CONSULTANCY TO CONDUCT HFHK COUNTRY PROGRAM SECURITY RISK ASSESMENT, RISK MANAGEMENT AND SAFETY PLAN At Habitat for Humanity

Terms of Reference – HFHK Country Program Security Risk Assessment, Risk Management and Safety Plan

1. BACKGROUND

Habitat for Humanity Kenya (HFHK) is among the 70 country affiliates of HFH International. In Kenya, we were registered in 1982 as Non-Governmental Organization, with the goal of enabling low-income families access decent and affordable shelter. In the last 40 years since its registration in Kenya, HFHK has supported more than 500,000 families across 9 counties in Kenya through housing micro-finance and direct construction. HFHK is currently operating in Laikipia, Homabay, Kisumu, Tana River, Machakos and Makueni. In its current Business Plan (2020-2025) HFHK has outlined four programmatic areas, namely: Financing for Owner-led Construction (FOC); Settlement-Based Practice (SBP); Secure Land Tenure (SLT); Disaster Risk Reduction & Response (DR3) as being its areas of focus in supporting communities in the listed areas through donor funding.

Habitat for Humanity Kenya supports building the economic well-being of communities and individual households by improving their access to housing finance and establishment of settlements equipped with quality and affordable houses, having access to basic services and infrastructure including, water facilities, household livelihood activities, and sanitation. HFH Kenya also supports women and other vulnerable groups to secure land titles through advocacy and raising awareness on existing land laws and tenure options in Kenya. Besides, HFH Kenya also supports communities in reducing risk from and exposure to disasters while helping develop sustainable disaster response interventions, from helping internally displaced people build homes to establishing WASH interventions to make the residents more resilient to climate change. Under the Global Mission Fund Project, HFHK seeks to enhance the safety, security management and response of HFHK’s operations, premises, and personnel to our best preparation and supports to staff’s right of withdrawing from insecure or dangerous situations.

2. OBJECTIVES OF THE CONSULTANCY

The primary objective is to reduce the likelihood that HFHK staff and all its associates in the line of duty experiencing any threat, hazard, disaster related to their safety and security; and to mitigate the impact of those that occur. The “best” security management is when we are so well prepared for the disaster that it never happens. Potential for disaster can be reduced by identifying and correcting hazardous conditions and by encouraging staff alertness in detecting and reporting problems. The plan will address potential threats that staff, international volunteers, visiting partners, and donors may face while working and traveling within HFHK’s areas of operation. The consultancy will focus on:

1. To identifying and analysing potential hazards, threats, and vulnerabilities that could compromise the safety of personnel and operations.
2. Creating an emergency response protocol to manage crises such as natural disasters, terrorism, health pandemics, civil unrest, and other security-related incidents.
3. Establishing a Security Focal Point (SFP) structure to coordinate response actions, facilitate decision-making, and ensure readiness in the face of security incidents.
4. Establish a crisis operation plan that ensures HFHK’s activities and operations can continue with minimal disruptions, even in high-risk environments and during emergency crisis that leads to cessation, lock down or quarantine.

3. SCOPE AND RATIONALE

Habitat for Humanity Kenya (HFHK) operates in regions that pose a variety of security risks to staff, volunteers, partners, and assets. The organization seeks to strengthen its ability to manage and mitigate security risks through a comprehensive security risk assessment and management framework. To this end, HFHK is seeking to engage a consultancy firm to provide expertise in developing a security risk management and safety plan that can effectively address potential hazards, reduce vulnerabilities, and ensure preparedness for potential emergencies. The focus is on identifying and mitigating risks to physical assets, human security, including staff, partners, donors and volunteers, and ensuring the safety/operational integrity of the programs in high-risk region, response and operation framework during crisis, pandemic, disaster or conflicts that may jeopardize the security and safety in the line of duty.

