AVIATION SANS FRONTIERES

Transcription

1 AVIATION SANS FRONTIERES ASF Flight Operation in NORTHERN KENYA ASF Standard Operating Procedures (SOP s) DECEMBER 2006 ASF Nairobi Updated as of December 06, 2006 Page 1

2 - Contents - Page Introduction 3 1 Booking a seat or cargo space Who is eligible for using ASF flights? Entitled users Temporary Authorisation Letters (TAL) How to reserve a seat or cargo space? How to confirm a seat or cargo space? Cancellation of reserved seats or cargo space Last-minute reservations / booking No-show passengers 6 2 Check-in and in-flight information Check-in time Passenger luggage and carry-on baggage Criteria for the carriage of passengers Criteria for the carriage of cargo Criteria for the carriage of mail pouch Dangerous goods and cargo General in-flight information 8 3 Evacuations (incl. security evacuations) General information Specific procedures to be followed Additional information on medical evacuations 9 Annexes Annex 1 Staff List Form 10 Annex 2 Passenger Flight Application Form 11 Annex 3 Cargo / Excess luggage Flight Application Form 12 Annex 4 ASF Flight operation in NORTHERN KENYA - Priority 13 system Annex 5A Instructions for agencies designated to receive an aircraft 14 in the field Annex 5B Certificate 15 Annex 6 Contacts 16 Annex 7 Security checklist 17 Updated as of December 06, 2006 Page 2

3 Introduction AVIATION SANS FRONTIERES (ASF) is a Non Governmental Organisation which is specialised in providing humanitarian air relief to other humanitarian organisations or Programmes. ASF is a recognised partner of ECHO having signed Framework Partnership Agreement - Number since February ASF has entered into a grant agreement with ECHO in order to support a programme of humanitarian flights operations over NORTHERN KENYA, out of NAIROBI. These flights are for the benefit of recognized humanitarian aid programmes implemented by humanitarian aid organisations. (See below). Taking into account the very strict time frame and the possible short duration of this contract, these ASF SOP s will be largely inspired by the ECHO SOP s, already used and well known by ASF s sub-contractor - AirTraffic Ltd - and the main users. The ASF programme is implemented by the sub-contractor (the ASF Flight Operator, AirTraffic Ltd) which will be running the ASF Reservation Office in Nairobi. The implementation of the ASF programme is monitored by ASF and supervised by the EC Humanitarian Aid Office (ECHO) in KENYA (NAIROBI). ASF is operating in accordance with the following basic principles: ASF is a non-profit humanitarian tool, and is not available for political and commercial missions. ASF applies highest air safety standards. ASF services are free-of-charge for entitled organisations/personnel. ASF operates in accordance to a general schedule. Flights outside this general schedule are possible, depending on the demand and the specific circumstances. ASF does not compete with sustainable commercial services offering a safe and reliable humanitarian air transport capacity at acceptable prices. ASF is granting priority access to agencies implementing relevant EU-funded projects (see Annex 4). The purpose of the present document is to provide ASF users with all relevant information concerning the use of ASF flights. ASF is trying to apply maximum flexibility in its field operations. However, its success is dependent on the respect of rules by all ASF flight users. Non-compliance with the Standard Operating Procedures may lead to denied access to the flight concerned or to a ban from using ASF services. Updated as of December 06, 2006 Page 3

