UNJLC FOM
UNJLC Concept
About FOM

Part 1: UNJLC Terms of Reference (TOR)

Part 2: Staff Officers’ TORs and Checklists

2.1. PRE DEPARTURE CHECKLIST
2.1.1. Personal Items
2.1.2. Optional Items
2.1.3. Personal Health Items and Medical Tips
2.1.4. UNJLC - provided Items
2.2. DEPLOYMENT REQUIREMENTS ASSESSMENT (DRA)
2.2.1. Functions
2.2.2. Pre-Departure Actions
2.2.3. In-Country, Initial Actions
2.2.4. Communications
2.2.5. Warehousing
2.2.6. Roads and Bridges
2.2.7. Transfer Points
2.2.8. Trucking
2.2.9. Railroads
2.2.10. Airports and Civil Aviation Authorities
2.2.11. Sea and River Ports
2.2.12. Navigable Inland waterways
2.3. HEAD UNJLC
2.3.1. Responsibilities
2.3.2. Pre-Departure Actions
2.3.3. In Country. Immediate actions
2.3.4. Ongoing Operations
2.3.5. Demobilisation
2.4. OPERATIONS COORDINATOR
2.5. MOVEMENT COORDINATION
2.5.1. Senior Movement Coordination Officer (SMCO)
2.5.2. Movement Planning Officer
2.5.3. Movement Monitoring Officer
2.5.4. Movement Execution Officer
2.6. INFORMATION MANAGEMENT
2.6.1. Information Management Officer
2.6.2. Reports Analysis Officer
2.6.3. Database Management Officer
2.6.4. Web Officer and Content Master
2.7. ICT OFFICER
2.7.1. Responsibilities and Requirements
2.7.2. Actions
2.8. INFRASTRUCTURE
2.8.1. Responsibilities
2.8.2. Actions
2.9. FUEL PLANNING OFFICER
2.9.1. Responsibilities
2.9.2. Actions
2.10. CUSTOMS OFFICER
2.11. SUPPLY and WAREHOUSING OFFICER
2.11.1. Responsibilities
2.11.2. Actions
2.11.3. Demobilisation
2.12. OFFICE ADMINISTRATOR
2.13. FIELD COORDINATOR (Satellite JLC)
2.13.1. Responsibilities
2.13.2. Actions
2.14. CMLog OFFICER
2.14.1. General
2.14.2. CMLog within the UNJLC
2.14.3. CMLog within Military Headquarters
2.15. National Liaison Officers (NLOs)

Part 3: Air Operations

Part 4: Emergency Environment

Part 5: Guidelines And Complementary Information

Part 6: Supporting Information

2.6. INFORMATION MANAGEMENT

2.6.1. INFORMATION MANAGEMENT OFFICER

a. Responsibilities

The Information Management Officer reports to the Chief UNJLC or to the Operations Coordinator as the case may be. He/she is the focal point on the logistics information collection, analysis, revision and dissemination process and monitors all information published on the UNJLC website.

b. Actions

•  Determine reliable information sources. Typical sources could include:

- LEMA, OCHA, HIC, Agencies, IOs, NGOs.

- In a complex environment, DPKO or Military Authorities.

•  Direct the activities and functions within the information management cell consisting of information collection, analysis, revision and dissemination;

•  Establish information collection process and distribute reporting formats;

•  Obtain and collate information on the overall logistics situation in the crisis area, including comprehensive data on logistics procedures and bottlenecks from the various UNJLC cells, sections and satellites;

•  Collect and analyse logistics assessment reports;

•  In a complex environment, obtain (and distribute as required) information on the security situation.

•  Revise, consolidate and distribute all relevant logistics information to Agencies and other humanitarian organisations.

•  Produce a weekly UNJLC Bulletin for electronic distribution to all relevant Agencies and the wider humanitarian community involved in the crisis area.

•  Assist all humanitarian organisations asking for relevant logistical information.

•  REPORTS ANALYSIS OFFICER

•  Responsibilities

The Report Analysis Officer reports to the Information Manager and is the focal point for collecting and analysing and consolidating all incoming logistics reports.

b. Actions

•  Inform Agencies and other relevant organisations on commodity tracking reporting procedures.

•  Distribute reporting formats as required.

•  Compile Agencies' relief commodities information and summarise in pre-determined formats for publication in Sitreps, Bulletins or UNJLC website.

•  Coordinate reporting procedures with satellite UNJLCs.

•  Compile and collate inputs from Movement Control on humanitarian movement schedules, including cargo and passengers carried on flights planned and co-ordinated by UNJLC.

•  Receive inputs on evacuation requirements.

•  In case of air operations, receive operators mission reports.

•  Register all data for statistical evidence, including details of all commodities handled and transported under UNJLC co-ordination.

•  Commodities should be classified by type of food and by type of non-food item.

