Consultancy - Needs Assessment Disaster Management needs and needs for MHPSS Services in frontline regions in Ukraine

1. Background

This comprehensive needs assessment (the Assessment) is commissioned by the Ukrainian Red Cross Society (URCS) with support from the Danish Red Cross (DRC), German Red Cross (GRC), and other partners within the Red Cross Red Crescent Movement (RCRC Movement) in Ukraine.

Since the large-scale escalation of the conflict on 24 February 2022, Ukraine has faced increased risks and threats (natural, man-made and military), exacerbated by ongoing military operations on the territory and stretched disaster risk management (DRM) capacities at multiple levels. Simultaneously, the country continues to contend with natural hazards, complicating efforts to prepare the population for various eventualities based on regional risks. URCS, with support from DRC and GRC, aims to enhance disaster management (DM) and improve preparedness and response mechanisms at organisational, institutional and community levels.

The conflict has profoundly affected the civilian population: active hostilities have resulted in at least 11.973 civilian casualties and extensive damage to infrastructure. Millions of Ukrainians have been displaced, either temporarily or permanently, and many experience high levels of distress, anxiety, and sleep deprivation due to prolonged exposure to violence and trauma. In response, URCS has significantly scaled up the provision of psychosocial support nationwide, complementing the existing healthcare system with Mobile Health Units (MHUs) and home-based care (HBC) services. Overall, an estimated 14 million people in Ukraine require humanitarian assistance due to the ongoing conflict.

Given these circumstances, a nuanced understanding of the existing capacities, protocols, and gaps within the DM/DRM systems and MHPSS services is critical. Therefore, this needs assessment aims to assess the critical gaps, needs and priorities for effective institutional and community preparedness in conflict-affected areas, while also exploring the provision and quality of MHPSS and protection services.

2. Purpose, Objectives and Scope

2.1 Purpose

The primary purpose of this needs assessment is to obtain a comprehensive understanding of gaps, needs in effective institutional and community preparedness in conflict-affected regions of Ukraine, focusing on identifying priorities and and opportunities for improvement. It will also explore the availability and accessibility of MHPSS and protection services to support the resilience and well-being of vulnerable groups.

The assessment aims to create a shared understanding among URCS, DRC, and other RCRC Movement members regarding key challenges, operational constraints and needs that must be addressed in long-term program interventions in Ukraine. The findings will align with the mandates, opportunities, capacities, and strategic priorities of URCS, recommending specific areas for intervention that URCS can pursue with support from DRC or other RCRC Movement members in response to and recovery from the ongoing conflict. Additionally, it will identify the need for further detailed assessments.

2.2 Objectives

The specific objectives of the assessment are:

1. A sector analysis of the current needs and capacities within in DM/DRM and MHPSS in frontline regions, specifically Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv
   1. Institutional and community preparedness needs and capacities in frontline regions including:
      1. Assessment and planning (protocols and SOPs, contingency plans, emergency response procedures etc.)
      2. Capacity building and service availability
      3. Coordination mechanisms (stakeholder capacity assessment)
      4. Risk awareness and communication
2. MHPSS and Protection Capacities in frontline regions including:
   1. Protocols and standard operating procedures in Ukraine
   2. Availability and accessibility
   3. Quality

The analysis should aim to identify the existing gaps and challenges faced by key stakeholders in the DM/DRM and MHPSS sectors.

1. A comprehensive needs analysis of the main humanitarian gaps within priority sectors in remote and rural areas of frontline regions, specifically Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv.
2. Based on the analysis of capacities and main humanitarian gaps to provide actionable recommendations for how URCS can contribute to strengthen DM/DRM preparedness and enhancing MHPSS/protection services in remote and rural areas in frontline regions.

2.3 Scope

Disclaimer: Some objectives or directions within the discussed sectors may evolve before the start of the needs assessment.

The sector analysis will encompass the following areas:

• Assessment of institutional and community preparedness capacities regional and local levels in Ukraine.
• The availability of basic and focused psychosocial support services, as well as protection services in remote and rural areas in frontline regions, which have been significantly affected by the prolonged conflict and hostilities, will be assessed.
• Special focus will be on frontline regions, specifically Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv, and when relevant also considering country-wide DM/DRM and MHPSS and Protection aspects. Detailed assessments will specifically target remote and rural areas where URCS seeks to strengthen local preparedness and humanitarian responses.

The comprehensive needs assessment in rural and remote areas will prioritize regions where URCS and partners have substantial experience responding to humanitarian needs amid the current conflict. Key areas of focus include:

• Assistance to ensure affected individuals can meet basic needs and prepare for disaster management scenarios.
• Support for the (re)establishment of essential services and activities, such as evacuations, first aid, psychological first aid (PFA), and access to vital services (banking, internet, postal services, government services).
• Provision of Mental Health and Psychosocial Support (MHPSS) services and initiatives aimed at mitigating the negative impacts and long-term consequences of the conflict on mental health and psychosocial well-being.
• Emergency Water, Sanitation, and Hygiene (WASH) services to ensure access to clean water, sanitation facilities, and support for safe hygiene practices.

Research Questions

The consultant(s) are expected to address the following research questions to achieve the stated objectives. These questions will serve as a foundation for discussions between the selected consultant(s) and the RCRC Movement Assessment Team; the final questions and assessment matrix will be developed during the inception phase.

