Standard Interview Questions Standard Interview Questions

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OCHA UNDAC Disaster Response Preparedness
MissionsPart II Practical Guidance

• Emergency Preparedness Section

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CONTENTS

• 1. Checklist Pre-Mission Actions
• 2. Checklist Upon Arrival
• 3. UNDAC Mission Agenda (10-14 days)
• 4. Standard Interview Questions for NEMA
• 5. Standard Interview Questions for Others
• 6. UNDAC Mission Format

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• 1. Checklist Pre-Mission Actions

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Checklist Pre-Mission Actions

• Organizing the Mission
• Request for UNDAC mission by the Government
  through UNRC/HC
• Once the request is approved, prepare TORs and
  send them to the Government
• Define how UN system will coordinate with the
  national emergency management authority (NEMA)
  and follow up on recommendations made by the
  UNDAC mission
• UNRC to provide Focal Point
• Government to provide Focal Point

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Checklist Pre-Mission Actions

• Selecting UNDAC Members
• Three broad areas of expertise
• Disaster response framework
• Emergency services
• Early warning and public education
• Knowledge of UN system, disaster management and
  evaluation
• Knowledge of Previous UNDAC Preparedness Missions

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Checklist Pre-Mission Actions

• UNDAC Team Composition (at least 10
  members)-functions
• 1 Team Leader
• 1 Deputy Team Leader
• 1 Final Report Writer
• 1 Administrator
• 1 Analyst on policy/organizational framework of
  NEMA
• 1 Technical Specialist to coordinate governmental
  risk identification systems
• 1 Member of NEMA
• 1 Agency/International Organization
  Representative (UN, IFRC, OFDA, ECHO, NGO, etc.)

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Checklist Pre-Mission Actions

• UNDAC Team Composition (at least 10 members)-
  Expertise
• 1 Logistic expert
• 1 Rapid Needs Assessment expert
• 1 Education expert
• 1 Agriculture expert
• 1 CM coordination expert
• 1 Information Management expert
• 1 Pandemic Planning expert
• 1 Early Recovery Expert (UNDP/BCPR)

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Checklist Pre-mission Actions

• UNDAC Work Programme
• UNDAC Team to utilize this period to prepare for
  the mission (Regional Office to lead)
• FCSS to open a private discussion on Virtual
  OSOCC
• Familiarize the final report from previous DRP
  missions
• UNDAC Team Leader to prepare Work Plan through
  ESB/FCSS before Tem Arrival
• RO to provide Operations Brief to UNDAC team when
  feasible
• UNDAC Team to draft a preliminary outline of the
  mission report including TORs

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Checklist Pre-mission Actions

• UNDAC Work Programme
• Include meeting with UNRC/HC, Country Team,
  government entities, NGOs, donors Red Cross
  Movement as well as field visits
• First day for initial meetings with authorities,
  UNRC, CT, and/or DMT
• Field visits, interviews, data compilation,
  report writing, presentations of main conclusions

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Checklist Pre-mission Actions

• Logistics and Resources
• Send a team of 2-3 members one week ahead to
• Finalize interview schedule
• Prepare with CT and NEMA for logistics and
  administration
• Prepare with UNDP Focal Point for Hotels in the
  capital and for field visits, meeting rooms,
  internal team, arranging translators if required,
  and telecommunication/Geneva
• Gather relevant documentation, maps, legislation

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Checklist Pre-mission Actions

• Collecting Information
• Gather information on the country (relevant
  general data, disasters) and its climate
• Request information from OCHA-Geneva and RDRAs
  and forward information to the UNDAC team members
  before arrival through Virtual OSOCC
• Learn about the political context in which the
  UNDAC evaluation will be conducted
• Select field locations for evaluation and study
  accessibility
• Check with FCSS if any UNDAC support teams (IHP,
  TSF etc.) could be deployed

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Checklist Pre-mission Actions

• Resources for UNDAC Team
• Try to have assistance from NEMA on arrival
  (airport)
• Arrange for Team Leader to obtain US 5,000
  through UNDP (authorization for local
  expenditures)
• Obtain a good space with enough work stations,
  email, telephone, fax, photocopying machine for
  the whole team (e.g. Hotel, UN or NEMA office)
• All members to bring a lap-top, memory stick,
  etc.
• Bring in UNDAC mission equipment
• Arrange for local SIM card purchase for the UNDAC
  team

