SPO Contingency Plan 2013

1 SPO Contingency Plan for 2013 Monsoon Season

SPO Contingency Plan

Disaster Preparedness and Response Department (DPRD)

Prepared by: Atif Sandhu

Head, Disaster Preparedness and Response Department

House 30-A, Nazim-ud-Din Road, F-10/4, Islamabad

www.spopk.org

http://www.spopk.org/


1. Background Information:

Pakistan is recurrently facing natural and manmade disasters throughout the first decade of 21st century.

The perpetual occurrence of natural disasters significantly indicates the change in climate and weathers

in Pakistan. The effects of climate change is still hovering and going to affect people in this and coming

years.

This year NDMA has already been declared 31 districts most vulnerable against the possible threat of

receiving heavy monsoon and subsequent floods. Keeping in view this forecast, SPO’s disaster

preparedness department decided to develop a national level contingency plan so that in case of any

humanitarian situation, organization may act swiftly with the help of global community. SPO has ample

of experience of designing and implementing emergency related projects across the length and breadth

of the country. Since July 2010, SPO is continuously engaged in delivering relief assistance to flood

survivors right from Swat to Thatha.

This contingency plan will help SPO, partners and volunteers on the ground for rolling out sector specific

interventions as quickly as possible right after the onset of any disaster in any part of Pakistan, especially

in most vulnerable districts of the country. All regional offices have already been engaged for the

preparation of this plan and came up with their local priorities and preferences.

2. Problem Statement:

Pakistan is located in the most vulnerable region, which is prone to intense climate change and natural

disasters due to its diverse range of terrain stretching cylindrically from the Arabian Sea to the

Himalayan peaks. The country is susceptible to wide-ranging hazards from droughts to floods to

earthquakes to cyclones. There always looms a possibility of recurrence of identified hazards resulting in

huge disaster which warrants the need for contingency planning for mitigation of miseries of potentially

at risk population.

Pakistan has been suffering from frequent drought of varying degrees all over the country throughout its

history. With the exception of drought years, Pakistan has suffered almost every year from floods as

monsoon rains cause Rivers to overflow their banks. Almost all of Pakistan regularly experiences

earthquakes ranging from moderate to severe in intensity. In addition, the coastal areas of the country

are prone to cyclones. Climate Change Vulnerability Index (CCVI) by Maple Croft ranked Pakistan in

2009-2010 as 29 but in 2010-2011 it changed to 16, which shows that Pakistan is more vulnerable to

disasters because of climate change effects and lack of mitigation and preparedness framework at

national level.


3. Organizational Profile and Outreach:

SPO's presence at the grass root level, and its regular interaction and committed partnership with community institutions, have, in turn, strengthened SPO's resolve to assist poor and disadvantaged sections of the communities to help achieve their goals for sustainable development under regular programming as well as at times of disasters. In order to address the community needs during the disasters, SPO has established Humanitarian Response department. Through this department, SPO has been dealing with disasters and emergency situations, such as earthquake in Azad Kashmir, Internally Displaced Persons (IDPs) of NWFP and floods of 2010 and 2011 across the country.

During July and August 2010, Pakistan experienced the worst monsoon-related floods in its living memory. Heavy rainfall, flash floods and riverine floods devastated large parts of Pakistan since the arrival of seasonal monsoon rains on 22 July, 2010. As per conservative estimates by NDMA around 20 million people were affected by the floods. The official death toll rose to 1,985, with 2,996 people reported as injured. Besides, human and infrastructural damages, standing crops on tens of thousands acre land was also affected, escalating concerns about food security in large parts of country. In order to facilitate coordinated humanitarian response in the flood affected areas and enable humanitarian organizations to have substantial planning for their humanitarian activities, SPO, with the support of its partner organizations, carried out rapid assessments in the affected areas. Through rapid assessments, SPO identified desperate needs of affected communities, which included: food, clean drinking water and water purification materials, emergency health services, tents and shelter kits, cooking kits, mosquito nets, and other non-food items (NFI). These rapid assessments were widely circulated among the relevant stakeholders through email to enable them plan their humanitarian response. Date-wise situational update and rapid assessments of damages can still be accessed on SPO website http://www.spopk.org.

