Tuesday, July 15, 2014

Saturday, 31 May 2014 Plan South Sudan didn’t have a security system A security system means a managerial and programmatic approach to staff security and safety management in the field that include:

1 Continuously assessing the country operational context and making sure that people know who we are as an organisation and what we do

2. Continuously assessing risks associated to programmes locations and determine in a professional manner those risks by applying the use of SRA (Security Risks Assessment) tool enhancing as well the security approach that Plan South Sudan must reduce its vulnerabilities against assessed risks

3. Engage in 2 levels planning layers: 1. Standards Operating Procedures (SOPs) and Contingency Planning (C.Ps) SOPs have been developed not only covering the whole country operations but as well specific programmes locations. Assuming that no matter the preventive protocols, things might turn wrong a second layer od Contingency Plans supplement the SOPs. Contingency Plans have been developed and implemented: Hibernation, relocation, evacuation and how in practise they can be enabled to address a crisis situation

4. A field information Management System has been established in a way allowing Plan South Sudan decision makers to be briefed information collected from various sources in a pro-active approach, thus allowing to assess the threat level and risk acceptability (Threshold of acceptable risks)

5. Equipping for security has been the main focus and attention has been given to having redundant field communication and tracking staff movement with the support of the radio room that was not there before.. More staff accountability and movements’ protocols have been put in place to make sure that the organisation exercise a control over its employees and compliance to security and safety measure is ensured.

To ensure that staffers acquire field security skills, training have been provided at country office and field level.

Security awareness is consistent and staff are always reminded that the operational environment is volatile and outbreak of violence is often at short notice.

DETAILS OF WHAT WAS NOT THERE BEFORE AND WHAT HAS BEEN ACHIEVED IS PROVIDED BELOW

Plan South Sudan, Safety and Security

“Field Security Management System and Achievements”

The road map for PLAN South Sudan functioning Security Management Systems

Our overall security management approach will focus on reducing PLAN SS vulnrabilities against assessed threats by implementing recommendations for improvement that have/are/will been formulated/formulated/will be formulated..

A. Security Administrative Procedures 1. Record of emergency data form is on file for each staff member? 2. All staff registered with their embassies? 3. Emergency contact numbers are posted and accessible to ALL staff? 4. All expat staff with appropriate documentation from relevant authorities for entries,

employment and exit from country? 5. Procedures for reporting safety and security incidents are in place and

documented and all staff briefed? 6. Approved medical services have been identified. For each location and information

available to all staff? 7. Signal for emergency exists, first aid kits, fire extinguisher and others safety

notices prominently displayed in all facilities? 8. Safety and Security is a standing agenda item for all management meetings? 9. Cash management is considered and sensitive procedures are in place. For

transactions? 10. Security costs are factored into new projects proposals and budgets? 11. The crisis management team is understood by the CD and the Security Team

BEFORE AND AFTER.

A Administrative Procedures Evaluation

1. Before After

2. Record of emergency data form is on file for each staff member and dependents of expatriate staff?

Was not there In progress with Human Resources as annex to Medical and casualty

evacuation plan No in: Human Resources

3. All staff registered with their embassies? Was not there In progress with Human Resources as annex to

Evacuation plan.

4. Emergency contact numbers are posted and accessible to ALL staff?

Was not there Posted in CSC Office and shared with comms Plan.

Ref Contingency Plan dossier/ Emergency Contact

are accessible to all staff. Security and medical

contacts.

5. All expat staff with appropriate documentation from relevant authorities for entries, employment and exit from country?

Y/N Yes: in place with Human Resources

6. Procedures for reporting safety and security incidents are in place and documented and all staff briefed?

Was not there Yes: Plan South Sudan SOPs on Incident reporting has been

developed and in place. Country staffers have been

trained and reminders security notices sent to

outline the importance or incident reporting.

7. Approved medical services have been identified. For each location and information available to all staff?

Was not there Yes. Shared by Human

Resources and are annex part of Contingency plans:

medevac and secuvac.

8. Signal for emergency exists, first aid kits, fire extinguisher and others safety notices prominently displayed in all facilities?

