EC-Flight

Document Sample
EC-Flight Powered By Docstoc
					EC-Flight Standard Operating Procedures (SOPs) __________________________________

JUNE 2006
EC Flight Co-ordination Office (ECFCO) Nairobi
Telephone: +254 (020) 2802000 Fax: +254 (020) 2710997 E-mail: ecflight@cec.eu.int
Website: www.delken.ec.europa.eu

Page 1 of 17

Contents
Introduction 1 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 2 2.1 2.2 2.3 2.4 2.5 2.6 2.7 3 3.1 3.2 3.3 Booking a seat or cargo space Who is eligible for using EC Flight? 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 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 Evacuations (incl. security evacuations) General information Specific procedures to be followed Additional information on medical evacuations Annexes Staff List Form Passenger Flight Application Form Cargo / Excess luggage Flight Application Form The EC Flight priority system Instructions for agencies designated to receive an aircraft in the field Certificate Contacts Page 3 4 4 4 4 4 5 5 5 6 6 6 6 7 7 7 8 8 9 9 9 10

Annex 1 Annex 2 Annex 3 Annex 4 Annex 5A Annex 5B Annex 6

11 12 13 14 15 16 17

Page 2 of 17

3 - –

ECHO Flight - Standard Operating Procedures

Introduction EC is a project funded by the European Commission. It was originally established by ECHO in 1994
in response to a sudden and substantial increase of demand for humanitarian air transport capacity for Somalia. The key objective of EC Flight is to provide safe, reliable, efficient and cost-effective air transport capacity to facilitate the implementation of humanitarian, rehabilitation and development projects. The EC Flight Coordination Office (ECFCO) is located at the EC Delegation in Nairobi. The EC Flight project is implemented by a contractor, the EC Flight Operator, which is running the EC Flight Reservation Office in Nairobi as well as several field bases. The implementation of the EC Flight project is monitored by the EC Flight Co-ordination Office (ECFCO), which forms part of the EC Somalia Operations in Nairobi.

EC Flight is operating in accordance with the following basic principles:     EC Flight is mainly a tool for the implementation of EC assistance to Somalia. EC Flight applies highest air safety standards. EC Flight services are free-of-charge for entitled organisations/personnel. EC Flight operates in accordance to a general schedule. Flights outside this general schedule are possible, depending on the demand and the specific circumstances.  EC Flight does not compete with sustainable commercial services offering a safe and reliable humanitarian air transport capacity at acceptable prices.  EC Flight is granting priority access to agencies implementing relevant EC-funded projects (see Annex 4). The purpose of the present document is to provide EC Flight customers with all relevant information concerning the use of EC Flights. EC Flight is a field operation, which is trying to apply maximum flexibility in its operation. However, its success is dependent on the respect of rules by all EC Flight users. Non-compliance with the Standard Operating Procedures may lead to denied access to the flight concerned or to a ban from using EC Flight services. For any remaining questions, comments or suggestions, please contact the ECFCO at the EC Delegation in Nairobi, Somalia operations.

Page 3 of 17

4 - –

ECHO Flight - Standard Operating Procedures

1. Booking a seat or cargo space
1.1. Who is eligible for the use of EC Flight? In addition to the EC staff, the main EC Flight customers are international agencies implementing humanitarian, rehabilitation and development projects, i.e. International NGOs, UN agencies or Red Cross / Red Crescent organisations as well as staff from Members States missions and cooperation offices. Relevant staff of such entities may become entitled EC Flight users (see section 1.2). Besides entitled EC Flight agencies / users, EC Flight may grant access to other individuals (e.g. consultants) through a Temporary Authorisation Letter (TAL) (see section 1.3).

1.2. Entitled users In order to acquire the status of an entitled user, relevant agencies must submit a Staff List Form (see Annex 1) to the ECFCO at the EC Delegation in Nairobi, Somalia Operations. . Access to EC Flight 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 EC Flight priority system (see Annex 4), agency staff may be granted different degree 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 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 the EC Delegation 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 the requesting agency.