SPO’s wider outreach in the form of its regional & project offices and presence of SPO partner

organizations all across the country including Azad Jammu & Kashmir, help SPO in responding timely to

the needs of disaster stricken communities. Following is the brief snapshot of SPO’s emergency

interventions in 2010 and 2011.

Cluster Beneficiaries Scope of Work Geographical area

WASH 45,000

Families

1. H&H Kit/material

2. Water Kit (Aqua tab, Jerry can)

3. Public health sessions

4. Rehabilitation of sanitation

facilities

5. Cleaning/Di-silting of drainage

channels

6. Installation of communal water

pump

7. Communal water tank

Balochistan:

District Naseerabad

Punjab: District DG Khan,

Muzaffargarh

Sindh: District Jacobabad,

Kashmore, Thatta, Shikarpur,

Jamshoro, Dadu, TMK, TAY,

Matiari

KPK: District Nowshera,

Charsadda, Malakand

http://www.spopk.org/


SHELTER/NFI 8615

Families

1. Emergency shelter

2. Kitchen set

3. Bedding kit/winterization kit

4. NFI

Punjab: District Rajanpur,

Muzaffargarh

Sindh: District Dadu, Ghotki,

Sukkur,

Shahdadkot,Kashmore,

Shikarpur, Umarkot, MP Khas

KPK: District Swat, Malakand

FOOD 14,700

Families

1. Food packets

2. Cooked food

Punjab: District Mianwali,

Layyah

KPK: District DI Khan

Balochistan:

District Naseerabad

Sindh: Dadu, Ghotki, Badin

Community

Restoration

78,290

Individuals

1.Cash grant

2.Cash for Work

3. Animal vaccination/de-worming

4. Distribution of animal fodder

5. Rehabilitation and de-silting of

water courses

6. Agriculture input

Punjab: District

Muzaffargarh

KPK: District Charsadda,

DI Khan

Balochistan:

District Naseerabad,

Jaffarabad

Sindh: District Kashmore,

TMK Jacobabad, Thatta,

Jamshoro

HEALTH 15,301

Individuals

1. Mobile Health Camps

2. Provision of medicines

Punjab: District Rajanpur,

Muzaffargarh

KPK: District Nowshera,

Charsadda

Education 35000

Children

Temporary Learning Centers Sindh: Matiari


4. Most Vulnerable Districts:

National Disaster Management Authority (NDMA) is the apex body in Pakistan, has declared a list of 31

most vulnerable districts that are under risk of facing another round of floods during and after monsoon

season of 2012. Following table contains the names of districts;

Sr # Districts Province

01 Badin, Thatta, Tando Muhammad Khan, Tando Allah Yar, Mirpurkhas, Sanghar, Umar Kot, Tharparkar, Dadu, Kahsmore, Jacobabad

Sindh

02 Dera Ghazi Khan, Muzaffargarh, Rajanpur, Layyah, Bahawalpur, Rahim Yar Khan, Bhakkar, Mianwali, Faisalabad

Punjab

03 Musa Khel, Loralai, Barkhan, Kalat, Lasbella Balochistan

04 Charsadda, Swat, Mardan, Peshawar, Dera Ismael Khan, Nowshehra

Khyber Pakhtunkhwa

5. Hazard Profile of Vulnerable Districts:

Following table will show the intensity of vulnerability of the districts against possible flooding this

season;

