Directorate of Disaster Affairs
Regulation on Working Procedures and Principles

PART I – Purpose, Scope, Legal Basis, and Definitions

Purpose

Article 1 – The purpose of this regulation is to organize the duties, authorities, and responsibilities of the İzmir Bornova Municipality Directorate of Disaster Affairs. This regulation sets out the organizational structure, legal status, tasks, powers, responsibilities, and working procedures of the Directorate in order to ensure more effective and efficient service delivery.

Scope

Article 2 – This regulation covers the legal status, duties, authorities, responsibilities, and working procedures of the Bornova Municipality Directorate of Disaster Affairs.

Legal Basis

Article 3 – This regulation is prepared based on Article 15(b) of the Municipality Law No. 5393, dated 3 July 2005.

Definitions

Article 4 – In the implementation of this regulation:

• Municipality refers to Bornova Municipality,

• Mayor refers to the Mayor of Bornova Municipality,

• Directorate refers to the Directorate of Disaster Affairs,

• Director refers to the Director of Disaster Affairs,

• Personnel means all employees of the Directorate,

• BORKUT refers to the Bornova Municipality Search and Rescue Team,

• AFAD refers to the Disaster and Emergency Management Authority,

• İzmir AFAD refers to the İzmir Provincial Directorate of AFAD,

• TAMP refers to the Turkish Disaster Response Plan.

PART II – Establishment, Affiliation, Organization, and Staffing

Establishment

Article 5 – Pursuant to the C‑16 group requirement under the amendment to the "Regulation on Norm Staffing Principles and Standards for Municipalities..." published in the Official Gazette dated 9 April 2023, No. 32158, the “Directorate of Disaster Affairs” was officially established by decision No. 168 of the Bornova Municipal Council on 1 September 2023.

Affiliation

Article 6 – The Director is authorized to create units and define duties. The Directorate operates under the supervision of the Mayor and a Deputy Mayor assigned by the Mayor.

Organizational Structure

Article 7 – The Directorate comprises:
a) The Directorate itself
b) Civil Defense Unit
c) Administrative and Financial Affairs Unit

Staffing Structure

Article 8 – The Directorate’s staffing consists of the Director, chiefs, staff, and workers, within the authorized positions defined by the Norm Staffing Table.

PART III – Duties, Working Procedures, and Organization

Article 9 – Duties, Authorities, and Responsibilities

The Directorate shall:
a) Ensure implementation of disaster-preventive and mitigating measures as per laws, by-laws, regulations, and directives.
b) Prepare pre-disaster planning, integration, and education under the Disaster Response Plan (TAMP) to make citizens disaster-resilient.
c) Coordinate with other agencies during disasters and carry out search-and-rescue operations and post-disaster recovery with trained personnel.
d) Coordinate with AFAD, governorship, ministries, universities, municipalities, NGOs, volunteers, and international bodies.
e) Organize panels, conferences, seminars, and informational materials to raise disaster awareness.
f) Procure and maintain disaster-related tools, equipment, and technology; prepare tender documentation; carry out projects, research, plans, updates, reports, and budgets.
g) Establish and train volunteer groups in each neighborhood, coordinate drills, and deploy them in disasters.
h) Create strategic plans and performance programs and align activities accordingly.
i) Provide post-disaster support through coordination of logistics, shelter, food, hygiene, and psychosocial aid.
j) Ensure regular training and drills for BORKUT personnel.
k) Provide education and drills to public institutions, schools, and neighborhoods outside of disaster periods.
l) Represent the Municipality in disaster response and search‑and‑rescue efforts under the coordination of İzmir AFAD.
m) Monitor disaster‑related policies and develop relevant activities.
n) Plan occupational health and safety training and submit to employer approval.
o) Conduct civil defense services.
p) Manage acquisition, filling, counting, inspection, and maintenance of fire extinguishers in municipal facilities.
q) Ensure implementation of the Personal Data Protection Committee’s decisions.
r) Submit prepared forms and petitions to the committee for data protection.
s) Monitor and implement internal control actions.

Article 10 – Director’s Duties and Responsibilities

The Director:
a) Has full authority and responsibility; issues orders and ensures legal compliance.
b) Ensures tasks are performed efficiently, timely, and legally.
c) Assigns personnel duties formally.
d) Plans and programs working procedures.
e) Acts as spending and procurement authority.
f) Proposes recruitment of necessary staff.
g) Supervises task distribution and teamwork effectiveness.
h) Prepares budgets and ensures lawful spending.
i) Prepares the annual activity report.
j) Prepares strategic plan, performance program, and budget.
k) Carries out other tasks assigned by superiors.

Article 11 – Organizational Chart

The organization chart (Annex 1) details the structure under the Disaster Affairs Directorate:

• Mayor

• Deputy Mayor

• Director

  • Civil Defense Unit

  • Occupational Health & Safety Unit

  • Administrative Affairs Unit

  • Search and Rescue Team (BORKUT)

PART IV – Functions, Duties, Authorities, and Responsibilities of Units

Article 12 – Civil Defense Unit

Responsible for disaster prevention, search-and-rescue, training, equipment procurement and maintenance, organizing drills, coordinating interventions, liaising with other institutions, managing alarm systems, conducting awareness programs, supporting schools and civil society, monitoring inventory, maintaining constant emergency readiness, and serving in commissions. This unit coordinates BORKUT deployment under the authority of the Mayor and operational command of AFAD.

Article 13 – Occupational Health & Safety Unit

Provides employer guidance on creating safe work environments; prepares annual plans and reports; monitors workplace safety compliance; manages fire-extinguisher stock and maintenance in municipal buildings, according to relevant legislation.

Article 14 – Administrative and Financial Affairs Unit

Handles incoming/outgoing documents; communicates directives; identifies and procures required goods and services; prepares tender documentation; organizes workflows, records, and archives; manages personnel affairs; drafts budgets and activity reports; ensures financial transactions comply with laws; handles tenders; and supports other tasks assigned by the Director. The unit reports directly to the Director.

Article 15 – Movable Property Registry Officials

1. Registry Officer Tasks: Receive, inspect, and store movable assets; maintain inventory records; facilitate procurement planning; prepare inventory reports; ensure stock safety; and manage data entry in electronic systems per inventory management regulations.

PART V – Other Provisions, Enactment, and Enforcement

Article 16 – Other Provisions

The Director executes duties under municipal law and the regulation, accountable to the Mayor and Deputy Mayor. All personnel are responsible to the Director for compliance with assigned duties.

Article 17 – Enactment

This regulation becomes effective once approved by the Bornova Municipal Council under Article 18(m) of Law No. 5393 and published on the Municipality's official website.

Article 18 – Enforcement

The Mayor, and where applicable the relevant Deputy Mayor and Director, enforce the regulations of this document.

Annex 1 – Organizational Chart

(This mirrors the structure described in Article 11.)

Amendments Section

Entry into force date: 02 September 2024
Council Decision No.: 294
Amendments:

• Article 9(p) and Article 13(d) were updated to include responsibility for procurement, filling, counting, control, and maintenance of fire extinguishers in municipal buildings and facilities.