WFPHAS – COUNTRY SAOP’s

WFP Humanitarian Air Services

Standard Administrative and Operating Procedures

SAOP’s

HAITI

Version2.0 October 11, 2008

Country:Haiti

Chief Air Transport Officer:Sandra Legg

1.Introduction

1.1.Preface

Aviation has an important role to play in most humanitarian operations, the more so when travel overland is difficult or impossible due to the security situation or damaged infrastructurein this case due to an early start of hurricane season and above normal rainfall in the region that has caused severe flooding in several regions of Haiti leaving several heavily populated areas inaccessible to humanitarian assistance. The provision of the helicopter service will ensure speedy air delivery of food and Non Food Items and safe transportation of humanitarian personnel to the flood affected area.

However, the operation of aircraft of any kind is a costly and potentially dangerous undertaking, and it is essential that it is conducted in as safe and cost-effective manner as possible. The purpose of these SAOP’s is to establish guidelines and to streamline procedures for the air operation in order to create a safe, efficient and reliable air service for the use of entitled responders, and therefore for the eventual benefit of the affected population.

1.2.General Principals

The WFP Humanitarian Air Service (WFPHAS) bases its rules and procedures, staff qualification criteria, and aircraft chartering procedures on the United Nations Common Aviation Safety Standards (AVSTADS). AVSTADS have been jointly agreed between the World Food Program and the Department of Peacekeeping Operations under International Civil Aviation Organisation (ICAO) guidelines.

In addition to these guidelines, WFPHAS operates under a number of other legal, contractual, and safety obligations which these SAOP’s are designed to capture. As such, these procedures are mandatory and non-negotiable.

Nonetheless, air operations are inherently flexible and can be quickly adapted to meet new situations and requirements, and it is important that this flexibility is utilised for the benefit of the operation as a whole. Over time, the operational requirements almost invariably change, and it is therefore vital that the operational structure, and hence these instructions remain flexible and responsive to new and/or changed needs, circumstances, and operating environment. To this end, these instructions will remain under constant review, and subject to amendment as required.

1.3.WFP Haiti– Concept of Operations

The basic air concept of operations foresees the main operating base for the helicopters in Port-Au-Prince and three different Hubs in Gonaive, Jeremie and Les Cayes. The helicopters will be originating from Port-Au-Prince on daily basis and performing shuttle flights from the Hubs to the areas inaccessible by road.

The helicopter fleet is intended primarily for cargo, but is available for passengers on a fill-up basis.

1.4.User Group

WFPHAS is managed by WFP, but is for the use of the humanitarian community as a whole. The interests of the humanitarian community are represented by a User Group. The Director OML shall invite the Head of the leading UN client agency to form and chair the User Group committee. The Terms of Reference for the User Group is limited to administrative decisions and shall include:
  • Establishing administrative policies and issuing administrativedirectives detailing eligibility and priority of passenger and cargo on the HAS aircraft, and ensuring compliance with WFP management andoperational policies and procedures;
  • Deciding on the destinations to be served;
  • Ensuring compliance with established procedures for the safe andefficient handling of passengers and cargo;
  • Ensuring timely settlement of dues to WFP;
  • Matters relating to the quality of service; and
  • To forecast future usage and requirements in order to assist WFP to ensure the timely contracting / release of the appropriate aircraft.
For the purposes of the air operations in Haiti, the Logistics Cluster will be coordinating and consolidating requirements from the humanitarian community to the User Group Committee.
WFP Aviation is responsible for all aspects of the operation of the aircraft, and is to keep the User Group advised of the technical, legal, and contractual limitations. It is vital that the User Group and WFP Aviation work seamlessly together, whilst remaining strictly within the boundaries of their own competence. In short, the User Group decides on the requirements, and WFP Aviation decides the ‘how, who and the when.

2.Administrative Procedures

2.1.General

WFP is the managing body of the Humanitarian Air Service, and its mandate is based on the ‘United Nation’s Fifth Session of the High Level Committee onManagement held in New York from 12-13 June 2003’ decision to hand over to WFP the responsibility of administering air transport services for UNagencies in humanitarian, and “other” activities that are not directly or specifically for peacekeeping.

