Job Description

(CAGAYAN PROVINCE) Short-Term Consultancy for Workshop Coordination, Documentation, and Technical Support for the Integration of Anticipatory Action into Local and Barangay DRRM Plans

1. Background

The Start Ready Risk Pool 5 – Philippines Cyclone with National Reserve Fund initiative is implemented by a consortium comprising Green Meadows Devt Foundation, Inc., SPUP-Community Development Center, PhilRADs, Humanity and Inclusion, and Relief International. The initiative aims to strengthen local capacity to anticipate, prepare for, and respond to climate- and disaster-related hazards.

A key activity is the integration of Anticipatory Action (AA) into existing Local and Barangay Disaster Risk Reduction and Management (LDRRM/BDRRM) Plans. This will help link risk information, early warnings, triggers, anticipatory actions, roles, and resources within existing DRRM mechanisms.

To support this, the consortium will conduct an AA Integration Workshop for LGUs of Camalaniugan, Gattaran, and Baggao, and their 21 target barangays. Participants will include LDRRMOs, relevant LGU offices, and representatives of women, persons with disabilities, youth, and other vulnerable sectors, with approximately 30 participants per LGU. Relief International Philippines will lead the workshop design and technical preparation in coordination with the consortium and resource person/s, with consortium members supporting facilitation. A short-term consultant will be engaged for two (2) months to support coordination, documentation, consolidation of workshop outputs, and follow-up technical assistance.

2. Purpose of the Consultancy

The consultancy aims to provide administrative, coordination, documentation, and follow-up support for the AA Integration Workshop and the subsequent enhancement of participating LGU and barangay DRRM plans.

The consultant will work closely with RI Philippines and the designated resource person/s but will not be responsible for the primary technical design or facilitation. The main responsibility is to ensure effective workshop preparation and coordination, systematic documentation of proceedings and outputs, and follow-through on agreed actions after the workshop.

3. Scope of Work and Key Responsibilities

The consultant will provide administrative, coordination, documentation, and follow-up support to ensure the effective conduct of the AA Integration Workshop and subsequent integration of Anticipatory Action into participating LGU and barangay DRRM Plans. The consultant will work under the guidance of Relief International Philippines and the designated resource person/s.

A. Pre-Workshop Coordination and Administrative Support

The consultant shall:

• Coordinate with participating LGUs, barangays, resource person/s, and participants on schedules, invitations, attendance, and logistical requirements;
• Maintain participant confirmation and coordination trackers;
• Follow up with resource person/s on availability, travel, presentations, and other requirements;
• Assist in preparing and organizing workshop materials, registration and attendance forms, evaluations, and other administrative documents; and
• Provide other reasonable administrative support required for the workshop.

B. Workshop Documentation and Support

The consultant shall:

• Provide coordination and administrative support to the workshop facilitation team;
• Document key discussions, agreements, recommendations, action points, and outputs from plenary and group sessions;
• Maintain attendance and other required workshop records;
• Organize presentations, photographs, group outputs, participant feedback, and other workshop materials; and
• Ensure systematic documentation of outputs relevant to AA integration into LDRRM and BDRRM Plans.

C. Post-Workshop Follow-up and Coaching

The consultant shall:

• Coordinate and schedule post-workshop coaching sessions with participating LGUs and barangays;
• Maintain a tracking matrix on the progress of each LGU/barangay in enhancing its DRRM Plan;
• Follow up on agreed actions, pending inputs, and required documents;
• Consolidate comments and inputs from RI, resource person/s, and participating LGUs; and
• Flag delays, challenges, and issues requiring RI or consortium action.

D. Consolidation and Process Documentation

Under the technical guidance of RI Philippines and the resource person/s, the consultant shall:

• Consolidate workshop and coaching outputs relevant to AA integration;
• Assist in organizing and compiling revised sections/components of LDRRM and BDRRM Plans;
• Prepare a consolidated matrix showing the status of AA integration for each participating LGU/barangay, using the template provided by RI; and
• Document the overall process, including key achievements, challenges, lessons learned, and recommendations.