1.3. Temporary Authorisation Letters (TALs) Persons who require access to EC Flight services but are not eligible for inclusion in the staff list form (see section 1.2), may request for a Temporary Authorisation Letter (TAL) from the ECFCO at the EC Delegation in Nairobi, Somalia Operations.  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 the relevant agency, and must be substantiated by relevant documentation (e.g. for consultants: A copy of the contract). 1.4. How to reserve a seat or cargo space?   All reservations for EC Flight 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. To the extent possible, EC Flight users should make their reservations by e-mail. However, in case of the use of e-mail, the organisation must eventually forward the signed original of the Passenger Flight
Page 4 of 17

5 - –

ECHO Flight - Standard Operating Procedures



   

Application Form or Cargo / Excess Luggage Flight Application Form as soon as possible to the EC Flight Reservation office. 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 EC Delegation 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 EC 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 noon). Due to the closure of the EC Delegation on weekends, for all flights departing on Mondays or Tuesdays, reservations must be made before 11:00am on Fridays.

1.5. 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 EC Flight user needs to confirm that he/she is actually using the flight, and EC Flight 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.
Confirmations through the ECFCO at the EC Delegation in Nairobi, Somalia Operations will be accepted in exceptional cases only.

  

To the extent possible, confirmations should be done by telephone. In case the EC Flight Reservation Office can only be reached by e-mail, 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 EC Reservations 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 EC Flight 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 EC Flight services.

1.7. Last-minute reservations / bookings EC Flight 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 EC 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 EC Flight priority system (see Annex 4).
Page 5 of 17

6 - –

ECHO Flight - Standard Operating Procedures



Whenever possible, EC Flight users should abstain from last-minute reservations / bookings. Any abuse of this facility will lead to a temporary ban.

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 EC Flight 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 EC Flight. Therefore, ECFCO will ban no-show agencies/passengers from using EC Flight services for up to 4 weeks. However, no-show passengers have the possibility to submit to the EC Delegation an explanation in writing, signed by the relevant Head of Mission. If considered justified, the ban may be lifted. If the EC Delegation notices repeated no-shows from passengers or cargo (more than two no-shows within a period of 30 days) from a particular organisation using EC Flight, a ban on the organisation as a whole may be imposed preventing that organisation from using EC flight services 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 45 minutes prior to scheduled time of departure (STD). Cargo must be delivered at check-in counter not later than 90 minutes prior to scheduled time of departure (STD). Pouch must be delivered directly to the EC Flight Reservation Office in Nairobi or the field bases of the EC Flight Operator, at 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.

2.2. 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 EC Flight staff at check in. 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 takeoff or landing weight restriction at some destinations. As a consequence, the number of passengers or quantity of cargo onboard is reduced.
Page 6 of 17

   

7 - –

ECHO Flight - Standard Operating Procedures

2.3. 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 (passport, departure taxes, visa etc) are in order. The passenger must present a valid ID card at the EC Flight check-in point. In case the passenger is travelling on the basis of a Temporary Authorisation Letter (TAL) (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 EC Flight check-in staff. EC Flight is authorised to open, inspect and, where necessary, reject any luggage.

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 documentation, including export documentation where appropriate, must be duly completed prior to check-in. 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 EC Flight Reservation Office (see section 2.6). Cargo may be subject to security checks at the discretion of EC Flight check-in staff. EC Flight reserves the right to inspect, and, where necessary reject cargo. EC Flight will not be liable for any loss or damage to cargo or luggage during storage, loading and transportation.

2.5. 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.

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 EC Flight equipment or may have dangerous consequences for EC Flight personnel or users. If in doubt for the regulations applying to any cargo, please contact the EC Flight Reservation Office or the ECFCO at the EC Delegation, Somalia Operations, Nairobi. The following steps must be followed prior to booking any potential dangerous cargo:  Identify any dangerous article or substance as per ICAO regulations.
Page 7 of 17

8 - –

ECHO Flight - Standard Operating Procedures

    

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 EC Flight Reservation Office of the nature of cargo in detail. Inspect each package for leakage or damage.

The following list of dangerous cargo is non-exhaustive. For more information, please contact the EC Flight Reservation Office or the ECFCO at the EC Delegation Somalia Operations, airobi .  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 non-safety 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). 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 EC-Flight services. 2.7. 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.
Page 8 of 17

9 - –

ECHO Flight - Standard Operating Procedures

  

Emergency medical kits and survival packs are available in the aircraft. Water bottles are available onboard on demand. Toilets are not available onboard.

