Simplified Standard Operating Procedures (SSOPs) for Level 3 Emergencies Overview of Steps and Timelines Security Level 3 Emergency Modalities/ PCAs Prior SECTOR 1. EMOPS Director sends memo to ED recommending application of CEAP within 18 hours of initial report 2. ED names within 3 hours of receiving a recommendation 3. Global broadcast declaring L3 and CEAP within 3 hours of recommendation 1. advise ED on composition of LEGEND =All shapes are color-coded according to which sector they belong =This icon indicates a link to a specific step in another sector * Deliverables are underlined
First 24 Hours SECTOR 4. Consider step aside procedure as required 5. Designate as 24/7 information/ telecom hub to support, and security 6. Establish clear lines and informationsharing between HQ, RO, CO 7. Appoint HQ emergency focal point, serving as Secretariat 8. Establish Emergency Management Team (EMT) and Technical EMT 9. Brief ED on evolving situation 2. initiates deployment on no regrets basis (to be deployed within 48 hours of emergency) 3. Initial senior level discussion on CO capacity and s reporting lines 1. Initial scoping of potential impact and immediate programme needs 2. Decide on UNICEF lead for Inter-Agency 3. Produce and disseminate first Situation Reports (SitReps) 4. Documentation of key decisions/action timeline from day 1 1. Contact/ Convene GCCs 1. Provide support to Staff Wellbeing, Safety and Security 2. Support deployment of on no regrets basis (to be deployed within 48 hours of emergency) 3. Review CO mobilization, #6 4. Create Organizational Staffing Matrix (OSM) 2 #5 5. Review Regional Rapid Response Roster 6. and hold Programme Budget Reviews (PBR) related to the emergency 7. Consider step aside procedure as required 1. Assess the initial situation 2. Review SD internal decisionmaking 3. Estimate first wave supply 4. Deploy SD management to support & Logistics strategy development 5. Review status of emergency essential Supplies and define alternatives as 6. Establish the need for an Emergency room in SD 7. Identify suitable Logistics to be deployed as part of SURGE in addition to the 1. Agree on need to deploy Office in a box (including accommodation) 2. Review need for temporary or office space 3. Review the need for temporary or guest house 4. Assess the finance and administrati on capacity of office 5. Assign DFAM focal point 6. Adopt simplified for travel arrangements 7. Assign/ authorize UNICEF vehicles for non-official use by 8. Assess the operation of local banks 9. Review budget allotments 10. Review access to UNICEF financial and accounting system (manual accounting if ) 1. Liaise with national authorities and recall partnership options 2. Identify available CSOs & best approach to deliver 1. Issue EPF 4 2. Issue grants 3. Appoint a dedicated point of contact 4. Communicate contributions pledged and received from all funding sources directly to the CCs 1. Assess capacity at CO and RO level 2. Ensure rapid digital media outreach 3. Arrange predeployment briefings 4. Collect information and prepare key messages 5. Issue UNICEF statement 1. Conduct a quick assessment and share information with CMT, RC and ITSS emergency focal point If UNICEF CO is directly affected, inaccessible or under threat: 2. Support office BCP plan 3. Assess need for shadow office to host of essential CO services 1. Establish location and safety of UNICEF and dependants in emergency location 2. Identify dependants and nonessential that can be relocated/ evacuated 3. Establish primary and alternate means of to emergency location (if different from CO) 4. Establish modalities between HQ, RO, and CO,, 5. Analyze the security situation and determine security posture for UNICEF 6. Alert Staff Counselors
