ACT (country name) Forum Emergency Preparedness and Response Plan (EPRP)

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Template:

31 May 201
3




ACT (country name) Forum

Emergency Preparedness and Response Plan (EPRP)










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



P
lanned update

(date):



Responsible for making
sure this u
p
date takes place
:



ACT members participating in the EPRP:


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2


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 MECHANI
SM

................................
................................
................................
.................

5

5.

ACT FORUM RESPONSE

................................
................................
................................
.............................

5

5.1

ROLE
S AND RESPONSIBILITIES IN CASE OF AN EMERGENCY

................................
.............................

5

5.2

ACT RESPONSE TIMELINE

................................
................................
................................
....................

6

5.3

RAPID NEEDS ASESSMENT

................................
................................
................................
.................

6

5.4

COORDINATION

................................
................................
................................
................................
.

6

6

COMMUNICAT
ION

................................
................................
................................
................................
.....

6

7

ADVOCACY

................................
................................
................................
................................
.................

6

8

SECURITY
................................
................................
................................
................................
....................

7

9

ACT ALLIANCE HUMAN RESOURCES

................................
................................
................................
..........

7

9.1

ACT FORUM SURGE CAPACITY (IN
-
COUNTRY)

................................
................................
..................

7

9.2

ACT ALLI
ANCE MEMBERS’ SURGE CAPACITY (GLOBALLY)

................................
................................
.

7

10

ACT ALLIANCE MATERIAL RESOURCES AND LOGISTICS

................................
................................
.............

8

10.1 MATERIAL RESOURCES

................................
................................
................................
......................

8

10.2

ACT ALLIANCE MEMBERS’ EMERGENCY STOCK

................................
................................
................

8

10.3

PROCUREMENT
................................
................................
................................
................................
..

8

10.4

CASH TRANSFER PROGRAMMING

................................
................................
................................
.....

8

10.5

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 I
V. EXAMPLE MAPPING OF ACT FORUM AREA OF OPERATIONS

................................
........................

12

ANNEX V
. WEB
-
BASED EARLY WARNING RESOURCES

................................
................................
....................

14

ANNEX V
I
. EXAMPLE OF ROLES AND RESPONSIBILITIES

................................
................................
..................

15

ANNEX VI
I
. ACT RESPONSE TIMELINE

................................
................................
................................
..............

16

ANNEX VI
II
. EXAMPLE OF EMERGENCY MEETING AGENDA

................................
................................
............

17

ANNEX IX. BLANK EPRP TEMPLATE

................................
................................
................................
..................

18




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3



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 c
onnection with potential donors

ACTION POINT

RESPONSIBILITY

DEADLINE




CAPACITY BUILDING PLAN



Develop a plan to add
ress the gaps through
capacity building


CAPACITY BUILDING NEED

TARGET

PROPOSED SOLUTION

DEADLINE

e.g. rapid needs
assessment training

CA office programme staff

Xxx partner

Xxx partner

Joint training, facilitated by
EO Preparedness

March 2013






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i.

INTRODUCTION

When disaster strikes, ACT’s immediate imperative is to save lives and to support th
o
se 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 w
ay, 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 t
he 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
; b
oxes and instructions can b
e deleted if not ne
eded
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
I
X
, which can be filled in directly for ease of use.

iii.

KEY TERMS

Preparedness

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. Preparedn
ess 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.


Prepare
dness 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 i
s 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

ANALYSIS

Summary

of country/regional context

(limit to
one

page
; a

more detailed analysis of the country context, including
reference to other documen
ts, can be included as an annex)
:



Recent and current conflicts,
natural disasters and other emergencies
;



M
ain human rights challenges,
HIV/AIDS;



Social, political and security analysis, including ethnic and religious factors that may influence and complicate any
emergency oper
ation;




Details of main rights holders and
duty bearers in an emergency situation;



I
nformation 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 a
ction)

Low
-
risk condition with additional prevention, mitigation contingency planning (advisor
y 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 example
s
)
.


