About The UNJLC FOM (Field Operations Manual)

Introduction

During large-scale emergencies with multi-sectorial participation, the Agencies concerned may decide to activate a United Nations Joint Logistics Centre (UNJLC). Such decision will be in accordance with the UNJLC Concept that was approved by the Inter-Agency Standing Committee Working Group in March 2002.

The UNJLC will support the Agencies in their respective coordinated activities but its service may be expanded to include logistics support to other humanitarian organisations that are active in the same crisis area. While the Concept provides the platform for deciding on the activation of the UNJLC, this Field Operations Manual (FOM) is the reference tool for those who are activating the UNJLC and for the individuals sent to disaster sites to perform initial logistics assessments and/or to participate as staff members into the UNJLC.

The FOM covers a wide spectrum of functions and activities. However, UNJLC responsibilities will be determined on a case by case basis, depending on the context and the nature of ongoing humanitarian emergency. The FOM is based on a logical sequence of chronological actions taken after the onset of a large-scale emergency requiring multi-sectorial humanitarian support. Part 1 focuses on the functions of respectively the UNJLC and the Sections within the UNJLC. Part 2 provides procedures and checklists for the Deployment Requirements Assessment (DRA) Team, the Chief UNJLC and the staff officers. Part 3 is dedicated to Air Operations. Part 4 describes the environment in which the UNJLC may be operating including the reporting lines and the humanitarian organisations it may be supporting. Part 5 provides background information and refers to documents and forms, including models for drafting ad hoc TOR, MOUs, etc which can be found in Part 6.

Although the approach takes into account the uncertainty and the unpredictability that surround humanitarian emergencies, it is possible that, depending on the circumstances, the structures and actions described in this FOM may have to be modified and/or augmented. Therefore, the FOM should only be considered as generic guidance to help the staff officers in their tasks. Besides the application of procedures and checklists recommended in this manual, professional skills and sound judgement, complemented by a cooperative spirit between staff officers, agencies, other humanitarian bodies, operators and nations will be a prerequisite to guarantee a smooth and efficient functioning of the system. The FOM is published on the UNJLC website http://www.unjlc.org. and will be updated periodically. Any proposal for changes should be forwarded to the Core UNJLC in Rome. The contact points of the Core Unit can be obtained by clicking on <Contact Us> on the home page of UNJLC's website

UNJLC FOM Table of Contents:

PART 1: UNJLC TERMS of REFERENCE (TOR)

1.1. CORE UNJLC 1.1.1. Purpose 1.1.2. Rationale 1.1.3. Core UNJLC Activities 1.2. ACTIVATION PROCESS 1.2.1. Decision Levels 1.2.2. Decision Factors 1.2.3. Deployment 1.3. MODELS 1.4. STRUCTURE 1.5. FUNCTIONS 1.5.1. Movement Control Section 1.5.2. Information Management Section 1.5.3. Information and Communications Technology (ICT) 1.5.4. Fuel 1.5.5. Customs 1.5.6. Infrastructure Section 1.5.7. Supply/Warehousing Section 1.5.8. Office Administration 1.5.9. Satellite UNJLC 1.5.10. Civil-Military Co-ordination (CM Coord)

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) TEAM 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. CHIEF 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 CONTROL 2.5.1. Senior Movement Control 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. CM Coord OFFICER 2.14.1. General 2.14.2. CM Coord within the UNJLC 2.14.3. CM Coord within Military Headquarters 2.15 NATIONAL LIAISON OFFICER (NLO) 2.15.1. General 2.15.2. Accountabilities 2.15.3. Responsibilities before Departure 2.15.4. Responsibilities on Arrival into the Crisis Area 2.15.5. Ongoing Responsibilities 2.15.6. End of Duty Responsibilities 2.15.7. Qualifications/Experience

PART 3: AIR OPERATIONS

3.1. INTRODUCTION 3.2. CONTEXT 3.2.1. Regional versus Strategic Airlift 3.2.2. UNJLC/WFP HAS Relationship 3.3. AIR MANAGEMENT PROCESS 3.3.1. Planning Process 3.3.2. Execution Process 3.3.3. Monitoring Process 3.3.4. Reporting, Mission analysis and Statistics Process 3.4. MODELS 3.4.1. Slot Time Coordination only 3.4.2. Management of Strategic and Regional airlift 3.4.3. Airlift Management in Sudden Onset Disasters 3.5. INFRASTRUCTURE and ICT

PART 4: EMERGENCY ENVIRONMENT

4.1. ROLE of HUMANITARIAN ORGANISATIONS and ACTORS 4.1.1. Introduction 4.1.2. Special Representative of the Secretary General (SRSG) 4.1.3. Inter-Agency Standing Committee (IASC) 4.1.4. Resident Representative (UNDP) 4.1.5. Humanitarian Coordinator 4.1.6. Office for Coordination of Humanitarian Affairs (OCHA) 4.1.7. United Nations Humanitarian Agencies 4.1.8. Local Emergency Management Authorities (LEMA) 4.1.9. The Red Cross Movement 4.1.10. Non Governmental Organisations (NGO's) 4.1.11. Donors 4.1.12. Civil-Military Coordination (CM Coord, CIMIC) 4.1.13. Department of Peacekeeping Operations (DPKO) 4.2. POSSIBLE SCENARIOS 4.2.1 Context 4.2.2 Emergency without Military Operations 4.2.3 Complex Emergency

