Call for Consultancy of Webinar Series on School and Community Disaster Preparedness in Asia.

Closing date

Plan International Asia Pacific Regional Office (APAC)

Webinar Series on School and Community Disaster Preparedness in Asia

1. About Plan International

Plan International [1]is a development and humanitarian organization that strives to advance children’s rights and equality for girls all over the world. As an independent organization, we work alongside children, young people, our supporters and partners to tackle the root causes of the challenges girls and all vulnerable children are facing. We support children’s rights from birth until they reach adulthood and enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. For over 80 years we have been building powerful partnerships for children, and we are active in over 75 countries.

2. Background

Worldwide, approximately 1.2 billion students are enrolled in primary and secondary school around the world; out of these students, at least 875 million school children live in high seismic risk zones[2] and hundreds of millions more face regular floods, landslides, extreme winds and fire hazards. These children are spending up to 50 percent of their waking hours in school facilities that are often neither constructed nor maintained to be disaster resilient. In the coming years, children’s vulnerability to disasters in Asia is expected to increase as the frequency and intensity of natural hazards rise. Regionally, over the last decade, Asia has suffered the greatest number of natural disasters with 80% of the global death toll. One of the most significant consequences of disasters induced by natural hazards is the impact they have on children’s education, as it is often one of the first activities abandoned when disasters occur.

In the Asia Pacific region, Plan International continues strengthening and expanding its portfolio on disaster risk management that includes safe schools programming, community-based disaster risk reduction (DRR), and civil society organizations (CSO) strengthening for building community resilience in multi-risk settings. The Plan project teams along with CSO partners are working hard to link schools to communities and advocate for local resources to support more to the comprehensive school safety programming, which contributes to building community resilience.

Plan International Asia Pacific (APAC), supported by Plan International Japan and Plan International Sweden will organize a series of webinar on disaster risk reduction in March and April 2021. The webinar series, which is composed of three different sessions will invite various actors currently engaged with DRR programming in the region, including frontline practitioners, researchers and policy makers, to share their experiences of school-centred and community-based disaster risk reduction efforts.

A service provider is expected to co-host the webinar with Plan International.

3. Objective

The objective of this webinar series is to promote and facilitate knowledge exchange on good practices of school-centred or community-based disaster risk reduction approach that Plan International has been supporting through “Safe School Programm" in the Asia-pacific region since 2012.

The webinars will be guided by the following questions.

· What lessons can be learned from experiences of Japan, which has a long history of practicing and leading school-centered disaster risk management in the region?

· To what extent, can a gender-sensitive, inclusive approach be integrated into school-centered disaster risk reduction and what are its implications to build community resilience?

· What key roles can civil society play in Asia to enhance resilience of children and communities in multi hazards settings?

3. Audience

The primary audience of this webinar series is frontline practitioners who are engaged with disaster risk reduction globally. They include NGO/CSO workers, policy makers, school teachers, school disaster management committee members, youth activists, and city and state representatives.

4. Languages

The working language of the webinar series is English. However, interpreters will be prepared for panel speakers who prefer to present in other languages.

5. Webinar Plan

The webinars will be organized by Plan International APAC, with support from Plan International Japan, Plan International Sweden, and Plan International Country Offices in Asia (Bangladesh, Nepal, Myanmar, Timor-Leste, Philippines and Cambodia) that engaged with disaster risk reduction programming.

A service provider will support to co-host the series of webinar with Plan International. The expected key roles and responsibilities of the service provider are

  • Support promote the event in different platform that include preparing relevant poster/promotion materials
  • Facilitate the coordination with potential speakers and moderators
  • Develop list/data base of targeted participants/audience in consultation with Plan International
  • Circulate invitation to targeted participants, speakers and moderator including managing the confirmation of attendance
  • Coordinate the operational of online platform for the webinar series (zoominar)
  • Support the administration arrangement for speakers and moderator including the payment
  • Documentation and reporting of the webinar series

Each webinar will last for two hours. Three webinars will be organized separately over 2 months between March and April. The tentative topics and dates for three webinars are indicated below.

Date (tentative) / Topic

Webinar 1 = March 9, 10 or 11, 2021 / School-centred DRR in Japan

Webinar 2 = March 24, 25 or 30, 2021 / Inclusive and gender-sensitive approach in school-centred DRR

Webinar 3 = April 20, 21 or 22 / Roles of civil society in DRR

A sample webinar structure is indicated below.

Time (minutes) / Topics and Sessions / Moderator and/or Resource Person

  • 14.30-14.35 / (5 minutes) / Opening & housekeeping/ Opening remarks Plan International Asia Pacific Regional Office (APAC)/ event organizer Plan International-Director level

  • 14.35-14.40/ (5 minutes) / Introduction of the speakers / Moderator / Key note speech / Regional Partners

  • 14.40-15.40 / (60 minutes) / Presentation 1 (20 minutes) / Presentation 2 (20minutes) / Presentation 3 (20 minutes)

3 panel speakers / Moderator

  • 15.40-15.55 / (15 minutes) / Q&A session on presentations / 3 panel speakers / Moderator:

  • 15.55-16.25 / (30 minutes) / Panel discussions on key questions / Q&A session on panel discussion

3 panel speakers Moderator

  • 16.25-16.30 / (5 minutes)/ Conclusion and closing / Plan International

6. Key Deliverables

The final expected deliverable from the selected service provider includes a series of three webinars. Each webinar will be scheduled in advance and three webinars will be delivered within two months in March and April, with estimated duration of up to two hours. The webinars will be recorded for further internal use. And the presentations and supporting documents from the key speakers will be collected and printed with their authorized copy rights.

The following deliverables are expected to be submitted by the selected service provider:

1) A detailed work plan with a specific timeline, estimated number of work days for each deliverable and delivery date Word Maximum 10 pages.

2) Final Summary Report including the overview of webinars delivered and observations on the learning process, action points and recommended way forward. Maximum 20 pages By 30 April 2021

7. Experience and skills requirement

A Civil Society Organization (CSO), Private Company or individual consultant have experiences of organizing online webinars. Ideally, a CSO with knowledge and experiences of DRR, Safe School, Gender and Inclusion, training and facilitation online will be preferred. (One contract will be issued)

The list of qualifications are as follows:

· At least 3 - 5 years of experience of training and facilitation (face to face and online).

· Familiar with Disaster Risk Reduction work and network in Asia Pacific

· Experience in organizing event (online and face to face) and familiar with zoom meeting

· Experience in documentation and report writing for event (webinar, conference, etc)

· Excellent writing skills in English.

· Ability to work with clients remotely and in different time zones; comfortable working in a self-directed manner and communicating proactively

How to apply

To apply, applications should email to and and include the following:

· Detailed response to the TOR by an inception report which include a detailed work plan with a specific timeline, estimated number of work days for each deliverable and delivery date (Word Maximum 10 pages)

· Detailed budget, including daily fee rates, expenses, etc.

· Curriculum Vitae and references.

· Examples of previous work relevant for this consultancy

Applications should be submitted by Jan 28th. Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.