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INSARAG Secretariat and its Representative

The INSARAG Secretariat serves as an objective facilitator during an IEC/R process. The INSARAG Secretariat representative will either be an employee of OCHA’s RSB or an individual assigned by the INSARAG Secretariat.

The INSARAG Secretariat will engage with the USAR team minimum two years prior to a provisional IEC/R date being established. This timeline is required to ensure that all milestones are met and that gaps can be easily identified and positively resolved. The monitoring system will have three parts: application and mentor assessment, review, and finalisation (IEC/R exercise).

The Secretariat works with all relevant stakeholders from the beginning of the process, and facilitates timely discussions and consultations and recommends relevant support that the USAR team requires during the entire process of an IEC/R.

Once the team has met all preparatory arrangements and objectives to the full satisfaction of key stakeholders – that is, the IEC/R classifiers, the Mentor, and the INSARAG Secretariat – the Secretariat will then confirm that the IEC/R exercise will take place at the designated date.

The primary responsibilities of the INSARAG Secretariat during an IEC/R are as follows:

  • Ensure that the process is based on the minimum requirements as determined by the INSARAG Guidelines
  • Ensure the IEC/R classifiers do not attempt to use the IEC/R as an opportunity to promote their home country’s methodologies as the preferred way of operation
  • Perform the role of mediator/arbitrator between the IEC/R classifiers, the USAR team and its IEC/R Mentor or its focal points should the need arise

IEC/R Tasks​

Main tasks

  • The INSARAG Secretariat is recognised as the representative of RSB to the USAR team undergoing classification or reclassification, the team’s mentor, the INSARAG Focal Points, the IEC/R classifier cadre and the INSARAG Steering Group.

  • In order to ensure objectivity, the INSARAG Secretariat stands as an independent entity and does not form part of the IEC/R classifier cadre. The INSARAG Secretariat is responsible to coordinate all activities including those that start a team on its way to IEC/R, what goes on during the IEC/R, and outlining team responsibilities after the IEC/R, including corrective actions if required.

  • In the unlikely event of dispute, the INSARAG Secretariat will arbitrate/facilitate negotiations to attempt to resolve a dispute. In the case of an unresolved dispute, the INSARAG Secretariat will capture all relevant facts and information for referral to a Re-evaluation Process.

Detailed tasks
Phase 1:

  • The INSARAG Policy Focal Point contacts the INSARAG Secretariat informing it of the intention to request an IEC/R.
  • The INSARAG Secretariat will engage in dialogue with the country requesting an IEC/R in order to make an assessment as to whether the IEC/R is the most effective way forward for their development.
  • The INSARAG Secretariat makes available a list of potential mentors to the USAR team.
  • Review the Abbreviated Portfolio of Evidence (A-PoE). Based on the result of the A-PoE review, the INSARAG Secretariat recommends "Go/No Go". If "Go", the INSARAG Secretariat allocates a provisional date.
  • Regular liaison with the USAR team’s mentor to monitor planning and preparation progress to ensure the team is on track.
  • Closely monitors the approved timeline of the team.

Phase 2:

  • Identifies an IEC/R classifier team leader 12 months prior to the provisional IEC/R date.
  • Receives the C-PoE from the USAR team 12 months prior to the provisional IEC/R date.
  • Ensures that the IEC/R classifier team leader receives a copy of the C-PoE.
  • Ensure the IEC/R classifier team leader receives the USAR team and its mentor’s contact details.
  • If the IEC/R classifier team leader recommends “Go”, the date is finalised. If the IEC/R classifier team leader recommends “No Go” the INSARAG Secretariat is to postpone the provisional IEC/R date based on the work required to ensure the USAR team is adequately prepared.
  • If it is agreed that the USAR team is approved to go forward, the remaining IEC/R classifier team is named 9 months prior to the IEC/R date.
  • Regular liaison with the USAR team’s mentor to monitor planning and preparation progress to ensure the team is on track.

Phase 3:

  • Coordinate administrative and logistical requirements with the IEC/R host
  • Ensure IEC/R classifier cadre is aware of all the administrative and logistic arrangements.
  • Ensure that the IEC/R is carried out in accordance with the IEC/R Volume 4.
  • Ensure that the IEC/R is conducted in accordance with the minimum standards as determined by the INSARAG Guidelines.
  • Perform the role of arbitrator/facilitator between the IEC/R classifiers and the USAR team or its sponsoring organisation should the need arise.
  • Provide input on behalf of the INSARAG Secretariat as required.
  • Ensure the IEC/R classifier team completes the required final report within 14 days of the completion of the IEC/R.
  • Provide a successful USAR team with its certificate and patches within 30 days of the completion of the IEC/R.
  • If the team is unsuccessful facilitate discussions with the IEC/R cadre, USAR team and host country on the appropriate next steps.

Qualification​

Requirements

  • The INSARAG Secretariat will either be an employee of RSB or an individual endorsed by the Chief of RSB to serve on behalf of the INSARAG Secretariat.
  • Comprehensive and detailed knowledge of the UN system, INSARAG, UNDAC, USAR deployments and humanitarian aid in general.
  • Completed the Leadership Course.
  • Time available to commit to the IEC/R.
  • Intercultural competencies.
  • English: good oral and written knowledge.

Roles and Responsibilities​

Competences
The Secretariat has the authority to:

  • Stop the process before IEC/R and/or during (safety, security, disruption).
  • Take a IEC/R classifier out of the team in case of misbehaviour, lack of competence, etc.

Obligations

  • The INSARAG Secretariat must remain neutral and objective.
  • Represent the INSARAG Steering Group and the INSARAG Community to ensure the INSARAG minimum standards and methodology are complied to.