ndcc rapid assessment format & notes 28-may-08

8/13/2019 NDCC Rapid Assessment Format & Notes 28-May-08

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NDCC SOPNo.____, s-2008

Subject: Conduct of Joint Rapid and Sectoral Needs Assessments

I. Introduction:

In the period immediately following a disaster, it is essential to understand thepriority humanitarian needs from an integrated perspective. A rapid assessmentprovides general information on priority needs, as well as identifies availale resourcesand services, for immediate emergency measures to save lives and alleviate sufferingsof the affected population. !he integrated focus of a rapid assessment addresses theseneeds for assistance in a "oint manner and aims to satisfy them in the est way possilethrough actions that can resolve them simultaneously and not independently y sector.!he following enefits are associated in the conduct of "oint assessments#

$. %ooperation and coordination are improved in pro"ect planning and

implementation&2. 'esources are used more efficiently (shared staff and logistics, etc. during the

assessment)& and,

*. Assessment fatigue is reduced.

+ast eperiences have highlighted the need to develop a standard operatingprocedure (+) that will guide N/%%-memer agencies, the clusters and partnersfrom the N and international community, as well as '/%%s and +/%%s, inunderta1ing a rapid needs assessment immediately following a potentially disastrousevent in the country. !he essons earned 'eport on the /ecemer 2003 typhoonresponse has identified the following issues relative to the conduct of assessments#

$. As a matter of priority, a common assessment methodology for rapid andsectoral needs assessments that can e uniformly applied across the countryshould e developed&

2. Integral to the formulation of a national methodology is the training of 1eyactors and the provision of asic communications and information


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management e4uipment, as well as moility assets to support variousassessment missions when the need arises& and,

*. !he clusters, consistent with the provisions of the N/%% %ircular on the%luster Approach, should e made the clearing mechanisms for datagathered during sectoral needs assessments.

II. Rapid Assessment1Principle

A rapid assessment comprises situation, resource, and needs assessment in theearly, critical stage of a disaster and is intended to determine the type of immediaterelief response needed and appropriate follow-on actions. !he assessment providesinformation aout the needs, possile intervention strategies and resourcere4uirements, and aims to identify the following#

$. !he impact a disaster has had on society and its infrastructure, and the ailityof that society to cope&

2. !he most vulnerale segments of the population that need to e targeted forassistance&

*. !he level of response y the affected province, its local capacity to cope withthe situation, and the level of response needed from the national level and5orthe international community&

6. !he most urgent relief needs and potential methods of meeting them mosteffectively&

7. %oordination mechanisms&3. ignificant logistical constraints& and,. 'ecommendations which define and set priorities on the actions and

resources needed for immediate response, including recommendations for in-

depth assessment of severely affected sectors.

III. Objectie:

!he overarching o"ective of this + is to put in place a mechanism fortriggering the systematic and harmoni9ed conduct of an N/%%-led "oint rapid needsassessment missions composed of national2and provincial government representativesas well as partners from the Inter-Agency tanding %ommittee %ountry !eam (IA%%!)*. !he results of these rapid needs assessments should serve as the asis for theconduct of follow-on in-depth sectoral needs assessments. !his + aims to achievethe following specific o"ectives#

$. A single and coherent rapid assessment of the needs of the affectedpopulations that will guide emergency response planning at the local and

1 Culled from the UN Disaster Assessment and Coordination (UNDAC) Handbook2 Regional agencies are the extensions of national government agencies, hence, based on existing caacities, it !ill

be the call of national agencies !here to get its staff !ho"ll be art of the assessment team3 #he $A%C C# is comosed of agencies under the UN %&stem, the $nternational 'ederation of the Red Cross ($'RC),

and $nternational and local N reresentatives

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national levels&2. A clear picture of the humanitarian needs of the affected population(s) and

eisting5foreseen gaps& and,*. %oncrete and coherent recommendations for follow-on actions.

I!. "eneral "uidelines

!his + is designed to address post-natural disaster scenarios in the country.In view of the different nature of conflict-induced displacements, a similar + for theseevents will e developed separately.