Was not there Yes, in place

9. Safety and Security is a standing agenda item for all management meetings?

Was not there Yes, in place and security issues are debates in all CMT and SRT meetings

10. Cash management is considered and sensitive procedures are in place. For transactions?

Was not there Yes, in place Plan South Sudan SOPs on Cash

Security has been developed and in place.

Country staffers have been trained and reminders security notices sent to

outline the importance or cash security

11. Security costs are factored into new projects proposals and budgets?

Was not there Yes. Was not therehe Country Security

Coordinator is posted and developed the security

budget. Example Room To Learn Project.

12. The crisis management team is understood by the CD and the Security Team Review.?

Was not there In progress and need training

B. Security Management. 1. A security Focal Point is identified for each office and sub-office?

2. A Security Review Team is existent for the CO or other Program Units. Minutes for these meetings are documented.? 3. Relevant country security and safety planning docs are distributed and accepted by all staffs? 4. Staff at all levels are encouraged to engage in security process, forums at all levels have been established so that staff can report security concerns and be informed of new security & safety directives.? 5. The security plan is updated accordingly to country security plan phase requirements and change of context.? 6. The level acceptance for Plan program is constantly being assessed at community level through evaluation of staff practices and interactions with beneficiary community? 7. Regular risks assessment activities and mitigation processes are in practice and regularly conducted dependant on the security phases.? 8. Incident reporting is diligently encouraged as is confidentiality? 9. Stress management personal are identified and introduced to staff for support? 10. Interagency communication is established and maintained? 11. Interaction with Un agencies is established and maintained? 12. Sensitive security files are maintained and kept locked with limited access? 13. Plan safety and Security handbook is distributed to all staff (electronically or printed locally)? 14. Crisis team is assembled, briefed on roles and procedures and at least one crisis management rehearsal is simulated? 15. safety and Security policies from security documentation are adhered to

B. Security Management Evaluation

1. A security Focal Point is identified for each office and sub-office?

Was not there Now all Pan South Sudan 8 locations (PU, Sub-Offices, and Field Offices) have Field a Security Focal Point.

2. A Security Review Team is existent for the CO or other Program Units. Minutes for these meetings are documented.?

Was not there Yes, in place and minutes are documented.

3. Relevant country security and safety planning docs are distributed and accepted by all staffs?

Was not there Plan Global Policies, Plan South Sudan SOPs are disseminated.

4. Staff at all levels are encouraged to engage in security process, forums at all levels have been established so that staff can report security concerns and be informed of new security & safety directives.?

Was not there In progress and being enhanced.

5. The security plan is updated accordingly to country security plan phase requirements and change of context.?

Was not there The Security plan as a comprehensive security management document is in place and security

phases as well.

6. The level acceptance for Plan program is constantly being assessed at community level through evaluation of staff practices and interactions with beneficiary community?

Was not there In continuous progress with CMT and Programmes managers support. The communication department is immensely involved in acceptance strategy.

7. Regular risks assessment activities and mitigation processes are in practice and regularly conducted dependant on the security phases.?

Was not there SRAS have been developed for all locations and continuously being reviewed. Mitigations measures are being continuously upgraded: communications equipment, bases facilities security, staff movements, pro-active security information collection, implementations of annexes of contingency plans etc.

8. Incident reporting is diligently encouraged as is confidentiality?

Was not there Yes, in place

9. Stress management personal are identified and introduced to staff for support?

Y/N No, Human resources

10. Interagency communication is established and maintained?

Was not there Plan South Sudan has regular membership in NGO Security Forum and others informal inter-agency networks.

11. Interaction with Un agencies is established and maintained?

Was not there Plan South Sudan regularly interact with the UN either directly or indirectly via NGO Security Forum as per UN requirements’ membership in NGO Security Forum and others informal inter-agency networks.

12. Sensitive security files are maintained and kept locked with limited access?

Was not there Now in place

13. Plan safety and Security handbook is distributed to all staff (electronically or printed locally)?

Was not there The SOPs or security book has been electronically distributed.

14. Crisis team is assembled, briefed on roles and procedures and at least one crisis

Was not there In progress and need only training, drills and

management rehearsal is simulated? rehearsals.

15. safety and Security policies from security documentation are adhered to

Was not there Adherence is now enforced and staff reminded of risks to not adhering.

