Government of Kenya & Humanitarian Community Disaster Preparedness and Response Simulations POST SIMULATION REPORT BACKGROUND – The World Food Programme’s Readiness Initiative and OCHA, working with the Government of Kenya (GoK) and Humanitarian community delivered three Disaster Preparedness and Response simulations on behalf of the UN Resident and Humanitarian Coordinator (RC/HC) and the United Nations Country Team (UNCT). The following hubs and GoK representatives participated in the simulations: Mombasa, 22 January, 2013 - Simulation, Mombasa Hub and GoK Nairobi, 25 January, 2013 - Simulation, Nairobi Hub and GoK Kisumu, 1 February. 2013 - Simulation, Joint exercise between Kisumu, Nakuru and Eldoret Hubs and GoK The three simulations (hereafter referred as Hub simulations) conducted at the hub level, followed a national level disaster preparedness and response simulation held in Nairobi from the 5th to the 7th December, 2012. The purpose of this simulation was to practice the countrywide coordination mechanisms described within national humanitarian contingency plans (such as the hub coordination approach) and to simulate initiation of coordinated rapid multi-sector, multiagency assessments at a hub level through the recently introduced Kenya Initial Rapid Assessment (KIRA) process. Among the key issues raised in the participant lead debrief session after the simulation, was how to strengthen the hub level coordination and contingency planning as well as how to include all the relevant actors in the process and clarify roles and responsibilities. The Hub simulations scheduled for early 2013 focused upon addressing the issues. The Hub simulations also offered an opportunity to strengthen partnerships and identify opportunities for enhancing preparedness and response mechanisms at the subnational level prior the up-coming election on 4 March 2013. PARTICIPATION – Over 80 people participated in the three Hub simulations, representing the Government of Kenya (local government representatives from the Counties, Districts, National Drought Management Authority, Ministry of Justice & Constitutional Affairs (MOJCA), Ministry of Education and Ministry of Public Health), the Kenya Red Cross Society, NGOs and UN agencies. The Humanitarian Coordinator, Mr Modibo Toure participated in the Kisumu Kindly supported by 1 simulation and the Deputy Director of the National Disaster Operations Centre (NDOC), Lt Col (Rtd) Jeremiah Njagi participated in the Nairobi simulation as observers. Over half of the participants represented the subnational hub coordination mechanisms in Eldoret, Nakuru, Kisumu, Mombasa and Nairobi. IMPLEMENTATION – Simulation participants were grouped to represent their hub location whilst the remaining participants were grouped to represent the Government of Kenya. Using a scenario of election unrest, participants were asked to respond to the events within two simulation sessions – during and post-crisis. Following the 6 hours simulation, the groups reflected on lesson learned and next steps towards improving preparedness. DEBRIEF - The simulation was followed by a participant-led, actions-focused debrief session. Participants were asked to identify the functions that worked well in the simulation and those which might benefit from some improvement. The simulation and debrief session were organized in a manner so as to identify enhancement opportunities. NEXT STEPS - The results of the simulation and the participant identified gaps and identified areas of possible improvement in the debrief session. This report summarizes the plans already identified in different hubs (see following annexes for details). Annex A - Key Issue identification and explanation cross the hubs Coordination between Government of Kenya and humanitarian partners Communication Information management Annex B - Mombasa simulation observations Annex C - Nairobi simulation observations Annex D – Kisumu simulation observations Annex E – Participant lists Emilia Holkeri Simulation Controller Readiness Initiative WFP, Emergency Preparedness and Response Branch Emilia.holkeri@wfp.org Kindly supported by 2 ANNEX A – KEY ISSUE IDENTIFICATION AND EXPLANATION This document outlines key observations from the simulation. The list below is a compilation of the observations and possible resolutions from the participants, facilitators and observers. For guidance on specific issues raised