Call for Proposal: Strengthening Early Warning and Early Action Systems in Kenya

UNDRR is the United Nations' focal point for the coordination of disaster risk reduction, working with countries and a broad range of partners and stakeholders to support the implementation, monitoring and review of the Sendai Framework for Disaster Risk Reduction 2015-2030 in coherence with the 2030 Agenda and other instruments, for the multi-hazard management of disaster risk in development and the substantial reduction of disaster risk and losses.

UNDRR issues grants, in line with UN Financial Regulations and Rules, to apolitical and not profit-making organisations to facilitate, implement, or carry out activities related to UNDRR's and the partner's mandates and work programmes.

To this end, UNDRR invites non-profit-making organisations to submit grant proposals that focus on the project described below.

Rationale

A well-functioning Early Warning and Early Action system has proven to be one of the most effective ways to combat disaster impacts by protecting lives and livelihoods, reducing loss and damage, preventing displacement, and reducing humanitarian needs. This is well reflected in the Sendai Framework for Disaster Risk Reduction 2015-2030. Target G of the Sendai Framework aims to "substantially increase the availability of and access to multi-hazard early warning systems and disaster risk information and assessments to people by 2030". Priority 4 of the Framework calls on all countries to invest in, develop, maintain and strengthen people-centered multi-hazard, multisectoral forecasting and early warning systems, disaster risk and emergency communications mechanisms, social technologies, and hazard-monitoring telecommunications systems.

However, in the General Assembly Political Declaration of the midterm review of the Sendai Framework, Member States expressed deep concern that coverage of and accessibility to multi-hazard early warning systems remain inadequate, especially in Africa and committed to promoting further development of and investment in effective local, national and regional multi-hazard early warning mechanisms that lead to early action. Currently, only 45 per cent of countries in Africa report the existence of such systems, according to UNDRR's 2023 report on the Global Status of Multi-Hazard Early Warning Systems.

The Early Warning for All (EW4All) Multi-Stakeholder Forum held in Namibia on 21 October 2024 back-to-back with the Ninth Session of the Africa Regional Platform for Disaster Risk Reduction, called for an acceleration in the implementation of EW4ALL in Africa, and an improved coordination and collaboration among government institutions, UN, IGOs, and stakeholders from financial, academic, civil society, youth, persons with disabilities and the private sectors, for ensuring inclusive, people-centered and end-to-end Multi-Hazard Early Warning Systems. The forum remarked on the need to increase national investments in early warnings, supporting the use of technologies for improving access and use of risk information, foster innovation and increase capacity of national institutions leveraging on regional and continental organizations.

Climate forecasts and alerts are not sufficient when implemented alone. Early warnings must be merged with risk information to ensure advisories target the most vulnerable and are impact-based. They must also be accompanied by an effective governance and coordination structure, with the necessary political support, to bring hydro-meteorological and disaster management actors together with key sectors (i.e., water, agriculture, transport) for more timely, efficient, and impactful early action. Alerts and bulletins must be easily understandable and provide clear and actionable guidance for decision-makers. This approach is at the heart of the United Nations Office for Disaster Risk Reduction's (UNDRR) support to Member States in improving Early Warning and Early Actions.

This call for proposals will contribute to "Strengthening Early Warning and Early Action Systems in Kenya" programme, which is part of the project funded by the Italian Government to develop the capacity of national institutions and stakeholders to establish and operate an effective Early Warning and Early Action system in Kenya and to enhance the national governance and institutional framework and availability of risk knowledge for anticipatory action and risk reduction in line with the Sendai Framework. It will be implemented in coordination with the National Disaster Operation Centre (NDOC), which operates under the Ministry of Public service, Human Capital, Development and Special Programmes and in strong cooperation with Kenya Meteorological Department (KMD) and line ministries.

This programme will leave a legacy of in-house capacity in Kenya to effectively collect, exchange, and analyse DRR data and information for impact-based early warning systems, early action, and transboundary risk management. It is building resident capacities at continental, regional, and national levels needed to ensure the established system is self-sufficient beyond the programme duration. It will focus on sustainability through regional and national ownership and building resident African capacity to take the programme forward.

At national level, this grant will support the NDOC to further strengthen coordination of early warnings and early actions among national and local actors, ensuring that weather and climate forecast are understood and linked with early and anticipatory action. This includes strengthening NDOC situation room, local situation room in counties of Kilifi and Homa Bay, training on the use of an open-source risk information platform that allows for the integration of national and regional data for co-production of impact-based early warning products. The grant will also support DRR activities at local level through the Situation Room in the two counties.

The Grant will also support NDOC and national authorities to roll out simulation exercises to test the use of risk information products in early warning and improve national and local coordination mechanisms for early action. Simulation exercises help prepare stakeholders and allow for stress testing plans and systems for effective response. Systems, early action procedures, activation of early action at national and local level, contingency plans, early response mechanisms, and equipment are tested in these exercises. Improvements are made in preparedness capacities based on the results. The focus of these activities at local level will be in Homa Bay and Kilifi Counties.

