UNCAS
( United Nations Common Air Services )
Standard Operating Procedures and Guidelines
(SOP’S)
Nairobi, September 1996 Revised on August 2000
Contents:
1. Flight schedule
- Passengers and cargo priorities
- Passenger and cargo bookings
- Checking-in (Passengers/Cargo)
- Procedures on arrival of aircraft
- UNCAS field focal point offices
- Flight following
- Cost sharing
- Medical evacuation
10. Emergencies
11. Dangerous goods
12. Current flight schedule
13. Passenger/Cargo booking form
August 2000
1. Flight Schedules:
The UNCAS schedule will be established by the Logistics Officers of the UNCAS member agencies and approved by the Board.
The UNCAS Co-ordinator will distribute the schedule to the member agencies that in turn will pass same to all their field stations and their implementing partners.
Special Flights can be requested by agencies as and when needed. The UNCAS Co-ordinator will take action as required subject to availability of aircraft within the UNCAS fleet. Whenever this is not possible, UNCAS will recommend other suitable commercial operators and will only act as a contact /facilitator while all payments and other financial and contractual arrangements will be handled directly between the charter company and the requesting agency.
In-flight diversions or re-routings will be determined by the UNCAS Co-ordinator.
Scheduled times reflected in the manifest of any flight are to be respected. Early arriving flights should wait for passengers and must not depart before the manifested departure time. In the event of all passengers not showing up the pilot will contact November one for further instructions. The check-In time from JKI Airport is ONE hour before manifested departure time. The counter will be closed 30 minutes before departure time at which time “No Show” passengers will be replaced with standby passengers/Cargo.
2. Passenger and Cargo Priorities:
As determined by the Board of Heads of Agencies (BHA), passenger and cargo priorities will be as follows:
-Medical/Security Evacuations
-UN pouch (accountable weight starts at 5 KGs)
-Heads of UN agencies and joint UN/donor missions
-Staff of UNCAS, member agencies and their implementing/executing partners
-Other UN staff and implementing/executing partners
-UN Cargo
-Other NGO’s/NON UN passagers
Proposals for changes in priorities would only be approved by the BHA.
August 2000
3. Passenger and Cargo Bookings:
From Nairobi:
(a)A standard booking form that will be distributed by the Flight Co-ordinator will be used by all agencies. Bookings by telephone will not be accepted unless for emergency reasons.
(b)All bookings are to be screened by the respective agencies head office and passed on to the UNCAS Flight booking officer, Fax No. 622098 followed by a confirmation call on Tel:622091 / 622111. If there is a need to call the Flight Co-ordinator, he/she can be found on Tel No. are 622731,
(c)Implementing partner Agencies / NGO’s are to be booked through the UN agency with whom they operate. Cost of their seats is to be charged to the sponsoring (booking) agency.
(d)Booking agencies will ensure that all their UN sponsored passengers have a security clearance from the UNDP Security office. They should also ensure no unauthorised cargo is booked on UNCAS flights.
(e)Bookings for both passengers and cargo must be received by the booking
officer at least 48 hrs before date of flight. Agencies are responsible for the import/export customs documentation, fees, and any penalties resulting from shipment of their cargo.
(f) Confirmed bookings on scheduled flights shall be issued on a first-come-first served basis.
(g)Final manifest for both passengers and cargo will be distributed to all the agencies and the Operator at least 18 hrs before flight. All agencies will in turn transmit manifests to their respective field stations. Passengers with urgent travel requirements should inform their bookingsofficers who would in turn approach UNCAS.
(h)Late urgent bookings will only be considered if accompanied by a short letter from and duly signed by the head of Agency.
From Field Stations:
(I)All bookings from field stations must first reach concerned Agency Headquarters in Nairobi, screened and then passed on to the UNCAS booking office.
(j)Bookings from field stations must reach respective Headquarters in Nairobi at least three working days before date of intended flight.
(k)Flight crew will carry only manifested passengers and cargo. However, there
May be urgent legitimate passengers /cargo booked late, but information has not reached the flight crew. In such cases flight crew are expected to establish contact with November One or contact Company Operations by radio and get clearance from the UNCAS flight co-ordinator to include the passengers on site in the manifest andallow them to board. UNCAS will require the concerned agencies head office to submit a booking form for the passenger/cargo ferried.
(l)All passengers must possess all necessary and valid travel documents and security clearance to board UNCAS flights - passports, laissez passé, visas etc. as required. Agencies booking local passengers for internal flights within Somalia for workshops, seminars etc are to ensure their passengers carry identification cards to be allowed to board UNCAS flights.
Sponsoring agencies are to advise their passengers of this requirements and will be held accountable for violations.
(m)The transfer time at airfields should take approximately 20 minutes. Refuelling points require a longer delay but aircraft turn times should always be kept to a minimum. Vehicles are not allowed to approach the aircraft without the crew’s permission and supervision. All other vehicles should keep at least 20 meters clear of the plane!
