MOVEMENT OF PAX/CARGO WITHIN SUDAN

MOVEMENT OF PAX/CARGO WITHIN SUDAN UNMIS Aircraft As of Ledger Movement of PAX/Cargo within Sudan (North & South) on UNMIS Aircraft... 2 1. Passenger Bookings... 2 2. Cargo Bookings... 5 3. Special Flight Requests Passengers... 6 4. Special Flight Requests Cargo... 7 Special thanks to UNMIS MOVCON for their cooperation and contributions to this document, and for approving this final version. Page 1 of 7

Movement of PAX/Cargo within Sudan (North & South) on UNMIS Aircraft Overview UNMIS provides both passenger and cargo movement services for the humanitarian community. The following information is designed to consolidate and streamline the passage of information regarding UNMIS flights within Sudan for efficient use by humanitarian agencies and to ensure UNMIS can continue to provide an effective service. 1. Passenger Booking It is mandatory that all passengers possess a Security Clearance from UNDSS, a handheld VHF radio, photo ID and their passports/unlp (Internationals) which contains their Sudanese visa. Who are entitled to use UNMIS flights? 1. UNMIS staff; 2. UN Agencies; 3. I/NGOs working in Sudan (North and South) and Darfur, and who are registered with the Humanitarian Aid Commission (HAC) and the Office for Coordination of Humanitarian Affairs (OCHA); 4. UN contractors, and; 5. NON-UN personnel only for UNMIS mandate purposes and if approved by National Security. UNMIS Passenger Baggage Entitlements (Reference AI 12/2006, 24 August 2006) Please note the following baggage weight limitations and procedures for transporting the excess baggage for UNMIS flights. Travel Type Routine travel within the Mission Returning or departing on leave, welfare travel Initial Deployment, repatriation, reassignment/rotation within the Mission Rotation of contingent personnel inbound or outbound Carry-On Baggage 1 piece 8 kilograms 1 piece 8 kilograms 1 piece 8 kilograms Checked Remarks Baggage MD83 20kgs Travellers are reminded not to place valuable items in Dash 8 20 Kgs their check-in baggage. All air passengers are asked L410-10kgs to review the dangerous goods by air posters located B200 10 Kgs in the detachments. B1900 15 Kgs Lear Jet -10 kgs Helicopters 15 Kgs 100 Kgs Personnel on initial deployment must declare their unaccompanied baggage shipment at the time of manifesting. The Passenger Manifesting Unit will advise on the shipment of unaccompanied baggage. Contacts are: UNMIS travelers:6749 45Kgs for six month tours, 100 Kgs for one year tours (Special flights or road transport may be employed to move checked baggage) Page 2 of 7

Important Notes on the Movement of Extra Baggage The movement of baggage in excess of one s entitlement is considered a privilege and is done so on a spaceavailable basis. Limited check-in times in Khartoum, as well as limited cargo capacity of some mission aircraft, dictate that UNMIS personnel departing from Khartoum with baggage in excess (reasonable amounts) of their entitlement must make supplementary arrangements by contacting the Khartoum MovCon Air Terminal Detachment a minimum of one workday prior to travel. The Khartoum Detachment can be contacted at 018708 6544 or 7662. Individuals requiring assistance moving their unaccompanied baggage shipments to the MovCon Khartoum Air Terminal can contact the UNMIS Vehicle Dispatch Service at 6936/6867, cell 0912170058 (e-mail requests can be sent to UNMIS-DISPATCH-KHARTOUM/UNMIS, if using the UNMIS Lotus Notes e-mail system). The Vehicle Dispatch Service will assist in the delivery of unaccompanied baggage shipments to the MovCon Air Terminal between 09:00 and 13:00 each work day. Air travellers can also visit the Dispatch Office located in front of the main compound to make arrangements. Strictly Not Permitted UNMIS AI 001/2008 applies. Aircraft are provided to the Mission to execute duty or official business. Mission personnel, or duly authorized non-unmis UN staff and non-un persons, may employ these aircraft in direct support of the Mission s mandate or objectives. In keeping with UNMIS AI 003/2007 Leave Travel on UNMIS aircraft, certain categories of passengers may utilize UNMIS aircraft for lower priority discretionary travel; however the use of Mission air resources - passenger or cargo aircraft - to conduct commercial activities for personal or financial gain is strictly prohibited. Specifically, the following is not permitted: a. The purchase of consumable or durable items in one location for the resale in another; b. The provision of MOPs or flight requests to third parties for the purpose of transporting items for resale or profit; c. Charging for the movement of material or delivery of goods to third parties. Specifically undertaking weekend trips (day trips) for a delivery fee, or providing others with flight access to carry out the same, and; d. The movement of large amounts of cash for trade in the local currency markets, or endorsing non-un persons flight requests to allow this activity to take place Mission personnel who wilfully misrepresent their reasons for travel, or provide access to non-unmis UN staff or non-un persons to conduct commercial activities may face administrative and disciplinary actions. In all cases the suspected use of UNMIS aircraft to conduct commercial activities will be fully investigated. Note: It is not permissible to carry luggage on behalf of another traveller. Each air traveller must declare and carry or check-in their own luggage. Booking Process & Contacts UNMIS STAFF All bookings are to be made at least 48 hours in advance by submitting a fully completed and approved Passenger Request form to one of the following offices: From a non-unmis phone, please dial 018708 and add the extension of the party you are trying to reach. City Extension For travellers stationed in Khartoum: Central Passenger Booking Office 6732 / 7984 For travellers stationed outside of Khartoum: Juba 2428 / 2414 Kadugli 5412 / 5476 El Obeid 4274 / 4217 Damazin 5711 Wau 5064 / 5058 Rumbek 9197 Abyei 3987 Malakal 4415 / 4456 Port Sudan 1124 / 1110 Page 3 of 7