Sr # District Hazard Intensity Disaster History

01 Badin Floods, Cyclones, Torrential Rains

High Badin badly affected in 2011 floods

02 Thatha Floods, Cyclones, Torrential Rains

High Thatha was devastated in 2010 floods

03 Tando Muhammad Khan Floods, Torrential Rains High Badly affected in 2011

04 Tando Allah Yar Floods, Torrential Rains High Badly affected in 2011

05 Mirpur Khas Floods, Torrential Rains High Badly affected in 2011

06 Sanghar Torrential Rains, Floods Medium Some UCs were badly hit in 2011

07 Umarkot Torrential Rains, Floods Medium Some UCs were badly hit in 2011

08 Tharparkar Torrential Rains Medium Some UCs were badly hit in 2011

09 Dadu Torrential Rains, Floods, Hill Torrents

Medium Some UCs were badly hit in 2012 floods

10 Kahmore Riverine flooding, Torrential rains

High Badly devastated in 2010 and 2012

11 Jacobabad Riverine flooding, torrential rains

High Badly devastated in 2010 and 2012

12 Dera Ghazi Khan Floods, Hill Torrents High Badly hit in 2010

13 Muzaffargarh Floods High Badly hit in 2010

14 Rajanpur Floods High Badly hit in 2010

15 Layyah Floods High Badly hit in 2012


16 Bhakkar Floods High Badly hit in 2010

17 Bahawalpur Floods Medium

18 Faisalabad Floods

19 Mianwali Floods Medium Some UC hit in 2010

20 Rahim Yar Khan Floods Medium Partly hit in 2010

21 Musakhel Hill Torrents, Flash Floods, Torrential Rains

Medium Moderately hit in 2007

22 Loaralai Hill Torrents, Flash Floods, Torrential Rains

Medium

23 Barkhan Hill Torrents, Flash Floods, Torrential Rains

Medium Partly hit in 2007

24 Qalat Hill Torrents, Flash Floods, Torrential Rains

Medium Partly hit in 2007

25 Lasbela Flash Floods, Cyclones Medium Partly hit in 2007

26 Charsadda Floods High Badly hit in 2010

27 Swat Flash Floods, Hill Torrents

High Badly hit in 2010

28 Peshawar Floods Medium Some UCs moderately hit in 2010

29 Dera Ismail Khan Floods Medium Partly Hit in 2010

30 Mardan Floods Medium Partly hit 2010

31 Nowshehra Floods High Badly hit 2010

6. Proposed Interventions:

SPO has a vast experience and capacity of designing and handling interventions in following areas;

1. WASH

2. Livelihood

3. Shelter/NFI

4. Community Restoration

5. Health/Education

SPO has national outreach with essentially required skills, capacity and HR for designing and undertaking

such interventions on a very short notice.

6.1 Intervention Matrix:

Following is the Matrix/log from a proposed WASH intervention that can be adopted for any of the

district(s) which would be hit by floods during or after the monsoon season 2012. Furthermore, SPO

would raise such log frame if the intervention is in another sector like livelihood, shelter/NFI or food.

Project Goal

and Objectives

Intervention Logic Objectively

Verifiable Indicators

Sources of

Verification

Risks and

Assumptions

Principal

Objective

To create and

maintain Hygienic

-


Project Goal

and Objectives



Sources of

Verification

Risks and

Assumptions

(IMPACT) Living condition in

relief

camps/spontaneous

settlement

established for

disaster stricken

communities

Specific

Objective

(OUTCOME)

5000 disaster

affected families

targeted relief

camps/spontaneous

settlement are

protected and

having improved

living conditions

5000 HH/families

received WASH

Services coverage to

meet their daily

WASH needs

Monitoring

Report

Project

Progress Report

Pictorial

evidences

Media coverage

There is no

outbreak of

epidemic at

significant scale

due to

overcrowding

and contacts of

large groups

Results

(OUTPUTS)

Result 1

5000 HH/Families

(32,500 individuals)

especially women

and children have

access to 15 Liters

Potable Water/per

person / per day for

their daily use

150 Hand Pumps are

installed in Relief

Camps/Spontaneous

Settlements

40 Washing

Laundries

Constructed in

Relief

Camps/Spontaneous

Settlements

80% of the target

population wash

hands before taking

and cooking food

and after critical

times

80% of the target

population use

mosquito nets as

safeguard to malaria

Survey reports,

Monitoring

reports,

photographs,

on site visits,

progress

reports,

interviews with

beneficiary

families

Political

situation in the

country is

stable

Disaster

situation does

not escalate to

the level

beyond

capacity of the

government

and

international

agencies.