The programme will customize an open-source risk information platform to the needs of Kenya by integrating national and local hazard, exposure and vulnerability data and look at standardizing and co-production of bulletins. Capacity building to National Disaster Risk Management Authorities, Meteorological and Hydrological Services, through training and simulation exercises will be provided to enhance technical skills in producing early warnings and test the new system, including connection with AMHEWAS.

Purpose

The ultimate purpose of the programme is to protect Kenyan population and livelihood with an effective Early Warning and Early Action system, with the ultimate goal of Kenya to become less dependent on international support to anticipate, prepare for, and respond to the disasters caused by hazards and the impacts of climate change.

Outcome

Increased capacities of national and local institutions and stakeholders to coordinate and operate an effective impact-based Early Warning and Early Action systems in Kenya, through improved coordination mechanism, enhanced access to technology and risk information ensuring that decisions are informed by reliable data, effective systems, and strengthened institutional capabilities at all levels.

Output

• Output 1: Improved Coordination for Early Warning and Early Action through strengthened institutional linkages, harmonized communication channels, and operational protocols.
• Output 2: Realization of a fully functional Situation Room at the NDOC and strengthening two county level situation rooms providing facilities and digital platforms for real-time monitoring, data analysis, and coordination.
• Output 3: Improve availability, access and use to Risk Information through enhanced data collection, analysis, and dissemination systems that enable authorities and communities to understand vulnerabilities, anticipate impacts, and take informed early and anticipatory actions based on reliable risk knowledge.

Suggested activities

Output 1: Improved Coordination for Early Warning and Early Action

• Support the work of Disaster Risk Reduction Platform, enhancing inter-agency coordination policies alignment and implementation, among others the Roadmaps for Early Warning for All and Anticipatory Actions. As part of the grant budget, the Grantee will need to factor in the the costs of participation and venue of about 30 participants for 2 DRR national Platform meetings in Nairobi.
• Support the realization of After Event Review (AER) for Early Warning and Early Action at national and local level. The AER will identify gaps in existing coordination structures, SOPs, and communication channels for a real occurred event. The outcomes will guide preparedness improvements and strengthen institutional readiness for multi-hazard response.
• Support development of harmonized warning systems with common levels of alert and clear communication flow (SOPs): A standardized alert and communication framework will eliminate inconsistencies in warning levels and enhance clarity across sectors. This will ensure early warnings trigger timely, coordinated, and actionable responses at all administrative levels.
• Peer exchange visits in Italy with Italian Civil Protection System. The exchange visits will facilitate learning from the Italian civil protection system in Early Warning and Early Action. It will foster collaboration and knowledge sharing. The visits shall include at least 5 participants, and the costs shall be included into the Grantee's proposal.

Output 2: Realization of Situation Room at NDOC and strengthening of two county level situation rooms Homa Bay and Kilifi.

• Design and technical specifications of the Situation Room: The design phase will define infrastructure, hardware, software, and data requirements for the NDOC and county situation rooms. The situation rooms will be designed in close consultation with NDOC and national stakeholders and with technical specifications similar to the one of the [RPMS6] situation rooms realized under the Africa Multi-Hazard Early Warning and Early Action system (technical guidance and resources to be provided by UNDRR). The value of equipment, furniture and all related civil and electrical works should below 130.000 USD.
• Procurement and installation, testing and hand-over: State-of-the-art equipment and ICT infrastructure will be installed, tested, and operationalized for real-time data visualization and decision-making. Handover will include comprehensive user orientation and quality assurance.
• SOPs for Situation room operation: Standard Operating Procedures will be developed to guide routine operations, data handling, and coordination for improved disaster preparedness. These will define workflows for information flow, communication of warnings and alerts, and decision-making within the Situation Rooms.
• Disaster Risk Information Management platform: An open-source risk information platform will be made available to Situation Room operations for real time hazard and risk data exchange from other national (KMD, Kenya National Bureau of Statistics) and regional system (IGAD Climate Prediction & Applications Centre and the African Union Commission). The platform will link NDOC and county situation rooms for seamless data exchange, analysis, and reporting. It will enable integration of multi-hazard information, ensuring informed and timely early actions.

