Section 3: Key Actions within 72 Hours of Disaster

3.0

Summary of key actions

The following table summarises the key actions that should be taken in the first 72 hours following a sudden onset disaster, or following a recognised spike (as assessed by the member/country programme and/or IHART) in a slow onset disaster. A fuller description of each activity is included in the text below. The RASCI matrix sets out in detail the roles that individuals and departments across the organisation are expected to play, and where accountability lies for each activity. The key point to remember is that during disasters, it cannot be ‘business as usual’ – different ways of working and different priorities will be needed.

In case of red and orange alert level emergencies, the ActionAid standard operating procedure (SOP) expects members/country programmes to respond. However, in yellow alert level emergencies, members/country programmes are advised to respond. This section defines expectations of IHART in such circumstances.



Implementing disaster response

What the member/country programme does (ORANGE & RED alerts)

  • activate preparedness plan

  • conduct a rapid assessment

  • commence immediate relief activities

  • deploy national EFAST


What IHART does (ORANGE & RED alerts)

  • deploy EFAST members

  • deploy International Programme Manager


What IHART does (YELLOW alerts)

  • deploy EFAST members



Information management

What the member/country programme does (ORANGE & RED alerts)

  • share initial details of disaster with IHART

  • complete sitrep

  • establish process for information flow between ActionAid, partners and communities


What IHART does (ORANGE & RED alerts)

  • review and circulate sitrep

  • propose alert level to Director of CoCo or CEO

  • co-ordinate federation wide information sharing

  • include information in monthly emergencies update

  • circulate Oversight Group meeting minutes.


What IHART does (YELLOW alerts)

  • review and circulate sitrep

  • propose alert level

  • Head of IHART circulates yellow alert

  • co-ordinate federation wide information sharing

  • include information in monthly emergencies update


What other parts of the organisation do (ORANGE & RED alerts)

  • Director of CoCo circulates orange alert level

  • CEO circulates red alert level

  • fundraising countries link with IHART on fundraising opportunities



Management response

What the member/country programme does (ORANGE & RED alerts)

  • establish emergency programme management structure

  • sign partner MOUs

  • update the security plan in view of any changes in external/internal security environment


What IHART does (ORANGE & RED alerts)

  • Head of IHART chairs Oversight Group


What other parts of the organisation do ORANGE & RED alerts)

  • Director of CoCo establishes Oversight Group

  • Global Security Advisor supports development of updated security assessment and plan.



Funding and fundraising

What the member/country programme does (ORANGE & RED alerts)

  • reallocate internal funds and use national level contingency funds

  • apply for ActionAid’s Disaster Preparedness and Response Fund (DPRF) funds

  • apply for donor rapid response funds (e.g. DFID Rapid Response Fund (RRF), as available


What IHART does (ORANGE & RED alerts)

  • consider DPRF request and disburse funds

  • co-ordinate fundraising appeals and donor proposals across affiliates


What IHART does (YELLOW alerts)

  • consider DPRF request and disburse funds


What other parts of the organisation do ORANGE & RED alerts)

  • CoCo and International Finance support on reallocation of funds at country level

  • affiliates submit donor Rapid Response Fund proposals (e.g. ActionAid UK submit DFID RRF and ECHO proposals as relevant)

  • affiliates launch fundraising appeals and donor proposals if appropriate



Communications

What the member/country programme does (ORANGE & RED alerts)

  • holding statement developed

  • request RACE deployment

  • rapid assessment should include information and communications needs of communities


What IHART does (ORANGE & RED alerts)

  • work with International Communications Team (ICT) and member/country programme to put in place Rapid Action Communications in Emergencies (RACE) deployment if needed.


What IHART does (YELLOW alerts)

  • work with ICT and member/ country programme to put in place RACE deployment if needed


What other parts of the organisation do ORANGE & RED alerts)

  • ICT helps to develop and disseminate holding statement and key positions, connects with wider ActionAid comms network, updates international website and circulates statements and press releases to international media

  • communications lead country (usually ActionAid UK) will nominate an emergency media manager to manage the communication response.



Co-ordination

What the member/country programme does (ORANGE & RED alerts)

  • establish contact with UN clusters and relevant government agencies

  • link with other responding I/NGOs in country on prospective response plans

  • apply for donor Rapid Response Funds (e.g. DFID RRF, ECHO Primary Emergency, START fund) as available


What IHART does (YELLOW alerts)

  • link with relevant UN clusters at the global level


What IHART does (ORANGE & RED alerts)

  • link with relevant UN clusters at the global level


What other parts of the organisation do ORANGE & RED alerts)

  • link with relevant UN clusters at the global level