MINIMUM OPERATING SECURITY STANDARDS (MOSS) FOR UN AGENCIES IN THE DOMINICAN REPUBLIC JUNE 2010

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1 Department of Safety and Security MINIMUM OPERATING SECURITY STANDARDS (MOSS) FOR UN AGENCIES IN THE DOMINICAN REPUBLIC JUNE 2010 No Security Phase in effect for the. The present document contains standards only for operations in Dominican territory. All operations inside Haitian territory must follow UN Haiti MOSS. 1. TELECOMMUNICATIONS 1.1 Emergency Communications System 1.2 Radio Communications Establish an Emergency Communications System (ECS) throughout the functional area of the Capital, and its operational locations, utilizing appropriate and available means (cellular phones, satellite phones and VHF radio network) in order to: 1. Provide communications between DO, SA, SMT, Wardens. 2. Provide communications between the DO/SMT/SA and relevant UN offices outside the country and UNDSS NY. a- The base system is VHF. The repeaters are located in order to cover the majority of the country. b- The Security VHF channel is for the DO, SMT, UNDSS and other staff members depending on the situation (UN doctor, UNETE key staff) c- All UN vehicles are to be equipped with VHF radios. d- All international staff, all drivers, all Wardens and national staff deemed essential are to be issued hand-held VHF radios. Radio checks are to be conducted routinely. a- VHF Radio base established at the UN house during emergencies. In normal circumstances each Agency tracks it missions. b- Staff trained in radio communications will operate the VHF base radio during emergencies on shifts. c- Satellite phones belonging to each Agency might be distributed among staff on multi-agency operations. Heads of Agencies are to assure there is enough credit before the hurricane season. d- Cellular phones are accepted for official communications as a backup, the radio is the main system. The heads of Agencies are to assure the staff has enough credit on their private phones to be used in operations. e- All staff who works in field operations requires ECS training. f- Field missions are to carry VHF radios (one mobile per vehicle, one hand held per staff) and satellite phone. g- A plan for resource mobilization of communications equipment requirements in readiness for Phase 1 is to be in place. a- VHF channel 1 is the Security channel for DO/SMT members/sa/wardens and channel 2 is for operations. b- HF radios will be used in case of need and link with UN Haiti. c- On field missions VHF hand-held radios are to be carried especially in the event that one or more vehicles have no vehicular radio installed (non UN vehicles). d- UNETE group national staff is to be considered as essential to carry hand held radios 24/4 during emergencies or similar operations. e- All staff working outside offices premises (projects, field missions) is to be trained to operate telecommunications equipment provided for field vehicles. In case of an increase in the Security Phase or emergency the Crisis Coordination Centre will have a 24/7 communications centre at the UN house directed by UNDSS. The cellular network does not cover the whole country. Not all the country is covered by VHF radio. 1

2 Department of Safety and Security 2. SECURITY INFORMATION AND STRUCTURE 2.1 Documentation a- Country Security Risk Assessment SRA. b- UN Field Security Handbook. c- Security Operations Manual. d- Country Security Plan. e- Country MOSS and MORSS. f- Security Standard Operating Procedures. g- Country maps. h- Country PEP protocol. i- Security SOP booklet. j- Security CD BSITF and ASITF. a- VHF radio coverage map. b- Maps with relevant information for natural disasters. PEP kits in WHO/PAHO and UNICEF offices, procedures in the Security Plan. 2.2 Warden System Warden System for national and international staff. a- Agency-based Warden System established and functional b- Exercises every 6 months, training every year or ad hoc. c- Dependants of UN staff in Haiti covered while Haiti is a Non Family Duty Station. 2.3 Staff ceiling Requirements for Security Phase IV areas. Staff ceilings for international staff established and approved by the DO and SMT. 2.4 Building Emergency/ Evacuation Plan Established for all UN offices and facilities. Emergency/evacuation plans exercised every 6 months. 2.5 SMT meetings According the UN Security Handbook. Minimum every 3 months and ad hoc. 2.6 Security Cell According to the UN Security hand-book Sec Cell meetings whenever the situation requires, including MINUSTAH and UNDSS Haiti coordination. 2.7 Security System in place for approving Security Clearances a- ISECT profile for all staff. Clearance and into country, recording Travel Notifications, and b- Tracking System during emergency operations inside the country Travel tracking personnel movements inside the country even if with No Phase. Notification c- Travel Notification into country. 2.8 Incident Reporting All incidents are reported through SIRS, QIR and Country Briefing Notes 2.9 Crisis Crisis Coordination Centre established at the UN Coordination house. Centre In country the incidents are reported to UNDSS by and phone. The Crisis Coordination Centre includes Operations and Communications centers. Only in case of Phase IV UNDSS and AFPs Security Officers So far the country has been always in No Phase. 3. MEDICAL SUPPORT 3.1 Response to Medical Emergencies a- Casualty Evacuation Plan. b- Medical Evacuation Plan. c- Mass Casualty Plan. d- Register of locally available medical facilities, emergency response services and contact numbers a- Stress Counselor designated for the staff. b- UN doctor designated c- UN offices covered by an emergency service d- UN staff trained in First Aid, one minimum per field mission, one minimum per floor in offices. (COMMENTS, All operational staff UN staffs located in Haiti have a contract with a local private clinic. 2

