Organisation of new backstopping resource

Region (Cat 3&4), Centre (Cat 1&2) Procedures for organising new backstoppi ng resource Regional Humanitarian Manager/Director (Cat 3 & 4) / Senior Humanitarian Advisor (Cat 1 & 2) Resources/tools/ guidelines Key SCI Centre contacts

Organising backstopping 1. Define non-technical backstopping needs for the response, with reference to categorisation framework, and in consultation with finance, grants, logistics, HR SCI RO/Centre functions, CO and SCI DHD Ops. 2. Budget backstopping, depending on likely location and profile of backstopper(s).

Standard ops backstopping ToR

Example backstopping budget TA standard rates 2013 Example backstopping plan for EMG

3. If additional resource is needed, agree how backstopping will be resourced in EMG/REMG call, or through contact with members after EMG/REMG call. 4. If recharge/recruitment is necessary, budget backstopping in response budgets as far as feasible and necessary, in donor budgets and through seed funding. 5. Carry out recruitment/secondment agreements as necessary (not always necessary and to be avoided where unnecessary discuss with member, HR and DHD-Ops). Finalise ToR/JD. 6. Ensure induction & briefing, ensure backstopper has: a. Core documents b. Backstopping toolkit c. SCI login, email address, laptop, etc d. Google docs login for OMT e. Contacts & structure humanitarian team 7. Ensure added to Ops team distribution list and Monday ops call invitation 8. Ensure added to IT information sharing platform (currently Dropbox) 9. Ensure access to SCI online systems as

TA standard rates 2013

David Wightwick, (DHD Ops), Karen Kroger (Finance), Jo Bennett (Grants), Andrew Parkes (Logistics), Ann Hall (HR), Sarah Tyler (Media/ Comms), Misty Buswell (Advocacy )

SCI Centre secondment agreement / SCI hum intl secondment agreement

Core documents New starter form OMT procedures Contacts / structure Email Elisa Marcon

Send Dropbox sharing invitation to their email

necessary (Xtranet, AMS, Agresso, Story Central)

How to access SCI online systems

Basic operations backstopping procedures

Region (Cat 3&4), Centre (Cat 1&2) First 2448h Operations Backstop Procedures Resources/tools/ guidelines Key SCI Centre contacts

1. Initial contact with CO to establish situation and ensure DHD Ops informed (Cat 1&2). Establish main contact point in CO. 2. Ensure Alert email sent out, and assessments are happening/planned, and frequency of initial sitreps. 3. Establish and/or confirm the role of each person for technical backstopping, finance and grants leads, HR, logistics, media/comms and advocacy leads for each country. 4. As necessary, get other basic country information from CO/RO: a. Contact list (and whos present) b. Org chart c. EPP and emergency response team d. Sectoral technical leads/focal points to communicate to TA backstops 5. Agree basic roles and responsibilities and communications link with RO (normally Regional Humanitarian Director or equivalent). 6. Arrange intial EMG/REMG call. For EMG: o Check David Wightwick/Mike Penrose availability o Invite HE (+Sonia Khush & Alex Brans), CD, RTL, RD/Regional Humanitarian Director + Sarah Tyler, Misty Buswell. o Organise minute-taking and circulate minutes with action points. 7. Follow-up with Global Roster manager on initial deployment needs from CO/discussion with DHD Ops/EMG call. 8. Agree structure of response team, key necessary deployments, and any changes

CD/RD contact page

David Wightwick, (DHD Ops)

Alert system Standard sitrep format (humanitarian toolkit) Technical backstopping request email address

Other contacts as above

Check Xtranet and only ask CO for info that isnt on Xtranet: Basic country information Contacts

Standard distribution/participa tion lists EMG minutes example

Ann Hall (Global Roster)

