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ACT (country name) ForumEmergency Preparedness and Response Plan (EPRP)

Approved (date and signature by chair and co-chair):

Planned update (date):

Responsible for making sure this update takes place:

ACT members participating in the EPRP:

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CONTENTS

EMERGENCY PREPAREDNESS ACTION PLAN.....................................................................................................3

i. INTRODUCTION........................................................................................................................................4

ii. HOW TO USE THE TEMPLATE...................................................................................................................4

iii. KEY TERMS................................................................................................................................................4

1. CONTEXT ANALYSIS..................................................................................................................................5

2. RISK ANALYSIS..........................................................................................................................................5

3. ACT FORUM AREAS OF OPERATIONS........................................................................................................5

4. EARLY WARNING MECHANISM.................................................................................................................5

5. ACT FORUM RESPONSE............................................................................................................................55.1 ROLES AND RESPONSIBILITIES IN CASE OF AN EMERGENCY.............................................................55.2 ACT RESPONSE TIMELINE...................................................................................................................65.3 RAPID NEEDS ASESSMENT................................................................................................................65.4 COORDINATION................................................................................................................................6

6 COMMUNICATION....................................................................................................................................6

7 ADVOCACY................................................................................................................................................6

8 SECURITY..................................................................................................................................................7

9 ACT ALLIANCE HUMAN RESOURCES.........................................................................................................79.1 ACT FORUM SURGE CAPACITY (IN-COUNTRY)..................................................................................79.2 ACT ALLIANCE MEMBERS’ SURGE CAPACITY (GLOBALLY).................................................................7

10 ACT ALLIANCE MATERIAL RESOURCES AND LOGISTICS............................................................................810.1 MATERIAL RESOURCES.....................................................................................................................810.2 ACT ALLIANCE MEMBERS’ EMERGENCY STOCK................................................................................810.3 PROCUREMENT.................................................................................................................................810.4 CASH TRANSFER PROGRAMMING....................................................................................................810.5 TRANSPORT, WAREHOUSING AND CUSTOM CLEARANCE................................................................8

11 FINANCIAL RESOURCES.............................................................................................................................9

12 ACT FORUM CONTACT DETAILS..............................................................................................................9

13 CONTACTS OF KEY HUMANITARIAN ACTORS..........................................................................................9

ANNEX I. ACT ADDED VALUE – HOW WE WORK.............................................................................................10

ANNEX II. RISK MATRIX: QUALITATIVE CONSEQUENCE AND LIKELIHOOD MEASUREMENT SYSTEMS............11

ANNEX III. DETAILED RISK ANALYSIS...............................................................................................................11

ANNEX IV. EXAMPLE MAPPING OF ACT FORUM AREA OF OPERATIONS........................................................12

ANNEX V. WEB-BASED EARLY WARNING RESOURCES....................................................................................14

ANNEX VI. EXAMPLE OF ROLES AND RESPONSIBILITIES.................................................................................15

ANNEX VII. ACT RESPONSE TIMELINE.............................................................................................................16

ANNEX VIII. EXAMPLE OF EMERGENCY MEETING AGENDA............................................................................17

ANNEX IX. BLANK EPRP TEMPLATE.................................................................................................................18

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EMERGENCY PREPAREDNESS ACTION PLAN

MAIN ACTIONS NEEDED TO FINALIZE THE EPRP Include here all the actions needed to finalize the different sections in the EPRP. Action can be for instance to

collect more information for a specific section of the plan or to conduct more detailed analysis on a particular hazard

ACTION RESPONSIBILITY DEADLINE

MAIN ACTIONS NEEDED TO ADDRESS GAPS IN THE ACT FORUM PREPAREDNESS Include here all the actions needed to address gaps in the ACT forum preparedness. These actions can be for

instance putting emergency stocks in place or actions needed to establish good connection with potential donors

ACTION POINT RESPONSIBILITY DEADLINE

CAPACITY BUILDING PLAN Develop a plan to address the gaps through capacity building

CAPACITY BUILDING NEED TARGET PROPOSED SOLUTION DEADLINEe.g. rapid needs assessment training

CA office programme staffXxx partnerXxx partner

Joint training, facilitated by EO Preparedness

March 2013

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i. INTRODUCTIONWhen disaster strikes, ACT’s immediate imperative is to save lives and to support those who are affected. Experience shows the better ACT members and forums are prepared for a possible disruption of normal life, the faster and more effective a response becomes. Recognizing the importance of being prepared for emergencies and to react quickly in a coordinated way, the ACT Alliance has decided to make emergency preparedness and response one of its strategic priorities, which is also reflected in the ACT Strategic Plan (2011-2014). The objective of the ACT Forum Emergency Preparedness and Response Plan (EPRP) is the development of a common understanding of potential disasters in the area and how the ACT forum will respond to these disasters.