3. Evacuations (incl. security evacuations)
3.1 General information International organisations and international NGOs in the field encountering a serious emergency, such as the need to withdraw from a fighting zone, may call on EC Flight for an emergency evacuation 24 hrs a day, 7 days a week. The radio room of the EC Flight Operator is open permanently. The EC Flight Coordinator will be available by mobile phone through the Radio Operator (see Annex 6 for the contact list).      The principle objective of an evacuation is to bring people out of the dangerous area to a safe haven. This means that an EC Flight evacuation does not necessarily proceed to Nairobi or another EC Flight field base. The ECFCO may request the EC 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. The possibility for night evacuations from summarily prepared airstrips is limited. In case of the absence of runway lighting, appropriate arrangements must be agreed with the EC Flight operator.

3.2. Specific procedures to be followed  The primary entry point for an evacuation request is the Radio Room of the EC Flight Operator (Tel.: +254-20-604623, for additional contacts see Annex 6). The operator will automatically advise the ECFCO which must authorise an EC Flight evacuation mission. Only in extreme cases, the EC Flight Operator is authorised to launch an evacuation mission prior to authorisation from the ECFCO. In principle, only entitled EC 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 EC Flight 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 EC Flight 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 EC Flight 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.
Page 9 of 17

 

    



10 - –

ECHO Flight - Standard Operating Procedures

 

The evacuation process terminates after the drop-off of the passengers. The aircrew must report as soon as possible to the EC Flight Operator on the progress of the evacuation flight. The EC Flight Operator is to keep the ECFCO informed.

3.3 Additional information concerning medical evacuations: EC Flight is not equipped to handle critical medical evacuations. For casualty evacuation, please contact professional medical assistance organisations. The EC Flight Operator or the ECFCO can assist in establishing relevant contacts. However, NGOs in the field should be prepared for such situations and be in possession of necessary contact points in advance. EC Flight will nevertheless accept to launch a medical evacuation in a life-saving situation or provided an entitled international organisation or 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 EC Flight Operator:           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.

Page 10 of 17

11 - –

ECHO Flight - Standard Operating Procedures

Staff List Form
(To be submitted to the ECFCO) DATE:
ORGANISATION: Organisation Contacts: Phone#1 Phone#2 Fax E-mail Other:

Project Field Contacts:

Phone#1

Fax

Sat Phone

E-mail

Other:

PROJECT NAME: PROJECT LOCATION(S): (i.e. Country/District/Region) Overall project amount in EURO: (for EC Flight statistical purposes only) Project E.C CONTRACT No. (for EC Funded or co-funded projects) CONFIRMATION DOCUMENT: (for EU Member State funded or cofunded projects)

€ START DATE: END DATE:

START DATE: [Fill in reference of document and attach copy]

END DATE:

CORE STAFF (Staff directly responsible for the implementation of the project/programme)
Mr./Ms. 1. 2. 3. 4. 5. 6. 7. 8.
(Add rows as necessary)

FIRST NAME/LAST NAME

POSITION

NATIONALITY

PASSPORT NUMBER

LOCALLY RECRUITED STAFF (Other project staff recruited and employed locally who may also require travel)
Mr./Ms. 1. 2. 3. 4. 5. 6.
(Add rows as necessary) WE ASSUME ON BEHALF OF THESE STAFF ALL RISKS CONNECTED WITH THEIR USE OF EC TRANSPORTATION FACILITIES. WE HEREBY RECOGNISE THAT NEITHER EC NOR ANY OF ITS OFFICIALS OR EMPLOYEES ARE LIABLE FOR ANY LOSS, DAMAGE, INJURY OR DEATH THAT MAY BE SUSTAINED DURING THE USAGE OF EC 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, EC, ITS OFFICIALS AND EMPLOYEES FOR ANY CLAIM OR ACCOUNT OF ANY SUCH LOSS, DAMAGES, INJURY OR DEATH.

FIRST NAME/LAST NAME

POSITION

NATIONALITY

PASSPORT NUMBER

Name / Position: Signature:
EC Flight Coordination Office (ECFCO) Nairobi. Tel: +254 20 2802000; Fax: 254 20 2710997, E-mail: ecflight@cec.eu.int

Page 11 of 17

12 - –

ECHO Flight - Standard Operating Procedures

Passenger Flight Application Form
To be submitted to: EC Flight Reservation Office Airtraffic Ltd P.O.Box 989 WILSON AIRPORT Tel: +254 20 604426/604622/604623 Fax: +254 20 604427 Nairobi Sat Phone: 88213 4333 9915 E-mail: reservations@airtraffic.co.ke Backup Contacts (EC Flight field bases): Hargeisa Tel/Fax: +252 252 3110/252 242 7514 Hargeisa Sat Phone: 88216 4333 8312 Hargeisa Sat Fax: 88216 4333 8313 Hargeisa Sat Data: 88216 4333 8314 Hargeisa E-mail: airtraffic_hargeisa@hotmail.com Mogadishu Tel:+252 962 968/+262 968 221 Mogadishu Sat Phone: 88216 4333 8315 Mogadishu Sat Fax: 88216 4333 8316 Mogadishu Sat Data: 88216 4333 8317