4 1. Booking a seat or cargo space: 1.1. Who is eligible for the use of ASF flights? The main ASF flights beneficiaries are international agencies implementing humanitarian and postemergency development projects, i.e. international NGOs, UN agencies or Red Cross / Red Crescent organisations. Relevant staff of such agencies may become entitled ASF flight users (see section 1.2). Besides entitled ASF flight agencies / users, ASF may grant access to other individuals (e.g. consultants) through a Temporary Authorisation Letter (TAL) (see section 1.3). The list of eligible organisations and entitled users (TAL included) will be provided to ASF and AirTraffic Ltd (AT), and kept up to date by the ECHO Office in NAIROBI Entitled users In order to acquire the status of an entitled user, relevant agencies must submit a Staff List Form (see Annex 1) to Air Traffic Ltd reservations@airtraffic.co.ke Fax : Access to ASF services for relevant staff is granted on a project-by-project basis. Consequently, agencies must submit a Staff List Form for each individual project. Due to the ASF flight priority system (see Annex 4), agency staff may be granted different degrees of priority access for different projects or destinations, depending on the source of funding. The staff list form must be fully completed. The staff list form should only include essential staff, i.e. staff that is directly responsible for the implementation for the project. Agencies must ensure that their staff lists are regularly updated. In case of changes, the agency is to provide Air Traffic Ltd with a full updated staff list. Individual messages concerning changes will not be accepted. Consultants, other short-term employees and headquarter staff on field visits should not be included on the staff list form. For these persons, a request for a temporary authorisation letter should be submitted (see section 1.3). Agencies must provide the names of the persons authorised to sign travel requests on their behalf. The staff list form should normally be signed by the Head of Mission of the requesting agency Temporary Authorisation Letters (TAL s) Persons who require access to ASF services but are not eligible for inclusion in the staff list form (see section 1.2), may request a Temporary Authorisation Letter (TAL) from the ECHO Office in NAIROBI. While the ECHO Office in NAIROBI is serving as the central entry point for requests, and is responsible for issuing TAL s, final decisions are taken by ECHO Brussels. Any request for a TAL must be submitted in writing and must specify the purpose of the travel. In case a TAL is connected to the implementation of a project (e.g. for a consultant conducting an evaluation), the request must be signed by the Head of Mission of the relevant agency, and must be substantiated by relevant documentation (e.g. for consultants: A copy of the contract). Request to be submitted to the AT Reservations office at fax number How to reserve a seat or cargo space? All reservations for ASF services must be made by using the Passenger Flight Application Form (Annex 2) or the Cargo/Excess Luggage Flight Application Form (Annex 3). The application form must bear the official stamp and be signed by an authorised person from the agency. All reservations for NORTHERN KENYA should be sent to the ASF sub contractor Flight Reservation Office in Nairobi (AirTraffic Ltd). The AirTraffic Ltd flight reservation office in Nairobi is located Lengai House, Mezzanine floor P.O. Box 989 Wilson Airport reservations@airtraffic.co.ke NAIROBI TEL: /604622/ Kenya FAX: Updated as of December 06, 2006 Page 4

5 To the extent possible, ASF services users should make their reservations by . However, in case of the use of , the organisation must forward the signed original of the Passenger Flight Application Form or Cargo / Excess Luggage Flight Application Form as soon as possible to AirTrafficLtd Flight Reservation Office, or alternatively to the nearest ASF sub contractor s field office. Non-compliance with this requirement will lead to denied access to ASF services. Seats are limited to 2 per agency and flight. Any additional seats will be reserved on a standby basis. Should there be a special need for additional seats; a request in writing must be forwarded to the ECHO Office in NAIROBI for approval prior to travel. The request must provide a valuable justification and must be signed by the relevant Head of Mission. Maximum allowance for luggage is 15 kg per passenger, including carry-on baggage (baggage to be taken into the passenger compartment). For additional luggage a Cargo/Excess Luggage Flight Application Form (Annex 3) must be submitted. In case of a request for transport of hazardous material, the AT Flight Reservation Office must be notified (see also section 2.6). Reservations for a seat or cargo space can be made at the earliest 2 weeks before the day of departure. The deadline for reservations is 2 days (at noon), prior to the day of the flight (Example: For a flight on Friday, the reservation must be made at the latest by Wednesday, 12 noons). Due to the closure of the AT Flight Reservation Office on weekends, for all flights departing on Mondays or Tuesdays, reservations must be made before 12:00 noon on Fridays How to confirm the seat or cargo space? The confirmation of seat or cargo space is an important step in the booking process. It is a 2-way process: The ASF service user needs to confirm that he/she is actually using the flight, and ASF needs to confirm that space is actually available on the aircraft. All users must confirm their reservations at the same office at which they have made the initial reservation. Unconfirmed reservations for a seat or cargo space will be automatically cancelled. To the extent possible, confirmations should be done by telephone. In case the AT Flight Reservation Office can only be reached by , the Reservation Office will reply through a brief message confirmed or not confirmed. Confirmations are to be requested at the earliest 2 days (at noon) before the day of the flight, and at the latest 1 day (at noon) before the day of the flight (Example: For a flight on Friday, a confirmation must be made between Wednesday, 12 noon, and Thursday, 12 noon). Due to the closure of the AT Flight Reservation Office on weekends, for all flights departing on Mondays, confirmations are to be requested on Fridays, at the latest by 12:00 noon. For all flights departing on Tuesdays, confirmations are to be requested on Mondays, at the latest by 12:00 noon. 1.6 Cancellation of reserved seats or cargo space All ASF service users must cancel their reservation if they do not intend travelling. Cancellation of reservations must be done at the earliest possible date. An agency or individual repeatedly submitting reservations without either confirmation or cancellation will be subject to a temporary ban from ASF flights Last-minute reservations / bookings ASF may accept last-minute bookings / reservations (i.e. when deadlines for regular reservations have passed) in cases of urgent justified needs and when seats are still available. However, all ASF flight users are reminded that an abuse of this facility will seriously harm the smooth functioning of the operation. There is no guarantee for last-minute reservations / bookings to be accepted. There is no guarantee for the application of the ASF flight priority system (see Annex 4). Whenever possible, ASF flight users should abstain from last-minute reservations / bookings. Any abuse of this facility will lead to a temporary ban. Updated as of December 06, 2006 Page 5

