An assessment team requires appropriate logistics, and administrative planning and support, to complete their job properly and safely. Be clear who is responsible for providing support. Administration/logistics from the CO should usually provide this support to the assessment team. Some support may also be provided by the administration/logistics team member(s)-however, not exclusively, because they also have a key technical part in the actual assessment. Encourage each individual to take personal responsibility. Use the checklist in section 9.1 to make sure adequate planning and support are provided.
Are transport arrangements confirmed for the entire assessment?
What back-up transport options are available in case of emergency?
Do transport options have necessary safety equipment, including CARE marking if appropriate? Refer to the Safety and Security Chapter
Has a communications schedule been agreed between the head office and the assessment team?
Do all team members have adequate communications equipment and training?
Are back-up communications systems available?
Are all assessment team members briefed on the process and have phone numbers to call in a crisis?
Accommodation and meals
Has accommodation been confirmed for team members?
Has the team been provided with sleeping equipment?
Have gender-sensitive considerations been made for accommodation?
Will meals be available for the team in the disaster area? If potentially no, then has the team been given meal provisions?
Cash and administration
Have team members been provided with an appropriate level of cash?
Who will manage team expenses and cash handling?
Have adequate safety considerations been taken into account to ensure that cash handling does not put the team at risk? (Refer to Chapter 17 Finance, section 4 Cash and cash equivalents control procedures.)
Do all team members have visas required to enter the country? Are support letters and other forms required?
Does the team have all necessary travel permissions and documentation to travel to the disaster-affected areas and any restricted areas along the way?
Do the travel permissions cover any vehicles the team will be using?
Are all team members-including both national and international staff-covered by insurance before entering the emergency zone?
Does notice have to be given the insurance company before deployment to activate the insurance?
Is adequate interpreting capacity available to support assessment team members with interviews and data collection?
Does the team have access to female interpreters to assist with interviewing women?
Have interpreters been trained and tested?
Team and personal equipment
Has the team been provided with appropriate:
safety equipment including first aid kits, fire extinguishers, maps, telecommunications equipment, identification flags, torch, power bank, etc.?
office equipment including laptops, portable printer, business cards, cashbox, paper, etc.?
personal equipment and supplies?
CARE identification cards, insurance details and important contact details?
Refer also to Annex 4.20 Assessment team equipment list.
Security and safety information for the team before their arrival
Share the security manual with the team.
Give a brief of the security situation on the country and disaster.
Present a brief on security-related standard operations procedures (SOPs) for the assessment mission.