*TERMS OF REFERENCE*
Consultancy : Organising Japan Study Visit for ACE Programme Batch 7
Reporting to : ACE & DELSA Programme Coordinator
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%
- Meets the objectives of the activity
10 points
- Clear outline of ideas on activities proposed
10 points
- Clear methods for assessment
10 points
- Clear implementation structure
10 points
- Overall soundness of proposal
10 points
- Value added services
10 points
*Financial Proposal*
35%
- Clarity of inclusions and exclusions
5 points
- Value for money (average unit cost)
10 points
- Value for money (totality of services proposed in relation to total
cost)
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*
<https://drive.google.com/file/d/1nZRF8BDv2Dn-Fp1lJ1RoPq5klcQWWsCn/view>
can be sent via email to admin@xxxxxxxxxxxxx cc:
ferosa.arsadita@xxxxxxxxxxxxx by the latest on *31 July 2020*.
*The Selection Panel's decision is final and only shortlisted candidates
will be notified. *
For more information on AHA Centre, please visit www.ahacentre.org.
***
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Best Regards,
HR & Administration Unit
*The AHA Centre*
Graha BNPB, 13th Floor
Jl. Raya Pramuka Kav. 38
East Jakarta 13120, Indonesia
Phone: *(62-21) 2101-2278*
Email: *admin@xxxxxxxxxxxxx <handy.suryanto@xxxxxxxxxxxxx>*
