Template: 31 May 2013
ACT (country name) Forum
Emergency Preparedness and Response Plan (EPRP)
Approved (date and signature by chair and co-chair):
Planned update (date):
Responsible for making sure this update takes place:
ACT members participating in the EPRP:
Template: 31 May 2013
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 MECHANISM ................................................................................................................. 5
5.
ACT FORUM RESPONSE ............................................................................................................................. 5
5.1
ROLES 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
COMMUNICATION ..................................................................................................................................... 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 ALLIANCE 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 IV. EXAMPLE MAPPING OF ACT FORUM AREA OF OPERATIONS ........................................................ 12
ANNEX V. WEB-BASED EARLY WARNING RESOURCES .................................................................................... 14
ANNEX VI. EXAMPLE OF ROLES AND RESPONSIBILITIES .................................................................................. 15
ANNEX VII. ACT RESPONSE TIMELINE .............................................................................................................. 16
ANNEX VIII. EXAMPLE OF EMERGENCY MEETING AGENDA ............................................................................ 17
ANNEX IX. BLANK EPRP TEMPLATE.................................................................................................................. 18
2
Template: 31 May 2013
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 connection with potential donors
ACTION POINT
RESPONSIBILITY
DEADLINE
CAPACITY BUILDING PLAN

Develop a plan to address the gaps through capacity building
CAPACITY BUILDING NEED
e.g. rapid needs
assessment training
TARGET
CA office programme staff
Xxx partner
Xxx partner
PROPOSED SOLUTION
Joint training, facilitated by
EO Preparedness
DEADLINE
March 2013
3
Template: 31 May 2013
i.
INTRODUCTION
When disaster strikes, ACT’s immediate imperative is to save lives and to support those 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 way, 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 the development of a common understanding of potential disasters in the
area and how the ACT forum will respond to these disasters.
ii.
-
iii.
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; boxes and instructions can be deleted if not needed
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 IX, which can be filled in directly for ease of use.
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. Preparedness 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.
Preparedness 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 is 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.
4
Template: 31 May 2013
1. CONTEXT ANALYSIS
Summary of country/regional context (limit to one page; a more detailed analysis of the country context, including
reference to other documents, can be included as an annex):
 Recent and current conflicts, natural disasters and other emergencies;
 Main human rights challenges, HIV/AIDS;
 Social, political and security analysis, including ethnic and religious factors that may influence and complicate any
emergency operation;
 Details of main rights holders and duty bearers in an emergency situation;
 Information 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 action)
Low-risk condition with additional prevention, mitigation contingency planning (advisory 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 examples).
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 resources).
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.
5
Template: 31 May 2013

Define roles and responsibilities within the forum in case of an emergency – see
Annex VI for an example of roles and responsibilities, adapt the table to meet the needs of the forum and assign
these roles within the forum.
5.2



ACT RESPONSE TIMELINE
Annex VII gives details of the response timeline for ACT Appeals and the different activities involved.
As detailed in the response timeline, when a disaster strikes or is imminent an emergency meeting will be called.
See Annex VIII for a sample emergency meeting agenda. 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
assessments. 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 procedures (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 updating information in the OCHA FTS (www.fts.unocha.org).


Resources:
OCHA 3WWho 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 mechanism
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, Communication in Emergencies
http://www.actalliance.org/resources/policies-and-guidelines/act-response-mechanisms/act-alliance-response-toemergencies
7 ADVOCACY

Establish if and how the forum plans to engage in joint humanitarian advocacy and if so, appoint a Forum
Advocacy Officer.
 Establish 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.
6
Template: 31 May 2013
http://www.actalliance.org/resources/policies-and-guidelines/act-responsemechanisms/act-alliance-response-to-emergencies
Policy and Procedures for the ACT Alliance
http://www.actalliance.org/resources/policies-and-guidelines/advocacy/ACT_advocacy_policyprocedures_FINALEDIT_ApprSept2011.pdf/view
8 SECURITY

