Web Roster Application IT Consultant

Asian Disaster Preparedness Center

Asian Disaster Preparedness Center (ADPC) is an autonomous international organization established for scientific, educational, developmental, and humanitarian purposes with a vision of safer communities and sustainable development through disaster risk reduction and climate resilience in Asia and the Pacific by working with governments, development partners, international organizations, NGOs, civil society, private sector, media, and other key stakeholders.

Established in 1986 as a technical capacity-building center, ADPC has grown and diversified its expertise across social and physical sciences to support sustainable solutions for risk reduction across a broad range of specialist areas, with over 100 staff from 19 different nationalities and a wide range of professional expertise from atmospheric scientists to social scientists with experiences from all levels of engagement typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) effectively. ADPC has six strategic themes supported by seven departments: ADPC Academy, Risk Governance, Climate Resilience, Urban Resilience, Health Risk Management, Preparedness for Response and Recovery, and Geospatial Information. These are supported by Finance, Human Resources and Administration, and Strategic Planning departments. In addition to the departments, ADPC also works on three cross-cutting themes: Gender and Diversity, Poverty and Livelihoods, and Regional and Transboundary Cooperation through permanent working committees.

ADPC Strategy 2020 guides the organization in providing comprehensive risk reduction support to countries and communities in Asia and the Pacific. ADPC recognizes the importance of examining the linkages between disaster risk management, poverty reduction, gender equality, sustainability, rights-based approaches, climate change, and regional cooperation. For details, please refer to the ADPC website at http://www.adpc.net/

Department Introduction

The Preparedness for Response and Recovery (PRR) Department of ADPC focuses on enhancing the preparedness and response management capacities of governments, response organizations, volunteers, non-governmental organizations, the private sector, communities, and other traditional and non-traditional actors of the Disaster Risk Management Ecosystem. It also strives to strengthen the capacity of institutions and at-risk communities for faster and more efficient disaster recovery. The department works with the above-stated actors to ensure that the regional, national, sub-national, and local disaster preparedness, response, and recovery frameworks and implementation plans are in place well before disaster strikes.

Purpose and Objectives

ADPC is currently implementing the Strengthening Sustainable Anticipatory Actions through Preparedness in South Asia (SNAP) in partnership with NDMOs, technical partner agencies, and other key stakeholders to strengthen technical capacity, institutional arrangements, and coordination systems in enhancing preparedness through anticipatory and early actions in South Asia through regional cooperation with special emphasis on selected high-risk countries, namely Bhutan, Sri Lanka, and Maldives.

The consultancy aims to integrate the online expert’s roster that will include experts on various Disaster Management specialties including Anticipatory Action and emergency response as well as localization of DRR and climate actions related expertise. The IT consultant will conduct needs assessments, design a user-friendly interface, integrate secure data, and enable advanced search and filtering options. They will also ensure mobile compatibility, conduct testing, provide training, and offer post-launch support. This expert roster will facilitate efficient access to skilled individuals by the NDMOs and other partners (development partners, INGOs/NGOs, private sector, civil society), bolstering regional capacity for anticipatory action and disaster preparedness.

Expected Outputs:

1. Core Database Structure

• Profiles and Expertise Areas: Detailed fields for capturing experts’ profiles, including name, contact information, area of expertise, language proficiency, certifications, and region or country of experience.
• Experience and Skills Tags: A tagging system for quick identification of skills and specialization areas (e.g., health, disaster risk reduction, environmental sciences).
• Documents and Credentials: Section for uploading CVs, certifications, and other credentials, allowing for easy verification and review.

2. User Interface and Accessibility

• Search and Filtering: Advanced search functionality that allows users to filter experts by criteria such as specialization, years of experience, geographic expertise, and language.
• User Roles and Permissions: Secure access levels for different types of users (e.g., admin, registered users, guest viewers) to control visibility and editing rights.
• User-Friendly Dashboard: For both experts to update their profiles and for administrators to manage and approve content.
• Mobile Compatibility: A responsive and mobile-friendly version of the roster to ensure accessibility across various devices.