Mogadishu E-mail: airtraffic_mogadishu@hotmail.com
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 12.00 noon on Fridays. In case of reservation by e-mail, please consult the EC Flight Standard Operation Procedures (section 1.4). 2) All reservations must be confirmed through that EC 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 EC 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 Page 12 of 17

EC Flight Coordination Office (ECFCO) Nairobi. Tel: +254 20 2802000; Fax: 254 20 2710997, E-mail: ecflight@cec.eu.int

13 - –

ECHO Flight - Standard Operating Procedures

Cargo / Excess luggage Flight Application Form
Backup Contacts (EC Flight field bases): To be submitted to: EC Flight Reservation Office Airtraffic Ltd P.O.Box 989 WILSON AIRPORT Tel: +254 20 604426/604622/604623 Fax: +254 20 604427 Nairobi Sat Phone: 88213 4333 9915 E-mail: reservations@airtraffic.co.ke Hargeisa Tel/Fax: ++252 252 3110/252 242 7514 Hargeisa Sat Phone: 88216 4333 8312 Hargeisa Sat Fax: 88216 4333 8313 Hargeisa Sat Data: 88216 4333 8314 Hargeisa E-mail: airtraffic_hargeisa@hotmail.com Mogadishu Tel:+252 962 968/+262 968 221 Mogadishu Sat Phone: 88216 4333 8315 Mogadishu Sat Fax: 88216 4333 8316 Mogadishu Sat Data: 88216 4333 8317 Mogadishu E-mail: airtraffic_hargeisa@hotmail.com

1) The deadline for reservations is 2 days (at noon) prior to the day of the flight (Example: For a flight on Friday, the

2)

3) 4) 5)

reservation must be made at the latest by Wednesday, 12 noon). Monday & Tuesday flights must be reserved before 12.00 noon on Fridays. In case of reservation by e-mail, please consult the EC Flight Standard Operation Procedures (section 1.4). All reservations must be confirmed through that EC 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. All relevant documentation must be complete at the time that the cargo is delivered. Cargo with incomplete documentation will be rejected. Hazardous materials require specialised handling. Ensure that the EC Flight Reservation Office is notified well in advance about such cargo. Non-compliance will attract serious penalties. EC Flight and its agents will not be liable for any loss or damage to cargo or excess baggage.

For more information, please consult the EC Flight Standard Operating Procedures. Date of Application: Organisation: Project: Contact Tel. No: Point of Departure: Passenger Name (if excess baggage): DESCRIPTION OF CARGO NO OF PIECES DIMENSIONS (cm) LENGTH WIDTH HEIGHT WEIGHT (KGS) Requested Flight Date: Contact Person: Fax Number: Destination:

OFFICIAL STAMP

AUTHORISED SIGNATURE Page 13 of 17

EC Flight Coordination Office (ECFCO) Nairobi. Tel: +254 20 2802000; Fax: 254 20 2710997, E-mail: ecflight@cec.eu.int

14 - –

ECHO Flight - Standard Operating Procedures

The EC Flight priority system
EC-Flight is providing its service in accordance to a priority system. Within each priority category, the "first come - first served" principle applies. Priority 1: Essential staff and essential cargo of international NGOs and organisations implementing EC funded humanitarian, rehabilitation and development programmes, as well as EC staff. Essential staff and essential cargo of international NGOs and relevant agencies implementing EU Member State funded humanitarian, rehabilitation and development programmes as well as EU Member State officials. Also non-EU provided they are in partnership with EU projects. Essential staff and essential cargo of international NGOs and organisations implementing humanitarian, rehabilitation and development 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 EC Flight operations area) implementing humanitarian and post-emergency rehabilitation programmes. Locally recruited staff of implementing agencies under priority groups 1-4.

Priority 2:

Priority 3:

Priority 4:

Priority 5:

It should be observed that priorities are applied on a project-by-project basis.

