DRAFT
UNICEF
Pacific
TERMS OF REFERENCE FOR AN AFTER ACTION REVIEW OF UNICEF
PACIFIC’S PREPAREDNESS AND RESPONSE FOR CYCOLNE PAM AND
TYPHOON MAYSAK.
Requesting Section: Deputy Representative’s office (PME)
Date: June 2015
Programme Area and Specific Project involved: CROSSCUTTING WITH A FOCUS ON UNICEF SYSTEMS FOR
DISASTER PREPAREDNESS AND RESPONSE
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Each year, UNICEF Pacific assists with the preparation for and response to tropical cyclones and typhoons in
the Pacific. In 2015, UNICEF has already responded to two Category 5 events, Cyclone Pam and Typhoon
Maysak. Cyclone Pam was declared a Level 2 emergency1, triggering the use of UNICEF simplified emergency
operating procedures. UNICEF Pacific is seeking a consultant(s) to lead a mixed-methods review including two
after action review workshops of UNICEF’s preparation for and response to Cyclone Pam and Typhoon
Maysak, focusing on the utilisation of internal UNICEF processes and recommendations for future responses.
A number of reviews of the impact and effectiveness of the emergency response to cyclone Pam have been
conducted by partners, particularly in Vanuatu. In May 2015 the Vanuatu National Disaster Management
Organization (NDMO) and line Ministries began a process of reviewing the response. These reviews also
addressed the interagency accountability of the Humanitarian Coordinator and the clusters. UNICEF provided
technical support to the WASH, Education and Child Protection Review processes at the national and subnational levels. The focus of these reviews and evaluations on the impact and effectiveness of the response
create a context for the proposed UNICEF review to focus on internal UNICEF processes.
1. Purpose and Objective
The purpose of the review is to examine UNICEF Pacific’s use of disaster preparedness and emergency
response systems for a Level 2 emergency, and by doing so, to identify both successes and also areas for
improvement in terms of disaster preparedness and response. This review is taking place in the context of
many other Agency and Government led cluster reviews of the impact of the response. Therefore this is an
internal review intended primarily as a learning exercise for UNICEF. The knowledge and recommendations
from this review are expected to be particularly relevant to preparedness and response in other small island
states, which are increasingly vulnerable to more frequent and higher impact natural disasters.
The principle objective of the review will be to share knowledge on what worked well and to provide guidance
on how to better utilise UNICEF systems for preparedness and response to emergencies for UNICEF Offices in
Vanuatu, Solomon Islands and Kiribati Offices and the UNICEF Pacific Multi-Country Office (the primary
audience). The secondary objective is to provide feedback to the East Asia and Pacific Regional Office (EAPRO)
and UNICEF Headquarters (HQ - the secondary audience) on which UNICEF procedures worked well and which
may need refinement.
1
UNICEF designation Cyclone Pam a Level 2 Emergency means that “the Country Office needs additional and prioritized support from
other parts of the organization (HQ, RO and COs) to respond and that the RO must provide leadership and support.”
2. Mandate
UNICEF’s Core Commitments for Children in humanitarian action (CCCs) outline agency wide obligations to
children affected by disaster. These commitments are the full range of obligations that UNICEF will advocate
for with government and other partners. It is usually the role of the country office to ensure the CCC’s are
prioritized during a response and that children are identified as an extremely vulnerable group.
The designation of a Level 2 Emergency triggers simplified operating procedures and increases global,
particularly regional, support to the affected country office(s) to meet the coordination, technical, operational
and resource mobilisation scale-up needed to allow UNICEF to meet the CCC’s as well as interagency cluster
obligations. This review will draw out credible lessons learned that to enhance UNICEF’s emergency
preparedness and response in the Pacific as well as informing region and global good practice for Level 2
responses.
3. Context
The Pacific is one of the most disaster-prone regions on earth. Climate change is contributing to increase in
intensity and frequency of tropical cyclones, floods, droughts as well as rising sea levels which have resulted in
chronic emergency conditions2. This also increases people of the Pacific Island Countries (PICs) vulnerability to
the impacts of natural disasters, especially the poor, who are more exposed, thus less able to reduce risk and
to recover from disasters. Each year UNICEF Pacific supports disaster preparation in the Pacific region though:
disaster risk reduction and resilience building programming; early warning early action systems; prepositioning
response supplies; training UNICEF and national governments staff; contracting arrangements; and other
measures. Over the first half of 2015, these preparations have been utilised for two responses to large
tropical storms.
Cyclone Pam
On 19 March 2015, UNICEF declared Cyclone Pam to be a Level 2 Emergency. While UNICEF responded to
Cyclone Pam in four countries (Kiribati, Solomon Islands, Tuvalu and Vanuatu), the highest level of damage
and the focus of the response was in Vanuatu. There were 11 reported deaths and approximately 166,000
persons affected in the initial assessment. More than 70% of the largely traditional housing stock was
destroyed together with a significant percentage of the public services buildings; in hardest hit areas, up to
