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Training in Emergencies

General Briefing – Emergency Name

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Index

Training Objectives What is ACF ? Organization chart Security management in the mission Driver responsibilities Communication Cash advances Stock management Quotations GPS

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Training Objectives

The objectives of this training is to explain to the staff recruited for emergency purpose the “basics operational procedure” of ACF.

These slides can be used for assessment/ evaluation preparation (including all type of staff) and/or for specifics staff (logistician assistant – drivers…).

To summarize: the idea is to popularize basic information in order to ensure the knowledge of ACF essential principles and guidelines by new staff.

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What is ACF ?

ACF is a humanitarian, professional Non Governmental Organization.

It is private, apolitical, non-confessional and non-profit making.

Founded in 1979

Mandate: fight against hunger and malnutrition

Intervention sectors: food security, water-sanitation-hygiene, health and nutrition.

Committed to the defence of the fundamental rights of distressed people.

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ACF intervention sectors Nutrition and HealthNutrition and Health

Save lives by lessening the risks of mortality linked to acute malnutrition. Prevent and treat infectious diseases, with primary health care in the framework of the fight against malnutrition.

Food securityPreserve, reinforce/restore the food self-sufficiency of vulnerable people.

Water, Sanitation and Hygiene (WASH)Facilitate access to clean water and to the sanitary environment required for people’s survival and development.

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Organization chart

HOM

ADMIN LOG FS NUT

Assist Admin

WASH

Accountant..

Assist Log

Drivers, Packers, Guards

Assist Wash

Promoters

Assist FS

Distributors, Monitors

Assist Nut

Nurses…

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Security management in the mission – Why ?

Objective of security rules: - Ensure the team members and the project will work in safe

conditions.- Reduce the risks linked to the project implementation.

Risks:- Medical problem, transport accident…- Staff attack, material robbery… - Animal bites… - Conflictive area, collateral dammages..

OBJECTIVE OF SECURITY RULES = REDUCE/ BE PREPARED TO RISKS

ABSOLUTE RESPECT OF THE RULES = COMPULSORY FOR EVERYONE SAFETY

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Security in the mission – Standard Rules

Movement planning/ follow-up: - Who is where and when ?- Daily planning, managed from the base, 1 responsible.- Everyday: movement planning for the next day

Communication: - Communicate when arriving or leaving from 1 place (SMS).- Communicate about situation in the area if necessary.- 1 responsible per team.- Always have phone contact list and/or constant companion

Time management: - Respect the time schedules.- Movements allowed by daylight exclusively.- Inform of any delays or change of itinerary, explain the changes

reasons.- Compulsory daily phone report: 7:00am / 12:00noon / 7:00pm

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Security in the mission – Standard Rules

Behaviour and visibility: - We represent ACF and its values: non religious, non political,

independance. - We respect the country rules, and never bypass them - Always wear ACF ID card and ACF visibility

Incident of any kind occurs: - Identify: nature of the incident, people involved, if incident is

closed or still ongoing, what mitigations were taken- Report immediatly to the responsible

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Security in the mission – Responsibilities

Security Management is a responsibility shared by ALL team members.

- Head of mission: Overall responsibility

- Logistics coordinator: In charge of the teams follow-up, of the respect of the security rules…

- Team responsible: In charge of the phone contacts, of communicating the possible itinerary

changes…

- Every team member: Individual responsibility (common sense)

In case of evacuation: always respect an order: don’t discuss them on the moment, always

after.

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Transport – Driver responsabilities

• Load:- Driver in charge of the ACF material safety transport (load-

unload)- No overload- Always have relevant transport documentation (delivery note)

• Vehicle:- In charge of the daily technical control of the vehicle +

equipments- Always have necessary administrative documentation (insurance,

driving licence, mission order…)- Ensure the First Aid Kit/ Emergency Trunk/ Water tanks/ Fuel

Tanks are on board- Daily fill-up of fuel/itinerary follow-up documents (formats)

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Transport – Driver responsibilities

• Passengers:- Number of seats = number of passengers.- Seat belt compulsory for all passengers.- No passengers allowed in the load area.- Passengers exclusively from ACF staff (no police, no

military, no arms on board…)

• Speed: - Speed adapted to context (village, asphalted…)- Respect of the country rules- Passengers must feel safe !

City/ villages: 50km/hour/ Main roads: 90km/hour

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Communication

• Cellular Phone communication- ACF will provide you with necessary credit load- This credit is exclusively for ACF activities use- Ensure your cell-phone always have minimal load to make

one call/ send SMS in case of emergency.- Ensure your cell-phone battery is charged everyday.

• Satellite Phone communication- Always 1 sat phone per team, with 1 responsible- Daily check of the battery - daily report of use to Coordlog.- Make sure always receiving signal (roof antenna)- Always in hiding place, not to be seen by authorities- Used in case of emergency or lack of regular cell-phone

coverage

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Satellite

Sat-phoneTrees

Buildings

Always be in a open area to make/ receive a sat-phone call !

Communication

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Cash advances

For purchases, transport… ACF provide cash advance to its staff.

Your direct responsible must validate your cash advance.

The cash advances are made by the administrator (you must specify the purpose of the advance)

The cash advance is justified every day to the administrator, with invoices and/or receipts.

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What is a good invoice/receipt ?

