LOG-4-3-AIR OPERATIONS-GUIDELINES- Booking and Travelling Information for Users and Customers.doc

ANNEX W to WFP ATM

Booking and Travelling Information for Users and Customers

This Annex W of the WFP ATM serves as a template for the CATO to produce a booklet for the Users and Customers of the WFP AFO Services. The content has to be adapted to the relevant scenario and local environment .

The guidelines for Users for making movement requests for passengers and light cargo are outlined in Part A, sections 2 to 6. The conditions and procedures for carriage of passengers are in Part B, sections 7 to 14 and the users’ guidelines for booking and handling heavy or bulky cargo are in Part C, sections 15 to 23.

The template below was made for helicopter operations but can also be applied to fixed-wing services, providing the necessary changes are made.

The current version is Version 1.0 dated ----------------

  1. Purpose

WFP Aviation Field Operations (WFP AFO) is providing humanitarian passengers and/or cargo services in XXXX (Country and Operations Base)  with AAAAA and AAAAA (aircraft types). The service is called (WFP HAS , UNHAS, WFP Aviation) and is available to the following users (agencies, IOs, NGO’s, donor countries, etc) which are members of the XXX User Group that is chaired by (agency and function) . The purpose of this document is to provide guidelines to:

- the User [1] on the procedures for booking of passengers and/or cargo, and

- the customer for travelling with WFP AFO aircraft.

WFP AFO can only guarantee a satisfactory service when the users and customers follow the guidelines below to their full extent.

A. Information for Users (Agencies/Entities) of Passenger and Light Cargo Service.  

  1. Priorities

Within each priority category, space will be allocated on a "first come - first served" basis, for both passengers and light cargo (see below table). However, properly authorised emergency requests will be given the highest priority, and may disrupt the regularity of the schedule and/or established priorities.

 

 

 

 

PRIORITY

 

PASSENGERS

LIGHT CARGO

Immediate

a.  MEDEVAC/CASEVAC.

b. Certified aviation safety inspectors and accident investigators, when required,

c. Designated heads of UN agencies, donor governments, and NGOs with implementing agreements with UN agencies in xxx (country)

a. Medical life-support equipment and supplies,

b. AOG (Aircraft on Ground) spares and parts,

c. Equipment and supplies for aircraft ground handling and management of aircraft operations,

d. VOR (Vehicle off Road) spares and parts.

Priority One

a.   UN staff and staff of NGO implementing partners on emergency-related missions,

b.   UN staff and staff of NGO implementing partners on initial deployment or with connecting flights,

c.   Representatives of governments who are donors to UN humanitarian operations in xxx (country) .

a. Perishable cargo and cargo for immediate distribution upon arrival at destination,

b. Cargo in transit connecting with other flights,

c. Accompanied personal baggage not exceeding 20 kg.

Priority Two

a. Staff of non UN-partner NGOs engaged in humanitarian operations in the xxxx

a. Cargo required for immediate replenishment stock, b. Personal baggage not exceeding 20kg.

c. All other cargo.

Note: Any entity not covered in the priority list above can request to be accredited by a User and book a seat through that User.

  1. User’s Responsibilities - focal points
    1.       Each eligible User (entity/agency) mentioned in the priority list (UN agency, NGO or donor government) is required to fill out and submit to WFP AFO the Focal Point Assignment Form (ATM Annex C 13) with no more than three focal points, who will be authorised to make booking requests and cancellations on behalf of the User, with full names, titles, specimen signatures, email addresses and other contact details.
    2.       The eligibility of passengers to travel on WFP AFO flights will be the exclusive responsibility of each User submitting a request for travel. WFP AFO will consider any request for travel submitted by the designated users’ focal point(s) as a valid request from this entity/agency.
    3.       WFP AFO reserves the right to seek clarification and verification of details on lists of passengers submitted by users’ designated focal points, and will   ultimately decide on passenger/entity eligibility in consultation with the User Group Committee.
    4.       Users are requested to ensure that passengers booked and eventually authorised to travel on WFP AFO chartered helicopters have appropriate travel clearance - UN personnel are to have UNDSS Travel Authorisation and personnel staying in the field (for more than 1 day) are to have a valid MoFA Travel Permit .
  2. Criteria for Passenger Transport
    1.       Notwithstanding the priority criteria established in Section 2 above, WFP AFO is only permitted to carry passengers directly involved in humanitarian operations implemented in xxxx (country). This does not include family members and/or dependants of humanitarian staff. Any exception to this rule, appropriately justified, can only be authorized by the RC/HC, on a case by case basis.
    2.       For a passenger to be authorized to travel, his/her name must appear on the passenger manifest list. No passenger will be authorised to board WFP AFO aircraft without being properly manifested, and issued a ticket as this is against ICAO and aviation industry regulations.
    3.       All required travel documents such as visa and/or security clearances are the sole responsibility of the traveller.
    4.       At airports without proper screening facilities, manual inspection of luggage may be carried out by WFP AFO staff or representatives, and in any case WFP AFO staff or representatives might require opening and inspecting any item or piece of luggage, and reserve the right to accept/reject them for carriage. Passengers who do not comply with these procedures will be denied access to the flight.
  3. Bookings and Confirmation Process
    1.       Booking of passengers and light cargo/parcels can only be made by eligible user designated focal points either directly (in person) at the WFP AFO booking offices in xxxx (location ) or via email to <xxxxxxx . bookings@wfp.org>