Result 2

500 Temporary

Survey reports,

Monitoring

Political

situation in the


Project Goal

and Objectives



Sources of

Verification

Risks and

Assumptions 5000 HH/Families

(32,500 individuals)

especially women

and children have

access to

Sanitation/Latrines

for Defecation.

Latrines are

constructed in Relief

Camps/Spontaneous

Settlements.

200 Bathing Spaces

are constructed in

Relief

Camps/Spontaneous

Settlements.

WASH Committees

are formed, trained

and equipped to

ensure cleanliness

around latrines

80% of the target

population use

latrines for

defecation

80% of the target

population use

bathing spaces for

bathing purpose s

reports,

photographs,

on site visits,

progress

reports,

interviews with

beneficiary

families

country is

stable

Disaster

situation does

not escalate to

the level

beyond

capacity of the

government

and

international

agencies.

Result 3

5000 HH/families

especially women

and children are

protected against

Dengue/Malaria,

and other water

borne diseases

5000 HH/families

received H&H Kit

5000 HH/families

received Mosquito

nets

80% of the target

population wash

hands before taking

and cooking food

and after critical

times

Survey reports,

Monitoring

reports,

photographs,

on site visits,

progress

reports,

interviews with

beneficiary

families

Political

situation in the

country is

stable

Disaster

situation does

not escalate to

the level

beyond

capacity of the

government

and

international

agencies.


Project Goal

and Objectives



Sources of

Verification

Risks and

Assumptions 80% of the target

population use

mosquito nets as

safeguard to malaria

Activities

(INPUTS)

Result 1 -Staff hiring and orientation -Identification of Relief Camps/Spontaneous Settlement and Hand Pumps installation and Laundries construction sites -Tendering process for procurement, Installation of Hand Pumps and construction of Latrines through vendor - SMS based CRM setup and its wide circulation among the project targeted community. - Formation of WASH Committees - Installation of Hand Pumps and Construction of Washing Laundries - Monitoring of activities at various stages

People in Relief

Camps/

Spontaneous

Settlements use

Health & Hygiene

Kits and Mosquito

Nets

List of

identified Relief

Camps

/Spontaneous

Settlement

Completion

Certificates of

Hand Pumps

Installation and

Washing

Laundries

construction

Photographs

Bi-Monthly

monitoring

visits

conducted

The

identification

process in not

influenced by

local politics

No further rain

or flood

expected

No shortage of

relief items

No drastic

increase in

price of relief

items


Project Goal

and Objectives



Sources of

Verification

Risks and

Assumptions

-Procurement of

desktop and laptops

and other

equipments

- Reporting and

documentation

Result 2 -Identification of Latrine construction sites -Tendering for procurement of Latrine Construction Material and carrying out civil work for construction of Latrines through vendor -Construction of Latrines in identified sites - Monitoring of activities at various stages

- Reporting and

documentation

People in Relief

Camps/

Spontaneous

Settlements use

Health & Hygiene

Kits and Mosquito

Nets

List of

identified Relief

Camps

/Spontaneous

Settlement

Completion

Certificates of

Hand Pumps

Installation and

Washing

Laundries

construction

Photographs

Bi-Monthly

monitoring

visits

conducted

The

identification

process in not

influenced by

local politics

No further rain

or flood

expected

No shortage of

relief items

No drastic

increase in

price of relief

items

Result 3

- Registration of Project Beneficiaries -Procurement of Health & Hygiene Kit sets (General Kit and Women Kit) and Mosquito Nets

Tendering Process

150 Hand Pumps are

Installed in Relief

Camps/Spontaneous

Settlements and

water needs of the

communities are

fulfilled through

List of

identified Relief

Camps

/Spontaneous

Settlement

Completion

Certificates of

The

identification

process in not

influenced by

local politics

No further rain

or flood

expected

No shortage of


Project Goal

and Objectives



Sources of

Verification

Risks and

Assumptions - Distribution of Health & Hygiene Kits and Mosquito Nets - - Monitoring of activities at various stages

- Reporting and

documentation

installed hand

pumps.