3 3.2 Medical Equipment updated and available. e- Staff trained in Basic First Aid. f- Security staff and others trained in trauma and mass casualty incident response. g- Medical plan and PEP protocol. a- All field vehicles to carry First Aid Kits. b- Emergency Trauma Bag. c- One basic First Aid Kit per building (or per floor in buildings with more than 50 personnel). d- PEP kits (which must be replaced by their due expiry dates) distributed as specified in the Country Security Plan. Department of Safety and Security should attend a First Aid Training course) e- Evacuation Plans and PEP kits procedures in the Country Security Plan. a- PEP kits located in WHO/PAHO and UNICEF offices, contacts and procedures as directed in the Country Security Plan annex P. b- Emergency Trauma Bag in UNDSS office. c- First Aid kits in every field vehicle. SA is trained in ETB first responder. Staff trained in First Aid. 4. EQUIPMENT AND SUPPLIES 4.1 Emergency Power Supply a- Generators. b- Power inverters. 4.2 Emergency Food, Water, Medical, Sanitary and Shelter Supplies 4.3 Individual Emergency Bags Available for charging and operation of commonsystems communication equipments, office external security lighting and other essential equipment. Fuel stock to be maintained. In non-perishable form, to be used in concentration points, bunkers and safe rooms, storm shelters as appropriate. Maximum weight 15 Kg/33 lbs containing essential documents, clothing, hygiene and medical supplies, ready for rapid evacuation or relocation. a- Supplies in UN staff homes before the hurricane season. b- Batteries, flashlights. Battery-operated radio recommendable. a- USB memories and/or portable data disk can be carried. b- Ziploc or other waterproof protections for documents are recommended. Agencies responsibility 5. UNITED NATIONS VEHICLES 5.1 All UN Vehicles a- Must be operated by properly licensed operators. b- All UN vehicles appropriately registered with the Host Government and properly maintained. a- Drivers with relevant and current national driving license. b- UN vehicles appropriately marked, magnetic logos can be used. c- Non-UN staff passengers must sign a waiver. 5.2 Non-UN Vehicles When UN staff travel in non-un vehicles which are not MOSS compliant, every effort should be made to ensure that the UN personnel are MOSS compliant (communications, first aid kit, etc.). 5.3 UN Vehicle Equipment No field operations in Non-UN vehicles alone. Always use seatbelts. Use hand-free kit when communicating with cellular phone. 3