The WFP AFO Booking office opening hours are:

MONDAY - FRIDAY: xx - xx

SATURDAY: xx - xx

SUNDAY: xx – xx or CLOSED

Bookings over the telephone will never be accepted

Both the passenger and cargo booking office are located at XXXXX Airport , XXXXXX Terminal, next to the XXX counter.

 

The Chief Air Transport Officer office is in (address)

Soft copies of all procedures, documents and forms can be found on:

http://www.xxxxxxxxx.org/xxxxx/

5.2.               Bookings must be received at least 48 hours prior to departure date, but not earlier than 14 days prior departure. All bookings should be confirmed by the traveller on the day before the flight.

5.3.          All bookings must be made through the Passenger Movement Request (PMR) or Cargo Movement Request (CMR) (ATM, Annexes C 11 and C 12).

5.4.          Bookings should be made preferably by email, if not possible, in person at the booking office . Both the passenger and cargo booking office are located at XXX Airport , XXXX Terminal .   The requestor will then receive an e-mail containing confirmation and ticket by return e- mail. Confirmation of bookings must be made 1 day before of the actual flight.

5.5.          The PMR must bear the official stamp of the requesting User, as well as the signature of one of the authorised focal points.

5.6.          In case of limited seat availability on a particular flight, WFP AFO reserves the right to confirm booking for a maximum of five passengers from the same User.

5.7.          WFP AFO will provide confirmation of booking, and booking reference number, within 48 hours of the submission of a PMR or CMR, and no later than 24 hours before the requested departure. Entities/agencies will be advised accordingly for passengers/cargo put on waiting list.

5.8.          Cancellation of confirmed bookings must be received by WFP AFO at least 24 hours before departure.

5.9.          WFP AFO reserves the right to cancel any scheduled flight and will inform confirmed passengers as early as possible. Any re-booking on a successive WFP AFO flight will require the submission of a new PMR.

5.10.     Passengers not listed on the manifest will not be authorized to travel, unless a specific , written authorization from the WFP AFO Chief Air Transport Officer (CATO) is provided.

  1. Evacuations
    1.       For medical (MEDEVAC) and security evacuations , WFP AFO can be reached by phone 24 hrs/day and 7 days/week at: xxxxxxxx
    2.       MEDEVAC and evacuation flights can only be undertaken according to applicable WFP AFO flight rules and restrictions, including Visual Flight Rules (VFR) conditions, daytime flights, etc. These regulations, however, should not prevent any individual or agency from requesting an evacuation, should the need arise.
    3.       WFP AFO aircraft are not equipped as air ambulances for medical evacuation. Nevertheless, stretchers can be accommodated in the aircraft. It will be the entire responsibility of the requesting User to ensure that all appropriate measures/equipment are taken / available for medical evacuation (e.g. ambulance at place of departure and destination, wheelchair, onboard medical assistance, medical visas/paperwork, etc.).

