Information sheet on security precautions and on emergency and crisis incidents abroad

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Krisenleitstelle+COPE

Information sheet

on security precautions and on emergency and crisis incidents abroad

Short trips as well as longer assignments abroad always entail risks which everyone must recognise and prepare themselves for.

Prior to your trip abroad, you should therefore find out about the security situation in the country. The travel and safety section of the German Federal Foreign Office’s website (www.auswaertiges-amt.de, “Reise und Sicherheit”, currently available in German only) will provide you with an initial idea of the situation.

As part of the in-country security concepts, GIZ also assumes a (limited) coordinating role for those people working on short or longer assignments in joint programme structures or under a contract for GIZ.

A professional security and crisis management system is currently being set up in all the countries in which GIZ operates. This is designed to help minimise risks and at the same time to ensure that GIZ is able to take action in the event of a crisis. However, these kinds of security structures can only function if everyone involved is aware of the security situation, complies with existing security rules, and provides the information needed in the event of an emergency or crisis.

Your assignment is based on contractual relations with GIZ under which, among other things, GIZ’s responsibility in the event of a crisis is laid down.1

To ensure that GIZ is able to take action; you yourself should take the following measures and comply with the rules set out below:

1. Insurance

Please ensure that you have sufficient insurance cover for the risks associated with your assignment abroad, either through your employer or on your own responsibility.

In particular, you should ensure that you have adequate medical insurance abroad (valid throughout the world, unlimited services), repatriation insurance (air rescue services that provide help in the country of assignment too) and adequate accident insurance (also valid for the country of assignment). We also recommend that you take a health passport with you containing the most important information required in the event of an emergency.

2. Communication data and notification of arrival/departure in the country

In accordance with the contractual regulations, you must send the “Reach ability during an assignment abroad“ form to the relevant GIZ Office in good time before embarking upon your outward journey, preferably by e-mail.

Upon arrival in the country, please contact the GIZ Office as soon as possible or, if you do not arrive in the capital city, the relevant security officer in the region or, if there is not one, the programme manager. Please also be ready to be informed about the existing security concept and how you will be integrated into it.

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(AVBC), the General Terms of Contract Governing Contracts with Appraisers and Consultants (AVBG), the General Terms of Contract Governing Orders Within the Scope of German Technical Cooperation Projects at Universities and Technical Colleges and Bodies Governed by Public Law (AVB-Uni) and the subsidy agreement.

For the duration of your stay abroad, please provide the GIZ Office with your contact data and details of how you can be reached, and inform the Office of periods of presence and absence (leave, official journeys, illness). Please also remember to inform the Office of any changes.

If you are staying abroad for a longer period of time, you must register at the German mission abroad (list of German residents or Deutschenliste). If you and/or your family members have a different nationality, please register with the relevant embassy. If your country does not operate a mission in the country, please find out before you enter the country which embassy assumes the consular duties and security coordination instead.

At the end of your stay, please inform the GIZ Office and the relevant embassy of your departure.

3. Personal Data Sheet

Experience has shown that the usual communication data are not always sufficient in emergency and crisis incidents in which rapid action needs to be taken in the country itself. We have therefore followed the example of international organisations and decided to ask you to document the main information on a Personal Data Sheet. Details of this can be found in the notes below.

4. Notes on filling out the Personal Data Sheet

This sheet covers all the important medical information and personal details required in an emergency, and can be accessed at any time in a situation of crisis by the Country Director in the partner country or by the Crisis Desk+COPE at GIZ Head Office.

Please also ask your partner to complete the form, and supply details of any children accompanying you.

Please sign the completed form and return it in a closed envelope to the Country Director. The latter will seal the envelope in your presence (e.g. using sticky tape or document protection). You and the Country Director should then write your signature diagonally over the flap of the envelope.

The document will be protected against access by unauthorised third parties and kept in a safe place by the Country Director (Security Officer). It will only be opened by the latter after consultation with COPE in the event of an emergency if rapid action would not be able to be taken without the information on the Personal Data Sheet. The Country Director will document the fact that the envelope has been opened. The information contained in it shall be treated confidentially. Please collect the envelope from the GIZ Office in good time before finishing your assignment and leaving the country, or ask the Office to destroy the envelope. If you have any queries, please contact Crisis Desk+COPE at GIZ Head Office.

All entries on the Personal Data Sheet are of course voluntary. Please remember that rapid action can only be taken in a crisis if all the relevant information is available.

Annexes:

1. “Reachability during an assignment abroad” form 2. Personal Data Sheet

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Appendix to the information sheet on security precautions and on emergency and crisis incidents abroad

Reachability during an assignment abroad

Name of the Contractor: Agreement no.: Processing no

My family and I can be reached as follows:

Country of assignment Place of assignment Date of outward journey Date of return journey Project title/no.

GIZ contact responsible

Family name/given name of the expert and family members

Reach ability in the country

(phone and e-mail)

(Attach extra pages if necessary)

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Personal Data Sheet for emergency and crisis incident

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General personal details and details of your insurance cover: Period of assignment (from/to)

Name / (Birth name): Given name:

Date of birth: Place of birth:

nationality Pass port No.:

Contact data of the relevant embassy/consular department (for non-German nationals):

Employer´s name and address (for independent appraisers: of the counterparty at GIZ):

Name of contact:

Mobile No.:

E-Mail address:

Name of the international travel health insurance: Insurance policy no: Name of repatriation company responsible (e.g. MHD,

ADAC,…)

Insurance policy no:

24 h –service/emergency no. of the insurance company : 24 h – service /emergency no. of the repatriation company:

If repatriation should be necessary for medical reasons, how far is emergency transport covered?

to Germany to my home-country: ………. in the neighbouring country………

Address in the country of assignment

street: house no: place: city/town district:

Address in home country:

street: house no:

place: city/town district:

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Entries are voluntary. The Personal Data Sheet will kept in an envelope sealed by you and only opened by the GIZ office if the information is vital to take action in an emergency and cannot be obtained elsewhere. Please retrieve the envelope at the end off your assignment abroad.

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Please state who should be informed if something happens to you. Contact (in county of assignment)

family name, given name: address:

Telephone numbers: E-mail address:

How is the person related to you?

□ parent □ partner □ child □ close friend

What language should this person be contacted?

Contact (in home country) family name, given name: address:

Telephone numbers: E-mail address:

How is the person related to you?

□ parent □ partner □ child □ close friend

What language should this person be contacted?

The following details are very important for medical care in an emergency. They can provide the doctors or first aiders on site with important information that might save your life.

Bood group2:

Are you diabetic? no yes, type:

Medication and dosage:

Do you have any other illnesses? (e.g. asthma, heart disease, high blood pressure) no yes

If so, please specify?

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This Information is an important initial guide for the doctor in case you are not carrying a blood group card. A patient´s blood group is usually checked again prior to a transfusion.

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Do you take any medication regularly? (pain relievers, blood pressure-lowering drugs)

no yes Medication and dosage:

Are you allergic to any medication?

no yes If so, which?

Do you wear contact lenses? no yes

Do you wear glasses? no yes

Do you have a pacemaker? no yes

Finally. please provide the following information to allow your identity to be established beyond doubt (e.g. in the event of a kidnapping incident:

Particular features (e.g. birthmarks, liver spots, visible scars):

Please think up three questions that only you or immediate family members or close friends would be able to answer. Please write the questions here and supply the answers3.

(Example: What was first pet called?)

1st question: answer:

2nd question: answer:

3rd question: answer:

place, date signature

……… ……….

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