The Republic of Turkey aims building a disaster resilient society in Turkey to better withstand and rebound from geological, topographical and climatic as well as geopolitical related hazard threats.
Established in 2009, the national disaster management agency AFAD is the main actor in building a resilient country and responding to disasters.
This Technical Assistance Project will assist AFAD to achieve this mission in building the capacity and strengthening of its disaster management system. The results of this Project for the Republic of Turkey are:
1. strengthened institutional capacity of AFAD, at the central and local level and other relevant authorities on natural and man-made disaster and emergency management issues;
2. improved disaster and emergency management system;
3. increased coordination and enhanced cooperation with relevant Turkish public and private institutions and Civil Society Organisations;
4. increased institutional, including private institutions and CSOs, awareness on disaster management and emergency issues.
Being a pre-accession country of the EU, AFAD will be supported through this Project to align its policy and working methods to the European Union and more specific the European Civil Protection Mechanism.
|Project Name:||Technical Assistance to the Disaster and Emergency Management Presidency (AFAD) in strengthening the institutional capacity and improving the disaster and emergency management system (ALTUN/AFAD/TR2012/0740.14-2/SER/003)|
|Duration||24 months (March 7th, 2016 – October 5th, 2018)|
|Fund Provider||The European Union and The Republic of Turkey|
|Contracting Authority||Republic of Turkey Ministry of Treasury and Finance, Central Finance and Contracts Unit (CFCU)|
|Beneficiary||Republic of Turkey Ministry of Interior Disaster and Emergency Management Presidency (AFAD)|
|Contractor||A Consortium of NİRAS IC Sp. z.o.o. (Poland)|
|Senior Programme Officer||Hamza Taşdelen, Deputy Head of AFAD|
|Project Manager||Adam Iwasko|
|Key Expert Team Leader||Lorenzo van Wijk|
|Key Expert – Disaster and Emergency Management Sector Expert||Peter Glerum|
|Address||AFADEM Uğur Mumcu Mah. Fatih Sultan Mehmet Blv. No. 300 – Ankara / Turkey|
The main outputs of the Project are:
• developed an Institutional Capacity Building action plan;
• developed a training policy paper;
• developed guidelines for management of several disaster types;
• improved the internal institutional control mechanism including a sustainability plan and a monitoring and evaluation mechanism;
• developed disaster and emergency management standards;
• conducted a CBRN risk analysis in one Pilot Province;
• developed guidelines for the risk analysis for industrial accidents (Seveso establishments);
• developed a model and protocol for cooperation with public authorities, private institutions and civil protection organisations;
• strengthened the National Platform of Disaster Risk Reduction.
Activity 1: Strengthening institutional capacity of beneficiary institution AFAD, at the central and local level on disaster (natural and man-made) and emergency management issues.
The purpose of this Activity is to provide support to AFAD at central and provincial/local level as well as other relevant authorities and governmental institutions involved in the area of disaster and emergency management in strengthening institutional disaster management capacity building. Such support will be provided through training activities, workshops, EU study visits and planning and drafting of policies and guidelines after having conducted before a need and gap assessment.
AFAD needs to assess where it currently stands in terms of its strengths and its constraints as well as overall ability to perform its responsibilities to plan more effectively and build an optimal institutional, technical and human capacity in the disaster risk reduction field. Is also needs to learn how its own institutional capacity compares with other countries so that AFAD’s can design and initiate appropriate capacity development interventions more effectively.
The Institutional Needs Assessment (INA) approach used in this Activity will be adapted from the European Commission methodology developed by the Joint Research Centre and DG ECHO to assess and monitor over time the performance of EU Neighbourhood Countries in their Capacity Building for Chemical Accident Prevention and Preparedness (CAPP). Such approach also enables to define performance indicators for measuring capacity levels, Capacity Building success rates and benchmarking. These indicators could become in the future reference indices at EU level.
A need assessment report will be prepared on natural and human-made disaster and emergency management phases outlining the results obtained at AFAD Presidency, Provinces and Search and Rescue Brigades interviewing in total at least 350 staff members selected from AFAD Presidency in Ankara and the 11 Search and Rescue Brigades as well as 81 staff members from the Provincial Directorates.
Gap-analysis enables to assess the difference (or “gap”) between two states of an organization, an activity or a knowledge base. It can be applied to performance, knowledge, skills or any other measurable and comparable aspect of organisational life. In this context it will be used to compare the current state of both natural and human-caused disaster and emergency management in Turkey with selected EU Member States systems, frameworks and best practices addressing both natural and human-caused disasters. The gap analysis will be aligned with the Sendai framework for disaster risk reduction and its targets will be taken as baseline. The countries which will be used for the comparison planned are Finland and Italy and will also be visited in Activity A1.3. The exercise will also rely on the results of the needs assessment conducted in Activity A1.1.