B. Information for Customers (Passengers )

  1. T ickets
    1.       Flight tickets can be collected at the XX counter before the flight, upon presenting the check-in staff their agency ID card, national ID card, passport or UNLP. If the reservations are done by e-mail; the requestor will receive final confirmation and ticket by e-mail.
    2.       Tickets are valid only for named person and shall not be exchanged or traded. It is the responsibility of passengers or agency to confirm passengers are manifested and to collect passenger tickets.
    3.       If you are delayed for your scheduled flight due to force majeure, provided you promptly advise us, we will at our discretion either refund in accordance with local WFP Aviation procedures or carry you at the earliest opportunity on another of our chartered flights on which space is available.
    4.       The ticket is at all times the property of the issuing carrier.
    5.       You are not entitled to board on a flight:
  •     Unless you present a valid ticket and are on the passenger list for that flight and all other unused flight coupons and the passenger coupon;
  •     If the ticket is mutilated or has been altered by others than authorized WFP Aviation staff.
    1.       If you are travelling with an electronic ticket you must provide valid identification and a valid electronic ticket must been issued in your name.
    2.       In case of loss or mutilation of a ticket, we will upon request replace such ticket by issuing a new ticket provided there is evidence that a valid ticket for the flights in question was issued.
    3.       In the case of loss or mutilation of a ticket that is fully refundable we may require you buy a new ticket, subject to refund and if and when we are satisfied that the lost or mutilated ticket has not been used before expiry of its validity.
    4.       A ticket is a valuable and you should take appropriate measures to ensure it is not lost or stolen.
    5. The validity of the ticket is in general limited to a specific flight, date and route. The ticket is valid only for the transportation shown on the ticket, from the place of departure via any agreed transfer or transit stops to the final destination.
    6. Please be advised that in the event you do not show up for any flight without advising us in advance, we may cancel your return or onward reservations. If you do advise we will not cancel your subsequent flight reservations.
  1. Check -in
    1.       Passengers must carry a valid photo identity card from their parent organisation or their UNLP, their flight ticket, and a copy of their security clearance to travel. Some XXXX security personnel at the Hubs still require passport and visa details, and therefore passengers are recommended to carry photocopies of the relevant pages of their passports . Local staff should carry their XXXX identity documents .
    2.       Passengers are requested to report to the WFP AFO Check-In counter at theXXX Check-In at XXXX Airport XXXX Terminal no later than one hour before the scheduled time of departure ( STD ). WFP AFO reserves the right to consider passengers reporting after cut-off time as 'no-show' passengers.
    3.       "Wait Listed " passengers will be allocated seats on a space available basis and according to their order of priority on the waiting list.
    4.       Check-in for passengers returning to XXX from the hubs will be undertaken by WFP AFO staff when and where they are present. Otherwise a member of the Hub staff or a member of the aircraft crew will perform the check-in duties. Please report to the WFP AFO staff or Hub staff in the morning of the day of the flight to XXX and he/she will inform you on the required check-In time at the Hub.
    5.       At airports/ airstrips without WFP AFO staff presence:

The Pilot-in-Command will perform the check-in duties on behalf of WFP AFO on locations without WFP AFO representation, in case of duplication of manifests at the outstations with conflicting information, the manifest presented by the Pilot-in-Command will be considered the latest amendment and therefore the valid manifest to be used.

  1. Passenger Luggage and Small Cargo/Parcel Services
    1.       The maximum allowance for carry-on luggage is fixed at 20 kg per passenger.
    2.       All excess baggage has to be pre-booked. Excess baggage weighting between 20 Kg and 30 Kg has to be requested to be transported by clearly mentioning this in the “Remarks” section on the Passenger Movement request (PMR) form. The excess baggage will be transported as requested, space and aircraft capacity permitting.
    3.       Eligible Customers may request the transportation of small cargo/parcels limited to 1.3 cubic meters and 30 kg per piece, using the Cargo Movement Request procedures described in the Cargo Procedures, Parts 15-23 . All cargo must be correctly labelled with weight, destination, consignor and consignee details.
    4.       Right to refuse carriage

WFP AFO may refuse to carry you or your baggage if we have notified you in writing that we would not at any time after the date of such notice carry you on our flights. We may also refuse to carry you if one or more of the following have occurred or we reasonably believe may occur:

9.4.1. The carriage of you or your baggage may endanger or affect the safety, health or materially affect the comfort of other passengers or crew;

9.4.2. Your mental or physical state, including your impairment from alcohol or drugs, presents hazard or risk to yourself, to other passengers, crew or to property;

9.4.3. You have committed misconduct on a previous flight, and we have reason to believe that such conduct may be repeated;

9.4.4. You have refused to submit to a security check;

9.4.5. You have not paid the applicable fare, fee, taxes or charges;

9.4.6. You do not appear to have valid travel documents, may seek to enter a country through which you may be in transit, or for which you do not have valid travel documents, destroy your travel documents during flight or refuse to surrender your travel documents to the flight crew when so requested; or if we have reason to believe that you will not be permitted to enter the country of your destination or any other country through which you may be in transit;

9.4.7. You present a ticket that has been acquired unlawfully, has been purchased from an entity other than us, or our contracted agents/handlers, or has been reported as lost or stolen, is a counterfeit, or you cannot prove that you are the person named on the ticket;

9.4.8. You have failed to comply with the requirements in article 2.8 above concerning coupon sequence and use, or you present a ticket which has been issued or altered in any way, other than by us or our contracted agents, or the ticket has been mutilated;

9.4.9. You fail to observe our instructions with respect to safety or security.

9.5.          Right to Search

For reasons of safety and security, we might request a search and scan of your person and a search, scan or x-ray of your baggage. If you are not available, your baggage might be searched in your absence for the purpose of determining whether you are in possession of or whether your baggage contains any item described in article 9 below. If you are unwilling to comply with such request we may refuse to carry you and your baggage.