Specific sector gaps and challenges

1. Who are, and to what extent are the current MHPSS and Protection actors and organizations in the areas able to provide the necessary assistance to the communities in remote and rural areas in frontline regions and where are the gaps?
2. Who are the main actors in preparedness in frontline regions, and to what extend are they able to support communities during conflict? 
3. What structures are in place to support communities in Disaster Management and Disaster Risk Management? And how is this coordinated at both regional and community level? 

Humanitarian needs in remote and rural areas in frontline regions

1. Within the identified priority sectors in remote and rural areas in Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv, what are the most critical unmet humanitarian needs in the short-term and long-term?
2. To what extent are local markets able to function in the remote and rural of frontline regions Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv?
3. How is the conflict affecting the mental health and psychosocial wellbeing of people living in remote and rural areas in frontline regions? 
4. What are the specifically vulnerable groups and households in remote and rural regions in the five targeted frontline regions? Including any which might currently be uncovered in vulnerability assessments in remote and rural areas?
5. Which actors are currently responding in the most affected rural and remote areas in Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv and what, if any, are the most critical gaps in the local humanitarian response system in remote and rural areas? How can URCS best contribute to meeting the identified gaps?

3. Methodology

The needs assessment will employ a mixed-methods approach, combining quantitative and qualitative data collection techniques as appropriate. The proposed methodology includes:

• Document Review: Review of existing reports, policies, guidelines, and frameworks related to DM/DRM and MHPSS in Ukraine.
• Key Informant Interviews (KIIs): In-depth interviews with key stakeholders including representatives from government bodies, humanitarian organizations, community leaders, and technical experts in DM/DRM and MHPSS sectors.
• Focus Group Discussions (FGDs): Group discussions with beneficiaries and service providers to gain insights into the effectiveness and challenges of existing services.
• Surveys: Structured surveys targeting key stakeholders in relevant oblasts (Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv) to capture quantitative data on capacities, gaps, and needs.
• Observations: Where possible, description of the setting, any activities that occur in that setting, and the significance of what was observed. Involves systematically watching and recording events, behaviours, and conditions as they occur naturally.

The consultant(s) are expected to complete the assessment task using a variety of qualitative and quantitative methods and approaches to triangulate the available existing data and produce new primary data and insights in answering the research questions posed above and which shall be discussed with the Assessment Team. 

The consultant(s) will be requested to conduct extensive Key Informant Interviews (KIIs) with relevant staff and organizations involved in the humanitarian response and coordination in the targeted areas of the assessment. These should include, but not be limited to, the following: URCS regional organizations and local branches in the areas, relevant regional and local authorities present in the area and involved in the coordination of humanitarian assistance, key international humanitarian organizations with a specific focus on coordination actors, relevant local humanitarian organizations present in the areas. Review, analysis and consolidation of existing secondary data will play a central role in the assessment due to the proliferation of humanitarian actors and analyses already conducted and underway in Ukraine. 

The consultant(s) are expected to independently be able to source and analyse the existing relevant data and information on the humanitarian situation including needs and gaps. The assessment and analysis must be guided by international humanitarian standards (CHF, Sphere, IASC). URCS and partners will share all relevant material for ongoing activities and response operations in the areas targeted by the assessment. Tentatively, a concurrent household survey will be conducted by URCS and partners in Mykolaiv, Kherson, Zaporizhzhia, Donetsk and Kharkiv using remote phone interviews using the existing database of people supported by the URCS and RCRC Movement partners in the area. As relevant, the consultants will be requested to collaborate with URCS and partners to ensure that the primary data collection is complementary to and adds value to the consultancy-led needs assessment.

4. Roles & Responsibilities

The assessment will be managed through an Assessment Steering Committee consisting of the Deputy Director of URCS (Operations) and the Country Representatives of the Danish Red Cross (DRC), and German Red Cross (GRC). The Steering Committee will set the overall direction of the assessment in the initial phase and provide quality assurance and input to the draft version of the assessment report.

The consultant(s) will be supported by an RCRC Movement Assessment Team consisting of the DRC Partnership Delegate, URCS Project Manager, URCS PMER Manager, DRC PMEAL Team and the GRC MEAL Delegate who will be the main focal points for the consultant on the day-to-day management of the assessment. A dedicated team of RCRC Movement Technical Experts will be involved and engaged throughout the assessment which could include the GRC DM Delegate, URCS CVA Specialist, DRC Relief Delegate, URCS Relief Specialist, URCS Shelter Specialist, URCS Livelihoods Specialist, DRC MHPSS Delegate and URCS MHPSS Specialist.

5. Deliverables & Schedule

The assessment is expected to be conducted during December 2024/January 2025 with the proposed schedule below. The concrete dates and specific sub-deliverables will be developed in consultation between the selected consultant(s) and the Assessment Team. 

Expected deadlines:

Start of consultancy - 25 November 2024

Inception report - 29 November 2024

Data collection - 29 November 2024 to 12 January 2025

First draft - 15 January 2025

Comments on first draft - 20 January 2025

Final report - 31 January 2025

6. Budget

There is no pre-defined budget for the assessment exercises and consultant(s) are requested to submit a proposal including budgets with all costs included, ensuring that the time frame and schedule is kept while maintaining a high level of quality in the assessment data collection, analysis and compilation of recommendations.

Indicatively, we expect that consultant(s) submit budgets somewhere between 15.000 and 25.000 CHF.