90% of crops were destroyed. The Government declared a state of emergency on 15 March and international
assistance was immediately committed by a wide range of bilateral, regional and other humanitarian donors.
The Level 2 designation was adopted to enhance UNICEF Pacific’s response by:
1. enabling a number of additional simplifications and fast-tracking measures to complement
simplifications already available per existing UNICEF rules and regulations related to Human
Resources, Administrative and Financial Regulations and Supply emergency procedures;
2. securing prioritized, enhanced support to a country-led response from the Regional Office and
Headquarters and;
3. bolstering the Regional Office technical support.
UNICEF Response
UNICEF and partners are assisting the Governments of the cyclone-affected PICs in providing affected children
with life-saving emergency interventions and early recovery to normality. Integrated into the response are
activities that strengthen resilience for mitigating the impact of future natural disasters. Examples are water
2
Reference: short history of natural disasters in the Pacific, prepared by Per Becker, DRR specialist, UNICEF Pacific.
safety and security plans for affected communities that are dependent on only one water source, and
integrating disaster risk reduction (DRR) lessons learned into psychosocial counselling sessions for children,
caregivers and teachers so that they can improve preparedness measures and lower the risk of future
disasters. UNICEF is also supporting and strengthening Government coordination mechanisms as the
Government’s cluster co-lead for water, sanitation and hygiene (WASH), and supporting the National Disaster
Management Office, Ministries of Education, Health, Justice, and Lands and Natural Resources (for Water)
with both cyclone response and disaster risk management measures. UNICEF’s provision of WASH assistance
will be part of the overall sector’s response to an affected population of some 110,000 people of which
UNICEF directly targets 70,000 with access to safe water, sanitation facilities, improved hygiene practices, and
identification of alternate water sources as part of DRR. UNICEF sought to provide kits including soap,
household water treatment and dignity kits for girls and women. UNICEF worked with key partners to provide
emergency health services to prevent and treat childhood illnesses including the re-establishment of coldchain capacities, the immunization of some 25,000 under-5 children against measles, and the restoration of
other health services for mothers, pregnant women, new-borns and children, with a focus on leading causes of
under-five mortality identified through sentinel surveillance. The nutrition situation is concerning; almost one
in three children are chronically malnourished as a result of long-term nutritional deficiencies and inadequate
infant and young child feeding practices and which put them at high risk for acute malnutrition, especially in
communities where water is contaminated and food scarce. UNICEF is supporting government efforts to
reach emergency-affected populations through both community and clinic-based interventions including
identifying acute malnutrition cases for referral and treatment as well as infant and young child feeding
counselling, and distribution of micronutrients. UNICEF support also includes resumption of education for
22,500 affected children through establishment of temporary and safe learning spaces and provision of
teaching and learning materials. In addition, this programme incorporates psychosocial support and lessons
learned to reduce risk, reaching young and adolescent children, as well as caregivers and teachers affected by
the cyclone in order to minimise damaging effects of trauma.
For the latest reporting on the results of UNICEF programming please see the Situation Reports at
http://www.unicef.org/pacificislands/1831_23761.html.
Reviews and Evaluations of the Response to Cyclone PAM
A number of reviews of the impact and effectiveness of the emergency response have been conducted. In
May 2015 the Vanuatu National Disaster Management Organization (NDMO) and line Ministries began a
process of reviewing the response. These reviews also addressed the interagency accountability of the
Humanitarian Coordinator and the clusters. UNICEF provided technical support to the WASH, Education and
Child Protection Review processes at the national and sub-national levels.
NOTE: As indicated in Purpose and Objectives, the focus of these reviews and evaluations on the impact and
effectiveness of the response create a context for the UNICEF AAR workshops to focus on internal UNICEF
processes. It is intended that the consultant should review the outcomes of the other evaluations as part of a
desk review process.
Typhoon Maysak
From 29 to 31 March, Typhoon Maysak caused extensive damage across the Federated States of Micronesia
(FSM). Yap and Chuuk states were the worst affected with all five reported fatalities occurring in Chuuk. The
United States Agency for International Development (USAID), estimated that 29,000 people were directly
affected by the storm and damage throughout the FSM amounted to USD 8.5 million. This was a Level 1
Emergency with the response handled internally by UNICEF Pacific.
1. Management of the Review
The overall responsibility for organizing and conducting the review will be under the supervision of the
evaluation management group that will provide guidance to the consultant and quality assure key
deliverables. The review will be led by UNICEF Pacific in Suva, Fiji in close collaboration with the field office in
Port Vila, Vanuatu. Field offices in the Solomon Islands and Kiribati, as well as UNICEF staff in Tuvalu will also
be consulted.
