NGOs Field Security Management Approach & Systems

Safety and Security Management“Field Security Management System”

Malu Malu Louison | Country Security Coordinator| Plan

International |

P.O.Box 182| Hai Cinema| Juba|South Sudan|

Email: [email protected] |

Cell phone: +211 (0) 956600908

+211 (0) 921402270

New phone number: +211 (0) 913380040

Office Cell Phone: +211 956 201 698

Skype: malu.malu.louison

1.Administrative Procedures

2.Security Management

3.Briefing and Training

4.Communications

5.Evacuations

6.Facilities

7.Travel

8.Vehicles

9.Visitors

SECURITY MANAGEMENT SYSTEM:SUGGESTION

1. QUICK SECURITY MANAGEMENT SCAN 1: SECURITY POLICY.

2. QUICK SECURITY MANAGEMENT SCAN 2: CRISIS

MANAGEMENT

3. QUICK SECURITY MANAGEMENT SCAN 3: RESOURCES

4. QUICK SECURITY MANAGEMENT SCAN 4: COUNTRY SPECIFIC

PLANS

5. QUICK SECURITY MANAGEMENT SCAN 5: TRAININGS

6. QUICK SECURITY MANAGEMENT SCAN 6: SECURITY BRIEFING

7. QUICK SECURITY MANAGEMENT SCAN 7: RESPONSIBILITY

8. QUICK SECURITY MANAGEMENT SCAN 8: ATTITUDE

9. QUICK SECURITY MANAGEMENT SCAN 9: INCIDENT

REPORTING AND RESPONSE

10. QUICK SECURITY MANAGEMENT SCAN 10: SECURITY

INFORMATION SHARING

SECURITY MANAGEMENT SYSTEM:SUGGESTION

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

Review.?

1. Administrative Procedures

2. 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 thesemeetings are documented.?3.Relevant country security and safety planning docs are distributed and accepted by allstaffs?4. Staff at all levels are encouraged to engage in security process, forums at all levels havebeen established so that staff can report security concerns and be informed of newsecurity & safety directives.?5.The security plan is updated accordingly to country security plan phase requirementsand change of context.?6.The level acceptance for Plan program is constantly being assessed at community levelthrough evaluation of staff practices and interactions with beneficiary community?7.Regular risks assessment activities and mitigation processes are in practice and regularlyconducted 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 printedlocally)?14.Crisis team is assembled, briefed on roles and procedures and at least one crisismanagement rehearsal is simulated?15.safety and Security policies from security documentation are adhered to

3.Briefing and Training.1. 1. A safety and security orientation is undertaken for each new staff memberimmediately on arrival (within 24 H)?2. 2. Staff have been made aware of inherent risks beyond Plan reasonableability to manage and have consented to work with informed knowledge ofthese risks?3. 3. Dependants of international staff receive appropriate safety and securitybriefing immediately upon arrival in the country?4.4. Safety training and briefing are undertaken regularly for all staff and theirattendance at training and briefing recorded?5.6.5.All staff receive and appropriate training to their positions andresponsibilities and appropriate to contextual threats?7.6. Most staff (minimum of one staff) in each location has received recognisedfirst aid training?8.7. Staff are briefed on how to arrange and implement a medical evacuation?9.8. All plan staff are trained on how to maintain and improve Plan’s image andacceptance levels with beneficiaries and local populations?10.9. Stress management workshops and discussions are provided?

4. Communications.

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

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

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?

5.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?

6. Facilities1. 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?

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

Travel1. 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?

Vehicles1. 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?

Visitors

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

2. Visitors are briefed on essential safety and security information prior toundertaking any work in the country? This includes an orientation/visitorspackage and verbal briefing in country?

3. Visitors are provided with emergency contact information in English and locallanguage 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 theembassy?

5. Visitors are lodged in accommodation inspected and approved by the CountryOffice?

QUESTION?

SAMPLE JOB DESCRIPTION

GENERAL FUNCTION:Working closely with the Operations Director and XXXXX, theCountry Risk Manager is responsible for directly overseeing allsecurity related matters for XXXXXX operations throughout XXXXXX.Responsible for security assessments, planning and training asneeded for local and expatriate staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

planning

Risk Awareness and Information GatheringAttends security meetings and connects with securitycommunity, including at UNISFA, NGO Forum, UNagencies and others as needed;Establishes a security support network, phone treesystem (communications) and additional (as needed)security protocols;Monitors the security situation in XXXXXX, with aspecific focus on XXXXX, and advises Chief of Party, andexpatriate staff accordingly;Monitors security situation in all field sites;

Risk Management and TrainingProvides security and risk assessments as required;Provides risk advice to COP and staff at large;Provides driving skills training for drivers;Provides high risk environment awareness training for all staffon general security procedures;Supports security for all XXXXXX projects;Support in first aid when required;

Safety and Security Policy and Procedure DevelopmentDevelop and update the Safety and Security StandardOperating Procedures (SOPs);Develop and update the Liberty Policy;Develop and update all field site safety and securitystandard operating procedures;Ensure all plans are revised and up to date;

Tracking and AccountabilityAdvise Chief of Party on appropriate expat staffnumbers in country given the current high threatenvironment;Ensure In-country staff are tracked and accountedfor;Conduct satellite phone checks on a regular basis;Conduct radio checks on a regular basis;Conduct hibernation kit checks on a regular basis;

