for international consultants
Contents
1. any documents relevant to the country and the emergency e all WHO correspondence pertaining to your mission and to the emergency e reports from other UN agencies and NGOs involved e reference material on the country and the surrounding region history demography economy etc e maps of the country and the surrounding region have digitised maps installed in your laptop Managing WHO Humanitarian Response in the Field Annexes Draft 27 June 08 112 e the list of national and international contact persons in the affected country and surrounding region e the WHO technical divisions guidelines that you may need according to your terms of reference e reports of other WHO emergency operations Look on the Web for additional information on the country and the current crisis See list of web sites Annex 12 If you are to work in a team familiarise yourself with the CVs of the other team members Essential briefings The first briefing may take place at WHO Headquarters After this it is WHO procedure that before proceeding to the country of assignment every staff member has a briefing at the Regional Office concerned Upon arriving at the Regional Office you should e review with your supervisor and have a clear understanding of o your Terms of Reference o the aims and objectives of the mission o whom to report to and the frequency and format of reports e be briefed by the Desk Officer for the affected country or su2. AND MAINTENANCE Avoid automobile worries during your absence e HOME SECURITY REPAIRS AND MAINTENANCE Feel at ease about home security during your absence See annex G1 for guidance on what to take with you The list there must be adapted to the situation and your own individual choices Keep personal items within acceptable weight and value limits Consider that in an emergency you may have to leave your luggage behind Be sure you have e Suitcase should be solid and lockable to prevent theft and damage e An international driver s license is important e Atleast 12 spare passport photographs for additional visas or ID cards e Valid International Vaccination Card with all necessary shots for your destination e Sufficient per diem advance for duration of mission some of it in cash US or a medium of exchange that is accepted in the area of assignment Vary the denominations and enquire whether date of issue is a consideration consult Desk Officer for more information e Travellers cheques Ask your Desk Officer if they can be easily exchanged at destination Keep separate record of cheque numbers e Credit cards As above plus closest contact number in case of theft or loss e Clothing appropriate to location season and assignment Take sturdy walking shoes with good ankle support water proofing amp comfort Don t forget hat sunglasses and sunscreen for protection from sun or gloves for cold weather Rubber sandals for showe
3. Preparing for your departure to the crisis affected country for international consultants Getting prepared for an emergency assignment is not easy No matter what information you have no matter how good the source you will always meet with the unexpected However by careful preparation you can be equipped and ready to manage unforeseen events and eliminate many problems before they arise This annex gives some general indications on how to prepare yourself for the mission and provides a detailed check list Discuss with the HAC Desk Officer and the Logistics Officer in order to understand more about the task ahead and your needs in the area of assignment Some points in the checklist are so common and self evident that they are often overlooked Others that are very important to your peace of mind are not common and thus they are often not thought about The main topics are e FAMILY WELFARE Discuss the Readiness Checklist with your spouse or another responsible adult This can help avoid many unnecessary problems e BANKING INFORMATION If your bank records are in order before you leave deposits withdrawals and payments while you are on mission will be easier e BUSINESS AND FINANCE Make sure your finances are in good order before you leave When you are away from home and working under stressful conditions the last thing you want to worry about is an unpaid bill or whether your family is having financial problems e AUTO REPAIRS
