Training in Emergencies
General Briefing – Emergency Name
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Index
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Training Objectives
What is ACF ?
Organization chart
Security management in the mission
Driver responsibilities
Communication
Cash advances
Stock management
Quotations
GPS
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Training Objectives
 The objectives of this training is to explain to the staff
recruited for emergency purpose the “basics
operational procedure” of ACF.
 These slides can be used for assessment/ evaluation
preparation (including all type of staff) and/or for
specifics staff (logistician assistant – drivers…).
 To summarize: the idea is to popularize basic
information in order to ensure the knowledge of ACF
essential principles and guidelines by new staff.
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What is ACF ?
 ACF is a humanitarian, professional Non
Governmental Organization.
 It is private, apolitical, non-confessional and nonprofit making.
 Founded in 1979
 Mandate: fight against hunger and malnutrition
 Intervention sectors: food security, watersanitation-hygiene, health and nutrition.
 Committed to the defence of the fundamental rights
of distressed people.
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ACF intervention sectors
 Nutrition and Health
Save lives by lessening the risks of mortality linked
to acute malnutrition. Prevent and treat infectious
diseases, with primary health care in the framework
of the fight against malnutrition.
 Food security
Preserve, reinforce/restore the food selfsufficiency of vulnerable people.
 Water, Sanitation and Hygiene (WASH)
Facilitate access to clean water and to the
sanitary environment required for people’s
survival and development.
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Organization chart
HOM
ADMIN
LOG
WASH
FS
NUT
Assist Admin
Assist Log
Assist Wash
Assist FS
Assist Nut
Accountant..
Drivers, Packers,
Guards
Promoters
Distributors,
Monitors
Nurses…
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Security management in the mission – Why ?
 Objective of security rules:
- Ensure the team members and the project will work in safe
conditions.
- Reduce the risks linked to the project implementation.

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Risks:
Medical problem, transport accident…
Staff attack, material robbery…
Animal bites…
Conflictive area, collateral dammages..
OBJECTIVE OF SECURITY RULES = REDUCE/ BE PREPARED TO RISKS
ABSOLUTE RESPECT OF THE RULES = COMPULSORY FOR EVERYONE SAFETY
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Security in the mission – Standard Rules
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Movement planning/ follow-up:
Who is where and when ?
Daily planning, managed from the base, 1 responsible.
Everyday: movement planning for the next day

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Communication:
Communicate when arriving or leaving from 1 place (SMS).
Communicate about situation in the area if necessary.
1 responsible per team.
Always have phone contact list and/or constant companion
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Time management:
Respect the time schedules.
Movements allowed by daylight exclusively.
Inform of any delays or change of itinerary, explain the changes
reasons.
Compulsory daily phone report: 7:00am / 12:00noon / 7:00pm
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Security in the mission – Standard Rules
 Behaviour and visibility:
- We represent ACF and its values: non religious, non political,
independance.
- We respect the country rules, and never bypass them
- Always wear ACF ID card and ACF visibility
 Incident of any kind occurs:
- Identify: nature of the incident, people involved, if incident is closed or
still ongoing, what mitigations were taken
- Report immediatly to the responsible
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Security in the mission – Responsibilities
Security Management is a responsibility shared by ALL
team members.
-
Head of mission:
Overall responsibility
-
Logistics coordinator:
In charge of the teams follow-up, of the respect of the
security rules…
-
Team responsible:
In charge of the phone contacts, of
communicating the possible itinerary changes…
-
Every team member: Individual responsibility (common sense)
In case of evacuation: always respect an order: don’t
discuss them on the moment, always after.
