Quality Management Instructor & Training Course for Humanitarian Mine Action (HMA) staff of DRC – RFQ-UKR-00321592 At Danish Refugee Council

1. Who is the Danish Refugee Council?

Founded in 1956, the Danish Refugee Council (DRC) is a leading international NGO and one of the few with a specific expertise in forced displacement. Active in 40 countries with 9,000 employees and supported by 7,500 volunteers, DRC protects, advocates, and builds sustainable futures for refugees and other displacement affected people and communities. DRC works during displacement at all stages: In the acute crisis, in displacement, when settling and integrating in a new place, or upon return. DRC provides protection and life-saving humanitarian assistance; supports displaced persons in becoming self-reliant and included into hosting societies; and works with civil society and responsible authorities to promote protection of rights and peaceful coexistence.

DRC has been present in Ukraine since the late 1990s with a continuous presence since 2014. Since the escalation of the conflict in 2022, DRC is undergoing a considerable scale-up, opening offices in Lviv, Kyiv, Chernihiv, Sumy, Dnipro, Kharkiv, and Mykolaiv. In Ukraine, DRC currently implements Shelter, Protection (including Legal Assistance), Non-Food Items, Cash, Economic Recovery, as well as HDP sectors of work. DRC is the only organisation in Ukraine that implements four pillars of MA – clearance (including Non-Technical Survey), Explosive Ordnance Risk Education (EORE), Victim Assistance, Advocacy, as well as the cross-cutting activity of capacity building of national MA duty-bearers.

2. Purpose of the training

The Danish Refugee Council based in Ukraine seeks proposals from a consultant to provide Quality Management Instructor & Training Course for DRC Humanitarian Mine Action (HMA) Staff.

3. Background

DRC recognizes that its most important resource are its employees and will be committed to train and develop its entire workforce so that they will gain the necessary skills to reach their full potential. This will assist in enabling DRC to achieve the donors’ objectives through a well-trained working team. In alignment of DRC’s quality objectives and part of DRC’s proposed training for 2024, Quality Management (QM) training is planned for 9 DRC Ukraine staff, to ensure that all members of DRC QM Team/s, and Key staff of Mine Action operations (Supervisors/Medical Coordinator) are competent in the necessary skills to conduct internal Quality Assurance (QA) and Quality Control (QC) on DRC HDP operations. The following ToR relates to the training needs that have been identified to enable the correct levels of competency for the QM team to perform their roles and perform instruction on the subject in a Capacity Building (CB) role.

4. Objective of the training

The purpose of this service is to deliver Quality Management Instructor & Training Course for DRC Humanitarian Mine Action (HMA) Staff.

The instructor will be required to:

• Conduct the preparation and receive approval of the Training Management Plan (TMP
• Conduct a 1 x 5 day training on the subject matter.
• Conduct a post-course debriefing session including final report with the Operations Manager.
• Travel to and from Kyiv, Ukraine.
  • 5. Deliverables
    Curriculum: The training course shall cover the following key areas:
    • Overall requirements to ensure safety and organizational compliance.
    • Quality management roles and responsibilities
    • Internal and external quality assurance (QA)
    • Internal and external quality control (QC)
    • Critical and non-critical non-conformities
    • Procedures and reporting

  Certification: Upon successful completion of the training course, DRC shall issue a certificate to each operator. The certificate shall validate the individual’s competence in conducting internal Quality Assurance (QA) and Quality Control (QC) on DRC HDP operations.

  Phase 1: Preparation – Provision of TMP – 14 days

  Phase 2: Preparation – Instructional Phase – 9 days

  Phase 3: Post course reporting – Provision of TMP – 5days

  Documentation Requirements: The supplier shall provide for approval a comprehensive Training Management Plan (TMP) prior to the commencement of the training. DRC shall provide the supplier with the TMP template and equipment details to facilitate the preparations of the TMP.

  The supplier shall provide two hard copies and an electronic copy of the TMP to the Client.

  6. Duration, timeline, and payment

  The duration of the contracted training period shall be 28 calendar days and shall include travel time for the provider to deploy to the venue from their home or company address and then demobilize back to their home address. The associated timeframe should allow for in-depth training covering all aspects of quality management, including all assessments to demonstrate adequate understanding and competency in the necessary skills to conduct internal Quality Assurance (QA) and Quality Control (QC) on DRC HDP operations. The training package shall be conducted over a period of 28 days from the signing of contracts. The actual training aspect will be a maximum period of 5 days. Additionally, 14 days shall be provided to allow for preparation and approval of the Training Management Plan (TMP), and a further 5 days to complete the final course report. A period of 4 days shall be allocated for travel from the instructor’s home base to Kyiv and to then return following the conclusion of the training aspect of the package.

  7. Proposed Composition of Team
  1 x Consultant EOD Level 3+ Instructor

  8. Eligibility, qualification, and experience required

  Essential:

• IMAS EOD Operator Level 3+
• 5 Years Experience in an operational role
• Previous experience in a training management role within the previous 12 months
• Previous experience in writing TMP for EOD courses
• Experience with IMAS Quality Management Systems of Work
• Experience with the provision of training for IMAS (International Mine Action Standards) Quality Management for NGO in Ukraine within the last 12 months
• The consultant confirms to complete the assignment no later than 30 December 2024
• Written and spoken fluency in English

  Desirable:

• Working knowledge of Ukrainian is an advantage

  Eligibility:

• The consultant must have the authorisation to work in Ukraine without the need for visa support
• The consultant must be available for the full duration of the contracted period with no substitutions
• The consultant must be medically fit to deploy to a conflict region and stand for long periods when working
• The consultant must accept that Ukraine is engaged in a war and the place of performance infrequently comes under missile attack. At such times air raid shelters will be used for protection.

  9. Technical supervision

  The selected consultant will work under the supervision of:

DRC HDP HMA Manager (Deputy Operations Manager), Wayne Lomax

10. Location and support
The training course for the key HMA staff shall be conducted at the DRC Ukraine head office in Kyiv Oblast, Ukraine or at a commercial facility frequently used by DRC HDP Ukraine in the Obolon region of Kyiv. The training facility will be equipped to accommodate both theoretical and practical training sessions. While DRC HDP will secure the venue and equipment, the supplier is expected to provide all training content and bespoke materials to support the course of instruction.
The Consultant will provide her/his own computer and mobile telephone. A SIM card shall be provided by DRC to ensure connectivity and safety communications while the consultant remains in Ukraine. DRC Ukraine will provide the training equipment and classroom resources to support the training plan.

11. Travel
Due to the nature of traveling to, from and within Ukraine, all travel will be administered within DRC Ukraine.
Subject to the safety situation, and subject to DRC Ukraine’s Duty of Care, the Consultant will be accommodated either within an approved hotel, or within a DRC guest house as required. DRC will cover all expenses related to:
• Travel from the trainer’s home base to Kyiv and the return journey.
• Accommodation.
• Cost of any specific training materials needed to support the training programme.
• Insurance for the duration from leaving the suppliers home/office base and returning there on the completion of the deployed aspects of the contract.
In accordance with DRC Ukraine policies, the consultant will be responsible for all other living expenses and shall not be entitled to per diem expenses.

12. Submission process
Refer to the RFP RFQ-UKR-00321592

13. Evaluation of bids
Refer to the RFP RFQ-UKR-00321592