ii. HOW TO USE THE TEMPLATE

- It is not obligatory to fill/complete all sections. - The forum should use those sections of the template that they find useful and ensure that the EPRP is

adapted to the local context by using local information sources as much as possible.- The instructions in the template are written in italics; boxes and instructions can be deleted if not needed

anymore to keep the document to a manageable length.- This document includes both guidelines and instructions to complete the template; a blank template has

been included as Annex IX, which can be filled in directly for ease of use.

iii. KEY TERMSPreparedness actions are carried out within the context of disaster risk management and aim to build the capacities needed to efficiently manage all types of emergencies and achieve orderly transitions from response through to sustained recovery. Preparedness is based on a sound analysis of disaster risks and strong linkages with early warning systems, and includes such activities as contingency planning, stockpiling of equipment and supplies, the development of arrangements for coordination, evacuation and public information, and associated training and field exercises. These must be supported by formal institutional, legal and budgetary capacities. The related term “readiness” describes the ability to quickly and appropriately respond if required.

Preparedness planning identifies actions that can be taken before a crisis to facilitate an effective response once the crisis is under way. These actions are laid out in a preparedness plan. Focusing on preparedness planning is effective because, once the plan is implemented; it yields direct and actionable results.

Emergency Preparedness and Response Planning is undertaken to establish standing preparedness capacity to respond to a range of different situations. Contingency planning is undertaken to respond to a specific anticipated crisis.

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1. CONTEXT ANALYSISSummary of country/regional context (limit to one page; a more detailed analysis of the country context, including reference to other documents, can be included as an annex): Recent and current conflicts, natural disasters and other emergencies; Main human rights challenges, HIV/AIDS; Social, political and security analysis, including ethnic and religious factors that may influence and complicate any

emergency operation; Details of main rights holders and duty bearers in an emergency situation; Information about national preparedness and response units and other (I)NGOs.

2. RISK ANALYSIS Identify all the hazards that might affect the country or communities. Prioritize the hazards identified in the risk analysis according to their impact and frequency by using the qualitative

consequence and likelihood measurement systems (see Annex II). Use the risk matrix (below) to facilitate the comparison between the different risks identified by the ACT Forum. Conduct a more detailed analysis on the hazards and document them in Annex III (see template for analysis in

Annex III) categorised as moderate to high risk (red and orange in the risk matrix).

Almost certain

Likely

Possible

Rare

Minor Moderate Major Catastrophic

High-risk condition with highest priority for prevention, mitigation and contingency planning (immediate action)Moderate to high-risk condition with risk addressed by prevention, mitigation and contingency planning (prompt action)Risk condition sufficiently high to give consideration for further prevention, mitigation and contingency planning (planned action)Low-risk condition with additional prevention, mitigation contingency planning (advisory in nature)

3. ACT FORUM AREAS OF OPERATIONS Present members’ and partners’ areas of operations and sectors of expertise in areas where they have the capacity

to respond to an emergency. Make a map of the areas of operations to give a visual representation of where the forum would be able to

respond. If possible, the mapping should be plotted over a hazard map, to show where the forum can respond in relation to the areas of highest risk (see Annex IV for examples).

REGION/ STATE SECTOR ACT MEMBER PARTNER(S)

4. EARLY WARNING MECHANISM Establish responsibilities within the forum for monitoring early warning signs and indicators identified in the risk

analysis. Establish responsibility for verifying and triangulating early warning information and activating the next level of

preparedness planning or action as necessary. Consider what sources should be monitored (e.g. coordination meetings, government sources, partners,

communities and web-based tools – see Annex V for list of resources). Represent the information in a diagram showing the information flow between actors (see Annex V for example).

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Template: 31 May 20135. ACT FORUM RESPONSE

5.1 ROLES AND RESPONSIBILITIES IN CASE OF AN EMERGENCY See MoU for ACT Forum structure. Define roles and responsibilities within the forum in case of an emergency – see Annex VI for an example of roles

and responsibilities, adapt the table to meet the needs of the forum and assign these roles within the forum.

5.2 ACT RESPONSE TIMELINE Annex VII gives details of the response timeline for ACT Appeals and the different activities involved. As detailed in the response timeline, when a disaster strikes or is imminent an emergency meeting will be called.

See Annex VIII for a sample emergency meeting agenda. Adapt as appropriate for the forum. In this section the forum should include a response timeline or flowchart adapted to their context and needs.

5.3 RAPID NEEDS ASESSMENT Identify trained personnel within the forum who will be available and responsible for conducting rapid needs

assessments. Ensure that there is sufficient logistic and HR capacity within the forum to undertake rapid needs assessments if necessary. If not, include any gaps identified in the capacity building/ preparedness action plan.

