Thematic session
Cluster 5:
Preparedness for effective response
Lead Agencies:
- Office for the Coordination of Humanitarian Affairs (OCHA)
- World Food Programme (WFP)
Closing statements
Discussion paper
Panel Report
Date: 21 January 2005
Time: 13h00-15h00
Venue: Kairaku room
Chair: Mr. Siddiqur Rahman CHOUDHURY, Secretary in Charge of the Bangladesh Ministry for Food and Disaster Management
Rapporteur: Ms. Norah NILAND, Chief, Policy Development Section, Office for the Coordination of Humanitarian Affairs Geneva (OCHA)
  Mr. Toni FRISCH, Delegate for Humanitarian Aid, Head of Swiss Humanitarian Aid Unit (SHA), Assistant Director-General Swiss Agency for Development and Cooperation (SDC) Ministry of Foreign Affairs
Enhance Community-level engagement in Preparedness and Response Systems
By Fernanda Teixeira
Secretary General of the Mozambique Red Cross Society Federation
Mozambique Red Cross
  Mr. Randolph KENT, expert in Relief and Development, Kings College London
Cuba: preparativos para la respuesta a huracanes
Mr. Jose LLANES, Director, National Office para Caso de Desastres Government Constituency/Affected Country
  Ms. Yvette STEVENS, Director of AERC, OCHA, Geneva
Strengthening Emergency Preparedness and Response - an Organizational Perspective
Mr. Kenro OSHIDARI, Deputy Regional Director; ODB, Asia Bureau, World Food Programme, Bangkok
Session 5.1
From research to action
Session Report
Date: 19 January 2005
Time: 16h30-18h30
Venue: Ikuta room
Organizer: - International Institute of Applied Systems Analysis (IIASA, Joanne Linnerooth-Bayer)
- Disaster Prevention Research Institute (DPRI, Norio Okada)
- Beijing Normal University (BNU, Peijun Shi)

Recognizing that disaster prevention is often less costly, both in human and economic losses, than disaster relief and reconstruction, the disaster community is placing great emphasis on pre-disaster or pro-active risk management. Pro-active disaster risk management emphasizes loss prevention, and also preparing ahead to meet financial obligations and thus reduce indirect losses. Moving from research on proactive disaster risk management strategies to genuine reduction of the disaster burden, or “from research to action", is the challenge this session addresses.

We begin with prevention, and ask how knowledge about seismic risks has or has not lead to retrofitting schools and hospitals, followed by a discussion on the role of the research community in reducing seismic risks in Iran. We then turn to examining pro-active risk financing, and discuss how two countries, Colombia and Mexico, are implementing novel pre-disaster financing mechanisms. The session turns from the public sector to action at the community level by examining how to empower communities. An important part of implementing pro-active disaster management policies is educating current and future policy makers about concepts and available approaches, and we discuss a recent initiative for long-distance learning that educates developing country policy makers about pro-active prevention and financing strategies. Finally, we propose a new agenda for research focusing on “going that last mile".

Moderators: Joanne Linnerooth-Bayer (IIASA), Norio Okada (DPRI) and Peijun Shi (BNU)

Prioritizing Schools and Hospitals: Good Intentions But Miles To Go
Ben Wisner and Tracy Monk, Oberlin College and Families for Seismic Safety
  From Seismology to Seismic Safety
Mohsen Ghafory-Ashtian: IIEES
Financing Disaster Risks: Implementing Novel Ideas in Colombia and Mexico
Reinhard Mechler, IIASA
  Empowering Communities for Implementing Risk Reduction Action
Rajib Shaw, Kyoto University

Educating for Action: The World Bank Institute Comprehensive Disaster Risk Management Learning Program
Katalin Demeter, World Bank Institute

The Last Mile Earthquake Risk Mitigation Assistance in Developing Countries
Haresh C. Shah, Obayashi Professor of Engineering, Emeritus, Stanford University
Founder & Sr. Advisor, RMS Inc.