(n)UN Station reps should be on location 30 minutes prior to the aircraft arrival and 15 minutes after departure.
(o)Agency/NGO in the field must display large clear identity markings / flags on their vehicles. The vehicles must also be parked apart from other local community vehicles to avoid confusion and for ease of identification from the air. This is crucial for air borne crew security assessment before affecting a landing.
4. Passenger and Cargo checking-in:
(a)Checking-in of manifested passengers, personal luggage and cargo at JKI Airport will be ONE hour before manifested departure time and at least half an hour for field stations. All Agencies/NGO’s to deliver their cargo to JKI Airport UNCAS check-in desk. The respective agency/NGO representative will wait to confirm the acceptance of the cargo. In case of any rejection the representative will be responsible for taking back such cargo.
(b)Each passenger will be provided with a ticket stub that will clear him/her to board the aircraft.
(c)Passengers travelling between field stations and direct or enroute to Nairobi must also be issued with tickets. In order to distribute tickets to all field stations and to control their use, flight crew will issue tickets to manifested passengers in every field station, ensure that each passenger signs the larger waiver of responsibility half of the ticket, and pass the same to the field co-ordinator for dispatch to UNCAS in Nairobi on the next available flight.
(d)The crew will collect the used larger half of the ticket from the UNCAS field representatives and request replenishment by handing over the same pieces to UNCAS flight co-ordinating unit, Gigiri.
August 2000
(e)The Flight Co-ordinator must make sure that the weight limitations of the aircraft are strictly observed. All manifests are to be prepared on the basis of the weight limitation given by the pilot in command for the particular flight.
(f)All cargo and luggage must be loaded by the operator at the airport before passengers are directed to the aircraft.
(g)The operator ensures that all passengers go through Immigration and Customs formalities before they proceed to the aircraft.
(h)The operator must ensure that all passengers pay airport taxes where applicable.
(i)All UN passengers must carry documentary evidence to prove that they have security clearance from the UNDP security officer. Passengers boarding UNCAS flights at field stations are cleared when they are booked and confirmed for the flight by their Nairobi offices.
(j)The operator must advise the Flight Co-ordinator the number of passengersand the cargo that actually left on the flight immediately after the aircraft departs.
(k)Any confirmed passenger who does not show up for the flight without legitimate reasons or without informing the booking office will be charged the full cost for the seat.
(l)The Flight Co-ordinator adjusts the manifest if there are any changes and forwards it to the Accounts and Records Officer for cost sharing calculations.
5. Procedures on arrival of aircraft:
(a)All agencies will be responsible to provide transport for their arriving passengers andcargo.
(b)All Agency field representatives sending unaccompanied cargo/pouches are responsible for alerting their Nairobi offices of the dispatch of such cargo indicating clearly the callsign and or registration of the particular UNCAS flight. Their respective Nairobi offices will in turn be responsible for enquiring from the UNCAS radio room the flights ETA for the purpose of sending a driver to collect such cargo / baggage/ pouches on the same day of flight. Cargo will be released to the agency representative against their signatures on the manifest. The same procedure will apply for cargo/pouches from Nairobi to the field. UNCAS WILL NOT ACCEPT RESPONSIBILITY FOR THE LOSS OF UNCOLLECTED CARGO / BAGGAGE / POUCHES. Agencies to note that any expenses associated with storage/porter charges etc, as a result of cargo not being collected on the day of flight will be the responsibility of the Agency concerned.
Off-loading of cargo and luggage from the aircraft and processing it through the conveyer belts will be done by the operator at the airport. However passengers will pick their luggage from the conveyers and check them through customs. Drivers picking unaccompanied cargo should be at hand /available to answer any questions that may be posed by the customs officials.
(c)The operator oversees refuelling of aircraft fills the WFP fuel requisition form and obtains a copy of the fuel delivery slip for reporting to UNCAS flight co-ordinating unit, Gigiri. The UNCAS field representative will submit a monthly fuel stock record,original WFP fuel requisition form,originalfuel delivery receipt and corresponding monthly fuel supplier’s invoice.
6. UNCAS Field Station Focal point offices:
(a)The UNCAS member agencies will serve as focal point for backstopping aircraft operations. The locations and the agencies which will serve as focal point are as follows:
WFP/UNDP-Bosaso
UNICEF-Kismayo, Mogadischo
Operator -Hargeisa
Operator-Nairobi
(b)Focal point agency representatives will be responsible for ground handling, passenger and cargo checking-in, ticketing, transport, crew accommodation (if necessary), aircraft fuelling and security. Lead agencies/NGO’s where UNCAS is not represented are requested to voluntarily assist UNCAS in facilitating the smooth safe and efficient flow of UNCAS flights.
(c)Focal point agencies may need to hire services, which they cannot provide. In such cases, UNCAS will negotiate and sign agreements with individuals or organisations available to provide the services required. The focal point will supervise such contractors.
