Division of Operational Services

Executive Office, 9 June 2009

In 2009, the Division of Operational Services (DOS) will comprise two services, the Emergency Support Service and the Supply Management Service, as well as three technical support sections, a training unit, a resource management unit and an advisory position to enhance coordination with the Division of International Protection Services and support the transition to the new budget structure.

DOS is responsible for overseeing UNHCR's response to and involvement in the UN and humanitarian reform process, including the Delivering as One initiative. DOS provides guidance to field operations on implementation plans, common funding arrangements, and inter-agency consultations. The Division will support field efforts, particularly in protracted refugee situations, to improve the self-reliance of refugees by developing alternatives to direct assistance. DOS will also continue to support the development and implementation of comprehensive durable solutions through community-based programmes and activities that are jointly planned and implemented with development partners.

The Emergency Support Service (ESS) comprises the Emergency Preparedness and Response Section (EPRS) and the Field Safety Section (FSS). EPRS assists UNHCR's operations to prepare for potential emergencies and supports them in the event of an emergency. EPRS deploys staff to high-risk areas to assist in risk assessments and emergency response planning. It maintains and develops UNHCR's early warning systems, manages standby emergency arrangements and deployments, develops emergency management tools and guidelines, and provides training. The Section liaises with other agencies through the Inter-agency Standing Committee working groups on early warning and contingency planning. In the event of an emergency, EPRS deploys emergency and security staff from internal and external rosters. It also facilitates, in coordination with other units, the shipping of emergency resources such as telecommunications equipment and relief items.

In 2009, UNHCR will continue to have systems in place to respond to emergencies of up to 500,000 people.

FSS collaborates with other agencies, programmes and funds on the prioritization and implementation of the recommendations made by the Report of the Independent Panel on Safety and Security, also known as the Brahimi Report, which the Secretary-General commissioned following the December 2007 attack on UN premises in Algiers. Among the main concerns for UNHCR are finding ways to reaffirm humanitarian principles and to ensure that security management enables, rather than restricts, the delivery of protection and assistance to beneficiaries.

The Supply Management Service (SMS) will provide support to field operations in all aspects of supply chain management: procurement, warehouse management, fleet management, asset management, logistics and emergency response. The aim is to deliver goods and services to displaced people effectively and efficiently.

Most supply management functions have moved to the Budapest Service Center and the Asset Management Unit will be relocated in 2009. The Contracts Unit will remain in Geneva for the time being. Field support is further strengthened by three regional supply management platforms in China, South Africa and the United Arab Emirates.

In 2009, SMS will establish an accountability framework for supply chain management at the global and country level in UNHCR. It will strengthen procurement and logistics management by optimising the use of existing IT tools; improve monitoring of implementing partner procurement and logistics and implement mechanisms for obtaining detailed information. SMS will improve overall asset management with special focus on fleet and vehicle management. The Service will reinforce the cluster support functions in emergency shelter, logistics and other clusters where delivery is essential.

The Operational Solutions and Transition Section (OSTS) provides strategies and guidelines on local integration and reintegration and promotes linkages between relief and development in transition situations. OSTS provides technical support and capacity building to field operations on promoting self-reliance through livelihoods; shelter and physical planning; environment and education projects; and promotes partnerships with development agencies. OSTS is responsible for UNHCR's role in the inter-agency emergency shelter and education clusters and the cluster working group for early recovery, as well as the Inter-agency Network for Education.

UNHCR's Public Health and HIV Section ensures technical integrity in its support to country operations and works closely with other international bodies on the formulation of sound and efficient public health and protection policies and programmes. Please see the chapter on Policy priorities for more information about the Section's work.

The Field Information Coordination and Support Section (FICSS) is responsible for registration, statistics, mapping, operational data management, and UNHCR's role in the inter-agency camp coordination and camp management cluster. Global programmes aim to give country operations support and training on registration, operational data management and knowledge sharing. Specific support will help improve registration, information collection, data management, population profiling and mapping. In 2009, the Office will implement proGres (version 3) and provide training to promote registration standards; facilitate the sharing of information and improve access to operational guidance; develop and disseminate tools for data management; continue developing a web-based portal, including a geographic information system, which allow for operational data and information sharing between UNHCR and its partners; support the implementation of UNHCR's standards and indicators policies; establish a quality controlled system for data acquisition and validation with the ability to generate standardized graphical and cartographic reports.

FICSS also manages the Operational Data Management Learning Programme (ODMLP) to improve data quality and reporting. By the end of the programme, participants are able to design, use and maintain monitoring systems and to interpret data in order to make good programming decisions. In 2009, the ODMLP will train 65 staff members from 36 country operations. An e-learning module for registration and profiling will be launched to ensure that standards are available and used by all staff

The Programme Training Unit offers UNHCR field operations training opportunities. The Operations Management Learning Programme (OMLP) aims at equipping UNHCR staff with the skills to manage field operations effectively. Since its inception in 2000, nearly 570 staff members have participated in the programme.

In 2009, DOS will release an e-learning programme as the introductory module of the OMLP. This module will be accessible to all UNHCR staff, NGOs and government partners and donors, while the existing OMLP will be revised to be used by experienced operations managers. The improved OMLP is scheduled to commence in mid-2009 with participation of 60 staff. DOS also plans to deliver country or regional training events for at least six field operations or regions. It will also start a new learning module to strengthen the training and coaching capacity of 50 programme officers in the field.

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