•  Transport mode should be classified by type (air, rail, road, water) and by name of operator.

•  Analyse reports and notify any deficiencies or unusual occurrences to the Information Manager.

•  When required, draft activity reports, including number of planned/executed movements and details of transported cargo and passengers.

•  Provide inputs to the Database Management Officer as required.

•  Provide inputs to the Information Management Officer for statistical evidence.

2.6.3. DATABASE MANAGEMENT OFFICER

a. Responsibilities

Under the supervision of Information Management Officer, the responsibility of the Database Manager is to establish and maintain an up-to-date and comprehensive database covering all aspects of the UNJLC's functions and logistics situation in the crisis region. He/she will also be responsible for activating and subsequently developing the UNJLC website as the relief operation evolves. The incumbent will work closely with the Webmaster to ensure the accuracy and timely update of the data. The data manager will also work closely with the Reports Analysis officer to ensure regular extraction of logistical data from Agencies corporate tracking systems and/or other data repository module. The qualification requirements are at FOM 6.7.

b. Short-Term Activities (1-2 months):

•  Assist in the update of pipeline information, shipping data and other logistical information in the database.

•  Assist the information management officer in data entry and database use / troubleshooting.

•  Develop new forms, queries and reports as required

•  When requested, provide information to management from existing queries and reports, or run new queries if urgently needed.

•  Overall maintenance including data cleaning.

•  Plan and advise on integration / streamlining approach between various existing data structure / repository in the unit to add more sufficient level of data automation.

c. Mid-Term Activities (2-6 months plus)

•  As soon as automated data become available, develop the data linkage automation to extract data to feed the web database, and possibly design specific customized reports;

•  Solicit feedback of website visitors and update/improve database/output reports accordingly;

•  Develop the database documentation;

•  Perform other duties as required

•  WEB OFFICER and CONTENT MASTER

•  Responsibilities

Under the supervision of the Information Manager, the Web Officer and Content Master is responsible for the development, implementation, technical management and maintenance of the UNJLC information resources.

b. Actions

•  Under the supervision of the Information Manager, participate in the development, implementation, technical management and maintenance of the UNJLC information resources.

•  Responsible for maintaining and developing the content of the UNJLC Website;

•  Implementing editorial content on the Website and managing daily upkeep of all static pages via HTML, ASP and FTP;

•  Liaise with officers responsible for the content edition and publishing;

•  Testing, implementation, and technical management of new application tools and operating procedures to be used for electronic textual and hypermedia services e.g. registration form, special scripts, etc.

•  Participate in the development and maintenance of UNJLC Information Management strategy and guidelines;

•  Produce guidelines and technical documentation materials on the developed site e.g. manual, structure explanation, specific technical description, etc.

•  Maintain and manage other electronic dissemination media e.g. CD Rom , mailing list, etc.

•  As required, provide technical support for information technologies in field;

•  Compile a comprehensive Point of Contact (POC) list including telephone, fax, mobile and e-mail co-ordinates of all UNJLC staff and POCs in major Agencies and other bodies. This list should be up-dated at least once per week and published on the UNJLC website;

•  Perform other related duties, as requested.

2.7. INFORMATION AND COMMUNICATIONS TECHNOLOGY (ICT) OFFICER

2.7.1. RESPONSIBILITIES AND REQUIREMENTS

The ICT Officer will be responsible for the installation and maintenance of the required assets and will inform UNJLC staff on use and operation of ICT equipment and systems. He/she will work in close co-ordination with all involved Agencies to ensure proper integration and compatibility of the information technology network. The ICT Officer will report directly to Chief UNJLC.

UNJLC's basic ICT requirements are:

•  Access to worldwide telephone communications, preferably via a fixed and reliable network;

•  If fixed telephone lines are not available, at least one satellite phone for each UNJLC;

•  One telephone set per desk, if possible with separate numbers;

•  One mobile phone (GSM) per staff officer;

•  At least two Fax machines with dedicated numbers;

•  One HF base per UNJLC;

•  One VHF base per UNJLC;

•  At least one repeater per UNJLC;

•  One VHF handset radio per officer. Additional handset radios will be required if no mobile communication network is available;

•  One high grade desktop or laptop PC per staff officer with up-to-date software and e-mail/Internet access;

•  All computers linked to LAN and Lead Agency's network;

•  All computers linked to common laser printer and scanner.

2.7.2. ACTIONS

a. Pre-Departure

•  Go through checklist in Part 2.1.

•  Contact Chief UNJLC and obtain ad hoc UNJLC ICT requirements.

•  Check availability of UN communications network in the crisis area.

•  Check availability/capabilities of local communications network in crisis area.

•  Check availability of ICT items in flyaway kit.

•  Recruit necessary expertise for ICT installation.

•  If necessary, make list of additional items and request Chief UNJLC to start acquisition process.

