UNHCR Handbook for Emergencies - UNHCR eCentre

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ii. The expression "I have the honour ..." is usually used only in the opening sentence; iii. "You" can normally be used in the text. However, in a long text it may be courteous from time to time to interject the more formal address (e.g. "I should be grateful if you, Sir, [or Your Excellency] would confirm that this is also the understanding of your Government"); iv. Formal letters end with "Accept, Sir/Madam/Your Excellency, the assurances of my highest consideration". 67. A note verbale is a formal note written in the third person. Notes verbales may be addressed to a Minister for Foreign Affairs or a Ministry of Foreign Affairs, an ambassador or an embassy. Notes verbales are always used in replying to an incoming note verbale. It is written from person to person (e.g. Representative to Minister) or office to office (e.g. Branch Office to Ministry). The following points should be noted: i. Typical uses of notes verbales include the exchange of information between UNHCR and governments, embassies or permanent missions. The note verbale is not normally used to communicate with other United Nations agencies and is never used to address NGOs or the public. The note begins either, "The Special Envoy/Representative of the United Nations High Commissioner for Refugees in (country) presents his/her compliments to ... and has the honour to ..." or "the Branch Office of the United Nations High Commissioner for Refugees in (country) presents its compliments to ... and has the honour to ..."; ii. Titles must be given in full, at least in the opening and closing paragraphs. Be sure to use the full correct designation of the country (Kingdom of ..., Republic of ..., Democratic Republic of..., etc.) 2 ; iii. The complimentary closing of a note verbale is always the same: "The (Representative/Special Envoy) of the United Nations High Commissioner for Refugees in (country) avails him/herself of this opportunity to express (renew) to ... the assurances of his/her highest consideration", or, as appropriate, "The Branch Office ..." etc.; 2 The following document is a useful guide: Terminology, Country Names, United Nations Bulletin No. 347 (ST/CS/ SER.F/347/Rev.1). iv. The note should bear no signature. The Office stamp should be placed over the typewritten date and the officer responsible for its dispatch should sign his/her initials within the stamp. The Representative or Special Envoy and an alternate may be required to register their initials or even signatures with the protocol department of the foreign ministry; v. The place and date should appear on the bottom right-hand side of the last page. The address does not appear on a note verbale; vi. The text of the note verbale should be single spaced with double spacing between paragraphs. 68. Both formal letters and notes verbales may bear file references, as brief as possible, on the top left of the first page. 69. Notes verbales are always answered by notes verbales, and formal letters by formal letters. Apart from the restrictions on the use of notes verbales given above, there are no completely clear-cut rules about which to employ when UNHCR is initiating the communication. In general terms, the note verbale conveys brief information and is the normal form for routine exchanges with the protocol department, for example, when seeking customs clearance for relief supplies or advising of the arrival of international staff. References to important meetings with senior officials and major issues, particularly those already discussed, are better treated in a formal letter. A formal letter may also reach the action officer more quickly than a note. 70. If it is necessary to set out UNHCR's position on a specific subject (policy, action taken, intentions, etc.), this may be done in the form of an aide-mémoire written in the third person. An aide-mémoire has no addressee and is simply headed Aide-Mémoire, with the title below. A similar purpose is served by a "Note by the Office of the United Nations High Commissioner for Refugees", a minor difference being that this description goes below the title. An aide-mémoire would normally be used to convey information to a government ministry or department, an embassy or the diplomatic corps. For a less formal or wider distribution, the "Note by ..." form may be appropriate. 71. All four types of communication should be presented on UNHCR letterhead stationery. External Relations 9 91
92 Annex 1 MEMBER STATES OF THE EXECUTIVE COMMITTEE OF THE HIGH COMMISSIONER’S PROGRAMME As of November 1998 Algeria Argentina Australia Austria Bangladesh Belgium Brazil Canada China Colombia Democratic Republic of the Congo Denmark Ethiopia Finland France Germany Greece Holy See Hungary India Iran (Islamic Republic of) Ireland Israel Italy Japan Lebanon Lesotho Madagascar Morocco Namibia Netherlands Nicaragua Nigeria Norway Pakistan Philippines Poland Russian Federation Somalia South Africa Spain Sudan Sweden Switzerland Thailand Tunisia Turkey Uganda United Kingdom United Republic of Tanzania United States of America Venezuela Yugoslavia