9.6.          Checked Baggage

9.6.1. Upon delivery of your baggage WFP AFO will issue a baggage identification tag for each piece of your checked baggage.

9.6.2. Checked baggage must have your name and address affixed to it.

9.6.3. Checked-in baggage will whenever possible be carried on the same aircraft as you, unless WFP AFO decides for safety, security or operational reasons to carry your checked baggage on an alternative flight.

9.7.          Cabin Baggage

9.7.1. In general baggage that you carry onto the aircraft must fit under the seat in front of you or in an enclosed storage compartment in the cabin. If your baggage cannot be stored in this manner, or is of excessive weight, or considered unsafe for any reason, it must be carried as checked-in baggage.

9.7.2. Information about specified maximum dimensions and weight for baggage for our chartered carrier is available at the local WFP Aviation office, our chartered carrier or contracted handling agent.

9.8.          Special Assistance

9.8.1. Acceptance for carriage of unaccompanied children, incapacitated persons, pregnant women, and persons with illness or other people requiring special assistance is subject to prior arrangement with us unless otherwise required under applicable laws, regulations and orders.

9.8.2. Special assistance will be performed in accordance with the local WFP AFO procedures and the carrier’s standard operational procedures.

9.8.3. WFP AFO will not accept an unaccompanied minor if we, at the time of check-in, have reason to believe that we might fail to stop at the destination due to weather conditions or any other reason due to exceptional circumstances.

9.9.          Collection and delivery of Checked baggage

9.9.1. You are required to collect your checked baggage as soon as it is made available at your destination or stopover. Should you not collect it within a reasonable time, we may charge you a storage fee. Should your checked-in baggage not be claimed within three months from the time it is made available, we may dispose of it without any liability to you.

9.9.2. If a person claiming checked baggage is unable to produce the baggage identification tag, we will deliver the baggage to such person only on condition that he or she establish proof to our satisfaction his or her right to the baggage.

  1.                                                                                                                                                                                                                                                                                   Transportation of Dangerous Goods
    1. The transport of hazardous goods as per ICAO and IATA regulations is strictly regulated. The Dangerous Goods Regulations must be strictly adhered to by all personnel involved in preparing and booking consignments for travel on WFP AFO chartered aircraft.
    2. The hazardous cargo list includes but is not limited to the following categories of goods. If in doubt about the regulations applicable to any cargo or carried item, please contact WFP AFO Booking Office.

       Any type of fuel (Diesel/Jet-Al, Kerosene, etc.).

       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. Non-Safety matches are also prohibited.

       Any pressured cylinder whether full or empty. This includes cylinders used for cooking gas (propane).

       Various Medical supplies, which may contain dangerous chemicals.  (Conditions apply).

       Pharmaceuticals which may contain dangerous chemicals, e.g. acids (Conditions apply).

       Photographic supplies i.e. darkroom chemicals. (Prohibited).

       Refrigerators of the type that contain toxic gas or dangerous liquids. (Conditions apply).

       Repair kits which may contain dangerous goods: Cellulose paints, organic peroxides, etc. (Prohibited).

       Some medical items for scientific research i.e. unknown samples for testing may contain dangerous goods. (Prohibited unless identified).

       Swimming pool chemicals, water chemicals, which may contain   dangerous chemicals. (Prohibited).

       Toolboxes may contain explosives; compressed gases or flammable gases (Butane cylinders). (Prohibited).

       Motor Vehicle or generator batteries, only if dry. (Conditions apply).

       Heat producing articles e.g. battery-operated equipment such as underwater torches and soldering equipment, which, if accidentally activated, will generate extreme heat, are prohibited.

  1.   Conduct Aboard Aircraft

If in WFP AFO’s reasonable opinion you conduct yourself aboard the aircraft so as to endanger the aircraft or any person or property on board, or obstruct the crew in the performance of their duties, or fail to comply with any instructions of the crew including but not limited to those with respect to smoking, alcohol or drug consumption, or behave in a manner which causes discomfort, inconvenience, damage or injury to other passengers or the crew, you may be disembarked and refused onward carriage at any point, and may be prosecuted for offences committed on board the aircraft.