ReportingProvide daily security reports to expatriate staff;Provide weekly security reports to the Director ofOperations;Provide monthly security reports to the M&Edepartment;Provide quarterly security reports to the M&Edepartment;Issue security advisories in the event of a criticalsecurity situation;Write a serious incident report if so required;

BriefingsDevelop and update the pre-travel security advisorydocument;Provide a pre-travel skype security brief;Collect new staff from the airport;Provide a security orientation of the accommodationscompound;Provide a country risk briefing for all incoming staff, andmonitor compliance to security protocols;

Fleet ManagementOversight and mentoring of the fleet supervisors;Oversight on mechanical consultant;Ensure the fleet is in a good state of functionalityand the schedule works efficiently;

Service Provider InterfaceLiaise with XXXXX Security for site security provision;Liaise with Mechanic garage for vehicle maintenance;Liaise with Vehicle tracking and fuel tracking serviceprovider;Performs other duties as assigned.

The Save The Children Security Management System model

1. In his paper "Acceptance: An Approach to Security as if People Mattered" MichaelO’Neill, Senior Director, Security, Save the Children says the following about NGO'sSecurity management Systems:Through a security approach (or combination of approaches) an organizationdetermines. A security strategy and the strategy informs the operational securitymanagement system. Feedback from many development managers over many yearshas highlighted the following basic components of a functional security managementsystem::

•Information gathering, analysis and dissemination;•Site selection and facilities management;•Personnel;•Communications;•Transportation;•Reporting and responding to security incidents; and•Security planning

•Security Policy •Crisis Management •Resources •Country Specific Security Plans •Security Training •Security Briefing •Responsibility •Attitude •Incident Reporting •Security Information Sharing

Some other humanitarian writers say that a quick NGOsSecurity Management System will include:

•governance frameworks, •policy,•management processes, • information and knowledge management,•training strategies, •financing security, •contextual plans and procedures, through to•monitoring and evaluation of the system.

Security system design is examined through eight inter-dependent parts from

a)Safety and Security Structure and Responsibilities

b)Raising the Awareness

c)Guidance and Support

d)Risk Analysis

e)Security Planning

f)Incident / Safety and Security Reporting

g)Training and Development

h)Accountability and Compliance

xxxx Unit objectives for 2008 and 2009

3-month action plan for XXXXXX Country Programs in Pakistan, Afghanistan, NorthernCaucasus, Iraq, Somalia, Sudan, Chad, the Democratic Republic of Congo and theCentral African Republic [November 2008 – February 2009]

a)Preparedness and Awareness

b)Prevention

c)Response

d)Recovery

Monitoring and measuring success

•• Threat assessment procedures •• Incident reporting protocols •• Communications standards •• Security briefings •• Site selection and physical plant security •• Cash management and transfers •• Vehicle and convoy safety procedures •• Visitor security •• Contingency and evacuation planning •• Hostage-taking and kidnapping procedures •• Stress management

5. WORLD VISIONBasic security procedures must be strictly followed at all times. Humanitarianorganizations must insist that all aid programmes in areas of moderate to high riskmust have a standard security-operating plan that includes:

•• Acceptance of the ICRC•• Identification•• Information•• Security regulations•• Personality•• Telecommunication•• Protective measures•• Implementation of the field security concept (Field, Headquarters, )•• Voluntary service and availability•• Training•• Exceptional situations

ICRCThe ICRC’s seven pillars of securitySecurity is predicated on what the ICRC does, how it is perceived and accepted, how itsindividual staff members conduct themselves, and on the organization’s ability to listen,to talk and communicate with all those involved in a situation of armed conflict orinternal violence, and to project an unchanging and coherentimage of itself.The seven pillars described below are the principles on which the ICRC has based its‘security culture’ in the field.12 The first is exclusive to the ICRC, while the others areadopted by most organizations or multinational corporations to protect their staff. Theimportance assigned to each of them will vary according to the type of threatencountered.

A.SCANNING MY EXPERIENCE AND UNDERSTANDING OF NGO SECURITY MANAGEMENTSYSTEMS, (Self-assessment via Center for Development and Safety)

•QUICK SECURITY MANAGEMENT SCAN 1: SECURITY POLICY.•QUICK SECURITY MANAGEMENT SCAN 2: CRISIS MANAGEMENT•QUICK SECURITY MANAGEMENT SCAN 3: RESOURCES•QUICK SECURITY MANAGEMENT SCAN 4: COUNTRY SPECIFIC PLANS•QUICK SECURITY MANAGEMENT SCAN 5: TRAININGS•QUICK SECURITY MANAGEMENT SCAN 6: SECURITY BRIEFING•QUICK SECURITY MANAGEMENT SCAN 7: RESPONSIBILITY•QUICK SECURITY MANAGEMENT SCAN 8: ATTITUDE•QUICK SECURITY MANAGEMENT SCAN 9: INCIDENT REPORTING ANDRESPONSE•QUICK SECURITY MANAGEMENT SCAN 10: SECURITY INFORMATIONSHARING

A.SCANNING MY EXPERIENCE AND UNDERSTANDING OF NGO SECURITY MANAGEMENTSYSTEMS, (Self-assessment via Center for Development and Safety)

A.SCANNING MY EXPERIENCE AND UNDERSTANDING OF NGO SECURITY MANAGEMENTSYSTEMS, (Self-assessment via Center for Development and Safety)