Plan South Sudan did not previously have a formalized security management system in place. They have since established a comprehensive security system that includes continuously assessing risks, developing security plans and procedures, providing security training to staff, establishing communication systems, and ensuring security measures are in place at offices and facilities. The new security management system aims to reduce vulnerabilities by implementing recommendations from risk assessments and adapting plans based on changes in the security environment.

1. Tuesday, July 15, 2014
Saturday, 31 May 2014
Plan South Sudan didn’t have a security system A security system means a managerial and
programmatic approach to staff security and safety management in the field that include:
 1 Continuously assessing the country operational context and making sure that people
know who we are as an organisation and what we do
 2. Continuously assessing risks associated to programmes locations and determine in a
professional manner those risks by applying the use of SRA (Security Risks Assessment) tool
enhancing as well the security approach that Plan South Sudan must reduce its vulnerabilities
against assessed risks
 3. Engage in 2 levels planning layers: 1. Standards Operating Procedures (SOPs) and
Contingency Planning (C.Ps) SOPs have been developed not only covering the whole
country operations but as well specific programmes locations. Assuming that no matter the
preventive protocols, things might turn wrong a second layer od Contingency Plans
supplement the SOPs. Contingency Plans have been developed and implemented:
Hibernation, relocation, evacuation and how in practise they can be enabled to address a crisis
situation
 4. A field information Management System has been established in a way allowing Plan
South Sudan decision makers to be briefed information collected from various sources in a
pro-active approach, thus allowing to assess the threat level and risk acceptability (Threshold
of acceptable risks)
 5. Equipping for security has been the main focus and attention has been given to having
redundant field communication and tracking staff movement with the support of the radio room
that was not there before.. More staff accountability and movements’ protocols have been put
in place to make sure that the organisation exercise a control over its employees and
compliance to security and safety measure is ensured.
 To ensure that staffers acquire field security skills, training have been provided at country
office and field level.
 Security awareness is consistent and staff are always reminded that the operational
environment is volatile and outbreak of violence is often at short notice.
DETAILS OF WHAT WAS NOT THERE BEFORE AND WHAT HAS BEEN ACHIEVED IS PROVIDED
BELOW
Plan South Sudan, Safety and Security

2. “Field Security Management System and Achievements”
The road map for PLAN South Sudan functioning Security Management Systems
Our overall security management approach will focus on reducing PLAN SS
vulnrabilities against assessed threats by implementing recommendations for
improvement that have/are/will been formulated/formulated/will be formulated..
A. Security Administrative Procedures
1. Record of emergency data form is on file for each staff member?
2. All staff registered with their embassies?
3. Emergency contact numbers are posted and accessible to ALL staff?
4. All expat staff with appropriate documentation from relevant authorities for entries,
employment and exit from country?
5. Procedures for reporting safety and security incidents are in place and
documented and all staff briefed?
6. Approved medical services have been identified. For each location and information
available to all staff?
7. Signal for emergency exists, first aid kits, fire extinguisher and others safety
notices prominently displayed in all facilities?
8. Safety and Security is a standing agenda item for all management meetings?
9. Cash management is considered and sensitive procedures are in place. For
transactions?
10. Security costs are factored into new projects proposals and budgets?
11. The crisis management team is understood by the CD and the Security Team
BEFORE AND AFTER.
A Administrative Procedures Evaluation
1. Before After
2. Record of emergency data form is on file
for each staff member and dependents of
expatriate staff?
Was not there In progress with Human
Resources as annex to
Medical and casualty
evacuation plan
No in: Human Resources
3. All staff registered with their embassies? Was not there In progress with Human
Resources as annex to
Evacuation plan.
4. Emergency contact numbers are posted
and accessible to ALL staff?
Was not there Posted in CSC Office and
shared with comms Plan.
Ref Contingency Plan
dossier/ Emergency Contact
are accessible to all staff.
Security and medical