!he following guidance and arrangements will apply for the conduct of "oint rapidassessment missions in a province5s that could e potentially affected y a disastrousevent as triggered y a natural ha9ard#

$. 'apid assessment missions should e conducted "ointly y representatives

from national government agencies5cluster lead agencies and5or their regionaloffices, the affected provincial government(s), and national cluster partners&

2. !he scope of rapid assessment missions will e limited on generalitiesinstead of specifics in view of the rapid nature of the mission& and,

*. 'apid assessment mission results will include recommendations for furtherconduct of more in-depth sectoral needs assessments to e carried out yspecialists which re4uires a longer period to carry out.

!. Operational "uidelines and Procedures:

$. #ri$$ers % Any one of the following conditions triggers a "oint rapid needs

assessment in an affected province(s)#

a. +rovincial declaration of a state of calamity&. 'e4uest for assistance from the +/%% %hair to the N/%% or its memer

agencies, or +/%% re4uest made to any IA% %! agency&c. 'e4uest from a regional agency, the '/%% %hair, or an IA% %! agency

present on the ground&d. !he declaration of a national state of calamity which would re4uire the

simultaneous deployment of multiple "oint rapid assessment teams in theaffected areas& and,

e. As directed y the N/%% %hairman or the N/%% :ecutive fficer.

&. 'obili(ation) Deplo*ment and #ermination

a. Pre%mobili(ation

$) ;pon confirmation of any one of the triggers, the N/%% :ecutivefficer or the N/%% perations %hief calls for an emergency meetingwith all concerned N/%% memer agencies and National %luster

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eads to discuss and determine the following#

a) ituation < ased on initial information on the disaster or event,initial report of damages, local response and pro"ecteddevelopments in the emergency situation, including secondary

ris1s.) =ission o"ectives - shall reflect the 'A!>s !erms of 'eference

(!') and include the specific o"ectives of the mission ased onthe direction y the N/%% :ecutive fficer or the N/%% %hief ofperations, the estimate of the evolving emergency situation and; support re4uirements. !he mission o"ectives shall indicatethe main focus of the mission, the duration, main activities, areas toe covered, and data collection methodology, and form of dailyoutputs re4uired.

c) !eam organi9ation < shall, include the team composition (the teamleader, numer of memers, gender alance, representation from

other agencies, sector specialists) and the numer of teams to edeployed.

2) !he N/%% :ecutive fficer or the N/%% perations %hief riefs theN/%% %hairman on the results of the emergency meeting andrecommends appropriate actions to e ta1en ased on the inter-agency evaluation of the situation.

*) !he N/%% %hief of perations informs the concerned %/ 'egionalffice and +/%% of the organi9ation, terms of reference anddeployment of the 'A!s in its operational area and advises the same

of the logistical support that needs to e etended to the 'A! while onmission within its A'.

6) !he N/%% +%:N, through the 'esponse and 'esources=oili9ation ection ''=), and in coordination with the concerned%/ 'egional ffice(s), shall have the principal responsiility inorgani9ing the conduct of the rapid assessment missions, and inensuring that all logistical arrangements are in place when RapidAssessment #eams +RA#s,are deployed, such as#

a) %ontact persons and details in areas to e visited&

) =aps of mission areas&c) atellite-ased communications 1it per team with an operator

(should more than one 1it e re4uired, the ''= should liaise withpartners from the :mergency !elecommunications %luster such as;NI%:? and @?+ for availaility of communications 1it andoperators)&

d) !ransport arrangements (for missions y land from =anila)& and,e) ?light reservations and transport arrangements on ground (for

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missions re4uiring air travel and vehicles on the ground).

6) !he N/%%-led 'A!s shall e composed of inter-agencyrepresentatives coming from the different clusters represented ynational government agency representatives (including regional

offices) and cluster partners from the IA% %! and the Ncommunity.

7) All 'A!s shall have one common riefing from the N/%% perations%hief prior to departure which covers, ut not limited to, the following#

a) Assessment mission and deliverales&) /uration&c) %ommunications channels etween the 'A!s and N/%% +%:N&d) ey contacts on the ground and at N/%% +%:N and mode of

communications&

e) 'eporting and fre4uency&f) upport to 'A!s (maps, comms 1it, operator, transport, contact

details of 1ey personalities on the ground, operational andcontingency funds)&

g) ?und disursement procedures and clearing of ependitures& and,h) =ission termination and deriefing.

