Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.): 9. External Relations: Relations with Government and Diplomatic Corps

Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.)

(introduction...)

Using the Handbook

Introduction

Abbreviations

UNHCR's Mission Statement

1. Aim and Principles of Response

(introduction...)

Definition and Aim

Responsibilities

Principles of Response

2. Protection

(introduction...)

Introduction

Protection in Emergencies

Initial Actions

Physical Safety of Refugees

Emergencies as a Result of Changes in Government Policy

Other Persons of Concern to UNHCR

Durable Solutions

Key References

Annexes

3. Emergency Management

(introduction...)

Introduction

The Key Emergency Management Functions

Stages in Refugee Emergency Operations

Key References

4. Contingency Planning

(introduction...)

Introduction

Planning as a Process

Contingency Planning Tasks

Characteristics of a Good Plan

Key References

Annexes

5. Initial Assessment, Immediate Response

(introduction...)

Introduction

Organizing the Assessment

Immediate Response

Protection and Material Assistance

Key References

Annexes

6. Operations Planning

(introduction...)

Introduction

Operations Planning Tasks

Allocation of Responsibilities

Annexes

7. Coordination and Site Level Organization

(introduction...)

Coordination

Organization at the Site Level

Key References

Annexes

8. Implementing Arrangements

(introduction...)

Introduction

Implementing Arrangements

Implementing Procedures

Monitoring, Reporting and Evaluation

Special Considerations

Key References

Annexes

9. External Relations

(introduction...)

Relations with Government and Diplomatic Corps

Relations with the Media

Funding and Donor Relations

Formal Written Communications

Annexes

10. Community Services and Education

(introduction...)

Overview

Introduction

Organizing Community Services

Human Resources

Family Tracing and Reunification

Groups at Risk and Vulnerable Groups

Education

Key References

Annexes

11. Population Estimation and Registration

(introduction...)

Overview

Introduction

Population Estimates

Registration

Key References

Annexes

12. Site Selection, Planning and Shelter

(introduction...)

Overview

Introduction

Organization of Response

Criteria for Site Selection

Site Planning: General Considerations

Site Planning: Specific Infrastructure

Shelter

Reception and Transit Camps

Public Buildings and Communal Facilities

13. Commodity Distribution

(introduction...)

Overview

When to start distribution

Choosing a Commodity Distribution System

Components of Distribution Systems

The Role of Refugee Women

Monitoring

Key References

14. Health

(introduction...)

Overview

Introduction

Health Assessment, Planning, Monitoring and Surveillance

Main Health Programmes

Organization of Refugee Health Care

Human Resources and Coordination

Key References

Annexes

15. Food and Nutrition

(introduction...)

Overview

Introduction

Organization of Food Support

Nutritional Assessments

General Feeding Programme

Selective Feeding Programmes

Infant Feeding and use of Milk Products

Key References

Annexes

16. Water

(introduction...)

Overview

Introduction

Assessment and Organization

The Need

Immediate Response

Water Supply Systems

Water Sources

Pumping Equipment

Treatment

Storage

Distribution

Key References

17. Environmental Sanitation

(introduction...)

Overview

Introduction

Basic Principles And Standards

Human Resources And Organization

Human Excretia Disposal

Solid Wastes

Wastewater

Pest and Vector Control

General Hygiene

Disposal Of The Dead

Key References

Annexes

18. Supplies and Transport

(introduction...)

Overview

Introduction

Organization of the Supply Chain

Supplies

Transport

Reception of Goods

Storage

Stock Management

Key References

Annexes

19. Voluntary Repatriation

(introduction...)

Overview

Introduction

UNHCR's Role in Voluntary Repatriation

Conditions For a Voluntary Repatriation

On Route

On Arrival in Country of Origin

Key References

Annexes

20. Administration, Staffing and Finance

(introduction...)

Introduction

Emergency Staffing

Budget and Finance

Non-Expendable Property and Office Supplies

Office Premises

Official Transport

Office Organization

Key References

Annexes

21. Communications

(introduction...)