3. contacts.
5. All expat staff with appropriate
documentation from relevant authorities
for entries, employment and exit from
country?
Y/N Yes: in place with Human
Resources
6. Procedures for reporting safety and
security incidents are in place and
documented and all staff briefed?
Was not there Yes:
Plan South Sudan SOPs on
Incident reporting has been
developed and in place.
Country staffers have been
trained and reminders
security notices sent to
outline the importance or
incident reporting.
7. Approved medical services have been
identified. For each location and
information available to all staff?
Was not there Yes.
Shared by Human
Resources and are annex
part of Contingency plans:
medevac and secuvac.
8. Signal for emergency exists, first aid kits,
fire extinguisher and others safety notices
prominently displayed in all facilities?
Was not there Yes, in place
9. Safety and Security is a standing agenda
item for all management meetings?
Was not there Yes, in place and security
issues are debates in all
CMT and SRT meetings
10. Cash management is considered and
sensitive procedures are in place. For
transactions?
Was not there Yes, in place Plan South
Sudan SOPs on Cash
Security has been
developed and in place.
Country staffers have been
trained and reminders
security notices sent to
outline the importance or
cash security
11. Security costs are factored into new
projects proposals and budgets?
Was not there Yes. Was not therehe
Country Security
Coordinator is posted and
developed the security
budget. Example Room To
Learn Project.
12. The crisis management team is
understood by the CD and the Security
Team Review.?
Was not there In progress and need
training
B. Security Management.
1. A security Focal Point is identified for each office and sub-office?

4. 2. A Security Review Team is existent for the CO or other Program Units. Minutes for
these meetings are documented.?
3. Relevant country security and safety planning docs are distributed and accepted
by all staffs?
4. Staff at all levels are encouraged to engage in security process, forums at all
levels have been established so that staff can report security concerns and be
informed of new security & safety directives.?
5. The security plan is updated accordingly to country security plan phase
requirements and change of context.?
6. The level acceptance for Plan program is constantly being assessed at community
level through evaluation of staff practices and interactions with beneficiary community?
7. Regular risks assessment activities and mitigation processes are in practice and
regularly conducted dependant on the security phases.?
8. Incident reporting is diligently encouraged as is confidentiality?
9. Stress management personal are identified and introduced to staff for support?
10. Interagency communication is established and maintained?
11. Interaction with Un agencies is established and maintained?
12. Sensitive security files are maintained and kept locked with limited access?
13. Plan safety and Security handbook is distributed to all staff (electronically or
printed locally)?
14. Crisis team is assembled, briefed on roles and procedures and at least one crisis
management rehearsal is simulated?
15. safety and Security policies from security documentation are adhered to
B. Security Management Evaluation
1. A security Focal Point is identified for each
office and sub-office?
Was not there Now all Pan South Sudan 8
locations (PU, Sub-Offices,
and Field Offices) have
Field a Security Focal
Point.
2. A Security Review Team is existent for the
CO or other Program Units. Minutes for
these meetings are documented.?
Was not there Yes, in place and minutes
are documented.
3. Relevant country security and safety
planning docs are distributed and accepted
by all staffs?
Was not there Plan Global Policies, Plan
South Sudan SOPs are
disseminated.
4. Staff at all levels are encouraged to engage
in security process, forums at all levels
have been established so that staff can
report security concerns and be
informed of new security & safety
directives.?
Was not there In progress and being
enhanced.
5. The security plan is updated accordingly to
country security plan phase requirements
and change of context.?
Was not there The Security plan as a
comprehensive security
management document is
in place and security

5. phases as well.
6. The level acceptance for Plan program is
constantly being assessed at community
level through evaluation of staff practices
and interactions with beneficiary
community?
Was not there In continuous progress with
CMT and Programmes
managers support. The
communication department
is immensely involved in
acceptance strategy.
7. Regular risks assessment activities and
mitigation processes are in practice and
regularly conducted dependant on the
security phases.?
Was not there SRAS have been
developed for all locations
and continuously being
reviewed. Mitigations
measures are being
continuously upgraded:
communications
equipment, bases facilities
security, staff movements,
pro-active security
information collection,
implementations of
annexes of contingency
plans etc.
8. Incident reporting is diligently encouraged
as is confidentiality?
Was not there Yes, in place
9. Stress management personal are identified
and introduced to staff for support?
Y/N No, Human resources
10. Interagency communication is established
and maintained?
Was not there Plan South Sudan has
regular membership in
NGO Security Forum and
others informal inter-agency
networks.
11. Interaction with Un agencies is established
and maintained?
Was not there Plan South Sudan regularly
interact with the UN either
directly or indirectly via
NGO Security Forum as per
UN requirements’
membership in NGO
Security Forum and others
informal inter-agency
networks.
12. Sensitive security files are maintained and
kept locked with limited access?
Was not there Now in place
13. Plan safety and Security handbook is
distributed to all staff (electronically or
printed locally)?
Was not there The SOPs or security book
has been electronically
distributed.
14. Crisis team is assembled, briefed on roles
and procedures and at least one crisis
Was not there In progress and need only
training, drills and