Appoint an ACT Security focal point; identify major security issues and hotspots and how to address security needs
at the forum level. If necessary, request advice and support from the 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-andguidelines/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 members and partners.
Identify potential gaps in capacity and competence. Include capacity building needs identified in the Preparedness
Action Plan and Capacity Building Plan.
Develop mechanisms for scaling up, e.g. agreements with partners, other relevant ACT Alliance offices locally or
internationally for use of personnel resources.
COMPETENCE/SECTOR
e.g. Communication
TITLE/NAME
GEOGRAPHICAL
AREA OF
OPERATION
SPECIALISED
COMPETENCE
(village/town/city,
county, country,
region)
(e.g. rapid
assessments, NFI
distributions, hygiene
promotion,
reproductive health,
monitoring, protection
etc.)
AVAILABILITY AS
SURGE CAPACITY
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
Mobile
Skype
Tel (+41)
Tel (+41)
7
Template: 31 May 2013
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
Eastern 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
10.2


Location
Material resources in the location
(Offices, cars, warehouses, trucks, relief material, communication devices etc.)
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
10.3
Emergency Stock
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 identify 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
programmes. 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
10.5

Type of organisation
Address
Contact details
TRANSPORT, WAREHOUSING AND CUSTOM CLEARANCE
Make an overview of ports of entry (air, sea, land); reliable transport companies and freight forwarders for custom
clearance.
8
Template: 31 May 2013

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
12
ACT FORUM CONTACT DETAILS
Organisation
13
ADDITIONAL INFORMATION
Location
Name and Position
Tel.
Email
Tel.
Email
CONTACTS OF KEY HUMANITARIAN ACTORS
Organisation
Location
Name and Position
9
Template: 31 May 2013
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, reflected 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 services 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 framework 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 commitments 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 work. 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 must 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-Governmental 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 Sphere 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-centered approach to humanitarian response. All humanitarian response by ACT
members should adhere to these standards.
10
Template: 31 May 2013
ANNEX II. RISK MATRIX: QUALITATIVE CONSEQUENCE AND
LIKELIHOOD MEASUREMENT SYSTEMS
EXAMPLES OF QUALITATIVE CONSEQUENCE AND LIKELIHOOD MEASUREMENT SYSTEMS
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 support.
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.
ANNEX III. DETAILED RISK ANALYSIS


