Emergency Operations Room
Based on problems experienced in managing past emergency operations at Headquarters, notably the bottleneck in information flow to and from Headquarters, it was agreed that an Emergency Operations Room (EOR) should be made available which would be used as a communications and information distribution centre during the initial stages of an operation. The EOR should be the focal point for:
a) the receipt of all communications related to a particular emergency and
b) the effective distribution of such communications within UNHCR and, when needed, to other agencies.
Thus, all incoming communications relating to the emergency would be routed directly to the EOR. The EOR should therefore facilitate the organization of a systematic flow of information which could subsequently be integrated into the ongoing operations of the relevant Bureau/Desk. It is expected that the EOR will become operational at the outset of the emergency operation and will remain at the disposal of the Bureau/Desk concerned for an estimated period of three months.
The EOR is equipped with:
- 2 work-stations (computer equipped)
- telephones, fax machine, e-mail, teleconferencing
- computer link to Telecommunications Unit pactor
- photocopier
- pigeon holes and filing cabinets
- clocks for two time zones
In addition, the EOR may be used as an airlift operation cell and staffed by personnel seconded from the defence establishments of Governments for the duration of an airlift.
How to request
At the beginning of an emergency operation the Bureau should submit a written request to EPRS asking for the use of the Room. The Emergency Operations Room will be assigned to the Bureau responsible for the emergency. At the outset of the operation, ITTS will liaise with the Bureau concerning the installation of the required communications equipment, dedicated telephone numbers, fax numbers and e-mail address. Ideally these numbers should be redeployed from the Bureau so that when the operation is integrated into the ongoing operation they may be "repatriated" and continuity ensured.
The Bureau will take full responsibility for supplies (stationery, photocopy paper, etc.) and running costs (communications charges, staff costs) during the period it occupies the EOR. It is emphasized that the EOR will be at the disposal of a given Bureau for the initial stages of an emergency operation only, in principle, for a maximum period of three months. Thereafter it should be possible to integrate the emergency operation into the normal activities of the Desk.
Tents
Tents are not stockpiled. However a system is in place which allows for tents to be made available without delay when requested. UNHCR's standard family tent is a double fly centre pole tent (4x4 m) with 2 doors and 2 windows and is made of cotton canvas and provided with a ground sheet. The unit weight including poles and pegs is about 100 kg and the cost USD$ 200-220.
How to request
Requests for the release of items from the Central Emergency Stockpile (CES) should be made by the Bureau through the CES Focal Point in STS and confirmed in writing, preferably by e-mail. After reviewing the request, STS will initiate form SF(1) which will be forwarded to the Certifying Officer (Head of Desk or other authorized signatory). The transfer of appropriate funds to the Central Emergency Stockpile project will be authorized by the Certifying Officer with availability of funds being confirmed by the DFIS.
