IRD Vehicle Policy - International Relief & Development

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Title: Vehicle Policy Effective Date: 11/22/10 Table of Contents Introduction ................................................................................................................................................. 2 Start-up Activities ....................................................................................................................................... 3 Driving Overview ......................................................................................................................................... 4 Safety in Vehicles ........................................................................................................................................ 7 Vehicles and Transport .............................................................................................................................. 8 A. Documentation ................................................................................................................................. 8 B. Vehicle Maintenance ........................................................................................................................ 8 C. Vehicle Equipment ........................................................................................................................... 9 D. Motor Vehicle Operation ................................................................................................................ 10 E. Hired Drivers .................................................................................................................................. 10 G. Accidents ........................................................................................................................................ 11 H. Journey Procedures ....................................................................................................................... 12 I. Check Points .................................................................................................................................. 13 J. Convoys ......................................................................................................................................... 14 K. Armed Conflict ................................................................................................................................ 16 L. Preparations for Evacuation/Relocation ......................................................................................... 17 Forms ............................................................................................................................................................. * Note: IRD employees must follow procedure and use provided forms: other forms are obsolete and will not be accepted. If you do not use the correct forms you will be in violation of this policy. Please contact vehicles@ird-dc.org and CC’ your project backstop at HQ for any forms that you are missing or if, for any reason, any form needs to be tailored to your specific project. • Vehicle Log Requirements • Non-IRD Passenger Waiver • Security and Traffic Incident Report • Specific Vehicle Data • Vehicle Inspection Checklist • Vehicle Service Log • Trip Authorization Form • Vehicle Request Form • Contract with Fuel Supplier • Fuel Consumption Report Log Notice: A printed copy of this document may not be the latest version. Available online: https://portal.ird.org Updated: April 2012 2
Title: Vehicle Policy Effective Date: 11/22/10 Introduction The IRD Vehicle Policy is intended to provide guidance on all aspects of the use and maintenance of IRD vehicles and associated equipment and a series of instructions that must be adhered to at all times for the safety of IRD personnel. If any aspect of this policy is not understood or, for any reason, cannot be complied with, the Chief of Party/Country Director (COP/CD) must immediately seek further guidance and instruction from IRD Office of Risk Management and Global Security and not make any assumptions that could endanger the safety of IRD staff or allow a vehicle to be operated outside the parameters of the relevant donor’s regulations and policies. IRD expatriate and TCN staff are prohibited from driving IRD project vehicles at any time, even outside of office hours (barring extreme emergency). Project vehicles must always be driven by local national project drivers or designated staff. In some countries expats may receive written authorization to drive from headquarters, and in certain emergency response startups. The use of motorcycles, motorbikes, and/or motorcycle taxis as a means of transportation by expatriate and third-country national (TCN) staff is prohibited under any/all circumstances (barring extreme emergency) while conducting program/project business and personal use outside of IRD program/project hours. This includes IRD and personally owned motorcycles, motorbikes, and motorcycle taxis. IRD’s Office of Risk Management and Global Security reserves the right to mandate in-country vehicle use protocols and procedures for expatriate and TCN staff under any/all circumstances it deems necessary in order to ensure the safety and security of all staff. Start-up Activities All projects require some transportation to conduct business, so one of the first meetings in country will be to discuss this policy, vehicle acquisition (lease, purchase, and waiver requirements), staff use of vehicles, and related insurance requirements. Any other project vehicle specifications will be developed with the COP and based upon the donor and client requirements, the terms and conditions of the funded agreements as well as project needs. A vehicle control system will be established as soon as possible and before vehicles are in use, including a document file for each vehicle that will be comprised of registration and insurance certificates, shipping documents, accident reports, vehicle travel and maintenance logs, and any other essential documents related to the vehicle. Expatriates are not authorized to drive vehicles as a rule except in life threatening situations. In some countries expats may receive written authorization to drive from headquarters, and in certain emergency response start ups. There are three basic options for transport: 1. Take local transport, such as taxicabs. This is an option if the project requires no or very few trips outside the city in which the project office is located, and excellent public transport is regularly available. If this is the most reasonable option, you may want to establish a relationship with a number of local drivers that can be called when needed so that you do not have to rely on random cab drivers in the city. To the extent possible make sure that you use Notice: A printed copy of this document may not be the latest version. Available online: https://portal.ird.org Updated: April 2012 3
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IRD Vehicle Policy - International Relief & Development

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