DHA - Marabastad Crack Team Project

1. DHA - Marabastad Crack Team Project 2007 Caring, compassionate and responsive

2. Scope and Objectives • Short term: • The scope of the project is to address the backlog in new applications in Marabastad refugee office. Backlog in new applications to be defined as new not yet processed. • The objectives of the project are as follow: • -To timeously receiving and process new applications in a humane manner • -To responsibly prepare asylum files for status determination of asylum seekers Caring, compassionate and responsive

3. Background • CURRENT SITUATION • Pretoria refugee reception office is overwhelmed by the influx of people seeking asylum sleeping outside estimated to more than 500. • In recent times, nationals of the following countries seeking asylum on daily basis in South Africa has significantly increased: • - Zimbabwe • - DRC • - Malawi • - Tanzania • - Ethiopia • - India • - Pakistan and many more Caring, compassionate and responsive

4. The challenges: • -Inadequacy of the office to cater the ever-increasing number of new arrivals queuing and sleeping outside Marabastad refugee reception office • -Limited human resources: lack of acceptable capacity • -Deficient and unreliable old refugee system • -Rising band of bent street agents • -Fragility of border posts leads to increased human trafficking and smuggling Caring, compassionate and responsive

5. LEGISLATION & STATUTORY OBLIGATIONS Legal framework to be considered during the registration drive: -Refugee Act No 130 of 1998 -SA Constitution, etc.The principles and standards relating to refugees are contained in the Refugees Act No 130 of 1998. Caring, compassionate and responsive

6. 3.0 PLAN OVERVIEW Crisis Plan Caring, compassionate and responsive

7. DETAILED PLAN Caring, compassionate and responsive

8. DETAILED PLAN Caring, compassionate and responsive

9. DETAILED PLAN Caring, compassionate and responsive

10. DETAILED PLAN Caring, compassionate and responsive

11. ACHIVEMENTS SO FAR • 24 Personnel is working as crack team to fastrack applicantions for asylum • 6 Computers with SQL word based permit have been installed • Cleaning Company has deployed 6 Cleaners • 10 Mobile toilets have been delivered • Shortlist for Quality Assuror (Manager to assist the current management at Marabastad have been conducted) • Meeting with COT, Provincial Department of Health was held on 21 August 2007 Caring, compassionate and responsive

12. PROJECT LIFESPAN, NEEDS AND DELIVERABLES -Marabastad District Office-The project should be completed within Six (6) weeks Caring, compassionate and responsive

13. DELIVERABLES • 500 Asylum applications successfully processed on a day and section 22 permits duly issued to Asylum Seekers • Determine the number of applications processed by means of statistics and daily reports • Develop a systematic filing system for all applications by complying with set standards • Identify and reports barriers to service delivery • Conduct 500 RSD interviews on the same day Caring, compassionate and responsive

14. RESOURCES NEEDS: Deployment of a “crack team” to fasttrack applications for asylum Caring, compassionate and responsive

15. RESOURCES NEEDS Caring, compassionate and responsive

16. Intensive Registration drive Implementation: Work Processes Entrance and Queue management • Project coordinator to register 500 new applicants on the day and secure interpreters if necessary using the register to establish the languages spoken • Security Officer (1) to issue them Tag No corresponding to the seat No and fingerprint forms • Fingerprint expert to take fingerprint sets in the waiting area • Electronic Queue management system to indicate the availability of RROs in room 84 • Security Officers to escort a group of 20 to room 84 and so on • Security Officer (1) to manage Entrance gate, Security (2) to maintain order in the reception/waiting area; Security Officer (3) to manage Exit gate leading to the main building, Security Officer (4) to escort applicants to eligibility room Caring, compassionate and responsive

17. ELIGIBILITY PROCESS • Project Coordinator circulate initial Register to all RROs, Data capturers, RSDOs and registry • 8 RROs to assist applicants to complete BI – 1590 (Application for asylum form) with the help of interpreters if necessary • RROs to make comments in relation with the claim and sign the form • RROs to open physical files and ensure that all compulsory documents are submitted and put inside files • RROs to refer files to Data Capturers • RROs to refer files back to Data capturers to print section 22 permits and request applicants to collect decision on next date • 10 NYS Data Capturers to log onto the SQL Word-Based System, capture data and images, section 22 print permits • Data capturers to check printed permits against Daily Intakes Register to ascertain that the permits printed reflect names in the Register • Data capturers to refer files back to RSDOs for adjudication immediately Caring, compassionate and responsive

18. File Administration process (4 Registrars) • RROs to create and update files registers (Manual and electronic) in order to smooth the process of asylum file retrieval from the filing rooms. • A register should be maintained to record the movement of all files. To ensure that there are no shortcoming and inconsistency that might lead to files missing and/or empty files. • The register should reflect the details of any official who requested and removed the physical file from the filing room as well as when the files was returned for storage • Receive files and documents. Read instructions • Read instructions in the file control sheet, check contents of files and documents and make sure that all instructions are carried out • Record in the appropriate register all files • Ensure that the cover of the file is kept neat and intact and that documents inside the file are filed in the appropriate order • Arrange files according to the sequence of the master copy • Dispatch outgoing files and documents • Search for file/document. Retrieve file from shelf • Record in the appropriate register and ask the requesting official to sign before issuing any file. • Hand over letters of rejection and confirmation of status to the applicant • Arrange with inspectorate to be available for possible deportation • Inform Directorate Identification about the decision taken to update the identification system. Caring, compassionate and responsive

19. STATISTICS AND REPORTS • Quality Assuror to record details of daily proceedings (intakes, decisions, challenges, etc.) and forward to Head Office • Quality Assuror to compile daily statistics using a specific template and forward to Head Office Caring, compassionate and responsive

20. Thank You Caring, compassionate and responsive