DanChurchAid/Christian Aid Cambodia Contingency Plan for ...€¦ · DCA-CA Cambodia Contingency Plan 2015 Page 1 of 33 DanChurchAid/Christian Aid Cambodia Contingency Plan for Humanitarian

DCA-CA Cambodia Contingency Plan 2015

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DanChurchAid/Christian Aid Cambodia Contingency Plan for Humanitarian Disasters

Date: August 2015

Next Revision: June 2016 (once per year, before rainy season)

Responsible: Program Coordinator

DCA HQ HOTLINE MANNED 24 HOURS

+45 70 20 27 25


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Contents

1. Introduction .............................................................................................................................................. 4

1.1 Purpose of this plan ........................................................................................................................ 4

1.2 Who is it for? ......................................................................................................................................... 4

1.3 Basic Principles .................................................................................................................................... 4

1.4 Other relevant plans ............................................................................................................................ 5

2. Likely Scenarios .......................................................................................................................................... 5

2.1 Natural disasters .................................................................................................................................. 6

2.1.1 Flooding .......................................................................................................................................... 6

2.1.2 Drought ........................................................................................................................................... 6

2.1.3 Storms and Monsoon rains ......................................................................................................... 6

2.2 Other potential scenarios ............................................................................................................... 6

2.2.1 Conflict: ........................................................................................................................................... 6

2.2.2 Others ............................................................................................................................................. 7

3. What to do when the disaster strikes ..................................................................................................... 8

3.1 Rapid Initial Needs Assessment ...................................................................................................... 11

3.2 Sectoral and multi-sectoral needs assessment ............................................................................. 11

4. Communications ....................................................................................................................................... 11

4.1. Who to call locally ............................................................................................................................. 11

4.1.1 Partners ........................................................................................................................................ 11

4.1.2 Local Authorities .......................................................................................................................... 15

4.1.3 . External Agencies ..................................................................................................................... 16

4.2 Who to call at DCA HQ .................................................................................................................... 16

4.2.2 Humanitarian Response Unit .................................................................................................... 16

4.3 Communications Flow ....................................................................................................................... 17

5. Funding options ........................................................................................................................................ 18

5.1 DCA Humanitarian Response Unit ......................................................................................................... 18

5.2 Christian Aid, and other potential funding mechanisms ....................................................................... 19

5.2.1 START: ............................................................................................................................................. 19

5.2.3 DFID Rapid Response Fund (RRF): .................................................................................................. 19

5.2.4 ACT Appeal ..................................................................................................................................... 19

5.2.5 List of institutional donors who could be approached: .................................................................. 20

6. Preparedness measures ......................................................................................................................... 20


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6.1 Training: ................................................................................................................................................. 20

6.2 Planning and Coordination: ................................................................................................................... 20

6.3 Pre-positioning stocks: .......................................................................................................................... 20

6.4 Collecting Pro-forma Quotations:.......................................................................................................... 20

7. Annexes ..................................................................................................................................................... 20

ANNEX A: EMERGENCY CONTACT LIST .......................................................................................... 21

DCA/CA Regional Office:..................................................................................................................... 21

DCA HQ: ................................................................................................................................................ 21

ACT Alliance HQ: .................................................................................................................................. 22

ACT Forum Cambodia: ........................................................................................................................ 22

DCA/CA own partners (with Humanitarian Response): .................................................................. 23

Government institution: ........................................................................................................................ 24

HRF Focal persons: .............................................................................................................................. 24

Cambodian Humanitarian Forum: ...................................................................................................... 25

ANNEX B: Context and Risk Analysis ............................................................................................... 26

Cambodia Humanitarian Sector and Legislative Support ............................................................... 26

Context and Risk Analysis ................................................................................................................... 27

ANNEX C Location of hazard prone areas in Cambodia ................................................................ 29

ANNEX D. Emergency response package for two weeks per family and for 10,000 families ...... 30

Annex E: List of Key Reference Contingency Plans, Manuals and Guidelines .............................. 31

ANNEX F Feedback and Complaints Mechanism ......................................................................... 32

Complaint and respond focal persons contact detailed: ................................................................. 32


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1. Introduction

1.1 Purpose of this plan The purpose of this plan is to:

! Ensure that DCA/CA staff and key partners staff members are aware of their roles and responsibilities in the event of a disaster, in order to be able to react quickly and in a coordinated way;

! Identify different tasks that need to be performed by DCA/CA staff at various stages in the disaster response;

! Communicate with external stakeholders (including partners, donors, government authorities and other ACT Alliance members) about DCA’s internal plans; and

! Identify preparedness actions which need to be performed prior to disaster onset.

1.2 Who is it for? ! This plan concerns the actions of DCA/CA staff in Cambodia. ! It will be shared with DCA/CA partners and HQ staff (at DCA and CA) for information. ! It will also be shared with the following external stakeholders:

- Implementing Humanitarian Response partners - Government stakeholders, where relevant - Other ACT Forum members in Cambodia - Humanitarian Response Forum, Cambodian Response Forum

1.3 Basic Principles ! If disaster strikes in a province where DCA/CA Cambodia partners implement projects, they

will be called upon to respond. DCA/CA will also seek to respond to large scale humanitarian disasters outside of partner target areas, in coordination with the Humanitarian Response Forum.

! The United Nations Officer for Disaster Risk Reduction defines a disaster as: A serious disruption of the functioning of a community or a society involving widespread human, material, economic or environmental losses and impacts, which exceeds the ability of the affected community or society to cope using its own resources.1

! The above definition is used for this contingency plan, but it is also useful to note the NCDM definition: those events or dangers that respond to one or more of the following criteria:

o That case casualty (of lives) and injures 5% of the total population within any vicinity of administration

o That affect more than 30% of the total population within any vicinity of administration o That cause damage to properties, houses, structures, and public service

distributions systems that cannot be repaired within one week o That hinder power supply service, communications, safe water supply, food that

cannot be repaired within 1 week2.

1 http://www.unisdr.org/we/inform/terminology#letter-d 2 NCDM, Guidelines for National Contingency Plan for Disaster Reponses


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! This contingency plan mainly focuses on flooding, but slow-onset disasters will also be responded to, and we will rely on HRF for triggers / indicators

1.4 Other relevant plans This plan is based on the IASC Guidelines for Contingency Planning. For the DCA/CA Office in Cambodia, this is the guiding document in the event of a humanitarian disaster.

