managing vulnerability, uncertainty and complexity that
requires a leader to think on their feet but strategically as well. This visit therefore
will contribute to improve the participants’ leadership qualities and skills in
building disaster resilience of their respective countries and the ASEAN
region.
EXPECTED DELIVERABLES
1.
Agenda and itinerary for the visit
2.
Mandatory visit to government agencies:
a.
Ministry of Foreign Affairs
b.
Cabinet Office – coordination role in
disaster management including National Emergency Operation Centre
c.
Ministry of Defence
d.
Reconstruction Agency
e.
Japan Meteorological Agency
f.
JAXA and Sentinel Asia
3.
Visit and encounter with institutions
related to disaster management, such as:
a.
United Nations University, Institute for
Advanced Study of Sustainability (UNU-IAS) – compound of the United Nations
offices
b.
International Institute for Disaster
Science (IRIDes), Tohoku University.
c.
Tokyo University, including Earthquake
Research Institute
d.
Keio University, including to meet Prof.
Rajib Shaw and the University’s laboratories which produce technology in
disaster early warning
e.
NHK Japan, Japan’s national public
broadcasting organization which under the Broadcast Act, NHK is under the
obligation to broadcast early warning emergency reporting in times of natural
disasters such as earthquakes and tsunamis in cooperation with the Japan
Meteorological Agency using the J-Alert system.
f.
A field visit disaster affected
areas/reconstruction sites (Tohoku or Kansai Regions)
g.
Other institutions as recommended by the
proponent for example UNISDR Private Sector Alliance for Disaster Resilient
Societies (ARISE Alliance), Earthquake Prediction of Research Centre (EPRC) or
UN Agencies.
4.
Organising and facilitation of
reflection sessions to discuss (a) the opportunities and challenges in applying
the Japan experience in the ASEAN and (b) implications on disaster management
leadership in relation to strengthening ASEAN’s disaster risk reduction and
climate change actions.
5.
Provision of translation services
6.
Safety and security management during
the visit
7.
Narrative and financial report of visit
including professional photo and video documentation
COMPETENCIES REQUIRED
Key
professional competencies needed for the assignment are:
● Organising
and coordinating events and tours, specifically, handling administrative
services and logistics management
● Background
on education, training or organising learning events with clear learning
objectives and methodology
● Facilitation
skills
● Background
or existing network related to disaster management or government relations are
an advantage
● Good
command of English;
All written and visual outputs should comply with the AHA Centre’s
brand guidelines.
APPLICATION REQUIREMENTS
●
Letter
of application
●
Proposal
that includes:
o proposed objectives
o outcome measurement
(including indicators for assessing learning progress, means for feedback and
evaluation)
o agenda/itinerary
(general description and a list of potential sites for visit)
o management
structure/implementation arrangement
o detailed cost (item,
unit price, quantity, total cost)
●
Company
profile and business registration document or any proof of legal status to
engage in business; for individual consultant, track record or past projects of
the same nature of work and similar value of contract
●
Curriculum
vitae of team members or consultant
●
List
of reference (at least 3) with contact information (name, position,
organisation, email address, contact number
●
AHA
Centre Supplier Information Form
SELECTION CRITERIA
The
applicants will be selected based on the following criteria:
|
|
Max Score
|
Weighted Score
|
|
Technical Proposal
|
|
65%
|
|
10
points
|
|
|
10
points
|
|
|
10
points
|
|
|
10
points
|
|
|
10
points
|
|
|
10
points
|
|
|
Financial Proposal
|
|
35%
|
|
5
points
|
|
|
10
points
|
|
|
10 points
|
Value
for money will be measured in terms of cost per participant (25 participants in
total) in relation to the totality of services included in the narrative and
financial proposal.
APPLICATION PROCESS
Interested
universities, research institutions, firms, consultants are welcome to submit
their bid.
All supporting documents and a completed AHA Centre Supplier Information Form can be sent via email
to admin@ahacentre.org cc: ferosa.arsadita@ahacentre.org by the latest on 31
July 2020.
The Selection Panel's
decision is final and only shortlisted candidates will be notified.
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