Agree on tools and standard operating procedures (SOPs) within the forum. Identify other agencies that will conduct emergency needs assessments, e.g. inter-agency assessments, and try to

include forum members on the assessment team, e.g. MIRA. Resources:LWF emergency assessment checklist1: http://www.lutheranworld.org/Share/LWF-Emergency_Assessment_checklist.pdf

5.4 COORDINATION Identify coordination mechanisms (inter-agency/NGO fora, UN clusters/working groups, humanitarian country

teams, government structures) and how forum members will participate in them. Identify person responsible for updating information in the OCHA FTS (www.fts.unocha.org). Resources:OCHA 3WWho does What Where/Contact Management Directoryhttp://3w.unocha.org/WhoWhatWhere/ OCHA On-line Planning/Projects System (all ACT members are included in the drop-down list of organisations)http://ops.unocha.org/

ACT MEMBERS PARTICIPATION IN DIFFERENT COORDINATION MECHANISMSCoordination mechanism Place / Level ACT member participating

6 COMMUNICATION Appoint a Forum Media Officer (FMO) – see Roles and Responsibilities table. Ensure that the FMO is familiar with responsibilities before, during and after an emergency. Agree on policy for signoff and spokesperson in emergencies and communicate to Secretariat. Refer to category in RST roster for communication; identify potential need for surge capacity.Resources: ACT Alliance response to an emergency: Section 5, Communication in Emergencieshttp://www.actalliance.org/resources/policies-and-guidelines/act-response-mechanisms/act-alliance-response-to-emergencies

7 ADVOCACY Establish if and how the forum plans to engage in joint humanitarian advocacy and if so, appoint a Forum

Advocacy Officer. Establish a list of primary duty bearers in emergency response. Identify groups that may be subject to rights’ violations during or after an emergency. Resources: ACT Alliance response to an emergency: Section 6, Advocacy in Emergency Response

1 The LWF checklist should be used until the ACT emergency assessment guidelines are available. 6

Template: 31 May 2013http://www.actalliance.org/resources/policies-and-guidelines/act-response-mechanisms/act-alliance-response-to-emergencies Policy and Procedures for the ACT Alliancehttp://www.actalliance.org/resources/policies-and-guidelines/advocacy/ACT_advocacy_policy-procedures_FINALEDIT_ApprSept2011.pdf/view

8 SECURITY Appoint an ACT Security focal point; identify major security issues and hotspots and how to address security needs

at the forum level. If necessary, request advice and support from the ACT Security Coordinator. Ensure that each ACT Forum member has a security focal point in place that is available to all staff to provide

advice and other help in security management, as required. Appoint an emergency focal point and a dedicated emergency number that is shared with all ACT members.Resources:Staff Safety and Security Principles for the ACT Alliancehttp://www.actalliance.org/resources/policies-and-guidelines/security/Staff%20Safety%20and%20Security%20Principles%20for%20the%20ACT%20Alliance_Appr05Feb11_ENGLISH.pdf/view ACT Staff Safety and Security Guidelineshttp://www.actalliance.org/resources/policies-and-guidelines/security/ACT_Saff_Safety_-_Security_Guidelines_vers_2011.pdf/viewACT FORUM SECURITY FOCAL POINTSOrganisation Security Focal Point (Name and contact details)

9 ACT ALLIANCE HUMAN RESOURCES

9.1 ACT FORUM SURGE CAPACITY (IN-COUNTRY) Identify probable human resource needs (by competence/ sector), women and men, for scaling up in an

emergency situation. Identify available human resources within the ACT Forum members and partners. Identify potential gaps in capacity and competence. Include capacity building needs identified in the Preparedness

Action Plan and Capacity Building Plan. Develop mechanisms for scaling up, e.g. agreements with partners, other relevant ACT Alliance offices locally or

internationally for use of personnel resources.COMPETENCE/SECTOR

TITLE/NAME GEOGRAPHICAL AREA OF OPERATION

SPECIALISED COMPETENCE

AVAILABILITY AS SURGE CAPACITY

e.g. Communication (village/town/city, county, country, region)

(e.g. rapid assessments, NFI distributions, hygiene promotion, reproductive health, monitoring, protection etc.)

CoordinationLogisticsCashOthers…

9.2 ACT ALLIANCE MEMBERS’ SURGE CAPACITY (GLOBALLY) The following people are the ACT Regional Programme Officers who can support the forum to identify surge

capacity options in case of an emergency. The RST focal point can support forums to make requests to the RST roster.

Region Name/E-mail LandlineTel (+41)

MobileTel (+41)

Skype

Latin America and the Caribbean Carlos.Rauda@actalliance.org 22 791 6420 79 608 8133 carlos.rauda

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Asia and Pacific Sudhanshu.Singh@actalliance.org 22 791 6035 79 285 29 16 sudhanshu.shekhar.singh

Africa (except Southern Africa) Katherine_Gicuku.Ireri@actalliance.org 22 791 6040 79 433 0592 act-program-officer-africa

Southern Africa (+ RST focal point) Gorden.Simango@actalliance.org 22 791 6319 79 857 5334 prog-officer-sa-gi

Eastern Europe and Middle East Josef.Pfattner@actalliance.org 22 791 6710 76 245 0667 josef.pfattner

10 ACT ALLIANCE MATERIAL RESOURCES AND LOGISTICS

10.1 MATERIAL RESOURCES List the resources available to the forum in country. Include only resources in key locations that can definitely be

used, e.g. offices/ cars at border locations.

