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Coordination plan - International wildfire deployment
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4.3. Roles and responsibilities
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Function descriptions of the National Coordination Centre Team
Function
Key responsibilities
National
The National Commanders Group representative is responsible for:
Commanders Group
• Taking charge through the setting of response intent and objectives and
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providing (or approving) an Action Plan that set out how the objectives
will be achieved
- Communicating with organisational leaders (e.g. National Commander,
ACT
etc.)
- translating the
Commander’s intent and objectives into a deployment-
specific Action Plan
National Response
The National Response Coordinator is responsible for:
Coordinator
- Establishing the response structure (Coordination Centre Team)
- Maintaining situational awareness
- Applying a risk management approach, ensuring Coordination Centre
Team and deployee health, safety and wel being
- Determining and obtaining resources critical to the deployment
INFORMATION
• Establishing and maintaining liaison, cooperation and communications
with partner agencies, key stakeholders and the families and employers
of deployed personnel
- Acting as the spokesperson if the National Commanders Group
representative is otherwise engaged
- Ensuring the deployment stays within prescribed resource and budget
limits
OFFICIAL
Centre Manager
The Response Manager is responsible for:
- Contributing best practice expertise and technical experience to the
THE
effective operation of the National Coordination Centre (NCC)
- Ensuring each function or team understands their role, the actions
required under the Action Plan and how they need to work with other
functions
- Ensuring alignment and coherence of actions across functions by
UNDER reducing overlaps, gaps and performance issues
- Keeping functions on track, and maintaining pace and focus on
interdependencies and deadlines
- Identifying capability and experience gaps and providing guidance,
tactics and advice to get the job done
- Influencing and troubleshooting to resolve problems and minimise
escalation to the National Response Coordinator
- Attending deployment coordination meetings and keeping the National
RELEASED
Response Coordinator and Coordination Centre Team informed of the
response management aspects of the deployment
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Coordination plan - International wildfire deployment
Function
Key responsibilities
- Setting and monitoring the schedule, ensuring information flows are
current and effective across all parts of the deployment, and keeping
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the National Response Coordinator advised on statuses and trends
aring
- Building a constructive and positive culture in a complex and pressured
for
environment, model ing good behaviours and having response
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personnel’s wellbeing at heart.
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Wildfire Technical
The purpose of the Strategic Advisor role is to provide support to the
t
Advisor
National Response Coordinator and the Coordination Centre Team by
utilising their knowledge and experience of international wildfire
ACT
deployments. The Strategic Advisor reports to the National Response
Coordinator. The position requires extensive leadership and management
skills coupled with a very strong knowledge of international wildfire
deployments.
The Strategic Advisor is responsible for:
- providing advice to the National Response Coordinator and
Coordination Centre Team on international wildfire deployment best
practice
- providing technical support to the Coordination Centre Team by being a
sounding board and proofreading and sense checking documents
INFORMATION
before they are released
- assisting the National Response Coordinator to coordinate political,
senior agency representative and VIP visits so the Coordination Centre
Team is not distracted from managing the deployment
- facilitating mentoring and observing opportunities as part of
professional development for individuals wanting to get experience on
deployment or within the Coordinati
OFFICIAL on Centre Team
- ensuring the Coordination Centre Team are appropriately connected
and information is being shared freely
- supporting relat
THE ionships by linking individuals to establish or improve
working relationships between domestic and international agencies
that benefit the deployment
- general problem solving and troubleshooting for issues that might
come up which aren’t directly related to managing the deployment but
could impact the deployment.
UNDER
Safety
The Safety Manager is responsible for:
- collecting, collating and analysing safety, health and wellbeing
information based on risks posed by the deployment
- ensuring that the deployment risk registers are addressing safety,
health and wel being matters so that the risks are understood and
control ed, and that controls are checked to ensure that they are
working
RELEASED
- establishing arrangements for controlling, monitoring and reporting
safety, health and wellbeing issues by the Coordination Centre Team
functions;
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Coordination plan - International wildfire deployment
Function
Key responsibilities
- ensuring that dynamic safety risk assessments are being completed and
documented, as appropriate
- maintaining a log and record of incidents, near misses and activities
P
pertaining to health and safety
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- providing safety, health and wellbeing advice and recommendations for
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the Situation Reports (SitReps), Action Plans and other plans
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- attending deployment coordination meetings and keep the National
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Response Coordinator and wider Coordination Centre Team informed
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of the health and safety aspects of the deployment.
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ACT
Logistics
The Logistics Manager is responsible for:
-
setting up and maintaining the NCC
-
coordinating deployment resources (e.g. personnel, equipment, etc.)
-
receiving authorised resource requests and requesting or procuring
the resources and facilities
-
coordinating transportation, including travel arrangements such as
flights
-
tracking resource use and financial expenditure
-
arranging catering, goods, and accommodation for deployees (within
INFORMATION
New Zealand) and the Coordination Centre Team
-
establishing and maintaining information technology systems
-
ensuring the NCC is appropriately staffed for the roles stipulated by
the National Response Coordinator and establishing a roster that
support this staffing
-
providing record-keeping and administrative support
OFFICIAL
-
advising the National Response Coordinator and Coordination Centre
Team of logistics issues and critical resource levels
-
contributing to the planning process, including the development of the
Action Plan
THE
-
attending deployment coordination meetings and keeping the National
Response Coordinator and the wider team informed of the Logistics
aspects of the deployment.