Specifically, the firm will be expected to provide the following:

1. SECURITY RISK ASSESSMENT (SRA) FRAMEWORK & APPLICATION IN HFHK OPERATIONAL SITES

To develop a security risk assessment framework the firm will conduct security risk assessment which will include:

1. Desk review of existing previous security risks documentation and the existing mitigation measures by the government and peer organization working within HFHK’s operation areas.
2. Conduct detailed and current site-specific security risk assessments through on-site visits and other information sources in the initial areas of HFHK’s operation in 5 operation areas which include, Laikipia (Nanyuki and Rumuruti), Homabay, TanaRiver (Bura, Hola and Garsen), Kisumu (Kisumu central and Ahero), Machakos (Masinga, Matungulu and Machakos central) (Homabay central, Ndhiwa, Mbita and Rangwe). The assessment shall provide an analysis of;
3. Contextual factors that could cause or exacerbate human security risks including local socio-political landscape, clan dynamics, the potential involvement of security actors, minority, and internally displaced persons (IDPs), business and religious interests, political events, historical population movements, existing and potential violence and tensions, the dynamics of extremist and terrorist influences, identification of vulnerable groups, and other accessibility considerations.
4. The differentiated risk profiles of Homabay, Laikipia, Machakos, Kisumu and TanaRiver locations (e.g., based on potential terrorist threats, historical incident patterns, and identification of potential targets and methods of operation), including the respective mitigation measures.
5. Conduct an analysis of potential threats and hazards that HFHK staff, volunteers, partners, and assets may face, including but not limited to:
   1. Terrorism
   2. Human-wildlife conflict
   3. Inter-tribal violence
   4. Political unrest
   5. Armed attacks
   6. Kidnapping
   7. Theft
   8. Health pandemics
6. Map emergency support resources, including safe houses and external support agencies, for use in emergency scenarios.
7. Evaluate specific security challenges faced in high-risk areas where HFHK operates.
8. Prepare a comprehensive SRA report and presentation summarizing key findings, incorporating an analysis of the current security situation, safety and Health risks in the initial areas of HFHK operation (as described above)

II. SUPPORT THE DEVELOPMENT OF SECURITY MANAGEMENT PLANS (SMPS)

Using the Security Risk Assessment findings, the Firm will development of a Security Management Plan that include developing site-specific SMPs, The SMP should reflect HFHK’s objectives and international standards (e.g., ISO 31000). The SMPs will remain confidential and the property of HFHK.

The SMP framework and site-specific SMPs shall include:

1. Mitigation measures for identified security threats and risks, considering their likelihood and impact on HFHK’s operations.
2. A detailed methodology (traffic light approach) to set and define permissible conditions for operational permissibility, including indicators, processes and procedures for flexibility in the application of differentiated and dynamic security situations to allow for a stop- start, or switch approach in accordance with changes in risk profile.
3. Develop the accompanying standard operating procedures and tools (based on the needs/priorities identified through the SRA),
4. Crisis and emergency contingency management plans, ensuring efficient emergency response and incident management, including coordination with local law enforcement and emergency services.
5. Provisions and cost estimates for security management processes.
6. Comprehensive response plan that includes evacuation protocols for staff, volunteers, and visiting donor & partners, emergency decision-making, and incident reporting protocols in case of emergencies
7. Guidance for physical assets security to ensure the operational integrity of HFHK’s projects.
8. Provide guidelines for handling security incidents, from minor breaches to large-scale emergencies.
9. Security Focal Point (SFP) Structure:

Develop the framework for establishing a Security Focal Point (SFP) within HFHK, which will include:

1. Roles and responsibilities of the SFP
2. Reporting protocols and communication structures
3. Decision-making frameworks during crises
4. Provide recommendations for enhancing the SFP’s capacity and effectiveness in risk management.

4. DELIVERABLES

The consultancy firm is expected to provide the following key deliverables as per detailed description provided under the SECTION 3 ON SCOPE AND RATIONEL:

1. Comprehensive Security Risk Assessment Report:
2. Detailing identified threats, hazards, and vulnerabilities.
3. Overall and site-specific Security Risk Management Plan:
4. Including protocols for crisis management, evacuation, risk mitigation, and staff safety.
5. Security Focal Point (SFP) Structure:
6. A framework for SFP roles and responsibilities, communication, and decision-making protocols.
7. Crisis and Emergency Response Framework:
8. A clear and actionable plan for responding to emergencies.
9. Final Report: Including a comprehensive overview of the security risk assessment process, findings, and recommendations for improving HFHK’s security preparedness. This will also include Providing HFHK with recommendations and best practices for enhancing the capacity of SFPs and other key personnel involved in security risk management.

