Facilitation Team for the DRR and EiE Workshop of ECHO and its Partners in Southern Africa and the Indian Ocean Region (SAIO)


1 Summary

1.1 Purpose: To oversee and facilitate the proceedings and dynamics of the workshop ensuring that the objectives of the Workshop are achieved. The facilitation team will be responsible for defining the details of the workshop agenda together with ECHO and the Finnish Red Cross, identifying and proposing a list of key participants from research institutes in the region, facilitating and ensuring the smooth implementation of the workshop and producing the final workshop report according to specifications agreed with ECHO and the Finnish Red Cross

1.2 Audience: Finnish Red Cross, ECHO, ECHO partners in the SAIO Region

1.3 Commissioners[1]: This facilitation is commissioned by the Finnish Red Cross

1.4 Duration: The estimated amount of working days is 15

1.5 Timeframe: August-October 2019, the Workshop is taking place 25.-27. September 2019

1.6 Location: Johannesburg, South Africa

2 Background

The European Union, and its Members States, is among the major global humanitarian donors having provided humanitarian assistance since 1992 in over 110 countries. In the SAIO Region, the European Union – through ECHO – mobilizes humanitarian assistance and disaster risk reduction interventions through European non-governmental organization, the Red Cross/Red Crescent Movement, the United Nations and other inter-governmental organizations. Currently ECHO-funded projects and operations are being implemented in Madagascar, Mozambique, Malawi, Lesotho, Zambia and Zimbabwe.

The SAIO region is highly vulnerable to various hazards ranging from floods, cyclones, droughts and epidemics resulting in loss of lives and livelihood assets, economic losses and population displacement. Threats facing the region are interlinked, including the annual flood and cyclone season (October-March), and localised droughts. Disasters represent a major source of risk for the most vulnerable populations and can potentially undermine development gains. Hydro-meteorological hazards, in particular floods, cyclones and droughts, represent the primary threat to lives and to food and livelihood security. In the last two years cyclical and worsening climate phenomena have stretched Disaster Risk Management (DRM) systems, coping capacities and increased vulnerability.

Through its support, ECHO aims at contributing to reducing disaster risk of the most vulnerable populations, while also enhancing preparedness and response capacities of national disaster management systems.

In order to build synergies between interventions in the Region, and gather input for its operational partners and academia, ECHO organizes yearly regional coordination meetings. In 2019, this workshop will follow the themes of Disaster Risk Reduction and Education in Emergencies following ECHO’s regional strategic approach and funding priorities.

3 Objectives of the Workshop

This Workshop aims at bringing together ECHO partners, relevant governmental and humanitarian stakeholders, and ECHO itself to discuss key matters related to Disaster Risk Reduction and Disaster Preparedness in the SAIO and define common approaches to tackling the challenges faced in the region.

In particular, this workshop intends to:

  • Review the achievements and gaps related to disaster preparedness in the SAIO region
  • Recommend and adapt specific activities and approaches with ECHO’s strategy for disaster preparedness and education in emergencies (EiE) in the Region.

From deliberations between the participants, it is expected that a workshop report is produced summarizing the key discussions points and recommendation for improved programming. The target audience of this report will be ECHO itself, its humanitarian partners, as well as national disaster management agencies, donors, research institutes and the private sector.

Tentative Workshop programme is in Annex 1.

4 Tasks and Responsibilities of the Facilitation Team

To achieve the objectives of the Workshop, an experienced facilitation team will be contracted to oversee and facilitate the proceedings and dynamics of the event. The facilitation team will be responsible for:

  • Defining the detailed agenda of the Workshop together with ECHO and the Finnish Red Cross
  • Identifying and proposing a list of key participants from research institutes in the region
  • Facilitating and ensuring the smooth implementation of the workshop
  • Producing the final workshop report according to specifications agreed with ECHO and the Finnish Red Cross

5 Profile and Composition of the Facilitation Team

The facilitation team must be composed of at least one Lead Facilitator and one Facilitation Assistant; both of whom should have proven experience in the successful facilitation of thematic workshops/conferences in the fields of disaster management, disaster risk reduction, or any other comparable subjects.

At least the Lead Facilitator should hold a comprehensive understanding of the humanitarian context in the SAIO Region and understand the wider disaster management institutional frameworks / networks among government agencies, humanitarian partners, research institutions, and the private sector.