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United Nations High Commissioner fo
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Chapters may be located quickly by
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VI Introduction
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VIII
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X UNHCR’s Mission Statement
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2 1 Aim and Principles of Response
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4 Definition and Aim 1. The majorit
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6 18. By definition, the needs of a
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8 tal degradation. Environmental pr
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10 2 Protection
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12 Introduction UNHCR’s Mandate 1
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14 23. In countries that are partie
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16 rities, local authorities, army
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18 Field staff at the site, anxious
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20 ii. To refrain from violence to
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22 as a result of armed conflict, i
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24 Annex 1 - International Instrume
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26 3 Emergency Management
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28 Introduction 1. There is no sing
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30 Capacity and Resources 5. Emerge
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32 28. At the global level, UNHCR m
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34 4 Contingency Planning
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36 Introduction 1. Contingency plan
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38 is not unusual for the various p
Page 51 and 52: 40 5 Initial Assessment, Immediate
Page 53 and 54: 42 Introduction 1. Emergency assist
Page 55 and 56: 44 for details of how to access UNH
Page 57 and 58: 46 Annex 1 - Checklist for Initial
Page 59 and 60: 48 6 Operations Planning
Page 61 and 62: 50 Introduction 1. An emergency res
Page 63 and 64: 52 Figure 1 - an example of a Gap I
Page 65 and 66: 54 Annex 2 - Gap Identification Cha
Page 67 and 68: 56 7 Coordination and Site Level Or
Page 69 and 70: 58 Coordination Introduction 1. Coo
Page 71 and 72: 60 i. Resident Coordinator The Resi
Page 73 and 74: 62 38. The system of refugee repres
Page 75 and 76: 64 Annex 2 - Tips on running a meet
Page 77 and 78: 66 8 Implementing Arrangements
Page 79 and 80: 68 Introduction 1. Appropriate arra
Page 81 and 82: 70 nated the manager of the operati
Page 83 and 84: 72 Sufficient information must be a
Page 85 and 86: 74 Annex 1 - Sample Letter of Mutua
Page 87 and 88: 76 Annex 2 - Procurement by a UNHCR
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Page 91 and 92: 80 SITREP (number) COUNTRY COVERING
Page 93 and 94: 82 9 External Relations
Page 95 and 96: 84 Relations with Government and Di
Page 97 and 98: 86 21. Field offices should monitor
Page 99 and 100: 88 ❏ DO remember that any program
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Page 105 and 106: 94 10 Community Services and Educat
Page 107 and 108: 96 Situation The trauma of becoming
Page 109 and 110: 98 8. Community services programmes
Page 111 and 112: 100 Site planning and construction:
Page 113 and 114: 102 ❏ Promote the social role of
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Page 117 and 118: 106 actly what degree of protection
Page 119 and 120: 108 cational materials of the type
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Page 123 and 124: 112 PHASE 3. BUILDING UP COMMUNITY
Page 125 and 126: 114 Annex 2 Sample Unaccompanied Mi
Page 127 and 128: 116 Annex 3 - List of materials for
Page 129 and 130: 118 11 Population Estimation and Re
Page 131 and 132: 120 Situation Refugee emergencies a
Page 133 and 134: 122 Administrative Records 12. Loca
Page 135 and 136: 124 ii. The refugees accept the pro
Page 137 and 138: 126 Annex 1 - Format for reporting
Page 139 and 140: 128 Annex 3 - Control Sheet Feuille
Page 141 and 142: 130 Annex 5 - Codes for UNHCR Regis
Page 143 and 144: 132 12 Site Selection, Planning and
Page 145 and 146: 134 Situation Suitable and well-sel
Page 147 and 148: 136 Camps 11. This type of settleme
Page 149 and 150: 138 27. Refugee settlements should
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142 example, where there are severe
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144 camp. In particular, this will
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146 can be kept out of this space.