Page 14 of 17

15 - –

ECHO Flight - Standard Operating Procedures

Instructions for agencies designated to receive an aircraft in the field
At destinations without an EC Flight field base, ECFCO will request an agency with a presence on the ground to become the designated agency to receive EC aircraft. The designated person of this agency will only be recognised by EC Flight provided he/she has received a full briefing, documentation and a VHF radio from an Air Captain of the EC Flight Operator. ECFCO will than issue a Certificate that has to be signed by both the Operator and the agency, document on which clearly appears the provision of necessary items to fulfil the task. In addition, EC Flight encourages NGO's to send the designated representative to Nairobi, to receive complementary information from the Operator and the ECFCO. Such travel will be automatically treated as priority 1. The EC Flight Operator will advise the designated agency / person in due time about any EC flight scheduled to the destination concerned, and to 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 EC 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 to 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 “EC 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 EC 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 the EC Flight Operator and the EC Flight Coordination Office (ECFCO) 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. Page 15 of 17

16 - –

ECHO Flight - Standard Operating Procedures



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. EUROPEAN COMMISSION The EC Delegation Nairobi Somalia Operations Ref: EC FLIGHT Nairobi

EC-Flight
EC Delegation Ragati Road P.O Box 45119, Nairobi – Kenya Tel: + 254 20 2802000 Fax: + 254 20 2710997 E-mail: ecflight@cec.eu.int Website: www.delken.cec.int/

For agencies designated to receive an aircraft in the field
This document is to certify that the concerned organisation has received all necessary briefings, documentation and tools essential to accomplish his task as stated in the EC-Flight Standard Operating Procedures (SOP’s). To be forwarded by Operator’s Air Captain on the first visit, in accordance with EC-Flight SOP’s:

EC-Flight Certificate

 Briefings
 Documents  Tools -

on on on on on on

the requested tasks expected from the organisation the airfield characteristics, lay out, runway in use, etc evacuations the control on passengers and cargo the safe ground operations, parking of vehicles, etc the radio procedures

EC Flight SOP’s Air Traffic-documentation on airfield as required, a VHF aircom’s radio any other on request from ECFCO or Air Traffic particular to the destination organisation’s signature

Operator’s signature

Reserved for ECFCO Nairobi:

(Original to be sent to ECFCO, one copy to Air Traffic, one copy to Agency). Page 16 of 17

17 - –

ECHO Flight - Standard Operating Procedures

CONTACT NUMBERS
Phone
EC Flight Co-ordination Office (ECFCO) AIR TRAFFIC Head Office EC-Flight Reservation Office EC-Flight JKIA / Nairobi EC-Flight Hargeisa

Fax +254 20 2710997 +254 20 604427 +254 20 604427 +254 20 827030 +252 242 7514/ 252 252 3110

HF/VHF Radio

E-Mail ecflight@cec.eu.int radioroom@airtraffic.co.ke reservations@airtraffic.co.ke

+254 20 2802000 +254 20 604426 Sat Phone +88 216 4333 9915 +254 20 604622/3 +254 20 827030 +252 242 7514/ 252 252 3110 Sat. Phone +88 216 4333 8312 +252 592 9042 +252 185 0845 Sat. Phone +88 216 4333 8315 +254 (20) 2717374/5/6 +254 (20) 315454/5,602492 +254 (20) 7622731/7622918

7846.5 USB/135.80 7846.5 USB/135.80 7846.5 USB/135.80

7846.5 USB 7846.5 USB 7698.5 / 14943.5 USB Callsign: AAR 9116/5796 LBS Callsign: ARMREF 10985.0/16985.0 Callsign: N1

airtraffic_hargeisa@hotmail.com

EC-Flight Mogadishu

+88216 4333 8316

airtraffic_mogadishu@hotmail.com

AAR Health Services (24 hrs) AMREF Flying Doctor (24 hrs) UNCAS Nairobi

+254 20 2715328 +254 20 336886 +254 20 7622091

infor@aar.co.ke Emergency@flydoc.org James.Nganga@wfp.org Edward.Kiwo@wfp.org

EMERGENCY CALLS (Evacuations) +254 20 604426/604621/2/3 Sat Phone +88 216 4333 9915 +254 726 548918 +254 733 724279 +254 734 601070 +254 722 513467 at@airtraffic.co.ke +254 20 604427

AIR TRAFFIC Radio Room

7846.5 USB/135.80

Page 17 of 17


				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:112
posted:11/24/2009
language:English
pages:17