ACT ALLIANCE MEMBERS MATERIAL RESOURCES (local and international)Organisation Location Material resources in the location

(Offices, cars, warehouses, trucks, relief material, communication devices etc.)

10.2 ACT ALLIANCE MEMBERS’ EMERGENCY STOCK Establish and maintain an up-to-date inventory list of existing emergency stock held by or available to Forum

members, ACT Alliance and partners. Ensure that equipment is appropriate to local context and nature of disaster, including gender and cultural

sensitivity, access for disabled, in relation to sanitation, shelter, NFI kits, clothing etc. Consult women on their special needs, especially in countries where FGM is customary.

ACT ALLIANCE MEMBERS EMERGENCY STOCKOrganisation Location Emergency Stock

10.3 PROCUREMENT Identify potential local suppliers Establish framework agreements with reliable suppliers and partners with agreed cost and delivery time. Use ACT Alliance members’ capacity to facilitate international procurement and transport. Include a list of ACT Alliance members’ global logistics and procurement capacity (to be compiled by ACT Geneva?)Sources: Humanitarian Logistics Information www.logcluster.org

LIST OF SUPPLIERSMaterial Name of supplier Address Contact details

ACT ALLIANCE MEMBERS EXISTING CAPACITIES FOR PROCUREMENT AND LOGISTICSACT member Capacity

10.4 CASH TRANSFER PROGRAMMING Assess distribution method options and identify potential partners for cash transfer programming (e.g. banks,

micro-finance institutions, mobile phone companies); establish framework agreements. Identify in-country staff who are trained in emergency market mapping and cash transfer programming and who

will be available to assess whether cash programming is appropriate and possible and to design appropriate programmes. If there is no capacity in-country include staff training in capacity building plan.

Maintain up to date information on the market and ensure participation in the relevant coordination mechanisms.

LIST OF PARTNERSPartner Type of organisation Address Contact details

10.5 TRANSPORT, WAREHOUSING AND CUSTOM CLEARANCE Make an overview of ports of entry (air, sea, land); reliable transport companies and freight forwarders for custom

clearance. Identify organization/s which is/are properly registered in the country in order to be able to import and clear

goods.8

Template: 31 May 2013 Find out under which circumstances it is possible to get a tax exemption. Establish procedures, cost and time involved in customs clearance. Make a list of warehouse companies/possibilities.Sources: Humanitarian Logistics Information www.logcluster.org

LIST OF TRANSPORT COMPANIESCompany Capability Contact details

LIST OF FREIGHT FORWARDERSCompany Capability Contact details

LIST OF HUMANITARIAN WAREHOUSES / WAREHOUSE COMPANIESCompany Capability Contact details

LIST OF ACT ORGANISATIONS WITH TAX EXEMPTIONSOrganisation Tax exemption for

11 FINANCIAL RESOURCES Identify potential resources locally and internationally, including ACT mechanisms such as ACT Appeal, RRF

and revolving fund and ACT members’ in-house emergency funds. Develop and maintain close links with potential donors, where feasible decide on who maintains contact on

behalf of ACT Forum with which donor. Make notes about any special requirements for accessing funding possibilities.

ACT ALLIANCE MEMBERS’ FUNDING POSSIBILITIESACT MEMBER FUNDING POSSIBILITY/ SOURCE ADDITIONAL INFORMATION

12 ACT FORUM CONTACT DETAILS

Organisation Location Name and Position Tel. Email

13 CONTACTS OF KEY HUMANITARIAN ACTORSOrganisation Location Name and Position Tel. Email

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ANNEX I. ACT ADDED VALUE – HOW WE WORKACT Alliance members are bound together by core values that are grounded in Christian faith and which guide ACT humanitarian, development and advocacy work, reflected in mutual support, financial, HR, and also in the policies.

These values are expressed through ACT policies that set standards for ACT staff and members on humanitarian good practice as well as appropriate staff behaviour. The overall goal of all policies is to promote continuous improvement of the quality of services to the communities with whom we work.

The ACT Accountability Framework (AAF) summarises these policies. It also documents all ACT policy guidance on thematic programme areas, including: rights-based approach, gender equality, accountability, protection, climate change and security.

This framework is publicly accessible to ACT stakeholders and demonstrates ACT’s intention to adhere to stated commitments and processes, and to be held accountable. It is essential that all ACT humanitarian response comply with and be informed by these shared commitments of the ACT Alliance.