PART 5: GUIDELINES and COMPLEMENTARY INFORMATION

5.1. GUIDELINES on ACTIVATION, PROCEDURES and DOCUMENTS 5.1.1. Guidelines for UNJLC Deployment and Field Activation 5.1.2. Guidelines for UNJLC Operations and Use of Forms 5.2. LIST of ACRONYMS and TERMS 5.3. LIST of AIRCRAFT & HELICOPTER PERFORMANCES 5.4. CONVERSION TABLES 5.5. CONTAINER SIZES PART 6: SUPPORTING DOCUMENTS and INFORMATION 6.1. DEPLOYMENT/FIELD ACTIVATION: DOCUMENTS AND FORMS 6.1.1. PDA Forms 6.1.2. Assessment Forms 6.1.3. Assessment Forms (Narrative) 6.1.4. Flyaway Kit 6.1.5. UNJLC TOR (Model) 6.1.6. UNJLC Structure 6.1.7. UNJLC Reporting Diagram (Natural Disaster) 6.1.8. UNJLC Reporting Diagram (Complex Emergency) 6.1.9. Sample UNJLC TOR (Planning Phase) 6.1.10. UNJLC Field Report (Model) 6.2. SAMPLE FORMS and DOCUMENTS (AIR) 6.2.1. Aircraft Charter Agreement (Commercial) 6.2.2. Aircraft Charter Agreement (Military) 6.2.3. Statement of Liability 6.2.4. Sample SAOP (Air) 6.2.5. Movement Request Form (Passengers) 6.2.6. Air Cargo Request/Confirmation Form 6.2.7. Light Cargo Request Form 6.2.8. Slot Request Form 6.2.9. Users Group Committee (UGC) Sample TOR 6.2.10. Cargo Manifest 6.2.11. Dangerous Goods Declaration 6.2.12. Airway Bill 6.2.13. Special Instructions for Aircrew (SPINS) 6.2.14. Passengers Manifest 6.2.15. Boarding Ticket 6.2.16. General Declaration 6.2.17. Incident Report 6.2.18. Operator's Mission Report 6.2.19. Weekly Activity Report 6.2.20. Flight Watch Procedures 6.2.21. Facilitation Request (Model) 6.2.22. Embarkation / Disembarkation Card 6.2.23. WFP HAS Guidelines 6.2.24. Slot Request Summary 6.3. BACKGROUND DOCUMENTS and MODELS for AGREEMENTS and FACILITATION MEASURES 6.3.1. Facilitation Measures (English) 6.3.2. Facilitation Measures (French) 6.3.3. Guidelines for Facilitation Measures 6.3.4. Sample Protocol for Facilitation Measures 6.3.5. Sample MOU Warehouse 6.3.6. Sample Transport Agreement 6.3.7. Model Ground Transport Contract 6.3.8. Sample MOU for Establishing Cargo Facility 6.3.9. Sample Agreement Cooperation with DPKO 6.4. INTERAGENCY DOCUMENTS 6.4.1. IASC TOR 6.4.2. IASC Recommendations 6.4.3. IASC Exit Strategy 6.4.4. Consolidated Appeal (CAP) 6.4.5. Guidelines for Common Country Assessment (CCA) 6.4.6. MCDA Guidelines Natural Disasters 6.4.7. MCDA Guidelines Complex Emergencies 6.4.8. DPKO CMCoord Policy 6.4.9. UNDAC TORs 6.4.10. UN Security in the Field 6.4.11. Security Tips 6.4.12. TOR Humanitarian Coordinator 6.4.13. Draft CMCoord Concept 6.5. BILATERAL AGREEMENTS (Restricted) 6.5.1. Aide Memoire for Field Agreements between ICRC and WFP, 23 December 1999 6.5.2. WHO WFP TA on Logistics Cooperation 6.5.3. MOU WFP-UNICEF 6.5.4. TA UNICEF-WFP for Field Telecom 6.5.5. MOU WFP-UNHCR 6.5.6. TA WFP-FAO TA 6.5.7. MOU UNICEF-UNHCR 6.5.8. ICRC-UNICEF Cooperation 6.5.9. IFRC-UNICEF Cooperation 6.6. OTHER DOCUMENTS/CHECKLISTS 6.6.1. UNHCR Handbook for Emergencies 6.6.2. UNHCR Operations Handbook for Partners 6.6.3. WFP Field Handbook 6.6.4. Emergency Essentials (WHO) 6.6.5. PAHO Humanitarian Supply Management Handbook 6.6.6. UNICEF SOP 6.6.7. UNDAC Handbook 6.6.8. OCHA Orientation Handbook 6.6.9. IFRC Disasters Needs Management 6.6.10. IOM Emergency Operations Manual (EOM) 6.6.11. INSARAG Guidelines 6.6.12. USAID Field Operations Guide Version 3.0 6.7. STAFF OFFICERS' QUALIFICATION REQUIREMENTS 6.7.1. Chief UNJLC (and Deputy) 6.7.2. Senior Movement Control Officer (SMCO) 6.7.2.1. Movement Planning or Movement Monitoring Officer 6.7.2.2. Passenger Movement Officer (Air) 6.7.2.3. Cargo movement officer (Air) 6.7.3. Information Management Officer 6.7.3.1. Report Analysis Officer 6.7.3.2. Database Management Officer 6.7.4. ICT Officer 6.7.5. Infrastructure Officer 6.7.6. Supply/Warehousing Officer 6.7.7. Office Administrator 6.7.8. UNJLC Field Coordinator 6.7.9. CM Coord Officer 6.8. ADDITIONAL BACKGROUND INFORMATION 6.8.1. List of useful websites 6.8.2. List of UNJLC related Contact Points