A five-days study visit to EU Member States will be conducted for a total of 20 participants identified by the Beneficiary to review, discuss and compare EU Member States both technical and administrative structures and processes related with disasters and emergencies management cycle. The chosen EU Member States and programme of the visit will follow from Activity A1.1 and A1.2 and are Italy and Finland.
An institutional capacity building action plan and training policy paper will be prepared to maintain AFAD’s institutional capacity framework as well as to advance in the implementation of the capacity-building components. Such plan will guide AFAD in developing, implementing and evaluating disaster risk reduction capacity-building activities in a strategic, systematic and forward-looking manner. The plan will set out the overall vision, provide basic guiding principles, propose strategic steps and tasks that AFAD could take at the national, regional and international levels. It also will present a results-oriented action plan to translate the ideas in the Strategic Plan and in TAMP into concrete actions and result. This plan will address the findings of the need assessment and gap analysis obtained in the Activities A1.1 and A1.2. Also, the findings in Activity A2.6 will be considered as an effective action plan needs taking into accounts the means that will make the plan sustainable.
AFAD has joined the EU Civil Protection Mechanism (CPM) in 2016. Hence, this Activity will support AFAD assuming its responsibility and fulfil its duties within the CPM as well as how it can access all of the resources including financial ones to support its needs. An internal focus group meeting on the EU CPM will be organised with AFAD personnel familiar with the different elements of the EU CPM. During the focus group meeting eventual existing needs and gaps will be identify (besides those identified in the Activities A1.1 and A1.2) as well as experience-sharing opportunity will arise between AFAD staff experienced in the EU CPM. A roadmap/plan will be prepared at the end of this “needs and gap” assessment exercise outlining how responsibilities and duties under the EU Civil Protection Mechanism can be enacted from an operational angle. This roadmap could eventually provide inputs to Activity A1.10 on the Project Fiche as well as to the content of the trainings in Activity A1.6 and A1.7.
A five-day training session on key competence subjects of the disaster and emergency management cycle will be delivered at least twelve times to a total of at least 100 staff members from AFAD (80 AFAD staff members) and related relevant authorities (20 staff members). The key subjects will be developed based upon the results of Activities 1.1, A1.2 and A1.4 and related with the twelve disasters and emergencies scenarios defined by the Turkey National Disaster Response Plan (TAMP).
In order to increase the effectiveness of the learning as well as to exchange of experience and knowledge and the creation of networks amongst the participants as well as improve the coordination of disaster response the networking between local and central personnel, these trainings will be held in parallel together with the trainings of Activities A1.7 and A1.8 at the same venue.
A five-day training session on key competence subjects of the disaster and emergency management cycle will be delivered twelve times to a total of at least 150 staff members of the Provincial Directorates and Search and Rescue Brigades. The key subjects will be developed based upon the results of Activities A1.1, A1.2 and A1.4 and related with the twelve disasters and emergencies scenarios defined by the Turkey National Disaster Response Plan (TAMP).
In order to increase the effectiveness of the learning as well as to exchange of experience and knowledge and the creation of networks amongst the participants as well as improve the coordination of disaster response the networking between local and central personnel, these trainings will be held in parallel together with the trainings of Activities A1.6 and A1.8 at the same venue.
Guidelines will be developed related to the different types of disasters and emergencies and in line with the Disaster Response Plan of Turkey (TAMP) and other current relevant strategic documents. Disaster and emergency management workflows specifying all phases of the disaster and emergency management cycle will be prepared for the central and local relevant authorities. The subjects and their prioritisation of the guidelines and work-flows will be based upon the outcomes of Activities A1.1, A1.2 and A1.4.
A five-day training session on the guidelines and work-flows will be developed based upon the guidelines developed under Activity A1.8 and will be delivered at least twelve times to a total of at least 121 staff members from AFAD (20 staff members), Search and Rescue Brigades and Provincial Directorates (81 staff members) and related authorities (20 staff members).
In order to increase the effectiveness of the learning as well as to exchange of experience and knowledge and the creation of networks amongst the participants as well as improve the coordination of disaster response the networking between local and central personnel, these trainings will be held in parallel together with the trainings of Activities A1.6 and A1.7 at the same venue.
Aspects of project cycle management and project implementation can assist AFAD addressing within the disaster management the identified needs (i.e. that will be turned into projects) going from technical aspects such as training in CBRN to organisational like improving the coordination and collaboration between AFAD and the Brigades. A three-day workshop will be organised in Ankara for 15 participants from AFAD Presidency and the Brigades and will be repeated three times for a total of 45 staff members. The workshop will address aspects of project cycle management and project implementation targeting in all phases of the disaster risk reduction and emergency cycle. Also, this sub-Activity is relevant to supporting the phases involved in preparing the Project Fiches of Activity A1.11.