6 1.8 No-show passengers and cargo Any no-show passenger or cargo (i.e. a user who has reserved and confirmed a seat on an AT's aircraft but is not presenting him/herself or the cargo at the appropriate time for check-in) must be aware he/she is preventing another passenger from travelling with ASF flights. Therefore, no-show passengers will be banned from using ASF services for up to 4 weeks. However, no-show passengers have the possibility to submit an explanation in writing, signed by the relevant Head of Mission. If considered justified the ban may lifted. If repeated no-shows from passengers or cargo (more than two no-shows within a period of 30 days) from a particular organisation using ASF service are noted, a ban on the organisation as a whole may be imposed preventing that organisation from using ASF flights for up to 4 weeks. 2. Check-in and in-flight information 2.1. Check-in time In order to maintain punctuality and to promote the use of the fleet for the benefit of all passengers, it is necessary that passengers strictly comply with the stipulated check-in times. Passengers must report for check-in not later than 60 minutes prior to scheduled time of departure. Cargo must be delivered at check-in counter not later than 90 minutes prior to scheduled time of departure (STD) together with all relevant custom documents. Cargo without relevant custom documents will be rejected Pouch must be delivered directly to the AT Flight Reservation Office in Nairobi (Wilson Airport) the latest by 16:00 hours of the day prior to the day of departure. Passengers arriving after the assigned check-in time are considered no-show passengers (see section 1.8 above). Their seats will be allocated to standby passengers on a first-come-first-serve basis. The passenger manifest will be closed 45 minutes prior to STD Passenger luggage and carry-on luggage Maximum allowance for luggage is 15 kg per passenger, including carry-on baggage (baggage to be taken into the passenger compartment). For additional luggage a Cargo/Excess Luggage Flight Application Form (Annex 3) must be submitted (see section 1.4 above). Only 1 piece of luggage is allowed to accompany the passenger as carry-on baggage. The carry-on baggage must be just the right size to be stowed under the passenger seat in the aircraft, and should not exceed 5 kg in weight. All other luggage must be checked-in for storage in the cargo compartment of the aircraft. Luggage may be subject to security checks at the discretion of ASF and its flight operator AT. If space and/or weight limitations allow, oversized carry-on baggage may be checked-in as cargo. Non-complying passengers will be denied access to the flight for safety reasons. Passengers are reminded that an aircraft can be fully booked for a flight, notwithstanding some seats are observed to be empty. Due to operational limitations there is maximum take-off or landing weight restriction at some destinations. As a consequence, the number of passengers or quantity of cargo on board is reduced Criteria for the carriage of passengers The agency must be entitled and the name of the passenger must be listed on the staff list form (see section 1.2). Alternatively, the passenger must be in possession of a Temporary Authorisation Letter (see section 1.3). The passenger must be essential for the implementation of the project. This does not include family members or dependants. The passenger must ensure that all travel documents are in order. The passenger must present a valid agency ID card at the ASF sub contractor s check-in point. In case the passenger is travelling on the basis of a Temporary Authorisation Letter (see section 1.3), the letter must also be presented at check-in. The passenger must sign a waiver of liability prior boarding. Passengers may be subject to security checks at the discretion of ASF and its flight operator AT. ASF and its flight operator AT are authorised to open, inspect and, when necessary, reject any luggage. Updated as of December 06, 2006 Page 6