6. management rehearsal is simulated? rehearsals.
15. safety and Security policies from security
documentation are adhered to
Was not there Adherence is now enforced
and staff reminded of risks
to not adhering.
C. Security Briefing and Training.
1. A safety and security orientation is undertaken for each new staff member
immediately on arrival (within 24 H)?
2. Staff have been made aware of inherent risks beyond Plan reasonable ability to
manage and have consented to work with informed knowledge of these risks?
3. Dependants of international staff receive appropriate safety and security briefing
immediately upon arrival in the country?
4. Safety training and briefing are undertaken regularly for all staff and their
attendance at training and briefing recorded?
5.All staff receive and appropriate training to their positions and responsibilities and
appropriate to contextual threats?
6. Most staff (minimum of one staff) in each location has received recognised first aid
training?
7. Staff are briefed on how to arrange and implement a medical evacuation?
8. All plan staff are trained on how to maintain and improve Plan’s image and
acceptance levels with beneficiaries and local populations?
9. Stress management workshops and discussions are provided?
C. Briefing and
Training Evaluation
1. A safety and security orientation is
undertaken for each new staff member
immediately on arrival (within 24 H)?
Was not there Yes, in place and
undertaken by the country
security coordinator.
2. Staff have been made aware of inherent risks
beyond Plan reasonable ability to manage
and have consented to work with informed
knowledge of these risks?
Was not there Yes, in place and
programmes benefits and
staff deployments is now
continuously assessed
against staff risks.
3. Dependants of international staff receive
appropriate safety and security briefing
immediately upon arrival in the country?
Y/N Non-family duty station
4. Safety training and briefing are undertaken
regularly for all staff and their attendance at
training and briefing recorded?
Was not there Trainings have been
delivered to staffs at
country offices and fields
levels.
5.
6. All staff receive and appropriate training to
their positions and responsibilities and
appropriate to contextual threats?
Was not there Yes. Trainings have been
delivered to staffs at
country offices and fields
levels.

7. 7. Most staff (minimum of one staff) in each
location has received recognised first aid
training?
Was not there First aid trainings with
RedR have been delivered
8. Staff are briefed on how to arrange and
implement a medical evacuation?
Was not there Yes, in progress
9. All plan staff are trained on how to maintain
and improve Plan’s image and acceptance
levels with beneficiaries and local
populations?
Was not there Yes in progress with
communication department
support.
10. Stress management workshops and
discussions are provided?
Was not there Yes and now planned for.
D. Security Related Communications.
1. Communications policies and procedures are documented, accessible and all staff
are briefed?
2. All offices and remote locations have access to reliable communications facilities?
3. All staff have access to reliable communication in case of emergency?
4. Alternative means of communications to and from staff in remote locations have
been identified and the means documented?
5. All staff are capable of using communications equipment?
6. All communication equipment in use is appropriately licensed by relevant
authorities?
7. All staff with direct safety and security responsibilities and senior staff can be
reached on a 24-hour basis?
8. Essential emergency contact information is posted in offices, residences and on a
card for each staff person to carry ?
9. Communications problems within areas of operations such as mobile phone “dead
spots” are known to all staff?
10. An emergency contact system has been established to enable contact with all staff
and dependents in the event of an emergency?
D. Communications Ev
aluation
1. Communications policies and procedures are
documented, accessible and all staff are
briefed?
Was not there Yes. There is an SOPs on
communications
2. All offices and remote locations have access
to reliable communications facilities?
Was not there Yes and in constant
progress. We have more
Sat phones, We have
BGANS, Torit, Kapoeta
and Awerial field office
have internet connection.
HF system is covering the
whole country.
3. All staff have access to reliable
communication in case of emergency?
Was not there Yes. More Thurayas, HF
and VHF radios purchases