To Construct the Theory and Practice System of Integrated Disaster Risk Management
Peijun Shi, IDPS, Beijing Normal University, China,
Norio Okada, DPRI, Kyoto University, Japan
From Research To Action: Through a Realistic, Doable, Usable and Socio-economic and
Culturally Acceptable Actions

Mohsen Ghafory-Ashtiany , International Institute of Earthquake Engineering and Seismology (IIEES)
Tehran, Islamic Republic of IRAN
Session 5.2
Humanitarian preparedness: lessons learned and challenges
Session Report
Date: 19 January 2005
Time: 12h00-14h00
Venue: Ikuta room
Organizer: - World Food Programme (WFP): Carlo Scaramella, Mervat Shelbaya
- IASC SWG on Preparedness & Contingency Planning: Carlo Scaramella, Everett Ressler
- Office of the Coordination of Humanitarian Affairs (OCHA): Ricardo Mena, Soichi Nakajima
- In consultation with other humanitarian partners including: UNICEF, UNHCR, IFRC, INGO and NGO network, and national institutions.

This segment will present and discuss some of the lessons learned, best practices, systems and tools developed, as well as challenges and opportunities in strengthening emergency preparedness and response on the national, regional and international levels.

Overview of Subjects Addressed: This session will:
a) Discuss means and offer examples of how to improve emergency preparedness and response coordination mechanisms on the national, regional and international levels;
b) exemplify good practices in partnerships and collaboration at the inter-agency and international level (UN, Governmental and Non-Governmental Organizations) in emergency preparedness and disaster mitigation;
c) discuss constraints and opportunities in preparedness action, including funding aspects;
d) illustrate case studies on enhancing capacity building and community involvement in preparedness and response;
e) demonstrate some recent initiatives under way to enhance the link between early warning and early action;
f) illustrate the development of new preparedness and response tools through non-traditional partners;
g) provide examples of how the effective information technology and information management are contributing to the implementation of the International Strategy for Disaster Reduction.

1. Strengthening Preparedness: Linking Early Warning to Effective Response
IASC SWG & World Food Programme

  • UN-WFP-IASC organizational challenges in preparedness and response
  • New initiatives to enhance the linkages between humanitarian early warning and early action
  • Experience and good practice in the utilization of information technology and information management in preparedness – the case of HEWSweb;
  • How non-traditional partners can contribute to enhancing preparedness
  • Thinking ahead- strengthening networks and commitments: towards humanitarian preparedness standards?

2. Building National Capacity in Emergency Preparedness & Response
NSET - Nepal

  • Living with hazards: lessons learned in building national capacity in emergency preparedness in an earthquake prone environment
  • Mechanisms and tools developed for enhanced earthquake preparedness and response in Nepal
  • Organizational and systemic challenges – perspectives on the future

3. Sub-Regional Partnerships in Disaster Response Preparedness

  • Experiences gained by new partnership initiatives and explore means to improve coordination mechanisms on a regional level, highlighting the role in emergency preparedness and response

4. Coordination in Disaster Management and the role of the UN

  • Good practices in partnerships and collaboration between UN and key stakeholders in emergency preparedness and consequently disaster mitigation, for the benefit of all;
  • Promotion of collaboration between disaster reduction and response towards an integrated disaster risk management approach, focusing on the role of the UN

5. Preparedness and Disaster Response: Donors perspectives

  • Donors perspectives on preparedness and response
  • Financial and funding aspects – how best can donors support preparedness
  • Establishing the link – Early Warning to Early Action
  • Developing tools and exploring new means – the experience of ECHO

6. Building Community Resilience through Disaster Preparedness & Response
IFRC - Kenya

  • Lessons learned in strengthening emergency preparedness, disaster management and response capacities at the national level in Kenya;
  • Building community resilience and enhancing community involvement in preparedness and response
  • The challenges ahead: community perspectives
Potential Speakers:
  Chair: Carlo Scaramella, Co-chair IASC SWG on Preparedness & CPlanning and Chief, Emergency Preparedness & Response Unit, WFP
  IASC SWG: Everett Ressler, Co-chair IASC SWG on Preparedness & Contingency Planning & UNICEF focal point for emergency preparedness.
Emergency Preparedness For Effective Response: Strengthening Institutional Capacities in the
UN World Food Programme