Public Information
The Public Information Manager is responsible for:
Management UNDER
- preparing and sharing clear, accurate, frequent, relevant and timely
information directly with the families/whānau, Fire and Emergency
personnel, partner agencies and the wider public (via social media,
Portal updates, newsletters, etc.) or via the media and trusted third
parties — the content of official information is generated by official
processes and approved by the National Response Coordinator;
- coordinating with other organisations’ PIM functions to ensure
consistent and coordinated messages and to avoid duplication
RELEASED
- working with the media, including arrangements for media visits and
media conferences
- liaising with VIPs and their personnel about in-country visits
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Coordination plan - International wildfire deployment
Function
Key responsibilities
- supporting other functions to ensure that al deployed personnel who
are required to talk to the media have the right information
- advising on media strategies
P
- supporting the development of briefings to senior organisational
rep
leaders and the Minister
aring
- briefing spokesperson(s)
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Planning
The Planning Manager is responsible for:
ploym
- convening and facilitating planning meetings for Action Planning, Long-
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t
ACT
term Planning and Contingency Planning
- developing other specific plans, e.g. Demobilisation Plans
- working collaboratively with the New Zealand Liaison/INLO/NRSC to
forecast medium to long-term resourcing requirements
- attending deployment coordination meetings and keeping the National
Response Coordinator and the wider Coordination Centre Team
informed of the Planning aspects for the deployment.
Intelligence
The Intelligence Manager is responsible for:
- identifying and receiving the intelligence requirements of key decision
makers (e.g. the National Response Coordinator and function
INFORMATION
managers)
- overseeing the col ection of information that wil help meet those
requirements
- collating and managing collected information
- evaluating the reliability of the information and recording this
appropriately OFFICIAL
- processing the information in preparation for analysis
- analysing the information and creating intel igence products (e.g.
SitReps, profiles, intelligence summaries, oral briefings, etc.)
THE
- producing and disseminating intel igence to decision makers and others
who need to know
- managing documents of products created by Intel igence
- gathering feedback about how the products were used and identify any
remaining (or new) intelligence requirements that stil need to be met
UNDER
- contributing to the planning process, including the development of the
deployment specific Action Plan
- attending deployment coordination meetings and keeping the National
Response Coordinator and wider Coordination Centre Team informed
of the Intelligence aspects of the response.
Intelligence provides (in documented and/or oral format):
- updates on the situation (e.g. SitReps)
Pre
RELEASED
p
- identification and analysis of key issues
aring
- forecasts (scenarios) and identification of emerging risks (including their
for
probability and impact)
d
eploym
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Coordination plan - International wildfire deployment
Function
Key responsibilities
- implications of key decisions for the attention or action of decision
makers.
Welfare - includes
The Welfare Manager is responsible for:
Wel being
- ensuring the welfare and wel being needs of deployees and the
(welfare is physical
Coordination Centre Team are identified and met throughout the
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needs and wellbeing
deployment
is psychological
- planning for the welfare and wellbeing needs of deployees post
needs)
deployment
ACT
- contributing to the planning process, including the development of the
Action Plan
- attending deployment coordination meetings and keeping the National
Response Coordinator and wider Coordination Centre Team informed
of the Welfare aspects of the response.
Support Agency
- Support Agency Representatives Coordination support communication
Representatives
between Fire and Emergency and partner and support agencies.
Coordination
Support Agency Representatives Coordination ensure support agency
representatives are accommodated, coordinated and integrated.
- Additionally, the Support Agency Representatives Coordination is
responsible for preparing and sharing clear, accurate, frequent,
INFORMATION
relevant and timely information directly with partner and support
agencies and act as a critical link to other support agencies, e.g.
Ministry of Foreign Affairs and Trade (MFAT), forestry companies, DOC,
NZDF to ensure support to the response.
Region Deployment
Tasks undertaken by this role may include:
Coordinators
OFFICIAL
(one per Region)
- coordinating available resources within the Region
- ensuring resources being put forward for deployment are signed off by
the Region Manager/Regional Leadership Team (RLT)
- engaging with local forestry companies
THE
- supporting the welfare arrangements and calls to the families of their
deployed personnel.
Partner agencies
Tasks undertaken by partner agencies may include:
- coordinating available resources within their organisation
UNDER
- ensuring resources being put forward for deployment are signed off by
the organisation
- supporting the deployment as required.
Support
Tasks undertaken by this function may include:
- providing administration support to the National Response Coordinator
and Coordination Centre Team
- supporting Logistics with rostering
RELEASED
- supporting Logistics with financial monitoring and tracking
- supporting Logistics with financial reporting
- booking meetings, taking minutes, ordering catering
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