7 2.4. Criteria for the carriage of cargo All agencies must plan their logistic movements in advance. This applies particularly to regular cargo (e.g. replenishment of stocks). The agencies must be entitled (see section 1.2), and the cargo must be essential to the implementation of the project. All documents must be duly completed prior to departure. Cargo must conform to the specifications made in the cargo / excess luggage form (see Annex 3). Substitute cargo will be rejected. Cargo that is poorly packaged or insufficiently labelled will be rejected. The transport of hazardous materials is subject to rules established by international conventions. Such cargo must be declared to the ASF/AT Flight Reservation Office (see section 2.6). Cargo may be subject to security checks at the discretion of ASF or AT. ASF or AT reserve the right to inspect, and, when necessary reject cargo. ASF and AT will not be liable for any loss or damages to cargo or luggage during storage, loading and transportation Criteria for the carriage of mail pouch The agency must be entitled (see section 1.2). Only mail pouch parcels of less than 5 kg and of a reasonable size will be accepted. Mail pouch that is poorly packaged or insufficiently labelled will be rejected. Outbound Mail pouch parcels to be delivered at ASF/AT Reservation Office (Wilson Airport) 2.6. Dangerous goods and cargo The following information refers to the International Civil Aviation Organization (ICAO) Technical Instructions for the safe transport of dangerous goods by air. The section should be read very carefully. Disregard of relevant procedures may lead to serious damage of ASF flying equipment or may have dangerous consequences for ASF personnel or users. If in doubt for the regulations applying to any cargo, please contact the ASF/AT Flight Reservation Office. The following steps must be followed prior to booking any potential dangerous cargo: Identify any dangerous article or substance as per ICAO regulations. Limit the quantity contained in each package to the maximum allowed. Use the correct type of packaging. Put the required labels and markings on the package. Inform the ASF/AT Flight Reservation Office of the nature of cargo in detail. Inspect each package for leakages or damages. The following list of dangerous cargo is non-exhaustive. For more information, please contact the ASF/AT Flight Reservation Office. A maximum of 220 litres of kerosene/diesel fuel or 30 litres of Jet A-1 fuel may be transported on cargo flights when in the correct specified drums. These airlifted items must be Oil Company 'sealed' and stored in appropriate drum containers in order to prevent leakage. They must also be labelled as per ICAO specifications. No passengers may be transported with such cargo on the same flight. Passengers and motor fuel cargo may be transported on the same flight on the following conditions: A maximum of 60 litres of kerosene/diesel fuel or 1 (one) litre of Jet A-1 fuel may be transported with passengers on the same flight if carried in good quality ICAO/IATA approved 'jerry cans. Note: Improperly contained flammable fuel in any size container will not be transported. Cylinders of compressed air or oxygen are prohibited from air transport unless used as life saving oxygen-breathing apparatus in certain limited medical uses (under air-medics supervision) Camping gear portable canisters, which may contain flammable gas, flammable liquid, and nonsafety matches, are prohibited. Any pressurised cylinder, including cylinders used for cooking gas (propane), whether full or empty, are prohibited. Dental apparatus equipment, which may contain hazardous chemicals such as resins or solvents are prohibited. Various Medical supplies, which may contain dangerous chemicals are prohibited (specific conditions apply). Pharmaceuticals, which may contain dangerous chemicals, e.g. acids are prohibited (specific conditions apply). Updated as of December 06, 2006 Page 7

8 Photographic supplies i.e. darkroom chemicals are prohibited. Refrigerators of the type that contain toxic gas or dangerous liquids are prohibited (specific conditions apply). Repair kits, which may contain dangerous goods such as e.g. cellulose paints, organic peroxides etc. are prohibited. Some medical items for scientific research, i.e. unknown samples for testing that may contain dangerous goods, are prohibited unless identified. Swimming pool chemicals, which may contain dangerous chemicals, are prohibited. Toolboxes that may contain explosives, compressed gases or flammable gases (butane cylinders) are prohibited. Motor vehicle or generator batteries are prohibited (specific conditions apply). Heat producing articles e.g. battery-operated equipment such as underwater torches and soldering equipment, which could accidentally generate extreme heat, are prohibited. Due attention must be given to the strict adherence of these procedures by all personnel involved in the preparation and booking phase. Failure to follow these procedures will make the responsible organisation liable for costs for any subsequent incident and will additionally be banned from ASF flights General in-flight information Smoking is strictly prohibited in the aircraft as well as in proximity of any aircraft. Weapons or munitions are strictly prohibited. The crew will provide a safety briefing to the passengers. An explanatory brochure is made available in the seat pockets. Emergency medical kits and survival packs are available in the aircraft. Water bottles are available on board on demand. Toilets are not available on board. 3. Evacuations (incl. security evacuations) 3.1 General information Humanitarian agencies in the field encountering a serious emergency, such as the need to withdraw from a fighting zone, may call on ASF flight operator for an emergency evacuation 24 hrs a day - 7 days a week. The radio room of the ASF flight operator is open permanently. The principle objective of an evacuation is to bring people out of the dangerous area to a safe haven. This means that an ASF evacuation operation does not necessarily proceed to Nairobi or another ASF field base. ASF and the ECHO Office in NAIROBI may request the ASF flight operator to proceed to a specific destination. No luggage other than personal luggage will be allowed. In principle, only one evacuation flight will be performed for security reasons. The Air Captain flying the mission is the only authority for taking the final decision to land and evacuate. Updated as of December 06, 2006 Page 8