Professional experience as disaster management/disaster risk reduction practitioners or academics is considered an asset for this assignment.

6 Deliverables

  1. A list of key participants from research institutes in the region
  2. Detailed agenda for the Workshop. The agenda also outlines how the team will conduct the facilitation.
  3. A draft final workshop report drafted according to specifications agreed with ECHO and the Finnish Red Cross submitted within a week after the workshop. The comments from the FRC and the relevant stakeholders to be forwarded to the Lead Facilitator within one week after receiving the draft.
  4. A final (corrected) workshop report to be submitted to the Finnish Red Cross within one week of receiving the comments

7 Proposed duration and timeframe

The facilitation work consists of estimated 15 working days in total. The work is expected to take place in August-October 2019, with the 3 day workshop taking place on 25.-27. September. The final report must be submitted to Finnish Red Cross by no later than 11.10.2019. In the consultants’ offer, a detailed timeline is to be presented including a breakdown of working days into following 3 phases:

a) Preparation

b) Workshop

c) Final reporting phase



Preliminary Draft 1 – 08/07/19

1 Key points

Title of the workshop : “DRR and EiE Workshop of ECHO and its Partners in Southern Africa and Indian Ocean Regional (SA IO)” (the title may change slightly)

Objective of the workshop:

1) Review the achievements and gaps related to disaster preparedness (DP) in the SA IO region and

2) Recommend and adapt specific activities and approaches within the strategy of ECHO for Disaster Preparedness and Education in Emergencies (EiE) in the Region.

Attention: particular focus will be given to the following countries only: Madagascar, Malawi, Mozambique, Lesotho, and Zimbabwe with some aspects also for eSwatini and South Africa.

Output of the workshop: a workshop report that summarize the key discussion points, the idea proposed and the recommendations to a) ECHO; b) its partners; c) countries Disaster Management Agencies; other stakeholders such as donors, research institutes and private companies.

Requesting Agency: European Civil Protection and Humanitarian Aid Operations (ECHO)

Organizing Agency: Finnish Red Cross (FRC)

Location: Johannesburg or Pretoria – venue TBD – See below

Date of the workshop: 25, 26 and 27 September 2019 (first two day full time, third day only in the morning)

Participants: estimated min 70 – max 130 people – See below section on participants

2 Task of the organizing agency (Finnish Red Cross):

  1. Organize the whole event.2. Identify the appropriate venue
  2. Organise the venue, needed equipment, materials and services:

a) Send the invitations (drafted with ECHO) and follow up on inquiries from invitees / participants. ECHO will send a preliminary “book the date” message to the participants.

b) A second more structured invitation will be sent by FRC (estimated to be sent by 15 August) and followed by reminders

c) The invitations will be sent also via the Cap4Dev application https://europa.eu/capacity4dev/disaster-risk-reduction-drr-in-the-southe… where all the docuent will be stored.

  1. Responsible for the logistics and administration.5. Pay travel costs and allowances for app. 10 people or more (depending on other costs); these participants to be chosen with ECHO
  2. Identify, hire and pay two facilitators (one senior and one assistant) in charge of 1) defining the detailed agenda with ECHO and FRC, identifying key participants from research institutes, 2) facilitating / ensuring smoot implementation of the workshop, 4) producing a final report. For this the FRC has drafted and shared with ECHO the ToR.7. Other activities related to the smooth implementation of the event.

3 – Tentative workshop agenda

Below is a very tentative draft to be elaborated and structured with the facilitation team in cooperation with ECHO.

25 September

morning : Registration followed by presentations: ECHO Presentation – Risk Situation from Research Institute, Presentation from SADC DRR Unit, Case Studies from Partners

afternoon: Preliminary topics: Gaps on DRM System, Education in Emergencies

26 September

morning: Parallel sessions on Cash Prepardness, Early Warning Systems, Shock Responsice Social Protection Systems, Innovation, Crisis Modifier, Education in Emergencies

afternoon: Plenary Discussion

27 September

morning:Elaboration of the recommendations and conclusions


Estimated min 70 – max 130 people 1 -2 people per agency per country from the following:

· NGOs, UN and IO partners of ECHO operating in at least one of the 7 countries listed above;

· DMA for each of these 7 countries including 2 people for SADC DRR unit

· 5-10 people from research institute (1 per research institute)

· 10 people from private companies dealing with DRR (1 per research institute)