OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS (OCHA) OSOCC Guidelines DRAFT UNITED NATIONS1 A] Introduction After the major earthquake that struck Armenia in 1988, it was widely recognized that international response must be timely, adequate, coordinated, and must not be a burden on the stricken country’s resources. The International Search and Rescue Advisory Group (INSARAG) was established in 1993 and has, amongst other things, developed a concept for On-Site Operations Coordination Centres (OSOCC) to improve international response coordination. The OSOCC is designed to provide a platform for coordination and information exchange for international relief providers. The OSOCC works in close cooperation with the Local Emergency Management Authorities (LEMA). Purpose of the OSOCC Guidelines These Guidelines provide guidance to the United Nations Disaster Assessment and Coordination (UNDAC) team and to other organizations that are the first to arrive at the site of a disaster to establish a coordination structure. The coordination structure should be designed to assist national and local authorities with the coordination of and to facilitate the work of international responders. The OSOCC Guidelines have been developed by OCHA in cooperation with IFRC and experts from the UNDAC team. They are to be seen as a living document subject to revision and improvement according to experience gained in emergencies and exercises. B] The OSOCC Concept In order to ensure effective and immediate coordination of international responders in major disasters, a coordination structure has to be set up as soon as possible, ideally prior to or together with the arrival first international responders. The OSOCC concept foresees three components that work in close cooperation with national and local authorities of the affected country. These are: 1) Reception Centres at entry points (e.g. airports) in order to register international responders and to provide initial information 2) The actual OSOCC, to be established in the proximity of national or local emergency management authorities to assist with the coordination of and to facilitate the work of international responders 3) One or more Sub-OSOCC, as needed, in remote areas of the disaster where coordination of international actors is required. All three components are to be initially established and staffed by members of the UNDAC team and strengthened by personnel from national authorities and international responders. However, and in accordance with the INSARAG Guidelines, if international SAR teams arrive prior to the establishment of Reception Centres, OSOCC or Sub-OSOCC, they should be prepared to set-up and operate respective component until support from UNDAC or the UN Country Team has been mobilized. 1 C] OSOCC Guidelines Structure The following section describes the functional elements of Reception Centres, OSOCC, and Sub- OSOCC, with a focus on their responsibilities, including a suggested method for implementation, and a recommended format for data output. C.1 Reception Centre The purpose of the Reception Centre is to assist airport authorities with the registration of international relief actors and to facilitate the arrival of international actors in terms of logistics and admin requirements C.2 OSOCC and Sub-OSOCC The purpose of the OSOCC is to support national and local authorities with the coordination of international relief, to facilitate the coordination and activities of international actors in the disaster area in terms of information, admin, logistics and coordination. 2 C.1.1. Reception Centre Management Task: Establishment of Reception Centre Description: Identify a suitable location for Reception Centre and reception desks in cooperation with airport authorities and coordinate/supervise the set-up Templates: - checklist to establish Reception Centre Annex I - chart for Reception Centre set-up Annex II Format: meeting with airport authorities, briefing of Reception Centre staff Activities/workflow: - identify requirements - meet and negotiate with national authorities - develop plan of action - brief staff - supervise set-up Task: Supervise and coordinate Reception Centre functionality Description: Ensure that all staff (including liaison personnel from other entities, if any) have a clear understanding of the purpose and functioning of the Reception Centre, their tasks and responsibilities and carry out their activities according to agreed upon workflow procedures. Format: Overview of tasks of Reception Centre functions (chapter C, OSOCC Guidelines) Templates: OSOCC Guidelines section C.1 – Reception Centre Activities/workflow: - brief staff according to task-overview - supervise activities Task: Ensure external reporting and information flow Description: Develop and maintain a reporting schedule in cooperation with the OSOCC to ensure consistent information flow between the Reception Centre and the OSOCC as well as to airport authorities. Format: meetings/briefings, telephone, e-mail (as appropriate) Templates: - Report Schedule Annex IV - Meeting Schedule Annex V Activities/workflow: - determine reporting requirements (recipients, contents, format and frequency) - develop reporting schedule - supervise implementation 3 C.1.2. Reception Centre Liaison Task: Ensure liaison with national authorities Description: Identify suitable counterparts in national authorities with respect to administration, policy, security and logistics, make necessary arrangements for support and register standing agreements and ensure that they are aware of the purpose of the Reception Centre. Format: meetings and briefings Templates: Standing Arrangements Log Annex VI Activities/workflow: - determine requirements for arrangements - determine and register counterparts - make necessary arrangements - register standing agreements - ensure continuous information exchange - maintain a good relationship Task: Ensure visibility and recognition of the Reception Centre Description: Establish a marking system to ensure visibility of the Reception Centre to arriving international actors and ensure that respective local (airport), national and international authorities are informed about its existence and purpose. Format: Marking and signalling (indicators and flags), arrangements for notification of incoming teams with national authorities, briefings Activities/workflow: - mark Reception Centre - identify and register local (airport), national and international counterparts - brief counterparts about purpose of Reception Centre 4 C.1.3. Reception Centre Logistics Task: Facilitate logistics support for international actors Description: Make logistics arrangements with airport authorities and facilitate logistical support to international actors and register formal standing agreements Format: liaison, meetings, briefings, hand-outs Templates: Standing arrangements log (Annex VI) Activities/workflow: - identify and register national logistics counterparts - identify logistics procedures (accommodation, fuel, water, transport, warehouses, etc.) - determine logistics requirements of arriving international actors - arrange for logistics support - brief international actors Task: Contributions tracking Description: Track incoming contributions, if required, and report to OSOCC Format: contributions-overview Templates: Contribution overview (Annex XII) Activities/workflow: - identify and register counterparts to obtain necessary information - collect and register contributions - report to OSOCC 5 C.1.4. Reception Centre Administration Task: Registration of international actors Description: Register incoming actors, including contact information and arrival/departure schedule Templates: SAR Registration form Annex VII Activities/workflow: - Register teams - briefing (hand-out) Task: Prepare for crowd management Description: prepare to handle several simultaneously arriving SAR teams Format: reception desk, waiting area, marking and signalling, arrangements for paging with airport authorities Templates: Standing Arrangements Log (Annex VI) Activities/workflow: - determine requirements for crowd management and make arrangements with airport authorities - brief staff about setup Task: Report according to the reporting schedule Description: Ensure that reporting is consistently carried out according to the defined reporting schedule Format: e-mail, fax, tel Templates: Reporting Schedule (Annex IV) Activities/workflow: - finalize input timely to meet reporting deadlines - issue report or information Task: Filing and backup of documents Description: File documents of the Reception Centre and ensure regular backup of electronic files. Format: Binders, Floppy discs Activities/workflow: - develop filing concept - brief staff - file documents - backup of electronic files as required 6 C.2.1. OSOCC and Sub-OSOCC Management Task: Identify OSOCC venue and coordinate/supervise set-up Description: Ensure that the OSOCC is set up in the proximity of national and other coordinating bodies, taking into consideration security and crowd management concerns. Format: briefing of staff Templates: - Checklist to establish OSOCC (Annex VIII) - Set-up chart (Annex IX) Activities/workflow: - define requirements - negotiate with national authorities (LEMA) - develop plan of action - brief staff - supervise set-up Task: Supervise and coordinate activities of the OSOCC Description: Ensure that all staff (including liaison personnel from other entities, if any) have a clear understanding of the purpose and functioning of the OSOCC,