XXXXXXXXX National Office

Emergency Preparedness and Response Plan

Period xxx to xxxx

Date Prepared:

………………………………… ……………………………………………..

Focal Person National Director

………………………………………………………

Regional Director

1
Table of Contents
1. Executive Summary..........................................................................................................3
2. Hazard and Risk Analysis..................................................................................................3
3. Objectives, Strategies, and Principles................................................................................3
4. Overall Coordination Arrangements.................................................................................3
5. Summary of Sector/Cluster Response Plans......................................................................4
6. Internal Capacity and Gap Analysis...................................................................................4
7. Local Partner Capacity and Gap Analysis...........................................................................4
8. Minimum Preparedness Actions by Functional Area.........................................................4
9. Emergency Readiness Actions by Functional Area...........................................................10
10. Annexes..........................................................................................................................15

2
1. Executive Summary

2. Hazard and Risk Analysis

2.1 Please use the table below to identify key hazards and risks and rank by Impact (I) and
Likelihood (L) to determine seriousness.

Type of Impact Likelihoo Seriousness Comments

hazard/risk d =IxL

3. Overall Coordination Arrangements

3.1 Brief description of existing national and regional coordination mechanisms for emergency
preparedness and response. Who are the lead and participating agencies? Does ChildFund
participate currently? What are the latest available statistics on chid protection?
3.2 Diagram of coordination structures
3.3 Gap analysis, include analysis of how issues of humanitarian child protection interventions can
best be coordinated.
3.4 Key donor missions present in country, which may be able to support emergency response
activities. Describe any current ChildFund relationships or contact with these donors.
3.5 Cross-cutting issues - gender, disability, age (and life stage)

4. Summary of Sector/Cluster Response Plans

Cluster, Lead Other key actors Which Geographic Key interventions

sector or agency emergency areas planned
working risk(s) planned targeted
group1 for
Protection2
Education
Health3
Nutrition
Food security
Agriculture
1
Please adapt this list to the coordination structure present in country, i.e. adding, modifying and/or deleting as
appropriate.
2
Please note that Child Protection and Gender-Based Violence are Protection sub-clusters, either may include
psychosocial support and linkage to the Health Cluster as well.
3
Please note that Mental Health and Psychosocial Support is Health sub-cluster that may link to Child Protection.

3
 Shelter/camp
management
Early
recovery

5. Internal Capacity and Gap Analysis

5.1 NO leadership/senior management
5.2 Human Resources
5.3 Program
5.4 Sponsorship
5.5 Child protection
5.6 Logistics and Procurement
5.7 ICT
5.8 Finance
5.9 Administration
5.10 Security
5.11 Communications

6. Local Partner Capacity and Gap Analysis – complete for each local partner (LP)
6.1 Leadership/senior management
6.2 Human Resources
6.3 Program
6.4 Sponsorship
6.5 Child protection
6.6 Logistics and Procurement
6.7 ICT
6.8 Finance
6.9 Administration
6.10 Security
6.11 Communications

7. Minimum Preparedness Actions by Functional Area

Functional Areas Name of Accountable Manager

NO Management
Human Resources
Program
Sponsorship
Child Protection
Logistics and Procurement
ICT
Finance