WFP: Monica Trujillo, Early Warning and Preparedness Officer, World Food Programme (WFP).
OCHA: Terje Skavdal, OCHA Regional Disaster Response Advisor for Asia
  Kenya Red Cross Society: Mr. Farid Abdul Kadir, Director of Disaster Preparedness and Response.
ASEAN: Mr. Puji Pujiono, Expert on Disaster Management for National Committee for Disaster Management, Kingdom of Cambodia.
Building National Capacity in Emergency Preparedness and Response
Mr. Amod Mani Dixit, Executive Director
National Society for Earthquake Technology (NSET Nepal)

Preparedness and Disaster Response: ECHO´s Tools, Funding Instruments and Policies
ECHO: Peter Billing, Head of Sector for Strategic Planning, EC, Directorate General for Humanitarian Aid

International Federation Red Cross and Red Crescent Societies
Chair: World Food Programme (WFP)

Mervat Shelbaya, WFP

Session 5.3
Effective response through coordination, partnership and integrated assessment
Session Report
Date: 21 January 2005
Time: 16h45-18h45
Venue: Nunobiki room
Organizer: UN Office for the Coordination of Humanitarian Affairs (Roy Brooke, Thomas Peter) and Field Coordination Support Session of CARE International (Charles Kelly)

This session will highlight practical activities and illustrate models for partnership, collaboration and integrated effort that help the disaster management community prepare for effective response.

1. Introduction and Overview of the International Disaster Response System (OCHA - FCSS)

  • Overview of the mandated coordination role of the United Nations and the responsibilities of the United Nations Emergency Relief Coordinator in international disaster response and disaster response preparedness.
  • Describe how this translates into tools and services that can be made available by the UN in the context of disaster response. Highlight partnerships in this respect.
  • Clarify the role of the on-site operations coordination centre in sudden onset disasters.
  • Provide examples of partnership development through information management tools and systems in the immediate aftermath of a disaster.
  • Provide a chronology of some of the main lessons learned in the last 10 years.
  • Provide points for debate and discussion.

2. Presentation on partnership approaches (OCHA – EES)

  • OCHA and UNEP launched the Environmental Emergencies Partnership (EEP) to reduce risks from environmental emergencies - including natural disasters with major environmental aspects and technological disasters - through greater collaboration and information flow between national, international and regional emergencies stakeholders.
  • Presentation will provide an overview of this mechanism, highlighting practical EEP initiatives to deliver better response and preparation for response.
  • Points for discussion: Numerous institutions and countries supported EEP establishment, and its progress to date has been solid. Given the magnitude of issues to be tackled implementation must continue, and accelerate. Discussion should focus on ways to achieve this.

3. Integrated approaches to disaster assessment (CARE International)

  • There are many methodologies for assessing disaster impact. Many focus only on specific sectors (e.g., water, health). This can pose challenge when assessments of different sectors need to be consolidated into a single comprehensive disaster impact assessment. In addition, sector-specific assessments do not usually give full consideration to cross-cutting issues such as those identified in the Sphere Standards: Children, Older people, Disabled people, Gender, Protection, HIV/AIDS and the Environment.
  • The discussion will focus on integrating cross-cutting issues into sector specific assessments, and how this integration process can contribute to producing consolidated assessments, with a specific discussion of different aspects of disaster impact assessment.
  • It will also highlight the utility of partnership approaches in this integration process.

4. Turkey’s civil protection experience (Republic of Turkey - Ministry of Interior)

  • Session will provide overview of recent civil protection experience in Turkey, including the practical application of lessons learned and partnerships.
  • For example, Turkey has used lessons from previous incidents, including the Marmara earthquake, to prepare for a more effective response.
  • Presentation will illustrate such activities, including efforts to raise awareness amongst the public and volunteers.