2. Scope of the review
The review will cover the preparation and response phases for Cyclone Pam and Typhoon Maysak in all
countries where UNICEF provided a response. The overall impact of UNICEF emergency programming is
being considered through other, multi-agency processes. Instead, this review will focus on UNICEF processes
with a focus on learnings around disaster response management, including preparedness for future responses.
There will be a focus on the response to Cyclone Pam in Vanuatu as the largest response conducted by the
Pacific Multi-Country Office in several years. Typhoon Maysak is included in order to consider systemic issues
and the differing challenges facing sub-regions of the Pacific.
3. Key Review Questions
The key review questions are:
1. What worked well?
2. What didn’t work well?
3. How can we improve?
While other issues may be identified through the desk review, the preliminary interviews and the workshop, it
is expected that the key review questions will be applied to the following key topics:
1. Utilisation of UNICEF processes for disaster preparedness by various levels of the organisation
(Country, Regional office, HQ divisions and units)
a. Focus on measures that can be taken in the lead up to cyclone season and in the days/hours
prior to a cyclone/typhoon
b. Particular interest/special attention will be given to review: a) emergency clauses in
suppliers/partners contracts; b) prepositioning of supplies; c) training of staff and placement
of staff
2. Utilisation of UNICEF emergency procedures 3activated by the Level 2 emergency
3. Clear guidance for future responses
a. Concrete recommendations with clear accountabilities for better:
i. preparedness; and
ii. use of Level 2 procedures by the Pacific Office.
b. Targeted recommendations to the Regional Office and Headquarters on Level 2 procedures.
4. Methodology
The review is to be carried out through: a desk review; a linked set of two after action review workshops (the
first in Port Vila, Vanuatu and the second in Suva, Fiji); key informant interviews; analysis and synthesis of
these inputs; and presentation of a final report including recommendations.
3
UNICEF procedures will be provided as part of background materials upon commencement of the contract
Desk Review
The first step will be to conduct a thorough review of relevant documents including but not limited to: UNICEF
Level 2 simplified operating procedures; relevant UNICEF policies and guidance; situation reports; reporting
from other reviews of Cyclone Pam, particularly those in which UNICEF participated; UNICEF Pacific Early
Warning Early Action materials; UNICEF timeline of the first 30 days of the response; handover notes and exit
reports from deployed staff, initial key lessons document prepared by the Pacific Office.
Background literature and materials as well as key information sources will be provided upon commencement
of the contract.
After Action Review (AAR) workshops
Two AAR workshops are to be conducted. The first should take place in Port Vila, Vanuatu (August, dates to
be confirmed). This will focus solely on preparedness for and the response to Cyclone Pam in Vanuatu.
The second will should take place in Suva, Fiji (August, dates to be confirmed). This will be broader, looking at
the response to Cyclone Pam and Typhoon Maysak in all relevant countries. The second workshop should be
informed by and build upon the first workshop.
It is expected that each AAR workshop will be between 1 and 2 days in duration.
Key informant interviews
These should be conducted prior to or after the first workshop, but should be largely completed prior to the
second workshop. It is anticipated that most of the interviews will be with relevant UNICEF
staff/contractors/stand-by-partners involved in the responses. However, UN, governments and implementing
partners may also be interviewed where appropriate. Interviews should be conducted with personnel in
Vanuatu, the Solomon Islands, Kiribati, FSM, Tuvalu, Fiji and EAPRO. It is recommended that face to face
meetings are done in Vanuatu and Fiji only. For other interviews, telephone or skype or other online methods
are recommended.
Suggested contact persons and contact details will be provided upon commencement of the contract.
5. Ethical Considerations
The UNICEF Procedure for Ethical Standards In Research, Evaluation, Data Collection and Analysis will be
provided, the contractor should ensure compliance with all relevant provisions. Where appropriate,
informants should be assured confidentiality. The Consultant’s proposal must include a section identifying
anticipated or actual ethical issues throughout the process as well as the measures and methods anticipated
or adopted to address or mitigate against these issues.
6. Work Assignment
The consultant will review all existing documentation; manage interviews; provide qualitative and quantitative
data analysis findings; and recommendations to the required standards.
Throughout the review process, the consultant(s) will be responsible for ensuring the quality of the
information collected as well as ensuring that all data collection activities are in compliance with the UNICEF
procedures and evaluation standards. The consultant(s) is responsible for ensuring that key informant
interviews and particularly the AAR workshops are properly documented. This may include sub-contacting
additional personnel for documentation and note-taking.
7. Work Schedule
The contract will commence during the first week of August and payment will be based on up to 5 weeks (25
days) of paid work over a period of up to 6 weeks, depending on the final scheduling of the two AAR
workshops.
Detailed work schedule and deliverables
Weeks
1-2
Activities