9 3.2. Specific procedures to be followed The primary entry point for an evacuation request is the Radio Room of ASF/AT Tel.: ; Fax: ; Sat phone: ; VHF 7846,5 KHz USB The operator will automatically advise ASF and the ECHO Office in NAIROBI, who must authorise an ASF evacuation mission. Only in extreme cases, AirTraffic Ltd is authorised to launch an evacuation mission prior to authorisation from ASF or the ECHO Office in NAIROBI. In principle, only entitled ASF flight users may introduce a request. The agency or individual launching the request must ensure that the level of emergency justifies the use of an ASF/AT aircraft. All possible alternatives must be considered prior to a request. In case of a request by several entitled agencies / users, there must be agreement on one point of contact. This central contact point is to serve as the ground co-ordinator for the evacuation. In case an agency has been designated to receive regular flights of ASF sub contractor s aircraft at the destination concerned (see Annex 5), this agency should act as the ground co-ordinator. The group of persons evacuated is to be identified at the moment of the request. Additional persons will be taken on board according to the availability of space. The ASF priority system (see Annex 4) does not apply. There must be a complete agreement between the aircrew and the people to evacuate concerning the procedure to be applied. All instructions from the aircrew need to be followed. The individuals to be evacuated must be regrouped as soon as possible at the designated point on/or near the landing strip. Unless otherwise instructed by the aircrew, the most obvious point is a safe place where parking of the aircraft is possible. The aircrew must be informed about the position of the group. For a description of the precise location, use its position in relation to the runway. When the aircraft is approaching, the ground co-ordinator should establish radio contact with the aircrew (VHF or other). This will allow the aircrew to proceed directly to the landing phase. Otherwise, the aircraft will have to circle so as to identify the precise situation on the ground and to confirm the presence of the people to evacuate. An aircraft that is rocking its wings when in obvious visual contact is confirming that the group to be evacuated is identified. The evacuation will normally be performed with the engine running. This augments the risk of injuries on the ground. Pay attention to keep distance from the propeller. The evacuation process terminates after the drop-off of the passengers. The aircrew must report as soon as possible to the ASF flight operator on the progress of the evacuation flight. AirTraffic Ltd is to keep ASF and the ECHO Office in NAIROBI informed Additional information concerning medical evacuations: ASF is not equipped to handle critical medical evacuations. For casualty evacuation, please contact professional medical assistance organisations. The ASF flight operator or the ECHO Office in NAIROBI can assist in establishing relevant contacts. However, NGO s in the field should be prepared for such situations and be in possession of necessary contact points in advance. ASF will nevertheless accept to launch a medical evacuation in a life-saving situation or provided an entitled NGO provides an appropriate justification. In such cases, the following procedure applies: A medical attendant must accompany the patient(s) to evacuate. The following information must be forwarded to the ASF flight operator (AirTraffic Ltd): Details and condition of the patient Clarify from who the call is received and the communication means to establish contact. Name, nationality and passport number of patient. Name of agency. Location of patient. Nature of injury/illness. Is he/she a stretcher case? Consciousness of patient, bleeding or not. What is the opinion for air travel from a qualified medical attendant or doctor? Accompaniment of patient and number of people to transport. Updated as of December 06, 2006 Page 9