4
Administration
Security
Communication

7.1 National Office Management

National Office Management

Status

Due date
Resources

initiated
Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done
required

7.1.1. Familiarize staff with the Emergency

Preparedness and Response Toolkit
7.1.2. Identify an EPR Focal Point for
compiling/updating the MPA checklist.
7.1.3 Allocate staff members to compile the MPAs for
each functional unit.
7.1.4. Identify needs and opportunities for staff
training in emergency preparedness and
simulation exercises at NO level. Include child
protection in emergencies, rapid assessment,
and implementing child centered spaces.
7.1.5. Ensure that an emergency folder (hard and soft
copy) is created, containing all relevant
documents and information.
7.1.6. Establish NERT team, and ensure all members
are clear on their roles and responsibilities
during an emergency (See NERT ToR)
7.1.7. Identify potential off-site storage and work
location(s).
7.1.8. Identify essential NO documents; keep back-up
copies in off-site location(s).
7.1.9 Establish contact with key government
emergency focal points.
7.1.10 Ensure ChildFund’s participation in inter-agency
contingency planning and other country-level
disaster preparedness efforts.
7.1.11 Ensure that all staff are equipped with
appropriate communication tools
7.1.12 Identify focal points for cross-cutting areas
highlighted in EPP
7.1.13 Ensure NO staff are familiar with inter-agency
emergency response mechanisms such as the
clusters.

5
 7.2 Human Resources

Human Resources
Status

Due date
Resources

initiated
Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done
required

7.2.1. Compile a list of all staff contact details,

dependents and next of kin, and distribute to all
staff the essential contact information.
7.2.2. Ensure the pre-arrival briefing information for
new staff and visitors is updated, and that all
staff and visitors receive essential information
on security, medical procedures, etc.
7.2.3 Identify visa and security clearance requirements
for staff deployment and evacuation.
7.2.4. Remind staff to have up-to-date ID cards and
other relevant personal documentation (e.g.
vaccination booklet) on hand.
7.2.5. Prepare and disseminate a contact list of
medical professionals, clinics and hospitals to
which staff should be referred in the event of a
medical emergency. Familiarize all staff,
especially drivers, with information about which
facilities are equipped to handle which medical
procedures, and where these facilities are
located.
7.2.6. Ensure that all staff receives security and first
aid training.
7.2.7. Revise staff job descriptions to reflect possible
roles in an emergency response.
7.2.8. Compile a list of staff who are available to
deploy to field locations, in case of an
emergency.
7.2.9 Establish and regularly update a roster of
possible candidates for immediate recruitment
in each functional area, in case of large-scale
emergency response.

6
 7.3 Program

Program
Status

Due date
Resources

initiated
Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done
required

7.3.1. Ensure the regular update of the Country

Profile
7.3.2. Ensure the availability of the following
maps, lists and calendars:
 baseline data for populations where
we have sponsorship programs
 list of protection sector/cluster
partners in each administrative area
 other actors engaged humanitarian
programming, particularly in child
protection and child-focused activities
7.3.3 Compile and regularly update contact details of
local and national government counterparts.
7.3.4. Identify candidates who are qualified to carry
out emergency child protection rapid
assessments, and keep their contact details at
hand.
7.3.5. Have generic checklists/questionnaires and
essential tools in place for child protection
assessments.
7.3.6. Ensure that necessary systems are in place to
implement child centered friendly spaces in an
emergency, including essential supplies pre-
positioned or quoted from pre-qualified
vendors.
7.3.7. Ensure that adequate monitoring and evaluation
systems are in place to assess ChildFund
emergency response activities
7.3.8 Identify a lead for child protection in emergencies
coordination

7.3.9
Ensure referral systems are in place, and that
referral guidelines are distributed to staff and
partners

7.4 Sponsorship

Sponsorship
Minimum Preparedness Actions (MPAs) Status Lead Comment

7
 initiated
Resources

To be
Done
required

7.4.1 NO develop criteria to determine when an LP/area

should be put on hold assignments or all other
activities
7.4.2 Prepare a map showing areas of operation
7.4.3 NO develop a set of criteria/guidelines to
determine when to suspend sponsorship activities
(letters, DFCs, bridge enquires, inventory, CVS etc.)
7.4.4 Ensure that all enrolled children information are
updated in LINCs or Bridge
Develop a set of Criteria to determine if temporary
migration should be extended beyond 90 days
Develop criteria/guidelines for re-directing DFCs
7.4.5 Ensure all LPs are in compliance with the SOP for
the storage of Children’s files and all other SR
documents
Ensure the maintenance of good sponsorship
management in compliance with the SOP
7.4.6 In collaboration with the NERT identify criteria and
an appropriate location for the safekeeping of SR
documents, should it be required in a specific
emergency.
7.4.7 Prepare a list of all pending sponsorship
management activities and current status

