Terms Of Reference For Consultancy For Developping A Strategic Plan For Drm
Minema Five Years Strategic Plan (2023-27)
1. Introduction
About Plan International
Plan International Rwanda opened in January 2007 and is currently working in the Eastern and Southern Provinces of Rwanda in the districts of Gatsibo, Bugesera and Nyaruguru and operating in all five refugee camps in Rwanda.
Plan International Rwanda has a Country Strategy (2020-2024) of which the overall goal is" To contribute to the access to comprehensive ECD services and the reduction of SGBV so that vulnerable children and young people, particularly girls grow up, develop and realise their rights to make decisions about their lives in protective, healthy, resilient and inclusive environments in both development and humanitarian settings". This country strategy focuses on four Country Programmes (CPs):
(i) Early Childhood Development, (ii) Child Protection, (iii) Sexual Reproductive Health and Rights and (iv) Disaster Risk Management and Resilience. We have adopted Youth Economic Empowerment and Gender Transformative Programming as cross-cutting thematic areas and enablers to support the four country programs.

2. Background
Rwanda is very vulnerable to a wide range of natural and man-made hazards. It is particularly prone to landslide, floods, storms, drought, earthquakes and due to its topography and other risk factors, weather-related shocks are generally very localized and variable from one year to the following. These shocks cause major economic losses and damages to infrastructure, assets and production. In addition, the conflicts in the region have in the last 3 decades forced hundreds of thousands of refugees to flee to Rwanda which currently hosts more than 127,000 people of concern.
Rwanda has established and developed Government-led disaster management systems, enacted various laws and policies to ensure effective disaster management as well as protection, assistance and management of refugees. In view of this, the Ministry in charge of Emergency Management (MINEMA) the then Ministry of Disaster Management and Refugees (MIDIMAR) was established on 12th April 2010.
In order to enhance the Government aspiration to attain efficient mechanism for management of disasters and promotion of disaster management awareness culture and to have a proactive refugee management policy, on 9th April 2022, the cabinet approved MINEMA new organizational structure, mission, responsibilities as determined by the Prime Minister’s Order No 005/03 of 16/05/2022 published in the Official Gazette n° Special of 17/05/2022.

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MINEMA has been given the following responsibilities:
1. To develop policies, laws and strategies for managing emergencies;
2. To prevent and mitigate disasters, recover from damages of the disasters, monitor disaster matters and respond in a timely manner in order to promote awareness on management of natural and man-made disasters;
3. To put in place policies and develop laws and strategies for the management and protection of refugees in conformity with international treaties on the protection of refugees;
4. To develop, disseminate and coordinate the implementation of policies, strategies and programs related to disaster management and refugees;
5. To monitor and evaluate the implementation of policies, laws and strategies related to the management of emergencies.
In line with the above responsibilities and National Strategy for Transformation; in order to achieve its mandate, there is a need to develop a five years strategic plan to guide on how the Ministry will position itself in order to deliver with high performance its respective mandates built around policy formulation, monitor and evaluate the implementation of policies, laws and strategies related to the management of emergencies and ensure effective coordination at all levels in the period of 2023-2027.

The development of MINEMA strategic plan will be guided but not limited to the existing policies, tools and instruments as well as the long-term aspiration of the Government to attain efficient mechanism for management of disasters and ensuring effective refugees management. These include
• Rwanda vision 2050
• The National Strategy for Transformation
• Disaster Management Policy (2012) under review, renamed National Disaster Risk Reduction and Management Policy;
• Sendai Framework for Disaster Risk Reduction (2015-2030);
• Law relating to disaster management in Rwanda (2015);
• Law relating to refugees (2014)
• Comprehensive refugee response framework and Global Compact on refugees as well as related commitments and pledges made by the Government of Rwanda in 2016 and 2019 respectively;
• Strategic Plan for Refugees Inclusion (2019-2023);
• The MINEMA and UNHCR Joint Strategy on Economic Inclusion of Refugees and Host Communities in Rwanda;
• Sectors Policies and strategies;
• National contingency plans;
• Sector based preparedness and risk resilience plans;
• Districts Disaster Management Plans (DDMPs)
The development of this strategic plan will require the understanding of disaster risk factors and refugee management context globally, regionally and nationally.
1. Objectives of the Consultancy
2. General objective
The general objective of the consultancy is to develop MINEMA five years Strategic Plan for DRM (2023-2027).
1. Specific objectives
• Assess strengths, weaknesses, opportunities and threats related to disaster risk reduction and management as well as refugee inclusion and asylum seekers management in Rwanda;
• Examine sector policies and strategies aligned with disaster and refugee management;
• Develop the strategic and implementation frameworks
o Identify relevant actions from different DRM tools available in the Ministry (DRRM policy, Preparedness plans, risk reduction strategy)
o Identify relevant actions from strategic documents especially Vision 2050, Sendai Framework, SDGs
o Describe how the identified actions shall be implemented with details on activities, sub activities, description of implementation approach, timeline, estimated budget per sub activity
• Design the monitoring and evaluation matrix with clear and realistic outputs indicators and targets;
• Facilitate consultations and technical validation with all sector partners and stakeholders

