Provision of registration services for the provision of humanitarian aid in the Sumy region in Save the Children

Name of the service: Provision of registration services for the provision of humanitarian aid in the Sumy region.

Expected time of providing the service >: July - December 2024

Location: Sumy and Sumy Oblast, Ukraine

Save the Children is a leading global independent organization for children. SCI believes that every child deserves a future. We work every day around the world to ensure children have a healthy start in life, are able to learn and are protected from harm. When a crisis occurs and children are at their most vulnerable, we are always among the first to respond and the last to leave the scene. We ensure that children's unique needs are met and that their voices are heard. We achieve lasting results for millions of children, including those who are hard to reach.

We do what we can for children – every day and in times of crisis – transforming their lives and our shared future.

Purpose

To hire a Service Provider to carry out registration for the provision of humanitarian aid in the Sumy region.

The general purpose is to ensure effective , timely and safe registration of households to receive financial assistance in emergency situations, with the maximum possible coverage and quality of service provision.
Responsibilities:

Given provider services

• The provider provides comprehensive services that include household registration, prompt response, security measures to ensure efficient and timely registration for humanitarian cash assistance.
< li>Note: The registration standard assumes approximately 15-25 effective registrations per day per person/registrant.

Household registration:

• Physical or telephone registration of households in certain regions (Sumy region).
• Registration may include visits to households in person, registration at a pre-arranged place or providing remote registration by phone.

Security measures:

• Assess the security situation and implement appropriate measures to ensure the safety of staff and registered households during on-site registration.

Coordination with local authorities and stakeholders:

• Cooperation with local authorities and other stakeholders to obtain lists of households in need assistance, and coordination of registration efforts.

Training and professional development:

• Participation in mandatory trainings provided by SCI e.g. online child protection trainings, trainings on registration forms, etc.

Local staff: 

• When possible , the service provider will employ local staff.

Communication and notifications:

• Sending SMS messages to recipients to invite them to register at the specified time and place if SCI assistance is required. CoAll informational material must be pre-screened and approved by SCI.

Technical implementation:

• SCI will provide a registration form on the Kobo platform. SCI will provide a dedicated link to the Kobo form for registration purposes, ensuring efficient data collection and management.

Visibility: 

• SCI will provide special instructions on presenting the project and how to introduce it to potential beneficiaries.

Responsibility:

• Regardless of the method of registration (online registration or personal registration), liability rules from SCI must be followed.

 Qualifications and Experience

• Candidates must demonstrate a combination of operational efficiency , logistical ability, adherence to protocols, technological awareness and effective communication and collaboration skills to successfully complete the technical task of registering households for cash assistance.
• Experience in providing registration services:Candidates must have experience in providing registration services, particularly in the context of households receiving financial assistance. This includes both physical and online registration methods.
• Operational efficiency: Ability to quickly mobilize resources and initiate registration at short notice. Experience in emergency response is preferred, ensuring registration can begin within approximately seven days of an event occurring.
• Logistics: Candidates must have logistical capabilities to conduct registrations, including access to tablets , staff, vehicles and mobile phones.

The following table is for provider guidance only:

Number of potential households to register /Expected registration time /Recommended number of registrants

1 - 49 households / Approximately 3 days / 1 - 2

50 – 100 households / Approximately 5 days / 2 – 3

100 – 200 households / Approximately 7 days / 3 – 5

• Training and compliance standards: Ability to provide mandatory training to all staff involved in service delivery, including online child protection training. In addition, candidates must ensure that staff attend offline training sessions conducted by SCI staff.
• Adherence to security protocols: Understanding and following security protocols, especially in areas with potential security risks . Ability to adapt enrollment methods to fit security situations, such as opting for remote enrollment in high-risk areas.
• Verification and Compliance Procedures: Experience in verification processes, including cross-checking enrollment lists with by local authorities and other organizations to avoid duplication. Willingness for additional verification, including 5% verification of registered households, and ensuring compliance with registration criteria.
• Tech.for awareness: Knowledge of technical tools such as Kobo forms for registration purposes. Applicants must be fluent in these tools to ensure efficient and accurate data collection during the registration process.
• Communication and Collaboration: Ability to work collaboratively with stakeholders, including local authorities and SCI, for effective coordination of registration activities. This includes facilitating communication with beneficiaries through SMS invitations for registration.

Expected Results

• Mobilization of staff and resources to carry out registration on time.
• Providing logistical support, including access to transportation and necessary technical devices.
• Compliance by all personnel with training requirements and compliance with registration procedures.
• Facilitating communication and collaboration with stakeholders, including local authorities and SCI, for effective coordination of the registration process.
• Submission of reports and information on completed registrations and results obtained in accordance with program and SCI requirements.