OCHA UNDAC Disaster Response Preparedness Missions Part II Practical Guidance

1. 1 OCHA UNDAC Disaster Response Preparedness MissionsPart II Practical Guidance Emergency Preparedness Section

2. 2 CONTENTS 1. Checklist: Pre-Mission Actions 2. Checklist: Upon Arrival 3. UNDAC Mission Agenda (10-14 days) 4. Standard Interview Questions for NEMA 5. Standard Interview Questions for Others 6. UNDAC Mission Format This part will cover practical aspects of UNDAC Preparedness Missions This part will cover practical aspects of UNDAC Preparedness Missions

3. 3 1. Checklist: Pre-Mission Actions

4. 4 Checklist: Pre-Mission Actions Organizing the Mission Request for UNDAC mission by the Government through UNRC/HC Once the request is approved, prepare TORs and send them to the Government Define how UN system will coordinate with the national emergency management authority (NEMA) and follow up on recommendations made by the UNDAC mission UNRC to provide Focal Point Government to provide Focal Point From this slide, we talk about practical aspectsFrom this slide, we talk about practical aspects

5. 5 Checklist: Pre-Mission Actions Selecting UNDAC Members Three broad areas of expertise Disaster response framework Emergency services Early warning and public education Knowledge of UN system, disaster management and evaluation Knowledge of Previous UNDAC Preparedness Missions

6. 6 Checklist: Pre-Mission Actions UNDAC Team Composition (at least 10 members)-functions 1 Team Leader 1 Deputy Team Leader 1 Final Report Writer 1 Administrator 1 Analyst on policy/organizational framework of NEMA 1 Technical Specialist to coordinate governmental risk identification systems 1 Member of NEMA 1 Agency/International Organization Representative (UN, IFRC, OFDA, ECHO, NGO, etc.) On Deputy Team Leader (DTL), following thoughts from RG, RDRA BKK: The rationale for DTL is To have division of labor within the team so that some of the management responsibilities are shared by the TL and the Deputy To facilitate team management whenever the team is split in the field at separate locations To liaise on a daily basis with the in-country focal points from NDMO and UNCT. Along with his/her given tasks as a member of the UNDAC Team, if the Deputy TL could shoulder the above, this renders a great help to the Team Leader and also ensures smooth mission operations. Moreover, from the Team's perspective, it is advisable to have two different individuals as leads. At times, some team members might feel more comfortable working and interacting closely with one than the other. (Thank you, Rajan)On Deputy Team Leader (DTL), following thoughts from RG, RDRA BKK: The rationale for DTL is To have division of labor within the team so that some of the management responsibilities are shared by the TL and the Deputy To facilitate team management whenever the team is split in the field at separate locations To liaise on a daily basis with the in-country focal points from NDMO and UNCT. Along with his/her given tasks as a member of the UNDAC Team, if the Deputy TL could shoulder the above, this renders a great help to the Team Leader and also ensures smooth mission operations. Moreover, from the Team's perspective, it is advisable to have two different individuals as leads. At times, some team members might feel more comfortable working and interacting closely with one than the other. (Thank you, Rajan)

7. 7 Checklist: Pre-Mission Actions UNDAC Team Composition (at least 10 members)- Expertise 1 Logistic expert 1 Rapid Needs Assessment expert 1 Education expert 1 Agriculture expert 1 CM coordination expert 1 Information Management expert 1 Pandemic Planning expert 1 Early Recovery Expert (UNDP/BCPR) On Deputy Team Leader (DTL), following thoughts from RG, RDRA BKK: The rationale for DTL is To have division of labor within the team so that some of the management responsibilities are shared by the TL and the Deputy To facilitate team management whenever the team is split in the field at separate locations To liaise on a daily basis with the in-country focal points from NDMO and UNCT. Along with his/her given tasks as a member of the UNDAC Team, if the Deputy TL could shoulder the above, this renders a great help to the Team Leader and also ensures smooth mission operations. Moreover, from the Team's perspective, it is advisable to have two different individuals as leads. At times, some team members might feel more comfortable working and interacting closely with one than the other. (Thank you, Rajan)On Deputy Team Leader (DTL), following thoughts from RG, RDRA BKK: The rationale for DTL is To have division of labor within the team so that some of the management responsibilities are shared by the TL and the Deputy To facilitate team management whenever the team is split in the field at separate locations To liaise on a daily basis with the in-country focal points from NDMO and UNCT. Along with his/her given tasks as a member of the UNDAC Team, if the Deputy TL could shoulder the above, this renders a great help to the Team Leader and also ensures smooth mission operations. Moreover, from the Team's perspective, it is advisable to have two different individuals as leads. At times, some team members might feel more comfortable working and interacting closely with one than the other. (Thank you, Rajan)