3) !he N/%% +%:N shall e the marshalling area as well as thestaging point of all 'A!s.

) All costs related to the conduct of these missions for N/%%-memer

agency representatives shall e charged against the N/%%>s Buic1'esponse ?unds (B'?) which shall e managed y the N/%%:ecutive fficer through %/ perations %hief.

b. 'obili(ation

$) nce the 'A!s are constituted and !eam eaders are designated, the!eam eaders shall develop a +lan of Action (+oA) on how to achievethe mission o"ectives ased on their !'s.

2) ;pon arrival in the province, the !eam eader reports to the +/%%

%hair and discuss the team>s !', +A and how est to achieve theteam>s mission o"ectives.

*) !he N/%% +%:N shall closely monitor the 'A!s while on missionand consolidate and analy9e daily reports sumitted for sumission tothe N/%% :ecutive fficer and the N/%% %hairman.

6) !he 'apid Assessment ?orm, attached as Anne A, shall e the guide

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in carrying out the rapid assessment mission.

c. #ermination

$) ;pon mission termination, the N/%% perations %hief facilitates the

conduct of a deriefing at the N/%% +%:N and sumits an After=ission5/eriefing 'eport to the N/%% %hairman, through the N/%%:ecutive fficer, highlighting what went well and identified areas forimprovement in the conduct of future missions&

2) 'A! !eam eaders shall sumit an accounting of all mission-relatedependitures during the deriefing session& and,

!I. Roles and Responsibilities:

$. !he N/%% :ecutive fficer ensures the effective and efficient

implementation of this +.

2. N/%% perations %hief shall e responsile in operationali9ing theprovisions of this + and ensuring the smooth conduct of rapid assessmentmissions, including etending all the support needed to ma1e all missionsproductive and successful. !he N/%% %hief of perations shall li1ewisesumit to the undersigned, through the N/%% :ecutive fficer, regularprogress reports on the implementation of this + ased on feedac1 fromthe clusters, mission deriefings and partners. !he N/%% perations %hiefshall loo1 into ways and means of continuously improving the conduct ofrapid and sectoral needs assessment, and ma1e appropriate

recommendations to the undersigned to implement these improvements.

*. National %luster eads shall eercise active leadership within their clusters toensure a more proactive approach to every potential disastrous event asstipulated in N/%% %ircular No 7 dated $0 =ay 200. National %lustereads shall li1ewise underta1e the immediate development of an in-depthsectoral assessment methodology and format, in collaoration with clusterpartners, which shall e the asis in the conduct of future sectoralassessments. !his shall e sumitted to the N/%% %hief of perations forconsolidation not later than *0 days upon the pulication of this +.%lusters shall maintain a ready pool of personnel for the conduct of rapid and

sectoral assessments. %luster eads shall underta1e measures to 1eepcluster memers e4ually competent in the conduct of rapid and sectoralassessments. !o this end, %luster eads should wor1 very closely withcluster partners in uilding capacities within the cluster.

6. +/%% %hairpersons shall designate principal and alternate provincial focalpoints in the conduct of rapid needs and sectoral assessment missionswhose names shall e sumitted to the N/%% +%:N

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(dopcenCndcc.gov.ph& fa nr < D$$-$603) within *0 days upon pulication ofthis +. !hese designated focal points shall e trained in the conduct ofrapid and sectoral assessments to e programmed y the N/%% +%:N incoordination with the National %luster eads.

EII. -ffectiit*: !his + shall ta1e effect immediately for information, guidance andwidest dissemination.

"I/-R#O C. #-ODORO) JR. ecretary of National /efense and %hairman,N/%%

:nclosures#Anne A - 'apid Assessment ?ormAnne F - Eulneraility and %apacity ?lowchartAnne % - !he Assessment +rocessAnne / - !he Assessment %ycleAnne : - 'eferences

/istriution#/@/ ;NI, /?A ;NI%:? I/G %/ 'egional ffices ;N/+ ;N-GAFI!A!/A %/ /ivisions @G %GA-'A+/ep:d A?+/'!?5A?+%% @?+ I=/+@G /N/ ?A I?'%'/%% and+/%%%hairpersons

'egional ffices

ndcc rapid assessment format & notes 28-may-08

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