First 48 Hours 10. Establish daily working level briefs in HQ 11. Conduct session with CO on L3 12. Establish regular conference calls with EMT 13. Establish interagency lines 14. provides 24/ 7 information and telecom support for, and security 15. Brief ED and OED 4. EPF is issued for fast deployment of within 48 hours 5. Decide on UNICEF role in Inter-Agency/ Government led Rapid Assessments (MIRA, etc.) 6. Develop and issue Inter-Agency Appeal (as applicable) 7. Assess CO capacity for (supply,, partnership, etc.) 2. Initiate immediate deployment of CCs on a no regrets basis 3. Determine CO role in sector/cluster and identify immediate surge 4. Initiate deployment of CC surge, #9, 0 5. Provide HQ guidance on cluster 7. Ensure CC function adequately costed and included in resource mobilisation tool 6. Determine management/ supervisory line for CCs, IMs, and intercluster #5 8. Coordinating with standby partners, Geneva and CO identify and facilitate timely SURGE deployments 9. Obtain technical clearance for SURGE deployments 1 10. Issue budget code for SURGE deployments (Travel, DSA, backfills to releasing offices) 11. Develop template for fast track recruitment of FT/TA and SSA 8. Finalise departure of first wave supply plane 9. Prepare future consolidated, based on draft supply 10. Consult CO/RO/EMOPS if military assets are offered 11. Support local procurement (according to configuration of the CO) 12. Establish daily emergency meeting of all SD emergency focal points 13. Establish monitoring tools 14. Keep UN and cluster partners informed about UNICEF and Logistics 15. Develop first draft of SD Emergency Response Strategy as part of 11. Review/adjust Table of Authority (TOA) for Segregation of Duties and Internal Controls 12. Assess the need to change the organizational structure 13. Review/establish process for managing cash resources 14. Convene CRC according to simplified 15. Manage change of funding source 16. Ensure safety of, cash, and financial assets 3. Jointly develop the interventions with CSOs 3. Adopt simplified management of PCA reviews/approvals 5. Develop and issue Inter-Agency Appeal (as applicable) #6 6. Align country programme results framework in VISION with appeal to ensure accurate funds monitoring 6. Prepare list of spokespersons and contact on-ground international media to offer scenesetting interview 7. Disseminate Emergency-related information to media and other partners (including UN agencies) 8. Prepare external for visibility and fundraising purposes 9. Establish daily contact with HQ and RO teams 1. Initial priorities discussed and agreed 4. Implement security comm. / radio-check (HF/VHF radio comm. system, satphones, etc. 5. Ensure incoming surge and personnel travelling to affected area have access to voice, dataconnectivity and securitycomm. options 6. Initiate regular SitReps for sharing with CMT, RC, and HQ ITSS 7. Alert UNICEF service providers that emergency services may be required 8. Identify emergency to lead and support UNICEF #9 9. Initiate in-house and intra-agency teleconferences 7. Ensure 24/7 tracking of events and trends with implications for security of 8. Immediately follow-up of critical security incidents (or increased risk of security incident) 9. Support tracking of movements in and out of country 10. Provide short-term surge Security Officer to cover recruitment of Security Adviser in line with overall SURGE deployment plan 11. Recruit/ deploy Security Advisor if 12. Identify security equipment needs for CO #9 13. Determine rotation/ relief of surge security advisor
First Week 16. Continue regular conference calls with EMT 17. Establish appropriate technical programme support mechanism between CO (Dep Rep)/RO (DRD)/HQ (PD DD) 18. Ensure coordinated programmatic support 19. Moment of Strategic 8 Reflection (special EMT): Integrated Programme 2 Stategy 20. Ensure interagency 21. Define risk management strategy 22. emergency site visits 5. Determine members roles, responsibilities, and accountabilities (within 1 day of deployment) 8. Develop Inter- Agency Response 8, 9 9. Moment of Strategic Reflection (Special EMT): Integrated Programme Stratagy 2 10. Determine humanitarian results structure in VISION 8. Agree on UNICEF role in sector/ cluster within HCT 2 9. Establish data management system (in with OCHA) 10. Provide mentoring/ support to CCs 11. Agree and sign MoU on coleadership arrangements and division of responsibilities 12. Prepare initial cluster strategy/plans 13. Ensure CC function adequately costed and included in IA plan/appeal 12. Assist the design of cluster support within the existing CO structure. 13. Review CO ing structure 14. Review SURGE needs for the first three months. 15. Provide CO SURGE assignment clearance form 16. Establish reporting structure for SURGE within existing organigram 17. Establish focal point at CO for security & programme briefings for SURGE /SBP deployments. 