  1.   Administrative Formalities
    1. General

              You are responsible for obtaining all required travel documents, visas and security clearance and for complying with the laws, regulations, orders, demands and travel requirements of countries to be flown from, into or through which you transit.

12.2.     WFP AFO, shall not be liable for the consequences to any passenger resulting from his or her failure to obtain such documents or visas or to comply with such laws, regulations, orders, demands, requirements rules or instructions.

12.3.     Travel documents

Prior to travel, you must present all exits, entry and other documents required by law, regulation, order, demand or requirement of the countries concerned. We reserve the right to refuse carriage if you have not complied with these requirements, or your travel documents do not appear to be in order

12.4.     Refusal of entry

If you are denied entry into any country, you will be responsible to pay any fine or charge and for the cost of transporting you from that country. The fare collected for carriage to the point of refusal or denied entry will not be refunded by us

12.5.     Customs inspection

If required, you shall attend inspection of your baggage, by customs or by other government officials. WFP AFO is not liable to you for any loss or damage suffered by you in course of such inspection or through your failure to comply with this requirement.

  1.   Liability
    1. The liability of each carrier involved in your journey will be determined by the carrier’s own conditions of carriage.
    2. Any liability for damage will be reduced by any negligence on your part, which causes or contributes to the damage.
    3. If you wish to file a claim or an action regarding damage to checked baggage, you must notify us as soon as you discover the damage and latest within seven days from receiving the baggage. Such notification must be made in writing.
  2.   Safety Instructions for Helicopter Passengers
  • Smoking is not permitted in the cabin or on the helipad within 50m from the helicopter.
  • Passengers must always use seatbelts when on board.
  • Passengers are not permitted to move or walk inside the cabin during flight.
  • Passengers should be familiarized with the location and operation of the emergency exits and the danger of the rotor blades when evacuating from the helicopter.
  • Passengers should be familiarized with the location and operation of emergency equipment.
  • Passengers should be given a pre-flight safety briefing.
  • Passengers are not permitted to travel on a cockpit, jump or crew seat.
  • Passengers should be dressed appropriately: climate-appropriate clothing for an emergency landing.
  • Boarding is only permitted following approval of the crew.
  • Disembarking is only permitted following approval of the crew
  • Passengers embark and disembark the helicopter on the side indicated by the crew (the door should be open) and should approach with their bodies bent forwards. This ensures that the passengers remain visible to the crew while avoiding the tail rotor.
  • Steps can be high.
  • The ground below may be soft or slippery.
  • Expect heavy downwash from the rotors, loose articles and small stones can fly around.
  • Main rotor may be near the ground (if parked on or near a slope).
  • The tail rotor is always dangerous.
  • Exit and board one at a time, except children under 12 who must be accompanied by an adult.
  • Hold babies tightly, wind and downwash forces can blow them away.
  • Follow all security and safety instructions given by the ATO /AMO, the PIC or their representatives.

C. Information for Users (Agencies/Entities) of Cargo Service.  

  1.                                                                                                                                                                                                                                                                                   Cargo Movement Services

The WFP Aviation Field Operation (WFP AFO) Service is intended for the use of the humanitarian community engaged in relief operations, and operating with the agreement of the Government xxxxx . All cargo manifests are submitted to the Government for their scrutiny and approval. The movement of humanitarian cargo is the primary role of WFP AFO chartered aircraft in XXXX . WFP AFO XXXXX offers the following cargo movement services till xx/xx/xxxx.

15.1.     Hubs to Field Locations . The mainstay of the helicopter operation is the delivery of humanitarian cargo to field locations unreachable by road or boat, from the Hubs.

15.2.     XXXX to Field Locations . A service for the transport of limited quantities of high priority or high value cargo, intended to take advantage of possibly underutilised capacity on the early morning helicopter positioning flights. Limited to 1 Mt per helicopter.

15.3.     XXXXX to Hubs. Eligible users may request the transportation of small cargo/parcels limited to 1.3 cubic meters and 30 kg per piece, using the Cargo Movement Request form (CMR). All cargo must be correctly labelled with weight, destination, consignor and consignee details.