in the five different hubs exercised see ANNEX B – D. Topic / Possible recommendation / Observation solution Lack of clarity on roles and responsibilities within the hubs Risk of the hub lead taking on too much of the work Develop clear ToRs for hub lead, co-lead and partners load. The role and responsibilities of the co-lead and the including requirements additional members should be clarified. On some and/or Hub framework occasions the hub partners struggled to provide the hub Organisations to lead with the necessary information about their decentralise resources to organisations ´capacity, programmes and resources. support at hub level. Ensure Coordination that focal point responsibilities in the hub are factored into their duties/responsibilities Lack of clarity on the hub organisational structures Observation that the overall organisational structures Develop a Hub framework Institutionalize structures should be clarified. The number of the participating members should be manageable and not too large. Inclusion and co-operation with external stakeholders Representatives from Faith-Based Organisations (FBOs) Include and engage with FBOs and other possible who normally function as first-line responders external stakeholders participated as observers in the Mombasa simulation. depending on the hub They helped identify strengths and weaknesses of the context. process. Lack of clarity on roles and responsibilities of the sub-hub leads (where needed) Need to clarify the roles and responsibilities of the sub Develop ToRs (hub specific) Clarify the coordination hub leads in the hubs the sub-hubs have been mechanisms in the established. The sub-hub arrangements vary however Contingency plan (if not yet from hub to hub. E.g. in Coast Province (Mombasa hub) done) the sub-hubs are the counties. Adequate resources ensured Need to further strengthen partnerships between all actors The participants acknowledged and showed willingness Agree and establish structures for GoK – hub to enhance the Hub – GoK partnership. Yet several coordination taking into participants met for the first time in the simulation consideration the exercise. Need to find structures and establish constitutional changes (incl procedures for co-operation. coordination, information sharing and communication) Kindly supported by 3 Share SOPs where available (develop and share where not available) Enhance the GoK ownership of the contingency planning process Observations were made that the local GoK officials and Reiterate the message that the DSGs/DDMC are the Hub were working in silos with limited communication. operational coordination E.g. when conducting assessments mainly due to the for a at sub national level. separate reporting lines (OCHA – vs National GoK). It Strengthen partnerships should also be noted that only a small number of GoK Frequent liaison structures officials participated in the simulation exercise, in established. Meetings to particular in the Kisumu simulation due to limited take place at the GoK. number of spots (2-4 GoK officials per hub). Further sensitization of the county and district officials on the hub approach. Lack of clarity on linkages to the national level due to unclear structures Observations were made that the lack of understanding Clarification of government structures and clarity about national structures (including roles Harmonisation of GoK and responsibilities) was and operational hinder. structures, eg NDOC/CRC Topic / Observation Lack of communication between GoK and Hub Initially all the hubs and GoK officials worked in silos with minimal communication. As the exercise advanced the approach became more pro-active. Communication Need for Communications Strategy/SOPs The communication took place often on ad hoc basis lacking planned approach and structures. Possible recommendation / solution Enhance partnerships and establish a forum for the communication to take place. Develop a communications strategy to outline roles and responsibilities of different stakeholders. Develop detailed SOPs using a participatory approach. Mapping (if still needed), updating and disseminating 3Ws (who, what, where) The extent of 3Ws varied from hub to hub. The hubs Keep 3Ws up-to-date and share them in a systematic with advanced 3Ws noted that they will need to kept matter up-to-date and most importantly communicated and OCHA to coordinate the shared with the