Date: September 2024
HI Emergency Division
MINIMUM EMERGENCY PREPAREDNESS MEASURES
The purpose of this document is to list the preconditions and the minimum preparedness
measures that your program is responsible for ensuring and implementing to achieve a
minimum level of preparedness to respond to a humanitarian crisis, whether it is low,
high or medium intensity.
PRECONDITIONS: Here you will find three preconditions that all HI programs
MUST meet. For the regional programs, these preconditions are also applicable
to the affiliated programs:
1. The Program has an up-to-date Minimum-Security Pack:
a. Contingency Plan
b. Security Plan including a security risk analysis for all HI intervention
zones in the country (updated every year or 6 months for countries whose
level of violence is “very high”)
c. Security procedures in place according to the Security maps available on
Hinside (Hinside - Security Workspace - Tab. 2) - contact your Security
Focal Point if needed
2. Basic procedures for Shared Services are in place on the Program:
a. Finance Department: Hinside - Finance Programme Professionsà see
column "Useful links for a Finance Manager" on the left.
b. Logistics Department: Hinside Logistics standards
c. HR Department: contact your Headquarters-based HR Referent
3. The Key Documents of the program are available in French and/or English
and Spanish
4. Key Management and communication tools are in place:
The program holds regular coordination meetings (COMEX);
The program produces Monthly Situation Reports in one of HI's working
languages (English/French/Spanish)
MINIMUM EMERGENCY PREPAREDNESS MEASURES
In the table below, you will find the recommended measures for all HI programs
regardless of the level of risk of natural or man-made humanitarian disasters to which the
country is exposed. Regional programs should also implement these measures in
affiliated programs. Please contact your watch and emergency preparedness focal point if
you need support:
Virginie DUCLOS (
[email protected])
Sarah HERMON-DUC (
[email protected])
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Date: September 2024
HI Emergency Division
Responsible * Status
* Responsible person can vary
Measure In place / Not in
depending on the program set
place
up
MANAGEMENT
Not In Place
(There are a
tool needs to be
filled
1.Emergency
Response cell
1. Define an Emergency Response cell, with clear roles and responsibilities (and back-
up system) Country Director The Emergency
Response Cell
refers to key staff
responsible for
making decisions or
taking action in an
emergency
response.
2. Identify the persons responsible for context monitoring and set an Early Warning Country Director Not In Place
Mechanism (sources of information, roles and responsibilities, communication
channels) (There are a
tool needs to be
filled
2.Early Warning
Mechanism
This measure
ensures that
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Date: September 2024
HI Emergency Division
every HI
program has a
system in place
to monitor the
main natural
and manmade
hazards in the
country, in
order to
anticipate
potential
humanitarian
needs and alert
decision
makers on
time. Early
warning is
essential to
increase HI’s
capacity to
respond timely
to emergencies.
3. WHEN EXISTING - Get familiar with the National Emergency Response Framework Country Director Not In Place
(government response plans, national Red Cross, etc.) and develop a list of key
contacts (at national and local level) (There are a
tool needs to be
filled
3.National
Emergency
Response
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Date: September 2024
HI Emergency Division
Framework
This measure will
help you and your
team identify and
coordinate with the
national actors
responsible for the
emergency
response in your
country
4. Define the roles and responsibilities in External Coordination and ensure active In Place
participation in coordination mechanisms Country Director 4.External
Coordination
In Place
5.HI
Communication
& Fundraising
5. Get familiar with HI Communication & Fundraising in Emergencies Checklist
in Emergencies
and present it to the program COMEX team members once a year. Country Director
Checklist
Need to be
revised and
updated
In Place
6.HI's
6. Get familiar with HI's Emergency Pool mobilization process and present it to the
Emergency Pool
COMEX team members once a year and make available all related documents. Country Director
mobilization
process
OPERATIONS (PROJECT AND TECHNICAL)
7. HI Rapid Multi-sectorial Need Assessment: make the HI toolkit available, translate Head of Programs
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Date: September 2024
HI Emergency Division
it into local languages and identify and train focal points
8. Identify potential emergency response operational partners and update your Area Managers / Project
Completed
list regularly Managers
Area Managers / Project Completed
9. Make a list of external coordination contacts (NGOs, UN) and update it regularly.
Managers
OCHA country
needs
assessment
10. WHEN EXISTING - Obtain the National Clusters' Sectoral Emergency Pack (basic Area Managers / Project tool secured.
needs kits composition ...) and OCHA's multi-sectoral needs assessment tools Managers Sectoral
emergency
packs are still
required.
CHASSO Completed
11. Contingency Plan
CHASSSO Completed
12. Security Plan
LOGISTICS
13. Identify material logistic resources that can be mobilized in case of emergency
Logistics Manager Completed
14. Ensure development and implementation of Procurement Plans and systematize the Logistics Manager Completed
use of Resource Plans Still AVR not
submitted yet
Completed
thresholds in
15. Adapt the Purchasing Procedure (by adding thresholds in emergency) and
Logistics Manager case of
predefine beforehand the thresholds in case of emergency in the table of delegation
Finance Manager emergency-will
of signatures - logistical and purchasing parts
DP/Country Manager be placed by
the end of the
year
16. Develop and adequately implement an HI’s Importation & Custom Clearance DP, Logistics Manager will be placed
Procedure going through a service provider or not by the end of
the year
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Date: September 2024
HI Emergency Division
FINANCE
17. Adapt the cash management procedure (presence of a safe and a security
envelope on all operational bases, identify cash supply alternatives, etc.) Finance Manager Completed
18. Predefine the budget and cash thresholds in the table of delegation of signatures
in the context of an emergency Finance Manager Completed
19. Set up an accounting management system with day-to-day records in Navision
Finance Manager Completed
HR
20. Identify the human resources that can be mobilized within the program in case of
emergency HR Manager
21. Establish a simplified and fast recruitment procedure in emergency (which
includes the possibility of recruiting at base level) HR Manager Complete
To go further, you can contact your Watch and Emergency Preparedness Focal Point (REACT) who can provide you with additional tools
and support your program’s emergency preparedness process.
