DHA Marabastad Crack Team Project

1
DHA - Marabastad Crack Team Project

• 2007

Caring, compassionate and responsive
2
Scope and Objectives

• Short term
• The scope of the project is to address the
  backlog in new applications in Marabastad refugee
  office. Backlog in new applications to be defined
  as new not yet processed.
• The objectives of the project are as follow
• -To timeously receiving and process new
  applications in a humane manner
• -To responsibly prepare asylum files for status
  determination of asylum seekers

Caring, compassionate and responsive
3
Background

• CURRENT SITUATION
• Pretoria refugee reception office is overwhelmed
  by the influx of people seeking asylum sleeping
  outside estimated to more than 500.
• In recent times, nationals of the following
  countries seeking asylum on daily basis in South
  Africa has significantly increased
• - Zimbabwe
• - DRC
• - Malawi
• - Tanzania
• - Ethiopia
• - India
• - Pakistan and many more

Caring, compassionate and responsive
4

• The challenges
• -Inadequacy of the office to cater the
  ever-increasing number of new arrivals queuing
  and sleeping outside Marabastad refugee reception
  office
• -Limited human resources lack of acceptable
  capacity
• -Deficient and unreliable old refugee system
• -Rising band of bent street agents
• -Fragility of border posts leads to increased
  human trafficking and smuggling

Caring, compassionate and responsive
5
Legal framework to be considered during the
registration drive -Refugee Act No 130 of
1998 -SA Constitution, etc.The principles and
standards relating to refugees are contained in
the Refugees Act No 130 of 1998.
LEGISLATION STATUTORY OBLIGATIONS
Caring, compassionate and responsive
6
Crisis Plan

• 3.0 PLAN OVERVIEW

Caring, compassionate and responsive
7
DETAILED PLAN

Caring, compassionate and responsive
8
DETAILED PLAN

Caring, compassionate and responsive
9
DETAILED PLAN

Caring, compassionate and responsive
10
DETAILED PLAN

Caring, compassionate and responsive
11
ACHIVEMENTS SO FAR

• 24 Personnel is working as crack team to fastrack
  applicantions for asylum
• 6 Computers with SQL word based permit have been
  installed
• Cleaning Company has deployed 6 Cleaners
• 10 Mobile toilets have been delivered
• Shortlist for Quality Assuror (Manager to assist
  the current management at Marabastad have been
  conducted)
• Meeting with COT, Provincial Department of Health
  was held on 21 August 2007

Caring, compassionate and responsive
12
-Marabastad District Office-The project should
be completed within Six (6) weeks
PROJECT LIFESPAN, NEEDS AND DELIVERABLES
Caring, compassionate and responsive
13
DELIVERABLES

• 500 Asylum applications successfully processed on
  a day and section 22 permits duly issued to
  Asylum Seekers
• Determine the number of applications processed by
  means of statistics and daily reports
• Develop a systematic filing system for all
  applications by complying with set standards
• Identify and reports barriers to service delivery
• Conduct 500 RSD interviews on the same day

Caring, compassionate and responsive
14
RESOURCES NEEDS Deployment of a crack team to
fasttrack applications for asylum
Caring, compassionate and responsive
15
RESOURCES NEEDS
Caring, compassionate and responsive
16
Intensive Registration drive Implementation Work
Processes

• Entrance and Queue management
• Project coordinator to register 500 new
  applicants on the day and secure interpreters if
  necessary using the register to establish the
  languages spoken
• Security Officer (1) to issue them Tag No
  corresponding to the seat No and fingerprint
  forms
• Fingerprint expert to take fingerprint sets in
  the waiting area
• Electronic Queue management system to indicate
  the availability of RROs in room 84
• Security Officers to escort a group of 20 to room
  84 and so on
• Security Officer (1) to manage Entrance gate,
  Security (2) to maintain order in the
  reception/waiting area Security Officer (3) to
  manage Exit gate leading to the main building,
  Security Officer (4) to escort applicants to
  eligibility room

Caring, compassionate and responsive
17
ELIGIBILITY PROCESS

• Project Coordinator circulate initial Register to
  all RROs, Data capturers, RSDOs and registry
• 8 RROs to assist applicants to complete BI 1590
  (Application for asylum form) with the help of
  interpreters if necessary
• RROs to make comments in relation with the claim
  and sign the form
• RROs to open physical files and ensure that all
  compulsory documents are submitted and put inside
  files
• RROs to refer files to Data Capturers
• RROs to refer files back to Data capturers to
  print section 22 permits and request applicants
  to collect decision on next date
• 10 NYS Data Capturers to log onto the SQL
  Word-Based System, capture data and images,
  section 22 print permits
• Data capturers to check printed permits against
  Daily Intakes Register to ascertain that the
  permits printed reflect names in the Register
• Data capturers to refer files back to RSDOs for
  adjudication immediately

Caring, compassionate and responsive
18
File Administration process (4 Registrars)

• RROs to create and update files registers (Manual
  and electronic) in order to smooth the process of
  asylum file retrieval from the filing rooms.
• A register should be maintained to record the
  movement of all files. To ensure that there are
  no shortcoming and inconsistency that might lead
  to files missing and/or empty files.
• The register should reflect the details of any
  official who requested and removed the physical
  file from the filing room as well as when the
  files was returned for storage
• Receive files and documents. Read instructions
• Read instructions in the file control sheet,
  check contents of files and documents and make
  sure that all instructions are carried out
• Record in the appropriate register all files
• Ensure that the cover of the file is kept neat
  and intact and that documents inside the file are
  filed in the appropriate order
• Arrange files according to the sequence of the
  master copy
• Dispatch outgoing files and documents
• Search for file/document. Retrieve file from
  shelf
• Record in the appropriate register and ask the
  requesting official to sign before issuing any
  file.
• Hand over letters of rejection and confirmation
  of status to the applicant
• Arrange with inspectorate to be available for
  possible deportation
• Inform Directorate Identification about the
  decision taken to update the identification
  system.

Caring, compassionate and responsive
19
STATISTICS AND REPORTS

• Quality Assuror to record details of daily
  proceedings (intakes, decisions, challenges,
  etc.) and forward to Head Office
• Quality Assuror to compile daily statistics using
  a specific template and forward to Head Office

Caring, compassionate and responsive
20
Thank You
Caring, compassionate and responsive