C. Security Briefing and Training. 1. A safety and security orientation is undertaken for each new staff member immediately on arrival (within 24 H)? 2. Staff have been made aware of inherent risks beyond Plan reasonable ability to manage and have consented to work with informed knowledge of these risks? 3. Dependants of international staff receive appropriate safety and security briefing immediately upon arrival in the country? 4. Safety training and briefing are undertaken regularly for all staff and their attendance at training and briefing recorded? 5.All staff receive and appropriate training to their positions and responsibilities and appropriate to contextual threats? 6. Most staff (minimum of one staff) in each location has received recognised first aid training? 7. Staff are briefed on how to arrange and implement a medical evacuation? 8. All plan staff are trained on how to maintain and improve Plan’s image and acceptance levels with beneficiaries and local populations? 9. Stress management workshops and discussions are provided?

C. Briefing and Training Evaluation

1. A safety and security orientation is undertaken for each new staff member immediately on arrival (within 24 H)?

Was not there Yes, in place and undertaken by the country security coordinator.

2. Staff have been made aware of inherent risks beyond Plan reasonable ability to manage and have consented to work with informed knowledge of these risks?

Was not there Yes, in place and programmes benefits and staff deployments is now continuously assessed against staff risks.

3. Dependants of international staff receive appropriate safety and security briefing immediately upon arrival in the country?

Y/N Non-family duty station

4. Safety training and briefing are undertaken regularly for all staff and their attendance at training and briefing recorded?

Was not there Trainings have been delivered to staffs at country offices and fields levels.

5.

6. All staff receive and appropriate training to their positions and responsibilities and appropriate to contextual threats?

Was not there Yes. Trainings have been delivered to staffs at country offices and fields levels.

7. Most staff (minimum of one staff) in each location has received recognised first aid training?

Was not there First aid trainings with RedR have been delivered

8. Staff are briefed on how to arrange and implement a medical evacuation?

Was not there Yes, in progress

9. All plan staff are trained on how to maintain and improve Plan’s image and acceptance levels with beneficiaries and local populations?

Was not there Yes in progress with communication department support.

10. Stress management workshops and discussions are provided?

Was not there Yes and now planned for.

D. Security Related Communications.

1. Communications policies and procedures are documented, accessible and all staff are briefed? 2. All offices and remote locations have access to reliable communications facilities? 3. All staff have access to reliable communication in case of emergency? 4. Alternative means of communications to and from staff in remote locations have been identified and the means documented? 5. All staff are capable of using communications equipment? 6. All communication equipment in use is appropriately licensed by relevant authorities? 7. All staff with direct safety and security responsibilities and senior staff can be reached on a 24-hour basis? 8. Essential emergency contact information is posted in offices, residences and on a card for each staff person to carry ? 9. Communications problems within areas of operations such as mobile phone “dead spots” are known to all staff? 10. An emergency contact system has been established to enable contact with all staff and dependents in the event of an emergency?

D. Communications Evaluation

1. Communications policies and procedures are documented, accessible and all staff are briefed?

Was not there Yes. There is an SOPs on communications

2. All offices and remote locations have access to reliable communications facilities?

Was not there Yes and in constant progress. We have more Sat phones, We have BGANS, Torit, Kapoeta and Awerial field office have internet connection. HF system is covering the whole country.

3. All staff have access to reliable communication in case of emergency?

Was not there Yes. More Thurayas, HF and VHF radios purchases

4. Alternative means of communications to and from staff in remote locations have been identified and the means documented?

Was not there Yes. Manpack and BGAN

5. All staff are capable of using communications equipment?

Was not there In progress and more trining planned for,

6. All communication equipment in use is appropriately licensed by relevant authorities?

Was not there Yes

7. All staff with direct safety and security responsibilities and senior staff can be reached on a 24-hour basis?

Was not there Yes

8. Essential emergency contact information is posted in offices, residences and on a card for each staff person to carry ?

Was not there In place now,

9. Communications problems within areas of operations such as mobile phone “dead spots” are known to all staff?

Was not there Yes

10. An emergency contact system has been established to enable contact with all staff and dependents in the event of an emergency?

Was not there Yes. Communication tree using modern technology.

E. Evacuations 1. The Plan emergency evacuation is up to date? 2. The Plan evacuation plan has been coordinated with UN and/or appropriate embassy evacuation plans? 3. The lines of authority during and evacuation have been specified, documented and briefed to all staff? 4. Staffs are briefed on the evacuation plan and any amendments?

