Session 4

Responding to an Emergency

Objectives

At the end of this session, you will:

• Be familiar with the RC/HC Handbook and the Emergency Checklist

• Be able to identify the main steps to take when responding to an emergency

• Be able to identify what support exists and how to access it

Handbook for RCs and HCs on Emergency Preparedness and Response

Key actions to prepare for and respond toemergencies

What is your role When and how Remember! Which tools, service and mechanism to use Good to know Where to go for more information

Case Study

Identify

(i) Main emergency response steps during

first 24 hours first week

(ii) Main tools and services to use

Actions to take within 24 hours0. Account for your staff

A. Alert and preliminary scenario Alert OCHA Contact the Government Assess if an international response is warranted

Tools and services:- Global Disaster and Alert Coordination System

(GDACS)- Reliefweb

B. Leading Capacity Assessment

Review the Inter-Agency Contingency Plan Re-assess the capacity of your office

Tools and services:- OCHA surge capacity- UN Disaster Assessment and Coordination

(UNDAC) team

C. Establish Coordination Mechanisms

Convene a Humanitarian Country TeamUse existing coordination structures and

mechanisms Include national authorities

Establish clusters

D. Needs Assessment

Use preliminary scenario to inform initial response decisions

Act on the best information available

E. Operational Response

Coordinate response activities through regular meetings with the HCT and Cluster Leads

Ensure the release of at least one situation report Establish appropriate contact with domestic and

foreign military forces in-country

E. Operational Response

Tools and services:- International Humanitarian Partnership (IHP)- Humanitarian Information Centre (HIC)- Foreign Military and Civil Defence Assets (MCDA)

Additional tools and services- On-site Operation Coordination Centres (OSOCC)- Virtual On-site Operation Coordination Centres (V-OSOCC)- Urban Search-and-Rescue (USAR) teams - OCHA stockpile- Sphere Minimum Standard in Disaster Response

E. Operational Response

F. Resource Mobilization

Ascertain donor intentions Trigger humanitarian funding mechanisms

F. Resource Mobilization

Appeal mechanisms:- Flash Appeal: for acute needs for up to six months

Funding instruments: - Emergency Cash Grants - CERF loan element- CERF rapid response window- CERF underfunded emergencies window

G. Media Relations

Establish an emergency public information team to develop a crisis communications plan

Agree on who speaks to the media Hold a press conference, if possible jointly with

the national authorities Issue a press release / official statement

H. Safety & Security

Assess the impact of the disaster on the security situation

Activate any related security contingency plans Convene a UN SMT Assess appropriate or reinforce existing means of

collaboration on security matters with non- UN actors

Actions to take within the first week

A. Capacity Assessment

Regularly review capacity in your office Request additional human resources from

OCHA if necessary

B. Coordination Mechanisms

If an UNDAC team is deployed, organise meetings with the Government and the HCT to Review coordination mechanisms and

structuresAgree on appropriate UNDAC support to the

humanitarian response operation.

B. Coordination Mechanisms

Inform the Government and partners of cluster coordination arrangements

Regularly review coordination structures and modify if necessary

Establish an early recovery network and develop an Early Recovery Strategic Framework

C. Needs Assessment

Lead the HCT and Cluster Leads in conducting a joint multi-sectoral initial rapid assessment

Ensure timely reporting of assessment results to feed into the draft Flash Appeal

Within two weeks: lead a multi-cluster rapid needs assessment

D. Response Plan

Develop a strategic humanitarian response plan

In consultation with the HCT and national authorities

Based on the Inter-Agency Contingency Plan Including early recovery Including a protection strategy

E. Operational Response

Regularly meet with the HCT to coordinate response activities

Liaise with domestic and foreign military forces in-country

Assign an information management focal point If necessary, request OCHA to set up a

Humanitarian Information Centre

E. Operational Response

Tools and services:- Humanitarian Information Centre (HIC)

Additional tools and services- Partnerships with private sector (by OCHA)- Who does What Where (3W database)

F. Resource Mobilization

Liaise with donors and regularly chair donor briefings

Lead the Humanitarian Country Team in producing a draft Flash Appeal

Approve the final draft of the Flash Appeal and send it to OCHA HQ

F. Resource Mobilization

If funding is likely to be inadequate for life-saving activities

Inform the ERC of the need for a CERF Rapid Response Grant

Assign a CERF Focal Point within your office Lead the Humanitarian Country Team in

determining funding priorities Review and approve projects for CERF funding

G. Access

Negotiate with all parties, including non-state actors, for access for humanitarian staff and goods

H. Media Relations

Regularly brief the media and hold press conferences

Ensure regular release of Situation Reports

I. Safety & Security

In cooperation with UNDSS CSA:

Update security risk assessments Review Security Phases and evacuate/relocate

UN personnel and dependants if required Liaise with appropriate Government institutions,

Police, Ministry of Defense

I. Safety & Security

In cooperation with UNDSS CSA:

Establish contact with the command of all parties to the conflict

Review the need for more security officers and request surge capacity from DSS if needed

Ensure the safety and security of UN staff Reassess means of collaboration on security

matters with non-UN actors

Remember

The response must be needs-based, quick, and effective Don’t hesitate to ask for help All necessary information can be found in the Handbook