16. Update the /Logistics Strategy as part of 17. Monitor the delivery of the supplies 18. Ensure that the CO has adequate understanding of CIK 7 3 19. Ensure adequate communicat ion to obtain CIK 20. Ensure local or regional procurement 21. CO to initiate Supplier surveys 22. Identify for recruitment 23. Continue updates on and Logistics activities in SitReps and updates to OED 5. Authorize selected implementing partners to reprogramme unused cash balances and supplies 5. Disburse funds/ release supplies to selected implementing partners 7. Disseminate information to donors based on common humanitarian advocacy priorities document 8. Develop Inter- Agency Response PLan 9. Draft and submit CERF proposals (and ERF if available) proposals to HC 10. Update Financial Tracking System (FTS) frequently 11. Produce funds tracking table 12. Ensure Sector Reporting 10. Build /strengthen media relations and assist media in gaining access to emergency area 11. Ensure visibility 12. Organize conference call with HQ, RO and National Committees 2. Discussion in EMT on Strategy 10. Participate in local and global intra-agency meetings; identify opportunities for intra-agency shared services 11. Prepare and budget 6 12. Implement file sharing solution 13. Fast-track requests for assignment of email and intranet access for new and consultants 14. Determine if the residual risk level in country requires an inter-agency Programme Criticality (PC) Exercise 15. Follow-up on the status of security officer deployment 16. Identify need for respite for surge security officer
Following weeks 23. Continue regular conference calls with EMT 24. Ensure interagency 25. Brief ED and OED 26. Moment of Strategic Reflection : Decide on adjustments required to the Country Programme for an initial period 27. Develop a plan for handover and transition out of an L3 (if not extended) 28. Review period of application of the L3 corporate emergency 6. Prepare handover from to other surge and CO 11. Establish a plan for knowledge management, learning and evaluation, with clear responsibility and time frame assigned 12. Moment of Strategic Reflection : Decide on adjustments required to the Country Programme for an initial period 13. Agree on strategic priorities and timeframe for the UNICEF within week 2 14. Agree on approach to HPM including timing of transition to results (output) reporting in SitRep 15. Develop UNICEF Response 16. Agree on Humanitarian Integrated M&E with lead roles defined 17. Put in place institutional approach to field monitoring 18. Provide ongoing programmatic technical advice on humanitarian 14. Continue to advocate on behalf of sector level needs at country and global levels 15. Review CO capacity for CC function regularly (using /Sector Milestone Monitoring Tool for CC function) 18. Monitor SURGE plan and adjust as 19. Develop strategy 20. Identify FT and TA recruitment needs 21. Manage FT and TA recruitment 24. Continuous updates of the Strategy as part of 25. Continue to monitor the delivery of the supplies 26. Ensure the second wave deployments are ready 27. Continue updates on and Logistics activities in SitReps and updates to OED 28. Reflection on emergency supply/ logistics upon completion or extension of L3 17. Process CIKs (Contributions In Kind) 3 18. Conduct spot checks on financial, accounting and inventory records 7. Follow-up/monitor implementation 8. Conduct spot checks on financial and inventory records 13. Identify any in-kind Assistance (CIK) 8, 9 7 14. Develop information products for humanitarian advocacy & fundraising 15. Issue periodic reports (standard is 90- day, 6 months, 1 year) reflecting results monitored through the HPMs 16. Issue financial utilization reports (if asked by donors) 17. Support OED engagement and influencing 13. Identify suitable to be deployed for up to three months 14. Continue to create new content/angles to drive donor support, including donor/natcom visits to keep crisis at top of the agenda 3. Revisit and update strategy regularly as 14. Determine ing and initiate action to obtain necessary (second week) 8 15. Provide key UNICEF users with corporate network access; implement core UNICEF information systems and associated infrastructure to support the operation 16. Perform follow-up assessment to determine gaps in longer-term. 17. Identify lessons learned