The service is funded through donors and other internal funding mechanisms. In the initial stage of an Emergency, it is generally free of charge for entitled humanitarian users, but should funding subsequently fail to meet the need, it might become necessary to establish a system of partial or full cost recovery.

The size and composition of the aircraft fleet is kept under constant review, and is subject to adjustment should the humanitarian requirement, the operating conditions, or the funding situation require. The working assumption is that the air operation will be closed once the humanitarian community’s need for WFPHAS air support ceases because either a safe, reliable and sufficient alternative commercial air service exists, or other less costly means of surface transport are able to meet the need.

WFPHAS staff and contracted aircrew will do their best to meet users’ needs, but for safety reasons it is their responsibility and obligation to refuse any cargo or passenger not complying with these SAOP’s, National Aviation Authorities regulations, or ICAO SARP’s. No passenger or cargo is authorised to board any aircraft without being properly manifested. To do so is to breach ICAO and national regulations, and could result in the suspension of the Air Carrier’s Air Operating Certificate.

Users are reminded that there are many safety, technical, and contractual reasons that determine when an aircraft is fully loaded – notwithstanding apparent empty space and / or seats. The aircraft crew and WFPHAS staff’s word, in this respect, is final.

2.2.Eligibility

The air service is intended for the use of the humanitarian community engaged in relief operations, and operating with the agreement of the Government of Haiti.

Should it become necessary to define further, or limit those eligible to use the service, this would be done as advised by the User Group Committee.

2.3.Priorities

First priority for the use of the air service is always given to Medical Evacuation cases, and aircraft safety and aircraft operating related cargo and personnel. Thereafter, priorities are established by the User Group Committee. These priorities can change and are kept under constant review by the UGC. Current priorities are:

2.3.1.Cargo

  1. Equipment and supplies for aircraft ground handling and management of aircraft operations, when the destination is not reachable by surface means.
  2. Spares, parts, consumables etc for AOG (Aircraft on Ground) operations in areas inaccessible by road.
  3. Remainder as determined by the User Group Committee, currently are:
  4. Shelter;
  5. Food;
  6. WASH equipment / stores;
  7. Health equipment / supplies;

2.3.2.Passengers

  1. Medical Evacuation (MEDEVAC);
  2. Certified aviation safety inspectors and accident investigators;
  3. WFPHAS and other personnel required for the safe, efficient, and effective execution of aircraft operations;
  4. Remainder as determined by the User Group Committee, currently are:
  • Field assessment teams;
  • Personnel accompanying cargo;
  • Personnel deployment to the field;
  • Others on a first come, first served basis;

Note: WFPHAS is permitted to carry only humanitarian workers essential to projects. The service is not extended to family members and/or dependants.

3.Movement of Cargo

All requests for movement of cargo by WFPHAS are channelled through the Logistics Cluster. They authorise liaise to the UGC, and where necessary prioritise the cargo.
WFPHAS Haiti offers the following cargo movement services:
  • Port-Au-Prince / to the field Locations. A service intended for limited quantities of high priority, fragile or high value cargo, to take advantage of positioning flight to the Hubs.
  • Hubs of Gonaive, Les Cayes and Jeremie to Field Locations. The mainstay of the helicopter operation is the delivery of humanitarian cargo to field locations unreachable by road or boat, from the Hubs. Once conditions are createdfor the provision of fuel at these Hubs will extend the endurance of the aircraft for this operation, but aircraft will still be required to return to the Main Operating Base at Port-Au-Prince each evening before sunset (VFR apply).