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 resour
ces)
.



Represent the information in a diagram showing the information flow between actors (see Annex
V

for example)
.

5.

ACT
FORUM

RESPONSE

5.1


ROLES AND RESPONSIBILITIES IN CASE OF AN EMERGENCY



See MoU for ACT Forum structure
.

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Define roles and
responsibilities within the forum in c
ase of an emergency


see
Annex
V
I

for an example

of roles and responsibilities,

a
dapt the table to meet the needs of the forum and a
ssign
these roles within the forum.

5.2

ACT
RESPONSE TIMELINE



Annex V
I
I

gives details of the response timeline for ACT Appeals and the different activities involved
.



As detailed in the response timeline, w
hen a disaster strikes or is imminent an emergency meeting will be called.
See Annex VI
I
I

for a sample emergency meeting a
genda. 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
assessment
s
. 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 pr
ocedures (
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 checklist
1
:

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 updat
ing information in the OCHA FTS

(
www.fts.unocha.org
)
.





Resources:

OCHA 3W
Who does What Where/Contact Management Directory

http://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 MECHANISMS

Coordination mechani
s
m

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, Commun
ication in Emergencies

http://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.



Es
tablish 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.

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http://www.actalliance.org/resources/policies
-
and
-
guidelines/act
-
response
-
mechanisms/act
-
alliance
-
response
-
to
-
emergencies



Policy

and Procedures for the ACT Alliance

http://www.actalliance.org/resources/policies
-
and
-
guidelines/advocacy/
ACT_advocacy_policy
-
procedures_FINALEDIT_ApprSept2011.pdf/view

8

SECURITY



Appoint an ACT Security focal point; i
dentify major security issues and hotspots and how to address security needs
at the forum level. If ne
cessary
, request advice and support from th
e 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 Alliance

http://www.actalliance.org/resources/policies
-
and
-
guidelines/security
/Staff%20Safety%20and%20Security%20Principles%20for%20the%20ACT%20Alliance_Appr05Feb1
1_ENGLISH.pdf/view


ACT Staff Safety and Security Guidelines

http://www.actalliance.org/resources/policies
-
and
-
guidelines/security/ACT_Saff_Safety_
-
_Security_Guidelines_vers_2011.pdf/view

ACT FORUM SECURITY FOCAL POINTS

Organisation

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 memb
ers and partners.



Identify potential gaps in capacity and competence. Include capacity building needs identified i
n the Preparedness
Action Plan and Capacity Building Plan
.



De
velop mechanisms for scaling up, e.g.

agreements with partners, other relevant AC
T 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.)


Coordination





Logistics





Cash





Others…















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

Landline

Tel (+41)

Mobile

Tel (+41)

Skype

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8


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

Easter
n

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 STOCK

Organisation

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 SUPPLIERS

Material

Name of supplier

Address

Contact details






ACT ALLIANCE MEMBERS EXISTING CAPACITIES FOR PROCUREMENT
AND LOGISTICS

ACT member

Capacity



10.4

CASH TRANSFER PROGRAMMING



Assess distribution method options and i
dentify

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
programm
es.

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 PARTNERS

Partner

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.

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Identify organization/s which is/are properly registered in the

country in order to
be able to import and clear goods.



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 COMPANIES

Company

Capability

Contact details





LIST OF FREIGHT FORWARDERS

Company

Capability

Contact details





LIST OF HUMANITARIAN
WAREHOUSES / WAREHOUSE COMPANIES

Company

Capability

Contact details





LIST OF ACT ORGANISATIONS WITH TAX EXEMPTIONS

Organisation

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 POSSIBILITIES

ACT MEMBER

FUNDING POSSIBILITY/ SOURCE

ADDITIONAL INFORMATION













12
ACT FORUM CONTACT DETAILS


Organisation

Location

Name and Position

Tel.