50 Washing

Laundries are

constructed in Relief

Camps/

Spontaneous

Settlements and are

being used by

community

Computers and

communication

services such as

internet and cell

phones available in

field office

Hand Pumps

Installation and

Washing

Laundries

construction

Photographs

Bi-Monthly

monitoring

visits

conducted

relief items

No drastic

increase in

price of relief

items

6.2 Intervention Strategy:

The priority needs of the disaster stricken communities in relief camps/spontaneous settlements are

mostly related to hygienic living conditions, food and NFIs. WASH specific needs to ensure hygienic living

conditions and avoid spread of any epidemics are:

1) Provision of safe drinking water to meet their daily water consumption needs

2) Construction of adequate latrines and bath facilities to meet sanitation needs of the affected

communities

3) Provision of Health & Hygiene Kits to enable affected communities to employ hygienic living

practices

4. Mosquito nets for protecting them affected communities in camps from dengue/malaria and

other sanitation/water related diseases.

SPO will conduct Community meetings on weekly/fortnightly basis with project beneficiary community

groups in order ensure their participation in project activities and take their input in planning project

activities and their feedback about carried out project activities. In order to ensure their community

participation and monitoring of project activities, SPO will form WASH Committees, comprising 4-5

community members from beneficiary community in each block/village. 30% of the members of the

proposed WASH Committees will be women.

These WASH committees will be responsible for monitoring of day-to-day project activities being carried

out by project team through vendors. WASH Committees will also assist project team in carrying out


distribution of Health & Hygiene Kits. Similarly, WASH Committees will be responsible for ensuring

cleanliness in their respective block/village and maintenance/cleanliness of project constructed WASH

facilities i.e. Latrines, Bath Spaces and Hand Pumps.

The monitoring and evaluation teams will meet randomly with beneficiaries of the project to verify data

collected by field staff and conduct informal meetings to get feedback related to project activities in

order to promote access to feedback mechanism for the community.

SPO will work in close coordination with local authorities, civil society network, and partner

organizations working in any part of Pakistan.

SPO believes in participatory approach and engaging communities throughout project life cycle. The

interventions will be carried out, keeping in view the cultural practices in the respective communities.

The local community would be involved in beneficiary identification process while as per broader

criterion, all the families living in Relief Camps/Spontaneous Settlement would be eligible for receipt of

project services/goods

The proposed activity is an emergency intervention focusing on the provision of WASH services coverage

in the relief camps/spontaneous in order to thwart possibilities of spread of any epidemics there.

Although, overall emphasis of the proposed project would coverage of WASH needs of the affected

communities, but keeping in view the large presence of communities in camps, SPO would to raise their

awareness about Health & Hygiene and enhance their skills about practicing Hygienic Living practice.

Women mobility is a challenge in closed cultured society like Pakistan. The distribution points will be

established which would be easily accessible to women beneficiaries. Female staff will facilitate women

beneficiaries during data collection and beneficiary identification and finally in getting hassle free relief

assistance during distribution. SPO would ensure that all the relief items procured under proposed project, meet prescribed minimum

standards of HAP/SPHERE. SPO would design and implement a complaint registration mechanism which

will help project team to deliver the relief package in a transparent manner. Staff would ensure that no

beneficiary is exploited or humiliated because of his/her vulnerability and the right to humanitarian aid

would be upheld at every cost.