Additional resources that may be of use include:

! The ACT Alliance Preparedness and Response Plan ! Christian Aid Country Level Emergency Preparedness Plan ! NCDM Contingency Plan (National Contingency Plan) ! Selected provinces, districts Emergency Preparedness and Respond Plan ! Humanitarian Response Forum (HRF) Contingency Plan ! Cambodian Humanitarian Forum (CHF) Contingency Plan

2. Likely Scenarios The most likely disasters in Cambodia are either flooding or drought. There is a general trend of increased frequency and severity of natural disasters, particularly flooding and drought, which is associated with climate change. There have been an increased number of isolated small-scale conflicts, particularly over land use and wages, but it is unlikely that these will lead to widespread, protracted conflict.

The table below lists the most recently available data related to human and economic losses from disasters that have occurred between 2000 and 2015. Disaster events Extent impact of disaster Number of

affected school

Year Month Type Affected people

Affected children

Total dead Children dead

2000 August Flood 3,753,090 387 2000 July Flood 3,448,053 2001 August Flood 1,669,182 62 2001 September Drought 300,000 2002 August Flood 1,470,000 29 2002 January Drought 650,000 2005 April Drought 600,000 2006 August Flood 33,000 2007 July Dengue

epidemic 40,000 40,000 2009 September Ketsana 200,000 43 1,169 2010 October Flood 90,984 2011 October Flood 1,770,000 443,068 247 1,200 2011 Feb/May Border disputes 57,232 29,500 2013 October Flood 1,800,000 450,578 168 88 1,242 2014 August Flood 444,803 n.a 45 n.a 394

2015 May to July Drought

Limited info available, but localized pockets of drought conditions, with limited access to water for consumption, and delays in planting,

Source: www.preventionweb.net


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2.1 Natural disasters The two main natural disasters are flooding and drought. It is important to note that natural disasters in Cambodia are climate change related, and that the rural population is vulnerable due to low adaptive capacity. Other factors include virtually non-existent agricultural infrastructure, which means that the majority of famers depend on favorable weather conditions for agricultural production. In addition, external factors such as neighboring country practices and poor communication flow and information management.

2.1.1 Flooding Parts of the country experience seasonal flooding each year, usually between the months of July and October. Localized, season flooding occurs every year in different parts of the country, whilst slow onset, widespread flooding occurs about every 10 years. Two of the worst floods on record occurred in 2011 and 2013. In 2011, 18 of 24 provinces were affected; over 1.7 million people were affected nationally. About 50,000 households were displaced, and 247 deaths were reported according to the National Committee for Disaster Management (NCDM). Also significant flood of 2013 which affected 444,803 persons, 45 died and 394 schools could not functioning.

2.1.2 Drought Certain areas in Cambodia regularly face drought that affects agricultural productivity, exacerbating food insecurity. Drought usually occurs during the prolonged ’mini dry season,’ a phenomenon that has occurred with increasing regularity in recent years. It occurs in the middle of the rainy season period, usually from mid-June to mid-July or August, when most farmers plant their crops. This is a particularly critical time for rice farmers as they usually plow fields and plant rice seedlings during these months. During the latter months of the dry season, which lasts from November – April, villagers often face water shortages both for small-scale agricultural use (home gardens) and for household consumption.

Updated information on early warning system on drought in the greater Mekong region can be found here:

http://webgms.iis.u-tokyo.ac.jp/DMEWS/Cambodia/

2.1.3 Storms and Monsoon rains Storms with high winds or microbursts occasionally affect parts of the country; they are typically highly localized. The localized storms occur throughout the rainy season but can also occur at other times of the year. They usually occur suddenly and are difficult to predict. Larger storms such as typhoons and tropical storms generally occur between the months of May to October.

2.2 Other potential scenarios

2.2.1 Conflict: Currently, the main source of conflict in Cambodia relates to land expropriation both in the capital city of Phnom Penh and in rural areas. Land-related conflicts are typically small-scale but have resulted in a few deaths in recent years. Land expropriation typically results in dislocation of people from their land, rendering them internally displaced persons (IDPs). There are currently several relocation sites for evictees on the outskirts of Phnom Penh where access to basic services such as running water and sanitation are virtually non-existent. Over the last two years, the number of labor-related protests over wages at garment factories has increased. Again, these are usually small-scale, isolated conflicts that result in relatively minor casualties and damage.


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Two potential sources of conflict are election-related violence and border conflict with Thailand and Vietnam. Both of these are unlikely to result in widespread conflict, though there are concerns that some post-election conflict could occur in August 2013. Historically, Thailand and Cambodia have been in conflict at the border in Preah Vihear province, but this ceased in 2011 and has not reoccurred since. Besides this, in June 2014 Cambodia experienced with mass deportation or self-deported of migrant workers from Thailand. Approximately 270,000 Cambodian cross border back within two weeks which created chaotic situation of which the main concern is the safety and dignity of vulnerable migrants. In 2015, there has been increased political tension between the ruling party and the opposition party regarding imprecision of the Cambodia and Vietnam border demarcation. This could escalate to confrontation between the countries, with potential violence along the border. 2.2.2 Others Other natural and human disasters, including epidemic or disease outbreaks (e.g. Avian Influenza), are unlikely, and response will depend on scope and relevant assessments.


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3. What to do when the disaster strikes What to do Who will do it Comment

Prior to the Disaster – Preparedness actions

Lessons learned and evaluation / review workshop based on last disaster response and recovery, including advocacy

Regional Representative Relevant this year?

Training : Sphere standards and Rapid Needs Assessments, basic emergency WASH skills, partner and ACT forum capacity assessments, partner contingency planning and capacity building on CASH programming

Initiated by Program Coordinator, with support from HRU

This needs to be assessed and updated regularly.

Determine which Needs Assessment formats and methodologies will be used

Humanitarian Response Program Officer focal person with Partners

These are HRF tools.

Prior to the Disaster – Upon Indication of an Imminent Disaster

Refreshing contacts with suppliers and getting pro-forma quotations for list of relief supplies in Annex.