4. b region ask for the latest security update from UNSECOORD including which means of transport you are entitled to use locally e discuss administrative and logistical matters with the Administrative Logistics Officer e be briefed by the Regional Logistics Officer on the state of logistics in the affected country and get a list of equipment available at HQ for emergency operations e be briefed by Finance on imprests and proper financial reporting e get clear information on focal points mechanisms and procedures for the mobilisation of technical and administrative assistance from the Regional Office e get a realistic estimate of the lead time that will pass between your request and the Regional response e be briefed by the EHA focal point on methods of focusing donor attention How you can assist one another in coordinating donor appeals get a clear understanding on the information that you can release to the media Clarify the scope and limits of decisions that you are authorized to take Make sure that they are consistent with your Terms of Reference Get a clear understanding of all other relevant sections of the WHO Manual including Section XV 4 Be ready for difficult travelling conditions in the field Do not assume that you will be always able to travel by regular commercial means of transport There may be times when you will have to negotiate your transportation with other UN agencies NGOs the Military etc Co
5. ission address phone fax numbers UN pouch Guardianship agreements completed Passports and visas current for all family Power of Attorney currently completed Wills yours and spouses completed UN insurance beneficiaries designated Pension fund number available to responsible adult r a Birth certificate available to r a Social Security numbers recorded and known to r a Marriage certificate available to r a High risk mission insurance current All insurance policy data available to r a B BANKING INFORMATION If your bank records are in order before you leave deposits and withdrawals from your mission location will be easier oap 5 p f Name and address of all banks or credit union accounts available to r a Direct deposit account established Savings checking accounts established Is r a able to access bank accounts Credit card numbers known to r a Other important banking information reported C BUSINESS AND FINANCE Make sure your finances are in good order before you leave ao 5 p Stockbroker name and certificate numbers available Bond company and certificate numbers available Mutual fund company and certificate numbers available Business and finance records in a safe place where r a has access Family budget well planned Outstanding bill loan payment method current Signed UN contract available to r a Income tax data available to r a Managing WHO Humanitarian Res
6. nsider that e special flights or convoys can often accommodate only a limited number of passengers and require special clearances often they are very costly and payment sometimes has to be in cash e depending on the mean of transport you may have to travel very light In this case consider carefully which are the essential items to carry with you e cargo planes are uncomfortable and can be very cold even in the tropics Take a sweater with you and do not assume that you will find water or a toilet on board e you may have to sign a waiver discharging the organisation that provides the transport of any responsibility concerning accidents during the travel discuss this possibility with your supervisor Mission readiness checklists Go through these checklists carefully Some items are so common and self evident they are often overlooked Others are very important to your well being but are uncommon and thus often forgotten Managing WHO Humanitarian Response in the Field Annexes Draft 27 June 08 113 A FAMILY WELFARE Discuss and complete the following items with your spouse or another responsible adult r a This can help avoid many unnecessary problems 229 5 p gt Oo gt O p Mission discussed with family Mission extension possibilities discussed Family support system established Quick access to emergency phone numbers Family communication plan established including the use of e mail fax etc m
7. ouble shooting ability O O d Two way radio operation ability O O e Satellite telephone operation skills O O f Knowledge of e mail and data transfer package O O F GEOPOLITICAL AND CULTURAL AWARENESS Investigating the items listed in this section will help you integrate more quickly and comfortably into the new work environment YES NO a Geographical location known O O b Government type known O O Managing WHO Humanitarian Response in the Field Annexes Draft 27 June 08 115 zepo m Major ethnic groups known Traditions and customs do s and don ts known Major religions known Primary languages spoken Basic language skills developed Basic language skills training material obtained Major industries known Income per capita known Natural resources known Health and disease patterns known G HEALTH Physical fitness and a healthy lifestyle do not come overnight so you should act on the points in this section well before you leave This will increase your effectiveness and your sense of well being once you are in the field Fe Be E o Oe E UN medical and vaccines for area Is anti malaria prophylaxis indicated Sufficient prescription medicines Stress management information Substance abuse awareness The Big Three nicotine alcohol amp caffeine Awareness of sexually transmitted diseases STD prevention Lifestyle balance work play rest sleep Recreational and educational need awa
