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«National Disaster Risk Management Policy March 2008 Dili, Timor-Leste FORWARD Because of its geography Timor-Leste is vulnerable to disasters caused ...»

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The NDMD is responsible for providing disaster risk management coordination and technical support to the government and community in Timor-Leste. It works in support of the National Disaster Coordinator (NDC) during times of operational disaster response. Note that to be an effective coordinating body; the NDMD requires significant additional capacity development assistance in risk management and planning.

Functions of the NDMD include:

Acting as Timor-Leste’s centre for disaster risk reduction activities and knowledge, • collecting information, monitoring overseas developments and proposing developments for incorporation into the national disaster risk reduction system;

Developing strategies in disaster risk reduction including preparedness and response • plans and procedures and assisting in district planning;

Administering and providing secretariat support to the CIGD;

• Establishing and sustaining links to risk assessment and monitoring in the region, and • interpreting and providing warning and strategic planning in relation to developments that may affect Timor-Leste;

Acting as the contact point for initial reports of emergencies and disasters in • conjunction with the DOC;

Coordinating disaster risk management including scheduling of regular meetings of • actors and stakeholders;

Organising and leading multi-sector damage and needs assessment teams during • response when necessary;

Developing and conducting public information and awareness programs in • cooperation with other relevant agencies;

Developing disaster risk reduction and emergency response training programs in • conjunction with relevant partners;

Maintaining and developing a National Disaster Risk Management Information • System;

Developing or identifying the sources of baseline data for use in disaster preparedness • and response activities;

Maintaining, reviewing and developing the National Disaster Risk Management • Policy (NDRMP) and advising on other sector and development policies, strategies and legislation related to disaster risk management; and Administering a national regional strategic stockpile of disaster response assets.

• 4. 1.3 National Disaster Operation Centre (DOC) The Joint National Disaster Operation Centre (DOC) is to be staffed on a 24-hour basis by well-trained personnel and equipped with communications equipment, a secure power supply and disaster proof structures.

The DOC staff will be distributed according a 3-tier system:

• Tier 1: Essential personnel such as the Fire Brigade, Health and PNTL, all of them will be drawn from the core of disaster and operations managers;

• Tier 2: Personnel drawn from other Departments of Civil Protection Directorate to be activated in emergencies;

• Tier 3: Personnel from another Government Ministries to be activated in large emergencies.

The DOC will be staffed with a minimum number of essential personnel distributed in the 3 tiers and fully trained in multi-functions (one person is trained in more than one emergency required skill). Other specialized personnel such as for risk information and disaster/emergency operations would be available for risk analysis before the onset of emergencies. These will include staff from social services, public works, NGOs and other disaster actors as necessary. In particular, it needs to include staff from emergency medical services to be set up in cooperation with the Ministry of Health and other relevant agencies.

In large-scale disasters, the DOC will be coordinating operations through the direct participation of the Government members, of the specialized agencies, of the press and observers. All actors will be working in the Emergency Operations Room of the DOC and thus smooth coordination is assured.

The functions of the DOC are as follows:

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The district is the key to risk management at the administration level. District Administrators (DAs) should have their mandates extended to include their functions (as District Disaster Coordinators (DDCs)). Should the DA be unavailable, the Deputy DA will act as the DDC.

A District Disaster Management Committee (DDMC) containing district representatives of key government and non-governmental agencies likely to become involved in disaster risk management activities as well as community representatives is to be formed to assist the DDC in response operations and disaster risk reduction. Membership may vary from district to district, but typically might include members of the District Administrator’s staff, sectoral officers, F-FDTL, PNTL, representatives of Catholic and Protestant Churches, mosques, CVTL, major NGOs and appropriate community leaders.

Additional members may be called from time to time to meet particular needs. Details of the committee (personnel, contact details) are to be sent to the NDMD annually or when there are significant changes. The DDMC will provide guidance and policy advice on disaster mitigation, preparedness, response and recovery matters in the district. Annual reports on disaster risk management activities within the district are to be sent to the NDMD annually by 20 October.

The DDC will be responsible for disaster response decision-making within the district, assists in decision-making by the DDMC when appropriate. Contingency plans, which will include food security, are to be developed for use in the districts affected by food shortages as well as

other disasters. During an emergency response, functions of the DDMC may include:

Coordination of rapid assessment surveys of affected areas and analysis of results • (see Annex 7 for Flash Report and Initial Report Forms);

Coordination of financial resources of the district to provide the most effective • response to identified needs; and Recommendations on the timing and content of requests for national support, • identifying the description, scale and timing of the support and the logistical information needed for effective delivery. Sub-Districts

Generally, at sub-district level, the Sub-District Administrator (SDA) is responsible for emergency and disaster risk reduction activities. When the response to a major emergency or disaster is beyond the capability of sub-district resources, assistance should be sought from the DDC, then from national level if necessary. Sucos

Generally, within each village, the Suco Chief and village leaders (such as elders, traditional leaders and village councils) are responsible for emergency and disaster risk reduction activities. When a village requires assistance, a request should be passed through the village head to the SDA.

4.2 Declaration of State of Disaster

Civil authorities and agencies most appropriately manage the response to national catastrophe or public disaster situations. However, there will be times when the resources and capabilities of civil agencies alone will be insufficient to address disasters or emergency situations.