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Transport – Driver responsabilities
•
-
Load:
Driver in charge of the ACF material safety transport (load-unload)
No overload
Always have relevant transport documentation (delivery note)
• Vehicle:
- In charge of the daily technical control of the vehicle + equipments
- Always have necessary administrative documentation (insurance,
driving licence, mission order…)
- Ensure the First Aid Kit/ Emergency Trunk/ Water tanks/ Fuel Tanks
are on board
- Daily fill-up of fuel/itinerary follow-up documents (formats)
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Transport – Driver responsibilities
•
-
Passengers:
Number of seats = number of passengers.
Seat belt compulsory for all passengers.
No passengers allowed in the load area.
Passengers exclusively from ACF staff (no police, no military, no
arms on board…)
•
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Speed:
Speed adapted to context (village, asphalted…)
Respect of the country rules
Passengers must feel safe !
City/ villages: 50km/hour/ Main roads: 90km/hour
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Communication
•
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Cellular Phone communication
ACF will provide you with necessary credit load
This credit is exclusively for ACF activities use
Ensure your cell-phone always have minimal load to make one
call/ send SMS in case of emergency.
- Ensure your cell-phone battery is charged everyday.
•
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Satellite Phone communication
Always 1 sat phone per team, with 1 responsible
Daily check of the battery - daily report of use to Coordlog.
Make sure always receiving signal (roof antenna)
Always in hiding place, not to be seen by authorities
Used in case of emergency or lack of regular cell-phone coverage
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Communication
Always be in a open area to
make/ receive a sat-phone call !
Satellite
Buildings
Trees
Sat-phone
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Cash advances
 For purchases, transport… ACF provide cash advance
to its staff.
 Your direct responsible must validate your cash
advance.
 The cash advances are made by the administrator (you
must specify the purpose of the advance)
 The cash advance is justified every day to the
administrator, with invoices and/or receipts.
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Cash advances
 What is a good invoice/receipt ?
 Original headed-paper from the provider (name,
address, contact number, fiscal number…)
 Name of the purchaser: ACF-S/ ACF-S/ ACH
 Date of the purchase
 Detail of the purchased items (description +
quantities)
 Total amount to be paid and currency
 Stamp from the supplier (legal or “paid”)
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Good Invoice Example
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Stock management
 Why do we need to follow-up the stock ?
- To be reactive regarding the project implementation
- To avoid loss and robbery
Warehouse selection:
Accessibility (cars and trucks…)
Proximity to road infrastructure, port…
Ventilation: dry and well ventilated place.
Security: no broken window, door closing perfectly,
roof in good state, flat and solid floor.
- Maintenance: sane and easy to clean area.
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Stock management – Formats

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Stock card:
It’s the ID card of all the items we have in stock
1 stock card per type of item (oil 5 liters, rice bag…)
1 responsible for Stock Cards, allowed to update it.
 Stock Release Order (SRO):
- It’s the authorisation to take something out from the
stock
- 1 SRO can allow the release of different items
- 1 responsible for SRO = logistics coordinator
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Stock management - STOCK CARD
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Stock management – STOCK RELEASE
ORDER
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Stock management – Delivery note
DELIVERY NOTE / BON DE LIVRAISON
DN Reference / Référence BL : ________________________
Sender / Expéditeur
Name / Nom :
Adress / Addresse :
Phone / Tél. :
Signature :
Date : _____________________
Consignee / Destinataire
Name / Nom :
Position :
Adress / Addresse :
Phone / Tél. :
Transport mode / Mode de transport :
Carrier / Transporteur
Name / Nom :
Adress / Addresse :
Phone / Tél. :
Registration N° / N° Immatriculation :
Date :
Signature :
Procurement
Request
Line #
Procurement
Request #
Requesting
Dept Code
Base Code
Country Code
Procurement Request Reference
Référence Demande d'Achat
Remarks / Remarques :
1: Sender / Expéditeur
Description
Quantity
Quantité
Unit
Unité
Quality, observations
Qualité, observations
Signature (Consignee / Destinataire) :
Date & Name / Nom
2: Consignee / Destinataire
3: Sender (after update) / Expéditeur (après mise à jour)
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Quotations
 We need quotations BEFORE making any kind of purchase !