8. ponse in the Field Annexes Draft 27 June 08 YES NO O O O O O O Oo O Oo O Oo O Oo O O O Oo O O O Oo O Oo O Oo O O O O O O O YES NO O O O O O O O O O O O O YES NO O O O O O O O O O O O O O O O O 114 i Home apartment sold rented sublet O O j Personal property high dollar item insurance O O D AUTO REPAIRS AND MAINTENANCE Avoid automobile worries during your absence YES NO a Auto repair book available to r a O O b Next service on auto due O O C Warranty book available to r a O O d Tire rotation due O O e Oil change due O O f Tune up required O O g Dealers address available O O h Vehicle insurance and registration current O O E HOME SECURITY REPAIRS AND MAINTENANCE Feel at ease about home security during your absence YES NO a Heating amp refrigeration repair phone Numbers O O b Plumbing repair phone numbers O O C Electricity repair phone numbers O O d Small appliance repair phone numbers O O e Roofing repair phone numbers O oO f Keys secure with responsible adult O O g Mail and newspapers re routed O O h Phone calls forwarded answering machine updated O O H TRANSPORTATION AND COMMUNICATION SKILLS Gaining skills in these areas will enable you to be independently mobile and to communicate well in an emergency situation YES NO a Operation of a vehicle with manual transmission O O b Operation of 4 wheel drive vehicle O O c Auto repair tr
9. r e Laptops and printers are a priority and if you have a team each team member should have his her own Ensure they are functioning and comply with the configuration and software requirements required for the mission Ensure there are no passwords on the computer or the software programmes e Satellite telephone can be another priority at the emergency site Ensure it is fully functioning and that it interfaces with the issued laptops for data transfer Test the data and fax capability of the sat phone before departure Check that the user manual is enclosed e Operating manual for the e mail software package used by WHO and the access numbers and codes if any to operate it e A video camera batteries and film to record activities in the field e Ensure all electronic devices have appropriate power supply and plugs for destination country e Stationery paper ink jet cartridges notebooks pens pencils WHO official stamp travel claims letterhead stationery etc e Identification WHO armbands T shirts pennants vehicle decals etc e Ask what is available at WHO office in affected country Co ordinate with the Logistics Officer for extra freight allowance if needed Essential documentation Read as much as you can on the country of assignment and on the features of the emergency before you leave This will greatly facilitate your work once you are there Ask your Desk Officer for e situation reports sitreps and
10. reness Extra pairs of eyeglasses or contact lenses Did you have a dental check Health and dental care plans established for your family H WHO ADMINISTRATIVE ISSUES The following WHO administrative procedures must be completed before leaving on mission ooo fF a oS Does your contract cover the duration of mission Does Finance have your personal banking details Have you received your Travel Authorization Is Laissez Passer valid to end of mission Necessary visas for affected area Letter of introduction to WR or host government Next of kin details are with Desk Officer Per diem received in suitable medium of exchange Medical Pension Life insurance forms completed Managing WHO Humanitarian Response in the Field Annexes Draft 27 June 08 O O O O O O OOOO O O O O O OOOHOO YES NO 00000000 00 0 YES 00000000 0 O O O OO0OO0OO0OO0OO0OOO zZ O O O O O O OOOO 116
11. ring e Toiletries soap razors tampons etc do not assume availability of anything at destination e Watch An inexpensive digital is generally ideal take also an alarm clock e Any medications you may need inform WHO of any relevant medical history that may affect treatment in case of accident e g allergies and or any prescription medicines Make sure you have enough prescription medicine for the duration of your mission Managing WHO Humanitarian Response in the Field Annexes Draft 27 June 08 111 e WHO medical kit e Condoms e Waterproof flashlight and spare batteries e Short wave radio and spare long life or rechargeable batteries e Camera film and batteries e Swiss Army Knife or similar e Adapters for all electrical appliances and voltage converters 110v 220v or vice versa e Pocket calculator e Travel language books for the region will greatly assist you e Mosquito repellents and net if required Tips Photocopy important documents Travel Authorisation Laissez Passer vaccination card drivers license etc and keep separately in safe place Note your blood type on your vaccination card If you are required to carry valuables for your work arrange for extra insurance on your Travel Authorisation Operational equipment Study the list of emergency equipment available at HQ and at the Regional Office and decide what you will need for the mission in consultation with Logistics Office
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