IRD Vehicle Policy - International Relief & Development

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Title: Vehicle Policy Effective Date: 11/22/10 • Place the convoy leader in the front radio car. 2. Convoy procedures a. Have all vehicles arrive at the departure point two hours ahead of time. b. Each vehicle must be inspected: • For fuel levels • For mechanical reliability • For documentation • For required equipment • For contraband NOTE: Written documentation of the inspection must be on file with the transport manager prior to the convoy’s departure. c. Each person on the journey must be briefed on: • The destination • Planned stops • Departure and arrival times for each stop and the overall journey d. Drivers must be instructed to keep a specified distance between vehicles. The distance should be no less than 30 feet or 10 meters. K. Armed Conflict In zones of conflict or in insecure areas, it is possible to be caught in a combat situation. Your response to combat situations may depend on whether you, your vehicle, or your organization is considered a target for any of the combatants. Chances are, you personally are not a target. Nonetheless, you could be in danger. NOTE: In some cases staff will be required to wear personal protection equipment such as a helmet and body armor. The determination will be made by the Designated Security Officer, Security Focal Point, or other hired security contractor. This is a non-negotiable requirement for travel when specified. 1. If shooting is encountered: a. Drive through the area if the route is clear. If the shooting is in front of you, reverse out or turn around and leave the area. Be cautious, the sides of the road may be mined. b. Keep in mind that a moving target is difficult to hit. Remember speed while driving off is not necessarily going to provide protection. Drive with care when leaving to avoid wrecking the vehicle. c. If surrounded by shooting, seek cover or concealment. Remember ditches may be mined. • Concealment hides you, but does not protect you from bullets. • Cover hides you and protects you. 2. If shelling or bombing is encountered: Notice: A printed copy of this document may not be the latest version. Available online: https://portal.ird.org Updated: January 2011 16
Title: Vehicle Policy Effective Date: 11/22/10 a. Stop, take the radio if feasible, and take cover as far from the vehicle as possible. b. Stay behind cover until you are sure the danger has past. c. Go back to your vehicle and try to establish radio contact, if possible. d. Leave the area immediately. NOTE: If working in zones of conflict, make sure the vehicle is equipped with appropriate protective gear, such as helmets and flak jackets. Make sure all gear is clearly marked with the agency’s logo. Remember to be observant and be alert. It may save your life and the lives of others. L. Preparations for Evacuation/Relocation 1. Communications Emergency communications are a vital link to the successful implementation of an evacuation or relocation plan. The Chief of Party, Country Director, or SFP/DSO shall ensure that all evacuation vehicles are equipped with radio equipment or some means of communication if the Country/Regional security situation require them. For questions consult IRD Director of Risk Management and Global Security 2. Vehicles Vehicles will also play a major factor in any evacuation. The SFP/DSO shall complete a daily check of vehicles. This check should be in accordance with the procedures outlined in the Vehicle and Transport Section of this manual to: a. Ensure all vehicles are in good operating condition. b. Ensure all vehicles are properly fueled each day. c. Ensure all required equipment is on board each vehicle. 3. Evacuations In the event evacuation to a second country is necessary, the Security Focal Point or Designated Security Officer will determine the asylum procedures for the destination country. • Make sure this country has ratified the 1951 UN Convention on refugees. • They accept refugees. Notice: A printed copy of this document may not be the latest version. Available online: https://portal.ird.org Updated: January 2011 17
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IRD Vehicle Policy - International Relief & Development

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