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Partnership Management for Emergency Preparedness and Response

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Key points
  • Review existing partnerships and stakeholder mapping, to identify potential gaps during contingency planning to respond to the envisaged emergency scenario
  • Pre-select a pool of potential partners, during contingency planning, through an expedited call for expressions of interest where the results are assessed by the multi-functional Implementation Programme Management Committee (IPMC)
  • Ensure that partners are registered on the UN Partner Portal (UNPP), no later than three months after signing their project workplans
  • From 2024 onwards, create a Partnership Framework Agreement (PFA) for new partners with already incorporated waivered emergency conditions and, in parallel, a project workplan with the mandatory requirement of a financial plan

Post emergency phase

During an emergency declaration, the country operation should initiate planning for the post-emergency phase. This includes reviewing partnership agreements, together with the regional bureau and relevant HQ divisions, at the end of an emergency declaration, to ensure continuity of the response.

It is at the discretion of the representative to decide when the competitive selection process for partners recommences after an emergency declaration has expired. It is their responsibility to ensure that this decision is clearly documented.

For project workplans that were created during an emergency, if they are extended beyond the emergency declaration period, then an amendment is required. This amendment includes a project description, results plan, risk register and any further applicable project workplan components.

Partnership agreements require partners to provide unhindered access to audit, monitoring and inspection teams, during or post-emergency. The monitoring, verification and audits must provide reasonable assurance that UNHCR funds are spent for the intended purpose and used to provide protection and assistance in the manner intended. Among other safeguards and to remain credible with donors, UNHCR should verify the integrity of and data in partners' reported results and expenditure. All projects that UNHCR funds and implements with partners are subject to audit. Projects due for audit are identified by DSPR/IMAS through a risk-based approach.

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