1. Work organization and support
The assignment will be conducted under the coordination of MINEMA; however, the consultant will be hired by Plan International Rwanda through its normal procurement processes.
• MINEMA will oversee the implementation of the assignment and its strategic and timely delivery.
• MINEMA will facilitate consultations and access to other supplementary evidence and information and key non-Government stakeholders, including development partners, UN agencies and NGOs.
• MINEMA will facilitate the consultant(s) in access to key documentation and data required for the completion of the assignment.
• MINEMA will also facilitate arranging key consultations and meetings with stakeholders.
The deliverables will be reviewed, approved and signed off by MINEMA and submitted to Plan International Rwanda for payment based on modalities defined in the contract.

• Expected output and deliverables
The team of consultants should submit the following:
• Deliverable 1: Inception report with the following components.
• Introduction (context, situational analysis, objectives of the assignment, expected deliverables)
• Linkage with other policy documents and instruments (Internationally, Regionally and Nationally)
• Technical approach and methodology (inception phase, desk review, key consultations, validation meetings, data analysis, quality assurance, etc.)
• Detailed work plan
• References
• Deliverable 2: Avail first draft of MINEMA strategic plan 2023-2027, for consultations and technical validation
• Deliverable 3: Report on consultations with the summary of ideas, orientation, guidance, suggestions, recommendations provided during each category/step, and how they were integrated into the draft for MINEMA consideration.
• Deliverable 4: Avail final draft reflecting inputs received for final consideration.
1. Duration
The total duration of the assignment is estimated at three months (12 weeks) after signing of the contract.
Milestones (Reports & presentations) Time Schedule as of signing of contract
Deliverable 1 End of week 4
Deliverable 2 End of week 6
Deliverable 3 End of week 10
Deliverable 4 End of week 12

VII. Qualifications of the consultant:
The consultant must have the following skills and experience:
• Advanced university degree (PhD or Masters) in environment sciences, disaster management, development studies, Humanitarian Studies, Economics, or any other related field with a minimum of 5 years of experience as consultant.
• At least 5 years of demonstrated experience in development of policies, strategies and programs with Government institutions and or other known organizations with at least 3 proofs of completion of similar/related assignments
• Specific work experience and/or partnership and coordination with Local Government Units, International and local NGOs,
• Experience in working in areas of Disaster Risk Reduction and Management and humanitarian settings.
• Extensive knowledge of Rwanda disaster management and refugee affairs context
• Proven advanced analytical and writing skills.
• Administrative documents such as
• Copy of company registration certificate (RDB Certificate);
• CV of designated personnel/Consultants;
• Copy of VAT registration certificate;
• RRA nad RSSB clearances

Submission Procedure
Kindly submit your offers clearly marked “ CONSULTANCY FOR STRATEGIC PLAN FOR DRM ” separating Technical and Financial Proposals in sealed envelop by not later than 6th January 2023 at 12:00 pm.
Remark: Plan International Rwanda will close its Offices for short break starting from 22nd December 2022 to 3rd January 2023. It is in that regard, the interested bidders are requested not to submit the proposals in this period.
Done on 16th December 2022
Submissions should be addressed to
The Chairperson -Tender Panel
Plan International Inc. Rwanda
Golden Plaza Building, Floor # 4, KG 456 St
P.O. Box 6211, Kigali, Rwanda.