Download Report

The DRC Stand-by Member Roster deployment circle
Matching of requests
The Danish Refugee Council (DRC) Stand-by Roster database is constructed to allow segregated
administration of different Rosters. The database will be used to register skills and profiles of
members, their background, experience, language proficiencies, and personal details as well as to
store all personal documents. It will furthermore be used to track all requests, identify suitable
candidates for the deployments, and to register nominations, decisions and deployments in relation
to each member, as well as manage a deployment mission. The DRC Stand-by Roster database
allows DRC to continuously monitor progress in the administration, including time stamps on
requests, deployment start dates, and to draw periodical statistical reports. In addition, members
are through a MyPage solution able to access their own file to update their member profile with
regards to their expertise, experience, and contact information, register availability for deployment,
and register interest for relevant deployment requests and or trainings. In this way the members’
level of activity, engagement and availability will be registered as well as the communication with
the DRC Stand-by Roster team. All required information will be registered and stored in the DRC
Stand-by Roster database and reports are thus easily provided whenever requested.
Nomination of experts
DRC are always taking targeted measures to ensure that nominated candidates are selected for
assignments by the receiving agencies. In case of pre-selection interviews, DRC will seek to
prepare the candidate as best as possible for the interview by: supplying relevant reading material
relevant from the mission and the context; and if possible, by referring the candidate to other
deployees present in the mission or the geographical location. Any first-hand knowledge from the
operation obtained through monitoring visits will of course be passed on to the candidate.
Deployments
The DRC Stand-by Roster has systems and procedures in place for organising and administering
deployments.
Once a deployment has been confirmed by the candidate, Danida or DFID, and the receiving
agency, the DRC Stand-by Roster will undertake the bulk of practical arrangements for the
deployment, which include the following:








Book air travel and insurance;
Organise pick-up arrangements;
Facilitate visa application;
Share preparation/briefing material;
Undertake administrative briefing;
Prepare and issue a contract;
Inform relevant stakeholders if required about the deployment;
General liaison with the candidate on questions that may arise.
1
Prior to deployment, the DRC Stand-by Roster will facilitate individual briefings with the experts
on the administrative part with focus on practicalities. According to DRC experience, thorough
briefing increases the work satisfaction and efficiency of deployees, both of which are prerequisites
for high-level performance. The administrative briefing will outline to the expert all the procedures
for the deployment as well as advice on how to prepare professionally and mentally - depending on
the nature of the assignment. In addition, the briefing will contain a thorough instruction in the Code
of Conduct (CoC) that apply during mission, and clearly explain the repercussions for any breach
of the CoC.
The DRC Stand-by Roster will compile relevant briefing packages for pre-reading if needed. In
addition to the CoC, it will include specific information about the receiving mission or agency
(mandate, structure, operational sectors and priories) as well as information about the context;
however the responsibility of the programme briefing lies with the UN agencies.
During deployment missions, the DRC Stand-by Roster will administer all practical and
contractual issues including facilitating contract extensions, registering leave, undertaking regular
contact to verify the deployees’ well-being, facilitating correspondence with insurance company if
required, and referring to relevant resource persons if and when needs arise.
In case of major critical incidents during deployment, the Head of the DRC Stand-by Roster will
take over the responsibility for the support of the deployee. Such incidents may include interpersonal conflicts and misunderstandings between the deployee and supervisors in the receiving
agency.
At the end of the deployment the deployee will be asked to submit a report from the mission, which
includes main lessons learned and relevant recommendations to be passed on to either the DRC
Stand-by Roster, Danida, DFID or the receiving agency. In addition, PERs from the receiving
agency will be collected, discussed and approved by the expert.
After deployment, there will be debriefings with the returned experts. Debriefings are done over
phone or skype and take point of departure in the debriefing report made by the deployee in
advance. The mission will be discussed and lessons learnt will be identified. Recommendations for
future deployment procedures will be collected and the well-being of the member will be assessed
and follow-up measure (e.g. psychological counselling, health check) will be activated if needed.
These approaches for good staff care are applied to all members as they are a must for retention
and attraction of new members.
Financial settlements after a completed mission will be undertaken by the Stand-by Roster
Deployment Officers.
2