Standard Operating Procedures – CBM vehicles

Standard Operating Procedures

(SOPs)

Vehicles

CBM Ethiopia Country Office

Addis Ababa

April 2020

CBM CRISIS HOTLINE: +49 6251 131 555

CBM AFE RH CRISIS HOTLINE: +254 731 777 327

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Standard Operating Procedures – CBM vehicles

Table of Contents

1. Introduction..............................................................................................3
2. Types of vehicles.......................................................................................5
3. Use of CBM Vehicles...................................................................................5
4. Vehicles booking........................................................................................5
5. CBM Drivers rules and regulations................................................................5
6. Maintenance and Servicing..........................................................................6
7. Communication and reporting......................................................................7
8. Vehicle Security and Safety.........................................................................8
9. Trip planning, preparation and implementation..............................................8
10. Accidents, accidents-reporting and Emergency Road Service..........................9
11. Theft and Loss.......................................................................................10
12. Code of Conduct.....................................................................................11
Annex 1: Driving Code for Ethiopia..............................................................12
Annex 2: Defensive Driving Techniques........................................................13
Annex 3: Travel Tracking Form...................................................................16
Annex 4: Vehicles Checklist........................................................................18
Annex 5 Incident Report............................................................................21
Annex 6 Contingency Plan Incidents............................................................23

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Standard Operating Procedures – CBM vehicles

Date of SOPs: - April 2020

Author: - Country S&S Management Team (CSMT)

Relevant recipients: - CBM International and National Staff

- External visitors travelling to Ethiopia
1. Introduction

The purpose of this Standard Operating Procedures (SOPs) is to set forth best
procedures which promote efficient, effective and maintain acceptable standards of
proficiency and safety operations of CBM-owned motor vehicles in the Country
Office. In addition, all employees are reminded that most vehicle accidents are
preventable and accidents cost money though the insurance pays most direct costs
of this accidents the organization pays indirect costs, this indirect costs may
include, increased premiums, loss of vehicle use, vehicle replacement costs, loss of
employee(s) productivity due to injury which may affect CBM fiscal operations.

Applicability

These SOPs apply to the CBM Ethiopia CO, Casuals, Volunteers, Consultants,
Interns, Member Associations (MAs), Donors and guests to whom one of these CBM
offices is formally a host. In line with CBM’s equal opportunities employment
principles additional S&S measures may be required for a number of our staff in line
with their individual ability or disability

Individual Responsibility of Staff - While CBM is responsible for S&S

management in each country in which we operate, each employee must accept
responsibility for the impact of their own behavior – on or off duty - on their
individual security as well as the security of the CBM team, its mission and the
overall humanitarian effort. It is very important that each CBM employee
understands and accepts this responsibility, and understands why failing to adhere
to security and behavioral protocols can put other members of the team at risk
which could lead to dismissal or other disciplinary action.
Responsibility of Visitors - Visitors coming to or travelling in Ethiopia are
required to abide by the S&S SOPs for the Country. They must follow the advice
and instruction provided to them by the CO. When CBM IO visit the country for
programme work and decide to add some extra time for travel for personal reasons
(holiday in the country or visit friends) they are required to abide by the S&S advice
and restrictions provided by CBM. It is recommended they inform the Security Focal
Person and or Country Director where they are going and where they can be
reached so that in case of a Crisis CBM can respond if necessary.

Weapons – CBM has a strict ‘no weapons’ principle for all staff, which includes
firearms, clubs, knives or any other physical items that could potentially cause
injury. The use of weapons is very much seen to increase vulnerability rather than
reducing it.

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No Ransoms - While CBM will do everything ethically possible to secure the

release of detained or kidnapped staff, CBM will not pay ransoms for the release of
kidnapped staff.

Discipline - Failure to follow clearly communicated S&S rules is a disciplinary

matter. Staff who do not follow organizational protocols or act in a way that puts
themselves or others at risk will be subject to disciplinary action up to and including
dismissal. This includes professional as well as personal behavior whilst employed
by CBM.

