Simplified Standard Operating Procedures (SSOPs) for Level 3 Emergencies GEC. Level 3 Emergency. Communications Supply. PCAs.

Transcription

1 Simplified Standard Operating Procedures (SSOPs) for Level 3 Emergencies Security Level 3 Emergency Prior SECTOR 1. Send memo to ED recommending application of CEAP within 18 hours 2. ED names within 3 hours 3. Prepare global broadcast for declaration of CEAP within 3 hours 4. Advise ED on composition of IRT LEGEND =All shapes are color-coded according to which sector they belong =This icon indicates a link to a specific step in another sector = Dependent on another step in a different sector * Deliverables are underlined

2 SECTOR 5. Consider step aside procedure #6 6. Establish clear communication lines and informationsharing between HQ, RO, CO First 24 Hours 7. Appoint HQ focal point 8. Establish Emergency Management Team (EMT) [Tool] 9. Initiate IRT deployment on no regrets basis (IRT to be deployed within 48 hours) 10. Brief ED on evolving situation 1. Contact/ Convene GCCs 2. Initiate immediate deployment of CCs on a no regret basis 1. Initiate initial scoping of potential impact 2. Decide on UNICEF lead for Inter-Agency 3. Produce and disseminate first Situation Reports (SitRep) [TOOL] 4. Initiate documentation of timeline of key decisions/actions from day 1 [TOOL] 1. Provide support to Staff Wellbeing, Safety and Security 2. Support deployment of IRT on no regrets basis (IRT should be deployed within 48 hours of ) 3. Review CO staff mobilization Plan 4. Create OSM 5. Review Regional Rapid Response Roster 6. Consider step aside 1. Assess the initial situation 2. Review SD internal decision making 3. Estimate first wave requirements 4. Deploy SD support mission 5. Review status of essential to define if alternative arrangements are needed 6. Establish the Emergenc y room 7. Identify suitable Logistics staff to be deployed as part of SURGE deployment #3 8. Develop first draft Of Strategy as an element of 1. Review need for temporary or additional office space and guesthouse 2. Assess the finance and administration capacity of office staff. 3. Authorize and assign UNICEF vehicles for non-official use by staff members. 4. Assess the operation of local banks. 5. Review direct or remote access to UNICEF financial management and accounting system. 1. Identify available NGOs 1. Issue EPF 2. Issue PBA anytime, anywhere 3. Appoint a dedicated point of contact 4. Communicate contributions pledged and received from all funding sources directly to the CCs 1. Assess Capacity at CO and RO level 2. Identify additional communication surge capacity (other than IRT) 3. Arrange predeployment briefings 4. Collect information and prepare Key Messages 5. Issue UNICEF statement Refer to SSOPs 1. Conduct a quick assessment and share information with CMT, RC and ITSS focal point 2. Implement Disaster Recovery 3. Implement security communications procedures/ radio-check (HF/VHF radio communication system, satphones, etc.) 4. Ensure staff travelling to affected area has access to voice, data-connectivity and security- options. 5. Initiate regular sitreps for sharing with CMT, RC and HQ ITSS. 6. Alert UNICEF service providers that services may be required If UNICEF CO is directly affected, inaccessible or under threat: 7. Support office BC-DR 8. If corporate service down, implement Internet-based for key staff 9. Assess need for implementation of shadow office for hosting of essential CO services 1. Establish and safety of UNICEF personnel in 2. Establish primary and alternate means of communication to 3. Liaise with UN Centres 4. Identify dependents and non-essential staff that can be relocated/evacuated 5. Advise Senior Management and provide security/safety updates 6. Alert Staff Counselors 7. Provide regular updates on security and situation

3 First 48 Hours 11. Establish HQ level daily working level briefs 12. Establish regular conference calls with EMT 13. Establish inter-agency communication lines 14. Issue EPF for fast deployment of IRT within 48 hours 15. Brief ED and OED 3. Determine CO role in sector/cluster and identify immediate additional surge requirements 4. Initiate deployment of CC surge #7 5. Provide HQ guidance on cluster 6. Ensure CC function adequately costed and included in resource mobilisation tool #5 7. Establish data management system [in with OCHA] 5. Decide on UNICEF role in Rapid Assessment 6. Develop and issue Immediate Needs Document (if applicable)[tool] #5 7. Identify capacity gaps for programme delivery #7 #3 7. Coordinate with standby partners Geneva and CO to identify and facilitate timely SURGE deployments 8. Obtain technical clearance for SURGE deployments 9. Issue CRQ for SURGE deployments (Travel, DSA costs, and backfills to releasing offices) 10. Fast track recruitment of TA and SSA 9. Finalise v.1 of Strategy, including Prepare for first wave of 11. Ship the first deliveries upon reception of Order #4 12. Ensure that CO/ RO/EMOPS is consulted if Military air transport support is offered 13. Support local procurement (according to configuration of the CO) 14. CO to initiate supplier surveys 15. Establish daily meeting with SD focal points 16. Identify the staff to be deployed in first wave of SURGE as part of SURGE deployment #7 17. Keep UN and cluster partners informed about UNICEF /Logistics 6. Review/ adjust Table of Authority (TOA) 7. Assess the need to change the organizational structure 8. Review/establish process for handling cash 9. Convene CRC according to simplified procedures 2. Review/update ongoing 3. Adopt simplified management of PCA reviews and approvals within the CO 5. Develop and issue Immediate Needs Document (if applicable) 6. Align country programme results framework in VISION with appeal to ensure accurate funds monitoring 6. Prepare list of spokespersons and contact on-ground international media to offer scenesetting interview 7. Disseminate Emergency-related information to media 8. Prepare external communication for advocacy and fundraising purposes 9. Keep UN partners in the informed about UNICEF press releases and statements Refer to SSOPs 10. Identify staff to lead and support UNICEF. 11. Initiate in-house and interagency teleconferences 12. Participate in local and global interagency meetings; seek to identify opportunities for interagency shared services. 13. Prepare and forward to responsible 8. Determine if a security adviser is required to assist 9. Identify need for specialist security equipment 10. Provide short-term surge Security Officer to cover recruitment of Emergency Security Adviser in line with overall SURGE deployment 11. Determine rotation/ relief of surge security adviser