5. Turning concepts into reality: a perspective from the field (Actionaid)

  • NGO discussant will provide a perspective ‘from the field’ based on preceding presentations.
  • Discussant will offer perspectives that stimulate discussion on how to turn the material presented into specific, practical and ‘actionable’ ideas that will work on the ground.
Session Chair: Ricardo Mena, OCHA-CRD
Potential Speakers:
Actionaid, Roger Yates, Head of Emergencies Division
Improving Assessment of Disaster Impact: Integrating Cross-Cutting Cutting
Issues and Sector Specific
Assessment Procedures and Results

CARE International, Charles Kelly
Results through partnership: environmental emergency experiences
OCHA-EES, Roy Brooke, Humanitarian Affairs Officer
Capacity Building for Disaster Response
OCHA-FCSS: Thomas Peter, Deputy Chief, OCHA-FCSS
Government of Turkey – Ministry of Interior, Mehmet YILMAZ
  Rapporteur: Roy Brooke, OCHA-EES
Session 5.4
Telecommunication saves lives: role of information and communication technologies
Session Report
Date: 18 January 2005
Time: 13h00-15h00
Venue: Kikusui room
Organizer: - International Telecommunication Union
- ITU-Waseda ICT Center
- Inmarsat Limited

The objectives of this thematic session are to:

  • Highlight the role of Emergency Telecommunications in disaster reduction, prevention and mitigation with the aim of promoting sustainable development
  • Demonstrate ongoing multi-stakeholder work in emergency telecommunications
  • Highlight the achievement that have been made towards breaking regulatory barriers that have tended to impede the development of emergency telecommunications (Tampere Convention)
  • Launch a Handbook on Emergency Telecommunications
  • Present case studies related to Emergency Telecommunications based on the experience of various groups of users.
  • Highlight the use of multi-purpose community telecenters for the dissemination of disaster related information
  • Highlight the positive causal link between the World Summit on the Information Society and disaster reduction
  • Announce a new partnership between ITU (U.N. Specialized Agency) and Inmarsat Limited (Private Sector)
Demonstrate the strategic role of mobile communications as the most effective tool of ICTs: Case of Asia and Pacific Region


Telecommunication Saves Lives: Role of Information and Communication Technologies in Disaster Reduction
Dr. Cosmas L. ZAVAZAVA , Head, Unit for Least Developed Countries ITU Focal Point for Emergency Telecommunications Telecommunication Development Bureau International Telecommunication Union (ITU). This presentation highlights the ongoing work by the International Telecommunication Union in the area of Emergency Telecommunications.
Keeping People Connected, Keeping People Safe
Mr. Samer HALAWI, Regional Director Africa and Middle East Inmarsat Limited. Explains the role of satellite communications in disaster reduction providing Case Studies of past deployments.
ICT in Disaster Reduction and the Japanese Challenge for Global Standard
Professor Toshio OBI Director, ITU-Waseda ICT Center.
Telecommunications Saves Lives
World Summit on the Information Society and Disaster Reduction
Mr. Gary FOWLIE, Chief of Media Relations and Public Information International Telecommunication Union (ITU). Presents why the current efforts to establish an inclusive World Information Society under the World Summit on the Information Society contribute to Disaster Reduction.


Questions and Discussions

Session 5.5
ENSO and Food security: coping with nutrition issues during climate-related crisis
Session Report
Date: 19 January 2005
Time: 14h15-16h15
Venue: Ikuta room
Organizer: Jose Luis Santos
Director – International Research Center on El Niño (CIIFEN)

Henri Josserand
Chief - FAO Global Information and Early Warning System.
  • Show case studies that demonstrate the benefits of application of weather and climate information and forecasts to protection of people, agriculture, and to food quality, quantity and availability;
  • demonstrate the benefits of dynamic partnerships between all relevant sectors concerned with food security (weather and climate services; disaster managers; agricultural and climate researchers; space-based monitoring agencies; food and financial aid agencies; and
  • highlight guidelines for adopting a longer-term perspective to addressing nutrition issues during periods of crisis
  • make recommendations for specific initiatives and partnerships to support the implementation of the Future Programme of Action with a specific target of reducing hunger and malnutrition.
Overview of the subjects being addressed:

Four broad topics will be addressed by invited speakers:

First we will talk about ENSO (in the context of the broad swath of natural hazards and climate variability); discuss impacts and introduce the concept that developing countries are disproportionately afflicted by hazards, and bear a heavier burden of ensuing disasters. Also we will talk on the issue of predictability of ENSO, which makes it possible, in some regions, to develop reliable (skilful) predictions months to seasons ahead, thus becoming a vital factor in reducing risk and preventing disasters, thereby improving options for development.