Humanitarian Response Program Officer focal person

These actions will be focused during June and July, in advance of the typical flood season

Notification of HRU at DCA and Humanitarian Division (HD) and Head of Region and Programme Support Officers at Christian Aid3 and request funds

Determine if external support is needed

Regional Representative

Initiate procurement process for relief supplies

Humanitarian Response Program Officer focal person, with Finance and Procurement Officer

This should be followed through in subsequent steps below

Securing forecasts of disaster scope, areas to be affected, etc.


3 As a joint office with Christian Aid, DCA/CA can also call upon Christian Aid for surge capacity and / or support. DCA/CA can also access funding through Christian Aid. CA should be contacted as quickly as possible, where there is indication of a disaster. Contact details are found in Annex A.


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What to do Who will do it Comment

Adopt HRF assessment tool

Humanitarian Response Program Officer focal person with Partners

Notifying ACT to issue ACT Alert

Program Coordinator, in consultation with the ACT forum

Coordination meeting with HRF, CHF, and NCDM4

Regional Representative / Programme Coordinator

Determine if a DCA/CA response will be undertaken


Determine if Rapid Support Team will be requested (external support from DCA or CA) – for assessment)


Convene meeting with DCA partners, including to mobilize assessment team

Regional Representative This should be followed through in subsequent steps below

External Coordination (HRF, ACT) and contact to potential consortium partners

Regional Representative This should be followed through in subsequent steps below

Notifying Danida, dependent on scale

DCA HRU Other donors (listed below) to be considered

Notifying DFID (RRF) and START Network (START Fund), dependent on scale

CA HD

Contact to ECHO, dependent on scale of imminent disaster

DCA HQ GFU

Update Step 0 of PPM as needed for any partners


Within 12 to 48 hours after Disaster

1 Declare the emergency, convene meeting with partners for information and mobilization

Regional Representative HRF

4 The new DM law requires ‘permission’ to be in a disaster area, and entering or exit into a ‘prohibited’ area carries criminal repercussions. At the time of writing, it is unclear what this means in practice. It is expected that HRF will call for a coordination meeting with NCDM, which hopefully should address this potential risk.


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2 Contact HQ HRU + CA HD (and Head of Region, Programme Support Officers)

Program Coordinator Best if done prior to meeting, so that pledges of emergency response funds can be brought to the meeting to immediately activate partners’ response

3 Deploy a joint rapid needs assessment mission to affected areas;

RR to authorize; Humanitarian Response PO focal person will organize together with partners and key RO staff

Can also be done with other agencies outside DCA partners and ACT. A good idea to contact them if possible.

Also to be done in coordination with NCDM/PCDM/DCDM if possible.

4 If possible, issue a situation report and/or ACT Alert based on available information

Programme Coordinator

ACT Alert if a possible ACT Appeal is foreseen

Can also be used for media briefing; HRU can facilitate use of this info by DCA media dept.

Share with CA.

Within first 5 days after disaster

5 Update the situation report and/or ACT Appeal or Preliminary Appeal based on needs assessment

Programme Coordinator ACT Alert if a possible ACT Appeal is foreseen

Can also be used for media briefing; HRU can facilitate use of this info by DCA media dept.

6 Contact donors, other agencies and develop funding proposals / ACT Appeals5

Regional Representatives and key RO staff

In consultation with Global Funding Unit staff in HQ

Prolog staff in HQ also involved in prep of ECHO applications

PFU staff involved in establishing projects and approving budgets

Coordination with CA Programme Funding Division Asia in Delhi

7 Complete remaining steps of the PPM

Humanitarian Response Program Officer focal

5 Developing clear messaging for humanitarian advocacy in preparation to contacting donors should be considered – CA policy and Advocacy Officer AME can provide input into this process.


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person

8 Draft and share Needs Assessment report with relevant stakeholders

Led by Program Coordinator

9 Provide technical support to partners conducting response

Led by Humanitarian Response Program Officer

e.g. sectoral inputs.

3.1 Rapid Initial Needs Assessment It is important to get information from the field as quickly as possible in order to determine if a response is required, and what is necessary to respond. This is best done in teams with a mix of technical competencies, but the bottom line is, don’t wait too long. As soon as it is safe for the team to get to the field, get out there and have a look and discussions with beneficiaries.

Additional information about assessment process and tools found in the HRF Standard Operating Procedure.

A list of potential information sources are: media, other agencies including government, development partners, INGOs, local partners

3.2 Sectoral and multi-sectoral needs assessment After a rapid initial assessment has been made, a more thorough needs assessment should be conducted to establish baseline data, more thoroughly map needs and identify gaps, identify the most vulnerable and marginalized, establish targeting criteria, and so forth.

This second needs assessment is best done in teams composed with different sectoral competencies (for example, WASH, food, etc.), and in coordination with any other agencies that may be implementing in the area, so that common formats and methodologies can be used to allow for relative comparison of needs between different areas. This is likely to be coordinated through HRF.

However, if DCA partners are already implementing, work with the tools and personnel that you have. This is also a key area where DCA staffs at HQ (particularly Humanitarian Response Unit) can play a supporting role in planning and advising on the assessment.

4. Communications Updated contact details are included in Annex A.

4.1. Who to call locally

4.1.1 Partners Partners are to be contacted in the first indications of a disaster. They will contact local communities to begin activating communities’ local response actions.


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DCA/CA partner capacity to respond

Partner Region/Province of operations

Areas/Sectors of Expertise

Previous Emergency Experience

Type of Support required

Church World Service (CWS)

Battambang, Banteay Mean Chey, Kampong Thom, Preas Vihear,

Support package distribution, cash transfer (food and NFI), basic WASH

Ketsana cyclone, Kampong Thom, 2009. Border armed clash; Preas Vihear and Odor Mean Chey, 2011. Floods 2011: Battambang, Banteay Mean Chey, Kampong Thom, Preas Vihear. Flood 2013: Battambang, Banteay Meachey

• Introduce DM law, related regulations and harmonized implementation guidelines.