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Checklist Pre-mission Actions

• Contacting OCHA-Geneva
• Decide how often to contact Geneva
• Team Leader to inform Geneva via email on
  progress of the Report
• Schedule a debriefing before departure
• Daily updates to be uploaded on V-OSOCC by UNDAC
  Team Leader /Deputy Team Leader

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Checklist Pre-mission Actions

• Meeting at Marshalling Point
• UNDAC Team Members to convene for a meeting at
  the marshalling point a day before entering the
  country
• Discuss the outline of the mission report,
  questions prepared by sub-group and sequence of
  actions on arrival
• All member of the UNDAC team have a common
  understanding of their mission
• Emergency/Contingency Plan in case a member
  falls sick or not able to travel . . .

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Checklist Pre-mission Actions

• Security
• Collect information on the country situation
  UNDAC team to conduct field visits (in teams of 2
  members)
• Prepare identification material for UNDAC members
• Inquire whether security clearance is required
• Print business cards for UNDAC members
• UN Security Training (cf. Security Phase)
• Set up a email box on gmail for the Team

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• 2. Checklist Upon Arrival

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Checklist Upon Arrival

• Forming an UNDAC Team
• UNDAC Team to establish a base (e.g. UNDP office)
• UNDAT Team to meet UNRC/CT, Government,
  Ministries, NEMA
• Team Leader to meet with the whole team
• Review the Work Programme with all the
  information collected so far with the members
• Review and revise interview schedules/field
  visits
• Assign tasks and responsibilities to members and
  review interview plans/sections of report writing
• UNDAC Team to start field visits as soon as
  possible

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Checklist Upon Arrival

• Information Management
• Simple format for data management on
• Meeting and key interview schedule
• Key issues identified during an agency visit
• General observations made
• Recommendations / Action points
• Examples of disaster / Relevant case studies
• Summary/briefing of daily meetings

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Checklist Upon Arrival

• Daily Internal Meeting
• UNDAC team to meet twice daily (morning/evening)
• Keep abreast of developments as the teams
  overall understanding will change day-by-day
• Field missions to be reported daily via
  phone/radio
• Outcomes of evening meetings provides for the
  final mission report
• UNDAC Tem Leader and Reports Writer to discuss
  daily input to UNDAC mission Final Report

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Checklist Upon Arrival

• UNDAC Team Administration
• UNDAC team administration should be given
  attention daily
• Simple forms, in a checklist format, should be
  created to capture the necessary items/ issues
  that need to be dealt with from day one
• Administrative issues relating to hotel billing,
  etc. To be clarified from the outset
• Administrator to liaise closely with in-country
  UNDP Finance and Administration

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• 3. UNDAC Mission Agenda for 10-14 Days

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UNDAC Mission Agenda for 10-14 Days

• Day 1
• Make first contact with UNRC/HC
• Visit NEMA (or Civil Defense)
• Receive essential documents to be reviewed (Laws,
  manuals, organigrammes)
• Review/Revise the work plan/meeting schedules as
  required

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UNDAC Mission Agenda for 10-14 Days

• Day 2
• Interview actors at national level
• Divide into Sub-teams (two members each)
• Use interview matrix

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UNDAC Mission Agenda for 10-14 Days

• Day 3-4
• A small team remains in the Capital
• Other teams to conduct field visits at
  Departmental/ Municipal/ Community levels
• Assess the situation and determine potential
  hazards at Departmental/ Municipal/ Community
  levels
• and the level of participation in NEMA activities

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UNDAC Mission Agenda for 10-14 Days

• Day 5-6
• The team in the capital to assist in simulation
  exercise of the Emergency Operation Center
  functions, if applicable, or formulate
  recommendations
• Other teams to proceed with field visits and
  interviews

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UNDAC Mission Agenda for 10-14 Days

• Day 7
• Teams to meet in the capital
• Exchange assessment results and views
• Determine next steps
• Each member to consolidate data in the assigned
  area (assessment and recommendations)

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UNDAC Mission Agenda for 10-14 Days

• Day 8
• Submit input to the Report Consolidator
• Receive First Draft Report
• Receive Debriefing Format

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UNDAC Mission Agenda for 10-14 Days

• Day 9
• Additional interviews
• Provide comments to first draft report
• Incorporate comments into final draft and
  distribute among UNDAC members
• Start identifying key recommendations

