SPU User Guide Revised

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This user guide details the operating modalities of the Special Protection Unit including the ... user agencies to SPU services in Somaliland and Puntland. 1.
Special Protection Unit SPU USER GUIDE 2009-2010

SPECIAL PROTECTION UNIT USER GUIDE This user guide details the operating modalities of the Special Protection Unit including the process for user agencies to SPU services in Somaliland and Puntland. 1. Introduction: The Governments of Somaliland and Puntland, with the encouragement and financial support from the donor and the United Nations Country Team for Somalia, have established a Special Protection Unit (SPU) tasked with providing compound security and the escort security for the international community including humanitarian and development actors. SPU is established in both Somaliland and Puntland. For the ease of reference, all processes and procedures are equal for both Somaliland and Puntland, to be further referred to as Government Authorities (GA).. UN and INGO security focal points will interface between SPU and agencies who are requesting SPU services. All requests should channel through the UN and INGO security focal points of the respective area. 2. SPU Functions and Services: The functions of the SPU are to provide host government police protection to the international community and humanitarian and development actors. SPU operations are designed to ensure the ability of international community implement humanitarian and development activities. The following SPU services will be provided on the request of the agencies/actors. 1) 2) 3) 4)

Static Security on 24/7 basis to UN/INGO staff residences and offices as required; Armed escort teams to UN/INGO missions in country; Quick response capacity during an emergency situation as required; Mobile security patrol services to UN/INGO staff residences and offices.

3. Accident and Injury Liability: Referring to the letter of agreements (LoA) between the Governments and UNDP, the GA are liable for any claims such as but not limited to, illness, injuries, death and property loss or damage arising while performing their duties. Any claims made directly to organizations should be forwarded to the GA concerned through the UN or INGO security focal points for resolution. 4. SPU Operations: 1|Page

Special Protection Unit SPU USER GUIDE 2009-2010 The SPU is composed of graduates from Police Training Academy (Mandeera or Armo) with specialized training for the specific tasks as a protective police unit. SPU is part of the Somaliland, respective Puntland Police Force but will have their own command and control structure operating under the direct command of Commissioners of Police. The SPU operations will be coordinated through an SPU Operations rooms, performing a 24 hour radio communications operation. 5. Access to SPU services: All UN agencies have access to SPU services, but services are limited to international staff only. Those INGO’s that are (partly) funded by the European Commission have access to SPU services, limited to international staff only, with the following definitions in place: a. INGO’ s that are not funded by the European Commission give notice to the European Commission and request SPU coverage, before deploying to the regions as appropriate. If the INGO is not funded, the INGO appeals to the GA for the implementation of nonrefundable and non-remunerated services from SPU. b. National staff is not eligible for SPU services or can contract independently. c. National NGO’s are not eligible for SPU services or can contract independently. 6. Static Guard Service: All agreed UN and INGO’s are eligible to have armed SPU static guards for the office and residential compounds. The number of SPU personnel will be determined by the UN Field Security Coordinating Officer and INGO Security Coordinating Office based on security risk assessments (SRA) as part of residual risk mitigation. Request should be submitted through them to the SPU Commander for allocation of officers. No payment should be paid to officers on static guard details, as their financial allowances are born by the LOA between the Government and the UNDP until a new modality of service and service payment is put in place. Following facilities should be made available for SPU officers on static duty in their duty locations. 1) Guard House with bedding facility – outside the compound (where stand-by personnel can rest); 2) Toilet facility; 3) Access to drinking water; 4) Location for praying. SPU officers on static guard duty will not perform the duties of a watchman. Watchman duties are: 1) 2) 3) 4) 2|Page

Opening /closing gates; Inspection of identification of officers; Recording visitors in to register; Escorting visitors;

