Concept of

Contingency
planning
 What is contingency planning
Contingency plan is a tool, that:
 identifies possible scenarios of humanitarian crisis and need

within a specific location/areas;

 outlines the co-ordination, managerial and technical mode

of operation for a humanitarian response in programming,

media/communications and advocacy/campaigns;
 establishes priorities of actions;

 identifies resources and capacities of respective

organization/departments within the framework of the overall

humanitarian strategy
 outlines the existing agreements of national/local co-

ordination teams
 identifies gaps in the respective organizations/departments

and continuous efforts to lessen the gaps

Why do we need Contingency Plans?
 identify hazards, risk,vulnerabilities or conflict and its
implications for starting work that will enable the respective
org. to discuss in advance issues related to the
appropriateness and effectiveness of different strategies
and response plans.
 allow quicker response times through less transaction costs
when a crisis actually occurs
 facilitate ownership for all stakeholders specially community
of the joint contingency plan and have better co-ordination
through participation in the contingency planning process
 allow effective pre-positioning of resources, staff and
partners and community to respond to humanitarian events.
 identify more concrete linkages between development work
and possible preparedness, mitigation and prevention
activities.
 Characteristics of a CP
 It must be compliant with the goal & objectives of the
organization.
 Specific, realistic & information based.
 Flexible
 Ensure optimum utilization of local resources.
 Truly need based
 Continuation & relevance in different steps of
planning.
 Should be self-evaluating
 Relevant to implementation capacity of the
organization.
 Essential section of a CP
 Section-1:General information
 Section-2: The process
 Section-3:Context
 Section-4:Scenarios/ Hazards and Vulnerabilities
 Section-5:Overall objectives and policy in
Humanitarian Response
 Section-6:Resources
 Section-7: Roles and responsibilities
 Section-8:Areas of investment for future preparation
 Section-9: Annexes
 Section-1:General information
 Date of production/adaptation
 Version number

 Name and contact of person

responsible for the actualisation of the

contingency plan within the leading
agency, or designated agency if it is
not the lead agency.
 Date of next planned actualisation/

 update
Section-2: The process
 Short explanation of the contingency
planning process followed
 Outline the methodology

 Names of the participants (agencies)

at the different stages of the

contingency planning process
 Adaptation and next annual

actualisation plan
 Section-3:Context
 Clear overview of the country’s social,
economic, political context
 Outline of program of respective
organizations
 Overview of the current humanitarian
situation and relevant responses
 Analysis of national and international
policies on risk management in response
 Previous experience in disaster response by
respective organization
 Section-4:Scenarios/ Hazards and
Vulnerabilities
 Scenarios must be presented on a
likelihood scale of 1-5
 A short description of the potential
impacts and vulnerabilities as well as
regional precisions
 Organizational response strategy
 Section-5:Overall objectives and
policy of humanitarian response
Objectives, and prioritisation for specific response scenarios :
 Outline an intervention hypothesis for each of the
scenarios identified in section 4 (above) specifying
who does what and when, including:
-assessment strategies,
-existing coping mechanisms of communities,
-objectives of intervention,
-area(s) of intervention/priorities,
-direct response and/or through partnerships.
-description of advocacy and media strategies and
important recommendations.
 Section 6: Resources
 Human and financial resource
 Tangible and Intangible resources

 Human resources :

 staff in the organizations with

mentioning areas of specializations
 Partners organisations’: name of
existing partners, field of
specialisation, humanitarian response
experience
 Section 6: Resources
Tangible resources :
 Food and other non-food equipment (feeding kits, tents,
blankets etc)
 Logistical support (office space, vehicles,
communication equip.)
 List the type and quantity of equipment, and its location
 It is important to include partner assets here, particularly
if involving them in a humanitarian response, as this
helps to define their capacity to do so, and particularly if
they are located where no respective org. is present
 Identify important local suppliers for equipment
potentially needed for response
 Section 6: Resources
Financial resources :
 This point is important for determining how much and
how quickly we can get response funds in place.
Often there is a delay in the time for funds to arrive in
the field, and therefore important to mention any
contingency funding that may be in place.
Intangible assets :
 Identify early warning systems in place.
Organisations have monitoring systems that provide
data and analysis of on the ground developments.
Sources include affected populations (conflict),
political entities, newspapers, academic institutions,
international bodies, local NGOs and associations.
 Section 7: Responsibilities
 Clear description of the role and
coordination of the different
departments/staff for humanitarian
response
 Model in place for media and
communications channelling
 Fund raising management model

 Model in place with focal point for

updating and sharing the information
Section-8 : Areas of investments
for future preparations
 Provide a description of the gap identified
 Identify and define actions to fill the gaps
 Establish priorities and outline an action
plan indicating time schedule and
responsibilities. In the updated version of the
contingency plan, a feedback on the progress
of the different actions should be given.
 Preparation, mitigation and preparedness
can be defined on different levels (local,
national, regional/international) and in this
section should consider:
Section-8 : Areas of investments
for future preparations
 Co-ordination mechanisms and management: how
to co-ordinate better? How to take quick action?
Linked to an early warning system
 Different departments/staff: how to prepare them
better for emergencies and how to include them
more? (including defining potential partners, providing
them training and extra resources, defining
responsibilities)
 Human resources: how to prepare the staff better
for emergencies? including training, defining each
responsibility
 Geographical focus: where does org. have a
presence? Is there a presence in potentially affected
areas?
 Section 9: Annexes
 Country hazard, vulnerability (HazVul)
map
 List of resources-tangible, intangible,

human and financial

 List enlisted vendors

 List of partners with their resources

 Response organogram

 Important telephone no.