4 5.3.1 All Vehicles (regardless of location a- First aid kit. b- Fire extinguisher. c- Spare wheel, jack and appropriate tools. d- Reflector triangles, flashlight, seat belts All Field Vehicles a- Tow rope (5 meters/15 feet). b- Food and water according needs. c- GPS tracking system if the security situation requires. Department of Safety and Security a- Hands-free kit for cellular phones in case the driver has to communicate. Field vehicles equipped also with: - Shovel (recommended) - electric cables - roof rack (recommended) - 1 x 20 lt fuel jerry can (recommended) - 1 x water jerry can (recommended) Portable power inverters are recommended. 6. OFFICES, PREMISES AND FACILITIES PROTECTION 6.1 All UN Managed Buildings a- All buildings occupied by UN to be compliant, where feasible, with international building, safety and fire regulations or the applicable laws of the host country as appropriate (including construction for resistance to earthquakes or other natural hazards). b- Appropriate access control measures based on size and location of premises. c- Separate entrances for personnel and visitors, where feasible and appropriate, in compliance with established standards (if/where applicable). d- Secured parking for authorized vehicles where appropriate. e- Alternate/emergency exits from buildings and from compounds. f- Security and/or Guard force trained on appropriate surveillance and reconnaissance and reporting protocols. 6.2 Premises with Additional Risks from terrorism a- Stand-off distance as estimated/advised by qualified expert (taking scale of likely threat, surroundings/approaches, construction, etc into account). b- Structural reinforcement, blast walls as required/advised by qualified expert. c- Shatter Resistant Film on windows. d- Bunkers/reinforced rooms. e- Surveillance and access control systems. 6.3 UN Personnel a- To the extent practical, the DO and concerned a- Shatter Resistant Film on windows (external and internal as advised). b- Shutters (hurricane protection) on external windows. c- Anti-seismic inspection and approval, or certificate from the government. 4

5 working in government (or other non-un) facilities Department of Safety and Security Head of Agency should request MOSS-compliant conditions, to UN standards, for personnel working in non-un premises. b- Where this is not fully possible, UNDSS should be asked to assess the premises to see if the security measures in place provide an equivalent level of protection from the risks identified in the SRA as that provided in UN-managed premises. c- Where a MOSS-equivalent level of protection is not achieved, the DO and Head of Agency concerned should consider, and negotiate with the host government authorities, alternate means of enhancing mitigation (medications or reallocations in workspace, adjusting work patterns limiting exposure). 7. SECURITY TRAININGS AND BRIEFINGS 7.1 All new UN personnel and recognized dependants, as applicable, briefed on/provided with: a- Security briefing to dependants of UN staff in Haiti, living in the country. Santo Domingo is the APA of UN Agencies in Haiti while it is a nonfamily duty station. a- Country-specific security coordination briefing. b- Summary/Extract of Country Security Plan and Evacuation Plan. c- Relevant SOPs, Security Advisories and policies. d- Compliance with all UN security policies. e- Copy of current MOSS and MORSS. f- Briefing and written handout on medical arrangements available in the country and how to access them or call for emergency medical assistance. g- A copy of the PEP protocol, which should specify PEP custodian arrangements, location of PEP kits, and procedure for obtaining assistance in the event of possible exposure to HIV/Aids. 7.2 All personnel provided with: 7.3 Training a- All UN personnel to complete Basic Security for UN personnel (BSITF) and Advanced Security in the Field (ASITF) online or by CD-ROM. b- All personnel to receive cultural sensitivity briefings appropriate to the country on arrival. 8. RESIDENTIAL SECURITY MEASURES UN Security in the Field booklet. Security Awareness documents. a- Fire fighting training for fire wardens. b- First Aid training for personnel of First Aid brigades as per the Fire and Evacuation Plan and staff who take part on field missions. c- Radio communications training for wardens, drivers and staff involved in field operations. 5

6 Department of Safety and Security 8.1 MORSS MORSS must take account of the relevant MORSS for. conclusions of the SRA with respect to the local law and order situation. 9. ADDITIONAL MEASURES 9.1 Depending on the a- Personal Protective Equipment PPE. Nil Not applicable for security b- Armored Vehicles. the moment. environment. Ms. Valerie Julliand Designated Official for the System in 6

To explain how the UN Security Management System (UNSMS) ensures the safety, security and well-being of UN personnel, buildings and assets.

L e s s o n Safety and Security for UN Personnel Lesson at a Glance Aim To explain how the UN Security Management System (UNSMS) ensures the safety, security and well-being of UN personnel, buildings and