Below is a SayPro Emergency Partnership Agreement Template, designed to formalize collaboration between traditional leadership (e.g., Kings), government agencies, NGOs, and other response stakeholders during emergencies.
📄 SayPro Emergency Partnership Agreement Template
Document Title: Emergency Partnership Agreement (EPA)
Prepared by: SayPro Strategic Partnerships Office
Date of Agreement: [Insert Date]
Effective From: [Start Date]
Review Date: [Insert Review Period – e.g., Every 12 months]
1. Introduction
This Emergency Partnership Agreement (“Agreement”) is entered into by and between:
Lead Partner: [Name of King, Royal Office, or Traditional Council]
Co-Partner(s): [Names of NGOs, Government Agencies, Humanitarian Organizations, etc.]
Facilitating Body: SayPro Strategic Partnerships Office
This Agreement establishes a cooperative framework for joint planning, resource sharing, and coordinated response during emergency situations affecting [insert region/community].
2. Purpose and Objectives
The purpose of this partnership is to:
- Promote coordinated and timely response to emergencies
- Enable effective resource mobilization and logistics support
- Ensure clear communication and role allocation among all parties
- Foster trust, transparency, and collaboration between traditional leadership and operational agencies
3. Scope of Agreement
This Agreement applies to emergencies such as:
- Natural disasters (floods, droughts, storms)
- Health crises (epidemics, pandemics)
- Humanitarian emergencies (displacement, food insecurity, conflict)
- Any declared crisis as determined by the Lead Partner or national authorities
4. Roles and Responsibilities
Lead Partner (e.g., Traditional Leadership / Kingship Office):
- Provide cultural and community leadership during the emergency
- Mobilize local volunteers and resources
- Act as the primary community liaison
Co-Partners (NGOs, Government, etc.):
- Deploy operational teams and logistics support
- Provide technical expertise (e.g., medical, WASH, security)
- Report status updates to coordination teams
SayPro (Facilitator):
- Provide coordination tools, training, and communications platform
- Monitor the effectiveness of collaboration
- Lead after-action reviews and partnership evaluations
5. Information Sharing and Communication
- Partners will use SayPro’s secure platform to exchange critical information
- Emergency updates, alerts, and requests shall be shared via [designated channel/email/portal]
- Regular coordination meetings will be held [insert frequency]
6. Resource Allocation
Each partner commits to:
- Maintain a current inventory of available resources (equipment, supplies, personnel)
- Share resources equitably and based on community needs
- Participate in joint assessments and response planning
A resource request and distribution process is outlined in Appendix A.
7. Duration and Termination
- This Agreement is valid for a period of [insert duration, e.g., 12 months] and may be extended by mutual consent.
- Any party may terminate the Agreement with 30 days’ written notice.
- Termination does not absolve partners from fulfilling obligations in progress.
8. Monitoring and Evaluation
- SayPro will coordinate bi-annual reviews of partnership performance
- KPIs include response speed, coordination efficiency, and community satisfaction
- Lessons learned will be documented and shared in a joint after-action report
9. Dispute Resolution
Any disagreements will first be addressed through informal dialogue. If unresolved, SayPro will facilitate a mediation process. Legal recourse may be pursued only after these steps.
10. Signatures and Endorsements
By signing below, all parties agree to the terms and commit to uphold the responsibilities of this emergency partnership.
| Partner Name & Role | Signature | Date |
|---|---|---|
| King / Royal Office | ||
| Government Representative | ||
| NGO / Humanitarian Partner | ||
| SayPro Strategic Partnerships |
Appendices
- Appendix A: Resource Sharing and Request Protocol
- Appendix B: Emergency Contact List
- Appendix C: Roles During Response Phases
- Appendix D: Communication Tree and Meeting Schedule
For questions or template customization, contact:
📧 partnerships@saypro.org | 🌐 www.saypro.org/emergency-agreements
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