The following mandatory ACT policies and commitments are particularly relevant to humanitarian response:

The ACT Membership Cooperation Agreement outlines the rights and responsibilities of members of the ACT Alliance, its governing bodies, and the ACT secretariat in Geneva. It is signed by all member organisations and ACT management. This agreement commits members to uphold all financial and other obligations of membership, including within emergency response.

Policy and Guidelines for ACT National and Regional Forums (2010), provides direction for ACT national and regional forums and outlines operating principles that should be adopted by all forums

Co-branding for members of the ACT Alliance (2010) outlines ACT’s policy for member organisations on co-branding requirements which are essential in emergency response.

Anti-fraud and corruption policy for the ACT Alliance (2009). This is supported by financial guidelines for members and partners accessing ACT appeal funds.

ACT Code of Conduct for the Prevention of Sexual Exploitation and Abuse, Fraud and Corruption and Abuse of Power. This code outlines the key responsibilities of each ACT staff in relation to respect for the welfare and rights of the people with whom they work. It details the obligations placed upon their personal conduct, towards the prevention of the following: sexual exploitation and abuse (SEA), all forms of harassment, fraud and corruption, security breaches, and unethical business practices. The code must be signed by all ACT staff as a condition of employment. The ACT Code of Conduct has supporting guidelines for implementation for ACT members.

The Code of Good Practice for the ACT Alliance sets out common values, principles and commitments that shape the humanitarian, development and advocacy work of ACT members. It outlines the professional and ethical standards required by the alliance as a condition of membership.

Code of Conduct for International Red Cross and Red Crescent Movement and Non-Governmental Organisations (NGOs) in Disaster Relief. Based on the humanitarian imperative, this code provides ten foundational principles which undergird humanitarian response. All humanitarian response by ACT members should adhere to these principles.

The Sphere Project – Humanitarian Charter and Minimum Standards in Disaster Response. The “Sphere standards” are minimum standards for work in key lifesaving sectors: water supply, sanitation and hygiene, food security and nutrition and protection, settlement and nonfood items. They relate to the Humanitarian Charter which articulates the rights based and people-centered approach to humanitarian response. All humanitarian response by ACT members should adhere to these standards.

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ANNEX II. RISK MATRIX: QUALITATIVE CONSEQUENCE AND LIKELIHOOD MEASUREMENT SYSTEMS

EXAMPLES OF QUALITATIVE CONSEQUENCE AND LIKELIHOOD MEASUREMENT SYSTEMS

Qualitative consequence measurement system

Minor Small number of injuries but no fatalities. First aid treatment required. Some displaced people. Some damage. Some disruption. Some financial loss.

Moderate Medical treatment required and some fatalities. Some hospitalization. Localised displacement of people. Localised damage that is rectified by routine arrangements. Normal community functioning with some inconvenience. Significant financial loss.

Major Extensive injuries, significant hospitalisation, large number of displaced. Fatalities. Significant damage that requires external resources. Community only partially functioning, some services unavailable. Significant financial loss- some financial assistance required.

Catastrophic Large number severe injuries. Extended and large numbers requiring hospitalisation. General and widespread displacement for an extended duration. Significant fatalities. Extensive damage. Community unable to function without significant support.

ANNEX III. DETAILED RISK ANALYSIS Using the table below, make an analysis of likely hazards and their potential risks (both natural and man-

made/conflict). Can be done to the level the forum finds useful, e.g. by region or nationally, but suggested to keep at national level for simplicity.

Analyse each hazard in a separate table.

Resources:Add local sources of information to the list below (can be either physical documents/databases or websites)www.emdat.bewww.pcr.uu.se/gpdatabase/search.phpwww.preventionweb.netwww.crisisgroup.org http://www.unisdr.org/eng/country-inform/introduction.htm

HAZARDLikelihoodImpactEarly Warning Signs /triggersSeasonality (timing)Secondary risks/ hazardsGeographical areaPopulation / Assets at risk (why and how at risk)General community and individual coping mechanismsHumanitarian consequencesConstraining factors

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Qualitative likelihood measurement system

Almost certain Excepted to occur; many recorded incidents; may occur once every 1 to 4 year (or be exceeded).

Likely Will probably occur; may occur once every 10 year (or be exceed).

Possible Might occur; may occur once every 20 years (or be exceeded); will generally be close to or exceed past records of severity.

Rare May only occur in exceptional circumstances.