  1.                                                                                                                                                                                                                                                                                   Priorities
    1. First priority for the use of the air service is always given to Medical Evacuation (MEDEVAC) cases, Security Evacuations, aircraft safety and aircraft operating related cargo and personnel. Thereafter, priorities are established by the User Group on behalf of the HC. These priorities can change and are kept under constant review by the User Group. Current priorities are:
      1.    Equipment and supplies for aircraft ground handling and management of aircraft operations, when the destination is not reachable by surface means.
      2.    Spares, parts, consumables etc for AOG (Aircraft on Ground) operations in areas inaccessible by road.
      3.    Remainder as determined by the User Group, currently:
    •           Shelter;
    •           Food and seeds;
    •           WASH equipment / stores;
    •           Health equipment / supplies;
    1. However , properly authorised emergency requests will be given the highest priority, and may disrupt the regularity of the schedule and/or established priorities.
  2.                                                                                                                                                                                                                                                                                   Users' Responsibilities - focal points
    1. Each eligible User (UN agency, NGO or donor government) is required to fill out and submit to WFP AFO the Focal Point Assignment Form 9 (Annex C 13) , who will be authorised to make booking requests and cancellations on behalf of the entity/agency, with full names, titles, specimen signatures, email addresses and other contact details.
    2. The eligibility of transported cargo on WFP AFO flights will be the exclusive responsibility of each user submitting the transport request. WFP AFO will consider any transport request submitted by the designated user's focal point(s) as a valid request from this entity/agency.
    3. WFP AFO reserves the right to seek clarification and verification of details on lists of cargo submitted by users’ designated focal points, and will ultimately decide on eligibility in consultation with the User Group.
  3.                                                                                                                                                                                                                                                                                   Criteria for Cargo Movement
    1. All cargo is to be manifested and entered on an Air Waybill. Only cargo meeting the following criteria will be accepted:
      1. Only cargo for the sole use of users qualifying under the terms of section 1 will be transported
      2. Only cargo booked via the Cargo Movement Request (CMR) form (Chapter 5 ) will be accepted. Cargo not conforming to the description, weight, and volumetric dimensions detailed on the CMR, will not be accepted; nor will poorly packed or poorly labelled cargo be transported. The proper packing and labelling of cargo is the responsibility of the consignor. All cargo is subject to inspection by WFP AFO staff or its agents to ensure compliance with these and all other relevant instructions.
      3. The transportation of hazardous materials is governed by international conventions. Brief guidance is in ch apter 19 below. Further information is available on demand from the WFP AFO Cargo Booking Office, xxxx. Agencies are liable for any death or injury, or damage caused by such cargo.
      4. WFP AFO requires detailed information on any medical supplies presented for transportation.
    2. Neither WFP nor its agents will be liable for any loss or damage to cargo or baggage during storage, loading or transportation.
  4.                                                                                                                                                                                                                                                                                   Transportation of hazardous goods
    1. In the interests of passenger and crew safety, and to prevent damage to aircraft and / or other cargo, awareness of the risks associated with the transportation of hazardous goods is vital. The information contained in this section is extracted from the International Civil Aviation Organisation (ICAO) Technical Instructions for the Safe Transport of Dangerous Goods by Air.
    2. Customers wishing to move Dangerous Goods by air using the WFP AFO chartered helicopters must take the following steps before submitting a CMR:
      1. In accordance with ICAO regulations, identify any dangerous articles or substances.
      2. Limit the quantity contained in each package to the maximum allowable.
      3. Use the correct type of packaging.
      4. Mark and label each package in accordance with the regulations.
      5. Provide full details of the Dangerous Cargo to the WFP AFO booking office.
      6. Inspect each package for damage and/or leakage.
      7. Submit the shipper’s declaration specifying the type of dangerous goods, plus any available additional information as attachments to the CMR.
    3. Abbreviated List of Dangerous Air Cargo : The following is an abbreviated list of some of the more commonly encountered hazardous goods. If consignors have any doubts or questions, they should be addressed to the WFP AFO Cargo Booking Office, XXXXX.
      1.      Fuel is not authorised to be transported as cargo together with passengers.
      2.      Camping type stove, heaters and lamps containing flammable gas and/or liquids, and non-safety matches are prohibited.
      3.      Various medical supplies, which may contain dangerous chemicals Conditions apply.
      4.      Pharmaceuticals which may contain dangerous chemicals, such as acids. Conditions apply.
      5.      Refrigerators of the type containing toxic gases or dangerous liquids. Conditions apply.
      6.      Repair kits containing dangerous materials. Eg. Cellulose paints, organic peroxides etc. Conditions apply.
      7.      Some medical items for scientific research. Eg. Unknown samples for testing may contain dangerous substances (Prohibited unless identified).
      8.      Toolboxes: may contain explosives, compressed flammable gases, e.g. Butane cylinders. Conditions apply.
      9.      Motor vehicle or generator batteries. Only dry batteries can be accepted. Conditions apply.
      10. Any heat producing devices. Eg. Certain battery operated equipments such as underwater torches and soldering equipment can produce intense heat if accidentally activated.
    4. Due attention must be given to the strict adherence to these procedures by all personnel involved in preparing a consignment and booking it on a WFP AFO chartered aircraft.
  5.                                                                                                                                                                                                                                                                                   Pouch Service
    1. As an adjunct to the Cargo Movement Service, WFP AFO offers a pouch service between XXX and the Hubs for entitled humanitarian organisations. (See paragraph 1.1) In the course of cargo transportation operations, some space is being made available for the transport of a pouch – a small lockable or sealable bag, about the size of a small briefcase.
    2. Pouches are intended for important official mail or documents. Pouches must be properly packed, locked, and/or sealed, and signed by the authorising officer of the despatching organisation. They must be clearly addressed to a consignee and delivered to the WFP AFO Cargo Booking Office at XXX Airport , XXX Terminal , at the latest by 16:00 hours of the day prior to despatch.
    3. Pouches can be collected at the Hubs with the WFP AFO staff upon the arrival of the helicopter at the Hub. Pouches will only be handed over to the organization representative upon signature of the Pouch receipt form.
    4. The service is offered only between XXX and the Hubs, and since not every Hub is served every day, next-day delivery cannot always be guaranteed. The maximum acceptable weight of a pouch is 5 kg. Anything in excess of 5 kg has to be sent as cargo, using the Cargo Movement Request procedure.
    5. WFP cannot accept liability for the loss of, or damage to, pouches or their contents. The despatch of cash via the WFP AFO pouch service is prohibited.
  6.                                                                                                                                                                                                                                                                                   Bookings and Confirmation Process
    1. Booking of cargo can only be made by eligible entity/agency designated focal points either directly (in person) at the WFP AFO Cargo Booking office in Yangon , with the WFP AFO Air Movement Assistant in the Hub or via email to Airops.xxxxx@wfp.org
    2. The WFP HAS Cargo Booking office opening hours are:

