Contingency Planning and Emergency Preparedness

1. Contingency Planning and Emergency Preparedness Process and Practice PCWG Protection Cluster Coordination Training 2008

2. Why contingency plan? • Deal with anticipated problems before onset of crisis • Take steps to enhance preparedness TIME • Establish relationships with partners • Develop shared understanding of common challenges • Clarify roles & responsibilities • Strengthen coordination mechanisms Better, more timely action! RELATIONSHIPS • Identify constraints to effective response • Focus on operational issues • Adapt • Agree common tools, approaches EFFECTIVENESS PCWG Protection Cluster Coordination Training 2008

3. What is contingency planning? Contingency planning is a tool to anticipate and solve problems that typically arise during humanitarian response: Analyse potential emergencies Analyse potentialimpact Establish clear obj. & strategies Implement preparedness actions Example: Due to unusual weather patterns, Country X is at risk of large scale flooding this year Example: Up to 1.5 million people would be displaced from their homes and 50% of domestic crop production would be wiped out. • Example: • Maintaining people on their land and in their homes • Protecting the most fertile crop lands • Ensuring sufficient support sur place to vulnerable families/individuals Example: Raise awareness of preventive measures Pre-post emergency supplies in risk areas Reinforce local social services/education Create water diversion channels Review land tenure issues if needed

4. Planning must be adapted to the country-specific context • Capacity/willingness of government • Capacity of local actors • Vulnerability of the population and its capacity to adapt/respond to a crisis • Available and potential partners • Donor support • Others?

5. Effective humanitarian action requires planning at several levels WASH Health Organizational Planning Protection AOR AOR AOR AOR AOR Contingency Planning Inter-Agency Contingency Planning Protection Cluster Contingency Planning Organizational Planning

6. Cluster responsibilities • Clear agreed objectives, response strategies, and action plans for possible and likely scenarios • Application of international & national policy & standards • Ensure an inclusive process to identify risks, vulnerabilities, consequences, possible rights violations • Identify gaps in information or projected response • Assess institutional capacities and partnerships in order to strengthen key relationships • Review and update plans!! PCWG Protection Cluster Coordination Training 2008

7. Who needs to be involved? Who should be involved? • All who will be required to work together in the event of an emergency, including government whenever possible. • National NGOs, international NGOs, civil society…. Who leads the international planning process? • The Resident / Humanitarian Coordinator is responsible for providing overall strategic leadership to the inter-agency contingency planning process. • All members of the Humanitarian Country Team, in particular those with sector/cluster leadership responsibilities, are expected to ensure adequate coordination during the planning process within their respective sectors / clusters and agencies / organizations.

8. Analysis • What are the hazards and risks? • What may happen and what is most likely? • What are the implications of the most likely risks for humanitarian action? • Impact of the event on population • Possible violations or threats to the population • What will you focus on as a priority?

9. For instance… protection in disasters? Protection of life, security of person, dignity • Current violations which could be exacerbated? Killing, maiming, GBV. • Response personnel trained in humanitarian response? • Populations at risk consulted and provided with accurate info for preparedness? Basic necessities for survival • Considerations of special needs of vulnerable groups in provision of services (language, age, gender)? • Consideration of preventing abuse or exploitation by responders, service providers, associated staff?

10. Economic, social, cultural rights • Cultural, religious traditions considered in planning? • Distinction between rural and urban effects and risks to community cohesion, traditions? • Land deeds secured? Property dispute mechanism exists and functions? Equitable access to these? • Consideration of impact on livelihoods and immediate steps to take? Civil and political rights • Systems in place to restore documents if needed? • Family tracing systems exist? • Grievance mechanisms? --OHCHR and UNDP “Integrating Human Rights In Natural Disaster Management in the Pacific

11. Coordination Mechanisms • What is the current coordination mechanism and will it be sufficient for new emergency? • How will coordination be handled at a geographic level? Sectoral level? AOR level? • What is the immediate response mechanism? • How will the group ensure two-way communication between the national level and operational/field level?

12. Success criteria for IA contingency plans Commitment • Dedicated leadership • Appropriate resources • Investment in planning process, not just planning document Failure in any one area diminishes the quality of the contingency planning process and results. Execution • Effective leadership • Clear management and coordination • Prioritization of key issues • Appropriate delegation • Clear process and milestones • Continuous communication Inclusion • Engagement of all stakeholders • Inclusion of government in meaningful role • Effective information sharing Follow up • Taking action on planning recommendations • Integration of contingency plans at sector and organizational levels

13. Exercise You are a diverse group of protection actors, meeting to review and revise existing contingency planning as requested by the HC. Your first step is to brainstorm about what needs to be done and revise some of the current tools. Review the current Protection Sector Plan from 2003 and discuss how or it may need to be revised for your scenario. Complete the matrix for your scenario as best you can during the time given. What are the potential impacts of the scenario? Who will your partners be? How will you coordinate among the various protection actors? What steps do you need to take next before the Inter-agency meeting? If you have time, consider 3-5 questions that you would add or change in the Rapid Needs Assessment form. Prepare to report back to the plenary with a 5-minute summary.

14. For more information and assistance Inter-Agency Contingency Planning Guidelines • Prepared by the IASC Sub Working Group on Preparedness and Contingency Planning • Published November 2007 • www.hewsweb.org Active Networks • There are active inter-agency networks in many regions that include staff from a range of humanitarian agencies that can provide advice or facilitation experience

15. Contingency Planning “It is better to plan when it is not needed, than not to have planned when it was necessary.”