• Concept of Core Humanitarian Standards

• Cash Post Distribution monitoring

Life With Dignity (LWD)

Kampong Speu, Kampong Chhnang; Pursat, Battambang (Also nationwide)

Support package distribution (food and NFI), basic WASH

Border armed clash; Preas Vihear and Odor Mean Chey, 2011. Floods 2011: Battambang, Kampong Chhnang; Floods in 2013, and recovery




• WASH Development and Partnership in Action (DPA)

Phnom Penh, Kandal, Kampot, Kampong Cham, Kratie, Ratanakiri, Mondulkiri, Battambang, Banteay Meanchey, Pailin, and Svay Rieng

Limited experience in support package distribution (food, NF)

2013: Flood emergency responses in Ratanakiri.

• Finalize EPRP • Introduce DM

law, related regulations and harmonized implementation guidelines.



• Accountability mechanisms


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Banteay Srei Battambang, Siem Reap

Very limited experience in support package distribution (food, NFI)

Developed EPRP in 2015




Cambodian Humanitarian Forum (CHF)

Umbrella organization with 120 members throughout the country. Secretariat hosted by PADEK. None of DCA humanitarian partners are members of CHF. This should be strongly encouraged.

Written clear structure and function within 8 emergency zoning and provincial Coordination

Limited experiences in assessment and relief delivery.

• More practical exercises on assessment.

• More specific EPRP such as own or District level to guide the implementation.

• Accountability mechanisms should be in place.

Notes:

• Most of the above partners are primarily experienced in Food and NFI distribution, including cash transfer programming.

• As there have been recent developments in Cambodia with respect to DM including the DM law, emerging structures and tools, and coordination mechanisms across various stakeholders, there is therefore a critical needs to upgrade the knowledge and skill of partner staff.

• As Cash Transfer Programming is the likely approach in Cambodia, it is important to upgrade partners on this concepts combined with practical implementation tools, including Post Distribution monitoring.

• Basic WASH skills are also present for emergency phase intervention among some partners (water distribution, basic public health education, water filter distribution, etc.).

• In general, health partners are not experienced in health action.


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Partner Target Areas with humanitarian response capacity (some information is overlapping with the above table).

Province District Partner Year affected Remarks Banteay Meanchey*

Mongkul Borey

CWS 2011. 2013 Flood response

Battambang Thmor Kourl LWD, CWS, BS

2011, 2013 Flood response, BS EPRP

Bavel LWD, DPA, BS

2011, 2013 Previous DipECHO, flood response, District EPRP, BS EPRP.

Samlot CWS 2011 Previous DipECHO, Sampov Loeun

LWD 2013 Flood response

Kamreang LWD 2013 Previous DipECHO, flood response, EPRP

Phnom Prek LWD 2013 Previous DipECHO, flood response, EPRP

Ek Phnom LWD 2013 Flood response Moung LWD 2013 Flood response Sangker LWD 2013 Flood response Battambang Town

BS 2013 Flood response, BS EPRP

Pursat Kravanh LWD 2011, 2013 Assessment 2011 Siem Reap Kralanh BS 2011, 2013 BS EPRP

Pourk BS 2011, 2013 BS EPRP Angkor Thom

BS 2011, 22013 BS EPRP

Kg. Thom Santuk CWS 2009, 20111, 2013

flood response

Baray CWS 2009, 20111, 2013

flood response

Prasat Sambour

CWS 2009, 20111, 2013

flood response

Steung Sen CWS 2009, 20111, 2013

flood response

Kampong Svay

CWS 2009, 20111, 2013

flood response

Stoung CWS 2009, 20111, flood response


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2013 Prasat Balang

CWS 2009, 20111, 2013

flood response

Sandann CWS, DPA 2009, 20111, 2013

flood response

Preah Vihear

Choam Khsant

CWS 2011, 2013 Flood response

Chey Sen CWS 2011, 2013 Flood response Chhep CWS 2011, 2013 Flood response Sangkum Thmey


Tben Meanchey


Rovieng CWS 2011, 2013 Flood response Kulen CWS 2011, 2013 Flood response

Kampong. Chhnang

Chulkiri LWD 2011, 2013 Flood response

Kampong Leng

LWD 2011, 2013 Flood response

Samaki Meanchy

LWD Small scale flash floods and drought

Tuck Phos LWD Small scale flash floods and drought

Kampong. Speu

Aoral LWD Small scale flash floods and drought; EPRP

Phnom Sruch

LWD Small scale flash floods and drought; EPRP

Thpong LWD Small scale flash floods and drought; EPRP

* CWS will phase out from Battambang and Banteay Meanchey from 2016 onwards

DPA has also implemented a small flood response in Ratanakiri. However, this is not usually a target province for humanitarian response.

4.1.2 Local Authorities Contact to local authorities (district and province) is usually managed by partners. However, ensure that they do so from the earliest stages. Partners should contact local disaster management and health authorities.

Many provinces and districts also have EPRPs in place, including in most of the DipECHO target areas (Banteay Meanchey, Kampong Speu, Pursat and Kampong Thom). This document encompasses Early Warning System; Structures, roles of responsibilities of duty bearers, detailed plans for resource mobilization; indication about physical infrastructures need to be prepared


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before and after disaster for livelihood recovery, logistic supports, preposition of basic goods and services and key contact institutions and persons in charge.

4.1.3. External Agencies At the national level, NGOs usually begin communication with another before making contact with the NCDM and UN agencies. NDCM may also make contact with NGOs, but the trend has been that NGOs taken initiative to contact national authorities. After initial contact is made, NGOs attend regular task force meetings to provide and receive regular updates about the emergency and the response.

4.1.3.1 Humanitarian Response Forum Disaster response in Cambodia will be coordinated through the HRF. In the months prior to the likely disaster period, meetings are held every 2 weeks. This increases in frequency as needed. Key information on the HRF mechanisms are found in the HRF Contingency Plan and contact details are found in Annex A.

4.1.3.2 ACT Alliance The ACT alliance is also a key forum, relevant for funding and coordination. Contact details are found in Annex A.

4.2 Who to call at DCA HQ

4.2.2 Humanitarian Response Unit

Humanitarian Advisor / Head of Humanitarian Response

First person to contact/call is Peder Kristian Pedersen (PKP) ([email protected]) (+45 2970 0628) who is Humanitarian Advisor for Asia, including Cambodia.