No Right to Remain - CBM has the right to withdraw staff from situations that are
considered to be too dangerous. Decisions like these are not made lightly and will
be based on information from in- and external sources. Staff are obliged to obey
those instructions provided to them by/through their line manager. Should staff
anyway decide to not follow the decision to evacuate, they will be required the sign
a document waiving CBM’s responsibilities for their safety & security. Staff must
know that refusal to follow evacuation orders may have contractual consequences.

Evacuation - In the event of a security evacuation, CBM will immediately seek to

get staff to a safe place and seek to repatriate people or reassign them. In the case
of repatriation, CBM will assume responsibility for the return of staff to the point of
hire or to the address of record. Beyond this, CBM cannot assume responsibility for
the evacuation of national staff or their families. To the extent that resources,
fairness, and legality permit, CBM may attempt to relocate staff for reasons of
security.

Primacy of Life - While CBM staff are expected to exercise all due care and
diligence to protect the assets with which our donors entrusted us, CBM staff should
in no instance put their lives at risk in order to protect property or assets.

Confidentiality - Whereas in any complex crisis management situation several

different stakeholders are involved, it is of vital importance that all parties respect
the principle of confidentiality and share information on a ‘need to know’ basis only
with those directly involved. A breach of this principle could result in an escalation
of a crisis situation and lead to further risk to CBM staff. Besides that it can also add
further trauma to people directly affected.

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2. Types of vehicles

The following types of vehicles are in use at CBM:

 Pool Vehicles: These vehicles are used for running office errands and for
project visits.
 Designated Vehicles: These vehicles are designated to Co-workers but are
also used for office errands and projects visits as and when required.
 Hired Vehicles: These vehicles are leased on need and may be used in cases
where we need a vehicle for short periods or in cases where the current fleet
cannot address the demand at a particular time.

3. Use of CBM Vehicles

Only CBM authorized vehicle drivers and staff with a valid driving license are
allowed to drive CBM owned and hired vehicles while conducting the organization
operations with the authorization of the Country Director. CBM vehicles are
available for conducting CBM operations only, personal use of the organization
vehicles is prohibited unless with authorization from the Country Director.

4. Vehicles booking

CBM vehicles are generally available for use within the official working hours (8:00
AM to 5:00PM) and any other time, when required, prior to authorization from the
Country Director. Vehicles should be booked advance, submitting a request to the
Administration Officer. In case of field trips, a Travel Tracking Form (TTF) has to be
filled by the Team Leader. The request has to be filed at least 48 hours in
advance, to allow proper arrangements.

5. CBM Drivers rules and regulations

CBM drivers are responsible for inspecting CBM vehicles assigned before and after
operation. Any defect discovered during these inspections or while driving should be
noted and reported to the Administration Officer immediately. CBM drivers will note
the problems in the Vehicle inspection check list available at CO level. Any
deficiency that would cause further damage to the vehicle, render it unsafe or
present hazard should be reported and the vehicle should not be driven until
necessary repairs are completed.

CBM drivers and all persons authorized to drive CBM vehicles should always fill in
the vehicle logbook to show the following:
o Date of use;
o Time in/out;
o Purpose for which the vehicle was used including locations;
o Kilometers travelled (initial and final reading)

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CBM drivers should provide a record of vehicle use and the logbook should always
be forwarded to the Administration Officer for signature on weekly basis for pool
vehicles and designated vehicles.

CBM Drivers and all persons authorized to drive CBM vehicles on a daily basis
should check the following:
o Oil, Water, coolant, brake/steering/transmission and battery fluid levels;
o Warning lamps, instrument panel especially the fuel gauge;
o Headlights, tail lights and indicators;
o Seatbelt condition and operation;
o Vehicle tools, jack, spare wheel and accessories;
o Horn;
o Mileage (service record book);
o Physical external check (Tyres condition of body work, oil leaks);
o Operation of steering and condition of breaking system.

CBM Drivers should arrange weekly plans with the Administration Officer, to be
submitted to the Country Director for approval.

CBM Drivers and all persons authorized to drive CBM vehicles should adapt good
driving practice at all times in order to keep the car in good condition and must be
cautious while driving in order to avoid any incident.

CBM Drivers and all persons authorized to drive CBM vehicles should at all times
respect traffic regulations and should not engage into dispute with traffic police
officers.