Desk review

Preparation of workshops

Preparation of schedule of key
informant interviews
3–4



5



AAR workshop Vanuatu
Key informant interviews (can
begin before the AAR in
Vanuatu)
AAR in Fiji
Analysis and synthesis of
information
Preparation of final report
Presentation of
recommendations through
email, skype and/or meeting
Deliverables
Review workplan including:

Detailed draft AAR workshop agendas
including participative activities and clear
processes for recording and
documentation

Schedule of key informant interviews

Questions for key informant interviews

Draft table of contents for the Final Report



Weekly email update of progress
Finalised AAR workshop agenda
Documentation of the first (Vanuatu) AAR to
be provided within 3 working days of the AAR
Final report of up to 10 pages including:

A text report with clearly presented
SMART strategic and operational
recommendations for the field offices and
UNICEF Pacific office to be better prepared
to respond to future disasters,

As per UNICEF Procedures, the report must
include a section identifying anticipated or
actual ethical issues throughout the
process as well as the measures and
methods adopted to mitigate against these
issues.

Annex of one page feedback each for
UNICEF EAPRO and Head Quarters

Annexes with documentation of both
workshops and key informant interviews

A brief power point presentation of the
key recommendations.
8. Official Travel
The consultant(s) is responsible for arranging their own travel and accommodation. UNICEF will support the
logistics and costs for the AAR workshops. The desk review and preparation and presentation of
documentation/deliverables can be conducted from any location. The two AARs will require the presence of
the contractor(s) in Port Vila, Vanuatu and Suva, Fiji respectively for at least two days prior and one day
following the AARs. It is recommended that face to face key informant interviews are done in Vanuatu and Fiji
only. For other interviews, telephone or skype or other online methods are recommended. The cost of travel,
living allowance and all communications (telephone and internet) are to be included in the total cost of the
contract, with all arrangements to be made by the consultant.
9. Payments
10% of the consultancy fee upon delivery of a workplan and evidence of plane ticket purchase
30% of the consultancy fee upon delivery of the workshops
60% upon approval of the final report
10. Qualifications or Specialized Knowledge/Experience Required
The consultant(s) selected to undertake this review is expected to have the following:

At least 7 years of professional experience in the humanitarian sector including research or evaluative
work on humanitarian issues/performance;

Knowledge of current evaluative and analytical literature on the humanitarian sector in general;

Proven research skills including production of analytical papers or report on issues on performance in
the humanitarian sector;

Knowledge of strategic and operational management of humanitarian operations and proven ability
to provide strategic recommendations to key stakeholders;

Experience in the Pacific region an advantage;

Basic Ethics training is required

Strong facilitation, data analysis and report writing skills;

Proven interview skills including experience with all levels of interviewees from field staff to heads of
office to senior level staff globally within a UN agency; and

