Home > I. Policy & Management Framework > 4. Emergency management protocols > C.6 Response initiation

Policy & Management Framework

4. Emergency management protocols – C.6 Response initiation

For help contact:

CARE Emergency Group (CEG)
Head of Emergency Operations
Telephone: + 41 22 795 10 23 Email: emergencyoperations@careinternational.org 

Process leader:
Country Director

Process involvement:
Country Office Emergency Response Team; Lead Member Line Manager, Emergency Director, Safety and Security Director, Human Resources and Media departments; CI Emergency Response Director, Operations Manager, Media and Communications Coordinator, Human Resources Coordinator, REC

A. Purpose

This protocol provides guidance on the key steps to be taken in the first two to three days of an emergency response after a decision has been made to launch a response.

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B. Policy

Country Offices, Lead Members, other CARE International Members and the CI Emergency Group (CEG) are expected to do everything possible during response initiation to ensure it is timely and appropriate.

The timeliness of humanitarian response is crucial for its effectiveness. The actions taken during the initial 48 to 72 hours after a decision to respond are critically important to meet urgent humanitarian needs. Rapidly establishing CARE's response on the ground and demonstrating CARE's value-added role to communities, partners, authorities and donors is critical to ensure a successful response, and secure donor funding and partner support. In addition, CARE's ability to raise awareness about the humanitarian situation with the media and public depends on quick action.

The initiation period of an emergency response is also important for the quality and effectiveness of CARE's response in subsequent phases. Starting our response appropriately helps to ensure an effective operation overall, including transitioning from response into recovery.

During CO preparedness and contingency planning, a ‘package' of likely initial relief interventions should be predetermined and prepared as best as possible. For example, immediate relief supplies such as blankets, plastic sheeting, water purification tablets and food are needed in almost all rapid-onset disasters. Country Offices should be as prepared as possible to rapidly begin an initial response to meet humanitarian needs, even while more detailed needs assessment is still underway.   

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C. Instructions

Several of the following activities will take place simultaneously.

1.         Procedure and accountabilities for response initiation

Action

Responsible

Involved

Approval

Timing

Inform all staff and stakeholders about CARE's decision to respond

Country Director, in-country; CI Emergency Response Director-at international level

CO Emergency Response Team (ERT); Lead Member Line Manager and Emergency Director; CI Operations Manager and Regional Emergency Coordinator (REC)

n/a

Immediate

Verify staff safety and assess new emerging threats due to the emergency

Country Director

CO Safety and Security Officer (SSO) and ERT; Lead Member Security Director

Lead Member Security Director or CI Security Director; Lead Member Line Manager

Immediate

Activate contingency plan and update the resulting response plan on a continuous basis according to incoming assessment results

Country Director

CO ERT; Lead Member Emergency Director; CI Operations Manager and REC

CI Emergency Response Director; Lead Member Line Manager

Immediate Continuous

Conduct needs assessments and identify humanitarian service gaps, with attention to CARE's core and other sectors

CO ERT

Lead Member Emergency Director; CI Operations Manager and REC

Country Director

Start within 24 hours

Put in place an information and media management system to communicate CARE's decisions, assessment findings and response plans to stakeholders (within country and externally)

Country Director

CO ERT and Information Officer; Lead Member Emergency Director and Media Department/press officers; CI Operations Manager, REC and Media and Communications Coordinator (MCC)

CI Emergency Response Director; Lead Member Line Manager

Within 24 hours

Develop a plan to mobilise support and resources in line with the humanitarian needs and capacity assessment previously implemented

Country Director

CO ERT; Lead Member Emergency Director; CI Operations Manager and REC

CI Emergency Response Director; Lead Member Line Manager

Within 24 hours

Develop and distribute an emergency response strategy with clear objectives, scenarios, areas of response, budget and required support

Country Director

CO ERT; Lead Member Emergency Director; CI Operations Manager and REC

CI Emergency Response Director; Lead Member Line Manager

Within 48 hours

Request emergency response funds to start up the response in advance of confirming donors' funding

Country Director

CO ERT; Lead Member Emergency Director; CI Operations Manager and REC

CI Emergency Response Director; Lead Member Line Manager

Within 48 hours

Coordinate with key actors including the affected population, government, UN agencies/clusters, donors, and local and international NGOs

Country Director

CO ERT; Lead Member Emergency Director; CI Operations Manager and REC

CI Emergency Response Director; Lead Member Line Manager; CI Members

As needs unfold, within 48 hours

Develop and submit concepts and proposals to donors to mobilise  funding, including UN funding mechanisms

Country Director

CO ERT; Lead Member Emergency Director; CI Operations Manager and REC

CI Emergency Response Director; Lead Member Line Manager

As needs unfold, within 48 hours

Distribute initial relief supplies and assistance

CO ERT

Lead Member Line Manager and Emergency Director; CI Operations Manager and REC

Country Director; CI Emergency Response Director

Within 48 hours

Initiate recruitment of additional emergency personnel

Country Director

CO ERT and HR; Lead Member HR; CI HR Coordinator, Operations Manager and REC

Lead Member Line Manager

Within 48 hours

Review financial management, supply chain and other systems, and put in place appropriate systems

Country Director

CO ERT; Lead Member Emergency Director and support units; CI Operations Manager and REC

CI Emergency Response Director; Lead Member Line Manager

As needs unfold, continuous

Plan and build in measures to meet CARE's quality standards and accountability benchmarks

 

CO ERT; Lead Member Emergency Director; CI Operations Manager, Quality and Accountability Coordinator, and REC

CI Emergency Response Director; Lead Member Line Manager

As needs unfold, continuous

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D. Endnotes

1. Pre-emergency preparedness and initial steps towards initiating emergency response may overlap and can be done at the same time.

2. Immediate assistance to meet urgent humanitarian needs that are required to save the lives of affected people must not be delayed until the results of needs assessment are completed, nor until a detailed emergency strategy is developed.

3. A CO's response shall draw on its existing resources and support from CARE International financial and personnel resources.

4. An efficient media and information management system is essential to mobilise support from CARE International and donors.

5. Partnership options with local and international NGOs, and UN agencies and clusters, must be considered at an early stage.

6. Refer to CARE Emergency Toolkit (CET) Chapter 13 Assessment, and Chapter 3 Basic guide to emergency response.

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Last Updated: 20/07/2009

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