Latest update with NAB coordination activities

PMU-specific activities

Community Engagement and Partnership strategy: endorsed by VMGD August 2012. There is a section relating specifically to proposed coordination and engagement activities for NAB-PMU, Brian has read through and verbally approved activities to start so many of them have been commenced. Still need to update Strategy doc online (remove “Draft” tag on PMU section).

 

Quarterly one-to-one ‘catch-up’ meetings held with key INGOs, NGOs and government departments:

·         First round completed July 2012 – I handed out flow chart showing where NAB fits into the VMGD/NDMO/NACCC/NTF mix, flagged its role as a focal point, and gathered data on what coordination tools would be useful for partners (used for Comm Eng Strategy matrix: PMU section)

·         Second round completed October 2012 – provided update on PMU status (staff started etc), handed out information on the coordination tools below, gathered information on partner’s priority needs from PMU. Meetings completed with CCC, VANGO, ADRA, Live and Learn. Care, VHT, Dept of Education (CDU), Dept of Health and media have received briefings through group meetings.

Gaps: second round meeting still to be held with DLA, Worldvision, VCC, STC. Department of Agriculture needs to be engaged – build on existing relationship with GiZ and Climate Services.

Key contacts: KM. Now PMU staff have started, need to discuss and agree who best to perform this role.

 

NAB Portal

·         GiZ funded and led the creation of the portal. Chris has been actively promoting use of the portal – we’ll have to get a rundown from him on the forums he’s been using already. I’ve also been spruiking it like mad to anyone who will listen over the last 3 months because it is such a great tool. I’ve given presentations on the NAB Portal at 3 workshops, have handed out attached ‘What is the NAB Portal’ fact sheet to every organisation during the quarterly catch-ups, and have been requesting all meeting information be uploaded to the portal and referring partners to the portal for information.

Next priorities: ongoing engagement process with organisations to persuade them of the value to them of allocating staff time to update portal regularly, training of external stakeholders in uploading, ongoing ‘maintenance’ with organisations to make sure they keep using it, identification and uploading of interesting materials to keep portal current

Contacts: CB, RI, KM

 

IEC Endorsement Process

·         GiZ funded a facilitator to convene a series of working group meetings over 3 months to discuss and agree on an endorsement process, replication processes, and collation of materials for use by all stakeholders

·         A draft proposal around these three areas was presented to the working group in Sept and accepted; we have to clarify whether this needs to go to NAB for endorsement or (because it is an operational process) simply for information

·         In November PMU (myself and Becz) hosted the first meeting of the IEC Working Group in its new role, as a discussion and feedback group for IEC issues. Becz presented the process, forms and criteria that will be used for endorsement. Forms, FAQs and logo are being designed now for official launch of process in NAB launch. Commitment gained from all members to regular meetings – first Thursday of every month.

Immediate priorities: Becz will be meeting with PSOs in PMU, VMGD and NDMO to outline endorsement process and expectations from them and gain commitment to participate

TORs for new working group function to be drafted for comment

Documentation (forms, logo, flow chart, guidelines, FAQs etc) for process needs to be prepared for NAB launch

Key contacts: RI, KM

 

CC/DRR Working Group

·         This stalled while Alice was on study leave. At last meeting of IEC working group it was agreed that the IEC Working Group would become the CC + DRR + IEC Working Group, to be led by PMU. (Same members, overlap between topics, commit to one meeting a month not two, PMU appropriate body to lead these meetings.) Alice attended this meeting and agreed with the decision.

MOAs

·         In addition to the MOAs VMGD is developing for project-specific activities (WB), it was agreed that a separate MOA be developed between VMGD and NDMO to clarify roles and responsibilities around CC + DRR. This includes clarification of interaction between sections of VMGD (PMU, Geohazards, Climate Services, Forecast) and between VMGD and NDMO for endorsement processes (IEC and projects), technical advice, implementation, materials development, awareness, policy, etc etc

·         Initial scoping workshop held 19 November. Report being prepared and key issues for resolution being identified. Aim is for draft MOA by end of December.

Contacts: KM, Sofia, Alice, Malcolm

 

CC/DRR Technical Advisory Group

·         In the November VMGD-NDMO working day it was agreed to trial a VMGD-NDMO TAG to improve coordination between our sections. Monthly meetings of 1 rep per section, with minutes to be circulated in newsletter form to all staff of both departments. To be set up for commencement in January 2013.

Contacts: in short-term, KM. ongoing lead tbd.

 

VMGD-wide activities that support PMU coordination

Climate, Geohazards, Climate Change and Disaster Risk Reduction newsletter – produced quarterly, first issue was circulated Sep, next issue now being prepared for Dec

Key contact: KM, RI or Kathy Kanas – training and gradual handover underway to RI, KK and will also involve new Comms Officer. Circulated to approx.. 250 recipients.

 

‘Ten Day Trip to Province Update’­ – weekly email that goes out to any interested stakeholders requesting an update on any planned work with communities, followed by a summary table of travel. Tables will also be used to populate a searchable GIS map which in the mid-term will be linked to the NAB Portal so organisations can, for example, search to see what activities were undertaken in Vanua Lava in 2012, or where has Red Cross done awareness sessions in the past 3 months. 135 recipients currently on list

 

Brownbag lunches – monthly lunch seminars on topics of interest, was originally aimed at staff but external stakeholders have been requesting to attend so invitation is now sent to newsletter email list. December, January and February topics have already been identified from requests.

 

Events – climate change / disaster displays, presentations, activities for Christmas in the Park being organized now. Contact: KM. CC Symposium will be one of the upcoming tasks of the PMU team! Happy to participate as needed.

 

 

 

Community Partnerships Coordinator

Climate Section

Vanuatu Meteorological and Geohazards Department (VMGD)

PMB 9054  Port Vila

Ph: 24686 / 772 7356
Website: http://www.meteo.gov.vu