If PKP is not available, Erik Johnson ([email protected]) (+45 2970 0605) Head of Humanitarian Response should be contacted.

In case of a major disaster in Cambodia the Humanitarian Advisor and/or Head of Humanitarian Response will convene a Task Force. For smaller or medium disasters, the Advisor will inform HRU through the weekly HRU meeting.

Administrator

Within the HRU, the administrator plays a key role in ensuring that any funding will move smoothly and quickly to the RO. The HRU advisor is responsible for bringing the administrator in as soon as a disaster is declared.

Secondment to Cambodia:

Cambodia can request for secondment of a humanitarian advisor/expert. Depending on the skills required and availability, it is possible to get one of our roving experts seconded to Cambodia. See HRU Intranet page for more information.


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4.3 Communications Flow

Local Communities

Activates local activities

Provides initial information

Helps prepare for needs assessments

Program Officer in Collaboration with

Partners’ HR focal person

Contact HFR and CHF

Confirm with P/DCDM for work permission

ToR for initial Rapid Assessment

External Agencies

Coordination and Information, in particular HRF

Local Authorities

Declares the Disaster and Activates the Disaster Response

Informs DCA HQ (or his/her designate)

Supplier

Provide / Update Pro-forma quotations

DCA HQ

Humanitarian Response Unit convenes Task Force if needed

Provides immediate financial support

Informs other DCA HQ staffs incl. Prolog, GFU, IFU


Declares the Disaster and Activates the Disaster Response

Convenes Local Task Force at RO

ACT Forum Members

Coordination and Information

Humanitarian Division CA HQ

Can convene an Emergency Task Force if needed; provides immediate technical and surge support;


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5. Funding options

5.1 DCA Humanitarian Response Unit

Type of Fund Global

Amount (2012)

Typical Individual Grant Amount

Description

Humanitarian Un-earmarked

Response funds 2.3 mio. dkk 100,000 – 200,000

dkk

These funds are from donations of private Danish individuals specifically budgeted to help disaster-affected people. They are centrally held by the HRU in DCA HQ but are available upon approved request to any DCA Regional Office or partner.

These funds do not include time for DCA time registration, administration, or overheads. Requests are approved by the Head of Humanitarian Response, and are typically discussed in the weekly Humanitarian Response meeting prior to approval.

They can be released in less than 24 hours.

Danida Emergency

Response Funds (DERF)

10 mio. dkk

Max. individual grant amount not more than 1 mio. dkk without prior Danida approval

A part of the humanitarian frame grant, this 10 million dkk budget is granted by Danida on a yearly basis to DCA. Of the 10 million, amounts asset aside for time registration, administration, and monitoring by HRU staffs.

A separate guideline called the ‘Principles and Procedures for the Use of the DERF’ is approved by Danida as part of the Hum. Frame, and is available on the DCA Intranet.

Earmarked disaster

response funds

Varies; can exceed 10 mio. for a specific disaster

Varies

These budgets are sourced from individual private donors, and are earmarked, or restricted to, the use of specific purposes, either thematic or geographical. Will only be activated for major disasters


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In case of a sudden onset disaster and where assistance is required - the Regional Office needs to contact HRU to enquire whether funds (see above) can be made available.

To the greatest extent possible, DCA funds should be used to attract or multiply the impact of other funding.

5.2 Christian Aid, and other potential funding mechanisms Other funds may be available through Christian Aid. This includes:

5.2.1 START: The Start Fund is a network of 24 members, including Christian Aid, Oxfam, Save the Children and Action Aid, and funds are available of up to GBP 1 million, for early response to slow-onset crises, and to small / medium crises, which often do not attract funding or international attention. This is a new model of funding, where decisions are made within the network, rather than by the donor.

Funds however, have to be spent with 45 days.

DCA/CA recently had an initial meeting with representatives of START (though the DIPECHO Consortium – Action Aid, Oxfam, PIN, Save the Children), and an internal agreement to share any response funds amongst the consortium was agreed, given the potential size of funding and need to complete activities within 45 days.

http://www.start-network.org/how/start-fund/#.VdBk_Jf3QhR

5.2.3 DFID Rapid Response Fund (RRF): Funding for larger disasters (level 2+) may also be available through Christian Aid under the DFID Rapid Response Fund (RRF). The RRF enables DFID to commit to rapid humanitarian funding for pre-qualified partners. This will be done in the first 72 hours following a rapid onset, spike in a chronic humanitarian emergency, or other disasters as deemed necessary. Once DFID has identified the need for response funding, including discussions with RRF partners, the Secretary of State will decide whether to activate the RR. Within two hours of activation DFID will invite proposals from RRF partners by email. If the emergency is large scale or complex, DFID is likely to invite a group of RRF partners to discuss needs before submitting proposals. RRF partners can, and are encouraged to lobby DFID, including at the Country Office level for an RRF trigger meeting. In most circumstances, proposals with the following elements will be prioritized:

- early commencement; - priority geographic location; - delivery through established in-country or regional presence; - complementary nature to wider international response; and - results to be delivered and value for money.

https://www.gov.uk/humanitarian-response-funding

5.2.4 ACT Appeal For smaller disasters, national ACT Alliance members in country may also activate the ACT Rapid Response Fund for up to 60,000 USD, provided that an Appeal will not be launched.


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5.2.5 List of institutional donors who could be approached: • ECHO – ECHO is a key donor to approach for recovery funds. However, a very large

disaster could attract ECHO funding.

6. Preparedness measures

6.1 Training: Training will be held for key DCA partners within the next 6 months in:

• Updated disaster reporting systems and assessment questionnaires • Basic WASH in emergencies • Sphere standards and humanitarian fundamentals, including HRF assessment tools

• Cash transfer orientation

6.2 Planning and Coordination: This plan will be reviewed with DCA partners and the ACT Alliance regularly. .

6.3 Pre-positioning stocks: Stocks will not be pre-positioned by DCA or its partners.

6.4 Collecting Pro-forma Quotations: See Annex D for a list of items that are expected to be needed in a first phase emergency response. Pro-forma quotations will be collected by Rotha for these items in order to determine required budget and pre-select suppliers. This will also include transport suppliers.

