PART 2: S TAFF OFFICERS' TOR AND CHECKLISTS

2.1.  PRE-DEPARTURE CHECKLIST

All staff assigned to UNJLC should go through the checklist below and take action as required. Locally recruited staff should refer to their parent Agency or Organisation for obtaining the necessary documentation and equipment.

2.1.1. PERSONAL ITEMS

•  Valid passport and at least 6 passport photos. If possible, obtain UN Laissez-Passer (UNLP). In some countries the yellow booklet (immunisation record) may be required. Ensure that this booklet includes your blood group.

•  Adequate amount of relevant currency and/or travel cheques. Also take at least one credit card.

•  Food and water for 36 hours, four changes of clothing appropriate for the location, toilet articles, flashlight with spare batteries, alarm clock, pocket-knife, earplugs and business cards.

•  Sleeping bag, mosquito net (if required).

2.1.2. OPTIONAL ITEMS (Brought at own risk)

•  Pocketsize binoculars, electrical adapters for appliances, pocket calculator, personal digital camera, condoms, swapping items (pins, buttons, pencils, stickers, etc.)

2.1.3. PERSONAL HEALTH ITEMS AND MEDICAL TIPS

•  Prescription medicine for expected length of stay; medication for colds, allergies, diarrhoea, athlete's foot, menstrual cramps, haemorrhoids, constipation and headaches.

•  Sunscreen, insect repellent, antiseptic ointment, lip salve, vitamins, small scissors, tweezers, soap, isopropyl alcohol, water-purification tablets, one packet of oral re-hydration salts, baseball cap or hat for sun and rain, extra pair of spectacles or contacts (plus copy of your optician's prescription).

2.1.4. ITEMS PROVIDED BY UNJLC

•  UNJLC Laptop Computer with accessories for e-mail.

•  Most recent version of UNJLC Field Operations Manual on CD ROM, including an electronic map of the region.

•  Specific items related to the task such as mobile phone, satellite phone, PDA, GPS, digital camera (flyaway kit)..

•  Country clearances for affected country and visa if required.

2.2. DEPLOYMENT REQUIREMENTS ASSESSMENT (DRA)

2.2.1. FUNCTIONS

Some emergencies have a slow onset, which makes it possible to take precautionary measures before the outbreak. As such, the UNJLC may be involved in contingency planning (see FOM 1.2.1), but another precautionary action is to send or deploy experts to the anticipated crisis area for preparing a possible UNJLC deployment. Such mission would be called Deployment Requirements Assessment (DRA). When considering air operations, one of the DRA staff should be an air expert.

The mission of the DRA is to make an immediate assessment of the logistics situation and requirements, i.e. to collect all relevant information for assisting the quick and smooth establishment of the UNJLC in the crisis region. The expert(s) will be member(s) of the UNJLC Core Unit in Rome , or recruited either internally within the available staff in the crisis region or externally. The expert(s) will report to the appropriate UN authorities (UN Country Teams - UNCT) in the crisis region and, during natural sudden onset disasters, to the Resident Representative, the LEMA and the UNDAC/OCHA Team.

In most emergency situations, the humanitarian actors such as the operational Agencies, UNDP and OCHA which are present in the region will be able to provide general information such as:

•  UN Contingency plans referenced by the UNJLC Core Unit;

•  Impact of the disaster on the most vulnerable populations (especially women and children) that need to be targeted for assistance;

•  Humanitarian priorities and urgency;

•  Identification of existing disaster relief organisations (if any) and authorities involved (LEMA, Humanitarian Co-ordinator, CMG, DMT, Donors);

•  Ongoing disaster relief actions, including Red Cross Movement and NGOs.

Based on this information, and with the assistance of the local UN humanitarian authorities and UNDAC team (if deployed), DRA will conduct a rapid logistics evaluation. The DRA Report will vary with the type of emergency and may include :

•  General overview of impact on road, railroad and waterways infrastructure;

•  Information on local infrastructure capabilities and communication systems to support installation of the UNJLC;

•  Overview of warehouses, road and rail capacity, airfield capacities, sea and river port capacities;

•  Identification of resources available in surrounding countries including relief items that could be locally procured;

•  Identification of shortages in transport capacity to support Agency activities;

•  Identification of shortages in transport capacity to support activities of other humanitarian organisations;

•  Identification of existing and/or anticipated logistics bottlenecks;

•  Recommendation on movement options (road, air, etc);

•  Recommendation on options for UNJLC deployment;

•  Recommendation on possible UNJLC functions;

•  Recommendation on UNJLC staffing requirements;

•  Recommendation on UNJLC flyaway package requirements;

•  Guidelines on drafting of the specific UNJLC TOR.