6.3 Indicative Work Plan:

S# Task ▼ Weeks

1 2 3 4 5 6 7 8 9 10 11 12 13

1. Staff Hiring and Orientation/Training X

2. Coordination and liaison with concerned

authorities X X X X X X X X X X X X X

3. Survey Relief Camps/Spontane flood prone

villages and identification/selection of X X


S# Task ▼ Weeks

target villages for project activities.

4. Identification of 5000 most deserving

families for distribution of H&H Kits and

Mosquito Nets

X X X

1. Identification of sites for Hand Pumps

Installation and construction of temporary

latrines and bath spaces

X X

6 Procurement of 5000 H&H Kits and 10,000

Mosquito Nets X X

7 Conduct 300 Health & Hygiene Sessions X X X X X X X X X X

8 Distribution of H&H Kits & Mosquito nets X X X X

9 Installation of Hand Pump and construction

of temporary latrines and bath spaces in

relief camps/spontaneous settlements

X X X X X

10 Meetings of WASH Committees for

monitoring of project activities and ensure

cleanliness in their respective blocks

X X X X X X X X X X X

11 Post Distribution Monitoring X X X X X

12 Reporting and documentation of the

project activities X X X X X X X

6.4 Beneficiary Communication Section (BCS):

Since two year, SPO HAP full member and now doing best possible efforts for upholding accountability

and transparency elements in its humanitarian operations.

This latest communication system has been add as a new feature in organizational profile and enables

SPO to have a sustainable Beneficiary Communications system that has a lifespan beyond just a single

project. The system has initially been rolled out in three districts Dadu, Thatha and Kashmore. It will

offer three types of services to SPO and beneficiaries which include i) Effective complaint response

mechanism ii) Information hotline about project services and progress iii) broadcasting early warning

alerts and weather advisory through voice and text services.


BCS has been a hallmark of DPRD operations since the introduction of SMS based complaint response

mechanism in 2011 and this communication system has been designed and expanded in line with HAP

benchmarks.

6.5 Required Human Resource:

SPO will recruit the following team members to implement the relief operation in the target district:

1 Project Manager: mainly responsible for liaison with funding partner and managing the

project and team. (Based in Islamabad)

1 Project Coordinator: overall supervision and implementation of the project activities and

reporting back to project manager. (Project Office)

1 Logistics Officer: would undertake administrative role and procurement procedures for

ensuring transparent and timely purchase of the items, based in Project Office

1 Accounts Officer: would hold the responsibility of keeping financial record in line with SPO and

Novib’s requirement, based in Project Office

10 Field Officers: team of10 FOs would be hired for target district and they would be primarily

responsible for conducting survey, identification of families, preparing distribution lists, ensuring

distribution of relief items and then record keeping and reporting etc., 5 male and 5 female

positions, based in Project Office

1 Civil Engineer: will be responsible for designing of BoQs for indentified schemes and based in

the target district.

1 Sub Engineers: will be responsible for the identification of schemes, monitoring of progress on

schemes and ensuring daily attendance of CFW members (based in target district)

6.6 Project Monitoring:

SPO has an effective monitoring and evaluation system in place. This would help to closely monitor implementation of different activities at the field level. Further,it would help in timely trouble shooting. Through timely internal and external program and financial audits, SPO would ensure transparency and accountability of program staff and other stakeholders at different stages of the program. Bi-Monthly monitoring visits to the distribution points, warehouses, and meetings with community will ensure transparency.

In addition, SPO National Centre will provide admin & finance, monitoring & evaluation and reporting and documentation support to the field office on regular basis. The reporting (narrative and financial) schedules and deadlines will be shared once mutually agreed with Relief International. Logical Framework with be guiding tool for the implementation teams to meet the desired outputs.

7. Estimated Costs:

At this point of time, SPO is of the view not to provide with estimates as the situation may vary

drastically and availability of HR, project supplies and services have financial implications. However, it

can be mutually agreed with the Relief International about cost estimates of the proposed intervention

at the time of kick starting the project activities on the ground.

Documents

SPO Contingency Plan 2013