MONDAY - FRIDAY: xxx - xxx

SATURDAY : xxx-xxx

SUNDAY: xxx (CLOSED )

Bookings over the telephone will never be accepted

 

21.3.     Bookings must be received at least 48 hours prior to transport date, but not earlier than 14 days.

21.4.     All bookings must be made through the Cargo Movement Request (CMR) form.

21.5.     Bookings should be made preferably by email, if not possible, in person at the WFP AFO Cargo Booking Office XXX or with the WFP AFO Air Movement Assistant in the Hub. The cargo booking office is located at XXXX   Ai rport , XXXX Terminal, .   The requestor will then receive an e-mail containing confirmation of booking.

21.6.     The Cargo Movement Request (CMR) form must be fully filled in and contain full cargo details and the exact volume and weight.

21.7.     The CMR must also mention additional to the name of the requested landing zone location, the GPS coordinates of the recognized Helipad or the GPS coordinates of the centre of the village the cargo has to be transported to, should there be no recognized Helipad close to the village.

21.8.     Confirmation of the transport will be done by the WFP AFO Cargo Booking Office, by e-mail by 10:00 hrs prior to the day on which the requested transport is to be tasked. Confirmation of the tasking can also be sought by calling the WFP AFO Cargo Booking Office XXXX on Telephone: aaaaaaaaa.

21.9.     The transport is only valid for the cargo mentioned in the Cargo Movement Request by the requesting agency.

21.10.                        The CMR must bear the official stamp of the requesting entity/agency, as well as the signature of one of the authorised focal points.

21.11.                        Cancellation of a cargo transport request must be received by WFP AFO as soon as possible, at least 24 hours before departure.

21.12.                        WFP AFO reserves the right to cancel any scheduled flight and will inform confirmed passengers as early as possible. Any re-booking on a successive WFP AFO flight will require the submission of a new CMR.

21.13.                        Cargo not listed on the cargo manifest will not be authorized to be transported, unless a specific , written authorization from the WFP AFO Chief Air Transport officer is provided.