CBM Drivers and all persons authorized to drive CBM Vehicles follow the rules of the
road and all related laws and regulations and adopt an extra cautious and respectful
behavior towards other drivers and pedestrians.

CBM drivers are not allowed to drive more than 8 Hours per day and should take
adequate breaks during driving. When on long distances involving night out CBM
Drivers should be given proper accommodation.

6. Maintenance and Servicing

Regular maintenance is the first and most important aspect of a good maintenance
system. It prevents breakdowns and discovers minor faults in the mechanical
condition of a vehicle before they become major repairs. The following components
are a guideline of what parts on the vehicle should be checked before drivers
embark on their daily errands:
a) Oil, water, coolant, brake/steering/transmission and battery fluid levels;
b) Warning lamps, instrument panel especially the fuel gauge;
c) Headlights, tail lights and indicators;
d) Seatbelt condition and operation;
e) Vehicle tools, jack, spare wheel and accessories;
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f) Horn;
g) Mileage (service record book);
h) Physical external check (Tyres’ condition of body work, oil leaks);
i) Operation of steering and condition of breaking system.

CBM Drivers will ensure that each vehicle has:

a) Heavy-duty jumper cable;
b) Spare fuses;
c) First aid kit and fire extinguisher;
d) Safety Triangles.

CBM Drivers will fill the Vehicles’ Checklist (Appendix 4) on weekly basis and file it
in appropriate location, after approval from the Administration Officer.

CBM Drivers shall monitor all vehicles and take them for servicing in an authorized
garage once they obtain the relevant mileage as recorded by the service agent on
the last service or when there is an urgent need to take the vehicle to the garage
due to an unforeseen need. A record of the servicing schedule should be recorded
in the vehicle’s travel book. The AA will regularly check that such notes are duly
included in the log books.

The Administration Officer will inspect the vehicle’s travel book before signing of
any Local Purchase Orders for servicing or repairs.
a) CBM Drivers have the responsibility to report any service repair need to
the Administration Officer in a timely manner should they observe the
above when driving a vehicle;
b) Vehicles used for longer trips should be taken for a trip check before and
after a long distance project visit;
The Administration Officer should ensure that valet cleaning is done twice a year for
each vehicle. He/she should also ensure that drivers clean the pool vehicles twice a
week or and when necessary.

7. Communication and reporting

During any field visit, the Team Leader and the Driver should ensure they have the
appropriate communication gadgets e.g. mobile phones or Thuraya satellite phones
which have the main networks and enough airtime. The team leader should make
sure that there is a communication plan in place and to do this effectively the
following must be observed:
o the Team leader should provide a communications plan detailing what time
the vehicle will make its first local report;
o subsequent reports should be made when the team changes location.
In any kind of incident i.e disappearance or any kind of theft of car accessories
should be reported to the Country Security Management Team (CSMT) Tracking
Officer and to the Administration Officer as soon as possible.

8. Vehicle Security and Safety

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CBM Drivers should always drive with seat belt fastened and also ensure that all
passengers fasten their seat belt before the start of the journey. The Driver should
always lock all doors of the vehicle everywhere at all times and when left
unattended must have the keys removed from the ignition, the handbrake set and
vehicle completely locked. The Vehicle should be parked in a safe area at all times.

CBM Drivers should always be on their guard, be aware of their surroundings

particularly when approaching any area which might present a hazard checkpoints
or roadblocks, children parks, intersections, other traffic entering his/her line of
travel from either sides of the road, other vehicles backing on the blind sections or
squeeze-play possibilities.

CBM Drivers should not drive into a road if he is aware of possible dangers or try to
force a roadblock or barricades set up by demonstrators. CBM Drivers should
account for everything or any contents in the vehicle e.g. packages or cargo and
should always comply with request from uniformed police officer to search the
vehicle. CBM Drivers should always accompany the searcher to make sure nothing
is planted.

CBM Drivers handling the trip should gather as much information as possible on the
security on the area of operation and have an idea of where the nearest police
station is located in case of an emergency and in addition no advance information
should be shared to outsiders about the trip plans, the route to use, stops to make
or where to spend the night.