6. REQUIREMENTS, QUALIFICATIONS AND COMPETENCIES

The firm/organization for this assignment should meet the following minimum requirements:

6.1 Requirements

1. Detailed proposal outlining the firm’s approach to fulfilling the outlined objectives, with a clear timeline for deliverables.
2. Documented experience performing security risk assessments, designing risk management frameworks, and developing crisis response plans in NGO or similar organizational settings.
3. A minimum of three (3) references from clients for whom similar work has been performed.
4. Financial Proposal: Comprehensive budget proposal that includes a breakdown of costs for each deliverable, outlining personnel costs, travel expenses, and other resources required to meet the scope.

6.2 QUALIFICATIONS

1. At least five (5) years of demonstrable experience in conducting security risk assessments and developing security management plans, particularly within high-risk regions or countries.
2. Familiarity with and application of international security standards such as ISO 31000 (Risk Management).
3. Previous experience working with NGOs or similar non-profit organizations, with a strong understanding of the unique security challenges faced by humanitarian and development-focused agencies.
4. Proven understanding of Kenya’s socio-political dynamics, especially in high-risk areas like Laikipia, Homabay, Kisumu, Tana River, and Machakos, including specific knowledge of local security actors, clan dynamics, and historical conflict patterns.

8. Duration of the Assignment

The estimated timeline for this assignment is 17 days, including planning, site visits, data collection, analysis, and report preparation. Specific dates and milestones will be mutually agreed upon successful award to this assignment.

Time Schedule/Work Plan for HFHK Security Risk Assessment and Safety Plan

Day 1-2 (Task/Activity)

Project Kick-off & Desk Review
– Initial meetings with HFHK
– Desk review of existing security risk documentation and government/peer organization mitigation measures

Day 1-2 Deliverable/Output: Draft report on reviewed documentation, insights for each operational area

Day 3-12 (Task/Activity)

Part 1 Site-Specific Risk Assessment
– Conduct site visits to Laikipia (Nanyuki and Rumuruti)
– Contextual analysis for Laikipia

Site-Specific Risk Assessment – Part 2
– Conduct site visits to Homabay (Ndhiwa, Mbita, Rangwe)
– Contextual analysis for Homabay

Site-Specific Risk Assessment – Part 3
– Conduct site visits to Tana River (Bura, Hola, Garsen)
– Contextual analysis for Tana River

Site-Specific Risk Assessment – Part 4
– Conduct site visits to Kisumu (Kisumu Central, Ahero)
– Contextual analysis for Kisumu

Site-Specific Risk Assessment – Part 5
– Conduct site visits to Machakos (Masinga, Matungulu, Machakos Central)
– Contextual analysis for Machakos

Comprehensive Threat & Hazard Analysis
– Conduct in-depth threat and hazard analysis (terrorism, inter-tribal violence, health pandemics, etc.) for all areas

Day 3-12 Deliverable/Output

1. Site-specific security report for Laikipia
2. Site-specific security report for Homabay
3. Site-specific security report for Tana River
4. Site-specific security report for Kisumu
5. Site-specific security report for Machakos
6. Detailed threat and hazard analysis report

Day 13 (Task/Activity)

Emergency Support Resource Mapping
– Map emergency support resources (safe houses, external support agencies) for all operational areas

Day 13 Deliverable/Output

Map and report on emergency resources

Day 14 (Task/Activity)

Preparation of Security Risk Assessment (SRA) Report
– Summarize key findings from site assessments, threat analysis, and contextual factors

Day 14 Deliverable/Output

Comprehensive SRA report

Day 15 (Task/Activity)

Development of Security Management Plans (SMPs)
– Create a security management framework
– Develop site-specific SMPs with mitigation measures, emergency protocols

Day 15 Deliverable/Output

Draft Security Management Plans for all operational areas

Day 16 (Task/Activity)

Development of Security Focal Point (SFP) Structure
– Define roles, reporting protocols, and decision-making frameworks for SFPs

Day 16 Deliverable/Output

SFP Structure and recommendations for capacity enhancement

Day 17 (Task/Activity)

Final Report Compilation & Presentation
– Consolidate all reports (SRA, SMPs, SFP Structure, Crisis and Emergency Response Framework)
– Prepare and present the final report to HFHK

Day 17 Deliverable/Output

Final Report and Presentation