Introduction

Communications Management

Telecommunications

UNHCR Telecommunications Network Field Preparations

Key References

Annexes

22. Coping with Stress

(introduction...)

Introduction

Identifying Stress Symptoms

Techniques for dealing with Stress

Key References

23. Staff Safety

(introduction...)

Introduction

The UN Security System

Essential Plans

Security

Security Management

Key References

24. Working with the Military

(introduction...)

Introduction

Categories of Military Forces

Possible Roles of Military Forces in Humanitarian Operations

Coordination Between Military Forces and Civilian Agencies

Key References

Appendix 1 - Catalogue of Emergency Response Resources

Appendix 2 - Toolbox

Appendix 3 - Memoranda

Appendix 4 - Glossary

Relations with Government and Diplomatic Corps

1. All matters of protocol relating to establishing a new UNHCR presence in an emergency are likely to be handled by the Foreign Ministry in the same way as for other United Nations organizations. However, substantive matters concerning refugees may be handled by another authority, for example the President or Prime Minister's office or the Ministry of Interior. Guidance on the form of written communications with the government is given below.

2. It is important that the diplomatic corps accredited to the country is kept informed of UNHCR's activities from the start of an emergency. An informed and concerned diplomatic corps will be helpful in gaining support for the emergency operation both from the host country institutions and from donor governments for funding.

Briefing Meetings

3. Briefing meetings should start in the early days of an emergency and continue on a regular basis. There may already be a contact group of the ambassadors most interested in refugee matters who could be briefed in the early days of an emergency. Where there is no such group, or to make the arrangements for meetings more formal, it may be appropriate to invite the ambassadors of member states of the Executive Committee of the High Commissioner's Programme (EXCOM) to the briefings (for a list of EXCOM members, see Annex 1).

The aim is to keep Executive Committee ^:and other immediately concerned Governments well informed while not devoting scarce time to a major protocol exercise.

4. A number of people may be helpful in giving advice on the organization and participants of the meetings, including: the ambassador from the country of the current Executive Committee Chairman may be helpful in advising on the organization of briefings, or the Dean of the Diplomatic Corps, or the ambassador of the country currently holding the presidency of the European Union (as a major donor group), or the Organization of African Unity or other regional groups.

5. A representative of the government would normally be present at these briefings. United Nations organizations and NGOs directly involved in the emergency operation should also be invited to attend.

6. Unless chaired by the representative of the Government, the meeting should normally be chaired by UNHCR. Other agencies should be encouraged to give account of their activities. Initially these meetings may need to be held fortnightly or even weekly, but once a month is a reasonable interval once the situation starts to come under control.

7. It may be useful to prepare for briefing meetings by prior discussions with other participating agencies to ensure that there is agreement on the issues and on information such as population figures.

8. If a question cannot be answered immediately, arrangements to follow up on an individual basis with the questioner should be made.

9. These briefing meetings will be important for fund-raising purposes. Representatives of donor governments will form part of the diplomatic corps and will therefore be involved in the meetings. Additional smaller briefing meetings may be appropriate, to deal with particular concerns of a donor, or to respond to a donor mission, or in respect of major protection issues which might require smaller, more discreet, briefings.

10. A useful complementary measure, which might eventually substitute for the diplomatic and other briefings, is a weekly or monthly written report prepared by UNHCR. The standard internal emergency situation report, or sitrep, could be used as the basis for this report (the format for this is suggested in Annex 3 of chapter 8 on implementing arrangements). If the sitrep is to be used in this way the parts which must not be made public should be clearly marked. Other United Nations bodies directly involved should contribute an account of their work. Such situation reports should be given wide distribution in the operations area and to focal points at Headquarters.

11. Implementation of these briefing arrangements will require valuable time and effort. Clearly the priority is to deliver the emergency assistance needed by refugees. However, if those interested do not have a regular source of information on the progress of the operation, UNHCR staff may end up spending even more time on individual briefings.