Volunteer Response Team Model – Consultancy

Introduction

ShelterBox is committed to working towards a future where no one goes without shelter. We work with disaster-affected communities to provide the emergency shelter, essential items and training needed to support families in the long process of rebuilding their lives. But we have our work cut out for us. In 2019 over 104 million people were forced from their homes by disaster and conflict. Some projections suggest that this figure will grow to 200 million within 10 years.

In 2020 we undertook a review of our strategy, evaluating ourselves and identifying where we can improve and deliver our programmes at greater scale, speed and quality, whilst delivering value for money. We have produced a plan and strategic framework for the organisations on which the Programmes department will be basing our work for the next 5 years

Until 2020, ShelterBox ran all its responses using ShelterBox response team volunteers (SRT’s) who were deployed and managed distributions of shelter materials. At its peak (2010-15) the SRT had over 300 volunteers available for deployment. Volunteers received emergency response training with ShelterBox and then were deployed across a number of different functions – team leader, supply chain, communications, security, admin. SRTs have played a key part in ShelterBox’s fundraising and communications work.

In 2020, due to Covid travel restrictions, there were very minimal deployments. In 2021, as a new strategy was being formed and covid restrictions continued, SRT deployments reduced in number. In 2022 ShelterBox deployed 13 SRT’s across a range of our programmes. In 2023 and beyond, our focus of delivery will be through local partnerships, whilst still maintain the ability to and flexibility to respond to emergency shelter needs. This piece of work will help us to establish an SRT model that is fit for future purpose both for our volunteers and the organisation – considering scope of the SRT role, numbers of volunteers required to be available at any one time and length and type of deployments.

Purpose and Scope of Work :

The main purpose of this consultancy is to:

1. 1. Carryout a comprehensive review of our current SRT model against new strategy and identify and present recommendations for a future iteration to SBT Exec, ready for a board discussion in June
   2. Plan and conduct focus group discussions with SRTs to inform key questions and input into recommendations. Suggested outputs being updated JD’s and decisions on deployment length and availability.
   3. Conduct a cost benefit analysis of current model and review how changes may impact upon affiliate organisations (principally fundraising and communications).

Proposed Approach to the work

The successful consultant will be responsible for carrying out a comprehensive review and deliver the outcomes set out in section 4 below. However, the following approach is proposed:

1. The consultant will organise and run focus group discussions with SRTs. Key staff and affiliates.
2. As part of this consultancy, a two-stage exercise is proposed. The consultant will work with ShelterBox Trust to get a picture of how things currently operate (deployable numbers, costs, benefits of model to communication and fundraising). Phase 2 would be to make recommendations for an evolution of the SRT model.
3. Based on the research and discussions with SBT staff, the consultant will produce a written report to SBT as set out in section 4 below.

Deliverables

1. Review of existing model – deployable numbers, costs, benefits to fundraising and communications and how this fits with strategic direction.
2. Focus group discussions with all key stakeholders – including SRT, affiliates and staff members.
3. Based on the above, identify and present key recommendations for future model.

Please note all deliverables need to be approved by ShelterBox Trust

Expertise & Experience

• The Consultant will have demonstrated experience working with NGOs and within the context of HR and change management.
• Experience and knowledge of humanitarian response , humanitarian architecture and resource requirements considered desirable.
• Experience working with volunteers or in a context where volunteers are part of the organisation
• Understanding change management and facilitation skills.
• Demonstrated experience producing written documents (in English), for use with internal and external audiences.

Proposed Timeline

Deadline for receiving proposals – 2nd April

Proposal review, follow-up calls, selection, and on-boarding process – 3-6th April

Finalise ToR and contracting – 7th April

Desk Review of internal documents and conversations with key staff – 22nd April – 5 days

Prepare for FGD’s with SRT Forum and affiliates – 29th April – 2 days

Run FGD’s – within May – 4 days

Prepare recommendations – within May 4 days

Deadline Board meeting – June 7th

Total days – 15