10 DATE: ORGANISATION: Organisation Contacts: Staff List Form (To be submitted to Air Traffic Ltd Nairobi). Annex 1 Phone#1 Phone#2 Fax Other: Project Field Contacts: Phone#1 Fax Sat Phone Other: PROJECT NAME: PROJECT LOCATION(S): (I.e. Country/District/Region) Overall project amount in EURO: (For statistical purposes only) Project E.C CONTRACT No. (for EC Funded or co-funded projects) START DATE: END DATE: CONFIRMATION DOCUMENT: (for EU Member State funded or co-funded projects) [Fill in reference of document and attach copy] START DATE: END DATE: ESSENTIAL STAFF (Staff directly responsible for the implementation of the project/programme) Mr./Ms. FIRST NAME/LAST NAME POSITION NATIONALITY PASSPORT NUMBER (Add rows as necessary) LOCALLY RECRUITED STAFF (Other project staff recruited and employed locally who may also require travel) Mr./Ms. FIRST NAME/LAST NAME POSITION NATIONALITY PASSPORT NUMBER (Add rows as necessary) WE ASSUME ON BEHALF OF THESE STAFF ALL RISKS CONNECTED WITH THEIR USE OF ASF TRANSPORTATION FACILITIES. WE HEREBY RECOGNISE THAT NEITHER ECHO, NOR ASF/AT, NOR ANY OF THEIR OFFICIALS OR EMPLOYEES ARE LIABLE FOR ANY LOSS, DAMAGE, INJURY OR DEATH THAT MAY BE SUSTAINED DURING THE USAGE OF ASF FLIGHT FACLITIES. ON BEHALF OF OUR ORGANISATION AND THE STAFF MENTIONED HEREIN, THEIR DEPENDENTS, HEIRS, SUCCESSORS AND ESTATE, WE FURTHER UNDERTAKE NOT TO HOLD LIABLE, ECHO, ASF/AT, THEIR OFFICIALS AND EMPLOYEES FOR ANY CLAIM OR ACCOUNT OF ANY SUCH LOSS, DAMAGES, INJURY OR DEATH. Name / Position: Signature: Air Traffic Ltd reservations@airtraffic.co.ke Fax: Updated as of December 06, 2006 Page 10

11 Annex 2 Passenger Flight Application Form To be submitted to: ASF/AT Flight Reservation Office AirTraffic Ltd P.O Box 989 WILSON AIRPORT Tel.: / / Fax: Nairobi Sat Phone: reservations@airtraffic.co.ke Backup Contacts (ASF/AT Flight field bases): 1) Reservations can be made at the earliest 2 weeks before the day of departure. The deadline for reservations is 2 days (at noon) prior to the day of the flight (Example: For a flight on Friday, the reservation must be made at the latest by Wednesday, 12 noon). Monday & Tuesday flights must be reserved before noon on Fridays. In case of reservation by , please consult the ASF flight Standard Operation Procedures (section 1.4). 2) All reservations must be confirmed through that ASF/AT Flight Reservation Office at which the initial reservation has been made: At the earliest 2 days (at noon) before the day of the flight, and at the latest 1 day (at noon) before the day of the flight (Example: For a flight on Friday, a confirmation must be requested between Wednesday, 12 noon, and Thursday, 12 noon). For Monday flights: Confirmations are to be requested on Fridays, at the latest by 12:00 noon. For Tuesday flights: Confirmations are to be requested on Mondays, at the latest by 12:00 noon. Wherever possible, confirmations are to be requested by telephone. Unconfirmed reservations will be cancelled. 3) All passengers must produce Agency Identification at the check-in desk. 4) Maximum allowance for luggage is 15 kg per passenger. 5) Passengers are responsible for paying airport departure tax. For more information, please consult the ASF flight Standard Operation Procedures. Date of Application: Organisation: Project: Contact Tel. No: Point of Departure: Date of Travel: Contact Person: Fax Number: Destination: NAME (S) SURNAME/INITIAL PASSPORT NUMBER NATIONALITY ONWARD FLIGHT FROM - TO OFFICIAL STAMP AUTHORISED SIGNATURE Updated as of December 06, 2006 Page 11