7.5 Child Protection

Child Protection
Status
Due date

Resources
initiated

Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done

required

7.5.1 Identify needs and opportunities for staff

training, exercises and simulations in emergency
preparedness ie: CPiE, rapid assessment,
implementing CSS in emergencies, supporting
CBCPM to transition into emergency mode.
7.5.2. Have generic checklists/questionnaires (child
protection etc) for assessments as well as other
essential assessment-related tools in place.
These include GPS devices, calculators,
stationery and paper, etc.
7.5.3 Ensure a minimum of 5 NO staff have
completed CPiE training
7.5.4.
Ensure that necessary plans are in place to support
community-based child protection mechanisms in
an emergency, including roles and responsibilities
of rapid response/emergency teams
7.5.5. Participate actively in child protection working
group at national and regional levels, if this is
functioning

8
7.5.6 Identify excluded groups of children and the
causes and consequences of their exclusion
7.5.7 In coordination with child protection stakeholders,
establish an agreed baseline of child protection
information, common indicators, and processes of
data-sharing and analysis
7.5.8 Ensure program, DES, and technical staff know
how to integrate child protection into
interventions in other humanitarian sectors

7.6 Logistics and Procurement

Logistics and Procurement

Status

Due date
Resources

initiated
Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done
required

7.6.1. Find out and document customs clearance and

tax waiver procedures, for importation of
needed supplies during emergency response.
7.6.2. Prepare and update lists of pre-qualified
transporters and other logistical service
providers.
7.6.3 Compile a list of pre-qualified vendors to
procure equipment for child-centered spaces and
other relevant emergency supplies.
7.6.4. Pre-position basic supplies for child-centered
spaces, if possible.
7.6.5. Identify local hired transportation services
which the NO can use in case transport needs
exceed existing NO capacities.
7.6.6. Procure supplies for an ‘office in a box’ for rapid
deployment

7.7 ICT

ICT
Status
Due date

Resources
initiated

Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done

required

7.7.1. Set up appropriate ICT applications and

services to enable key staff to work from
home if necessary. These should include
internet connection, laptops with essential
software installed, mobile phones, and
possibly hand-held radios.
7.7.2. Ensure that in the event of an emergency the

9
 office's off-site location can be rapidly equipped
with an IT toolkit, mail server, satellite phone,
base radio station, solar power kit, and
generator.
7.7.3 Equip at least one office vehicle with two
batteries and a charger/inverter to re-charge
phones and laptops, and always have additional
batteries in stock.
7.7.4. Conduct and regularly test a backup of
essential documents to be stored in off-site
location(s).
7.7.5. Establish and maintain an EPRT folder on the
shared drive, with sub-folders for each unit and
maintain it.
7.8 Finance

Finance
Status

Due date
Resources

initiated
Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done
required

7.8.1. Identify key finance staff with specific

responsibilities in the event of an emergency
response. Ensure that those responsible for or
who are designated to perform financial
transactions have proper guidance on emergency
finance procedures.
7.8.2. Revise the list of reviewers, approvers, and
petty cash custodians, to ensure proper
segregation of duties at all times.
7.8.3 Revise the list of signatories for checks and
electronic payments, to ensure coverage
during emergency situations.
7.8.4. Establish backup mechanisms for financial
procedures, which can function during loss of
connectivity or financial system breakdown.
7.8.5. Ensure that a fireproof safe is available at all
office sites, for the safekeeping of cash and
important documents.

7.9 Administration

Administration
Status
Due date

Resources
initiated

Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done

required

7.9.1 Identify potential off-site location(s) for work.

7.9.2. Identifying lodging facilities that can be used
to accommodate staff deploying for
emergency response.
7.9.3 Identify appropriate location(s) to hold
strategic stocks of essential items. Regularly

10
 check stocked items to ensure that they are
usable and in good condition.
7.9.4. Arrange for first aid kits to be distributed to
each work area, and ensure that first aid kits
and fire extinguishers are present in all vehicles
and office premises. Ensure that all kits and
extinguishers are maintained.