CBM Drivers and passengers in the car must always have the necessary
identification documents and should produce them if requested to do so and should
always be polite, calm and very cooperative.

The documents are as follows:

o Passport for Foreigners;
o Identification Card for Nationals;
o Valid driving license for drivers;
o CBM staff ID.

9. Trip planning, preparation and implementation

When doing a trip booking all bookings should be accompanied by the Travel
Tracking Form shared with the Administration Officer and the CR for approval. The
Team Leader (person booking the trip) should liaise with the CBM Driver assigned
for the trip to agree on the possible route to use, stops to be made for meals and
breaks along the way and communication with the Country Office.

The Team leader should make sure that they have possible emergency contact
information along the routes i.e rural police telephone numbers/locations.

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When any staff is arranging for a field trip they should ensure when making booking
for hotel accommodation that there is a safe location for parking to ensure the CBM
vehicle is securely parked.

The Team Leaders should plan their journey and keep within the timing restrictions,
which are:
o No travels after 18:00hrs/darkness outside of the main towns except in an
extreme emergency with an authorization from the Country Director or the
Administration Officer.
o In case of a de-tour or change of the main route of the trip for official
purposes or security reasons the team leader or the driver should inform the
CSMT Tracking Officer and give reasons for the change.
o ONLY CBM drivers are authorized to drive CBM vehicles while on trips and
nobody else should do so without prior authority from the Country Director or
the Administration Officer.

10. Accidents, accidents-reporting and Emergency Road Service

All CBM drivers should be fully conversant with the organization practices and
procedures that relate to accidents, accident prevention, and behavior at the scene
of accident, supervisory notification and required documentation. Traffic and
vehicle-related accidents are the major cause of injuries and fatalities. Driving in
unfamiliar and sometimes difficult conditions, or where traffic laws are different can
increase the likelihood of an accident.
Traffic accidents involving CBM staff can be minimized by implementing safe driver
training and other precautions, but they can never be avoided entirely. When an
accident is mishandled, it can quickly change from an unfortunate occurrence into a
security risk. In extreme situations, it can trigger violence or threats of retribution.

The following tips should be observed:

1. In case of an accident don’t panic, be calm, assess the attitude and actions of
the bystanders at the scene to ensure that by staying the staff and contents
in the vehicle are not going to be at risk but if the safety of the vehicle,
passengers or cargo is at risk swiftly drive to the nearest police station report
the matter and be very cooperative.
2. Immediately inform the CSMT Tracking Officer and the Administration Officer
of a breakdown or accident and keep them updated on all actions you are
taking.
3. If approaching an accident scene involving others, consider safety and
security first taking care not to become involved in another accident while
watching or trying to help.
4. Always be aware of the risk of bogus accidents staged for you to stop and be
robbed or injured.
5. If a CBM vehicle becomes inoperative due to mechanical failure or an
accident no CBM staff should authorize repairs to an inoperative CBM vehicle
unless the Administration Officer authorizes such a repair. Whenever, it is
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both feasible and safe for the driver of the inoperative vehicle shall remain
with the vehicle until the tow truck arrives and make sure the vehicle is
towed to the designated garage
6. The Team Leader and the CBM Driver shall also determine a safe, cost
effective means for the passengers to complete their travel or return to the
Country Office and communicate it to the CSMT Tracking Officer and the
Administration Officer.
7. In case of an accident or the vehicle become inoperative CBM Driver should
make sure the vehicle is secured with all possible precautions taken to
prevent theft or vandalism and under no circumstances should a vehicle be
left along the highway or in any area where vandalism would be easily
accomplished.
8. Fire extinguishers are provided in each CBM vehicle. CBM Drivers must be
conversant with the following fire prevention tips:
- Keep multipurpose dry powders or foam spay extinguisher conforming to
a recognized international standard in all vehicles;
- Do not overfill vehicles with fuel in hot weather, wipe any excess/spillage
of fuel;
- Keep the vehicle clean and free from any flammable materials such as
rags etc;
- Any smell of fuel should be reported immediately. Drivers are requested
to conduct routine checks for leaks underneath the vehicle.
In event of a fire in a CBM Vehicle, the CBM Driver should observe the following
procedures:
- Stop the engine and isolate the vehicle;
- Get all passengers out of the vehicle
- Release the bonnet/catch but do not open it;
- Move everybody away from the vehicle and stay away;
- Summon emergency services;
- Warn oncoming traffic, divert if necessary;
- If it is safe, attempt to extinguish the fire with dry powder or foam
extinguisher;
- If the fire is coming from the engine, do not open the bonnet but try to
aim the dry or foam power through the radiator grill, or under the edge of
the bonnet, always use extreme caution and if in doubt do not attempt to
tackle the fire. Never use water on an engine fire as it can spread the
burning of fuel;
- A comprehensive first aid kit is provided in each CBM Vehicle.