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ANNEX IV. EXAMPLE MAPPING OF ACT FORUM AREA OF OPERATIONS

Map of presence of ACT members and partners in HaitiSource : ACT Forum Haïti, 2012

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EXAMPLE MAPPING OF ACT AREAS OF OPERATIONS OVER HAZARD MAP

Map representing ACT presence combined with main hazards: hurricanes, floods, earthquakes and landslides

Source : ACT Forum Haïti, 2012

(Source of hazard map: Government of Haiti, Multi-Hazard Report, 2010)

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ANNEX V. WEB-BASED EARLY WARNING RESOURCESResources: Humanitarian Early Warning Service (a global multi-hazard watch service under IASC): www.hewsweb.org Famine Early Warning Systems Network funded by USAID: www.fews.net The Global Disaster Alert and Coordination System, a joint initiative of the United Nations and the European

Commission. Includes media monitoring, map catalogues and Virtual On-Site Operations Coordination Centre: www.gdacs.org

ReliefWeb disseminates humanitarian information round the clock, and is the primary site for publishing agency specific information. Administered by UN OCHA: www.reliefweb.int

Reuters AlertNet is a humanitarian news network, operated by the Reuters Foundation: www.alertnet.org IRIN (Integrated Regional Information Networks) is part of UN OCHA, but its services are editorially independent:

www.irinnews.org

EXAMPLE OF EARLY WARNING DIAGRAM:

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ACT FORUM COORDINATION ACT Forum coordination decides on activating the Preparedness Plan and communicates the decision with ACT members and ACT Secretariat.

ACT Forum Early warning mechanism

ACT MEMBERForum members will monitor international web-based early warning tools, in addition to the partner/communities EWS, and use their networks for early warning

ACT member will share any relevant early warning information with Forum coordination, Forum members, other partners, inter-agency coordination, communities

PARTNER / COMMUNITY(Describe role partner/ community will play in the early warning system)

WEB-BASED EARLY WARNING TOOLS / MEDIA

CLUSTERS / GOVERNMENT

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ANNEX VI. EXAMPLE OF ROLES AND RESPONSIBILITIESRoles and Responsibilities in case of an emergencyStructure Composition ResponsibilityACT Secretariat -Regional Program Officer

-Assistant Regional Program Officer-Communication Unit

-For large-scale emergency initiate a country specific e-portal file andorganize a Skype/tel. call by hour 8 after onset of the emergencyTo receive information sent by ACT members and to share this.-Review and publish alert(s).-Consult the ACT Alliance on possibilities for funding.-Activate the RST in consultation with Forum Coordination.-Review appeal proposals, comment and issue.

Operations Response Team

-Forum Chair - Receive early warning information and call forum meetings when necessary.-Lead the workflow process (see example in annex II) in case of a disaster.

-Forum Vice-Chair -Support ACT Forum chair in forum coordination.-Undertake coordination tasks on the request of the forum chair.

-Forum Coordinator -Ensure that all the collected information is updated and available.-Ensure cooperation with OCHA staff responsible for contingency planning, through participation to ad-hoc meetings and exchange of emails on level of preparedness.-Maintain communication with the ACT Secretariat before and after a disaster for information sharing, alerts, fundraising and possible activation of ACT Rapid Support Team (RST).- Ensure that joint rapid needs assessments are done on time and by using the ACT Alliance emergency assessment guidelines.- Ensure that the Alert, Preliminary Appeal, and Appeal are sent in the correct form with all necessary information and on time to ACT Secretariat.-Lead preparation and deployment of needs assessment teams, including sector specialists, and report all relevant information to the forum.-Lead joint monitoring and evaluation activities

-Forum communication officer - Handle media visits and ensure continuity in the articulation of the emergency.-Lead the work of Forum journalist/photographer (when applicable).- Exploit possibility to include proposals into CHAP and UN flash appeal- Generate fast, interesting, high-quality and accurate articles and images from the ground. In particular human interest stories.-Provide regular data through ACT situational reports (sitreps).-Plan for visual/ written coverage during in the six months following the peak of the crisis.-Work with the secretariat to disseminate content through members’ and ACT websites, the ACT MediaBank and global media.

-Forum Security officer -Ensure security measures in place for ACT staff- Receive security information and report all relevant information to the forum.- Provide regular analysis on the security situation.

Advocacy focal pointForum members -ACT members working in

disaster or supporting other ACT members/partners disaster response.

-To participate to meetings convened by the forum chair.-Coordinate with OCHA structures as well as other INGOs (through clusters) to ensure maximum efficiency of assessment efforts and initial response given.-Share relevant information and before and after disasters. Contribute to the ACT Forum decision making process as described in the flowchart.-Contribute as much as possible by sharing resources and knowledge.-Preparation and implementation of the Appeal.-Fundraising before and after disasters.-Participate in joint needs assessments-Assess the need for response and formulate recommendations for the design of the response.

Sector specialist -ACT members who have strong capacities in a particular sector.

-In coordination with the forum coordination, to deploy specialists during needs assessment and project preparation phase.