7.10 Security

Security
Status

Due date
Resources

initiated
Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done
required

7.10.1. Ensure that all NO staff have received security

and first aid training
7.10.2. Set up clear procedures for the evacuation of
all buildings, and conduct regular drills to test
these procedures.
7.10.4. Distribute emergency contact information lists
to all staff.
7.10.5. Ensure that relevant staff receives training on
use of available communications devices such as
VHF radios and/or satellite phones.

7.11 Communication

Communication
Status
Due date

Resources
initiated

Minimum Preparedness Actions (MPAs) Lead Comment

To be
Done

required

7.11.1. Identify a backup spokesperson for the NO in

case ND not available, and ensure protocols are
in place for the handling of media in
emergencies
7.11.2. Ensure updated biographical information and
digital head shot of spokesperson are on file
7.11.3 Ensure the designated spokesperson has
received appropriate media training
7.11.4. Develop a media and communication strategy
for the country, ensure processes for
communicati ng on issues
involving children is in line with best
practi ce for child parti cipati on

11
7.11.5. Maintain up-to-date key talking points and
country profile
7.11.6. Prepare and update lists of national and
international media and media contacts in
country.
7.11.7. Ensure that essential equipment, such as digital
stills cameras, video cameras, satellite phones,
etc. are available and functioning, and that staff
are trained to use the devices.
7.11.8. For communication purposes keep in stock a
minimum quantity of visibility items such as
banners, hats, T-shirts, stickers, flags, etc.

12
8 Early Readiness Actions by Functional Area

Functional Areas Name of Accountable Manager

NO Management
Human Resources
Program and
Sponsorship
Child Protection
Logistics and Procurement
ICT
Finance
Administration
Security
Communication

8.1 NO Management

National Office Management

Status

Due date
Resources
initiated

Early Readiness Actions Lead Comment

To be
Done

required

8.1.1. Ensure that the DES Focal Point compiles the

ERA checklists based on inputs by functional
units, and determine a timeline for ND
approval.
8.1.2. Check whether the Minimum Preparedness
Actions are in place and updated.
8.1.3 Develop a Concept of Operations for the
disaster, if decision is made to respond.
8.1.4. Put in place enhanced security measures as
agreed upon by security unit
8.1.5. If drastic deterioration of the security situation
is foreseen, identify options for rapid lock-down
or closure of offices; the destruction of
sensitive electronic and hard-copy
documentation; remote or semi-remote control
implementation.
8.1.6. Review essential NO functions, identify the
profile and number of additional staff that may
be required, and determine sources for
possible recruitment or deployment.
8.1.7. Contact key government focal points, to
assess the national emergency response
capability and the scope for ChildFund
assistance.
8.1.8. Review coordination arrangements and
response plans within the coordination and
response management structures present in
country.
8.1.9 Identify funding sources for emergency
readiness actions.
8.1.10 Consult with existing grant donors, whether
some funding can be reallocated to support
emergency responses.

13
 8.2 Human Resources

Human Resources
Status

Due date
Resources

initiated
Early Readiness Actions Lead Comment

To be
Done
required

8.2.1. Update information in the staff contact list.

8.2.2. Request that staff update the list of their assigned
items, and remind them to have ID cards and
other relevant documents on hand.
8.2.3 Draft generic job descriptions for additional staff
that may need to be deployed or recruited.
8.2.4. Identify potential new staff candidates from
ChildFund International roster, Alliance partners,
and national recruitment lists.
8.2.5. Identify accommodation and transportation
options to cater for augmented staff needs.
8.2.6. Communicate changes in security clearance
requirements.
8.2.7. Find out updated visa requirements, and obtain
needed visas for newly-deploying staff.

