Cover Image
close this bookHandbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.)
View the document(introduction...)
View the documentUsing the Handbook
View the documentIntroduction
View the documentAbbreviations
View the documentUNHCR's Mission Statement
close this folder1. Aim and Principles of Response
View the document(introduction...)
View the documentDefinition and Aim
View the documentResponsibilities
View the documentPrinciples of Response
close this folder2. Protection
View the document(introduction...)
View the documentIntroduction
View the documentProtection in Emergencies
View the documentInitial Actions
View the documentPhysical Safety of Refugees
View the documentEmergencies as a Result of Changes in Government Policy
View the documentOther Persons of Concern to UNHCR
View the documentDurable Solutions
View the documentKey References
View the documentAnnexes
close this folder3. Emergency Management
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View the documentIntroduction
View the documentThe Key Emergency Management Functions
View the documentStages in Refugee Emergency Operations
View the documentKey References
close this folder4. Contingency Planning
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View the documentIntroduction
View the documentPlanning as a Process
View the documentContingency Planning Tasks
View the documentCharacteristics of a Good Plan
View the documentKey References
View the documentAnnexes
close this folder5. Initial Assessment, Immediate Response
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View the documentIntroduction
View the documentOrganizing the Assessment
View the documentImmediate Response
View the documentProtection and Material Assistance
View the documentKey References
View the documentAnnexes
close this folder6. Operations Planning
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View the documentIntroduction
View the documentOperations Planning Tasks
View the documentAllocation of Responsibilities
View the documentAnnexes
close this folder7. Coordination and Site Level Organization
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View the documentCoordination
View the documentOrganization at the Site Level
View the documentKey References
View the documentAnnexes
close this folder8. Implementing Arrangements
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View the documentIntroduction
View the documentImplementing Arrangements
View the documentImplementing Procedures
View the documentMonitoring, Reporting and Evaluation
View the documentSpecial Considerations
View the documentKey References
View the documentAnnexes
close this folder9. External Relations
View the document(introduction...)
View the documentRelations with Government and Diplomatic Corps
View the documentRelations with the Media
View the documentFunding and Donor Relations
View the documentFormal Written Communications
View the documentAnnexes
close this folder10. Community Services and Education
View the document(introduction...)
View the documentOverview
View the documentIntroduction
View the documentOrganizing Community Services
View the documentHuman Resources
View the documentFamily Tracing and Reunification
View the documentGroups at Risk and Vulnerable Groups
View the documentEducation
View the documentKey References
View the documentAnnexes
close this folder11. Population Estimation and Registration
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View the documentOverview
View the documentIntroduction
View the documentPopulation Estimates
View the documentRegistration
View the documentKey References
View the documentAnnexes
close this folder12. Site Selection, Planning and Shelter
View the document(introduction...)
View the documentOverview
View the documentIntroduction
View the documentOrganization of Response
View the documentCriteria for Site Selection
View the documentSite Planning: General Considerations
View the documentSite Planning: Specific Infrastructure
View the documentShelter
View the documentReception and Transit Camps
View the documentPublic Buildings and Communal Facilities
close this folder13. Commodity Distribution
View the document(introduction...)
View the documentOverview
View the documentWhen to start distribution
View the documentChoosing a Commodity Distribution System
View the documentComponents of Distribution Systems
View the documentThe Role of Refugee Women
View the documentMonitoring
View the documentKey References
close this folder14. Health
View the document(introduction...)
View the documentOverview
View the documentIntroduction
View the documentHealth Assessment, Planning, Monitoring and Surveillance
View the documentMain Health Programmes
View the documentOrganization of Refugee Health Care
View the documentHuman Resources and Coordination
View the documentKey References
View the documentAnnexes
close this folder15. Food and Nutrition
View the document(introduction...)
View the documentOverview
View the documentIntroduction
View the documentOrganization of Food Support
View the documentNutritional Assessments
View the documentGeneral Feeding Programme
View the documentSelective Feeding Programmes
View the documentInfant Feeding and use of Milk Products
View the documentKey References
View the documentAnnexes
close this folder16. Water
View the document(introduction...)
View the documentOverview
View the documentIntroduction
View the documentAssessment and Organization
View the documentThe Need
View the documentImmediate Response
View the documentWater Supply Systems
View the documentWater Sources
View the documentPumping Equipment
View the documentTreatment
View the documentStorage
View the documentDistribution
View the documentKey References
close this folder17. Environmental Sanitation
View the document(introduction...)
View the documentOverview
View the documentIntroduction
View the documentBasic Principles And Standards
View the documentHuman Resources And Organization
View the documentHuman Excretia Disposal
View the documentSolid Wastes
View the documentWastewater
View the documentPest and Vector Control
View the documentGeneral Hygiene
View the documentDisposal Of The Dead
View the documentKey References
View the documentAnnexes
View the documentAnnexes
close this folder18. Supplies and Transport
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View the documentOverview
View the documentIntroduction
View the documentOrganization of the Supply Chain
View the documentSupplies
View the documentTransport
View the documentReception of Goods
View the documentStorage
View the documentStock Management
View the documentKey References
View the documentAnnexes
close this folder19. Voluntary Repatriation
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View the documentOverview
View the documentIntroduction
View the documentUNHCR's Role in Voluntary Repatriation
View the documentConditions For a Voluntary Repatriation
View the documentOn Route
View the documentOn Arrival in Country of Origin
View the documentKey References
View the documentAnnexes
close this folder20. Administration, Staffing and Finance
View the document(introduction...)
View the documentIntroduction
View the documentEmergency Staffing
View the documentBudget and Finance
View the documentNon-Expendable Property and Office Supplies
View the documentOffice Premises
View the documentOfficial Transport
View the documentOffice Organization
View the documentKey References
View the documentAnnexes
close this folder21. Communications
View the document(introduction...)
View the documentIntroduction
View the documentCommunications Management
View the documentTelecommunications
View the documentUNHCR Telecommunications Network Field Preparations
View the documentKey References
View the documentAnnexes
close this folder22. Coping with Stress
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View the documentIntroduction
View the documentIdentifying Stress Symptoms
View the documentTechniques for dealing with Stress
View the documentKey References
close this folder23. Staff Safety
View the document(introduction...)
View the documentIntroduction
View the documentThe UN Security System
View the documentEssential Plans
View the documentSecurity
View the documentSecurity Management
View the documentKey References
close this folder24. Working with the Military
View the document(introduction...)
View the documentIntroduction
View the documentCategories of Military Forces
View the documentPossible Roles of Military Forces in Humanitarian Operations
View the documentCoordination Between Military Forces and Civilian Agencies
View the documentKey References
View the documentAppendix 1 - Catalogue of Emergency Response Resources
View the documentAppendix 2 - Toolbox
View the documentAppendix 3 - Memoranda
View the documentAppendix 4 - Glossary