Using the table below, make an analysis of likely hazards and their potential risks (both natural and manmade/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.
Resources:
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 / Assets at risk (why and how at risk)
General community and individual coping
mechanisms
Humanitarian consequences
Constraining factors
11
Template: 31 May 2013
ANNEX IV. EXAMPLE MAPPING OF ACT FORUM AREA OF OPERATIONS
Map of presence of ACT members and partners in Haiti
Source : ACT Forum Haïti, 2012
12
Template: 31 May 2013
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)
13
Template: 31 May 2013
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 catalogues 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. Administered 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 Networks) is part of UN OCHA, but its services are editorially independent:
www.irinnews.org
EXAMPLE OF EARLY WARNING DIAGRAM:
ACT Forum Early warning mechanism
WEB-BASED EARLY WARNING TOOLS / MEDIA
CLUSTERS / GOVERNMENT
ORGANISATIONS HQ’S
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 their networks for
early warning
ACT FORUM COORDINATION
ACT Forum coordination
decides on activating the
Preparedness Plan and
communicates the decision
with ACT members and ACT
Secretariat.
ACT member will share any
relevant early warning
information with Forum
coordination, Forum members,
other partners, inter-agency
coordination, communities
they work with and their own
14
Template: 31 May 2013
ANNEX VI. EXAMPLE OF ROLES AND RESPONSIBILITIES
Roles and Responsibilities in case of an emergency
Structure
Composition
ACT Secretariat
-Regional Program Officer
-Assistant Regional Program
Officer
-Communication Unit
Operations Response
Team
-Forum Chair
-Forum Vice-Chair
-Forum Coordinator
-Forum communication officer
-Forum Security officer
Forum members
Sector specialist
Advocacy focal point
-ACT members working in
disaster or supporting other
ACT members/partners disaster
response.
-ACT members who have
strong capacities in a particular
sector.
Responsibility
-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.
- Receive early warning information and call forum meetings when
necessary.
-Lead the workflow process (see example in annex II) in case of a
disaster.
-Support ACT Forum chair in forum coordination.
-Undertake coordination tasks on the request of the forum chair.
-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
- Handle media visits and ensure continuity in the articulation of the
emergency.
-Lead the work of Forum journalist/photographer (when applicable).
- Exploit 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.
-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.
-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.
-In coordination with the forum coordination, to deploy specialists
during needs assessment and project preparation phase.
15
Template: 31 May 2013
ANNEX VII. ACT RESPONSE TIMELINE
Flowchart for response
A disaster situation is evolving / has evolved
No Activities
1
- Share relevant information/alert/weather forecast bulletin received with other forum members
- Provide input and upload documents to e-portal within 6 hours following the onset of large emergency
- Ensure security measures in place for ACT staff
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
3
- Decide on activating the Response Plan; communicate decision with ACT members and Secretariat
- Ask ACT members to update information provided (human resources and stocks)
4
- Communicate to coordinate activation of their own Contingency Plans and specific measures taken
- Communicate stock information
- Mobilise all available resources for response
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
6
- Consult with HQ for possibility for funding
- Gather all possible information (from partners, UN/OCHA etc.) to share during the meeting
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
Within 48 hours
8
- Maintain follow up with Secretariat on likelihood of funding, follow up of Alert, answer possible
questions from ACT Alliance members
- Maintain contact with ACT members on possibility for funding
9
- Maintain follow up with HQ and share relevant information with Coordination
- Share resources with other ACT members if needed
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) for more detailed needs assessments
- Note: RRF proposal must be submitted within 48 hours and preliminary appeal proposal within 4 days
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
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)
13 - Inform their HQ and Coordination of decision to respond
14 - Inform the ACT Alliance of decision taken by forum and inform forum of pledges
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 necessary to discuss the appeal design
- Start preparing coordinated detailed need assessment by using forum members and sector specialists
16 - Inform ACT Secretariat of progress
Within 5 Days
17 - Submit proposals for preliminary appeal to Coordinator and ACT secretariat
18 - Give feed-back to preliminary proposals within 24 hours following reception
Within 7 Days
19 - Issue preliminary appeal
20 - Team deployed for detailed needs assessment
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
22 - Receive proposals and review them with the ACT Secretariat
23
- Review proposals and issue them in the full appeal
- Provide input to OCHA humanitarian funding tracking system
Responsible
ACT members
ACT Secretariat
Forum Chair with
members
ACT members
Operations
response team
(ORT)
ACT members
Forum Chair in
coordination with
members
ORT
Forum members
Forum members
Forum
Coordinator
Sector specialists
ACT members
ACT Secretariat
ORT in liaison
with
ACT
members
Forum Coord.
ACT members
ACT Secretariat
ACT Secretariat
ACT members
ACT members
Coord./ACT mbrs
ACT Secretariat
16
Template: 31 May 2013
ANNEX VIII. 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 required from attendees, and decisions to be made.
Chair:
Minutes:
Chair of ACT Forum or the ACT coordinator
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 alert?
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 Geneva
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.
Security: 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
17
Template: 31 May 2013
ANNEX IX. 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 action)
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)
18
Template: 31 May 2013
9 ACT ALLIANCE HUMAN RESOURCES
9.1 ACT FORUM SURGE CAPACITY (IN-COUNTRY)
COMPETENCE/SECTOR
TITLE/NAME
e.g. Communication
GEOGRAPHICAL
AREA OF
OPERATION
SPECIALISED
COMPETENCE
(village/town/city,
county, country,
region)
(e.g. rapid
assessments, NFI
distributions, hygiene
promotion,
reproductive health,
monitoring, protection
etc.)
AVAILABILITY AS
SURGE CAPACITY
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
Eastern 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
19
Template: 31 May 2013
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
Tel.
Email
13 CONTACTS OF KEY HUMANITARIAN ACTORS
Organisation
Location
Name and Position
20