Booking Deadlines To Travel On: Sunday Monday Tuesday Wednesday Thursday Friday Book By: Thursday 10:00 hrs Saturday 12:00 hrs Sunday 10:00 hrs Monday 10:00 hrs Tuesday 10:00 hrs Wednesday 10:00 hrs Types of Movement of Personnel Forms (MOPs): 1. UNMIS MOP: UNMIS staff must travel with UNMIS MOP. http://www.unjlc.org/sudan/transport/air/cargo_passenger/unmis_mop/ 2. Other UN Personnel Passenger Booking Request: For travel by UN agency staff. http://www.unjlc.org/sudan/transport/air/cargo_passenger/unmis_sdn_other_un_passenger_request_fo rm.doc 3. Non-UN Personnel Aircraft Passenger Booking Request: For travel by NON-UN staff and UN CONTRACTORS. http://www.unjlc.org/sudan/transport/air/cargo_passenger/non-unmis_un-pax.doc/ Alternatively all three types of MOPs can be obtained by visiting MovCon at UNMIS compound. MOP Approval Process UNMIS STAFF 1. Passenger signature required 2. Signature and stamp from the Head of Section 3. Security Clearance UN AGENCIES and NON-UN Passengers 1. Head of Organization signature required 2. UNMIS sponsor and implementing partner: if passenger travelling in direct support of UNMIS mandate or objectives. 3. Approval from DSRSG RC/HC if passenger travelling for his own program objectives. 4. Copy of identification documentation for passengers. UN-CONTRACTORS 1. Head of Organization signature required 2. UNMIS sponsor and implementing partner: if passenger travelling in direct support of UNMIS mandate or objectives. 3. Approval from CISS office required. 4. UN-CONTRACTORS must submit copy of UN-CONTRACTOR ID card for all MOP bookings. ADDITIONAL CLEARANCE FROM NATIONAL SECURITY FOR NON-UN TRAVELLERS Non-UN travellers are required to obtain additional clearance from National Security. Submission of letters of substantiation by International NON - UN organizations, will require the parties to obtain a letter from the Ministry of Foreign Affairs, addressed to the General Manager of National Security, who then consents approval by endorsing a stamp and signature - 48 hrs before intended date of travel. Only after National Security authorization has been granted can the intended traveller submit the MOP to Passenger Manifest Unit, along with the authorization/clearance again 48 working hours before the flight. Non-UN personal who wish to fly UNMIS must go in person to the Ministry of Foreign Affairs (MoFA). Two points of contact to handle issues pertaining NON - UN travel on UNMIS flights at the Ministry of Foreign Affairs are provided below: Mr. Gamal AL Shige or Mr. Sarag Ministry of Foreign Affairs - Republic of Sudan Address: Khartoum Gamaa Street (at junction) Mek Nimer Street Telephone: +249 (0) 183 773101 Page 4 of 7