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148 13 Commodity Distribution
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150 Situation Emergency situations
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152 Components of Distribution Syst
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154 14 Health
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156 Situation It is well known from
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158 registration for more informati
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160 Monitoring and Surveillance: Th
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162 ◆ The emotional stress of dis
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164 Malaria 41. Malaria can also po
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166 Reproductive Health 7 45. Repro
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168 than outsiders in communicating
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170 collect and consolidate health
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172 place to jointly identify prior
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174 Key References An Inter-agency
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176 2. Mortality 2.1 Mortality rate
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178 3.2 Out-Patient Department (OPD
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180 6. Referral system 6.1 Total nu
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182 7.3 Tuberculosis (every three m
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184 15 Food and Nutrition
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186 Situation In emergencies, food
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188 ◆ In most refugee emergencies
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190 management of the natural resou
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192 General Feeding Programme ◆ A
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194 Figure 2 - Response to food and
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196 malnourished children. However
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198 Figure 4 - Admission and discha
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200 ing programme will depend on th
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202 Annex 1 - Basic Facts About Foo
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204 Annex 1 (cont.) - Characteristi
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206 Annex 3 - Main Nutritional Defi
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208 Annex 5 - Reporting Form: Thera
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210 16 Water
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212 Situation Water is essential to
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214 Figure 1a - Needs and Resources
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216 8. Available sources must be pr
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218 26. The most serious threat to
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220 iii. Implementation arrangement
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222 61. Without good groundwater re
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224 filtration, chemical disinfecti
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226 Storage ◆ All refugee sites m
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228 17 Environmental Sanitation
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230 Situation Overcrowding, a harsh
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232 Table 1: - Number and Types of
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234 27. Arrangements must be made t
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236 35. Figure 1 illustrates some c
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238 Ventilated Improved Double-Pit
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240 etable gardens and fruit trees
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242 tive manner to sustain “soft
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244 Annex 1 II. Public Places C. Ex
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246 Annex 2: - Environmental Sanita
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248 18 Supplies and Transport
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250 Situation Refugee emergencies a
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252 v. Comprehensive planning: Have
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254 of continuing such local purcha
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256 37. Where a suitable rail netwo
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258 iv. Size and weight: packing un
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260 70. When selecting a warehouse
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262 Annex 1: - Standard specificati
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264 Annex 2 - Planning Vehicle Need
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266 3. Fuel and Maintenance Facilit
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268 5. Warehouse documents Whatever
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270 Annex 4 Distribution: 2 copies
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272 19 Voluntary Repatriation
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274 Situation Voluntary repatriatio
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276 during and after their return,
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278 or another to return to their c
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280 untary repatriation operation i
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282 59. Customs formalities: Custom
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284
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286 Linked Cases: Family/Group No:
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288 (i) Spontaneous and self-organi
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290 20 Administration, Staffing and
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292 Introduction 1. The purpose of
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294 communities may come forward to
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296 already represented in that cou
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298 51. Whatever the pressures of t
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300 each trip. The daily log should
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302 Annex 1 - CHECK-LIST FOR THE EM
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304 - Maintenance logs - Construct
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306 ❏ 37. Request Emergency Allot
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308 325 Logistics (procurement, tra
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310 21 Communications
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312 Introduction 1. Good communicat
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314 on the roof of the building or
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316 Annex 1 - Common Communications
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318 22 Coping with Stress
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320 Introduction 1. Stress is a fea
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322 preparation not only includes u
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324 23 Staff Safety
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326 Introduction ◆ The primary re
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328 formation on all possible means
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330 Depending on the circumstances
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332 iv. Ballistic blankets fitted i
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334 24 Working with the Military
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336 Introduction ◆ In humanitaria
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338 personnel, including creating t
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340 Catalogue of Emergency Response
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342 human resources Emergency Prepa
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344 Senior Emergency Administrator
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346 Norwegian and Danish Refugee Co
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348 Swedish Rescue Services Agency
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350 Staff and Office Accommodation
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352 Office Kits The Office Kit comp
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354 Vehicles A stock of 20 vehicles
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356 Emergency Operations Room Based
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358 Kitchen Sets 30,000 Kitchen Set
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360 Emergency Capacities of Non Gov
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362 Refugee Registration Package Th
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364 UNHCR Emergency Fund The purpos
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366 Workshop on Emergency Managemen
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368 Toolbox
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370 Table 1 - Key Emergency Indicat
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372 Table 4 - Screening of New Arri
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374 Table 7 - The Size of Things Co
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376 Table 10 - Conversion Factors T
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378 Memoranda
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380 FRAMEWORK for OPERATIONAL COOPE
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382 e) jointly invite donors, Unite
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384 20. UNHCR and UNDP shall: a) co
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386 MEMORANDUM OF UNDERSTANDING bet
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388 (ii) Operational Activities 18.
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390 including cold chain equipment,
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392 WFP/UNHCR COOPERATION MEMORANDU
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394 Both agencies will agree on the
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396 jointly agreed by UNHCR and WFP
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398 8.8 Joint headquarters-level me
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400 Glossary
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402 Index
Page 415 and 416:
404 Deployment 15, 32, 172, 337, 33
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406 Office - Installation 313, 314
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408
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