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11. Convoys

When travelling in a Convoy, please observe the following:

 Travelling by convoy should be in two or more vehicles.
 Each vehicle should identify a leader as well as an overall team leader to follow
regarding all safety issues.
 The team should use a pre-planned intended route, have an alternative route,
and ask local authorities about the feasibility of those routes.
 The team leader organizing the trip should leave behind a description of the
intended and alternate routes and expected arrival times with the Security
Focal Point Person at the Regional Office or Country Office.
 The convoy should maintain communication between vehicles, ideally via radio,
particularly between the lead and rear vehicles. The team should also agree on
manual signals in the event of radio failure.
 The team leader should not transmit the names of destination and convoy
routes when communicating by radio; use code words.
 If required to turn back, start with the last vehicle first, and drive in reverse
until it is safe for all vehicles to turn around.

12. Theft and Loss

CBM Drivers or those authorize to drive CBM vehicles are responsible for the
security of the vehicle assigned to them and all its contents. They are to ensure
that they take the following precautions against theft:
- Where possible always park in a public place, which is well lit at night;
- Lock all vehicle doors and windows;
- Property whether CBM’s or personal should not be left in the open where
they might tempt theft. The driver should ensure that property is hidden
from sight;
- Report theft or vandalism of any CBM vehicle to the local police immediately.
- Call the Finance and Administration Officer immediately to report the theft or
vandalism.

13. Code of Conduct

It is strictly forbidden:

 To operate a CBM vehicle when under influence of alcohol or illegal

substance.
 to operate a CBM vehicle to commit a felony or transport weapons or drugs
or any other illegal item.
 To make a false accident report or fail to report an accident.
 To drive careless or reckless.
 To drive a CBM vehicle drive while license is suspended, revoked or expired.
 To smoke while driving
 Use a mobile phone while driving.
 To drive while in an emotional state, ill or in a state that could compromise
your safety and safety of others while driving.
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CBM Drivers and persons authorized to drive CBM vehicles should note that they
are engaged in an activity that represents the organization to the general public
therefore they should remember how it is to convey a positive, professional image.
To help accomplish this important task in a responsible manner everybody is
expected to know and comply with all applicable traffic rules and regulations and
organization policies and practice safe driving attitude, unsafe or aggressive driving
can create a negative public impression to the organization and can result in bodily
injury, death or property damage.

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Annex 1: Driving Code for Ethiopia

Some of the basic rules:

1. Keep right unless overtaking this is major rule of the road but there are
exceptions:
 When Overtaking.
 When turning right at the next turn
 When altering the course.
 When avoiding hazard.
2. Emergency Vehicles - Fire services vehicles and ambulances are to be
allowed free passage and drivers of all other vehicles should move their
vehicles to the side of the road to do so.
3. Pedestrians - Pedestrians have a right of way at uncontrolled pedestrian
crossings.
4. Parking - When parking the vehicle make sure that it does not cause any
danger, obstruction or inconvenience for other road users.
5. Identification - Any person driving the vehicle should always have
his/her Driving license and should be produced on demand by any uniformed
police officer.
6. Speed Limits – Drivers should also respect the speed limits for Ethiopia
as follows:-
A. 30/5O km/h in town and urban areas or built up areas.
B. 80 km/h on the main road (un-surface)
C. 120 km/h on the Toll roads/Ring roads/Highways.
Drivers are requested, to adapt the speed to the driving conditions and also
respect the security distances with the vehicle in front.