Email











13
CONTACTS OF

KEY HUMANITARIAN ACTORS


Organisation

Location

Name and Position

Tel.

Email











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ANNEX I. ACT ADDED VALUE


HOW WE WORK

ACT Alliance members are bound together by core values
that are grounded in Christian faith and which guide ACT
humanitarian, development and advocacy work
, r
eflected 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 servi
ces 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 fra
mework 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 com
mitments 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 w
ork. 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 m
ust 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
-
Govern
mental 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 Sph
ere 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
-
cent
ered approach to humanitarian response. All humanitarian response by ACT
members should adhere to these standards.

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11


ANNEX I
I
.

RISK
MAT
RIX: QUALITATIVE CONSEQUENCE AND
LIKELIHOOD MEASUREMENT SYSTEMS


EXAMPLES OF QUALITATIVE CONSEQUENCE AND LIKELIHOOD
MEASUREMENT SYSTEMS


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
.


Re
sources
:

Add
local sources of information to the list below (can be either physical documents/databases or websites)

www.emdat.be

www.pcr.uu.se/gpdatabase/search.php

www.preventionweb.net

www.crisisgroup.org


http://www.unisdr.org/eng/country
-
inform/introduction.htm

HAZARD

Likelihood


Impact


Early Warning Signs /triggers


Seasonality (timing)


Secondary risks/ hazards


Geographical area


Population / As
s
ets at
r
isk (
w
hy and
how at r
isk)


General
c
ommunity and
i
ndividual
c
oping
m
echanisms


Humanitarian
con
sequences


Constraining factors





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 suppor
t.

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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12



ANNEX I
V
.

EXAMPLE
MAP
PING OF ACT FORUM AREA OF OPERATIONS



Map of presence of ACT members and partners in Haiti

Source

: ACT Forum Haïti, 2012



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13




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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14


ANNEX
V
. WEB
-
BASED EARLY WARNING RESOURCES

Resources:



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 c
atalogues 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. Administer
ed 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 Ne
tworks) is part of UN OCHA, but its services are editorially independent:
www.irinnews.org


EXAMPLE OF EARLY WARNING DIAGRAM
:




PARTNER / COMMUNITY

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


ACT MEMBER

Forum members will monitor
international web
-
based early
warning tools
,

in addition to
the partner/communities EWS,
and

use t
heir networks for
early

warning


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

they work with and their own
HQ’s.


ACT Forum Early warning mechanism

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


WEB
-
BASED EARLY WARNING TOOLS / MEDIA

CLUSTERS / GOVERNMENT

ORGANISATIONS HQ’S




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15


ANNEX V
I
. EXAMPLE OF ROLES
AND RESPONSIBILITIES

Roles and Responsibilities in case of an emergency

Structure

Composition

Responsibility

ACT Secretariat

-
Regional Program Officer

-
Assistant Regional Program
Officer

-
Communication Unit

-
For large
-
scale emergency initiate a country
specific e
-
portal file and

organize a Skype/tel. call by hour 8 after onset of the emergency

To 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 I
I)
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 t
he work of Forum
journalist/
photographer (when applicable).

-

E
xploit
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 point


Forum 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 V
I
I
.

ACT RESPONSE TIMELINE

Flowchart for response

A
disaster situation is evolving / has
evolved

No

Activities

Responsible

1

-

Share relevant information/alert/w
e
a
ther forecast bulletin received with other forum members

-

Provide input

and
upload documents

to e
-
portal within 6 hours followin
g 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 a
nd 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 hours

5

-

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 hours

8

-

Mai
ntain follow up with Secretariat on likelihood of funding, follow up of A
lert, 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) fo
r more detailed needs assessments

-

Note: RRF proposal m
ust be submitted within 48 h
ours

and prel
iminary 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 members

14

-

Inform the ACT Alliance of decision taken by forum and inform forum of pledges

ACT Secretariat

Within 72 Hours

15

-

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 necessa
ry 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

-

Info
rm ACT Secretariat of
progress

Forum Coord
.