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ANNEX VII. ACT RESPONSE TIMELINEFlowchart for responseA disaster situation is evolving / has evolvedNo Activities Responsible1 - Share relevant information/alert/weather forecast bulletin received with other forum members

- Provide input and upload documents to e-portal within 6 hours following the onset of large emergency- Ensure security measures in place for ACT staff

ACT members

2 - 8 hours after onset of emergency, set up tel./Skype conference with ACT funding members and forum with information from e-portal as basis for discussion

ACT Secretariat

3 - Decide on activating the Response Plan; communicate decision with ACT members and Secretariat- Ask ACT members to update information provided (human resources and stocks)

Forum Chair with members

4 - Communicate to coordinate activation of their own Contingency Plans and specific measures taken- Communicate stock information- Mobilise all available resources for response

ACT members

Within 24 hours5 - Consult ACT Secretariat on possibility for funding in the event of major impact

- Send an alert to the ACT Secretariat informing on the disaster, possible scope of damage and preparedness done by ACT members

Operations response team (ORT)

6 - Consult with HQ for possibility for funding- Gather all possible information (from partners, UN/OCHA etc.) to share during the meeting

ACT members

7 - Convene meeting for ACT members to:- Share basic information on level of damage, region hit, and funding available- Decide on team deployment (sector specialists to confirm availability)- Send an Alert to the ACT Secretariat- Preliminary assessment for likelihood of RRF or appeal

Forum Chair in coordination with members

Within 48 hours8 - Maintain follow up with Secretariat on likelihood of funding, follow up of Alert, answer possible

questions from ACT Alliance members- Maintain contact with ACT members on possibility for funding

ORT

9 - Maintain follow up with HQ and share relevant information with Coordination- Share resources with other ACT members if needed

Forum members

10 - Gather updated information using standard needs assessment format for rapid needs assessment- Share preliminary findings with the Coordination as well as recommendation for response (ACT

mechanism or not; RRF or Appeal)- In view of preliminary findings, inform the coordination on the need of further assistance (sector

specialists; RST) for more detailed needs assessments- Note: RRF proposal must be submitted within 48 hours and preliminary appeal proposal within 4 days

Forum members

11 - Based on preliminary findings, consult with ACT members on level of impact and likelihood of response through ACT mechanism (RRF or Appeal)

- Inform the ACT Secretariat on decision to respond and how- Link up with OCHA to include proposals into CHAP or flash appeal- Inform other ACT members if need for sector specialists and/or ACT Sec if needs for RST

Forum Coordinator

12 - Deploy specialists to the impacted areas in coordination with forum coordination if needed- If unable to do so, signal to forum coordination to find other form of assistance (RST)

Sector specialists

13 - Inform their HQ and Coordination of decision to respond ACT members14 - Inform the ACT Alliance of decision taken by forum and inform forum of pledges ACT SecretariatWithin 72 Hours15 - If decision taken to go for an appeal, start preparing preliminary appeal proposals (to be submitted by

day 5 to the ACT Secretariat). Another meeting might be necessary to discuss the appeal design- Start preparing coordinated detailed need assessment by using forum members and sector specialists

ORT in liaison with ACT members

16 - Inform ACT Secretariat of progress Forum Coord.Within 5 Days17 - Submit proposals for preliminary appeal to Coordinator and ACT secretariat ACT members18 - Give feed-back to preliminary proposals within 24 hours following reception ACT SecretariatWithin 7 Days19 - Issue preliminary appeal ACT Secretariat20 - Team deployed for detailed needs assessment ACT membersWithin 4 Weeks21 - Based on information gathered by detailed needs assessment, revise preliminary proposals into full

proposals and submit these to the Coordinator and ACT SecretariatACT members

22 - Receive proposals and review them with the ACT Secretariat Coord./ACT mbrs23 - Review proposals and issue them in the full appeal

- Provide input to OCHA humanitarian funding tracking systemACT Secretariat

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ANNEX VIII. EXAMPLE OF EMERGENCY MEETING AGENDA

Agenda – ACT Emergency Coordination MeetingThe chair of the Forum / Forum coordinator is responsible for adapting the agenda according to the particular needs of the meeting, and clearly indicating inputs required from attendees, and decisions to be made.

Chair: Chair of ACT Forum or the ACT coordinatorMinutes: One of the members writes the minutes

Meeting Agenda topics:1. Information update (preferable main input circulated prior to meeting)

a. Latest update on the impact of disaster b. External issues, e.g. coordination mechanisms: information updates c. Internal: what are messages from own partners / communitiesd. Security: issues to take into account?

2. Response by ACT Forum: should we issue an alert? a. Response strategy:

i. Impact / magnitude of response: Rapid Response Fund? Appeal? Indication of target in funding?

ii. Joint / individual? Sectors / niche? (Which organizations do have emergency response capacity: requesting members and their implementing partners?)

iii. Rapid Support Team needed? iv. Request for secondments of specialised services from ACT members?v. Advocacy?

3. Funding messages:a. Report on status from accessible sources including members and partnersb. Report on status on preliminary contact with ACT Genevac. Report on status on preliminary contact with back donors and UN

4. How are we preparing for emergency response / needs assessmenta) Joint / individual? b) Report on status: own organisation (personnel, equipment, finance)c) Preliminary assumptions on what members can provide: material support, secondment of personnel,

logistics

5. Communication and informationa) External information: handling of media, press releases, interviewsb) Internal communication to the ACT network

6. Security: Security and safetya) Assessment of the security situationb) Security measures according to the planc) Psychosocial staff support – assessment of needs

7. Plans for actiona) Develop (weekly) operational planb) Decide on participation in cluster meetings and other coordination bodiesc) Set out timeline for action including who is responsible for what action (e.g. set-up preliminary appeal,

appeal, etc.)