4 First Week 16. Determine IRT members roles, responsibilities and accountabilities #6 17. Continue regular conference calls with EMT 18. Decide on appropriate line of communication for programme and technical support 19. Convene dedicated EMT session on integrated programme strategy 20. Ensure interagency 21. Plan site visits 8. Agree on UNICEF role in sector/ cluster within HCT 9. Provide mentoring/ support to CCs 10. Agree and sign MoU on co-leadership arrangements and division of responsibilities 11. Prepare initial cluster strategy/s 12. Ensure CC function adequately costed and included in IA appeal 13. Complete / Sector Milestone Monitoring Tool for CC function [TOOL] # Develop and issue #8 9. Decide on how/ which components (if any) of previously ongoing Country Programme are deemed critical and can/should be continued during 10. Decide on how CP results framework will be re-aligned to accommodate the 11. Decide on timeframe 11. Assist the design of cluster support within the existing CO structure. #8 12. Review CO staffing structure 13. Review SURGE needs for the first three months. 14. Provide CO SURGE assignment clearance form 15. Establish reporting structure for SURGE staff within existing organigram 16. Establish focal point at CO for security & programme briefings for SURGE staff /SBP deployments. 18. Update the Strategy as part of 19. Monitor the delivery of the 20. Ensure that the CO has adequate understanding of IKA procedures 21. Ensure adequate communicat ion to obtain IKA 22. Ensure that the chain is effective 23. Support local or regional procure ment 24. Identify additional staff for SURGE as needed 25. Continue updates on and Logistics activities in SitReps and updates to OED 4. Authorize selected NGOs to reprogramme unused cash balances and 5. Disburse funds and/ or provide to selected NGOs 7. Disseminate information to donors based on common advocacy priorities document 8. Develop and issue 9. Draft and submit CERF (and ERF if available) proposals to HC 10. Update Financial Tracking System frequently 11. Produce funds tracking table containing income, pipeline and pledged data 10. Build / Strengthen media relations and assist media in gaining access to scene 11. Ensure visibility 12. Prepare brief country fact sheet 13. Organize video and photo coverage 14. Use social media to report on the situation on the ground 15. Organize conference call with National Committees 1. Draft 2-3 Priorities to prioritize specific Humanitarian Outcomes 2. Establish informal task force 14. Review and update Office Profile on UNICEF intranet 15. Implement file sharing solution 16. Ensure fast-track of requests for assignment of and Intranet access for new staff and consultant. 12. Follow-up on employment status of security officer recruitment 13. Identify need for respite for surge security officer

5 Following weeks 22. Continue regular conference calls with EMT 23. Ensure inter-agency 24. Brief ED and OED 25. Develop a for handover and exit from L3, including IRT 26. Review period of application of the L3 corporate 14. Continue to advocate on behalf of sector level needs at country and global levels 15. Review CO capacity for CC function on a regular basis (using / Sector Milestone Monitoring Tool for CC function) [TOOL] 12. Establish lines through EMT and HQ focal points for communicating lessons learned from emergencies 13. Agree on main elements of strategy for the within week Agree on approach to Humanitarian Performance Monitoring including timing of transition to results (output) reporting in SitRep [TOOL] 15. Develop Respons e Plan [TOOL] 16. Agree on Integrated M&E Plan (including Reporting) with lead roles defined [TOOL] 17. Put in place PCA for field monitori ng 18. Agree on Audit Plan 19. Followup/ monitor implemen tation. 20. Provide ongoing technical advice on 17. Monitor SURGE and adjust as needed 18. Develop strategy 19. Identify FT and TA recruitment need 20. Manage FT and TA recruitment 26. Continuous updates of the Strategy as part of 27. Continue to monitor the delivery of the 28. Ensure the second wave deployments are ready 29. Continue updates on and Logistics activities in SitReps and updates to OED Process IKAs 12. Conduct spot checks on financial, accounting and inventory records 6. Follow-up/monitor implementation 7. Conduct spot checks on financial and inventory records 12. Identify any in-kind Assistance (IKA) Develop information products for advocacy & fundraising (e.g: Local donor engagement table, infographics) 14. Revise Flash Appeal within 3 to 6 weeks 15. Issue periodic reports (standard is 90-day, six months, one year) reflecting results monitored through the HPMS 16. Issue financial utilization reports (if asked by donors) 17. Support OED engagement and influencing 16. Continue to disseminate information on the situation as it evolves 17. Identify suitable communication staff to be deployed for up to three months 3. Plan of Action is drafted and implemented to deliver on Priorities 4. Update Priorities (at least weekly) 17. Determine additional staffing requirements and initiate action to obtain necessary staff Provide key UNICEF users with corporate network access; implement core UNICEF information systems and associated infrastructure required to support the longer-term operation. 19. Perform follow-up assessment to determine gaps in longer-term. 14. Identify lessons learned