Secondly we will focus on vulnerability, demonstrate through figures, stats, photos, the high involvement of climate (including ENSO-related variability) in the world's natural disasters - talk about costs, human tolls, and reinforce that because hydro-met events are involved in more than 80% of disasters, climate experts need to work effectively with the disaster prevention and response teams, and then lead into one example of how that can be effective, i.e. food security.

Thirdly, we would highlight the work of FAO on nutrition in crises, and the broader picture of food security - what factors are important, who are the players, what are the risks, known impacts, what is happening now, and the relationship between food security and development.

Finally, we make an overview of the main issues and will link them into the Plan of Action, and propose specific activities such as alliances in ENSO-sensitive regions, for close cooperation between the GPCs, the NMHSs, regional authorities, Agriculture experts and bodies, monitoring and surveillance communities, media, disaster prevention and response groups, etc.

Agenda: (1) ENSO predictability, and the benefits of the forecasts
(2) Impacts and vulnerability, highlighting development issues
(3) Lessons learned: impacts in the area of food security and nutrition.
(4) Summary and the way forward.
ENSO predictability and the benefits of the forecasts
Jose Luis Santos

Director – Internacional Research Center on El Niño (CIIFEN)
  Antonio Divino Moura
Director – Nacional Institute of Meteorology, Brazil (INMET)
Protecting and Promoting Adequate Nutrition in Crisis and Recovery
Henri Josserand

Chief - FAO Global Information and Early Warning System.
Climate, Disasters and Food Insecurity with examples from Africa
Maxx Dilley

Disaster and Risk Management - International Research Institute for Climate Prediction
Central American Case

Paulo Manso
Costa Rican Meteorological Institute
Kobe, 2005

Session 5.6
Case studies onPreparedness for effective response
Session Report
Date: 20 January 2005
Time: 12h15-14h15
Venue: Kitano room
Organizer: - Ms Lynda Angus, Manager Capability, Ministry of Civil Defence and Emergency Management, New Zealand.
- Mr.Provash Mondal, Humanitarian Programme Coordinator Oxfam International in Vietnam
- Mr. Shimogouchi Tsukasa, Director of the Disaster Management Division, Fire and Disaster Management Agency, Government of Japan
Objectives In a disaster, one of the most important purposes is to mitigate the damage. Preparedness is important for quick and effective response. It is greatly useful for the purpose of reducing the severity of the damage caused by a disaster to share the knowledge for effective response and preparedness. In this session, we will present three national case studies concerning the challenges, issues and implementation of effective preparedness and response including partnerships and inter-agency coordination.
  • Opening address by the chair
  • Presentations and discussions

-Integrated Disaster Hazard Mitigation, Disaster Preparedness and Response Capability Development (Ministry of Civil Defence & Emergency Management, New Zealand)
- Oxfam International Vietnam Contingency Plan for Humanitarian Response (a case study) (OXFAM GB)
-The state and subject of initial response of disasters (rescue and evacuation) (Fire and Disaster Management Agency, Government of Japan,)

  • Conclusions to be addressed by the chair
  • Facilitation

- Mr. Shimogouchi Tsukasa
- Mr John Norton

- Mr. Provash Mondal
- Mr. Shimogouchi Tsukasa

Integrated Disaster Risk Management, Preparedness and Response
Capability Development
Lynda Angus, Ministry of Civil Defence & Emergency Management
New Zealand
Oxfam International Contingency Plan for Humanitarian Response, Vietnam
Provash Mondal
Humanitarian Coordinator,
Oxfam International, Vietnam
Fire and Disaster Management Agency
Mr. Shimogouchi Tsukasa
Government of Japan
The disasters (rescue and evacuation) in Japan