3. Functionalities for Interaction and Engagement

• Application and Registration System: Allow experts to apply, update profiles, and register their expertise through an intuitive process, including automated confirmation emails.
• Review and Approval Workflow: Automated or manual review processes to verify experts’ qualifications and credentials before they are listed.
• Messaging and Notifications: System for administrators and registered users to contact experts directly, with built-in notifications for profile updates, new opportunities, or report generation.

4. Data and Analytics for Reporting

• Real-Time Reporting Tools: Ability to generate reports on database metrics, such as the number of experts by specialization, regional distribution, and language skills.
• Export Options: Generate reports in various formats (e.g., PDF, Excel) for external distribution or analysis.
• Usage Analytics: Track database usage, such as searches performed, most viewed profiles, and regions with the highest demand.

5. Security and Compliance

• Data Privacy and Protection: Compliance with relevant data protection regulations, secure login, and encryption for data storage and transfer.
• Audit Trails: Logs of all edits and updates made to the database to ensure accountability and accuracy.

6. Scalability and Maintenance

• Scalable Infrastructure: Support for a growing number of users and profiles without sacrificing performance.
• Automated Updates and Backups: Regularly scheduled backups and software updates to maintain data integrity and security.

7. Customizable Reporting Functions

• Data Visualization: Tools to visualize data in graphs, charts, or dashboards for better insights into trends and gaps in expertise.
• Customizable Templates: Pre-designed report templates that can be customized based on criteria (e.g., “Top 10 experts in Health in Asia”).

8. Others

• Training Materials and User Manual: A comprehensive user manual and training materials to guide the APP team and stakeholders on managing, updating, and maintaining the roster.
• Post-Launch Support Plan: A plan for ongoing support and troubleshooting post-launch, including a contact protocol for addressing any roster-related issues.

Key Milestones with Timeline

1. Completion of initail design (End of January 2025): Gather and document specific requirements from key stakeholders.
2. Prototype Development and Approval (End of February 2025): Design and gain approval for the initial prototype of the roster interface, including core functionalities.
3. Implementation of Security Framework (Mid-of March 2025): Integrate secure data management and privacy protocols into the system.
4. Launch of Search and Filter Features (End of March 2025): Roll out dynamic search and filter functionalities for initial user testing.
5. Completion of Mobile Compatibility (Mid-April 2025): Finalize and test mobile responsiveness to ensure functionality across all devices.
6. Quality Assurance Testing Completion (End of April 2025): Conduct thorough testing, gather feedback, and make necessary adjustments based on stakeholder reviews.
7. Training and Documentation Handover (End of May 2025): Deliver the user manual and conduct training sessions for APP team members and relevant stakeholders.
8. Final Review and Adjustments (June 2025): Complete final review, address any outstanding issues, and make last adjustments to ensure roster functionality.
9. Official Roster Launch and Post-Launch Support Initiation (First Week of July 2025): Go live with the upgraded roster and initiate post-launch support to address any immediate issues.

Responsibilities and Tasks:

1. Project Planning, Coordination, and Requirement Analysis

• Develop a comprehensive project plan with clear timelines, milestones, and deliverables.
• Coordinate with ADPC Program team to gather requirements, define key functionalities, reporting needs, and data security standards.

2. Design and Development of Database Structure and User Interface

• Lead the design of the database structure to store experts’ profiles, skills, documents, and relevant information, ensuring future scalability and data integrity.
• Create wireframes and mock-ups of the user interface, emphasizing ease of navigation, searchability, and intuitive data entry.
• Develop robust back-end systems for data management and front-end interfaces for a seamless user experience, including advanced search, filtering, and tagging features for efficient navigation and categorization.

3. Implementation of Data Security and Privacy Measures

• Configure data protection and privacy standards in compliance with relevant regulations (e.g., GDPR) to safeguard sensitive information.
• Implement encryption, secure login procedures, user roles, and permissions to control access, ensuring only authorized users can view or modify certain data.
• Establish audit trails to track and record changes made to the database, ensuring transparency and accountability in database management.

4. Development of Reporting and Analytics Features

• Design and implement customizable report templates for data export (e.g., PDF, Excel) to support external analysis and sharing.
• Set up real-time data visualization tools (e.g., charts and graphs) that allow stakeholders to track metrics, such as expert distribution, regional expertise, and usage analytics, helping identify trends and areas for improvement.