8. Next meeting

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ANNEX IX. BLANK EPRP TEMPLATE

1 CONTEXT ANALYSIS

2 RISK MATRIX

Almost certain

Likely

Possible

Rare

Minor Moderate Major Catastrophic

High-risk condition with highest priority for prevention, mitigation and contingency planning (immediate action)Moderate to high-risk condition with risk addressed by prevention, mitigation and contingency planning (prompt action)Risk condition sufficiently high to give consideration for further prevention, mitigation and contingency planning (planned action)Low-risk condition with additional prevention, mitigation contingency planning (advisory in nature)

3 ACT FORUM AREAS OF OPERATIONS

REGION/ STATE SECTOR ACT MEMBER PARTNER(S)

4 EARLY WARNING MECHANISM

5 ACT FORUM RESPONSE

5.1 ROLES AND RESPONSIBILITIES IN CASE OF AN EMERGENCY

5.2 ACT RESPONSE TIMELINE

5.3 RAPID NEEDS ASESSMENT

5.4 COORDINATION

ACT MEMBERS PARTICIPATION IN DIFFERENT COORDINATION MECHANISMSCoordination mechanism Place / Level ACT member participating

6 COMMUNICATION

7 ADVOCACY

8 SECURITY

ACT FORUM SECURITY FOCAL POINTSOrganisation Security Focal Point (Name and contact details)

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9 ACT ALLIANCE HUMAN RESOURCES

9.1 ACT FORUM SURGE CAPACITY (IN-COUNTRY)

COMPETENCE/SECTOR

TITLE/NAME GEOGRAPHICAL AREA OF OPERATION

SPECIALISED COMPETENCE

AVAILABILITY AS SURGE CAPACITY

e.g. Communication (village/town/city, county, country, region)

(e.g. rapid assessments, NFI distributions, hygiene promotion, reproductive health, monitoring, protection etc.)

CoordinationLogisticsCashOthers…

9.2 ACT ALLIANCE MEMBERS’ SURGE CAPACITY (GLOBALLY)

Region Name/E-mail LandlineTel (+41)

MobileTel (+41)

Skype

Latin America and the Caribbean Carlos.Rauda@actalliance.org 22 791 6420 79 608 8133 carlos.rauda

Asia and Pacific Sudhanshu.Singh@actalliance.org 22 791 6035 79 285 29 16 sudhanshu.shekhar.singh

Africa (except Southern Africa) Katherine_Gicuku.Ireri@actalliance.org 22 791 6040 79 433 0592 act-program-officer-africa

Southern Africa (+ RST focal point) Gorden.Simango@actalliance.org 22 791 6319 79 857 5334 prog-officer-sa-gi

Eastern Europe and Middle East Josef.Pfattner@actalliance.org 22 791 6710 76 245 0667 josef.pfattner

10 ACT ALLIANCE MATERIAL RESOURCES AND LOGISTICS

10.1 MATERIAL RESOURCES

ACT ALLIANCE MEMBERS MATERIAL RESOURCES (local and international)Organisation Location Material resources in the location

(Offices, cars, warehouses, trucks, relief material, communication devices etc.)

10.2 ACT ALLIANCE MEMBERS’ EMERGENCY STOCK

ACT ALLIANCE MEMBERS EMERGENCY STOCKOrganisation Location Emergency Stock

10.3 PROCUREMENT

LIST OF SUPPLIERSMaterial Name of supplier/ partner Address Contact details

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ACT ALLIANCE MEMBERS EXISTING CAPACITIES FOR PROCUREMENT AND LOGISTICSACT member Capacity

10.4 CASH TRANSFER PROGRAMMING

10.5 TRANSPORT, WAREHOUSING AND CUSTOM CLEARANCE

LIST OF TRANSPORT COMPANIESCompany Capability Contact details

LIST OF FREIGHT FORWARDERSCompany Capability Contact details

LIST OF HUMANITARIAN WAREHOUSES / WAREHOUSE COMPANIESCompany Capability Contact details

LIST OF ACT ORGANISATIONS WITH TAX EXEMPTIONSOrganisation Tax exemption for

11 FINANCIAL RESOURCES

ACT ALLIANCE MEMBERS’ FUNDING POSSIBILITIESACT MEMBER FUNDING POSSIBILITY/ SOURCE ADDITIONAL INFORMATION

12 ACT FORUM CONTACT DETAILSOrganisation Location Name and Position Tel. Email

13 CONTACTS OF KEY HUMANITARIAN ACTORSOrganisation Location Name and Position Tel. Email

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