International Disaster Relief

INTERNATIONAL DISASTER RELIEF A POLICY

A POLICY FOR INTERNATIONAL DISASTER RELIEF

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INTRODUCTION This policy deals specifically with the way IHQ and the territories support and interact with a territory, command or region in times of disaster The purpose of the International Emergency Services (IES) is to provide assistance and support to Territories, Commands or Regions at times of disaster and promote training to ensure that the international Salvation Army is prepared to respond to disasters when they occur. occur

The mandate for the work of IES is 1. To provide assistance and support to territories /regions at times of disaster.

This may involve: a. Immediate financial support and emergency grants to support territories in making their own rapid and independent response (Rapid Response) b. Providing technical support in emergency management, either by direct assistance from the section or by arranging and coordinating the temporary secondment of experienced personnel. To this effect a database of trained personnel is maintained. c. Generating funds through emergency appeals; assisting with the writing of project proposals or grant applications to external donors in support of longer term or major international disaster response d. Coordinating response to humanitarian crisis in areas where there is no Salvation Army presence in our desire to serve suffering humanity e. Monitoring world situations and keeping abreast of emergencies and disasters f. Coordinating the release of resources 2.

To train personnel and increase the knowledge and experience throughout the organisation. This may involve a. the development of emergency management skills for Team leaders, temporary seconded personnel (PREPARE training) b. and in-country training for disaster-preparedness c. the harvesting of lessons learnt and the further development of the manual of operating procedures the Field Operation Guide (FOG)

February 2013

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A POLICY FOR INTERNATIONAL DISASTER RELIEF

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ON THE GROUND 1. The primary responsibility for an emergency response rests with the territorial leadership. When IES is invited to assist, it is in the understanding that the Territorial Commander remains responsible to the General for the conduct of all aspects of emergency response within their territory. In places where there is no Salvation Army presence on the ground, the decision to get involved is made by the General.

2. IES will provide the lead support to the Territorial Commander on any incident/disaster at the request of the leadership of the stricken area or when no Salvation Army is present in the area and assistance is required from the international community. This can involve o Gathering strategic information by early assessment visits and consultations o Convening a Crisis Action Group meetings at IHQ for the speedy approval of projects o An immediate response by a Rapid Response project o Appointing someone to the role of Incident Commander and in the case of a major disaster the creation of an Incident Command Team for the duration of the intervention o Ensuring liaison and coordination with the humanitarian partners in the field 3. IES will encourage the territory to establish an ‘Incident Command’ as soon as possible. This would be chaired, either by someone appointed by territorial leadership or by the IES representative. It is important that both the Territorial Leadership and IES maintain an accurate and shared view of the overall strategy. It is therefore vital that both parties are aware of all activities and of the offers to provide assistance both practical and financial. This enables both parties to undertake their roles effectively.

4. IES will direct the identification and communication of the appropriate level of the needed international post-emergency support by the Salvation Army to the area.

Where the situation is so complex that there is a requirement for a multi territory response, the Chief of the Staff may temporarily appoint an International Response Coordinator (desk), in order to coordinate stakeholders at IHQ, in the Zonal offices and IPRD and in the affected and assisting territories.

5. IES will institute an appropriate Internet based communications solution for the sharing of relevant information on the intervention between stakeholders: afflicted and assisting territories and IHQ. This channel will be moderated by IES. IES will furthermore assure that relevant and timely information, in word and pictures, is spread in a wider circle, by the use of email briefings, in order to facilitate the marshalling of help through the IHQ Communications section.

6. The Salvation Army has committed itself to ensuring that International Disaster Recovery will be executed according to the standards and guidelines developed by the international community through such organisations as Sphere, UN and our own Field Operations Guide in order to assure accountability and quality. There is a need

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for IES to keep abreast of the developments in this field as frequent evaluations of past relief efforts shape the public opinion and conditions for support 7. Furthermore the technical and practical assistance that IES provides for territories to support the leadership is aimed at creating an environment conducive to respect for the dignity of individuals and to the protection of their basic rights. This specifically includes the commitment to assist victims in disaster relief work without discrimination.

IN THE OFFICE 8. In emergency work a distinction can be made between the Relief, Recovery and (Re) development phases. In the various phases of an emergency the IES support is channelled through the projects system by various project processes, each with their own requirements o Rapid Response - initial (almost immediate) reaction o IES projects - defined projects for Relief Recovery o CPMS (for longer term (re)development projects) o MS-O&A for SA capital investments 9. As the intervention moves along from relief to development IES will seek to work seamlessly together with the International Projects and Development Section at IHQ using the CPMS and Mission Support-O&A systems.

10. As it is the case in all its work the Salvation Army promotes transparency and accurate accounting for the financial resources provided by the public and government.

11. IES uses accounting systems in the form of spread sheet documents that will be deployed in any situation where local accounting procedures are judged by IES to be inadequate for the correct processing of accounts.

12. All elements of a response will be covered by an appropriate project proposal.

Ultimately the territory, assisted by IES is responsible for the execution of the projects.

FUNDING 13. In an International disaster response other Salvation Army Territories have a key role to play as donors providing funding for projects. The responding Territory and IES must have a clear understanding of the basis on which the funding is provided, particularly from government bodies 14. Funding, sourced from outside the affected territories, must be channelled through the project systems and will require approval from International Finance

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Board (IFB)/ Salvation Army International Trustee Company (SAITCO). This is necessary to ensure that: o duplication of funding of projects is avoided o coordination between donors is increased o transparency and accountability in often chaotic situations are improved a. It is understood that funds will not be transferred to a receiving territory, until the project has been approved in a Crisis Action Group (CAG) and by IFB/SAITCO 15. The basic configuration of the IES office at IHQ is financed through the IHQ budget The IES section in the Program Resources Department assures that o o o o o

A permanent watch is maintained liaising with territories as needed Staff is available for Initial assessments and follow up visits Rapid response reaction take place in major and minor emergencies Training of Emergency personnel will be organised The timely flow of Projects is maintained

16. To cover the costs of the basic IES office, some territories will be asked to increase their contribution to IHQ starting from the financial year 2013-2014. This is a departure from previously applied policy. IES will at certain times be in need of extra staff, in the field or in the office, on account of the work load during larger emergency operations. This will be made possible through specific funding for that emergency.

REPORTING 17. All Emergency projects are subject to reporting requirements. If necessary, IES will provide reporting support for all emergency projects.

18. When funding is procured from government bodies in responding territories a clear understanding must exist of the conditions on which the funding is received and the consequent reporting requirements.

19. IES will assure that frequent and comprehensive reporting takes place to the IMC as requested by the General o to inform international leadership of the status of the international recovery efforts and the strategies o To ensure accountability and reporting on the use of international funds o To advocate on behalf of the disaster affected territory 20. IES will evaluate emergency operations in an after action review to assure the harvesting of knowledge and lessons learned .The evaluation process will include as many stakeholders involved in the disaster response as possible.

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21. IES will also facilitate the exchange of appropriate information by making an appropriate database and forum available on the Internet and by contributing to international publications

PERSONNEL 22. IES will draw upon the expertise that is available for short term deployment of experienced personnel in all the territories.

23. When a territory has done work to prepare itself for emergencies this capacity will also be included.

24. When it is felt appropriate IES can delegate its responsibilities to another Salvation Army department to execute or supervise a project. This could include the signing of a memorandum of understanding to safeguard that all protocols are adhered to.

25. IES will facilitate periodic training seminars to provide capacity building opportunities for individuals and organisational units to further develop the shared understanding of international disaster response, work on risk mitigation and disaster preparedness.