7. Annexes A. Contact list

B. Context and risk analysis

C. Location of hazard prone areas in Cambodia

D. Emergency response kit description and pricing

E. List of Key reference manuals and guidelines

F. Feedback and Complaint Respond Mechanisms


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ANNEX A: EMERGENCY CONTACT LIST

DCA/CA Regional Office: Name Position Phone number Email Skype

Betty Thøgersen


+ 955 92 665 706

[email protected] bethdca

Kristen Rasmussen

Programme Coordinator

+855 12 909 978

[email protected] kristenrasmussen

Hang Sophearyn

Finance Coordinator +855 15 90 15 90

[email protected]

sophearyn

Aline Milev GFO /Acting Programme Coordinator

+855 78 591 713

[email protected]

aline.milev

Sila Phung PT3 PO (DRR & HR) +855 12 871 240

[email protected]

phung.sila

Nop Polin PT3 PO ( CCA & HR) 855 92 222 811 [email protected] polinnop Yowoth Cheoung

PT3 PO +855 192 261 273

[email protected] yoc.cambodia

Kimhong PT 3 PO +855 92 939 890

[email protected] kimhong_horn

DCA HQ: Name Position Phone number Email Skype

Peder Kristian Pedersen

Humanitarian Advisor P+ 45 33 15 28 00 D + 45 33 18 78 28 M + 45 29 70 06 28

[email protected] pkpdca

Soren Tuxen Faber

Global Funding Officer P +4533187705 M +4526361263

[email protected] sorentfaber

Inger Kjeldsen GFU Grant Manager P +45 33152800 D +45 33187886 M +45 20559440

[email protected]

ingerkjeldsen

Ditte Sand HRU Administrator P + 45 33 15 28 00 D + 45 33 18 77 79

[email protected] dittesand

Gitte Marie Malmgaard Andersen

International Finance Coordinator

P +33 18 77 00 D + 33 18 77 74

[email protected] gitte.marie.malmgaard.andersen

Erik Johnson Head of Hum. Response

P +45 33 15 28 00 D +45 33 18 77 41 M +45 29 70 06 05

[email protected]

erikjohnson1

Lisa Henry Humanitarian Director [email protected] henrymadsen Per Bjerre Head of Media M + 45 20 19 84

26 [email protected]


Page 22 of 33

CA HQ and Regional Staff Name Position Phone number Email Skype

Nick Guttmann Head of Humanitarian Division

+44 7775 563211 +44 2075 232181

[email protected]

Madara Hettiarachi

Head of Humanitarian Programmes, Asia Middle East

+44 2075 232379* check with Ramani first – new staff from Sept 7th.

Check with Ramani first – new staff from Sept 7th.

Coree Alvarez-Steadman

Regional Emergency Manager- Central and Southeast Asia

+44 207 5232143 [email protected]

caid-calvarez

Ramani Leathard

Head of Region, Southeast Asia and Afghanistan

+44 207 5232334 [email protected]

Alwynn Javier Senior Programme Officer for Resilience, Southeast Asia

+63 9176071007 +63 9276919927

[email protected]

alwynnjavier

ACT Alliance HQ:

Name Position Phone number Email Skype Anoop Sukumaran

ACT Senior Programme Officer-Asia & the Pacific

[email protected]

Bartholomew Gabrielle

Associate Programme Officer, Asia & the Pacific

LL: +41 791 6036 [email protected]

GabyBartholomewGhaderi

Alwyn Asia and Pacific (Christian Aid)

+ 632 4411117 +639176071007

[email protected]

alwynnjavier

[email protected]

Southern Africa (+ RST focal point)

+ 41 22 791 6319 + 41 79 857 5334

[email protected]

prog-officer-sa-gi

ACT Forum Cambodia:

Org Name Position Phone number Email DCA/CA Betty Thøgersen Regional Rep. + 955 92 665 706 [email protected] DCA/CA Aline Milev Program Coord. +855 78 591 713 [email protected]

FCA Anu Riikonen CD +85512201799 [email protected] FCA Khim Phearum Program Officer +85517554336 [email protected] HEKS/EPER Norng Sivouthan CD +855 77881868

[email protected]

HEKS/EPER Mom Sitha Program Coord. +855 17778029

[email protected]

World Renew Kathleen Louder CD [email protected]


Page 23 of 33

World Renew Neth Sovann Program

Manager +855 17 828 287 [email protected]

CWS Isaree

Khreusirikul Country Rep. 012 841 756 [email protected]

CWS Program

Manager 012 912 452 [email protected]

ICCO Mao Sophal +85577777949

DCA/CA own partners (with Humanitarian Response):

Org. Location Name and Position Phone e-mail CWS Phnom Penh Isaree Khreusirikul

Country Representative 012 841 756 [email protected]

CWS Phnom Penh Mao Sophal, Program

Manager 012 912 452 [email protected]

CWS Battambang Ly Bunkun Program Manager

012 721 105 [email protected]

CWS Preah Vihear Pich Phourith PVR Project Manager


CWS Kampong Thom

Tauch Norneath Project Manager Prak Vimeany Partnership Project Coord

012 959 244 012 783 026

[email protected] [email protected]

DPA Phnom Penh Mam Sambath +85512 422 523 [email protected] DPA Phnom Penh Kuy Sophal +855 12632362 [email protected] BS Phnom Penh Sok Pagna +855 12 713 580 [email protected] BS Battambang Chim Bun Chenda +855 78682683 [email protected]

.kh LWD Phnom Penh Min Sor +85512329926 [email protected] LWD Phnom Penh Thay Bone 092663236 LWD Phnom Penh Kann Virak 012266499 [email protected] LWD K. Chhnang Mey Sarun 012571363 LWD Battambang

(Bavel) Oeuk Piseth 012232946 [email protected]

LWD Battambang (Bavel)

Chann Vanna 089212565 [email protected]

LWD Phnom Penh Sin Samay 012311283 [email protected] LWD Kampong

Speu (PS) Sambath Rachana [email protected]

LWD Kampong Speu (OR)

San Vinich 012712098 [email protected]

LWD Pousat (KV) Heang Veasna 012773950 [email protected] LWD Kampong

Speu (TP) Ieng Kimsrien 012521380 [email protected]

