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1. Procedure and accountabilities for pre-emergency readiness
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Action
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Responsible
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Involved
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Approval
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Timing
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1. Alert CI:
Alert Lead Member, CEG and CISSU, and/or Lead Member Security Director to the potential or unfolding emergency (refer to protocol B3 Emergency alerts ).
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Country Director
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Lead Member Line Manager and Emergency Director; CI Operations Manager
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CI Emergency Response Director
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Immediately upon receipt of early warning or emergency information (within 24 hours)
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2. Activate ERT: Activate CO emergency response team (ERT).
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Country Director
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CO ERT and senior staff
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Lead Member Line Manager
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Immediately upon receipt of early warning or emergency information (within 24 hours)
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3. Staff safety:
Alert all CO staff; ensure safety of CARE staff and assets by analysing potential impact of emergency and take precautionary measures to mitigate (refer to protocol C1 Safety and security ).
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Country Director
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Lead Member Security Director; Country Office senior staff, Safety and Security Officer (SSO), ERT CI Safety and Security Unit (CISSU) Director
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Lead Member Line Manager
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Immediately upon receipt of early warning or emergency information (within 24 hours)
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4. Community and local authorities:
Share alert information with potentially affected population and authorities, particularly in areas of CARE operations and where communities have access to alerts.
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CO ERT
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CO staff
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Country Director
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Immediately upon receipt of early warning or emergency information (within 24 hours)
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5. External communications: Contact peer agencies and relevant authorities for a common understanding on the potential humanitarian impact and response planning (share roles and responsibilities).
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Country Director in-country; CI Operations Manager at international level
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CO ERT; Regional Emergency Coordinator (REC); Lead Member Emergency Director
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Lead Member Line Manager; CI Emergency Response Director
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Immediately upon receipt of early warning or emergency information (within 24 hours)
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6. Review EPP plan and develop contingency plans:
Convene ERT (if possible, together with partner organisations) to review EPP and develop contingency plan:
- Review scenarios and develop likely scenario based on real-time early warning information.
- Anticipate overall response, response by other stakeholders and gaps in humanitarian service.
- Adjust preliminary response plans based on needs and service gaps.
- Determine resource requirements.
- Review resource availability: HR, relief items, equipment, financial resources.
- Determine resource and capacity gaps and requirements.
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Country Director
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CO ERT; REC; CI Operations Manager; Lead Member Emergency Director
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Lead Member Line Manager; CI Emergency Response Director
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After above steps (usually within 24 to 48 hours)
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7. Initiate resource mobilisation:
Identify resource and capacity gaps and requirements. Launch local mobilisation and request assistance from Lead Member, CEG and others as needed:
- HR: Determine HR requirements. Review national staff roster. Send list and draft TORs for international staff to Lead Member and CEG HR.
- Physical resources: Anticipate procurement requirements. Contact suppliers. Review pre-supply arrangements for purchase, transport and storage. Request Lead Member and CEG for international support.
- Funding requirements: Develop preliminary emergency response strategy with draft budget. Send to Lead Member and CEG. Develop proposal concepts and contact key donors.
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Country Director
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CO ERT; REC; CI Operations Manager; Lead Member Emergency Director; Lead Member and/or CEG HR Coordinator; Lead Member and/or CEG Logistics Specialists
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Lead Member Line Manager; CI Emergency Response Director
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Usually within 48 hours (depending on speed of onset/unfolding of emergency)
In first week
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8. Initiate CI support: Communicate emergency strategy and resource requirements to CI membership.
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CI Operations Manager
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Country Director; CO ERT; REC; Emergency Response Working Group (ERWG); CEG staff
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CI Emergency Response Director
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Immediately upon receipt from CO
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9. Initiate media strategy:
Develop initial media plan. Seek advice from Lead Member and CEG media staff. Draft press release, talking points, etc. Contact appropriate local media. Disseminate media plans to CI members through COMWG.
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Country Director in-country; CI Media and Information Coordinator at international level
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Country Office ERT and press officer; Regional and Lead Member press officers; REC; Lead Member Line Manager and Emergency Director; COMWG
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Lead Member Communications Director; CI Emergency Response Director
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Usually within 48 hours (depending on speed of onset/ unfolding of emergency)
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10. Activate CO emergency support procedures:
Activate emergency procedures in programme support departments of the CO (for example, simplified recruitment/ procurement procedures, etc.)
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Country Director
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CO ERT; REC; CI Lead Member and CEG support members (HR, logistics, etc.)
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Lead Member Line Manager
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As appropriate
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