3.1.Criteria for the Movement of Cargo

All cargo is to be manifested and entered on an Air Waybill and on a Cargo Manifest. Only cargo meeting the following criteria will be accepted:
  1. Cargo for the sole use of agencies qualifying under the terms of paragraph15.
  2. Only cargo booked and confirmed via the Cargo Movement Request (CMR) procedure (Chapter 3.3) will be accepted. Cargo not conforming to the description, weight, and volumetric dimensions detailed on the CMR, will not be accepted. Nor will poorly packed or poorly labelled cargo be transported. The proper packing and labelling of cargo is the responsibility of the consignor. All cargo is subject to inspection by WFPHAS staff to ensure compliance with these and all other relevant instructions.
  3. The transportation of hazardous materials is governed by international conventions. Brief guidance is at (Chapter 3.2) below. Further information is available on demand from the WFP Aviation Office,Port-Au-Prince. Agencies are liable for any death, injury, or damage caused by such cargo.
  4. WFPHAS requires detailed information on any medical supplies presented for transportation.
  5. Neither WFP nor its agents will be liable for any loss or damage to cargo or baggage during storage, loading or transportation.

3.2.Transportation of Dangerous Goods

In the interests of passenger and crew safety, and to prevent damage to aircraft and / or other cargo, awareness of the risks associated with the transportation of hazardous goods is vital. The information contained in this section is extracted from the International Civil Aviation Organisation (ICAO) Technical Instructions for the Safe Transport of Dangerous Goods by Air.
Agencies / Organisations wishing to move Dangerous Goods by air using the WFPHAS system must take the following steps before submitting a CMR:
  1. Submit the shipper’s declaration specifying the type of dangerous goods, plus any available additional information as attachments to the CMR.
  2. Identify any dangerous articles or substances in accordance with ICAO regulations.
  3. Limit the quantity contained in each package to the maximum allowable.
  4. Use the correct type of packaging.
  5. Mark and label each package in accordance with the regulations.
  6. Provide full details of the Dangerous Cargo to the WFPHAS booking office.
  7. Inspect each package for damage and/or leakage.

3.2.1.Abbreviated List of Dangerous Air Cargo

The following is an abbreviated list of some of the more commonly encountered dangerous goods. If consignors have any doubts or questions, they should be addressed to the WFPHAS Office, 387, AVE JOHN BROWN, BOURDON, PORT-AU-PRINCE , HAITI, ZC # HT6110, BP # 16010

  1. Fuel is not authorised to be transported as cargo together with passengers. Pack fuel must therefore be transported either without passengers, or under-slung.
  2. Cylinders of compressed gas may not be transported by air unless as part of a life-saving oxygen breathing apparatus in certain limited medical circumstances, and then only under the supervision of aero-medical staff.
  3. Camping type stove, heaters and lamps containing flammable gas and/or liquids, and non-safety matches are prohibited.
  4. Any pressurised cylinder, full or empty. This includes cooking gas cylinders (propane, butane etc).
  5. Various medical supplies, which may contain dangerous chemicals (Chapter3.1 d). Conditions apply.
  6. Pharmaceuticals which may contain dangerous chemicals, such as acids. Conditions apply.
  7. Photographic chemicals (ie darkroom chemicals).
  8. Refrigerators of the type containing toxic gases or dangerous liquids. Conditions apply.
  9. Repair kits containing dangerous materials. Eg. Cellulose paints, organic peroxides etc. Conditions apply.
  10. Some medical items for scientific research. Eg. Unknown samples for testing may contain dangerous substances (Prohibited unless identified).
  11. Toolboxes: may contain explosives, compressed flammable gases. eg. Butane cylinders. Conditions apply.
  12. Motor vehicle or generator batteries. Only dry batteries can be accepted. Conditions apply.
  13. Any heat producing devices. Eg. Certain battery operated equipments such as underwater torches and soldering equipment can produce intense heat if accidentally activated.

Due attention must be given to the strict adherence to these procedures by all personnel involved in preparing a consignment and booking it on a WFPHAS chartered aircraft.

3.3.Application for Cargo Movement

All requests formovement of cargo by WFPHAS are channelled through the Logistics Cluster. They authorise, and where necessary prioritise the cargo, before passing the approved request to WFPHAS to plan and perform the flight.