LWD Kg Chhnang Mey Sarun 012571363 [email protected]


Page 24 of 33

Government institution: Position Name Phone number Email

NCDM (Secretary General)

H.E Pon Narith

0 16 540 546 [email protected]

H.E. Neang Chhen

Director of Em. Response [email protected]

H.E. Ross Sovann [email protected] NCDM National Focal point

H.E Chup Sithan 012 223 567 016 999 236

Virakk Mey [email protected] Cambodian Red Cross

H.E Uy Sam Ath 012 966 886

HRF Focal persons:

Sector Organization

Name Title Telephone Email

Co-chair ActionAid Caroline McCausland

Country Director 012 200 341 [email protected]

Co-chair WFP Gianpietro Bordignon

Country Director 095 666 781 [email protected]

FSN Oxfam Soksithon Taing

Programme Officer


FSN WFP Ammar Kawash Emergency Focal Point


WASH UNICEF Jorge Alvarez-Sala

WASH Specialist 017 615 320 [email protected]

WASH World Vision

Nong Davith Program Manager


Shelter IOM Guénolé Oudry Consultant 070 208 408 [email protected]

Shelter PIN Paul Conrad DRR & ER Programme Manager


Health WHO Khim Sam Ath Technical Officer NCD


Health World Vision

Khou Bunsor Technical Officer for Nutrition


Education Save the Children

Keo Sarath Education Specialist

012 96 56 97 [email protected]


Page 25 of 33

Cambodian Humanitarian Forum:

Position Name Phone number Email

PADEK /CHF Secretariat

Kep Kannaro 023 216 224 [email protected]

ADPC/CHF Secretariat

Sok Phoeuk 0976 244 333 [email protected]

CHF Coordinator Chin Vibol 017 800 696 [email protected] CHF Secretariat Leav Chankesey 017 238 763 [email protected]

Education UNICEF Chum Channra Education Specialist

012440170 [email protected]

Protection UNICEF Plong Chhaya Child Protection Specialist



Page 26 of 33

ANNEX B: Context and Risk Analysis

Cambodia Humanitarian Sector and Legislative Support DCA/CA is member of the Humanitarian Response Forum (HRF) with purposively to ensure sound coordination and communication on emergency preparedness, and humanitarian response in Cambodia between the United Nations (UN), international non-governmental organizations (INGOs), and international organizations (IOs). The HRF works in close collaboration with the Government, most notably the National Committee for Disaster Management (NCDM), to facilitate a coordinated and effective approach in support of people affected by humanitarian crises.

DCA/CA is also adopting the HRF Contingency Plan structure which is similar to the National Contingency Plan (NCP) one, organized into a common part applicable to all sectors and subsequently into six sectors, namely food security and nutrition (FSN); water, sanitation and hygiene (WASH); shelter; health, education and protection. The HRF Contingency Plan will focus on natural disasters, while man-made disasters such as conflict or political unrest will be addressed by organizations’ with a specific mandate. DCA/CA is active member of the Information Management team of the GIS dataset which will be used as effectively means to plan for prepare and respond to disasters.

The Cambodian Humanitarian Forum, composed of 120 members has been formed and functioning in 8 emergency operation zones aiming at improve the humanitarian response to disasters in Cambodia by strengthening leadership capacity of NGOs to better engage in the humanitarian framework by providing knowledge resources, training, and mentoring. The Forum has its own Contingency Plan which consistency to the National Contingency Plan.

The Disaster Management Law has been passed by the Cambodian Government. It enshrines in law the acquired right to protection of life, dignity, property and relief aid during disasters, as well as to access information regarding hazards, vulnerabilities, risks, methodologies and technologies for self-protection, disaster risk reduction, prevention, emergency response, and post-disaster recovery. In addition, it enshrines the right to participate in disaster management activities and promote self-prevention, disaster risk reduction and ensure the sustainable livelihoods with safety and resilience to disaster. Key points of the law are as follows:

1. The law covers natural and human made disasters

2. NCDM is a secretariat for the government to lead, manage and coordinate disaster management work, and will be established by a Royal Decree.

3. NCDM is led by a General Secretary and some Deputy General Secretaries based on requirement and are appointed by a Royal Decree or Sub Decree.

4. The Law requires ministries and institutions of the government having internal mechanisms for disaster management to appoint a Focal Officer to work on coordinating and liaising with the General Secretariat of NCDM.

6. There are to be Committees for Disaster Management at the sub-national levels down to Commune/Sangkat level, not to the village.

7. NCDM has the role of coordinating all disaster management activities with key stakeholders including ministries, institutions, the military, the public sector, the private sector and civil society.


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8. The Committees for Disaster Management of each level must be responsible for all disaster works in their own administrative areas. The can call for intervention from upper level when the scope of a disaster in their area is beyond their capacity and ability.

9. If necessary, NCDM can request to the Royal Government for immediate intervention and call to the ministries, institutions, military, public sector, private sector, civil society for their help in emergency rescue and response.

10. International organizations, missionary representatives, foreign embassies based in Cambodia or having residence overseas can participate in emergency rescue and response.

11. NCDM has the duty of leading and coordinating assessments of damage, losses, and needs for recovery after a disaster with participation from the line ministries, institutions, organizations, and other stakeholders and to prepare plan and recovering proposal for submitting to the Royal Government to review and approve. (NB: they don’t refer to humanitarian assistance here)

12. Donors, international organization, development partners, mission representatives and foreign embassies can support and provide assistance for disaster management activities and humanitarian response in the Royal Kingdom of Cambodia through NCDM. (i.e. The implication is that funds should go through NCDM).

13. There are level of different penalties for the acts against the law.

At time of writing, it is unclear how certain elements of the law will be implemented including with respect to coordination with NCDM or humanitarian response through NCDM, as well as the requirements of permission to prohibited areas.