  1.                                                                                                                                                                                                                                                                                   Cargo Movement
    1. Confirmation of the tasking of a WFP AFO chartered helicopter flight to execute the requested transport will be done by e-mail by 10:00 hrs on the day prior to flight.
    2. Cargo transport from the Hub to the Field Locations :
      1.      Upon receipt of the flight confirmation, the requesting User is to preposition its cargo near the Hub Helipad by Close of Business ( COB ) on the day prior to the flight.
      2.      A representative of the User must be present at the Hub Heliport at least 30 min before the estimated time of arrival ( ETA ) of the helicopter.
      3.      The User is responsible, under the supervision of the WFP AFO Air Movement Assistant and the helicopter air crew, for the loading of the helicopter.
      4.      Cargo not listed on the cargo manifest will not be authorized to be transported, unless a specific , written authorization from the WFP AFO Chief Air Transport officer is provided.
      5.      The representative of the User (agency) must sign the Air Way Bill summarizing the transport of the user’s cargo.
      6.      The user is responsible, under the supervision of the WFP AFO Air Movement Assistant and the helicopter air crew, for the off-loading of the helicopter.
      7.      The User will designate a recipient or send a representative with the helicopter to oversee the off-loading at the Field Station. This agency representative will sign the Air Way Bill confirming the delivery of the cargo at the requested location.
      8.      No change of tasking is to be done without prior approval from the WFP AFO Chief Air Transport officer.
    3. Cargo transport from Yangon Airport to the Field Locations
      1.      A service for the transport of limited quantities of high priority or high value cargo, intended to take advantage of possibly underutilised capacity on the early morning helicopter positioning flights. The amount of cargo that can be transported from XXX Airport directly to the Field Locations is limited to 1 Mt per helicopter.
      2.      Upon receipt of the flight confirmation, the requesting user is to preposition its cargo to Yangon Airport the day prior to the flight.
      3.      The User is to bring its cargo before 12:00 Hrs on the day prior to the flight to XXX Airport, XXX Terminal and call the WFP AFO Cargo Booking Office on aaaaaaa once the truck is at the XXX Airport, XXX Terminal.
      4.      The User is to communicate to the WFP AFO Cargo Booking Office, p rior to the arrival of the truck, the truck driver ID and confirm the cargo to enable WFP AFO to organize the necessary clearances for the truck to enter the airport air side for off-loading of the cargo into the WFP AFO contracted warehouse.
      5.      Cargo not listed on the cargo manifest will not be authorized to be off-loaded, unless a specific , written authorization from the WFP AFO Chief Air Transport Officer (CATO) is provided.
      6.      WFP AFO will organize the loading of the helicopter in XXX and transport the cargo to the Field Location on the agreed day.
      7.      The agency is responsible, under the supervision of the WFP AFO Air Movement Assistant and the helicopter air crew, for the off-loading of the helicopter in the Field Location.
      8.      The agency will designate a recipient or send a representative with the helicopter to oversee the off-loading at the Field Station. This agency representative will sign the Air Way Bill confirming the delivery of the cargo at the requested location.
      9.      No change of tasking is to be done without prior approval from the WFP AFO Chief Air Transport officer.
    4.   Cargo transport from XXX Airport to the Hubs
      1. Eligible Users may request the transportation from XXX Airport to the Hubs of small cargo/parcels limited to 1.3 cubic meters and 30 kg per piece. All cargo must be correctly labelled with weight, destination, consignor and consignee details.
      2. Upon receipt of the flight confirmation, the requesting User is to preposition its cargo to XXX Airport the day prior to the flight.
      3. The agency is to bring its cargo before 12:00 Hrs on the day prior to the flight to XXX Airport, XXXX Terminal and call the WFP AFO Cargo Booking Office on aaaaaaaaa once the cargo is at the XXXX Airport, XXXXX Terminal.
      4. The agency is to bring the cargo to the XXX counter for handing over to the WFP AFO contracted handling agent, XXX .
      5. Cargo not listed on the cargo manifest will not be accepted by XXX , unless a specific , written authorization from the WFP AFO Chief Air Transport Officer (CATO) is provided.
      6. WFP AFO will organize the loading of the helicopter in XXX and transport the cargo to the Hub on the agreed day.
      7. The User is responsible, under the supervision of the WFP AFO Air Movement Assistant and the helicopter air crew, for the off-loading of its cargo in the Field Location.
      8. The User will designate a recipient or send a representative to the Hub to accept the cargo and to oversee its off-loading. This user representative will sign the Air Way Bill confirming the delivery of the cargo at the Hub.
      9. No change of tasking is to be done without prior approval from the WFP AFO Chief Air Transport officer.
  2.   WFP AFO Contacts

Cargo Booking Office:

e-mail: Airops.xxx@wfp.org

Telephone : aaaaaaaaa

The cargo booking office are located at XXXX Airport , XXXXX Terminal.

 

The Chief Air Transport Officer (CATO) office is in UN Offices - XXXXXXXX

Soft copies of all procedures, documents and forms (Cargo Movement Request, Air Way Bill, etc) can be found on:

http://www.logcluster.org

 

 


[1] A User is an Agency or Entity that is member of the User Group and allowed to use the WFP AFO services under the conditions determined by the User Group and the WFP AFO SAOPs.