Three project/sector fiches will be drafted to support EU funding for implementing the identified areas under Activities A1.1, A1.2, A1.4, A1.8 and A3.3 and related with the disaster risk reduction management system.
A five-day training of trainers will be developed and delivered to 50 participants from AFAD, the Provincial Directorates and the Brigades in Ankara. The key areas of training will be identified following the outcomes of on sub-Activities 1.1, 1.2, 1.4 and 1.8 whilst considering the twelve disaster types listed in TAMP. To support the sustainability of this Activity, 50 candidate participants will be selected amongst those that have attended earlier project activities like previous training sessions, were involved in the pilot projects and have participated in the study visits.
Activity 2: Improving disaster and emergency management system in Turkey.
The purpose of this Activity is to provide support to AFAD improving the Turkish disaster and emergency management system both at central and local level, including the internal control mechanism. Institutional disaster and emergency management standards as well as a sustainability plan and a monitoring and evaluation mechanism will be developed. Also, a CBRN risk analysis study for one pilot Province will be prepared. The results of the sub-activities allowing for this overall result will be:
To attain its objectives, AFAD must take like any other organisation decisions with a degree of risk attached to it. However, if risks are not properly managed and controlled then they can affect AFAD’s ability to reach its goals. As risk cannot be eliminated it is important to have a sound and comprehensive risk management and internal control systems to cover AFAD’s various activities, processes and assets by continually preventing and managing risks. AFAD has adopted the Committee of Sponsoring Organizations of the Treadway Commission standards (COSO) and adjusted them for the public sector. The activities for improvement of the internal control will be developed in close contact with the AFAD working group on internal control. Also, training plan will be developed and two five-day training will be conducted respectively for 30 AFAD and Search and Rescue Brigades and successively for 30 Brigades personnel.
Click here to access the training material and the event page.
The purpose of this sub-Activity is to develop five standards on five topics within the field of institutional disaster and emergency management.
Five institutional standards will be developed in close cooperation with AFAD in the domain of disaster and emergency management and will be aligned with the corresponding relevant Activities A1.4, A2.3 and A3. These standards will be in the following five areas: (1) operation of the eleven Brigades, (2) cooperation with public institutions and private sector (3) determination of standards and project techniques for constructions that are going to be built on disaster areas after disasters, (4) CBRN process management and (5) Determination of standards for construction, management and improvement of temporary sheltering centres that are going to be built after disasters.
AFAD responsibilities cover also the mitigation of and preparedness against risks related to the chemical, biological, radiological and nuclear (CBRN) materials and agents. The origin of these risks can be criminal (proliferation, theft, sabotage and illicit trafficking), accidental or natural hazards on CBRN material and facilities). This responsibility needs to increase its preparedness and response capabilities of AFAD to CBRN. The following documents will be prepared:
The two tailored CBRN training exercises will be prepared based upon the produced guidelines for at least twenty First Responders and twenty Scene Commanders.
The purpose of this Activity is developing an urban area risk assessment and mitigation guideline, including its risk assessment plan, that addresses the presence of hazardous activities such as hazardous facility and hazardous materials transportation. A risk assessment plan based on the developed guideline will be prepared for a city in the selected Pilot Province. A five days training will be conducted in the selected Pilot Province on how to implement the developed guidelines.
A five-days study visit (excluding travel days) to EU Member States will be conducted for a total of 20 participants identified by the Beneficiary to review, discuss and compare EU Member States both technical and administrative structures and processes related with disasters and emergencies management cycle. The chosen EU Member States and programme of the visit will follow from Activity A1.1 and A1.2 and are the Netherlands and France.
Capacity building actions in disaster risk reduction and emergency management require human and economic resources, time as well as other logistic and administrative factors. The purpose of this sub-Activity is developing a sustainability plan to support the capacity building action plan and training policy paper drafted under Activity A1.4. This sustainability plan will also address short, medium and long-term measures.
Following a bylaw, AFAD Provincial Directorates have become dependent from AFAD Presidency. Under this bylaw, the Provincial Directorates are required to report on a yearly basis their missions, targets, performance indicators and budgets to AFAD Presidency. This requires AFAD developing monitoring, evaluation and learning mechanism for continuously measuring progress against objectives and checking on the continuing relevance of the different procedures and processes related with disaster risk reduction and emergency management. A monitoring and evaluation methodology will be developed under this sub-Activity to monitor indicators and performance levels of the Search and Rescue Brigade’s missions, targets, performance indicators and budgets within the improved disaster and emergency management system of AFAD Presidency.