Context and Risk Analysis

Seasonal and hazard calendar

Seasonal and Hazard Calendar JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Rainy season Monsoon season

Flood risk Tropical storm season

Drought events

2002 2005 2015 1994, 2015 2015 2009 2001

Rice (dry

season) Maize,

rice Main rice (wet farming) Rice (dry season)

Rice, cassava, maize

Season rice Maize and rain fed rice Dry

Lean season

For interactive map see http://www.hewsweb.org/countries/default.asp?c=116


Page 28 of 33

RISK ANALYSIS Im

pact

5. Critical

4. Severe

Typhoon, storm (localised); Pandemic (extensive)

Flash floods (extensive)

3. Moderate Drought (localised)

Slow onset floods (extensive)

2. Minor Epidemics (localised)

1. Negligible

1. Very Unlikely 2. Unlikely 3. Moderately

Likely 4. Likely 5. Very likely

Likelihood

Impact : 1 = Negligible (0-5% families affected), 2 = Minor (5-10% families affected), 3 = Moderate (10-20% families affected), 4 = Severe (20-30% families affected), 5 = Critical (over 30% families affected)

Likelihood : 1=Very unlikely (estimated 0-20% chance of the event happening) 2 = Unlikely (21-40%), 3 = Moderately likely (41-60%), 4 = Likely (61-80%), 5 = Very likely (81-100%)


Page 29 of 33

ANNEX C Location of hazard prone areas in Cambodia

Updated information about hazard type by province and target provinces of DCA/CA:

No.

Hazard type by Province

Flash Flood

Slow Flood

Both Floods

Drought Storm Arm Clash

DCA/CA and partners Target

1 Banteay Meanchey X X X CWS 2 Battambang X XX LWD, CWS, BS 3 Pursat X X LWD 4 Kampong Chhnang X LWD 5 Kampong Speu XX LWD 6 Kampong Thom X XX X CWS, DPA 7 Siem Reap X X X BS 8 Preas Vihear X X X CWS 9 Odor MeanChey X X CWS


Page 30 of 33

ANNEX D. Emergency response package for two weeks per family and for 10,000 families (Items and quantity of package could be modified according to HRF Food security and nutrition sector)

Sector Items Quantity Unit Est. cost (US$)

Food Security Rice 25 Kg 12.5

Cooking Oil 1 Liter 1.75

Iodized salt 1 Kg 0.33

Fish Canned 12 Can 5

Sub total 4 19.58

Grand Total – 10,000 persons – average family size of 5 (19.58 x 2,000)

39,160


WASH

(Water Supply, Sanitation and Hygiene promotion)

Soap/detergent 100 (Gram) piece 0.58

Water Purifying Tablet

2 sachet

(10 tablets )

0.25

Jerry can 1 20 liter 1.50

Sub total 3 2.33

Grand total – 10,000 persons – average family size of 5 (2.33 x 2,000)

4,660


Shelter Plastic sheet 3 mX4m Sheet 15

Sleeping mat 2 (1mX2m) piece 6.35

Mosquito net 1 (1.6mX2m) piece 3.20

Sub-total – no cash 24.55

Cash 1 15

Total – NFI + cash transfer 39.55

Grand total – 10,000 persons – average family size of 5 (39.55 x 2,000)

79,100


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Target group:

• Sector Food Security and WASH:

The main target groups for emergency responses are disaster affected population who are classified as ID Poor 1 and 2and poor without ID card.

• Sector Shelter:

Shelter package will be delivered to those are ID Poor 1 and 2 of whom their entire family members (or women and children are evacuated and permanently stay at safety hills) and poor without ID card.

Justification: Usually the poor are selves evacuated to safety hills due to the following reasons: in general the vulnerable and most vulnerable are living in the high risk areas such as close to river bank, sloping areas and their houses/ huts are fragile when water level raise combined with strong wind that usually happened during the flooding season. As such women and children are the first target for evacuation and in some case, adult is staying at home to look after their property. In contrast for the better off families, since they possess the comfort houses, only adult is temporary evacuated to stay in safety hill to look after their cattle.

Cash distribution: The livelihood of the poor depends on day to day selling their labor force; during evacuation period most of them do not have any opportunity to sell their labor. If cash is needed for emergency purposes such as medical treatments, hire boat for transportation, the only option is borrowing money from local private money lenders; usually the interest rate is more than 30% per month. Otherwise during the next cropping season they have to work for money lenders at very low labor cost. Therefore they will be in the debt trap if borrowing money during this period of time.

As such a clear definition of displaced household or evacuated household should be clearly identified and selection process should be thoroughly implemented, this including the effective complaint and response mechanism.

Annex E: List of Key Reference Contingency Plans, Manuals and Guidelines 1. ACT Cambodia Forum EPRP (version August 2014); http://www.actalliance.org/ 2. HRF Contingency Plan (version November 2014);

http://www.humanitarianresponse.info/operations/cambodia 3. NCDM: National Contingency Plan (Version May 2015); http://www.ncdm.gov.kh/ 4. CHF Contingency Plan (Version June 2015); http://chfcambodia.net/content/cambodia-

humanitarian-forum 5. Sphere Handbook; http://www.sphereproject.org/handbook/ 6. Oxfam ‘The Pocket Humanitarian Handbook’ ;

http://nirapad.org/admin/soft_archive/1308562615_The%20Pocket%20Humanitarian%20Handbook.pdf

7. Emergency Preparedness and Response Plan of selected provinces and districts.


Page 32 of 33

ANNEX F Feedback and Complaints Mechanism

Complaint and respond focal persons contact detailed: Organization Staff name Position Contact DCA/CA Mr. Chiv You Meng

Programme Officer

[email protected] (DCA/CA Phnom Penh) [email protected] (DCA Head Quarter) (+ 855 23) 216 261 (+ 855 23) 216 792

Church World Service (CWS Cambodia)

Mr. Un Phearum

Human Resource Officer

[email protected] (+ 855 17) 885 837

Banteay Srei (BS)

Ms. Chim Bun Chenda

Provincial Manager-Battambang

[email protected] (+ 855-78) 682 683 (+ 855-53) 952 432

DPA Mr. Kuy Sophal Partnership [email protected]

Village Chief

Local partners:

DCA/ACT Alliance:


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Programme Manager responsible for disaster management

(+ 855) 012 632362

LWD Mr. Min Sor Executive Director [email protected] (855-12) 329-926

Mr Kann Virak

DRR/CCA Specialist

[email protected] (855-12) 266 499

Ms. Thay Bone

Program Director [email protected] (+855) 92 663 236

Documents

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