IMPORTANT: MOP requests must contain all required information (name, ID number, a copy of identification documents, contact number in order to advise the passenger if check in-time changes). If required information is missing or MOP is not readable, Passenger Booking Unit has the right to reject MOPs for the further process. Checking Manifest Status All passengers travelling from Khartoum to other destinations in Sudan are strongly advised to check their manifesting status by visiting Passenger Manifest Unit (PMU) Khartoum, with their MOP, not later than 10:00 the day prior of their travel or via UNMIS intranet under Check My Flight where all Passenger Manifest will be displayed two afternoons in advance. If the passenger is not in mission area they are to either phone the Passenger Manifest Unit to check or to arrange with their own section to check on their behalf. It is recommended that a copy of the approved MOP is left with the person checking the manifest. When travelling from the sectors to Khartoum, please check with the MOVCON detachment in the sector. Passenger manifest is displayed on 2 locations: outside the MOVCON PMU office and in DOA building main entrance at UNMIS compound. For NON-UN travellers, Security by the main entrance can provide information after 12:00. Passenger manifests can also be checked on the UNMIS intranet page by clicking on Check My Flight and selecting the date of travel. Working hours for UNMIS Passenger Manifest Unit Passenger Manifest Unit Khartoum working hours as follows: Sunday Thursday: 08:00-20:00 Saturdays: 10:00-14:00 Fridays: Closed Cancellations All passengers cancelling their flight are obliged to report their flight cancellation at least 24 hours before the flight. Only reports received in writing will be taken into consideration. Passengers may cancel their flight in the following ways: o o Through UNMIS intranet page by clicking on CANCEL MY FLIGHT E-Mailing to cancelmyflight@un.org Travel Date Changes If dates of travel change, passengers can travel with the same MOP under the following requirements: 1. Amend by inserting the new date over the previous date 2. The following stamps are required next to the amended day: a. For UNMIS Staff: from Security Tracking Unit b. For UN Agencies: from the Security Tracking Unit which is valid for usually three days (indicated on the Internal Security Clearance Requests). If the next flight is scheduled after the Security Clearance has expired then a stamp from the SRSG office is required. c. For Military Personnel: from CMPO office d. For Civil Police: from CIV POL commissioner office e. For NON-UN: from Chief of Staff f. For UN-CONTRACTORS: from CISS office 3. Resubmit your amended MOP to the Passenger Manifest Unit 2. Cargo Bookings Agencies and I/NGOs working in Sudan (and registered with the Humanitarian Aid Commission (HAC) and the Office for Coordination of Humanitarian Affairs (OCHA)) can request access to available space on UNMIS air assets for the movement of humanitarian cargo, free of charge. Large cargo consignments will involve the chartering of a whole aeroplane which will be on a cost recovery basis. All requests must be submitted 72 hours before flight required. Page 5 of 7