Special Protection Unit SPU USER GUIDE 2009-2010 5) Internal inspection and patrols of compound; 6) Directing vehicles for inspection; 7) Liaise with SPU guards regarding security breaches, suspicious vehicles or persons. 7. Armed Escort service: Armed SPU escorts will be made available for the eligible UN and INGO‘s for their respective missions in town or outside town as approved by the UN/INGO security focal points. a) SPU escort service should be requested at least 48 hrs in advance by using the escort request form, available with the UN/INGO security focal points. Request should be submitted by the head of the unit to UN/INGO security focal points in the respective locations. b) UN/INGO security focal points will determine the number of personnel required for the said mission based on the SRA. c) Payment to SPU officers will be calculated by UN security focal points as per agreed rates and accounted for in a separate document. This document will act as a formal record of service for accounting purposes. d) UN agencies are not to pay the SPU escort service as it will be done by the SPU Commander utilizing the advance budgets provided by UNDP. SPU escort allowances will be paid by the SPU Commander prior to departure enabling SPU officers to meet their expenses during the mission. e) The approved request will be sent to SPU Commander/Operation Officer by the UN/INGO security focal points to allocate SPU personnel. f) The SPU commander will provide SPU escort services only on written approved escort form by the UN/INGO security focal points. Verbal requests will not be entertained. g) Vehicles for SPU escorts need to be arranged/hired by the respective UN/INGO and must be sent to the SPU stations to collect the SPU escort staff before travel. h) Vehicles for the SPU escorts are to be provided by the requesting INGO. The rental and fuel cost will be reimbursed by UNDP after receiving the claim with supporting documents from the INGO’s within 30 days after the end of the mission. Claims for missions longer than 30 days prior the submission date will not be processed. i) It is recommended to brief all personnel about the mission details including SPU officers and drivers by the mission leader before leaving. j) Escort payments rates will be US$ 7 per over night and US$ 4 per day missions. 1 k) Request for residential guards and mission escorts should be separated. Residential static guards are not entitled for escort allowance where they receive their monthly allowances through UNDP. l) If the UN/INGO has paid the escort allowance in emergency situations, the UN/INGO will be reimbursed by UNDP after receiving the escort request form, a letter from the SPU Commander/Operation Officer to confirm the payment for the SPU with the request from a INGO within 30 days after the end of the mission. Claims for reimbursements regarding missions longer than 30 days prior the submission date will not be processed. m) 1

It is emphasized that overpayment than the agreed rates would create unnecessary tensions and problems for the administration. Partiess are requested to refrain from overpaying the Police SPU officers.

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Special Protection Unit SPU USER GUIDE 2009-2010 n) INGO’s will submit periodically a list of nominated officers who serve as INGO security focal point and who are authorized to sign the requests and the reimbursement claims. This will ease the authentication process of the UNDP Sub Office. o) INGO security focal points should submit biweekly report to UNDP/ROLS on mission approved by them with details. p) When determining the number of SPU escorts for the INGO missions by the INGO security focal point, it is highly recommended to follow the UN SPU escort allocation limitations at the time of the mission for better utilizations of limited available SPU personnel. SPU escort service should be requested at least 48 hrs in advance by using the escort request form. Request should be submitted by the head of the unit to UNDSS office in respective location. q) It is recommended to complete the mission as per the original escort request as problems have been experienced in extending missions for longer periods than original plan. But if the field circumstances require extending of SPU escort period has to be done liaising with SPU escort personnel on the ground and SPU Commander/Operation officer of the relevant unit. This would minimize administrative and operational difficulties for the SPU. Original escort request form should be either emended or new request may be submitted accordingly. r) Any misconduct or any observations about the behavior or the conduct of the SPU escort personnel may be reported in writing to the SPU Commander through UNDP/ROLS/UNDSS for his attention and disciplinary action. s) All UN/INGO mission leaders should complete and provide the mission evaluation form after completing the mission to SPU Commander. This form should be attached with the escort request form as a supportive document for reimbursement. This will help to monitor and evaluate SPU services as well.

8. Reimbursement of the cost of fuel and rental for the SPU escort vehicles by INGO’s only: The cost of fuel and rental for the SPU escort vehicles by INGO’s will be reimbursed by the UNDP after receiving the request with following supportive documents. 1. 2. 3. 4. 5. 6.

Valid contract for hire of the vehicle used for the SPU guards Original receipt for fuel purchased for the vehicle used for the SPU guards Proof of payment received by the vehicle owner(original receipt) Valid SPU escort request forms for each mission Cover letter from the agency requesting reimbursement. The request for reimbursement is received within 30 days after the end of the mission. Claims for reimbursements regarding missions longer than 30 days prior the submission date will not be processed.

If the submitted documents are in order and received within the proper period, the payment will be processed. If any of the supportive documents are not in order the payment will not be processed. It is the responsibility of the INGO to provide proper documentations for reimbursement. These requests should be submitted within 30 days of time after the mission has ended.

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Special Protection Unit SPU USER GUIDE 2009-2010 The payment of SPU: There is no requirement for the payment for services provided by SPU. For escorts, standardized payment that will be done by SPU Commander are as follows a) Day missions - USD 4 per day ,per person b) Overnight missions - USD 7 per day per person c) Vehicle hire - Not to exceed USD 50 per day ( reimbursement for INGO only) 9. Complaints Complaints about SPU performance, operational awareness, management, services rendered or any other form of critical reference to SPU in general will be addressed in writing to the Commander of the SPU, with a copy of the complaint to the Police Commissioner. Complaints about the administrative aspects of claims and reimbursements will be addressed in writing to the UNDP Somalia Country Director, with a copy to the UNDP Somalia Civilian Police Project Manager.

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