8. 4. Alternative means of communications to and
from staff in remote locations have been
identified and the means documented?
Was not there Yes. Manpack and BGAN
5. All staff are capable of using communications
equipment?
Was not there In progress and more
trining planned for,
6. All communication equipment in use is
appropriately licensed by relevant
authorities?
Was not there Yes
7. All staff with direct safety and security
responsibilities and senior staff can be
reached on a 24-hour basis?
Was not there Yes
8. Essential emergency contact information is
posted in offices, residences and on a card
for each staff person to carry ?
Was not there In place now,
9. Communications problems within areas of
operations such as mobile phone “dead
spots” are known to all staff?
Was not there Yes
10. An emergency contact system has been
established to enable contact with all staff
and dependents in the event of an
emergency?
Was not there Yes. Communication tree
using modern technology.
E. Evacuations
1. The Plan emergency evacuation is up to date?
2. The Plan evacuation plan has been coordinated with UN and/or appropriate
embassy evacuation plans?
3. The lines of authority during and evacuation have been specified, documented
and briefed to all staff?
4. Staffs are briefed on the evacuation plan and any amendments?
E. Evacuations. E
valuation
1. The Plan emergency evacuation is up to
date?
Was not there Yes
2. The Plan evacuation plan has been
coordinated with UN and/or appropriate
embassy evacuation plans?
Was not there Yes. Hibernations venues
provided by NPA,
TEARFUND and MERCY
CORPS
3. The lines of authority during and
evacuation have been specified,
documented and briefed to all staff?
Was not there Crisis roles and
responsibilities are
designed now.
4. Staffs are briefed on the evacuation plan
and any amendments
Was not there Yes
F. Facilities

9. 1. All facilities and residences are provided with appropriate safety equipment?
2. A well stocked first aid kit is accessible and maintained in each facility?
3. Office evacuation procedures are established?
4. Fire extinguishers and smoke alarms are installed in all facilities and personal
residences?
5. Each facility has primary and alternate fire exits and these are clearly marked with
appropriate signage?
6. All staff members and dependents know the location of fire equipment, fire
escapes and emergency exits?
7. The office entrance is monitored?
8. Offices safes are affixed to the floor or wall?
9. A person is responsible for securing all facility windows, doors, and other
entrances at the end of each day?
10. Visitor accommodation such as hotels and guesthouses are inspected to ensure
safety and that they provide safe and secure accommodation?
11. Background and reference check have been performed on all guards?
12. Guards know how to use fire and other safety equipment and have documented
procedures to follow in case of emergency?
13. Fuel or other flammable materials are stored in a protected manner with safety in
mind?
14. Appropriate exterior lighting is installed and functioning on all facilities and
residences?
15. All doors and windows locks are of a high quality and operate correctly?
F Facilities Ev
aluation
1. All facilities and residences are provided with
appropriate safety equipment?
Was not there Yes
2. A well stocked first aid kit is accessible and
maintained in each facility?
Was not there Yes
3. Office evacuation procedures are
established?
Was not there Yes
4. Fire extinguishers and smoke alarms are
installed in all facilities and personal
residences?
Was not there Yes for fire
extinguishers. No for
smoke alarms
5. Each facility has primary and alternate fire
exits and these are clearly marked with
appropriate signage?
Y/N Yes
6. All staff members and dependents know the
location of fire equipment, fire escapes and
emergency exits?
Y/N Yes in the country office
7. The office entrance is monitored? Y/N Yes: private security
company
Offices safes are affixed to the floor or wall? Y/N Yes
8. A person is responsible for securing all facility
windows, doors, and other entrances at the
Was not there Yes

10. end of each day?
9. Visitor accommodation such as hotels and
guesthouses are inspected to ensure safety
and that they provide safe and secure
accommodation?
Was not there Monthly updated with
UN coordination
10 Background and reference check have been
performed on all guards?
Y/N Yes
11. Guards know how to use fire and other safety
equipment and have documented procedures
to follow in case of emergency?
Was not there No Yes
12. Fuel or other flammable materials are stored
in a protected manner with safety in mind?
Was not there Yes but need
improvement due to
available space in the
rented compound
13. Appropriate exterior lighting is installed and
functioning on all facilities and residences?
Was not there Yes, now in place.
14. All doors and windows locks are of a high
quality and operate correctly
Y/N Yes
G. Travel
1. There is a clear policy on modes of commercial transport (air, boat, road, taxi, rail)
and approved carriers?
2. Staff are fully briefed on the risks associated with travels on commercial transport?
3. Whenever possible staff travel with at least one other person?
4. Staff have been briefed with regards to personal security and counter
surveillance?
5. Systems are in place to take appropriate action if staff travelling do not arrive
within reasonable time of their estimated time of arrival?
6. Missions procedures are known to staff and mission planning takes place?
G. Travel
Evacuation
1.
There is a clear policy on modes of
commercial transport (air, boat, road, taxi,
rail) and approved carriers?
Was not there Yes. Travel SOP in place
2. Staff are fully briefed on the risks associated
with travels on commercial transport?
Was not there Yes
3. Whenever possible staff travel with at least
one other person?
Was not there Yes, in place now
4. Staff have been briefed with regards to
personal security and counter surveillance?
Was not there Yes, security notices
regylarly shared.
5. Systems are in place to take appropriate
action if staffs travelling do not arrive within
reasonable time of their estimated time of
arrival?
Was not there Yes. Movement protocols
in place. Contingency
plans in place for loss of
communications.