GoK. process and support Lack of compiled contact information of all responding agencies The simulation being the first encounter for many of the Creation, maintenance and dissemination of contact hubs with the GoK officials no contact lists had been information of all developed. responding agencies Kindly supported by 4 (decide who is responsible for keeping the list up-todate). Lack of communications focal points for contact with media Most of the hubs lacked plan and established structures for communication. In some hubs there was confusion regarding who should register and take the in-coming calls. It was suggested that the GoK should always be the first point of contact with media and “competition” between the stakeholders should be avoided. Communication break-down back-up plan The hubs vary on in geographic coverage (e.g. Nairobi vs Mombasa which covers all Coast Province) and thus face different communications challenges. Nairobi hub suggested the use HF radios incl frequency. Topic / Observation Strengthen information sharing between GoK and hub Due to the newly established structures the information management procedures were not in place. Designate communications focal point for contact with media Establishment of protocol for interaction with the media Plans and secure equipment needed. Possible recommendation / solution GoK – Hub joint planning for information sharing Establish clear timelines for communication Need to identify triggers Information management Most of the hubs had not yet identified triggers in their contingency planning Lack of clarity in information flow – direction and form Several participants reported difficulties in managing the information flow. Hub members had received KIRA training and were accustomed to produce situation updates within their respective organisations. Yet managing the inter-organisational UN-NGO-KRCS-GoK interaction was more challenging. Information flow/sharing: - Timeliness - Accuracy - Relevance Kindly supported by Set thresholds/reference indicators Agree of triggers at hub level OCHA & hubs to clarify the options / procedures for activation To be integrated in the contingency planning Strategy to reflect GoK communication flow as well UN/NGO interaction Identify information focal points (OCHA, sectors, Gok, and hubs) 5 Many of the participants expressed their frustration over and/or the difficulties they experienced in managing the information flow, prioritizing tasks and the importance of data verification/triangulation. It should be noted that several of the participants were experienced professionals but the new structures (hub approach) were challenging. Reinforce information management capacity/resources at county and hub level Verification procedures/ensured triangulation (GoK-hubKRCS linkages) Lack of reverse reporting and accountability The hubs and GoK were too occupied with the response efforts and did not prioritize communication with beneficiaries. There is a need for feedback and information flow processes to be implemented to allow for reverse reporting and strengthening accountability. Lack of info management focal points There was confusion in some case of the point of contacts. GoK lack of knowledge of the KIRA prosess Most of the hubs had been trained in KIRA yet the GoK counterparts still lacked knowledge and understanding of the process. The duplication of assessment processes should be avoided. Kindly supported by Develop feedback mechanisms Plan and establish communication structures to reach out to beneficiaries (two-ways). Appoint and train info management focal points Additional sensitisation / orientation relevant GoK structures on KIRA process Orientation / sensitisation of DSGs / DDCMs and subnational authorities 6 Annex B – Mombasa Hub simulation Facilitators’ observations per Group Counties Facilitators: Mark Shapiro, WFP and Roman Sherah, DMO Achievements Challenges County ownership and leadership over the process established (further planning process/preparedness and response). County Commissioners participated in the exercise. Sign of engagement in the process. Clear and prompt reporting to the CRC/NDOC. Good use of the secondary data to build a situation report. Verification of numbers with other stakeholders. Prompt response to logistics related injects. Planning on-going with regards to the Mombasa port e.g. GoK has strengthened security around the port to ensure