PLEASE NOTE

We are all human and we all make mistakes once in a while, accepting that you
have made a mistake can often be the first step to avoiding prosecution, if your
attitude is reasonable and polite then you will not create immediate antagonism
between yourself and the police, rude, threatening, uncaring or any other negative
attitude will almost certainly result in the Officer booking you.

Usually when you are stopped keep calm and listen to the officer, cooperate with
the officer a reasonable attitude is the most simple and straight forward route to
persuading the officer to take a lenient approach if you have made an offence.

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Annex 2: Defensive Driving Techniques

Defensive driving involves awareness, planning, anticipation and

maintenance of control. This entails driving with responsibility, care,
consideration and courtesy. To ensure that all of these are achieved you must
incorporate the following 15-point driving safety plan, this will not only improve
your driving technique, but it will also make you more aware whilst driving:
 Never drive when tired or under the influence of alcohol or drugs of any kind;
 Obey traffic signals, signs, road markings, and traffic police and adhere to
speed limits
 Don’t presume your intentions are clear to other without indicating what they
are;
 Use your mirrors and signals, before turning, overtaking, slowing down or
stopping
 Wear your seatbelt and ensure that all passengers do the same;
 Keep in your lane, don’t monopolize the road by driving too far towards the
centre line;
 Don’t rely on your vehicle horn to clear your path, slow down before your
approach the hazard;
 Avoid being distracted, keep your eyes on the road at all times;
 Overtake only if the road ahead is clear and safe to do so;
 Always slow down your speed when passing stationary vehicles that are
discharging passengers;
 Always be prepared for pedestrians to cross the road particularly in built up
areas;
 Be ready to give way at any time in order to prevent accidents;
 Adjust your speed to varying road conditions;
 Take extra care when reversing; use a guide to assist if you can’t see behind
 Park with care and consideration, avoiding bends in the road, junctions and
brow of hills.

Driving in adverse conditions.

Bad Weather driving.

During wet conditions and storms, particular attention should be paid to the
following:
- Adjust your speed to the existing conditions;
- Follow other vehicles at a safe distance, remembering that stopping distances on
wet roads are considerably increased;
- In an emergency apply the brakes by using a light pumping action to avoid
skidding;
- Signal your intention to stop or change direction, well in advance;
- Consider using lights and double indicators in case of reduced visibility
- Always look out for debris washed on the road surfaces such as rocks, mud and
leaves.

Night or Poor visibility

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Night driving presents very different challenges from driving during the day. At
night without the color and contrast of the day vision and depth perception are
significantly impaired.

During hours of darkness or in fog, vision is greatly reduced therefore, reduce your
speed accordingly and to such an extent that you will be able to stop your vehicle
safely and under control.
1. If your vehicle have fog lights make sure they are on when driving through a
fog and never use a high beams when its foggy they will reduce your own
ability to see and May temporarily blind other drivers.
2. When driving in the darkness make sure you put your lights on dim to allow
clear visibility to the oncoming vehicles.
3. Adjust your rear view mirror to avoid the reflection of other vehicles
headlights most cars have day/night rear view mirrors that can be tilted
easily to reduce the glare.
4. Avoid using your vehicles interior light while driving at night if you need to
check anything pill over to the side of the road first.
5. Keep your eyes moving, watch for flashes of light at the top of hill, road
bends and intersections that may indicate the headlights of other cars.
6. Increase your crash avoidance space to make it easier to spot potential
hazards and give you more time to respond.
7. Night time driving requires lots concentration which can be tiring, to prevent
fatigue take frequent breaks to give your eyes a chance to recover.

Shallow Water

When you drive through shallow water or very large puddles, reduce your speed to
avoid splashing water into the brake drums, engine, ignition system or the exhaust
system.

Cross Country Driving

Cross-country driving requires proficiency in the use of gears, anticipation of the

ground ahead and good vehicle maintenance. The following information for cross
country driving are intended as a guideline:

WHEN AND HOW TO PUT YOUR VEHICLE IN A FOUR-WHEEL DRIVE.

Often there will be times when you and your 4x4 off road vehicle will be put in a
position where you will need to engage four-wheel drive so it’s always a good idea
to know how to operate your vehicle and choose the appropriate setting for the
drive when the weather takes a turn for the worst.

