PART 1. UNJLC TERMS OF REFERENCE (TOR)

1.1. CORE UNJLC

1.1.1. Purpose

The purpose of the Core UNJLC is to provide an effective rapid response capacity for the timely deployment and activation of the UNJLC in support of humanitarian logistics co-ordination activities during large-scale emergencies.

1.1.2. Rationale

In March 2002, the Inter-Agency Standing Committee - Working Group ( IASC-WG) decided to formally establish the UNJLC under the custodianship of WFP. However, during the pilot phase, it was noted that the deployment of UNJLC often suffered from lack of proper recognition, timely responsiveness, trained staff, sufficient office space and equipment, and adequate communications facilities. The establishment of the Core UNJLC is to address these concerns and forge a capacity in the UN humanitarian response framework, which effectively combines the logistics capabilities of UN and other Agencies to increase the overall efficiency of humanitarian logistics support during large-scale emergencies.

1.1.3. Core UNJLC Activities

• Assessments, Evaluations, Normative Guidance and Contingency Planning:

- The Core UNJLC Unit undertakes assessments of inter-agency logistics co-ordination in on-going emergencies.

- The Core UNJLC organises a specific evaluations of the UNJLC operations and establishes a regular evaluation mechanisms for future deployments.

- Review agencies' logistics normative guidance and identify scope for greater alignment.

- The UNJLC participates and assists in any inter-agency contingency planning process regarding operations which may warrant a UNJLC deployment.

• Revision of the UNJLC Field Operations Manual (FOM) and Associated Training.

- The FOM, developed in 2001/2, provides the requisite Terms of References, operational and administrative procedures, forms and reference documents to support a UNJLC deployment. T he FOM is regularly revised to reflect lessons learnt during the most recent deployments and feedback from the UNJLC training workshops.

- The Core UNJLC organises two to three training workshops per year.

• Information Management (IM)

- The Core UNJLC maintains a generic website www.unjlc.org which includes facilities for operational specific applications.

- Development and maintaining reporting formats, GIS, mapping facilities in co-ordination with other inter-agency IM facilities, such as the HIC (Humanitarian Information Centre).

- The UNJLC project works with WFP, OCHA and WHO/PAHO in assessing agency commodity tracking systems and identifying how these systems could best interface ;

• Acquiring and Maintaining Flyaway Kit (FAK)

- The components of the FAK have been developed based upon feedback from previous UNJLC deployments. To facilitate rapid deployment of the UNJLC, the Kit consists of essential equipment required to establish a head office and four satellites, including vehicles, ICT and furniture.

- The Core UNJLC recuperates the items from previous emergencies, supervises the storing of these items and acquires the necessary material to complete the FAK. The FAK is pre-positioned in Brindisi and Dubai .

1.2. ACTIVATION PROCESS

1.2.1. DECISION LEVEL

• Activation will occur in accordance with the Guidelines in the UNJLC Concept, Annex D.

• UNJLC involvement in the interagency contingency planning process may be decided by the IASC/WG, before the onset of the relevant emergency. In such a case, specific TOR will be drafted and presented to the IASC/WG (sample at FOM 6.1.09.) During this phase, it may also be decided to deploy a Disaster Requirements Assessment (DRA) Team.

• At the onset of a large-scale emergency with multi-sectoral involvement, an interagency consultation between a core group of Agency decision-makers, as designated by the IASC-WG, will take place as expeditiously as possible (e.g. teleconference in the case of sudden onset emergencies and as part of the contingency planning/ preparedness process lead-time permitting for others). Activation would be a consensus decision among this group.

1.2.2. DECISION FACTORS

This consultation will determine whether the conditions exist to warrant the establishment of a UNJLC in the crisis area or existing inter-agency logistics co-ordination mechanisms are to be strengthened. This consultative group shall take a decision within 24 hours, and will be informed by the following:

• The magnitude of Agency involvement and attendant logistics resources required to implement the anticipated emergency response;

• Early warning, contingency planning inputs and emergency preparedness measures from concerned agencies as well as situation assessments made by the Core UNJLC Unit in Rome of the breaking emergency;

• UNJLC should advise participating agencies the resources available within UNJLC Unit in Rome and resources expected from participating agencies;

• The advice of the concerned UN Country Team representatives in respect of inter-agency logistics coordination;

• The need for a common platform to collect, analyse and publish logistics information; and

• Possible involvement of Military and Civil Defence Assets (MCDA) as well as CMCoord activities, in coordination with OCHA's MCDU.

1.2.3. DEPLOYMENT

Following the decision to activate a UNJLC, WFP (in its lead role) will take the necessary actions for deploying the UNJLC within 48 hours. All actions shall be co-ordinated with the Agencies concerned and include:

• Advising all relevant authorities of the imminent activation of the UNJLC;

• Establishing a Deployment Requirement Assessment (DRA) Team to determine the requirements for deploying a UNJLC;

• Providing full administrative and operational support to the UNJLC;

• Designating or recruiting a Chief UNJLC from the roster;

• Identifying and recruiting suitable UNJLC staff from the roster;

• Arranging requisite ICT support for the UNJLC;

• Taking the necessary actions to deploy a UNJLC Flyaway Kit, or parts thereof;

• Estimating the total cost of the proposed UNJLC operation;

• Initiating the mobilisation of adequate resources for UNJLC deployment by including requirements in Special Operations (SO) and/or Consolidated Appeal (CAP - FOM 6.4.4); and

• Determining exit strategy.

1.3. MODELS

When deployed, the UNJLC will serve as a platform for inter-agency co-ordination. The UNJLC will collect, analyse and disseminate logistics information; co-ordinate facilitation measures; share operations plans; de-conflict the use of limited infrastructure, playing a broker role in inter-agency support efforts, etc.

The UNJLC will also be the focal point for co-ordination of humanitarian logistics activities with the relevant national and/or military authorities. When dealing with Peacekeeping command structures, the UNJLC will be the common humanitarian platform for co-ordinating and monitoring humanitarian priorities during the emergency phase.

In addition, to its information management functions, the UNJLC may be called upon to co-ordinate or manage inter-agency logistics transport activities. Two models may be applied:

• The first model is where the UNJLC has solely a co-ordination and prioritisation function and does not manage any resources. This was the UNJLC role in Afghanistan during 2001-2002 and Iraq in 2003.

• The second model is where the UNJLC is responsible for Common Logistics Service Provision. This includes the assignment of common transport assets to the Lead Agency or the LEMA, which in turn delegates the management of these assets to the UNJLC. This service is for all humanitarian Agencies and other humanitarian organisations appointed by the LEMA and/or the UN Resident Humanitarian Co-ordinator. Examples include East Timor in 1999, and Mozambique and Madagascar in 2000.

• This function could also be expanded to include the pooling of logistics resources of various Agencies as was the case in Eastern Zaire in 1996, during the Somalia/Kenya flooding in 1998, and in the Macedonian Operation in 1999.

1.4. STRUCTURE

The UNJLC will normally be integrated in the existing or planned humanitarian coordination structure in a given emergency. The generic structure below is modular and will be adapted to the emergency environment. Structures will be established in accordance with the model described in the previous paragraph and may be adapted during the course of the emergency. A generic UNJLC structure is depicted below.