On November 8, 2023, YUVA actively engaged in a workshop dedicated to introducing and validating the Volunteer Coordination Plan (VCP), organised by the Ministry of Environment, Solid Waste Management and Climate Change, and designed for Mauritius and Rodrigues in the event of an oil spill.

This initiative aims to strengthen response measures by establishing Volunteer Coordination Centres (VCC) for practical and organised volunteer engagement in potential oil spill scenarios. Additionally, the VCP seeks to update the National Oil Spill Contingency Plan (NOSCP) with efficient volunteer management strategies.

Key Objectives of the Volunteer Coordination Plan

The VCP sets several key objectives, each strategically addressing various facets of response effectiveness and community well-being.

• Safety prioritisation: The primary focus of the VCP is to ensure the safety of both volunteers and responders. This involves implementing rigorous safety measures to minimise risks during oil spill response activities, prioritising the well-being of those involved.
• Enhancing Responder Effectiveness: A vital goal of the program is to improve responders’ effectiveness by developing and implementing an efficient oil spill response strategy. This includes providing comprehensive training and resources to responders, empowering them to act with precision and speed.
• Community Financial Relief: The VCP seeks to alleviate the financial burden on the community associated with oil spill incidents. The program aims to address the economic impact by implementing cost-effective measures while ensuring that response efforts maintain high standards.
• Uninterrupted First Responder Support: The VCP is designed to coordinate with existing emergency response systems to prevent disruption to first responders. The goal is to create a well-integrated approach that supports and enhances the efforts of professional response teams.
• Positive Volunteer Experience: Creating a positive volunteer experience is a fundamental objective of the VCP. This involves fostering a conducive environment for volunteers and offering comprehensive training, recognition, and ongoing support to ensure their contributions are valuable and rewarding.

Roles and Responsibilities of the Volunteer Coordination Plan

In the comprehensive framework of oil spill management, the Incident Management Team (IMT) is responsible for the VCP. This organisational setup delineates specific roles and responsibilities to ensure an efficient and well-coordinated response:

• Planning Section Chief (PSC): The PSC plays a pivotal role in the oil spill response, overseeing the entire operation of the VCP. With authority, the PSC exercises control over volunteer deployment and activities. Additionally, the PSC appoints a Volunteer Unit Leader (VUL).
• Volunteer Unit Leader (VUL): The VUL assumes a crucial role defined by strategic oversight and coordination. Reporting directly to the PSC, the VUL determines the specific volunteer requirements for the response, ensuring a targeted and effective deployment of resources. Moreover, the VUL is pivotal in directing the volunteer teams by overseeing the VCC Coordinator, fostering a cohesive response effort.
• Volunteer Coordination Centre (VCC) Coordinator: The VCC Coordinator, ideally assumed by the so-called Lead non-governmental organisation (NGO), holds a central position. The VCC Coordinator has the authority to appoint Team Leaders within the centres and to ensure the overall coordination of VCCs.

The role played by NGOs is, thus, essential. NGOs bring crucial resources, including trained volunteers and equipment, contributing substantially to response efforts. Beyond tangible assets, they are pivotal in managing public perception during incidents and fostering a transparent and informed community response. Their strategic prioritisation of deploying trained volunteers ensures immediate and effective task management.

Additionally, the potential benefit from liability coverage enhances their capacity to participate in response activities actively. As central points of contact, NGOs are crucial in reducing confusion and promoting a well-coordinated response, ultimately minimising damage during an oil spill. That is why appointing a Lead NGO as the VCC Coordinator is the best option.

Activation of the Volunteer Coordination Plan

Regarding the activation of the VCP in the aftermath of an oil spill, the decision lies with the IMT. The IMT evaluates the necessity of involving volunteers, carefully weighing factors such as health and safety considerations, operational complexities, and potential legal or reputational risks before initiating the plan.

Upon the affirmative activation of the VCP, a structured approach is required. There is a deliberate need to determine the establishment of the VCCs, which defines the safe timing and conditions essential for volunteer engagement. This process further involves specifying the precise requirements for volunteers, conducting a thorough Training Needs Analysis, and efficiently managing the logistics associated with volunteer involvement. In essence, activating the VCP is a strategic and meticulous process, ensuring that the inclusion of volunteers aligns with comprehensive considerations and is executed safely, well-prepared, and effectively.

Ensuring Safe and Effective Volunteer Deployment: Key Considerations and Protective Measures

In the deployment of volunteers, several crucial considerations must be considered. Foremost is the paramount concern for their safety and security, necessitating proper training, suitable equipment, and precise command and communication channels to ensure a secure environment. Secondly, a meticulous risk assessment becomes imperative, encompassing the definition of volunteer roles and responsibilities, implementation of safety measures, health screening protocols, and addressing legal and liability aspects.

To safeguard against potential risks, protective strategies, including contracts, waivers, and insurance mechanisms, play a pivotal role in fostering a secure and well-managed volunteer deployment process.

Optimising Volunteer Management Strategies: Insights, Recommendations, and Next Steps for Enhanced Preparedness

Several key observations have been noted. Firstly, the absence of a volunteer management team in the NOSCP forces the NOSCP to align with the volunteer management structure defined in the VCP. Secondly, the lack of identified VCC locations and resources suggests the need to identify potential areas and allocate sufficient resources. Thirdly, the absence of a dedicated volunteer coordination document highlights the critical recommendation to prepare and approve such documentation for future reference.

The recommended actions involve incorporating these observations into the VCP, developing tailored training programs, designating a Lead NGO for comprehensive volunteer coordination roles, and identifying suitable locations for potential VCC establishments. These steps aim to enhance volunteer engagement’s overall preparedness and effectiveness in response to oil spill incidents.

Nicole Marchetti, MA International Relations - Communications Officer (YUVA STEM Education Projects)