8. 8 Checklist: Pre-mission Actions UNDAC Work Programme UNDAC Team to utilize this period to prepare for the mission (Regional Office to lead) FCSS to open a “private” discussion on Virtual OSOCC Familiarize the final report from previous DRP missions UNDAC Team Leader to prepare Work Plan through ESB/FCSS before Tem Arrival RO to provide Operations Brief to UNDAC team when feasible UNDAC Team to draft a preliminary outline of the mission report including TORs

9. 9 Checklist: Pre-mission Actions UNDAC Work Programme Include meeting with UNRC/HC, Country Team, government entities, NGOs, donors Red Cross Movement as well as field visits First day for initial meetings with authorities, UNRC, CT, and/or DMT Field visits, interviews, data compilation, report writing, presentations of main conclusions

10. 10 Checklist: Pre-mission Actions Logistics and Resources Send a team of 2-3 members one week ahead to: Finalize interview schedule Prepare with CT and NEMA for logistics and administration Prepare with UNDP Focal Point for Hotels in the capital and for field visits, meeting rooms, internal team, arranging translators if required, and telecommunication/Geneva Gather relevant documentation, maps, legislation

11. 11 Checklist: Pre-mission Actions Collecting Information Gather information on the country (relevant general data, disasters) and its climate Request information from OCHA-Geneva and RDRAs and forward information to the UNDAC team members before arrival through Virtual OSOCC Learn about the political context in which the UNDAC evaluation will be conducted Select field locations for evaluation and study accessibility Check with FCSS if any UNDAC support teams (IHP, TSF etc.) could be deployed

12. 12 Checklist: Pre-mission Actions Resources for UNDAC Team Try to have assistance from NEMA on arrival (airport) Arrange for Team Leader to obtain US 5,000 through UNDP (authorization for local expenditures) Obtain a good space with enough work stations, email, telephone, fax, photocopying machine for the whole team (e.g. Hotel, UN or NEMA office) All members to bring a lap-top, memory stick, etc. Bring in UNDAC mission equipment Arrange for local SIM card purchase for the UNDAC team

13. 13 Checklist: Pre-mission Actions Contacting OCHA-Geneva Decide how often to contact Geneva Team Leader to inform Geneva via email on progress of the Report Schedule a debriefing before departure Daily updates to be uploaded on V-OSOCC by UNDAC Team Leader /Deputy Team Leader

14. 14 Checklist: Pre-mission Actions Meeting at Marshalling Point UNDAC Team Members to convene for a meeting at the marshalling point a day before entering the country Discuss the outline of the mission report, questions prepared by sub-group and sequence of actions on arrival All member of the UNDAC team have a common understanding of their mission Emergency/Contingency Plan – in case a member falls sick or not able to travel . . .

15. 15 Checklist: Pre-mission Actions Security Collect information on the country situation: UNDAC team to conduct field visits (in teams of 2 members) Prepare identification material for UNDAC members Inquire whether security clearance is required Print business cards for UNDAC members UN Security Training (cf. Security Phase) Set up a email box on gmail for the Team

16. 16 2. Checklist: Upon Arrival

17. 17 Checklist: Upon Arrival Forming an UNDAC Team UNDAC Team to establish a base (e.g. UNDP office) UNDAT Team to meet UNRC/CT, Government, Ministries, NEMA Team Leader to meet with the whole team Review the Work Programme with all the information collected so far with the members Review and revise interview schedules/field visits Assign tasks and responsibilities to members and review interview plans/sections of report writing UNDAC Team to start field visits as soon as possible

18. 18 Checklist: Upon Arrival Information Management: Simple format for data management on: Meeting and key interview schedule Key issues identified during an agency visit General observations made Recommendations / Action points Examples of disaster / Relevant case studies Summary/briefing of daily meetings

19. 19 Checklist: Upon Arrival Daily Internal Meeting UNDAC team to meet twice daily (morning/evening) Keep abreast of developments as the team’s overall understanding will change day-by-day Field missions to be reported daily via phone/radio Outcomes of evening meetings provides for the final mission report UNDAC Tem Leader and Reports Writer to discuss daily input to UNDAC mission Final Report

20. 20 Checklist: Upon Arrival UNDAC Team Administration UNDAC team administration should be given attention daily Simple forms, in a checklist format, should be created to capture the necessary items/ issues that need to be dealt with from day one Administrative issues relating to hotel billing, etc. To be clarified from the outset Administrator to liaise closely with in-country UNDP Finance and Administration

21. 21 3. UNDAC Mission Agenda for 10-14 Days

22. 22 UNDAC Mission Agenda for 10-14 Days Day 1 Make first contact with UNRC/HC Visit NEMA (or Civil Defense) Receive essential documents to be reviewed (Laws, manuals, organigrammes) Review/Revise the work plan/meeting schedules as required

23. 23 UNDAC Mission Agenda for 10-14 Days Day 2 Interview actors at national level Divide into Sub-teams (two members each) Use interview matrix

24. 24 UNDAC Mission Agenda for 10-14 Days Day 3-4 A small team remains in the Capital Other teams to conduct field visits at Departmental/ Municipal/ Community levels Assess the situation and determine potential hazards at Departmental/ Municipal/ Community levels and the level of participation in NEMA activities