Availability in August and early September 2015.
Prepared by Anthea Moore
Title: Planning Specialist
Date:
____________________________
Approved by Deputy Representative
Name: Isabelle Austin
Date:
11. UNICEF Standard Terms and Conditions
1. LEGAL STATUS
Individuals engaged under a consultant contract serve in a personal capacity and not as representatives of a
Government or of any other authority external to the United Nations. They are neither "staff members" under the Staff
Regulations of the United Nations and UNICEF policies and procedures nor "officials" for the purpose of the Convention
of 13 February 1946 on the privileges and immunities of the United Nations. Consultants may, however, be given the
status of "experts on mission" in the sense of Section 22 of Article VI of the Convention. If they are required to travel
on behalf of the United Nations, they may be given a United Nations certification in accordance with Section 26 of
Article VII of the Convention.
2. OBLIGATIONS
Consultants shall have the duty to respect the impartiality and independence of the United Nations and shall neither
seek nor accept instructions regarding the services to be performed for UNICEF from any Government or from any
authority external to the United Nations. During their period of service for UNICEF, consultants shall refrain from any
conduct that would adversely reflect on the United Nations or UNICEF and shall not engage in any activity that is
incompatible with the discharge of their duties with the Organization. Consultants are required to exercise the utmost
discretion in all matters of official business of the Organization. In particular, but without limiting the foregoing,
consultants are expected to conduct themselves in a manner consistent with the Standards of Conduct in the
International Civil Service. Consultants are to comply with the UNICEF Standards of Electronic Conduct and the
requirements set forth in the Secretary General's Bulletin on Special Measures for Protection from Sexual Exploitation
and Sexual Abuse, both of which are incorporated by reference into the contract between the consultants and UNICEF.
Unless otherwise authorized by the appropriate official in the office concerned, consultants shall not communicate at
any time to the media or to any institution, person, Government or other authority external to UNICEF any information
that has not been made public and which has become known to them by reason of their association with the United
Nations. The consultant may not use such information without the written authorization of UNICEF. Nor shall the
consultant use such information for private advantage. These obligations do not lapse upon cessation of service with
UNICEF.
3. TITLE RIGHTS
UNICEF shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with
regard to material which bears a direct relation to, or is made in consequence of, the services provided to the
Organization by the consultant. At the request of UNICEF, the consultant shall assist in securing such property rights
and transferring them to the Organization in compliance with the requirements of the applicable law.
4. TRAVEL
If consultants are required by UNICEF to travel beyond commuting distance from their usual place of residence, such
travel at the expense of UNICEF shall be governed by conditions equivalent to the relevant provisions of the 100 series
of the United Nations Staff Rules (Chapter VII) and relevant UNICEF policies and procedures. Travel by air by the
most direct and economical route is the normal mode for travel at the expense of UNICEF. Such travel will be by
business class if the journey is nine hours or longer, and by economy class if the journey is less than nine hours, and
first class by rail.
5. MEDICAL CLEARANCE
Consultants expected to work in any office of the Organization shall be required to submit a statement of good health
prior to commencement of work and to take full responsibility for the accuracy of that statement, including confirmation
that they have been fully informed regarding inoculations required for the country or countries to which travel is
authorized.
6. INSURANCE
Consultants are fully responsible for arranging, at their own expense, such life, health and other forms of insurance
covering the period of their services on behalf of UNICEF as they consider appropriate. Consultants are not eligible to
participate in the life or health insurance schemes available to United Nations staff members. The responsibility of the
United Nations and UNICEF is limited solely to the payment of compensation under the conditions described in
paragraph 7 below.
7. SERVICE INCURRED DEATH, INJURY OR ILLNESS
Consultants who are authorized to travel at UNICEF's expense or who are required under the contract to perform their
services in a United Nations or UNICEF office, or their dependants as appropriate, shall be entitled in the event of
death, injury or illness attributable to the performance of services on behalf of UNICEF while in travel status or while
working in an office of the Organization on official UNICEF business to compensation equivalent to the compensation
which, under Appendix D to the United Nations Staff Rules (ST/SGB/Staff Rules/Appendix D/Rev.1 and Amend.1),
would be payable to a staff member at step V of the First Officer (P-4) level of the Professional category.
8. ARBITRATION
Any dispute arising out of or, in connection with, this contract shall, if attempts at settlement by negotiation have failed,
be submitted to arbitration in New York by a single arbitrator agreed to by both parties. Should the parties be unable
to agree on a single arbitrator within thirty days of the request for arbitration, then each party shall proceed to appoint
one arbitrator and the two arbitrators thus appointed shall agree on a third. Failing such agreement, either party may
request the appointment of the third arbitrator by the President of the United Nations Administrative Tribunal. The
decision rendered in the arbitration shall constitute final adjudication of the dispute.
9. TERMINATION OF CONTRACT
This contract may be terminated by either party before the expiry date of the contract by giving notice in writing to the
other party. The period of notice shall be five days in the case of contracts for a total period of less than two months
and fourteen days in the case of contracts for a longer period; provided however that in the event of termination on the
grounds of misconduct by the consultant, UNICEF shall be entitled to terminate the contract without notice.
In the event of the contract being terminated prior to its due expiry date in this way, the consultant shall be compensated
on a pro rata basis for no more than the actual amount of work performed to the satisfaction of UNICEF. Additional
costs incurred by the United Nations resulting from the termination of the contract by the consultant may be withheld
from any amount otherwise due to the consultant from UNICEF.
10. TAXATION
The United Nations and UNICEF undertake no liability for taxes, duty or other contribution payable by the consultant
on payments made under this contract. No statement of earnings will be issued by the United Nations or UNICEF to
the consultant.
11. OTHER PROVISIONS