the continued flow of commodities. Agreement on county-led consultations and planning for next steps. Kindly supported by Things to improve Initial lack of communication between the hub and the counties (lack of established partnerships and networks, structures, procedures and tools). Two separate assessments processes took place (GoK and Hub processes). GoK lack of knowledge over the KIRA process. Develop structures and procedures for GoKhub coordination and communication. Ideally, most Hub coordination meetings should be at the County government offices. Sensitize and build further awareness among the GoK officials on KIRA. Develop common understanding of who will “own” the repository of KIRA/assessment data. Communication with beneficiaries. Develop feed-back mechanisms for beneficiaries. Confusion over the funding mechanisms. Develop clear guidelines for which and how to use the funding mechanisms. Lack of communications focal points for contact with media Ensure the designation of a media focal point and the alternate. Discuss and decide on procedures with the hub. 7 Mombasa hub Facilitator: Matthew Mcilvenna (WFP) Achievements Challenges Good overall representation of the different partners in the hub underling the clear desire amongst the actors to further strengthen coordination Engagement of the faith based partners. Their contribution as observers to the process was excellent, reminding the other participants of the critical role faith base groups play in first and second phase response. Importance of key critical infrastructure – Mombasa port and the related prepositioning of items included in future GoK – hub planning. Agreement on county-led consultations and planning for next steps. Kindly supported by Things to improve Initial lack of understanding over various partners roles and responsibilities within the hub. Some partners struggled to provide an overview of their organisations’ capacity and resource during the 3Ws mapping exercise. Initial lack of 3Ws Clarify roles and responsibilities – ToRs and framework (including lead, co-lead, hub sector focal points and partners). Develop, up-date and disseminate 3Ws. Who, what, where mapping should be completed at the county level. Lack of compiled contact information of all responding agencies Lack of communication and frequent liaison between humanitarian hub and Country officials Develop and disseminate a list of names and contacts of the hub lead, hub Information Management (IM) focal point and sector focal points with County level GoK including the GoK sector focal points. Develop Comms strategy and SOPs taking into consideration the large area and high number of counties the hub covers. 8 Annex C – Nairobi Hub simulation Facilitators’ observations per Group Districts Facilitators: Mark Shapiro (WFP) and Ricarda Hirsiger (WFP) Achievements Challenges District Commissioners participated in the exercise. Sign of engagement in the process. Communication with media, assigned spokesperson and media briefing organized. Despite the slow start coordination meetings organized and chaired by the GOK district commissioner with all stakeholders. Things to improve Initial lack of communication between the hub and the counties (lack of established partnerships and networks, structures, procedures and tools). Two separate assessment processes (hub and GoK) initiated and conducted. Develop structures and procedures for GoKhub coordination and communication. Joint GoK- KRC- hub resource mapping. Sensitize and build further awareness among the GoK officials on KIRA. Develop common understanding of who will “own” the repository of KIRA/assessment data. Develop 3Ws through a joint process between the GoK and the hub. Disseminate 3Ws to the relevant stakeholders. Frequent communication with the KRC, use of the information provided by KRC to update and brief the DCs on the situation and humanitarian support available. Lack of knowledge of the role and responsibilities of the hub. Sensitize and build further awareness among the GoK officials on the hub approach and the KIRA process. Agreement on DSG-led consultations and planning for next steps together with the hub and KRC. GoK ownership of the contingency planning process Strengthened network and future plan on clarifying the coordination structures. Kindly supported by 9 Nairobi hub Facilitator: Dominique Ferretti (WFP), Cheryl McDonald (Tearfund), and Lucy