25. 25 UNDAC Mission Agenda for 10-14 Days Day 5-6 The team in the capital to assist in simulation exercise of the Emergency Operation Center functions, if applicable, or formulate recommendations Other teams to proceed with field visits and interviews

26. 26 UNDAC Mission Agenda for 10-14 Days Day 7 Teams to meet in the capital Exchange assessment results and views Determine next steps Each member to consolidate data in the assigned area (assessment and recommendations)

27. 27 UNDAC Mission Agenda for 10-14 Days Day 8 Submit input to the Report Consolidator Receive First Draft Report Receive Debriefing Format

28. 28 UNDAC Mission Agenda for 10-14 Days Day 9 Additional interviews Provide comments to first draft report Incorporate comments into final draft and distribute among UNDAC members Start identifying key recommendations

29. 29 UNDAC Mission Agenda for 10-14 Days Day 10 Present final draft through tele (video) conference Each member present each assigned area Others provide comments Report write to consolidate comments If needed, schedule another interview with NEMA Forward debriefing forms and Final Draft Report to Geneva

30. 30 UNDAC Mission Agenda for 10-14 Days Day 11 Schedule a teleconference with Geneva Schedule further interviews if needed Team of two members each to: 1)Finalize report, 2)Review recommendations and 3)Collect annexes Finalize list of interviewees

31. 31 UNDAC Mission Agenda for 10-14 Days Day 12 Extra working day Day 13 Present Final Report to the UNRC/HC and CT Present/Discuss with NEMA (optional) Day 14 UNDAC members to depart

32. 32 4. Standard Interview Questions

33. 33 Standard Interview Questions Questions for National Disaster Management Authority If a disaster strikes now (e.g. with 2,000 deaths and 15,000 affected – a worst-case scenario based on risk analysis and disaster history), what would you do? What is your role within the framework of NEMA? How NEMA can improve current coordination mechanism? What are principal hazards in the region?

34. 34 Standard Interview Questions Questions for National Disaster Management Authority (Cont.) What is your role in the event of a disaster? What is needed for you to participate more effectively within NEMA? In the event of a disaster, what is you capacity? What do you need to make your participation in NEMA more effective? What would you improve within NEMA?

35. 35 Standard Interview Questions Questions for National Disaster Management Authority (Cont.) What are the strengths of NEMA to you? Procedures for receiving international assistance is clearly defined? How your institution help train the NEMA personnel? What are your institution’s plans in the event of a disaster?

36. 36 Standard Interview Questions Questions for Scientific Organizations Monitoring implemented and improved? Relationships between politicians and scientists? How to improve current situation Questions for Embassies and Donors How NEMA carries out projects funded by international community? As a result, how much NEMA was improved in its response capacity?

37. 37 Standard Interview Questions Questions for Ministry of Foreign Affairs What is the MFA policies in relation to the search and channeling of financial resources coming from international organizations to NEMA? How the government request international assistance in case of disasters? Is there clear instructions for the diplomatic missions on how to assist the country in case of disasters? Is there a USD saving account where internal contributions can be deposited? Is this information available (Account no.)?

38. 38 Standard Interview Questions Questions for Ministry of Foreign Affairs (Cont.) How do you evaluate the NEMA capacity in carrying our projects utilizing the international funding? Do you know UN and other international institutions tools to assist the country in case of a disaster? What is the integration mechanisms of the UN and other international organizations In case of disasters?

39. 39 Standard Interview Questions Questions for Ministry of Finance What is the source for allocating financial resources for emergency response? What is the financial policy in relation to the resource allocation for NEMA? What is the budget planning process and resource allocations? How do you see the evolution of follow-up and accountability of financial resources of NEMA?

40. 40 Standard Interview Questions Questions for All Do you think NEMA (and Civil Defense) are capable of responding to a disaster in a adequate way if a disaster strikes tomorrow with 2,0000 victims and 15,000 affected? Do you feel yourself as an integral part of NEMA?

41. 41 5. UNDAC Mission Format

42. 42 UNDAC Mission Report Format Message Executive Summary Table of Contents Summary of Recommendation Overview of Country and Nature of Disasters Experienced by it Disaster Management in Country These materials will be distributed separately. (According to the needs)These materials will be distributed separately. (According to the needs)

43. 43 UNDAC Mission Report Format 7. National and Local Disaster Response Capacity 8. Disaster Preparedness and Awareness 9. Recommended Timeline for Implementation of Recommendations 10. Conclusion 11. List of Annexes 12 Acknowledgements These materials will be distributed separately. (According to the needs)These materials will be distributed separately. (According to the needs)

44. 44 Annexes Information Collection Sheet Follow-up Matrix (e.g. Philippines UNDAC follow-up mission in June 2006) Mission reports from Laos, Bolivia (2007) These materials will be distributed separately. (According to the needs)These materials will be distributed separately. (According to the needs)

45. 45