Annexes

Annex 1 - CHECK-LIST FOR THE EMERGENCY ADMINISTRATOR

(Note: This checklist is regularly updated, the latest version should be consulted)

This checklist is intended as a practical tool for UNHCR staff when responding to emergencies and assigned to duty stations where there is no established UNHCR presence, or where the existing office needs to be strengthened as a result of new events. The complete Checklist consists of three components listed below. Only the first part, the checklist is reproduced here. The complete checklist in its three components can be obtained from the Emergency Preparedness and Response Section at Headquarters.

The 3 components are:

1. The Checklist itself which lists most activities requiring consideration when establishing a Branch, Sub or Field Office. Not all items will be relevant. The administrative officer together with the Head of the Office will need to determine what action is to be taken. The list is not presented in an order of priority and it is therefore important to set your own priorities depending on the local circumstances. The list does not cover administrative procedures and action required for the ongoing needs of the office, but concentrates on those related specifically to the establishment of an office. Each item is preceded by a box which you may tick off as action is taken.

2. Annexes, which are primarily extracts from existing documentation. These have been included for ease of reference and are not substitutes for existing manuals and instructions of which the most important is the UNHCR Manual to which frequent reference should be made. Not all relevant UNHCR forms are included, as these are available in the Emergency Office Kit, or directly on request from Headquarters.

3. A computer disc which contains the format for all forms or documents which are indicated by an (*) in the Checklist. These forms or documents can be copied and amended to suit local needs. (It is recommended that the original format is not amended directly.)