E. Evacuations. Evaluation

1. The Plan emergency evacuation is up to date?

Was not there Yes

2. The Plan evacuation plan has been coordinated with UN and/or appropriate embassy evacuation plans?

Was not there Yes. Hibernations venues provided by NPA, TEARFUND and MERCY CORPS

3. The lines of authority during and evacuation have been specified, documented and briefed to all staff?

Was not there Crisis roles and responsibilities are designed now.

4. Staffs are briefed on the evacuation plan and any amendments

Was not there Yes

F. Facilities

1. All facilities and residences are provided with appropriate safety equipment? 2. A well stocked first aid kit is accessible and maintained in each facility? 3. Office evacuation procedures are established? 4. Fire extinguishers and smoke alarms are installed in all facilities and personal residences? 5. Each facility has primary and alternate fire exits and these are clearly marked with appropriate signage? 6. All staff members and dependents know the location of fire equipment, fire escapes and emergency exits? 7. The office entrance is monitored? 8. Offices safes are affixed to the floor or wall? 9. A person is responsible for securing all facility windows, doors, and other entrances at the end of each day? 10. Visitor accommodation such as hotels and guesthouses are inspected to ensure safety and that they provide safe and secure accommodation? 11. Background and reference check have been performed on all guards? 12. Guards know how to use fire and other safety equipment and have documented procedures to follow in case of emergency? 13. Fuel or other flammable materials are stored in a protected manner with safety in mind? 14. Appropriate exterior lighting is installed and functioning on all facilities and residences? 15. All doors and windows locks are of a high quality and operate correctly?

F Facilities Evaluation

1. All facilities and residences are provided with appropriate safety equipment?

Was not there Yes

2. A well stocked first aid kit is accessible and maintained in each facility?

Was not there Yes

3. Office evacuation procedures are established?

Was not there Yes

4. Fire extinguishers and smoke alarms are installed in all facilities and personal residences?

Was not there Yes for fire extinguishers. No for smoke alarms

5. Each facility has primary and alternate fire exits and these are clearly marked with appropriate signage?

Y/N Yes

6. All staff members and dependents know the location of fire equipment, fire escapes and emergency exits?

Y/N Yes in the country office

7. The office entrance is monitored? Y/N Yes: private security company

Offices safes are affixed to the floor or wall? Y/N Yes

8. A person is responsible for securing all facility windows, doors, and other entrances at the

Was not there Yes

end of each day?

9. Visitor accommodation such as hotels and guesthouses are inspected to ensure safety and that they provide safe and secure accommodation?

Was not there Monthly updated with UN coordination

10 Background and reference check have been performed on all guards?

Y/N Yes

11. Guards know how to use fire and other safety equipment and have documented procedures to follow in case of emergency?

Was not there No Yes

12. Fuel or other flammable materials are stored in a protected manner with safety in mind?

Was not there Yes but need improvement due to available space in the rented compound

13. Appropriate exterior lighting is installed and functioning on all facilities and residences?

Was not there Yes, now in place.

14. All doors and windows locks are of a high quality and operate correctly

Y/N Yes

G. Travel 1. There is a clear policy on modes of commercial transport (air, boat, road, taxi, rail) and approved carriers? 2. Staff are fully briefed on the risks associated with travels on commercial transport? 3. Whenever possible staff travel with at least one other person? 4. Staff have been briefed with regards to personal security and counter surveillance? 5. Systems are in place to take appropriate action if staff travelling do not arrive within reasonable time of their estimated time of arrival? 6. Missions procedures are known to staff and mission planning takes place?

G. Travel Evacuation

1.

There is a clear policy on modes of commercial transport (air, boat, road, taxi, rail) and approved carriers?

Was not there Yes. Travel SOP in place

2. Staff are fully briefed on the risks associated with travels on commercial transport?

Was not there Yes

3. Whenever possible staff travel with at least one other person?

Was not there Yes, in place now

4. Staff have been briefed with regards to personal security and counter surveillance?

Was not there Yes, security notices regylarly shared.

5. Systems are in place to take appropriate action if staffs travelling do not arrive within reasonable time of their estimated time of arrival?