Accordingly, Chapter II of the Organic Law No. 7/2004 May 5 8 for the F-FDTL provides for civilian authority support missions by the F-FDTL.

Declaration of a State of Disaster conveys certain powers on the National Disaster Management Committee (NDC) – Inter-Ministerial Commission for Disaster Management (CIGD) and the District Disaster Management Coordinators (DDCs). It should be noted that some international donors might require declaration of a State of Disaster before disaster relief assistance will be provided.

See Article 18 on Crisis Situations, Article 19 on Catastrophes or Public Disaster Situations and Article 20 on the Crisis Cabinet.

Figure 2. National Disaster Management Structure

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4.3 Responsibilities of Departments/ Agencies The responsibilities, roles and tasks described below are to be managed and carried out by the responsible departments/agencies. The CIGD may change these responsibilities, roles and tasks if circumstances make it necessary, such as a change in the capacity of a department/agency, or a re-alignment within government of departmental portfolios.

Table 1 below details the roles and tasks of departments/agencies regarding the prevention, mitigation, preparedness and recovery aspects of disaster risk management. Note that some of the departments/agencies have been initiating in-house disaster risk management plans (for example, F-FDTL and PNTL).

Table 1. Responsibilities of Departments/Agencies


Develop and maintain appropriate policy and Ministry of Agriculture and Fisheries, legislation regarding land use infrastructure assisted by Ministry of Justice and the Ministry of Finance Develop and maintain appropriate policy and Ministry of Economy and Development and legislation regarding environmental protection Secretary of State for Natural Resources and disaster risk reduction and development Develop and maintain appropriate policy and Ministry of Infrastructure and Secretary of State legislation regarding transport (air, sea, land) for Security matters that involve safety of the community Ensure all nationally and internationally funded Ministry of Foreign Affairs and Cooperation and development projects address risk reduction and Ministry of Finance development in feasibility studies and design phase Develop and maintain disaster risk management Ministry of Social Solidarity legislation Develop and maintain a public health Ministry of Health and Secretary of State for management sub-plan Security Develop and maintain policy and legislation Ministry of Infrastructure and Ministry of Justice regarding appropriate hazard related building codes Develop and maintain policy and advice on Ministry of Agriculture and Fisheries animal and crop related issues such as food security, agriculture technology, agroclimatology, irrigation, food preservation, and forestry that reduce community vulnerability Develop and maintain preparedness including Ministry of Defence and Security and Ministry of planning and the necessary training for Social Solidarity emergency responders Develop and deliver disaster related public Secretary of State for Social Assistance and education and awareness programs Natural Disaster, Secretary of State for Security, Ministry of Economy and Development, Ministry of Education assisted by other ministries/departments and agencies as required Develop and maintain disaster operational All departments and agencies preparedness and response plans Develop and maintain response plans for All departments and agencies situations that would impact on the ability of the department/agency to continue operations Develop and maintain disaster operational All departments and agencies response support plans, including resources lists, to support the National Disaster Risk Management Plan (NDRMP) Maintain the NDRMP CIGD assisted by NDMD Develop and maintain appropriate early warning, NDMD, Meteorology and DOC assisted by other monitoring and coordination systems departments and agencies as required Develop and maintain disaster related multi- NDMD assisted by all departments and agencies sector training programs Participate in disaster recovery programs All departments and agencies

4.3.1 Operational Response and Tasks of Departments/Agencies

Below is described the roles and tasks of departments/agencies management during an operational response. Each department/agency must produce a support plan or procedures to effectively carry out their roles (see Table 1 above). The NDMD can assist with development and review of such plans.

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4.4 Relationships with Sub-Plans and Contingency Plans This policy is to be used by all districts, agencies and organisations as a guide for the development and maintenance of their own disaster risk management arrangements, plans, and procedures. The needs assessment conducted as part of the development of this plan showed a weak risk management system in place. The government needs to bring disaster risk management to acceptable levels of preparedness and response. Annex 8 compares current policy and legislation and existing capacity in Timor-Leste with optimal standard procedures.

Various government departments are willing to cooperate with NDMD in areas of their competence.

In particular, the PNTL and F-FDTL have been preparing to be involved in disaster risk management operations as necessary. The participation of all actors in monthly meetings in non-crisis times is to be encouraged to facilitate coordination in crisis times.

The development of specific sub-plans is essential to guarantee an adequate emergency response.

Some agencies, such as PNTL, F-FDTL and the Ministry of Health, have begun disaster response planning. This planning, as it becomes further developed, needs to be done in the context of the National Disaster Risk Management Policy. Sub-plans are also urgently needed in other ministries, such as the Ministry of Education and Culture, and the Ministry of Infrastructures.

Sectors for which contingency planning is needed include: food security, health, education, and defence. All departments and agencies also need internal contingency planning focused on protection of staff and assets in the event of an emergency.

4.4.1 Food Security The country is prone to drought and other hazards affecting food security in vulnerable communities.

Every year a large proportion of the population suffers from food shortage for a number of months.

Assistance may be needed in some communities when localised food shortages result from a complex range of factors, including climatological changes. Recurrent food security issues need to be addressed through both risk reduction measures and contingency planning. The Inter-Ministerial Commission for Food Insecurity Response was established on 27 June 2005 by the Prime Minister, with the responsibility to respond to food insecurity.

4.4.2 Health

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