5. Quality Assurance (QA) and User Testing

• Conduct comprehensive testing of all functionalities, including search, filtering, reporting tools, data export, and security measures, to validate the accuracy and reliability of the system.
• Implement feedback mechanisms to capture user input on usability and functionality, making necessary adjustments based on feedback for enhanced user satisfaction.
• Perform security testing to confirm compliance with data protection protocols and ensure robust protection of all sensitive information.

6. Training, Documentation, and Support

• Develop training materials, user manuals, user guide as an e-module attached to the system, and FAQs to guide administrators and users on profile management, report generation, and data security protocols.
• Lead training sessions and workshops for end users, providing hands-on guidance on managing profiles, generating reports, and navigating the database. A user guide and short e-module on how to use the system should be included in the system.
• Provide post-launch support and troubleshooting, addressing any technical issues promptly and ensuring a smooth transition to full system use.

7. Post-Launch Maintenance and Evaluation

• Set up processes for regular database maintenance, including automated backups, system updates, and performance optimization to ensure continuous and reliable operation.
• Gather and analyze feedback for future improvements, documenting lessons learned and potential upgrades to enhance system functionality and user experience.

Working Principles: In performing the duties and responsibilities indicated above, the Consultant will be supervised by the Program Lead and the Director- Preparedness and Climate Action (PCA) Department of ADPC. The Consultant will closely work with other Project/Program Managers, Specialists, and Coordinators of the PRR Department.

Qualifications:

• Educational Background: A Master’s degree in Information Technology, Computer Science, Web Development, or a related field is essential. Advanced certifications in web development, data management, or user experience design are advantageous, and a Ph.D. in a relevant digital field would be an added asset.
• Digital Platform Development Experience: At least ten years of proven experience in digital solutions development, particularly with a focus on information systems, online rosters, or data-driven web applications. Experience with platforms supporting disaster risk reduction (DRR) or emergency management programs is highly desirable.
• Specialized Expertise in Online Roster and Data Management: Proven track record in developing and deploying online rosters or directories, especially within DRR, emergency management, or humanitarian fields. This includes expertise in secure data integration, user profile management, and real-time search and filter functionalities.
• Project Management in Digital Environments: A minimum of five years of experience in project management, including implementation and coordination of digital solutions, with skills in planning, risk assessment, and capacity building for technology-driven projects.
• Technical Skills in Web Development and User Experience: Proficiency in web development languages (e.g., HTML, CSS, JavaScript), data management systems, and security protocols to ensure platform stability and data protection. Experience in designing user-friendly and mobile-compatible interfaces is essential.
• Experience with Government or International Organizations: Familiarity with the operational context of National and Sub-National Government agencies or international organizations in digital roster or platform development is advantageous. This includes an understanding of data security standards, accessibility requirements, and scalability for multi-stakeholder platforms.
• Training and Documentation Skills: Demonstrated ability to create comprehensive user manuals, technical documentation, and training materials. Experience in conducting training sessions, particularly in online roster management and data system usage, using adult learning methodologies.
• Knowledge of DRR Systems and Structures: Understanding of disaster risk management systems, policies, and response structures in Sri Lanka or similar contexts, with experience in integrating technical data into online platforms to support DRR and emergency preparedness.
• Experience with Humanitarian or International NGOs: Previous work with humanitarian NGOs, international organizations, or DRR-related programs involving digital roster development or data management is a plus.

Duty Station: Home Country

Duration: 15 January 2025 – 14 July 2025 (6 months)

Itinerary: During official missions outside the duty station, the Consultant will be entitled to local/international travel, daily subsistence allowance, accommodation, and other related travel costs as per ADPC financial policy including reimbursement of general and administrative expenses related to implementing program activities based on prior approval from the respective supervisor identified above.

Condition of payment: The Consultant will be paid a professional fee according to the completion and acceptance of ADPC of specific deliverables over 6 months starting on 15 January 2025 to 14 July 2025. The maximum total amount payable under this contract is USD 24,000 (US Dollar Twenty Four thousand only). The payment will be made based on successful completion of specific project deliverables accepted by ADPC according to the suggested payment schedule.