7. Flight Following:
(a)The WFP communication centre at Gigiri will be the primary flight following unitfor all UNCAS flights. Tel Nos. 622918 & 622948.
(b)Since all flights into and out of Somalia are monitored by ICAO on behalf of Somalia whilst there is no official government organisation to take that responsibility, it is compulsory for all UNCAS flights to report to ICAO radio in Nairobi departure times, arrival estimates and enroute altitudes for reasons of flight safety.
(c)All UNCAS aircraft must establish two-way communication on HF radio before departing for any flight, and adhere to current NOTAMS. Please refer to the “UNCAS Communication Procedures for Flight Crew and Field Stations”.
August 2000
(d)The HF frequencies in use are:
WFP
Day Night
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Primary 10985.0 USB Call UNDP on 10040 Lsb
UNICEF on 10145 usb
Secondary10600 USB or 7762 LSB
ICAO
Day Night
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Primary11300usb5517usb
Secondary7595usb11300usb
(e)Air crew are expected to broadcast their position to flight monitoring stations every 30 minutes and also after each landing and take-off. Such calls have to be made every 15 minutes when the flight is short.
(f)Air crew must also make compulsory VHF departure calls at all stations where such facilities exist - Nairobi, Merka, and Mandera etc.
(g)Focal point Agency/NGO representatives will maintain radio contact with UNCAS radio room, agency headquarters in Nairobi, and with other field stations to ensure flights are safe,efficient and on time.
8. Cost-sharing:
(a)Costs will be shared among UNCAS member agencies on the basis of actual utilization by each agency at the agreed rates for each seat or 90Kg equivalent weight.
(b)Costing will be done based on the direct flight between two locations, origin and destination, and all costs direct and indirect related to any flight. Where applicable, part or full donor funding will be attributed to designated beneficiaries. Such funds will also be considered as subsidy in determining the cost per seat/90 kgs between locations if donated unconditionally.
(c)Additional cost from flight diversions (When possible)will be charged to the agency who requested for the diversion.
August 2000
- Medical Evacuation
Contact:
The Agencies/NGO’s in the field requesting medivac in the field will endeavour to contact their Nairobi offices who will in turn contact the UNCAS Flight Coordinator to initiate the evacuation. The Nairobi office will confirm the request immediately in writing and fax the same to UNCAS for the purpose of billing records. When field stations are unable to contact their Nairobi offices, evacuation requests may be made directly to UNCAS by telephone or through UNCAS HF radio (See section on communications for frequencies) UNCAS will endeavour to obtain a confirmation for the evacuation from a senior officer in the Agency/NGO’s Nairobi office.
Making room for medivacs:
When flights are fully booked and a medivac requirement arises, room will be created for the medivac as follows: a) the pilot will request passengers to volunteer their seat/seats. If no one gives up his or her seat then b) UNCAS will bump off any passenger from the same organisation as the medivac. In cases where no passenger from the same agency is on the flight, UNCAS will bump off the passenger whose booking was received last.
Costs:
Agencies will be responsible for all expenses associated with the medivac in:
a)Subsequent diversions on a flight in progress.
b)Any seats not utilised by passengers as a result of space occupied by a stretcher or extra leg room requirement.
c)All expenses incurred by flight requested on a non-UNCAS flight day.
Please note that UNCAS is run on a cost recovery basis.
Information:
Field officers requesting medivacs will provide UNCAS with as much information about the medivac as possible e.g.
a) What kind of ailment is the medivac suffering?
b) Is the medivac a stretcher case?
c) Is an ambulance required on arrival?
d) Is a doctor required to accompany the patient?
August 2000
- Emergencies
November one to inform:
Uncertainty phase:Informthe flight coordinator
a)In the event of an aircraft not communicating 30 minutes after the time a communication should have been received or from the time an unsuccessful attempt to establish communication with such aircraft was first made,
b)An aircraft fails to arrive within 30 minutes of the ETA last notified to or estimated by the radio room whichever is the later.
Except when no doubt exists as to the safety of the aircraft and its occupants.
Alert phase:Inform the UNCAS Flight Coordinator, WFP Security Officer and the Operator.
Following the uncertainty phase subsequent attempts to establish communication with the aircraft or enquiries to other relevant sources have failed to reveal any news of the aircraft or when
b)An aircraft has reported landing and fails to land 10 minutes of the estimated landing and communication has not been re established with the aircraft or when
c)Information has been received which indicate that the operating efficiency of the aircraft has been impaired but not to the extent that a forced landing is likely or when
d)An aircraft is known or believed to be subject to unlawful interference
Distress Phase:Inform the UNCAS Flight Coordinator, WFP Som. Country Director, UNDP Chief Security officer, WFP Som. Security Officer, the Operator.
Following the alert phase further unsuccessful attempts to establish communication with the aircraft and more widespread unsuccessful enquiries point to the probability that the aircraft is in distress or