A copy of the Cargo Movement Request form (CMR) to be completed by all users wishing to use the service is at Annex 1

3.4.Pouch Service

As an adjunct to the Cargo Movement Service, WFPHAS offers a pouch service for entitled humanitarian organisations. In the course of cargo transportation operations, some space can usually be made available for the transport of a pouch – a small lockable or sealable bag, about the size of a small briefcase.
Pouches are intended for important official mail or documents. Pouches must be properly packed, locked, and/or sealed, and signed by the authorising officer of the despatching organisation. They must be clearly addressed to a consignee and delivered to the WFPHAS Aviation Office by 1600 hours of the day prior to despatch. The maximum acceptable weight of a pouch is 5 kg. Anything in excess of 5 kg should be sent as cargo, using the CMR procedure.
WFP cannot accept liability for the loss of, or damage to, pouches or their contents.
The despatch of cash via the pouch is prohibited.

4.Passenger Service

4.1.General

WFPHAS Haiti offers the following passenger movement services:

Passenger service between Port-au-Prince to destinations listed as per the daily flight schedule.

The service offered is as per the set priorities (Chapter 2.3).

No military personnel will be allowed booking and transportation by WFPHAS chartered aircraft.

Eligibility – (Chapter 2.2)

Priorities – (Chapter 2.3)

4.2.User Agency or Organisation Responsibilities

4.2.1.Staff Lists

Every organisation wishing to use the WFP passenger service is to submit to WFPHAS a nominal roll of their staff eligible to use the service. As a minimum, the following information is required:

  • Full name of individual as per passport;
  • Organisation;
  • Job title / description;
  • Nationality (and passport number for International staff);
  • Organisation ID card number;
  • Duty Station.

Organisations should update their lists as and when necessary. Only individuals appearing on these lists will be accepted for flights. Only the Chief Air Transport Officer (CATO) can authorize the travel of staff not listed on an Agency list.

Individuals will be required to provide proof of identity (UNLP or employing organisation photo ID card) at check-in, and on boarding.

4.2.1.Authorisation

In addition, organisations are to submit the full particulars of up to three individuals authorised to countersign movement requests and cancellations, together with specimen signatures from each. Only movement requests bearing these signatures will be accepted and processed.

4.2.2.Passenger Movement Requests

Each journey must be requested via a Passenger Movement Request form (PMR). PMR’s must be completed in full, and in particular signed and stamped by one of the three pre-notified authorised signatories per agency (Chapter4.2.1.1). PMR’s must be delivered to the WFPHAS booking Officeeither by:

  1. Email to:
  1. In person to the WFPHAS booking office.

PMR’s must reach the WFPHAS booking office by 1200 hours of the day preceding the flight at the very latest. Bookings can be made in no other way. In particular, bookings will never be accepted over the telephone.

In addition, a PMR is attached at Annex 2

When passengers book by email, they will receive an e-ticket along with confirmation of their place on a flight. If email booking is not possible, the number of the booking office for confirmation requests and other queries is: +509 37012343. The office is open from 08:00 to 16:00, Monday through Saturday.

The affected area is UN Security Phase 3, meaning UNDSS Security Clearance is necessary for UN personnel before travel. It is an individual’s responsibility to obtain UN Security Clearance.

4.2.3.Check-in Procedures

In order to maintain punctuality and hence maximise aircraft utilisation, as well as for safety reasons, it is essential that passengers comply strictly with these check-in procedures, and follow all instructions from WFPHAS staff, Agents and aircraft crews.

Passengers must carry a valid photo identity card from their parent organisation, their ticket, and a copy of their security clearance to travel. Some security personnel at the Hubs still require passport and visa details, and therefore passengers are recommended to carry photocopies of the relevant pages of their passports. Local staff should carry their national identity documents.

Passengersshould report to the airport entrance gate located in Texaco area, 1 hour before scheduled departure time and wait for the arrival of a WFP-HASmini-busfor the transfer of passengers. No vehicle is allowed entrance to the airport apron nor parking in WFP-HAS warehouse area.

Check-in area in PAP International airport

The entrance of vehicles is depicted as entrance (see airport sketch in annex)located near Chevron gate- refuelling company. Vehicles will stop at the second gate and transfer passenger to a WFP mini-buss which will be crossing the ramp area with the "follow me" vehicle to the loading/check-in area of WFP-HAS.