Subject: FW: Security Responsibilities Breakdown
From: David Rolph <[email-masked]>
To: All International Division Staff Worldwide <[email-masked]>
Cc: Rebecca Gomby <[email-masked]>
Date: Fri, 08 Nov 2013 18:59:59 +0000

All International Staff,

I request everyone review this guidance and implement it as appropriate.

While everyone is aware of the risks involved in international travel, the recent attack on the Westgate Mall in Nairobi, along with so many other troubling incidents worldwide, serves to heighten the need for better trip preparation.   As individuals we have a responsibility to plan and prepare ourselves prior to departure but, in Abt, we are not alone…we are members of a team.   Other team members share the responsibility to help ensure our safe travel.  All team members have distinct roles to play and contributions to make.   We cannot eliminate the risks involved in international travel but they can be mitigated significantly if everyone conscientiously fulfills their roles, actively participates in the planning process, and contributes guidance and expertise where appropriate.  Some key members of the Abt “international travel team” are (1) Global Security, (2) the Individual Traveler, (3) the COP/Field Program Manager, and (4) the PM/PD.  Their roles and responsibilities in the conduct of safe international travel include the following:

Global Security:

- Reviews all our public, private, and subscription reporting services on a daily basis for information that impacts staff safety

- Drafts and updates country risk assessments and posts these assessments to AGI

- Drafts and updates Threat Trend Reports (TTRs) and Strategic Threat Outlook (STO) reports as necessary

- Prepares and updates a full suite of travel and security focused checklists and posts them to AGI

- Upon request, country risk assessments and any other security reports or checklists can be sent directly to a traveler

- Conducts regular dialogue with our appointed Program Security Reps to share and exchange country specific security information

- Provides tailored safety/security briefings to groups and individuals upon request

- Provides personal first-aid kits to all travelers upon request

- Establishes a network of contacts with government, client, and sister organization counterparts to regularly share security related information

Individual Travelers:

- Arrange tickets and visas through BCD/Allied Passport and coordinates visit with COP and/or host program

- Review all recommended travel websites (DOS, FCO, iJet) to gather country specific information

- If a US citizen, traveler should register each trip with the Embassy on the DOS website through the STEP program

- Confirm immunizations recommended for intended destinations on CDC and iJet and consult with personal or Abt physician

- Review country risk assessments and security checklists provided on AGI or requested from Global Security

- Request country specific travel safety briefing from Global Security (provided in person or over the phone)

- Contact field program (COP or her/his designated rep) to arrange airport pick-up and hotel accommodations

- Consult with field program/COP and security regarding hotels, restaurants, and any local restrictions that might be in place

- It is the responsibility of every traveler to collect and familiarize themselves with all current threat/risk reporting that might reasonably impact their mission

COP/Field Program Managers:

- Regularly monitor local media and maintain close contact with government/private sector counterparts to share information

-Establish liaison with client, Embassy RSO, and local OSAC chapter to share security and safety related information

-Based on your assessment and local conditions, maintain a list of approved hotels, restaurants, and other public venues

-Venue lists should be compiled with the help of your security rep and other staff members and based on local threat assessment

- Local restrictions and recommendations can be established with input from USAID, the Embassy, and the Global Security Team

- All COP restrictions and recommendations should be widely distributed to Global Security and all relevant personnel

- As required by quickly developing threats, you can declare temporary office and work restrictions for program staff and offices

- Review and approve transportation and accommodation arrangements for all visitors based on assessment of local threats

- Maintain a list of hospitals, clinics, and medical personnel that can assist visitors if/when required

- Ensure that current mechanisms are in place to allow you to rapidly and accurately account for all staff in the event of a crisis.

- Phone trees/alert rosters must be kept current, regularly reviewed, tested and include all local staff AND visitors

PM/PDs and Country Managers:

- Maintain regular contact with Global Security and Field Management Teams in times of crisis or as local threats increase

- Through all available sources, develop and maintain as accurate and current an assessment as possible on the local situation
- In consultation with the client, the COP, and with input from Global Security make decisions on restricted or limited work and program

activity, temporary/extended office closures, and all visit requests/authorizations

It is understood that the COP/Field Manager responsibilities listed above can be delegated by the COP to the designated Program Security Representative or any other program officer as appropriate. The above helps to codify responsibilities as individuals prepare for and conduct international travel.  They are designed to emphasize that safe international travel is a collective responsibility.

David Rolph

Director of Global Security

Abt Associates

301-347-5684 (Office)

703-244-3672 (Cell)