The Humanitarian Country Team Standard Terms of Reference

with ICVA's comments and explanations

Introduction

This page outlines the role and responsibilities of the HCT and its members, as per the standard HCT Terms of Reference (ToR). ICVA’s commentary recognises that some areas of the standard HCT ToR need clarification and identifies practical considerations for the attention of HCT Representatives, in particular NGO representatives.

The views in the commentary are ICVA’s and should not be seen as an official IASC position.


HCT Standard Terms of Reference

The below text is a copy of the standard IASC HCT Terms of Reference . ICVA’s comments on the blue text can be accessed by clicking on them.

Purpose

The Humanitarian Country Team (HCT) is led and chaired by the Humanitarian Coordinator (HC).

As the top inter-agency humanitarian leadership body in a country, the HCT’s primary purpose is to provide strategic direction for collective inter-agency humanitarian response.

It also ensures that adequate prevention, preparedness, risk and security management measures are in place and functioning.

The HCT is ultimately accountable to the people in need. The affected State retains the primary role in the initiation, organisation, coordination, and implementation of humanitarian assistance within its territory. Whenever possible, the HCT operates in support of and in coordination with national and local authorities.


Establishment and Disestablishment

An HCT is established in all countries with an HC position. In countries where there is no HC position, an HCT is established when a humanitarian crisis erupts or a situation of chronic vulnerability sharply deteriorates. An HCT is also established to steer preparedness activities, if no other adequate coordination mechanism exists. In countries where there is no HC position, the decision to establish a HCT is taken by the Resident Coordinator (RC), in consultation with relevant operational agencies and the Emergency Relief Coordinator (ERC).

The HCT may be disestablished in the transition phase, if and when other coordination mechanisms are considered more effective and appropriate. The decision to disestablish the HCT is taken by the HC or, in the absence of a HC position, the RC, in consultation with the HCT and the ERC.


Composition

The UNDSS Chief Security Adviser will have a standing invitation as an observer to the HCT.

Representatives of Cluster/Sector Lead Agencies represent their cluster(s)/sector(s) in addition to their organisation.


Roles and Responsibilities

Working in support of the HC, the HCT has the following responsibilities:

The plan should be based on documented needs and integrate cross-cutting issues (for example age, gender, diversity, human rights, HIV/AIDS and the environment) as well as activities in support of preparedness and early recovery. The HCT should:

  • Agree on the most effective division of labor to support implementation of the strategic plan, including through an appropriate cluster and cluster leadership arrangements.
  • Ensure the principled, timely, effective and efficient implementation of the strategic plan, including through strategic oversight of needs assessment and monitoring and evaluation.
  • Lead efforts to ensure that the strategic plan is sufficiently funded in a timely manner, with the HC and HCT members promoting and contributing to inclusive resource mobilisation.
  • Provide clear direction on key in-country humanitarian concerns that require common positions in the HCT.
  • Monitor implementation of the strategic objectives and ensure corrective action is taken when required.

This responsibility includes oversight of the implementation of the strategic plan, encouraging joint analysis and inter-sectorial outcome-based programming, ensuring implementation of the response, endorsing in-country positions and responding to requests from these bodies. As appropriate, the HCT will encourage and support decentralisation to the sub-national level, including by facilitating two-way information exchange and communication.

  • Engage in coordinated negotiations with relevant parties, including non-state actors where appropriate.
  • Promote respect for international humanitarian and human rights laws by all parties, including contributing to private and/or public advocacy as appropriate.
  • Support the efforts of the HC to influence Member States, regional organisations, UN entities, civil society, the private sector, the media and other relevant actors.

The HCT should strengthen early warning and preparedness capacity, and enhance synergies and relationships with national and local authorities. These efforts should build on the interface between the HCT and UNCT. Clearly defined commitments and support for engagement of local and national NGOs as strategic and equal partners should also be a priority.

The HCT should endeavour to coordinate with development platforms to develop a shared understanding of sustainability, risk and vulnerability, achieve a shared vision for outcomes and facilitate shared analysis and multi-year planning and financing as appropriate.


HCT Compact and Accountability

The HC and the HCT are ultimately accountable to the people in need. The HC leads and chairs the HCT and reports directly to the ERC, forming an annual Compact. HCT membership is conditional on a commitment to mutual accountability among the members.

The Compact should set out the important actions required to collectively achieve the ”role and responsibilities” mentioned above, as prioritised by the HCT, as well as four mandatory responsibilities:


Modus Operandi

The modus operandi of the HCT is governed by the Principles of Partnership. The HCT should be chaired in a consensual and facilitative manner. Membership should be collaborative and constructive.

Meetings are strategic in purpose, focused on clear objectives, action-oriented and produce realistic decisions with clear and agreed follow up.


HCT interface with Member States, Regional Bodies and in-country coordination mechanisms

While representatives of Member States and regional bodies, including donors, are not members of HCTs, the HC/HCT should ensure regular, consistent engagement with these representatives. It is especially important to ensure proactive engagement in planning, information exchange and strategic discussions with Member State and regional body representatives who do or could provide financial and strategic support for the inter-agency response. A fortnightly, monthly or quarterly HCT-donor meeting is advisable. The frequency will depend on the crisis and HCs/HCTs are encouraged to ensure regular ad hoc engagement as required.

The HC or, in the absence of an HC position, the RC, is responsible for ensuring complementarity
between the HCT and UNCT.

Building on complementarities is particularly important in the areas of preparedness, early recovery and strengthening the humanitarian-development nexus.

Where a UN Disaster Management Team (DMT) exists at the level of Country Representative, the HC, or in the absence of the HC, the RC is responsible for ensuring complementarity with the HCT.

Where possible, the HCT complements government-led coordination structures and response.
The HCT interfaces with the UN Security Management Team (SMT) as appropriate, with the Chief Security Adviser having a standing invitation to participate in the HCT as an observer.

When a decision has been taken to phase out the HCT, the HC, or in the absence of an HC position, the RC is responsible for ensuring transition of responsibilities to other coordination mechanisms in the country.


An additional note on NGO representation at the HCT

NGOs at HCTs represent the wider humanitarian NGO community, not just their own organisations. This collective voice ensures the interests of national and international NGOs are reflected.

Where they exist, NGO representation should be selected and managed through the NGO fora: these structures have been set up specifically to establish a chain of feedback and accountability from the HCT representatives to the wider NGO membership. 

It should be noted that appropriate representation of the humanitarian NGO community does not imply a comprehensive membership that encompasses all potential NGO constituents. There are many reasons why individual NGOs might not want or be eligible to join a forum, and this in itself does not undermine the representativity of the forum:

A forum is representative as long as it is able to convey a consensus that is in line with the various positions of its wider potential constituents, not just that of its membership. A varied forum membership is thus usually able to adequately represent the equally varied positions of the wider NGO community.

Coordination, HCT decision-making and collective action are undermined when NGO representatives do not represent the positions held by a large number of the forum potential constituents: the position is common enough that it would be the consensus should all potential constituents be members, but are not represented through the actual membership. In those situations, the forum should strive to expand its membership. 

However, it should be noted that Fora positions are usually developed through coalitions of the willing: in any collective endeavour, a smaller group usually produces most of the effort and defines the collective positions. This is a normal process of consensus-building, giving more weight to the positions of organisations willing to spend time and effort in developing these positions and convincing their peers. As such, it is important to not overestimate the voices of organisations choosing to remain outside of the forum. Organising a wider consultation and debate beyond the existing membership should be preferred to simply adopting those external positions.


Recommended Further Reading

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