Dickinson (OCHA) Achievements Challenges Things to improve Good overall representation of the different partners in the hub underling the clear desire amongst the actors to further strengthen coordination. Advanced contingency planning and mapping (3Ws). Initial slight confusion over various partners’ roles and responsibilities within the hub. Lack of clear communication procedures (with GoK, external NGOs and beneficiaries). KRC showed a high level of professionalism in terms of response and information management (provided clear updates with verified figures, disaggregated data, called for a press meeting with the hubs and responded promptly). Close cooperation and linkages with the national level. Lack of compiled contact information of all responding agencies Communication break-down back-up plan Lack of communication and frequent liaison between humanitarian hub and GoK. Kindly supported by Clarify roles and responsibilities – ToRs and framework (including lead, co-lead, hub sector focal points, Information management focal point and partners). Develop Communication strategy and SOPs. Develop guidelines for reverse reporting and accountability.(Clarify who does what – KRC, GoK and Hub?) Develop and disseminate a list of names and contacts of the hub lead, hub Information Management (IM) focal point and sector focal points (if relevant). Plan for the use of HF/VHF radios if applicable Frequent liaison with GoK in a structured matter (meeting structure and procedures). 10 Annex D – Kisumu simulation (Nakuru, Eldoret and Kisumu hubs) Facilitators’ observations per Group District/Province Facilitators: Armin Wilhelm (WFP) and Eric Demers (NRC) Achievements Challenges Good and proactive participation which signalled engagement in the process. Partnerships and dialogue between the different districts and the hub level were strengthened. Lack of thorough understanding of the coordination mechanisms and the role and responsibilities of the hubs. Coordination of assessment processes. In some case GoK and the hubs worked in silos. Things to improve Develop established structures and procedures for GoK- hub coordination and communication. Share SOPs with the hubs. Sensitize and build further awareness among the GoK officials on the hub approach and the KIRA process. Need to have common understanding of who will “own” the repository of KIRA/assessment data. Develop and disseminate a list of names and contacts of the hub lead, hub Information Management (IM) focal point and sector focal points (if relevant). Ensure the designation of a media focal point and the alternate. Discuss and decide on procedures with the hub. Regular coordination meetings held with the hubs throughout the exercise. Lack of compiled contact information of all responding agencies Agreement with the hubs on planning for next steps (finalizing contingency plans, 3Ws) Lack of communication focal points for contact with media in some districts. Kindly supported by 11 Nakuru, Eldoret and Kisumu hubs Facilitator: Dominique Ferretti (WFP) and Lucy Dickinson (OCHA) Achievements Challenges Things to improve Good overall representation of the different partners in the husb underling the clear desire amongst the actors to further strengthen coordination Initial lack of understanding over various partners roles and responsibilities within the hub. Good level of local knowledge partly due to the easily manageable size/area of the hubs. Prompt replies to injects and requests. Lack of 3Ws in some hubs. Lack of compiled contact information of all responding agencies Agreement on the GoK – hub consultations and planning for next steps. Information management procedures and ensuring adequate information flow (Timeliness, Accuracy and Relevance) Lack of communication and frequent liaison between humanitarian hub and Country officials Kindly supported by Clarify roles and responsibilities – ToRs and framework (including lead, co-lead, hub sector focal points and partners). Nakuru hub needs to work on developing the hub structures and develop partnerships. Develop, up-date and disseminate 3Ws. Develop and disseminate a list of names and contacts of the hub lead, hub Information Management (IM) focal point and sector focal points to the GoK (including to the GoK sector focal points). Reinforce information management capacity/resources at county and hub level Verification procedures/ensured triangulation (GoK-hub-KRC linkages) Develop Comms strategy and SOPs taking into consideration the large area and high number of counties the hub covers. 