The importance of setting up effective administrative procedures from the outset cannot be over-stressed. They will have important consequences for the effective administration throughout the operation.

ESTABLISHING AN OFFICE CHECK-LIST FOR THE EMERGENCY ADMINISTRATOR

ACTION

ANNEXES

PREMISES

1. Establish a UNHCR Cooperation Agreement if not
already in place or consider its amendment if one
already exists but circumstances have changed

a. Model Agreement (*)
b. Example Agreement
c. UN Convention on Privileges &
Immunities

2. Identify need for Sub or Field Offices

a. Excerpt from UNHCR Manual

3. Identify Office Premises, negotiate lease and seek
approval from Geneva

a. Excerpt from UNHCR Manual
b. Standard lease (*)
c. Note on selecting

4. Consider the use of UNHCR stickers and UN flags,
posters and visibility material. Request more from HO
if necessary

a. Flag Code
b. List of stockpiled visibility
material

5. Consider "Base Camp" requirements and need for
Base camp manager, in situations where this is
applicable

a. Base camp manager

COMMUNICATIONS AND TRANSPORT

6. Determine immediate needs for and set up
communications: Telephone, E-Mail, fax, telex and/or
radio and pouch. Complete communications
questionnaire and send to HQs Attn. Telecommunications
Unit

a. Communications Info Kit
including Communications
Questionnaire
b. Telecommunications inventory
forms (*)
c. Pouch Service Instructions

7. Establish telecommunications procedures. Train
staff and advise procedures

a. Sitor/Pactor Manual
b. Voice procedure
c. Codan user instructions (*)
d. Handover letter for handsets (*)
e. Handset user instructions (*)
f. Radio room discipline (*)
g. Communications procedures

8. Establish log for recording long distance phone calls
giving particular attention to private phone calls

a. Excerpt from UNHCR Manual
b. FOM 01/93 including Telephone log form (*)

9. Prepare forms for telex/fax messages

a. Model format (*)

10. Establish communications log and chron files

a. Radio message chron forms(*)

11. Establish a regular system (shuttle) for transport of
mail and personnel between sub office and branch
office (if necessary)

a. Shuttle Passenger Manifest (*)

12. Determine Admin Vehicle needs: Landcruisers, Pick
ups, saloons and/or minibus

a. Excerpts SFAS Handbook
b. Excerpts IAPSU Catalogue

13. Establish procedures for light vehicle use:
- Authority for UNHCR staff to drive official vehicles
- Driver trip logs
- Vehicle tracking system
- Maintenance logs
- Construct key box & ensure key security
- Identify best means for vehicle servicing
- Make arrangements for the purchase of Duty Free
petrol
- Undertake driver education sessions

a. Excerpt from UNHCR Manual
b. Driver Log format (*)
c. Vehicle Tracking format (*)
d. Excerpt from ICRC Handbook
e. Authority to drive official
vehicles (*)
f. Inventory record form
g. Vehicle inspection check list
h. Rules for drivers
i. Vehicles in UNHCR operations
j. Fuel receipt voucher (*)
k. Mileage rates

PERSONNEL, STAFF CONDITIONS AND SECURITY

14. Establish staffing table with Organigram and job
descriptions. Send to the Desk at HQs

a. Typical field office structures
b. Additional example organigram
c. Post creation and review
procedures
d. Benchmark job descriptions

15. Identify sources for local staff recruitment. Prepare
simplified Job Application Form for local Staff. (P11 to be
used only for candidates who are being seriously
considered)

a. Simplified job application form
(*)

16. Recruit essential and urgently required local staff.
Set up local recruitment committee. Following selection,
issue short term contract and arrange appropriate
medical check

a. Excerpt UNHCR Manual and
related recruitment forms
b. Interview notes & Report Form
(*)
c. Recruitment tests for local staff
(*)
d. Regulations for NPOs - excerpt
from APPB regulations

17. Identify UN Examining Physician if necessary if no
UNDP Office and inform SASS for JMS approval

18. Set up Personnel files for all staff

19. Establish leave recording system

a. Secretariat Instruction on time,
attendance & leave
b. Example leave recording forms