8.3 Program

Program
Status
Due date

Resources
initiated

Early Readiness Actions Lead Comment

To be
Done

required

8.3.1. Engage with government, partners, and other

agencies to determine if a child protection
assessment is warranted. If so work with other
organizations
If yes then agree, in collaboration with partners,
on the makeup of the assessment teams, areas
to be covered, and assessment methodology.
8.3.2. Identify key staff for the assessment team and
ensure they have the necessary templates,
equipment and logistics support.
8.3.3 Identify the most appropriate activities to
undertake as part of a possible response.
8.3.4. Compile a list of potential cooperating partners
and their contact details.
8.3.5. Finalize strategy and intervention statement to
share with IO Sponsorship, for use in
communicating with sponsors.
8.3.6. Update map showing areas of operation and area
affected by disaster
8.3.7. Suspend sponsorship activities and request that IO
put new assignments on hold

14
 8.4 Sponsorship

Sponsorship
Status

Due date
Resources

initiated
Early Readiness Actions Lead Comment

To be
Done
required

8.4.1. Work with Programs/NERT to prepare a strategy

and intervention statement and share with IO
Sponsorship, to be used to communicate with
sponsors of children in the affected area.
8.4.2. Review and update the map showing areas of
operation and area likely to be impacted by
disaster
8.4.3. Review and update criteria/guidelines to
determine when to suspend sponsorship activities
(letters, DFCs, bridge enquires, inventory, CVS etc.)
8.4.4. Ensure that all enrolled children information are
updated in LINCs or Bridge
8.4.5. Review and update criteria to determine if
temporary migration should be extended beyond
90 days
8.4.6. Review and update criteria/guidelines for re-
directing DFCs
8.347. Ensure all LPs are in compliance with the SOP for
the storage of Children’s files and all other SR
documents
8.4.8. In collaboration with the NERT visit identified
location to determine appropriateness for the
safekeeping documents including SR documents
8.4.9. Ensure all SR staffs are familiar with the
standardized template for individual child
tracking/follow-up

8.5 Child Protection

Child Protection
Status
Due date

Resources
initiated

Early Readiness Actions Lead Comment

To be
Done

required

8.5.1. Engage with protection partners in preparedness

activities and/or interagency meetings.
8.5.2. Engage with government, partners, and other
agencies to determine if a child protection
assessment is warranted. If so work with other
organizations
If yes then agree, in collaboration with partners,
on the makeup of the assessment teams, areas
to be covered, and assessment methodology.
8.5.3 Identify key staff for the assessment team and
ensure they have the necessary templates,
equipment and logistics support.

15
8.5.4. Identify the most appropriate child protection
activities to undertake as part of a possible
response.
8.5.5. Regular, active participation in the child
protection working group at national and
regional levels, if activated.
8.5.6 In collaboration with other humanitarian actors,
identify the threats, capacities, and
vulnerabilities that are contributing to child
protection risks.
8.5.7 In collaboration with other humanitarian actors,
initiate a process of ongoing collective child
protection risk analysis to keep up with the
changing context and adapt child protection
measures accordingly to maximize outcomes.

8.6 Logistics and Procurement

Logistics and Procurement

Status

Due date
Resources
Early Readiness Actions initiated Lead Comment
To be
Done

required

8.6.1. Review the lists of pre-qualified transporters

and other logistic service providers, to ascertain
their current capacity
8.6.2. Review pre-qualified vendors to ensure that
likely-needed supplies are available at agreed
prices.
8.6.3 Ensure that the ‘office in a box’ is complete and
ready for deployment
8.6.4. Ensure that prepositioned supplies (where
applicable) are ready for deployment
8.6.5. Review local hired transportation services, to
ensure drivers and vehicles are available to
meet NO needs.
8.6.6. Review the lists of pre-qualified transporters
and other logistic service providers, to ascertain
their current capacity