Within 5 Days

17

-

Submit proposals for
preliminary appeal to Coordinat
or and ACT secretariat

ACT members

18

-

Give feed
-
back to preliminary proposals within 24 hours following reception

ACT Secretariat

Within 7 Days

19

-

Issue
preliminary appeal

ACT Secretariat

20

-

Team deployed for detailed needs assessment

ACT members

Within 4 Weeks

21

-

Based on information gathered by detailed needs assessment, revise preliminary proposals into full
proposals and submit these to the
Coordinator and ACT Secretariat

ACT members

22

-

Receive proposals and review them with the ACT Secretariat

Coord.
/
ACT

mbrs

23

-

Review proposals and issue them in the full appeal

-

Provide input to OCHA humanitarian funding tracking system

ACT Secretariat

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ANNEX V
I
I
I
. EXAMPLE OF EMERGENCY MEETING AGENDA


Agenda


ACT Emergency Coordination Meeting

The chair of the Forum / Forum coordinator is responsible for adapting the agenda according to the particular needs
of the meeting, and clearly indicating inputs r
equired from attendees, and decisions to be made.


Chair:

Chair of ACT Forum or the ACT coordinator

Minutes:

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 / communities

d.

Security: issues to take into account?


2.

Response by ACT Forum: should we issue an aler
t?

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 partners

b.

Report on status on preliminary contact with ACT Ge
neva

c.

Report on status on preliminary contact with back donors and UN


4.

How are we preparing for emergency response / needs assessment

a)

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 information

a)

External information: handling of media, press releases, interviews

b)

Internal communication to the ACT network


6.

Securit
y: Security and safety

a)

Assessment of the security situation

b)

Security measures according to the plan

c)

Psychosocial staff support


assessment of needs


7.

Plans for action

a)

Develop (weekly) operational plan

b)

Decide on participation in cluster meetings and other
coordination bodies

c)

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
I
X
.

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 a
ction)

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 MECHANISMS

Coordination mechanism

Place / Level

ACT member participating





6

COMMUNICATION

7

ADVOCACY

8

SECURITY

ACT FORUM SECURITY FOCAL POINTS

Organisation

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.)


Coordination





Logistics





Cash





Others…















9.2

ACT

ALLIANCE MEMBERS’ SURGE CAPACITY (GLOBALLY)

Region

Name/
E
-
mail

Landline

Tel (+41)

Mobile

Tel (+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

Easter
n

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 STOCK

Organisation

Location

Emergency Stock





10.3
PROCUREMENT

LIST OF SUPPLIERS

Material

Name of supplier/ partner

Address

Contact details






ACT ALLIANCE MEMBERS EXISTING CAPACITIES FOR PROCUREMENT AND LOGISTICS

ACT member

Capacity




10.4
CASH

TRANSFER PROGRAMMING

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10.5
TRANSPORT, WAREHOUSING AND CUSTOM CLEARANCE

LIST OF TRANSPORT COMPANIES

Company

Capability

Contact details





LIST OF FREIGHT FORWARDERS

Company

Capability

Contact details





LIST OF HUMANITARIAN WAREHOUSES / WAREHOUSE
COMPANIES

Company

Capability

Contact details





LIST OF ACT ORGANISATIONS WITH TAX EXEMPTIONS

Organisation

Tax exemption for





11

FINANCIAL RESOURCES

ACT ALLIANCE MEMBERS’ FUNDING POSSIBILITIES

ACT MEMBER

FUNDING POSSIBILITY/ SOURCE

ADDITIONAL
INFORMATION














12

ACT FORUM CONTACT DETAILS

Organisation

Location

Name and Position

Tel.

Email












13

CONTACTS OF KEY HUMANITARIAN ACTORS



Organisation

Location

Name and Position

Tel.

Email