Activity 3: Increasing coordination and enhancing cooperation with relevant public, private institutions and civil society active in Turkey
By the end of the Project the level of coordination and cooperation between public, private institutions and civil society in Turkey will be increased, improved and strengthened through participatory mechanisms. Also, aspects of the National Platform for Disaster Risk Reduction will be strengthened.
AFAD has adopted a comprehensive, integrated and targeted disaster risk reduction management approach. This requires the participation and cooperation of several stakeholders, such as central and local government, and public and private institutions, on all aspects of disaster risk reduction management in terms of in policy monitoring and evaluation, project implementation, information sharing and exchange. Therefore, a cooperation model will be developed for enhancing cooperating amongst public authorities and private sector in all the disaster and emergency management phases.
The general EU guiding principle requires asking all stakeholders who will be directly impacted by a policy, but also those who are involved in ensuring its correct application, for their inputs and views during the processes of designing, evaluating and revising policies. Although policy making is not address in this specific case, the very nature of the cooperation model, which deals with aspects of disaster risk reduction management, community resilience and emergency management, asks for the participation and cooperation of central and local public and private institutions. A one-day workshop for discussing with the public and private organisations about the coordination and cooperation draft model will be organised in one selected pilot Provinces. The workshop will be attended by at least 100 participants from the central and local public and private institutions.
The synergistic collaboration between different bodies from public and private sector is crucial for avoiding duplication of projects, improving the use of scarce resources and enhancing information sharing. Moderated focus group meetings are an effective way of obtaining detailed qualitative data as well as a deeper insight into the themes of interest addressed. These themes will be identified in Activities A1.1 and A1.2. Three one-day meetings with consultation/focus-group of minimum 15 participants for identifying potential project ideas for collaboration in the disaster and management area will be in organised Ankara with all relevant authorities (public and private sector and civil society). The outcomes of the meetings will serve as input to the three project fiches defined under Activity A1.11.
A dedicated website will be developed for sharing information with Civil Society Organisations that can facilitate their involvement in disaster risk and emergency management. The content will be defined by the outcomes of sub-Activity A3.5 on Civil Society Organisations. Also, the technical content, architecture design and sustainable system architecture will be developed in close cooperation with AFAD.
This Activity will evaluate how Turkish Civil Society Organisations can have a more open, participatory and dynamic participation in all aspects of disaster and emergency management both within Turkey and the EU. A one-day workshop on assessing the potential areas of collaboration with the European counterparts and related networks will be organised in Ankara for 80 participants from Turkish CSOs. Also, one-week study-visit to EU Member States for ten AFAD and eight Turkish CSOs participants will be organised to integrate Turkish CSOs within the European counterparts and related networks. A workshop report will be produced covering potential areas of cooperation, lessons learned and recommendations and will contribute to the development of the Civil Society Organisation website under A3.4.
Activity 4: Increasing institutional awareness on the disaster management and emergency issues and organising communication and visibility actions
Under this result the Project will provide support to AFAD and other relevant authorities in Turkey (including public, private institutions and CSOs) in promoting the visibility of the Project as well as increasing the institutional awareness on matters related to different phases of disaster risk reduction and emergency management. Awareness will be created, shared and communicated in an effective manner among AFAD and other relevant authorities through visibility programmes which will cover publications, website, information activities, media relations and the production of audio-visual material.
A Communication Plan will be prepared during the Inception Phase in accordance with the requirements set out in the Commission regulation as well as the EU visibility guidelines. This plan will outline the communication strategy that will be followed during the Project period.
A Project launching event will be organised to reach a common understanding of the goals and expectations of the Project with its planned results, initiating a good relationship with the Beneficiary and getting her endorsement and full collaboration as well as to set up an agreed framework for delivering the Project. Also, a Communication Plan will be prepared during the Inception Phase in accordance with the requirements set out in the Commission regulation as well as the EU visibility guidelines. This plan will outline the communication strategy that will be followed during the Project period.
The scope of this Sub-Activity is printed, web-based and visual media material will be produced and disseminated to raise public awareness about this Project and on all aspects and phases of a comprehensive and integrated disaster and emergency management cycle. The promotion materials produced: 3000 brochures and 3000 leaflets (publications), 24 press releases (media), Project website and CSO portal (AFAD website) and video film – up to 2 minutes – related with the Project results (audio-visual).
A one-day closing workshop will be organised by the Consortium and the Beneficiary to present and disseminate the outcomes and results of the Project to the officials of the Beneficiary, relevant stakeholders, CFCU and EC Delegation. The closing event will be attended 150 participants including representatives of all relevant institutions along with local, national and international participants, as the key speakers working in the field of disaster risk reduction and emergency management.