E. Final Reporting and Deliverables

The consultant shall submit:

• AA Integration Workshop documentation report;
• Post-workshop coaching documentation and progress tracker;
• Consolidated documentation of AA integration into relevant DRRM Plans; and
• Final consultancy report summarizing activities, outputs, challenges, lessons learned, and recommendations for sustaining AA integration at the local level.

4. Key Deliverables

The consultant is expected to deliver the following:

a. Inception/ Work Plan

Brief work plan, coordination approach, participant tracking mechanism and documentation plan

Week 1

b. Workshop Coordination Package

Confirmed participant list, invitation/coordination tracker, resource person coordination, attendance and workshop administrative materials

Before workshop

c. Workshop Documentation Package

Attendance records, photographs, presentations/materials, session notes, group outputs, agreements and action points

Immediately after workshop

d. Consolidated Workshop Output

Organized and consolidated outputs relevant to AA integration into LDRRM/BDRRM Plans

Within 1 week after workshop

e. Post-Workshop Coaching Tracker

Documentation of coaching sessions, LGU progress, pending actions and technical inputs required

During coaching period

f. Draft Enhanced Plan Documentation

Consolidated/revised LDRRM/BDRRM plan sections incorporating agreed AA elements, subject to technical review by the consortium/resource person

Weeks 5-7

g. Final Consultancy Report

Process documentation, lessons learned, challenges, recommendations, status of LGU outputs and final documentation package

End of consultancy

5. Duration

The consultancy shall cover a period of two (2) months, tentatively from September 14, 2026 to November 13, 2026.

6. Reporting and Supervision

The consultant shall work under the overall supervision of RI Philippines Humanitarian Manager and shall coordinate closely with the Consortium project team, workshop facilitation team; resource person/s; and Participating LGU focal persons.

7. Required Qualifications and Experience

The consultant should possess:

• Bachelor’s degree in DRRM, Development Studies, Public Administration, Social Sciences, Communications, or related field;
• At least 3 years’ relevant experience in DRRM, humanitarian/development programming, project coordination, or disaster preparedness;
• Experience working with LGUs, barangays, government offices, and/or community organizations;
• Experience in workshop coordination, documentation, report writing, and consolidation of outputs; and
• Knowledge of Philippine DRRM planning, including LDRRMP/BDRRM, and familiarity with Anticipatory Action is an advantage.

8. Payment Schedule

1st Payment (30%)

Signed contract and approved inception/work plan and completion of pre-workshop coordination requirements

2nd Payment (30%)

Completion and submission of workshop documentation and consolidated workshop outputs

3rd Payment (20%)

Completion and submission of post-workshop coordination/coaching documentation and draft enhanced plan documentation

Final Payment (20%)

Acceptance of the final documentation package and the final consultancy report

TOTAL 100%

Note: the consultancy fee is subject to government-applicable taxes.

9. Ownership and Confidentiality

All documents, data, workshop outputs, photographs, reports, templates, and other materials produced or collected under this consultancy shall be considered project documents and shall remain the property of Relief International Philippines.

The consultant shall maintain confidentiality regarding all information obtained during the engagement and shall not disclose, reproduce, or use project information for purposes unrelated to the consultancy without prior written authorization.

The consultant shall comply with applicable organizational policies on safeguarding, PSEA, data protection and confidentiality, code of conduct, fraud prevention, and security and safety.

RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability

As a humanitarian organization, Relief International is committed to the safeguarding of all those we come into contact with through our work. We are committed to the core humanitarian principles regarding prevention of sexual exploitation and abuse. Relief International expects all staff and volunteers to share this commitment and uphold the values and behaviors outlined in the Code of Conduct.

Recruitment to all roles in Relief International include a criminal records self-declaration, references, and other pre-employment checks, which may include police and qualifications checks.