•  Start procedure for obtaining authorisation for use of radio frequencies.

•  Verify availability of necessary computer software and associated equipment.

•  Acquire necessary CD ROMs, CD-R and CD-RW and CD writer.

b. In-Country Immediate Actions

•  Evaluate existing communications situation. Read DRA Report (if available).

•  Set up initial communications link with Lead Co-ordinating Agency

•  Establish radio network.

•  Co-ordinate with other humanitarian organisations on common use of telecommunications equipment, e.g. VHF repeaters, etc.

•  Install fixed-line telephones and fax machines.

•  Install and verify functioning of GSM SIM cards.

•  Install and verify functioning of computers and associated equipment.

•  In co-ordination with the Lead agency, assign e-mail addresses to individual staff officers.

•  Brief staff officers on available communications and computer systems and provide instructions on their proper use.

•  Select locations for installation of VHF repeater(s) and HF antenna, and obtain authorisation for installation and use of frequencies.

c. In-Country Ongoing Actions

•  Ensure proper functioning of all ICT systems and, if required, maintain sufficient expertise to ensure adequate maintenance.

•  Ensure that all ICT equipment is properly accounted for.

•  Revise communications plan as the situation changes.

2.8. INFRASTRUCTURE OFFICER

2.8.1. RESPONSIBILITIES

In particular in large countries with marginal road and railroad infrastructure and numerous chokepoints and bottlenecks, it may be necessary to appoint an infrastructure officer for coordinating the collection, distribution and mapping of all available road and railroad information. He/she will provide an information platform on road and railroad interruptions and/or congestion (and or other logistical bottlenecks) and serve as a focal point for advice and successful resolution of these problems.

2.8.2. ACTIONS

•  Determine reliable information sources such as National Authorities, Military Entities, Agencies and other Humanitarian organisations;

•  Obtain information on available logistics capabilities and limitations in the relevant sector of the crisis area;

•  Obtain information on the security situation in the relevant sector of the crisis area;

•  Maintain liaison with National Authorities and Military Entities to be kept informed on specific restrictions with regard to the use roads and railroad system;

•  Obtain information on:

- Accessibility of roads and railroads;

- Restrictions and possible damage of roads and railroads;

- Description of the general road conditions (i.e. mountainous, narrow, steep, etc.);

- Distinction of primary roads, secondary roads and village road/tracks;

- Size of cargo transport passable for each of the mentioned conditions;

- Potential weather constraints, (i.e. fog, snow rains);

- Maps and/or sketches, indicating major routes, border point, railheads, town-names, bridge locations and capacities, tunnels, overhangs, steep hills (%), river crossing and/or ferries (w/ expected delays) tolls, etc;

- Locations of hazardous or impassable areas;

- Ongoing projects to improve road and railroad conditions.

•  Survey the most conceivable primary, secondary and tertiary transport routes to be used, detailing the present road capacities and potential constraints;

•  Visit problem areas and make local assessment of the nature of the restrictions;

•  Identify bottlenecks and inform humanitarian organisations;

•  Identify possible enhancement projects, including cost estimates;

•  Assess transit corridors for cargo discharged at ports or overland entry points;

•  Assess the capacity of the existing rail transport and any potential bottlenecks in the network, and obtain current rail tariffs and permission to negotiate concessionaire rates based on the volume and the humanitarian nature of the operation.

2.9. FUEL PLANNING OFFICER

The Fuel Planning Officer may report either directly to the Chief UNJLC or be part of the Infrastructure Section. He/she shall analyse options for fuel provision in the crisis area, propose possible solutions and be part of possible implementation of management and monitoring structures. In this capacity, the incumbent will:

•  Assess, and draft overview of, agencies estimated fuel requirements in the crisis (user requirements);

•  Asses, and draft overview of; suppliers & supply lines to the crisis area; delivery locations, forwarding & handling entities and appropriate systems (supply requirements);

•  Collect, analyse, structure and disseminate all relevant information with regards to supply of fuel to humanitarian organisations;

•  Act as an interlocutor with civilian and military authorities with regards to matters relevant to the provision of fuel for humanitarian organisations;

•  Advise the Humanitarian Coordinator through the UNJLC on possible implementation and execution of fuel supply (systems) to agencies and agencies' projects in the crisis area;

•  Head and manage a UNJLC fuel planning unit if and when required and assist in the setting up of such a unit;

•  Set up a monitoring system to control activities of private entities working for the UN in the fuel sector in the crisis area;

•  Manage a fuel supply monitoring team and assist in the fuel supply prioritisation process if and when necessary;

•  He/she shall work in close collaboration with the other experts and Field officers in the UNJLC and assist them in their duties when and if required (see FOM 2.12);

•  Travel extensively in the crisis area when and if required;

•  Write weekly progress and assessment reports according to agreed upon formats