2.2.2. DRA PRE-DEPARTURE ACTIONS

•  Follow checklist in Part 2.1.

•  Report to the UNJLC Core Unit in Rome .

•  Obtain co-ordinates of local UN Resident/ Humanitarian Co-ordinator.

•  Obtain co-ordinates of relevant UN Agencies' Country Representatives in the crisis area.

•  Analyse available information such as the data bank of WFP's Logistics Capacity Assessment (LCA).

•  In a Sudden Onset Disaster environment, obtain information on the deployment and activation of OCHA entities in the crisis area, i.e. the UNDAC Team and OSOCC.

•  In a Complex Emergency environment, obtain information on the deployment of DPKO/JLOC or other peacekeeping/enforcement entities.

•  Obtain overall picture of participation of individual donor countries, and other humanitarian organisations that are operating in the affected country.

•  Obtain as much information as possible on all airfields within the crisis area that could potentially be used as distribution points. Obtain similar data on any airfields adjacent to the crisis area that could be used as assembly points or hubs. [Note: detailed information on most airfields can be obtained from manuals published by Jeppesen, from AERAD directories published by Thales Avionics Ltd or from documents published by International Aero Limited. Information specific to the crisis region may also be obtained from national Aeronautical Information Publications (AIPs) published by Civil Aviation Authorities in the relevant countries].

•  Verify availability of - and obtain - relevant maps, charts and other necessary aeronautical documents.

•  List aircraft types participating in the relief operation or earmarked for deployment at a later stage. Obtain basic details of aircraft performance (range, payload etc), Ref FOM 5.3.

•  If possible, obtain information on in-country availability of aircraft, aviation fuel, oil, spares and maintenance facilities.

•  Obtain details of any existing agreements with local operators (e.g. Charter, Ground Handling, and Freight Forwarding companies).

•  Obtain a copy of the FOM CD ROM.

2.2.3. DRA IN-COUNTRY, INITIAL ACTIONS

Note : Representatives of the international community resident in the country may have accompanied the first national government and/or NGO personnel into the crisis area to make their own assessments or participate in formulating joint assessments. To the extent that they can commit resources, they may immediately arrange some initial assistance. The main international assistance effort, where required, will be mobilised only after the findings and recommendations of the initial assessments become known. Some assessments may have been produced and distributed earlier by Agencies, donor countries and organisations on the basis of initial news reports and other preliminary information. However, some of the latter sources might not be entirely reliable or appropriate. Relevant information that is already available should be collected before visiting the crisis sites. As a matter of courtesy as well as practicality, UNJLC logistics assessment officers should meet the following officials and organisations before finalising their own in-country assessment:

•  Humanitarian Coordinator.

•  In case of DPKO deployment, the Chief Administrative Officer (CAO).

•  Relevant UN Agencies, in particular the country representative of the Lead Coordinating Agency.

•  In case of Sudden Onset Disaster, Local Emergency Management Authority (LEMA).

•  In the case of a Sudden Onset disaster, Team Leaders of OCHA's United Nations Disaster Assessment and Co-ordination (UNDAC) Team and On-Site Operations and Coordination Centre (OSOCC), if deployed.

•  Donor country teams and representatives of other important humanitarian organisations (e.g. OFDA, DFID, IFRC, ICRC, major NGOs etc).

•  Contact local authorities to obtain information on any facilitation measures adopted by local authorities such as waivers of import restrictions, customs declarations, immigration procedures, flight clearances, landing, aircraft parking and air navigation fees etc. Coordinate these actions with relevant UN entities.

•  Coordinate with UN Agencies on expected logistics support needs, particularly with regard to common air, sea and ground transport assets. Obtain detailed maps of regional road, railroad and waterway networks.

•  Obtain addresses, coordinates and capabilities of shipping agents, transport brokers, truck companies, clearing agents, air cargo operators, etc.

•  Obtain additional information outlined in following paragraphs.

2.2.4 COMMUNICATIONS

A communications expert should make the assessment of local communications systems. WFP's Fast Information Technology & Telecommunications Emergency Support Tea m (FITTEST) normally has baseline data for each country and can provide the necessary information. However, if no expertise is available, the following guidelines will assist a layman to undertake this task:

•  Identify local communications networks and systems. Determine the broadcast/ reception areas or zones of coverage (e.g. towns, area serviced).