11. Missions procedures are known to staff and
mission planning takes place?
Was not there In place now.
H. Vehicles
1. Policy and procedures for driving and travelling in Plan vehicles are
documented and all staff briefed?
2. There is a clear policy on the use of Plan vehicles outside working hours?
3. There is a clear policy who may be carried in Plan vehicles?
4. there is a policy on protective equipment to be used on motorcycles on Plan
business and the policy is enforced?
5. Vehicles accident procedures and reporting procedures are documented and all
staff briefed?
6. Vehicles are checked daily and vehicles maintenance is undertaken as
necessary?
7. Vehicles fuel tank are maintained above fuel tank?
8. Seat belts are accessible and always worn by drivers and passengers front and
rear?
9. All vehicles have appropriate legal documentation and insurance covering the
vehicle, third party property and third party persons?
10. National staff and international staff have recognized driving licences?
11. All drivers observe local driving laws and regulations and drive in a manner
appropriate to safety in the conditions?
12. All plan vehicles are equipped with spares tyres and fitting equipment?
13. Logbooks are maintained for each vehicle including all vehicle maintenance?
14. All vehicle have Plan Logo and decals fitted?
H. Vehicles Ev
aluation
1. Policy and procedures for driving and travelling
in Plan vehicles are documented and all staff
briefed?
Was not there Yes in place now.
2. There is a clear policy on the use of Plan
vehicles outside working hours?
Was not there Yes but need to be
reaffirm by ops
department.
3. There is a clear policy who may be carried in
Plan vehicles?
Was not there Yes. Vehicles and
travel SOPs.
4.
there is a policy on protective equipment to be
used on motorcycles on Plan business and the
policy is enforced?
Was not there Yes, in place now
5. Vehicles accident procedures and reporting
procedures are documented and all staff
briefed?
Was not there Yes. There is an
Contingency Plan in
case of road traffic
accident.
6. Vehicles are checked daily and vehicles
maintenance is undertaken as necessary?
Y/N Yes
7. Vehicles fuel tank are maintained above fuel Was not there Yes, in place now

12. tank?
8. Seat belts are accessible and always worn by
drivers and passengers front and rear?
Y/N Yes
9. All vehicles have appropriate legal
documentation and insurance covering the
vehicle, third party property and third party
persons?
Y/N Yes
10. National staff and international staff have
recognized driving licences?
Y/N Yes
11. All drivers observe local driving laws and
regulations and drive in a manner appropriate
to safety in the conditions?
Y/N Yes
12. All plan vehicles are equipped with spares
tyres and fitting equipment?
Y/N Yes, now in place.
13. Logbooks are maintained for each vehicle
including all vehicle maintenance?
Y/N Yes
14 All vehicle have Plan Logo and decals fitted? Y/N Yes
I. Visitors
1. Safety and security information is provided to all visitors prior to their journey to the
country?
2. Visitors are briefed on essential safety and security information prior to
undertaking any work in the country? This includes an orientation/visitors package and
verbal briefing in country?
3. Visitors are provided with emergency contact information in English and local
language in a form that can be easily carried out with them all times?
4. Visitors are registered with their embassy as per guidelines established by the
embassy?
5. Visitors are lodged in accommodation inspected and approved by the Country
Office?
I Visitors Ev
aluation
1. Safety and security information is provided
to all visitors prior to their journey to the
country?
Was not there Yes, a comprehensive
PreDeparture briefing is sent
to visitor before let them
travel
2.
Visitors are briefed on essential safety and
security information prior to undertaking any
work in the country? This includes an
orientation/visitors package and verbal
briefing in country?
Was not there Yes.Pre_Departure briefing
shared. Visitor receive a
tailored security and safety
briefing upon arrival.
3. Visitors are provided with emergency
contact information in English and local
language in a form that can be easily
Was not there Yes in place now

13. carried out with them all times?
4. Visitors are registered with their embassy
as per guidelines established by the
embassy?
Y/N In progress and depending on
stay length
5.
Visitors are lodged in accommodation
inspected and approved by the Country
Office?
Was not there Yes in place now.
Malu-Malu Nzundu Louison
PLAN International
South Sudan Security and Safety Coordinator
Email: L.Malumalu@plan-international.org
+211956600908 (VIVACELL)
Skype: malu.malu.louison
Satphone:
www.plan-international.org