Procedures 1. The agency or I/NGO must correctly and legibly complete a UNMIS Cargo Movement Request (CMR) form: http://www.unjlc.org/sudan/transport/air/cargo_passenger/unmis_cmr.doc/. 2. The CMR, once completed, is to be taken to the UNJLC Office (Riyadh, Block 17, Building 24) for UNJLC to record and ensure that all items requested for transportation comply with UNMIS safety regulations of permitted/non-permitted cargo. 3. After receiving UNJLC stamp and signature, the agency or I/NGO must take the CMR to UNMIS MovCon Office (UNMIS HQ-container 4A) for approval. a. Contact person: Raul Farfan (Supervisor Freight Planning Unit) b. Ext: 6379 4. UNMIS MovCon will issue a reference number. The agency/i/ngo on receiving the reference number is requested to photocopy the CMR and send a copy to UNJLC. 5. UNMIS MovCon will contact the agency/i/ngo with details regarding delivery of the cargo to UNMIS 05 cargo terminal, Khartoum airport. 6. Agencies/I/NGOs must ensure that there is an authorised agency/i/ngo representative to receive the cargo at the destination. The UNMIS MovCon office is open Sundays Thursdays, 0800 1200. Notes UNJLC s role is to ensure no illegal commodities are being transported and to act as a liaison between UNMIS and UN agencies and I/NGOs. 3. Special Flight Requests Passengers It is mandatory that all passengers possess a Security Clearance from UNDSS, a handheld VHF radio, photo ID and their passports/unlp (Internationals), containing their Sudanese visa. Consideration Note Prior to considering the use of an UNMIS Special Flight Request, agencies and I/NGOs are strongly encouraged to check the regular UNMIS flight schedule for possible service through existing services. Request Submission A number of factors must be considered in the planning and execution of a Special Flight Request (SFR), therefore adequate lead times are required. Under all but the most operationally compelling circumstances, SFRs are to be submitted three (3) working days (72 Hours) in advance. SFR forms can be collected from the office of UNMIS MOP Section located in UNMIS compound: Ebeid Khatim Street, Khartoum, 11111, or the Special Flight Request form can be located at: http://www.unjlc.org/sudan/transport/air/cargo_passenger/unmis_special_flight_requests.doc/ SFRs are submitted to: UNMIS-SFR/UNMIS (0187 08 6000 ext 7451) fax (0187 08 6200) UNMIS Vetting Officials Once the SFR has been raised, the requestor must submit the complete, legible SFR form to the vetting officials. The following officials (or their designated replacements in times of absence) may vet the SRFs: o The SRSG, PDSRSG, DSRSG (RC/HC), UNMIS COS, FC and Heads of Sector Officers in keeping with their applicable program or work plans. o The UNMIS DOA, DDOA CISS, CAS, SAO, DCISS South and CAS South for logistics and administrative flights only. o The JMST Special Envoys or JMST DOA for JMST movement. o The UNAMID DOA for all SFRs in support of UNAMID activities. o The Chief MovCon Section for all cargo and passenger overflow SFRs. Approving Authority The UNMIS CISS (or designated OIC) is the principle approving authority for all mission SFRs. The Office of the DOA, as the secondary approving authority, should only be consulted in the absence of the CISS or OIC ISS. Page 6 of 7

Dedicated SFR in Support of UNCT Activities If resources permit, members of the UNCT may request dedicated SFRs in support of their programs or activities. Provided that sufficient lead time is given, such SFRs can be completed on a full cost recovery basis (to include aircraft positioning costs). These requests require the vetting approval of the DSRSG (RC/HC). Further clarification concerning the SFR process can be obtained directly from either the Office of the Chief Aviation Section (ext) 7523, or the office of the Chief MovCon section (ext) 6040. 4. Special Flight Requests Cargo Consideration Note Prior to considering the use of an UNMIS Special Flight Request, agencies and I/NGOs are strongly encouraged to check the regular UNMIS flight schedule for possible service through existing services. Request Submission A number of factors must be considered in the planning and execution of a Special Flight Request (SFR), therefore adequate lead times are required. Under all but the most operationally compelling circumstances, SFRs are to be submitted three (3) working days (72 Hours) in advance. SFR forms can be collected from the office of UNMIS cargo planning office located in the UNMIS compound: Ebeid Khatim Street, Khartoum, 11111. SFRs can be submitted to: UNMIS-SFR/UNMIS (0187 08 6000 ext 7451) fax (0187.08 6200) or the special Flight Request form can be located at: http://www.unjlc.org/sudan/transport/air/cargo_passenger/unmis_special_flight_requests.doc/ UNMIS Vetting Officials Once the SFR has been raised, the requestor must submit the complete, legible form to the vetting officials. Only the following officials (or their designated replacements in times of absence) may vet the SRFs: o The SRSG, PDSRSG, DSRSG (RC/HC), UNMIS COS, FC and Heads of Sector Officers in keeping with their applicable program or work plans. o The UNMIS DOA, DDOA CISS, CAS, SAO, DCISS South and CAS South for logistics and administrative flights only. o The JMST Special Envoys or JMST DOA for JMST movement. o The UNAMID DOA for all SFRs in support of UNAMID activities. o The Chief MovCon Section for all cargo and passenger overflow SFRs. Approving Authority The UNMIS CISS (or designated OIC) is the principle approving authority for all mission SFRs. The Office of the DOA, as the secondary approving authority, should only be consulted in the absence of the CISS or OIC ISS. Dedicated SFR in support of UNCT activities If resources permit, members of the UNTC may request dedicated SFRs in support of their programs or activities. Provided that sufficient lead time is given, such SFRs can be completed on a full cost recovery basis (to include aircraft positioning costs). These requests require the vetting approval of the DSRSG (RC/HC). Further clarification concerning the SFR process can be obtained directly from either the Office of the Chief Aviation Section (ext) 7523, or the office of the Chief MovCon section (ext) 6040. Page 7 of 7