Original headed-paper from the provider (name, address, contact number, fiscal number…)

Name of the purchaser: ACF-S/ ACF-S/ ACH Date of the purchase Detail of the purchased items (description +

quantities) Total amount to be paid and currency Stamp from the supplier (legal or “paid”)

Cash advances

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Good Invoice Example

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Stock management

Why do we need to follow-up the stock ?- To be reactive regarding the project

implementation- To avoid loss and robbery

Warehouse selection:- Accessibility (cars and trucks…)- Proximity to road infrastructure, port…- Ventilation: dry and well ventilated place. - Security: no broken window, door closing

perfectly, roof in good state, flat and solid floor.- Maintenance: sane and easy to clean area.

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Stock management – Formats

Stock card:- It’s the ID card of all the items we have in stock- 1 stock card per type of item (oil 5 liters, rice bag…)- 1 responsible for Stock Cards, allowed to update it.

Stock Release Order (SRO):- It’s the authorisation to take something out from the

stock- 1 SRO can allow the release of different items- 1 responsible for SRO = logistics coordinator

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Stock management - STOCK CARD

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Stock management – STOCK RELEASE ORDER

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Stock management – Delivery note

Sender / Expéditeur Consignee / DestinataireName / Nom : Name / Nom :Adress / Addresse : Position :Phone / Tél. : Adress / Addresse :Signature : Phone / Tél. :

Transport mode / Mode de transport :Carrier / TransporteurName / Nom :Adress / Addresse :Phone / Tél. :Registration N° / N° Immatriculation :Date :Signature :

Country C

ode

Base C

ode

Requesting

Dept Code

Pro

cure

ment

Request #

Pro

cure

ment

Request

Lin

e #

QuantityQuantité

UnitUnité

Quality, observationsQualité, observations

Remarks / Remarques : Signature (Consignee / Destinataire) :Date & Name / Nom

1: Sender / Expéditeur 2: Consignee / Destinataire 3: Sender (after update) / Expéditeur (après mise à jour)

Procurement Request ReferenceRéférence Demande d'Achat

DELIVERY NOTE / BON DE LIVRAISON DN Reference / Référence BL : ________________________

Description

Date : _____________________

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Quotations We need quotations BEFORE making any kind of purchase

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What is a good quotation ?

- Original headed-paper from the provider (name, adress, contact number, fiscal number…)

- Name of the requester: ACF-S/ ACF-E/ ACH- Date – Validity of the quotation- Items description and quantities- Items unit price and total price with VAT- Items availability and/ or delivery time- Payment conditions- Signature and stamp from the supplier

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Quotations

When the provider can’t provide a formal quotation, we use the ACF quotation form:

Mission Country

To: Date :From: Purchase Dossier Ref:For :

OBJECT : Quotation request for

Item description Quantity Unit Remarks

Additional specifications: - -

Payment conditions : - Payment after delivery inspection - Payment by bank transfer or cheque

Delivery place and terms of transportation: - ACF office, located - Risks, insurance and cost related to the transportation of the items to the above mentioned address will be the responsibility of the supplier

Minimum information to provide on the quotation

1 - Name, address, phone and contact person2 - Characteristics of the items offered (to attach documentation if relevant)3 - Quantity available4 - Delivery time or Ex stock + location5 - Unit price6 - Total price7 - Currency of the offer8 - Validity of the quotation (Minimum 10 days)9 - Date, stamp and signature.

To submit an offerResponse required before : Offer(s) to be sent under envelop to:

Note: This quotation request is not an order and does not commit ACF on any obligation.

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GPS – Points collection

How works a GPS receiver ?

• Minimum of 4 satellite signals to be received by the GPS unit to determine a position.

• GPS units can determine your latitude, longitude and altitude.

• GPS units DO NOT transmit satellite signals. They passively receive them.

•They measure the distance between the GPS unit and the satellites

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Garmin Etrex Introduction (1)

Garmin Etrex GPS

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Garmin Etrex Introduction (3)

Garmin Etrex GPS

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Garmin Etrex Introduction (4)

Garmin Etrex GPS

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Garmin Etrex Introduction (5)

Satellite Page Map Page Navigation Page Trip Computer Main Menu

The page button allows you to enter the following:

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Garmin Etrex Introduction (6)

SATELLITE PAGE:

- Provides a visual of the satellites being tracked- Indicate which satellite signals are being received- The bars at the bottom show signal strength

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Garmin Etrex Introduction (7)

MAP PAGE:

- Displays your movements, waypoints, latitude & longitude.- The black arrow shows your location- Press the Up & Down Buttons to zoom in and out on the map

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COLLECT A GPS POINT

BASIC STEPS TO COLLECT A POINT:

1- Select location 2- Activate GPS 3- Identify and mark location (“waypoint”) 4- Record location on form

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1- Select the point collection location

Find a place with a clear unobstructed view of the sky:

• Geographic centre of the populated settlement area• Open area near the centre, or on top of a building in

the centre• Hold the GPS unit flat and out away from your body

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2- Activate the GPS receiver

2.2- Searching for satellites

2.1- Turn on GPS unit

2.3- Map Page

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3- Mark location (1)

3.1- Mark location FROM THE MAIN MENU PAGE:

- Use the PAGE button to go to MAIN MENU- Select MARK

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3- Mark location (2)

3.2- Mark location FROM THE MAP PAGE:

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3- Mark location (3)

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3- Mark location (4)

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4- Save location on form

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4- Save location on form (2)

Name of data collector: Organization or Agency: Contact details: e-mail & phone

Ex. 24-nov-05 Bisham Ghaligai 34,84712 72,95493 5650' Helicopter landing zone Forward Area Support Site warehouse 54

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Date Tehsil Union Council

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Latitude (North)

Longitude (East)

GPS Point Number

Elevation Type Name DescriptionNo