Was not there Yes. Movement protocols in place. Contingency plans in place for loss of communications.

Missions procedures are known to staff and mission planning takes place?

Was not there In place now.

H. Vehicles 1. Policy and procedures for driving and travelling in Plan vehicles are documented and all staff briefed? 2. There is a clear policy on the use of Plan vehicles outside working hours? 3. There is a clear policy who may be carried in Plan vehicles? 4. \there is a policy on protective equipment to be used on motorcycles on Plan business and the policy is enforced? 5. Vehicles accident procedures and reporting procedures are documented and all staff briefed? 6. Vehicles are checked daily and vehicles maintenance is undertaken as necessary? 7. Vehicles fuel tank are maintained above fuel tank? 8. Seat belts are accessible and always worn by drivers and passengers front and rear? 9. All vehicles have appropriate legal documentation and insurance covering the vehicle, third party property and third party persons? 10. National staff and international staff have recognized driving licences? 11. All drivers observe local driving laws and regulations and drive in a manner appropriate to safety in the conditions? 12. All plan vehicles are equipped with spares tyres and fitting equipment? 13. Logbooks are maintained for each vehicle including all vehicle maintenance? 14. All vehicle have Plan Logo and decals fitted?

H. Vehicles Evaluation

1. Policy and procedures for driving and travelling in Plan vehicles are documented and all staff briefed?

Was not there Yes in place now.

2. There is a clear policy on the use of Plan vehicles outside working hours?

Was not there Yes but need to be reaffirm by ops department.

3. There is a clear policy who may be carried in Plan vehicles?

Was not there Yes. Vehicles and travel SOPs.

4.

\there is a policy on protective equipment to be used on motorcycles on Plan business and the policy is enforced?

Was not there Yes, in place now

5. Vehicles accident procedures and reporting procedures are documented and all staff briefed?

Was not there Yes. There is an Contingency Plan in case of road traffic accident.

6. Vehicles are checked daily and vehicles maintenance is undertaken as necessary?

Y/N Yes

7. Vehicles fuel tank are maintained above fuel Was not there Yes, in place now

tank?

8. Seat belts are accessible and always worn by drivers and passengers front and rear?

Y/N Yes

9. All vehicles have appropriate legal documentation and insurance covering the vehicle, third party property and third party persons?

Y/N Yes

10. National staff and international staff have recognized driving licences?

Y/N Yes

11. All drivers observe local driving laws and regulations and drive in a manner appropriate to safety in the conditions?

Y/N Yes

12. All plan vehicles are equipped with spares tyres and fitting equipment?

Y/N Yes, now in place.

13. Logbooks are maintained for each vehicle including all vehicle maintenance?

Y/N Yes

14 All vehicle have Plan Logo and decals fitted? Y/N Yes

I. Visitors

1. Safety and security information is provided to all visitors prior to their journey to the country? 2. Visitors are briefed on essential safety and security information prior to undertaking any work in the country? This includes an orientation/visitors package and verbal briefing in country? 3. Visitors are provided with emergency contact information in English and local language in a form that can be easily carried out with them all times? 4. Visitors are registered with their embassy as per guidelines established by the embassy? 5. Visitors are lodged in accommodation inspected and approved by the Country Office?

I Visitors Evaluation

1. Safety and security information is provided to all visitors prior to their journey to the country?

Was not there Yes, a comprehensive PreDeparture briefing is sent to visitor before let them travel

2.

Visitors are briefed on essential safety and security information prior to undertaking any work in the country? This includes an orientation/visitors package and verbal briefing in country?

Was not there Yes.Pre_Departure briefing shared. Visitor receive a tailored security and safety briefing upon arrival.

3. Visitors are provided with emergency contact information in English and local language in a form that can be easily

Was not there Yes in place now

carried out with them all times?

4. Visitors are registered with their embassy as per guidelines established by the embassy?

Y/N In progress and depending on stay length

5.

Visitors are lodged in accommodation inspected and approved by the Country Office?

Was not there Yes in place now.

Malu-Malu Nzundu Louison PLAN International South Sudan Security and Safety Coordinator Email: L.Malumalu@plan-international.org +211956600908 (VIVACELL) Skype: malu.malu.louison Satphone: www.plan-international.org