8.7 ICT

ICT
Status
Due date

Resources
initiated

Early Readiness Actions Lead Comment

To be
Done

required

8.7.1. Prioritize critical IT applications and services for

support of operations.
8.7.2. Update the inventory of spare ICT and

16
 communications equipment, and assess
potential sources to fill any gaps identified.
8.7.3 Ensure availability and functionality of
equipment that will allow staff to work from
home, and/or from off-site offi ce location.
8.7.4. Ensure that backup communication and
electrical systems, associated equipment and
hardware are in place and functioning,

8.8 Finance

Finance
Status

Due date
Resources

initiated
Early Readiness Actions Lead Comment

To be
Done
required

8.8.1. Review the lists of reviewers, approvers, and bank

signatories to see if additions or adjustments are
needed.
8.8.2. Provide NO Management and program managers
with frequent BVA reports, and help adjust budget
forecasts/workplans as appropriate.
8.8.3 Assess whether the banks in which ChildFund
maintains its accounts have the capacity to
continue operating and to meet ChildFund cash
requirements in the event of an emergency, and if
necessary transition to cash operations.
8.8.4. Identify whether it is necessary to request an
increase in the petty cash levels and thresholds at
the NO and AOs.
8.8.5. Review the checklist of documentation required to
support financial transactions, and ensure that
needed documents are readily accessible in the
event of a disaster.

8.9 Administration

Administration
Status
Due date

Resources
initiated

Early Readiness Actions Lead Comment

To be
Done

required

8.9.1. Update the staff contact list and distribute it to

staff.
8.9.2. In coordination with Security and HR unit, update
office inventory and ensure that there is a surplus

17
 of critical equipment and supplies to attend to
staff needs. This includes inventory such as
vehicles, basic spare parts, fuel, drinking and non-
drinking water, emergency food (with cooking
facilities), blankets, sleeping bags, mosquito nets
and pre-paid SIM cards.
8.9.3 Ensure that new or additional office sites, when
needed, can be very rapidly furnished with
essential office equipment and supplies.
8.9.4. Ensure that sufficient, alternative local driving and
transportation services are in place.
8.9.5 Ensure that first-aid kits are stocked with
medicines that have adequate shelf-life, 5 years or
longer if possible.

8.10 Security

Security
Status

Due date
Resources

initiated
Early Readiness Actions To be Lead Comment
Done

required

8.10.1. Inform NO staff of any changes in the security

situation.
8.10.2. Identify additional security measures that are
required; provide staff with radio equipment and
call signs, as required, and train how to use.
8.10.3 Revise relocation and evacuation plans, and adjust
as appropriate
8.10.4. Carry out a building evacuation drill.
8.10.5. Remind staff to keep emergency stocks of ready-
to-eat food and water and other needed items at
home.

8.11 Communications

Communication
Status
Due date

Resources
initiated

Early Readiness Actions Lead Comment

To be
Done

required

8.11.1. Consult with IO/RO about media and

communication strategy for the emergency.
8.11.2. Develop talking points for the emergency.

18
8.11.3 Ensure that ChildFund is represented in
Interagency press briefings.
8.11.4. Ensure that media contacts are up-to-date,
including media relations in partner organizations.
8.11.5. Reach out to media contacts to discuss the
emergency situation and ChildFund response, if
appropriate
8.11.6. Pre-position visibility items in key locations

9 Date for next EPP revision

10 Annexes
10.1 Summaries of sector plans
10.2 NO Organizational chart
10.3 Key NO and EMU Staff contact information
10.4 List of NO physical resources
10.5 Phone tree
10.6 Vehicle and key equipment inventory
10.7 Map showing program coverage areas indicating Local Partner (LP) locations and
transport routes
10.8 Terms of Reference for coordination groups
10.9 National disaster management policy (from government body)
10.10 Civil defense agency directory
10.11 Recommended transport companies and key transport hubs
10.12 Emergency medical/trauma centers
10.13 Pre-identified evacuation sites
10.14 Standardized template for individual child tracking/follow-up

19