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UNDAC Mission Agenda for 10-14 Days

• Day 10
• Present final draft through tele (video)
  conference
• Each member present each assigned area
• Others provide comments
• Report write to consolidate comments
• If needed, schedule another interview with NEMA
• Forward debriefing forms and Final Draft Report
  to Geneva

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UNDAC Mission Agenda for 10-14 Days

• Day 11
• Schedule a teleconference with Geneva
• Schedule further interviews if needed
• Team of two members each to 1)Finalize report,
  2)Review recommendations and 3)Collect annexes
• Finalize list of interviewees

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UNDAC Mission Agenda for 10-14 Days

• Day 12
• Extra working day
• Day 13
• Present Final Report to the UNRC/HC and CT
• Present/Discuss with NEMA (optional)
• Day 14
• UNDAC members to depart

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• 4. Standard Interview Questions

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Standard Interview Questions

• Questions for National Disaster Management
  Authority
• If a disaster strikes now (e.g. with 2,000 deaths
  and 15,000 affected a worst-case scenario based
  on risk analysis and disaster history), what
  would you do?
• What is your role within the framework of NEMA?
• How NEMA can improve current coordination
  mechanism?
• What are principal hazards in the region?

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Standard Interview Questions

• Questions for National Disaster Management
  Authority (Cont.)
• What is your role in the event of a disaster?
• What is needed for you to participate more
  effectively within NEMA?
• In the event of a disaster, what is you capacity?
• What do you need to make your participation in
  NEMA more effective?
• What would you improve within NEMA?

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Standard Interview Questions

• Questions for National Disaster Management
  Authority (Cont.)
• What are the strengths of NEMA to you?
• Procedures for receiving international assistance
  is clearly defined?
• How your institution help train the NEMA
  personnel?
• What are your institutions plans in the event of
  a disaster?

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Standard Interview Questions

• Questions for Scientific Organizations
• Monitoring implemented and improved?
• Relationships between politicians and scientists?
• How to improve current situation
• Questions for Embassies and Donors
• How NEMA carries out projects funded by
  international community?
• As a result, how much NEMA was improved in its
  response capacity?

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Standard Interview Questions

• Questions for Ministry of Foreign Affairs
• What is the MFA policies in relation to the
  search and channeling of financial resources
  coming from international organizations to NEMA?
• How the government request international
  assistance in case of disasters?
• Is there clear instructions for the diplomatic
  missions on how to assist the country in case of
  disasters?
• Is there a USD saving account where internal
  contributions can be deposited? Is this
  information available (Account no.)?

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Standard Interview Questions

• Questions for Ministry of Foreign Affairs (Cont.)
• How do you evaluate the NEMA capacity in carrying
  our projects utilizing the international funding?
• Do you know UN and other international
  institutions tools to assist the country in case
  of a disaster?
• What is the integration mechanisms of the UN and
  other international organizations In case of
  disasters?

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Standard Interview Questions

• Questions for Ministry of Finance
• What is the source for allocating financial
  resources for emergency response?
• What is the financial policy in relation to the
  resource allocation for NEMA?
• What is the budget planning process and resource
  allocations?
• How do you see the evolution of follow-up and
  accountability of financial resources of NEMA?

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Standard Interview Questions

• Questions for All
• Do you think NEMA (and Civil Defense) are capable
  of responding to a disaster in a adequate way if
  a disaster strikes tomorrow with 2,0000 victims
  and 15,000 affected?
• Do you feel yourself as an integral part of NEMA?

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• 5. UNDAC Mission Format

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UNDAC Mission Report Format

• Message
• Executive Summary
• Table of Contents
• Summary of Recommendation
• Overview of Country and Nature of Disasters
  Experienced by it
• Disaster Management in Country

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UNDAC Mission Report Format

• 7. National and Local Disaster Response Capacity
• 8. Disaster Preparedness and Awareness
• 9. Recommended Timeline for Implementation of
  Recommendations
• 10. Conclusion
• 11. List of Annexes
• 12 Acknowledgements

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Annexes

• Information Collection Sheet
• Follow-up Matrix (e.g. Philippines UNDAC
  follow-up mission in June 2006)
• Mission reports from Laos, Bolivia (2007)

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Humanitarian Disaster Risk (Vulnerability x
Hazard) - Response Capacity