 What is a good quotation ?
- Original headed-paper from the provider (name, adress, contact
number, fiscal number…)
- Name of the requester: ACF-S/ ACF-E/ ACH
- Date – Validity of the quotation
- Items description and quantities
- Items unit price and total price with VAT
- Items availability and/ or delivery time
- Payment conditions
- Signature and stamp from the supplier
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Mission Country
To:
From:
For :
Quotations
Date :
Purchase Dossier Ref:
OBJECT :
 When the
provider can’t
provide a formal
quotation, we use
the ACF quotation
form:
Quotation request for
Item description
Quantity
Unit
Remarks
Additional specifications:
-
Payment conditions :
- Payment after delivery inspection
- Payment by bank transfer or cheque
Delivery place and terms of transportation:
- ACF office, located
- Risks, insurance and cost related to the transportation of the items to the above mentioned address
will be the responsibility of the supplier
Minimum information to provide on the quotation
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2
3
4
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6
7
8
9
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Name, address, phone and contact person
Characteristics of the items offered (to attach documentation if relevant)
Quantity available
Delivery time or Ex stock + location
Unit price
Total price
Currency of the offer
Validity of the quotation (Minimum 10 days)
Date, stamp and signature.
To submit an offer
Response required before :
Offer(s) to be sent under envelop to:
Note: This quotation request is not an order and does not commit ACF on any obligation.
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GPS – Points collection
How works a GPS receiver ?
• Minimum of 4 satellite signals to be received by the GPS
unit to determine a position.
• GPS units can determine your latitude, longitude and
altitude.
• GPS units DO NOT transmit satellite signals. They
passively receive them.
•They measure the distance between the GPS unit and the
satellites
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Garmin Etrex Introduction (1)
Garmin Etrex GPS
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Garmin Etrex Introduction (3)
Garmin Etrex GPS
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Garmin Etrex Introduction (4)
Garmin Etrex GPS
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Garmin Etrex Introduction (5)
The page button allows you to enter the following:
Satellite Page
Map Page
Navigation Page Trip Computer Main Menu
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Garmin Etrex Introduction (6)
 SATELLITE PAGE:
- Provides a visual of the satellites being
tracked
- Indicate which satellite signals are being
received
- The bars at the bottom show signal
strength
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Garmin Etrex Introduction (7)
 MAP PAGE:
- Displays your movements, waypoints,
latitude & longitude.
- The black arrow shows your location
- Press the Up & Down Buttons to zoom
in and out on the map
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COLLECT A GPS POINT
BASIC STEPS TO COLLECT A POINT:
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1- Select location
2- Activate GPS
3- Identify and mark location (“waypoint”)
4- Record location on form
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1- Select the point collection location

Find a place with a clear unobstructed view of the sky:
• Geographic centre of the populated settlement area
• Open area near the centre, or on top of a building in the
centre
• Hold the GPS unit flat and out away from your body
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2- Activate the GPS receiver
 2.1- Turn on GPS unit
 2.2- Searching for satellites
 2.3- Map Page
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3- Mark location (1)
 3.1- Mark location FROM THE MAIN MENU PAGE:
- Use the PAGE button to go to MAIN MENU
- Select MARK
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3- Mark location (2)
3.2- Mark location FROM THE MAP PAGE:
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3- Mark location (3)
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3- Mark location (4)
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4- Save location on form
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4- Save location on form (2)
Name of data collector:
No
Ex.
Organization or Agency:
Contact details: e-mail & phone
Date
Tehsil
Union
Council
Latitude
(North)
Longitude
(East)
Elevation
24-nov-05
Bisham
Ghaligai
34,8471 2
72,95493
5650'
Type
Name Description
Helicopter landing zone Forward Area Support Site warehouse
GPS Point
Number
54
1
2
3
4
5
6
7
8
9
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