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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
  • Preselect a pool of potential partners during contingency planning, through an expedited call for expressions of interest where the results are assessed by the multifunctional Implementation Programme Management Committee (IPMC)
  • Ensure that the registration, due diligence and verification on the UN Partner Portal (UNPP) for new partners in an emergency are completed no later than three months after both UNHCR and the partner have signed the project workplans
  • For new partners in an emergency, create a Partnership Framework Agreement (PFA), a Data Protection Agreement (DPA) if applicable and a project workplan with basic information, using the standard template in Cloud ERP and a simplified financial plan (one budget line per output)

Post emergency phase

From the beginning of an emergency declaration, a country operation initiates planning for the post-emergency period. This planning underpins the transition from an emergency to a regular operational response. To ensure the continuity of coordination and/or response at the end of the emergency declaration, the country operation, together with the regional bureau and relevant headquarters divisions, review partnership agreements, the protection and operational strategies and the operational footprint to ensure continuity of the response. This includes a careful assessment of offices, staffing arrangements and resource mobilization in line with allocated financial resources and projected funding levels. In addition, the M&E plan is reviewed and updated based on lessons learned.

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.

Partnership agreements require partners to provide unhindered access to audit, monitoring and inspection teams, during or after the emergency. The monitoring, verification and audits must provide reasonable assurance that UNHCR funds are used for the intended purpose and 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 the Division of Strategic Planning and Results (DSPR)/Implementation Management and Assurance Service (IMAS) through a risk-based approach.

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