1. IFRC SCT Approach 1.Structure of the SCT: roles 2.Deployment of the SCT members 3.Funding of SCT members 4.Funding of the « operational costs » of coordination 5.Available Tools & Equipment 6.Scope of the SCT, Resident Coordinators, Handovers

2. 1.1 Key roles of the SCT  Coordinator:  From Red Cross Red Crescent  Team leader. Responsible for: overall coordination, team management  Information Manager  Technical Coordinator  From cluster partners (CARE, OXFAM…)  Familiar with local context  Recovery Advisor  From cluster partners (UNHABITAT, CARE…)

3. 1.2 Other roles  Hub Coordinator:  Relation with hubs  Environmental Advisor  From cluster partners (ProAct, WWF…)  Already 2 trainings have taken place  Mapping Advisor  From cluster partners (CartONG, ….)  GIS, mapping skills  Liaison Officer:  From Red Cross Red Crescent National Society  Link with local resources (NS, Government)  Link with Contingency Planning

4. 1.2 Other roles  Comunity liaison, Government liaison, Private sector liaison  Media and Comms Advisor  Admin/Finance/HR: operational expenses  Logistics Advisor  Ops specific technical advisors: Debris advisor, Urban Settlement Advisor, Housing Land and Property Rights Advisor...  Other roles

5. 1.2 New roles  Age Advisor:  Seconded by HelpAge  Provide guidance on how to include age in shelter.  Accountability Advisor  Seconded by CARE  Increase accountability of the cluster  Assessment Advisor + Assessment Mapping Advisor  Seconded by ACTED/IMPACT  Implement/pilot assessment methodology.

6. 1.3 Other issues around roles  Inter-agency team for inter-agency coordination: some members provided by cluster partners  “Deputy” position for exposure/ first mission  Importance of national staff:  Role can become a team  Hired through the IFRC delegation or National Society. Other ways?  Not used enough?  Hubs: run by SCT or by cluster members  Technical support from SCT  Financial support from SCT

7. 1.4. Team Management and oversight  All members of the SCT report to SCT Coordinator, independently of their Deploying Entity.  The Coordinator reports to:  Technical aspects related with coordination: IFRC Shelter Dpt.  Security, admin, country and or NS related issues: IFRC responsible in country (HoD, FACT team leader, Regional HoD)  Support from Global Focal Points:  Neil Bauman: Global Focal Point for Information Management  Global Focal Point for Coordination: Anna Pont (British RC)  Assessment Global Focal Point hosted by ACTED/IMPACT as part of the mentioned project.

8. IFRC SCT Approach 1.Structure of the SCT: roles 2.Deployment of the SCT members 3.Funding of SCT members 4.Funding of the « operational costs » of coordination 5.Available Tools & Equipment 6.Scope of the SCT, Resident Coordinators, Handovers

9. 2. Deployment Mechanisms  When to deploy  When Shelter Cluster is activated  When Shelter actors have coordination needs even if clusters are formally not activated.  Roster, alert  Individuals and their NS  SCT Sr Officer + Reg Sr Officer  By email, working on sms alert (FACT)  Deployment Alternatives:  Preferred option: Hired by deploying entity  Second option: Hired by IFRC: Consultants  Delegates

10. 2.1 Hired by deploying entity  Same for all funding alternatives (fully funded, partially funded, funded by IFRC)  Deploying entity pays for “personal work-related” expenses:  Flights (international)  Flights (in-country)  Visas  Hotel accommodation  Perdiem  National transportation when individual  Deploying entity provides:  Computer and other “personal” equipment (camera….)  Health issues including vaccinations  Insurance  Training 5,000 USD Advance

11. 2.2 Hired by IFRC: delegate  IFRC will organize and pay:  Flights (international and in-country)  Visas  Hotel accommodation  MSA (Monthly Subsistence Allowance) + R&R (if applies)  National transportation  Computer and other equipment (camera….)  Health issues including vaccinations  Insurance

12. 2.3 Hired by IFRC: consultants  The consultant pays for his/her own “personal work-related” expenses:  Flights (international and in-country)  Visas  Hotel accommodation  Perdiem  National transportation when individual  These expenses are invoiced for at the end of contract  The consultant takes care of:  Computer and other “personal” equipment (camera….)  Health issues including vaccinations  Insurance 30% Advance in contract

13. IFRC SCT Approach 1.Structure of the SCT: roles 2.Deployment of the SCT members 3.Funding of SCT members 4.Funding of the « operational costs » of coordination 5.Available Tools & Equipment 6.Scope of the SCT, Resident Coordinators, Handovers

14. 3. Funding deployment of SCT members  Earmarked funds for this are being requested in the Emergency Appeal:  Global Project: GXX0001  If no Appeal or not enough funds: Global Shelter Programme  Preferred alternative: fully funded by deploying entity.  Other alternatives:  National Society invoices IFRC for the whole deployment or part of it.  Cluster partners sign an agreement with IFRC for funding for the whole deployment or part of it.