12 Annex 3 Cargo / Excess luggage Flight Application Form To be submitted to: Backup Contacts (ASF/AT Flight field bases): Same as Passenger Flight Application Form Same as Passenger Flight Application Form 1) The deadline for reservations is 2 days (at noon) prior to the day of the flight (Example: For a flight on Friday, the reservation must be made at the latest by Wednesday, 12 noon). Monday & Tuesday flights must be reserved before noon on Fridays. In case of reservation by , please consult the ASF flight Standard Operation Procedures (section 1.4). 2) All reservations must be confirmed through that ASF/AT Flight Reservation Office at which the initial reservation has been made: At the earliest 2 days (at noon) before the day of the flight, and at the latest 1 day (at noon) before the day of the flight (Example: For a flight on Friday, a confirmation must be requested between Wednesday, 12 noon, and Thursday, 12 noon). For Monday flights: Confirmations are to be requested on Fridays, at the latest by 12:00 noon. For Tuesday flights: Confirmations are to be requested on Mondays, at the latest by 12:00 noon. Wherever possible, confirmations are to be requested by telephone. Unconfirmed reservations will be cancelled. 3) All relevant documentation must be complete at the time that the cargo is delivered. Cargo with incomplete documentation will be rejected. 4) Hazardous materials require specialised handling. Ensure that the ASF/AT Flight Reservation Office is notified well in advance about such cargo. Non-compliance will attract serious penalties. 5) ASF and its flight operator will not be liable for any loss or damage to cargo or excess baggage. For more information, please consult the ASF flight Standard Operating Procedures. Date of Application: Organisation: Project: Contact Tel. No: Point of Departure: Passenger Name (if excess baggage): Requested Flight Date: Contact Person: Fax Number: Destination: DESCRIPTION OF CARGO NO OF DIMENSIONS (cm) PIECES LENGTH WIDTH HEIGHT WEIGHT (KGS) TOTAL 0FFICIAL STAMP AUTHORISED SIGNATURE Updated as of December 06, 2006 Page 12

13 Annex 4 The ASF Flight Operation in NORTHEN KENYA Priority System ASF, being sponsored by the European Commission, is providing its service in accordance to a priority system which has been approved by the ECHO. Within each priority category, the "first come - first served" principle applies. Priority 1: Priority 2: Priority 3: Priority 4: Essential staff and essential cargo of international NGO s and relevant agencies implementing EC funded humanitarian and post-emergency rehabilitation programmes, as well as EC officials monitoring these programmes. Essential staff and essential cargo of international NGO s and relevant agencies implementing EU Member State funded humanitarian and post-emergency rehabilitation programmes as well as EU Member State officials monitoring these programmes. Also non-eu provided they are in partnership with EU projects. Essential staff and essential cargo of international NGO s and relevant agencies implementing humanitarian and post-emergency rehabilitation programmes not directly funded by the EU and its Member States. Essential staff and essential cargo of UN agencies (and other agencies operating their own flight system in ASF operations area) implementing humanitarian and post-emergency rehabilitation programmes. Priority 5: Locally recruited staff of implementing agencies under priority groups 1-4. It should be observed that priorities are applied on a project-by-project basis. Updated as of December 06, 2006 Page 13

14 Instructions for agencies designated to receive an aircraft in the field Annex 5 a At destinations without an ASF/AirTraffic Ltd field base, ASF will request an agency with a presence on the ground to become the designated agency to receive ASF/AirTraffic Ltd aircraft. The designated person of this agency will only be recognised by ASF/AirTraffic Ltd provided he/she has received a full briefing, documentation and a VHF radio from an Air Captain of the ASF Flight Operator. ASF will then issue a Certificate that has to be signed by both the operator (AirTraffic Ltd) and the agency, document on which clearly appears the provision of necessary items to fulfil the task. In addition, ASF encourages NGO's to send the designated representative to Nairobi, to receive complementary information from AirTraffic Ltd and ASF. Such travel will be automatically treated as priority 1. The ASF flight operator (AirTraffic Ltd) will advise the designated agency / person in due time about any ASF flight, scheduled to the destination concerned, and provide a detailed list of passenger and cargo. The precise procedure for the transmission of this information as well as any other communication and co-ordination is to be determined with the ASF flight operator prior to the start of the assignment of the designated agency / person. The main task is to provide an airfield status report, a weather assessment, and to guarantee safe ground operations (see below). In addition: He/she must be present at the airfield at least 30 minutes prior the estimated time of arrival (ETA), and remain until 15 minutes after departure, with the radio switched on (in case of return for immediate landing). He/she will monitor the VHF frequency to be ready to transmit relevant information to the aircrew, using standard call sign such as ASF flight, [followed by the official name of the station]. A vehicle of the designated agency must clearly be visible alongside the airfield. The agency must carry in a visible manner the agency logo and/or ASF logo or flag. Airfield status report: Report the orientation of the runway. NB: In principle, landings are performed opposite wind. However, under certain circumstances (e.g. security, obstacles) the aircrew may resort to tail wind landing. Report landing strip status: Wet or dry. Report if the runway is fully free of obstacles (no presence of large block stones, potholes, debris, water, etc.), and of crossing movements (livestock and people). If there has been any deterioration of the runway since the last visit, advise ASF and the ASF flight operator s office prior to the launching of any new flight to the destination concerned. In case a flight has already been launched, provide detailed description to the aircrew allowing the Air Captain to decide if to land or not. Weather report: Report on ceiling: Provide approximate height using: Low, medium or high clouds Provide intensity using: None, scattered, or overcast Report on visibility: Poor (less than 2 km), medium (between 2 and 5km), good (more than 5km). Report on wind: Light (less than 5 knots), moderate (between 5 and 15 knots) strong (more than 15 knots) Steady or gusty. Safe ground operations: The verification of passengers and cargo boarding, leaving or transiting through the destination concerned is the responsibility of the flight crew (normally the co-pilot). However, the designated agency / person must take all necessary actions so as to ensure that ground operations are conforming to the local regulations.. It is to be re-called that only people who are directly associated with the aircraft operation are authorised to be present on the tarmac manoeuvring area. It is to be re-called that that the final decision concerning take-off or landing (e.g. in case of security problems) is taken by the Air Captain. Updated as of December 06, 2006 Page 14