20. Establish Working Hours, Overtime and DSA for
local staff on mission in country in accordance with
UNDP practice

a. Excerpt from UNHCR Manual
b. IOM 61/88 and IOM/120/88 on
salary advances
c. Copy OT recording form (*)
d. IOM 76/89 on Overtime for
local staff

21. Establish local mission tracking system

a. Mission recording format (*)

22. Send variable information on "Appendix B" for your
duty station to Geneva

a. Format appendix B

23. Check that DSA appropriate for duty station and if
considered to be inappropriate complete DSA Worksheet
if no UNDP Office and transmit to SASS

a. Excerpt from UNHCR Manual
b. DSA Worksheet & guidelines

24. If new duty station complete Classification of Duty
Station questionnaire & send to HQs

a. Excerpt from UNHCR Manual
b. Classification of Duty Station Questionnaire

25. Review the validity of the post adjustment and if
considered inappropriate advise DHRM

a. Excerpt from UNHCR Manual

26. Determine appropriateness of salary level of local
staff and if inappropriate advise DHRM

a. Excerpt from UNHCR Manual
b. Excerpt from CCAQ GS Survey Manual

27. Arrange payment of salary and allowances of
international staff

a. Salary distribution request form
and FOM/20/95 & Add.1

28. Negotiate discounts in local hotels and advise HQs.
Ensure guaranteed room availability for mission staff

29. Consider security procedures and an appropriate
evacuation plan

a. Excerpts from UN Field Handbook
b. IOM 47/92 on Field Security reporting

30. Collect personal data on international staff and
request staff to complete inventories if warranted by
security situation

a. Personal Data form
b. Personal Effects Inventory form

31. Identify best means and procedures for medical
evacuation of staff

a. Guidelines for Medevac Plan
b. IOM/104/94 and IOM/26/95 -
Guidelines on Medevac

32. Establish frequency and procedures for staff welfare
missions through MARS/VARI/STAR

a. Excerpts from FOM/105/94 +
addenda

33. Review the living and working conditions, report to
Headquarters and request field kits, travel kits and staff
accommodation as appropriate

a. Structure of living and working
conditions report (*)
b. Example of Emergency
Operation Living conditions paper
c. Excerpts from Catalogue of
Emergency Response Resources
(field kits, travel kits, staff
accommodation)
d. FOM/70/95 on Accommodation
provided by UNHCR

34. Design and begin training and coaching
programmes in office procedures for local administrative
staff

a. Excerpts from UNHCR Training
Module
b. Notes on Coaching Skills
c. Using Interpreters (*)
d. FOM 102/88 on Language Training

FINANCE, EQUIPMENT AND SUPPLIES

35. Survey local banks. Propose bank signatories and
interest level and request HQ to open bank account.
Propose ceiling and request approval for petty cash
account

a. Excerpt of UNHCR Manual
b. Questionnaire on Opening Bank Account

36. Establish accounts procedures: Vouchers,
Journals, files, signatory arrangements etc.

a. Allotment Account Codes For
essential guidelines on
accounting procedures refer to
Part 5, Chapter IX of the UNHCR
Manual and to the FOAS Manual

37. Request Emergency Allotment Advice if not already
received & finalize administrative budget request to
HQs on ABPS

a. Copy of Emer. Allotment Advice
b. Excerpt of Operating
Instructions of ABPS
c. FOM 120/94 Field Office Admin
Budget Procedures

38. Purchase and inventorise non expendable
property, particularly furniture, vehicles and equipment
and decide which to be charged to admin allotment and
which to project expenditure (if any)

a. Excerpt from UNHCR Manual

39. Check stocks of stationery and supplies, sort forms
into Manila folders & order stationery and forms required
from Geneva

a. Excerpt from UNHCR Manual

40. Investigate the possibility of the local printing of
stationery. If possible and the cost is reasonable, request
permission to do so from HQs. Proceed only once
address, telephone number, etc. Known and not likely to
change

a. Examples of stationary
Examplestationery

41. Survey EDP facilities and needs and recommend
improvements/request additional equipment. If necessary
request services of ICSS consultant to assess optimum
Admin (and programme) needs

FILING AND DOCUMENTATION

42. Advise BO or HQs which newspapers and
periodicals to be sent on a regular basis. (This is part of
field office budgeting (ABPS) but worthwhile arranging
separately)

a. Entitlement

43. Set up file list, chron files and document registration
system

a. Filing principles (*)
b. Standard file list (*)
c. Chron Register Format (*)

44. Set up distribution system with central location of
trays. Consider local construction of pigeon holes.
Establish document circulation system

a. Example Action Sheet (*)
b. Example Circulation Slip (*)

* Available on the computer disc which accompanies The "Checklist For The Emergency Administrator".