Global Roster JDs Karen Kroger (Finance), Jo Bennett

Discuss with DHD

to CO org structures 9. Discuss with Finance and Awards team any initial cash needs, release of SCI emergency funds (authorisation by IP Director) and discuss with finance and awards team if pooling seed funding is being considered. After 48h / On-going Coordination & Operations 1. Ensure categorisation deliverables are provided on time and CO is aware of what they have to provide and has formats from humanitarian toolkit. 2. Input into and review key deliverables from CO such as response outline and strategy, particularly against humanitarian benchmarks, before wider distribution as per distribution lists. Ensure relevant technical backstops have the possibility to comment. Ensure documents updated as appropriate. 3. Ensure adherence to agreed strategic priorities and plans through regular contact with CO and on ops calls. 4. Agree frequency of sitreps, response ops calls and member calls with CO and involved members. 5. Establish response on OMT, update weekly, attend weekly SCI Hum Ops team calls and brief on situation. 6. Ensure operations coordination with the activities of media/communications and advocacy

Ops or Senior Advisor [Pooled funding doc] Award Management Guidelines

(Grants)

Categorisation framework & toolkit

Strategy checklist Distribution lists

[calls doc with agendas]

OMT guidelines OMT link Advocacy and media-comms backstops and deployed staff Distribution lists EMG minutes example

7. Chair regular technical/operations crossmember phonecalls and organise EMG calls as necessary/agreed. Ensure minutes are kept for calls and action points followed. 8. Org structure: support countries through changes to org structure and roles and responsibilities relating to the response. 9. Set up response on information-sharing platform, ensure access by relevant people

Dropbox used for the moment

(SCI hum team, response staff, regional team and backstops), ensure documents are stored on platform and manage documentation on platform. 10. Establish master contact list and maintain on info-sharing platform to which key response staff, CD, regional team, backstops and SCI humanitarian team should have access. 11. Monitor external media on crisis and highlight key developments/opportunities to CO. 12. Ensure relevant documents are shared with the right people and where necessary posted on the Xtranet Funding, Grants and Finance 13. Ensure CO has cash in country, advise on setting up temporary account codes if necessary. 14. Ensure funding tracker produced as needed, support country to identify and resolve gaps through: o Review of regular funding trackers and progress against appeal targets o Advice on humanitarian donors and their processes e.g. ECHO primary funds o Ensure CO inputting into CAP/Flash Appeal o Highlighting gaps to HRG or targeted members, and putting CO in contact with right people in members and regions 15. Work with grants backstop to support CO to get funding through internal systems to be able to spend money ASAP: a. Advise/obtain advice on internal systems and processes for COs b. Identify potential bottlenecks, and follow with members/SCI departments/approvers to accelerate. c. Support CO on CEF requirements and relevant focal points in members d. Encourage members to use PALs where appropriate for institutional

Example contact list

Distribution lists Karen Kroger

Formats in humanitarian toolkit

ECHO advice page

Jo Bennett Award Management Guidelines

List of AMS approvers

[CEF formats link]

Karen Kroger

Account management guidelines (including which members are

funding and for appeals tranches. 16. Ensure CO producing required financial information on response, particularly monthly reporting of spend. 17. Monitor CO reporting and spending vs targets, discuss potential problems with CO and escalate as necessary. 18. Ensure communication of funding opportunities between members and Country Offices 19. Assist country in budgeting of seed funding, and most productive use of seed funding. 20. Support CO in awareness and management of donor/member requirements, highlighting particular issues such as audit requirements. 21. Identify options for cost recovery of backstopping resources from grants and highlight to Senior Advisor/DHD Ops. HR and Deployments 22. Support CO to design response team to achieve benchmarks. 23. Ensure HR tracker produced and basic deployment information available on a reasonable frequency (normally sitrep frequency). 24. Assist CO to filter visit requests, ensure clear ToRs provided for deployments and support visits. 25. Support CO through ops calls and monitoring of HR tracker to identify upcoming gaps and fill them through reference to global roster manager and member/SCI department contacts.

responsible for which donors)

Default deployments in categorisation framework humanitarian toolkit

Global Roster JDs

Xtranet safety and security page Security advisors contact list Pre-departure information Adam Berthoud / Kathryn Bolles Rob Holden

Technical backstopping ToR and procedures

Security 26.Support Country Office(s)/Team Leader in the implementation of minimum safety and security requirements, in liaison with

humanitarian toolkit

the SCI security team as required. 27.Ensure staff deployed follow appropriate pre-departure security requirements. Programme design and Quality 28.Ensure technical backstops are in contact with in-country counterparts and involved in supporting response. 29.Ensure RTR organised within 3 months of response (Cat 1 & 2), and post-response evaluation