UNHCR Handbook for Emergencies - UNHCR eCentre

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Annex 2 – Suggested Field Filing System 1. A file list should be set up immediately on the opening of a new office. It should be done in such a way that it can expand and contract to take account of new situations. One must achieve the correct balance between being too specific and too general. 2. Three types of files should always bear a standard format reference or symbol whether maintained at Headquarters or in the Field: personnel (PER/IND) files, individual case (IC) files and project files. The latter symbol is always allocated by Headquarters. A personnel file bears the file reference PER/IND FAMILY NAME, Given Names, e.g. PER/IND SMITH, Ms Jane Marie An individual case file bears IC FAMILY NAME, Given Names RUR (country of residence)/RUR (country of origin) e.g. IC SMITH, Ms Jane Marie RUR/RUR Suggested File List 1. General & External Affairs 100 UNHCR Structure/Mandate & Gen. Info. 101 Executive Committee 102 IOM/FOMs 110 Relations with (host) Government 111 Relations with local Consulates 112 Inter-Agency Meetings 113 NGOs (general & alphabetical by agency) 114 UN Agencies (general & alphabetical by agency) 115 Inter-Governmental Organizations (general & alphabetical by agency) 120 Reports from the field 121 Situation Reports (SITREPS) 122 Camp profiles 130 Missions to the office (UNHCR & alphabetical) 131 Missions by office staff (alphabetical) 132 Visitors to the office (non-UNHCR & chronological) 133 Public Information Activities & Media Relations 134 Press releases & Press clippings 135 Conferences and Special Events 140 Training/Seminars/Workshops 150 Fund Raising/Contributions A project file bears Year/Source of fund/Country of operation/assistance type/project number, e.g. 98/EF/RUR/EM/140. 3. An indication of subject files which might be required is given below. The number designates a subject not a file. Accordingly, files may comprise two or more file numbers. A file should “tell a story”. Do not make subsequent perusal difficult by filing items out of sequence. 4. Security should be considered when filing documents, in paper and or electronic form. Files which should be destroyed in the event of evacuation of the office should be marked in advance. These should include individual case files and personnel files. 2. Protection 200 Protection General – UNHCR 201 Human rights/Country of Origin Info. (RUR – Alphabetical) 210 Protection (host country) 211 Detention 212 Determination 213 Tracing 214 Family Reunion 215 Physical Security of Refugees 216 Registration 3. Operations & Assistance 300 Field Operations General 301 Field Operations (by site/camp) 310 Programme General (UNHCR) including FOBS 311 Assistance Programme General (host country) 312 Emergency Management 313 Technical Support 314 Procurement 320 Food/Nutrition 321 Health 322 Water & Sanitation 323 Site Planning & Shelter 324 Non-Food Items & Domestic Supplies Administration, Staffing and Finance 20 307
308 325 Logistics (procurement, transport, storage) 326 Community Services, Counselling, Community Development 327 Education 328 Productive Activities & Income Generation 329 Camp Management 330 Repatriation 331 Local Settlement 332 Resettlement 4. Administration & Finance 400 Administrative Policy 401 Administrative Instructions 410 Office Premises 411 Office and Personnel Security 412 Asset Management 413 Expendable property & Supplies 414 Utilities 415 Records Management/Filing 416 Communications 417 Transport/Vehicles 420 Staff Rules & Regulations 421 Office Staffing 422 Applications for Employment/Recruitment 423 Salaries/Benefits/Allowances/Living Conditions 424 Taxation/Exemptions/Privileges & Immunities 425 Leave & Holidays 426 Travel/Mission & Leave Rosters 430 Accounting & Finance Procedures 431 Rates of Exchange 432 DSA Rates 433 Administrative Budget & Obligation Document
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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
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40 5 Initial Assessment, Immediate
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42 Introduction 1. Emergency assist
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44 for details of how to access UNH
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46 Annex 1 - Checklist for Initial
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48 6 Operations Planning
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50 Introduction 1. An emergency res
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52 Figure 1 - an example of a Gap I
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54 Annex 2 - Gap Identification Cha
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56 7 Coordination and Site Level Or
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58 Coordination Introduction 1. Coo
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60 i. Resident Coordinator The Resi
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62 38. The system of refugee repres
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64 Annex 2 - Tips on running a meet
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66 8 Implementing Arrangements
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68 Introduction 1. Appropriate arra
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70 nated the manager of the operati
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72 Sufficient information must be a
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74 Annex 1 - Sample Letter of Mutua
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76 Annex 2 - Procurement by a UNHCR
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78 will be composed of at least thr
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80 SITREP (number) COUNTRY COVERING
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82 9 External Relations
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84 Relations with Government and Di
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86 21. Field offices should monitor
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88 ❏ DO remember that any program
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90 stood as being entirely intended
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92 Annex 1 MEMBER STATES OF THE EXE
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94 10 Community Services and Educat
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96 Situation The trauma of becoming
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98 8. Community services programmes
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100 Site planning and construction:
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102 ❏ Promote the social role of
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104 families may be provided with a
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106 actly what degree of protection
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108 cational materials of the type
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110
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112 PHASE 3. BUILDING UP COMMUNITY
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114 Annex 2 Sample Unaccompanied Mi
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116 Annex 3 - List of materials for
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118 11 Population Estimation and Re
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120 Situation Refugee emergencies a
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122 Administrative Records 12. Loca
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124 ii. The refugees accept the pro
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126 Annex 1 - Format for reporting
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128 Annex 3 - Control Sheet Feuille
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130 Annex 5 - Codes for UNHCR Regis
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132 12 Site Selection, Planning and
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134 Situation Suitable and well-sel
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136 Camps 11. This type of settleme
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138 27. Refugee settlements should
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140 40. Natural and existing featur
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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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Page 277 and 278: 266 3. Fuel and Maintenance Facilit
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Page 281 and 282: 270 Annex 4 Distribution: 2 copies
Page 283 and 284: 272 19 Voluntary Repatriation
Page 285 and 286: 274 Situation Voluntary repatriatio
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Page 293 and 294: 282 59. Customs formalities: Custom
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Page 297 and 298: 286 Linked Cases: Family/Group No:
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Page 301 and 302: 290 20 Administration, Staffing and
Page 303 and 304: 292 Introduction 1. The purpose of
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Page 309 and 310: 298 51. Whatever the pressures of t
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Page 321 and 322: 310 21 Communications
Page 323 and 324: 312 Introduction 1. Good communicat
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Page 327 and 328: 316 Annex 1 - Common Communications
Page 329 and 330: 318 22 Coping with Stress
Page 331 and 332: 320 Introduction 1. Stress is a fea
Page 333 and 334: 322 preparation not only includes u
Page 335 and 336: 324 23 Staff Safety
Page 337 and 338: 326 Introduction ◆ The primary re
Page 339 and 340: 328 formation on all possible means
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Page 343 and 344: 332 iv. Ballistic blankets fitted i
Page 345 and 346: 334 24 Working with the Military
Page 347 and 348: 336 Introduction ◆ In humanitaria
Page 349 and 350: 338 personnel, including creating t
Page 351 and 352: 340 Catalogue of Emergency Response
Page 353 and 354: 342 human resources Emergency Prepa
Page 355 and 356: 344 Senior Emergency Administrator
Page 357 and 358: 346 Norwegian and Danish Refugee Co
Page 359 and 360: 348 Swedish Rescue Services Agency
Page 361 and 362: 350 Staff and Office Accommodation
Page 363 and 364: 352 Office Kits The Office Kit comp
Page 365 and 366: 354 Vehicles A stock of 20 vehicles
Page 367 and 368: 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
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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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