15 Annex 5 b AVIATION SANS FRONTIERES c/o AirTraffic Ltd P.O Box 989 WILSON AIRPORT Tel.: / / Fax: Nairobi Sat Phone: reservations@airtraffic.co.ke ASF- Flight Certificate (Operation NORTHERN KENYA) For agencies designated to receive an aircraft in the field This document is to certify that the concerned NGO has received all necessary briefings, documentation and tools essential to accomplish his task as stated in the ASF-flight Standard Operating Procedures (SOP s). To be forwarded by operator s Air Captain on the first visit, all according ASF SOP s: Briefings - on the requested tasks expected from the NGO - on the airfield characteristics, lay out, runway in use, etc - on evacuations - on the control on passengers and cargo - on the safe ground operations, parking of vehicles, etc - on the radio procedures Documents - ASF SOP s - AirTraffic Ltd-documentation on airfield Tools - as required, a VHF air communications radio - any other on request from ASF or AirTraffic Ltd particular to the destination Operator s signature NGO s signature Reserved for ASF flight office Nairobi: Original to be sent to ASF Nairobi, one copy to be sent to AirTraffic Ltd, one copy for the Agency Remark; Agencies are encouraged to send their representative designated to receive ASF planes in the field to Nairobi, to obtain additional briefing/information from both ASF and AirTraffic Ltd. Such travel will be treated as priority 1. Updated as of December 06, 2006 Page 15

16 CONTACT NUMBERS Annex 6 Phone Fax HF/VHF Radio ASF (Head of Mission) N/A N/A nairobi@asfbelgium.org AirTraffic Ltd NAIROBI Sat phone : EC Flight Co-ordinator Sat phone : AirTraffic Ltd Radio Room EMERGENCY CALLS : (Evacuations) AAR Health Services (24 Hours) +254 (20) /5/ (20) AMREF Flying Doctor (24Hours) +254 (20) / (20) UNCAS Nairobi +254 (20) (20) ,5 KHz USB Callsign : AirTraffic Nairobi 7846,5 KHz USB Callsign : AirTraffic Nairobi / USB Callsign: AAR 9116/5796 LBS Callsign: ARMREF / Callsign: N1 william@airtraffic.co.ke william@airtraffic.co.ke info@aar.co.ke emergency@flydoc.org Updated as of December 06, 2006 Page 16

17 Annex 7 SECURITY CHECKLIST This annex is intended to provide to a large public a summary of important things to remember about air-ground procedures 1. Before landing - When in radio contact, inform the crew about the following security conditions such as runway condition, (incl. holes, foreign objects ), weather check (incl. wind direction ) and during aircraft approach and landing, report any unusual movements on the ground. - When a radio contact is impossible, the same security checks must be done. - A vehicle with open bonnet indicates it is safe to land -If no radio contact and if no vehicle with open bonnet, then: NO LANDING 2. After landing - Always let the aircraft park the nose toward the runway in case of an emergency departure - Never allow anyone to approach the aircraft before propellers have stopped. - Apart unloading vehicles, all vehicles must stay 20 meters from aircraft and never in front of it. - People with weapons must stay 20 meters from the aircraft. - Keep constant check of the surroundings. 3. Before take-off - Try to keep people and animals off the runway (a driving check on the runway before takeoff might be necessary) 4. After take-off - Stay on the runway for 2 or 3 minutes, in case of an emergency or forced landing. - If possible, stay in radio contact (to receive departure time, ETA for the next destination, in case of impossible HF contact with NBO, a relay can be ask via HF ground station or any other means) Updated as of Decembre 06,2006 Page 17