Output 3: Improve availability, access and use of Risk Information

• Develop exposure, vulnerability and risk assessment and mapping for Early Warning and Early Action, with national coverage and two hot-spot (Counties of Homa Bay and Kilifi) for floods, landslide, and drought. This activity will include: 1- collection of existing datasets through government departments, academic institutions, and regional platforms; 2- selection, in consultation with NDOC and national stakeholders, of exposure and vulnerability indicators; 3- hazard and risk mapping for the entire countries and two hotspots counties; 4- integration of data in the Disaster Risk Information Management platform of output 2. The analysis will include at least 5 likelihood scenarios for hazards; it will further consider exposure for population, infrastructure, critical assets, housing, and social, economic, and environmental vulnerability indicators, including disaggregation for gender and person with disabilities. Two national workshops in Nairobi for about 30 participants shall be included in the proposals (all costs to be factored into the grant budget).
• Develop Standard Operating Procedure for Impact-Based Forecasts and communication of warnings among national and local authorities and stakeholders, including civil society and the private sector. The SOPs will be developed in close coordination with NDOC and KMD, will cover floods and severe weather, and will introduce a procedure for integrating hazard forecasts with risk maps of 3.1 as well as integration of ICPAC monitoring and forecasting product and AMHEWAS advisories in the national early warning system. The development of impact-based forecasting (IBF) will ensure advisories are actionable and linked to pre-defined response triggers. The SOPs will also include a harmonized Communication flow among national and local authorities, ensuring early warning information is accessible and understandable formats for decision-makers and communities. This will promote consistency, trust, and public responsiveness to early warning messages. One national consultation workshop and one training course in Nairobi for about 30 participants shall be included in the proposals (all costs shall be factored into the grant budget).
• Support the development of Early Action Protocols for the counties of Kilifi and Homa Bay, training on the use of risk knowledge for early warnings (Handbook on the use of risk knowledge for multi-hazard early warning systems 2024 | UNDRR) and organization of two public awareness campaigns and two Simulation Exercises for Early Warning and Early Action. The simulation exercises will test the protocols.

Resources

• Handbook on the use of risk knowledge for multi-hazard early warning systems 2024 | UNDRR
• Disaster Risk Pooling tool - Disaster Risk Pooling Tool
• National disaster risk assessment: A guide for national practitioners | UNDRR
• Technical guidance on comprehensive risk assessment and planning in the context of climate change | UNDRR
• UNDRR's Risk Assessment and Planning Guide - Climate Adaptation Platform
• Guidance Note on Using the Probabilistic Country Risk Profiles for Disaster Risk Management | UNDRR
• Words into Action 

Elements specific to the project that the grantee should know

All International and national non-governmental organizations that wish to be considered for partnership opportunities with UNDRR will need to register and create a profile on the United Nations Partner Portal (UNPP). Following verification of the profile information, partners will be eligible to apply for partnership opportunities with UNDRR as well as the UN Secretariat and all other participating UN Organizations.

We encourage you to start the registration as soon as possible to avoid delays. Only registered organizations whose profile has been successfully verified will be considered eligible partners to apply for grant opportunities with UNDRR.

For more details on registration procedures please visit the UN Section of UNPP (https://www.unpartnerportal.org/registration)

Furthermore, the United Nations system requires all partners to be assessed regarding their capacity to prevent and respond to sexual exploitation and abuse. UNDRR encourages implementing partners to use the Protection from Sexual Exploitation and Abuse (PSEA) module in the UNPP. PSEA Module User Guide CSO Partner Members

• The grantee must have a proven track record in capacity building of government institutions and partners in Kenya in disaster risk reduction, capacity, early warning, and risk knowledge.
• For all training, workshops, consultative meetings, etc., the grantee must provide a summary outcome of the events, list of participants with disaggregated information including names, affiliation, gender, email address, city, and country of representation. All events must be accompanied by relevant reports with photos as proof of evidence.
• The grantee shall acknowledge the financing support from UNDRR in the execution of all project activities and deliverables.
• The proposal should demonstrate to have an implementation unit based in Nairobi.

Budget and administrative-related aspects

The duration of the proposed project cannot exceed 12 months. The maximum amount requested from UNDRR for the implementation of this project cannot exceed 425.000 USD. The project proposal must not exceed 10 pages (attachments such as scanned copies of entity registration, CVs of staff etc. do not count). For this purpose, please fill in duly all the sections of the application form, include the required documents (scanned copy of NGO/IGO's registration certificate, CVs of staff etc.) and budget excel sheets, and send the complete application package (application form, budget excel sheets, entity registration certificate, CVs of staff, etc.) to the following email address: [email protected] cc: [email protected], [email protected]

Reference: UNDRR CfP 2025/008 Call for Proposals - Strengthening Early Warning and Early Action Systems in Kenya

Deadline for applications: 5 of December 2025 23:59 EAT (East Africa Time). Incomplete and/or late applications will not be considered.

Projects' activities can include, amongst others, the following:

• seminars, workshops, trainings;
• capacity building activities;
• institutional strengthening activities and
• advocacy

The following types of activity will not be covered:

• capital expenditure, e.g., land, buildings, equipment, and vehicles;
• individual scholarships for studies or training courses;
• supporting political parties; and sub-contracting

Due to the number of applications, only short-listed applicants will be notified.

Please note that the grant payment schedule will be determined with the selected grantee when finalizing the agreement. UNDRR standard practice is: not to exceed 40% of the requested amount upon signature of the grant agreement; remaining payments made based on a schedule of payments linked to production of project milestones and the final payment, 20%, will be paid after the end of the project, once final documents have been received, verified and approved by UNDRR.

Refund of grants: UNDRR may request organizations to refund, either in part or in whole any amounts paid in respect of a grant when:

• the project was not implemented in full or in part;
• the grant was spent for ineligible expenditures other than those mentioned in the budget proposal submitted to, and approved by UNDRR;
• no narrative, financial or audit report was submitted within the deadline established by the grant agreement;
• a narrative report and/or a financial report submitted was determined to be unsatisfactory;
• a negative evaluation of the project by UNDRR;
• any other valid reason provided by the UNDRR.