Annex 2 - Suggested Field Filing System

1. A file list should be set up immediately on the opening of a new office. It should be done in such a way that it can expand and contract to take account of new situations. One must achieve the correct balance between being too specific and too general.

2. Three types of files should always bear a standard format reference or symbol whether maintained at Headquarters or in the Field: personnel (PER/IND) files, individual case (IC) files and project files. The latter symbol is always allocated by Headquarters.

A personnel file bears the file reference PER/IND FAMILY NAME, Given Names, e.g. PER/IND SMITH, Ms Jane Marie

An individual case file bears IC FAMILY NAME, Given Names RUR (country of residence)/RUR (country of origin)

e.g. IC SMITH, Ms Jane Marie RUR/RUR

A project file bears Year/Source of fund/Country of operation/assistance type/project number, e.g. 98/EF/RUR/EM/140.

3. An indication of subject files which might be required is given below. The number designates a subject not a file. Accordingly, files may comprise two or more file numbers.

A file should "tell a story".

Do not make subsequent perusal difficult by filing items out of sequence.

4. Security should be considered when filing documents, in paper and or electronic form. Files which should be destroyed in the event of evacuation of the office should be marked in advance. These should include individual case files and personnel files.

Suggested File List 1. General & External Affairs

100

UNHCR Structure/Mandate & Gen. Info.

101

Executive Committee

102

IOM/FOMs



110

Relations with (host) Government

111

Relations with local Consulates

112

Inter-Agency Meetings

113

NGOs (general & alphabetical by agency)

114

UN Agencies (general & alphabetical by agency)

115

Inter-Governmental Organizations (general & alphabetical by agency)



120

Reports from the field

121

Situation Reports (SITREPS)

122

Camp profiles



130

Missions to the office (UNHCR & alphabetical)

131

Missions by office staff (alphabetical)

132

Visitors to the office (non-UNHCR & chronological)

133

Public Information Activities & Media Relations

134

Press releases & Press clippings

135

Conferences and Special Events



140

Training/Seminars/Workshops

150

Fund Raising/Contributions

2. Protection

200

Protection General - UNHCR

201

Human rights/Country of Origin Info. (RUR-Alphabetical)



210

Protection (host country)

211

Detention

212

Determination

213

Tracing

214

Family Reunion

215

Physical Security of Refugees

216

Registration

3. Operations & Assistance

300

Field Operations General

301

Field Operations (by site/camp)



310

Programme General (UNHCR) including FOBS

311

Assistance Programme General (host country)

312

Emergency Management

313

Technical Support

314

Procurement



320

Food/Nutrition

321

Health

322

Water & Sanitation

323

Site Planning & Shelter

324

Non-Food Items & Domestic Supplies

325

Logistics (procurement, transport, storage)

326

Community Services, Counselling, Community Development

327

Education

328

Productive Activities & Income Generation

329

Camp Management



330

Repatriation

331

Local Settlement

332

Resettlement

4. Administration & Finance

400

Administrative Policy

401

Administrative Instructions



410

Office Premises

411

Office and Personnel Security

412

Asset Management

413

Expendable property & Supplies

414

Utilities

415

Records Management/Filing

416

Communications

417

Transport/Vehicles



420

Staff Rules & Regulations

421

Office Staffing

422

Applications for Employment/Recruitment

423

Salaries/Benefits/Allowances/Living Conditions

424

Taxation/Exemptions/Privileges & Immunities

425

Leave & Holidays

426

Travel/Mission & Leave Rosters



430

Accounting & Finance Procedures

431

Rates of Exchange

432

DSA Rates

433

Administrative Budget & Obligation Document