•  Identify organisation/firm responsible for operations and maintenance of the system.

•  Identify key personnel (owners, management, operations, maintenance).

2.2.5. WAREHOUSING

•  Obtain information on undamaged (or damaged but usable) warehouses located in reasonable proximity to the disaster area or site.

•  If additional information on warehouses is required, it may be appropriate to recommend a more in-depth technical study, which should be done in accordance with the checklist at FOM 6.1.2, include following items:

•  Capacity, availability, ownership, management, costs, adequacy of construction, ventilation, lighting, hard floor, fireproofing, loading docks, condition of roof (check during day), describe loading/unloading equipment such as pallets, forklifts and fuel;

•  Ascertain whether adequate security exists (e.g. perimeter fence, lighting, guards, etc). Determine whether any refrigeration is available. Determine whether sorting and repackaging facilities exist;

2.2.6. ROADS AND BRIDGES

•  Obtain all relevant information from LCA, LEMA and UNDAC (if deployed). If required, assign and brief road engineers to conduct assessments in accordance with the format at 6.1.2.

•  Identify the responsible ministries and district offices and constraints on their operations.

•  Identify most important bottlenecks, such as:

- Damage to the road network insofar as it relates to the feasibility of delivering relief supplies by truck.

- Restrictions on use of bridges and tunnels (e.g. limitations on weight, height, width, length, etc)

- Is possible to bypass damaged sections of the road network and if so what weight restrictions would apply?

- Can containers be moved inland to the disaster site itself or to a transfer point (20-foot or 40-foot container sizes)?

2.2.7. TRANSFER POINTS

•  Identify transfer points by location.

•  Estimate capacity of transfer points, including handling.

•  Determine whether surface transportation (road, railroad, canal or river) is available from airports and seaports.

•  Determine what storage facilities are available.

•  Describe security arrangements.

2.2.8. TRUCKING

•  Check availability and cost of UN/PVO/NGO/IO-owned or operated vehicles.

•  Determine availability of commercial vehicles (numbers, types, sizes and cost). Calculate freight rates per ton. Recommend whether or not to seek contract for use of commercial trucks.

•  Check availability and cost of fuel.

2.2.9. RAILROADS

Obtain all relevant information from LCA, Local Authorities and possible damage from the UNDAC assessments (if deployed). If required, assign and brief experts to conduct assessments in accordance with the formats at FOM 6.1.2.

•  Obtain information on railroads in the disaster-stricken area. Assess current condition and capacity.

•  Describe any damage to the electrical power system.

•  Identify any interdictions - damaged bridges and tracks, fallen trees, etc.

•  Estimate reliability of rail system;

•  Describe signalling and electrical versus diesel rail siding capacity;

•  Determine whether rail wagons can be made available for relief shipments on a priority basis;

2.2.10. AIRPORTS AND CIVIL AVIATION AUTHORITIES (CAA)

•  Identify the national authority which controls the airspace in the crisis area. Normally this will be the local Civil Aviation Authority (CAA). If possible, establish POC in the CAA.

•  Obtain aviation documents (Aeronautical Information Publication - AIP) which provide airfield data and details of national air traffic control (ATC) procedures.

•  Determine availability and operational status of flight support services in the regional airspace (e.g. Airspace Management, Flight Information Service, Navigational Aids, ATC and Airfield Management structure). Identify deficiencies or problem areas and in close liaison with the responsible CAA and local ICAO representative (if any) recommend initiatives to address them.

•  Obtain details from CAA and/or national AIP of Search & Rescue (SAR) contingency plans and capabilities. Seek opportunity to discuss implementation of SAR plan with local ATC authorities. Draw any deficiencies to attention of all operators of humanitarian flights.

•  Determine whether special arrangements can be made to expedite or prioritise flight and landing clearances for humanitarian flights. Ascertain whether national authorities will accept delivery of humanitarian cargo and passengers by military as well as civilian aircraft.

Determine operational status of all airfields of potential importance to the relief operation. Identify deficiencies and in close liaison with the responsible CAA and local ICAO representative (if any) recommend initiatives to address them. Do not perform any airfield survey without authorisation. Before undertaking any assessment of an abandoned airfield, obtain permission from national, local or de facto authorities.

•  Formats for airfield assessments are at FOM 6.1.2 and 6.1.3.

2.2.11. SEA AND RIVER PORTS

Confirm name and identity of Port Authority. Do not perform any survey of ports or harbours without authorisation. In principle the assessment forms at FOM 6.1.2 (short assessment) or 6.1.3. should be used.