15. 3.1 Fully Funded by Deploying Entity  If Deploying Entity is a RC National Society:  Registered as in-kind donation in the Appeal  Cost registered will be the estimated in the budget (13,000 person/month) unless real cost is given by National Society  If Deploying Entity is a Cluster Partner:  Possibility to apply for funds in the Flash Appeal either in Shelter or in Coordination chapters.

16. 3.2 Not fully funded by Deploying Entity  No difference for deployment procedures  National Societies invoice IFRC for the whole deployment or part of it. Possibility to contribute to the Appeal  Cluster partners sign an agreement with IFRC for funding for the whole deployment or part of it.

17. IFRC SCT Approach 1.Structure of the SCT: roles 2.Deployment of the SCT members 3.Funding of SCT members 4.Funding of the « operational costs » of coordination 5.Available Tools & Equipment 6.Scope of the SCT, Resident Coordinators, Handovers

18. 4. Funding of the Operational Costs  Earmarked funds for this are being requested in the Emergency Appeal:  Global Project: Gxx0001  If no Appeal or not enough funds: Global Shelter Programme  Head of Shelter&Settlements Dpt is budget holder but can delegate authority to coordinator  Not to consultants: then Head of Delegation/ Reg Deleg.  Based on detailed budget done by coordinator. Typically 5,000 CHF/month  Local staff, office&car rental, translation services, stationery, meeting expenses, communications (phones, internet), group accommodation…  Paid by IFRC delegation charged to appeal Gxx0001  Possibility to get advances from your National Society (additional to 5,000 USD). Also possible from delegation

19. Example of budget Shelter Cluster Coordination Team - West Sumatra Budget October-December 2009 IDRCHF 9375.001 October UnitPrice per unitTotal IDR.CHF Office rent11,500,000 160.00 Internet installation and equipment12,350,000 250.67 Refreshments for meetings1200,000 21.33 Transport (hire, fuel, tolls, parking)210,000,00020,000,0002,133.33 Office supplies (printer, ink, water dispenser, paper etc)18,000,000 853.33 Communication (pre-paid cell phone cards, hotel phones, etc.)11,000,000 106.67 Photocopy and meeting supplies12,000,000 213.33 Admin asst / translation25,000,00010,000,0001,066.67 45,050,0004,805.33 November Office rent11,500,000 160.00 Refreshments for meetings1200,000 21.33 Transport (hire, fuel, tolls, parking)210,000,00020,000,0002,133.33 Office supplies (ink, water, paper, elect etc)13,000,000 320.00 Communication (pre-paid cell phone cards, hotel phones, etc.)11,000,000 106.67 Photocopy and meeting supplies12,000,000 213.33 Admin asst / translation24,000,0008,000,000853.33 35,700,0003,808.00

20. IFRC SCT Approach 1.Structure of the SCT: roles 2.Deployment of the SCT members 3.Funding of SCT members 4.Funding of the « operational costs » of coordination 5.Available Tools & Equipment 6.Scope of the SCT, Resident Coordinators, Handovers

21. 5.1 Tools and Equipment  Pelikan Boxes in 3 modules with:  Module 1: Projector, laptop, pendrive, mobile phones  Module 2: 2 laptops with backpacks  Module 3: printer/scanner, wifi, Thuraya satellite phones, Satellite phone for data (V-GAN)  Simultaneous interpretation equipment

22. 5.1 Tools and Equipment  Website: www.sheltercluster.orgwww.sheltercluster.org  Coordination Toolkit with checklists, formats, examples, folder organisation. Available at www.sheltercluster.orgwww.sheltercluster.org  Coordination Handbook  Dissemmination material on SCT: available at https://www.sheltercluster.org >About us>Coordination Team. Includes a guide to messaging affected population developed with InfoasAid and other tools. https://www.sheltercluster.org

23. 5.2 Other resources  Gender Advice: Support on gender can be provided by the GenCap advisor upon request.  Engineers/Architects with basic humanitarian training: are available for shelter agencies for free for a month in the initial 3 months of the response. (provided through WEF)

24. IFRC SCT Approach 1.Structure of the SCT: roles 2.Deployment of the SCT members 3.Funding of SCT members 4.Funding of the « operational costs » of coordination 5.Available Tools & Equipment 6.Scope of the SCT, Resident Coordinators, Handovers

25. 6. Scope of the SCT  Content of the coordination services  All issues related with Shelter: emergency, transitional, permanent.  This includes camp planning, HLP, urban design, shelter support to host families, shelter in camps...  Time frame  Commitment to emergency phase  Can be extended if: requested, and funds are available, and appropriate staff is available.

26. 6.2. Resident Coordinators  Resident Coordinators do not need to abide by Humanitarian Reform. They may not consider Humanitarian Country Teams but UN Country Teams. IFRC may not be involved in conversations.  OCHA is our best ally when dealing with Resident Coordinators.  SCT Coordinator informs the Resident Coordinator but has no accountability to him/her.

27. IFRCUNHABITAT, UNDP…RC NATIONAL SOCIETYRC NS GOVERNMENT Country level co-leads 6.3. HANDOVERS