DISASTER MANAGEMENT WORKING GROUP TERMS OF REFERENCE 2008-2009 DMWG Meeting, 6th January 2009

DMWG TOR 2008-2009 Background Goal Objectives Strategies Participation Decision Making Management and Administration Communications Coordination Meetings Work-plan

1. Background of DMWG Founded in 1999 Meet on monthly and emergency basis Membership of Government, UN Agencies, iNGOs, VNGOs, Donors, research institutes and individuals, etc. ToR reviewed and revised on annual basis

DISASTER MANAGEMENT WORKING GROUP 2-3. Goal and Objectives GOAL: To enhance disaster management in Viet Nam through improved information sharing, coordination of initiatives and joint actions to promote the highest possible standards and practices. OBJECTIVES (4) To improve coordination among all agencies working in disaster management through information sharing, experience exchange and joint initiatives. To build the capacity of relevant agencies and practitioners in disaster management. To initiate and contribute toward policy dialogues for improving disaster-related policies and practices of policy makers and implementers To improve coordination and collaboration in emergency responses, especially when big disasters happen DISASTER MANAGEMENT WORKING GROUP

4. Strategies Promote Information sharing and experience exchange; Promote the development and sharing of standards, accountability, best practices, research projects, and guidelines; Joint training activities and workshops; Advocacy and Policy Dialogue; Coordinated emergency preparedness and response.

5. Participation Participation in the DMWG is open to all individuals, organisations, and government agencies concerned with disaster management in Viet Nam. So far, government departments, UN organisations, partnerships, INGOs, VNGOs, donor agencies, institutions and individual researchers have joined the DMWG.

6. Decision Making Decisions will be made on a consensual basis wherever possible. Where consensual decision making is not possible/successful decisions may be taken by an open vote where each organisation has one vote and a majority of 50% of those present at a meeting is required to pass a motion. Key decisions of the the DMWG will be made through consultation with DMWG members and require unanimous support from core group members. Hereby, key decisions include, but are not limited to published statements, advocacy/policy messages, DMWG ToR revision, core membership and chairmanship, joint assessments.

7. Management and Administration Core Group: A core group of member organizations will share the management and administration duties of the DMWG. Membership to the core group is based on the voluntary commitment, human resource contribution and capacity of organizations. Core group members will support the Chair and take an active role in the management and administration of the DMWG. Current core members: UNDP, Oxfam, School of Public Health, NDMP, SCUK, SCUS, IFRC, NRC, NGO RC. Chairmanship: One organisation will assume the role of Chair of the DMWG for a period of 6 months. The Chair will be selected by the core group members based on the voluntary commitment and capacity of eligible organizations. Only core group member organisations are eligible to assume the role of Chair. There is no limitation on the number of periods for which one organisation can fulfil the role of the Chair. Roles of Chair: Act as focal point and representative for the DMWG. Call and set the agenda for and lead all meetings together with the core group. The Chair will also facilitate the communication among members of the working group. The Chair will maintain ongoing contact with the NGO Resource Centre staff and attend Working Group Coordinators' Meetings. Chairperson shall give inputs for both WG annual report and INGOs statement on behalf of DMWG.

7. Management and Administration (cont.) The VUFO–NGO Resource Centre shall act as the Secretariat for the DMWG in close collaboration with the Chair and the Core members. The VUFO-NGO RC shall provide venue for DMWG monthly meeting unless any organization volunteer to host. The Natural Disaster Mitigation Partnership (NDMP) will act as the DMWG focal point with regards to policy dialogues, coordination of resources and information sharing. The VUFO–NGO Resource Centre will maintain a website for the working group and manage the mailing list.

8. Communications DMWG will hold monthly meetings and utilize the VUFO-NGO Resource Centre E-mailing list as key channel of communications among DMWG members

9. Coordination Meetings Meetings will take place monthly, or more frequently as required in the event of disasters. Meeting minutes will be prepared with the support of NGO RC Working Group Coordinator and reviewed by the Chair and Core Group members. The Meeting minutes will be circulated within 1 week after all DMWG meetings

10. Work plan Annual work plans to highlight priority areas for action in the year and to provide a basis for evaluating the effectiveness of the DMWG. Work plans should be realistic and in line with objectives and strategies of this TOR (listed in sections 3 and 4).

Discussion (10 mins): Core group membership 2009 (current members: UNDP, Oxfam, School of Public Health, NDMP, SCA, IFRC, NRC, NGO RC) Chairmanship for the next period January-June 2009 PROPOSED WORKPLAN 2009: Monthly coordination meetings DMWG Contingency Plan (including capacity building programs, Cluster Leadership Approach, …) DRR/CCA mainstreaming events and publications Thematic emergency response management trainings (EFSL, WATSAN, etc.) Lessons learnt workshop on emergency response Joint research (DRR policies and practices) (…)

Many Thanks