12 Annex E – Participant lists Mombasa Simulation Participant lists NAME ORGANIZATION EMAIL 1 Joseph Imoni WFP joseph.imoni@wfp.org 2 Roman M. Sherah NDMA roman.sherah@gmail.com 3 Bethuel Wafula NDMA bethwo.fula@yahoo.co.uk 4 H.R. Khator OOP hcator@yahoo.com 5 Philips Ochieng' WFP philip.ochieng@wfp.org 6 Davis Kamau WFP david.kamau@wfp.org 7 Boniface Muia UNICEF bonifacem@unops.org 8 Mohamed Keiwan NDMA mkeywan@yahoo.com 9 Joseph Waruingi PLAN International waruingij@gmail.com 10 Mustafa P. H NDMA pavkolwa@yahoo.com 11 Linda Beyer UNICEF lbeyer@unicef.org 12 Mwanaisha Hamisi KRCS hamisi.mwanaisha@kenyarelief.org 13 Erick Kariuki AMREF eric.kariukipm@gmail.com 14 Omika Moma NDMA dhadho08@yahoo.com 15 Martin Waweru CRS-K martin.waweru@crs.org 16 Leparmorijo DB OOP beparmorijo@yahoo.com 17 Tabitha Simbar WFP tabitha.simbar@wfp.org 18 Allan M. Mbuba C.W.S.K cwsklana@gmail.com 19 Patrick Nyanje World Vision Kenya patrick_kambiwvi.org 20 Patrick Lavand'homme UN OCHA lavandhomme@un.org 21 Patrick Mwai APHIA PLUS NC pmwai@pathfinder.org 22 Donnah Midigo SOS CV Kenya donnah.midigo@soskenya.org 23 Njoki Kinyanjui UN Women njoki.kinyanjui@unwomen.org 24 Linner Ngeno UN Women linner.ngeno@unwomen.org 25 Adam K. N NDMA kheriadama@yahoo.com 26 Florence Nthenge German Agro Action florence.nthenge@welhungerhulfe.de 27 Elizabeth Aroka ICRH CPAH GBURC lizaroka@gmail.com NAME ORGANIZATION EMAIL 1 Joseph N. Githinji World Vision Joseph-ndegwa@wvi.org 2 Joseph Odep AMREF Joseph.odep@amref.org 3 Lydia Kuria AMREF Lydia.kuria@amref.org 4 Anthony M. Riungu CHF Intl ariungu@chfkenya.org 5 John Okanga CHF Intl jokanga@chfkenya.org 6 Daniel Mutinda KRCS Mutinda.daniel@kenyaredcross.org 7 Nicholas Thuo KRCS thuo.nicholas@kenyaredcross.org 8 Wangechi Mathenge KRCS mathenge.wangechi@kenyaredcross.org Nairobi Simulation Participant List Kindly supported by 13 9 Evans Gacheru KRCS Kimani.evans@kenyaredcross.org 10 Robert Sila OXFAM Rsila@oxfam.org.uk 11 Winnie Machaki IOM wmachaki@iom.int 12 Lorand DusSants IOM lsanta@iom.int 13 Hellen Akoth GOAL hobongo@ke,goal.ie 14 Niall Boot GOAL nboot@goal.ie 15 Linet Opiyo UNHCR opiyo@unhcr.org 16 Loraine Ombech UNHCR ombech@unhcr.org 17 Isaiah Ochieng KRCS Isaiahochieng10@gmail.com 18 Christine Omondi WFP Christine.omondi@wfp.org 19 Jeremiah Njagi NDOC njagi@ndockenya.org 20 Suleiman Chege D.C Makadara smchege@y.mail.com 21 Samuel Mutisya DOI Njiru Smutisya27@yahoo.com 22 Joseph Maina DDO Embakasi Jmnjuguna6000@gmail.com 23 Hesbon Kayesi D.O Kibera hkayesi@yahoo.com Kisumu Simulation Participants List NAME ORGANIZATION 1 James Gichimu KRCS Branch – Nakuru 2 Samuel Mbugua KRCS Branch - Kericho swam06@yahoo.com 3 Marvins Chadwick Family Health Options Kenya, Nakuru marvins53.mc@gmail.com 4 Jackie Agunda Goal Ireland Nakuru jagunda@ke.goal.ie 5 Felix Kisalu Nakuru District kisalu13@yahoo.com 6 Martin Brown munenebrown@yahoo.com 7 Gabriel Wambua Ministry of Justice & Constitutional Affairs (MOJCA) GOAL Ireland 8 Mary H. Awino OOP Kericho awinohyacinth@yahoo.com 9 Paul M. Kituku NRC paul.mutinda@nrc.no 10 Pasifica N. Ogada Ministry of Education pacificaogada2004@yahoo.com 11 Modibo I. Toure UN - 12 Micheal Agwanda L.C.W oumagwanda2@yahoo.com 13 Matthew Mcilvenna WFP matthew.mcilvenna@wfp.org 14 Sr. Macrina Cheruto IOM mcheruto@iom.int 15 Annastacia Some UN OCHA some3@un.org 16 Moses Gicharu OOP Trans Nzoia West mosesgicharu@ymail.com 17 Peter Ogindo Children's Department ogindo.p@gmail.com 18 Christine Adiema WFP christine.adiema@wfp.org 19 Jacob Achollah SANA International jachollah@yahoo.com 20 Constant Adeya CARE International conadeya@ksm.care.or.ke 21 Margaret Gwada UNICEF mgwada@unicef.org 22 Phillip Adingo MOPHS adingop@yahoo.com 23 Talaso Chucho World Vision talasoc@yahoo.com 24 Emmanuel Owako Kenya Red Cross Society owako.emmanuel@kenyaredcross. org Kindly supported by EMAIL gwambua@ke.goal.ie 14 25 Lilian S. Lagat OOP Keiyo South dckeiyo@yahoo.com 26 Enock Oruko World Vision enock_oruko@wvi.org 27 Johnstone Ndiema Ministry of Public Health ndiema.johnstone@gmail.com 28 Richard Otieno PLAN International richardotieno@yahoo.com 29 Chuck K. Masua OOP Wareng c.masua@yahoo.com 30 Micheal Gillo SANA International 31 Alex Mwaki Care International 32 Mr. Okiro World Vision International Kindly supported by 15