This set up uses a transfer drive to the rear differential only or both front and rear
differential simultaneously you will recognize this capability by the labels 2H, 4H
and 4L either next to stumpy transfer lever or on a dash or control switch.

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2H is used for normal road driving but some vehicles may be constant 4WD in
which case they won’t have the 2H option.
4H is used for normal speed driving but for when you need extra traction
these situations might include, dirt roads or hard packed sand, both front and
rear wheels are engaged in high range using the same gear ratio as 2H for
normal driving speeds, the front wheels aid in traction making the vehicle
more stable on loose surfaces.
4L is for when you need maximum traction and maximum power on sharp
inclines and declines, heavily rutted tracks, deep mud, loamy sand and
extreme rocky surfaces. 4L State the wheels turn much more slowly per
revolution than they would in high range resulting in slower road speed but
higher torque which assists with traction and steep ascents.

If your 4WD vehicle has manual locking hubs located in the center hub of the front
two wheels you will have to engage them when you are using either 4H or 4L
engaged the front axles won’t drive unless the hub is in the lock position.

Another important factor in traction is matching tire pressure to suit the terrain, in
poor traction lowering tire pressure will balloon the tire ad increase its footprints on
the track surface so always keep a good quality air compressor and tire gauge in
your vehicle. Normal tire pressure for most large 4WDs is around 38psi but always
check the manufacturers recommended tire pressure usually found in a sticker you
will see it when you open the driver side door but mostly if the surface is heavily
corrugated, sandy or dusty lower the pressure to 30psi.

The next time you venture off road put these tips into action as soon as you
encounter adverse conditions not after you have lost traction, engaging 4WD at the
right time and adjusting tire pressure to suit the terrain can prevent you from
having to dig your way out of a trench or a rough terrain and possibly save you big
bucks by preventing damage to the vehicle. Also it’s good to note that using 4WD
system in a vehicle regularly may result in lower gas mileage so only use it when its
appropriate.

Do not drive through dust clouds raised when following vehicles, maintain a safe
distance of at least 30 meters between each vehicles as this will allow for a clear
vision ahead. Try to remain on hard surfaces whilst driving across country.

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Annex 3: Travel Tracking Form

CBM Country Office – Addis Ababa

Should you have digital forms detailing your hotel reservation(s), you can attach these to your travel tracking email
thus saving time (and avoiding possible typing errors) in sharing your travel tracking information.
Date: ____ / ____ / __________

Name of Team Leader: ____________________ Position within CBM _______________________

Final Destination: __ _____ Tel. during travel: _______________________

Purpose of the trip: __________ N. of days: _______________________

Projects to be visited: ____________________ Travel cost source: _______________________

Contact numbers of other passengers: ___________________________

Detailed travel plan

Date Destination From To Accommodation Passengers

PAGE 1 / 2

TO BE FILLED BY THE ADMINISTRATION

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Date: __ / __ / ____

Vehicle plate N.: _________________________ Vehicle Model: _________________________

Driver identified: _________________________ Thuraya delivered: YES NOT
Vehicle checked: YES NOT Fire exstinguisher: YES NOT
Grab bags: n. ___ NOT First Aid Kit: YES NOT

Travel advance: ETB / USD / EURO ________________________________________________________________

FOR RENTED VEHICLES

Rental company: __________________________ Vehicle plate N.: _________________________

Vehicle model: __________________________ Driver Name: _________________________
Driver ID: __________________________

Name Signature Obtained relevant security update

(if applicable to destination)
Team Leader Use appropriate preventative medical care
(e.g. vaccinations, prophylaxis)
Administration Carry CBM Internal Crisis Hotline card
Line Manager Have travel health insurance
Insurance Name/contract number:      
Telephone number:      

CSMT Tracking
Officer

PAGE 2 / 2

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Annex 4: Vehicles Checklist

(To Be Completed Weekly)

Vehicle type: __________________

Vehicle Plate No.: ______________

Date: ________________________

No Action Checked Remarks

1 Check exterior of vehicle for damage
2 Lights
 Sidelights
 Headlights
 Main Beam
 Rear lights
 Brake lights
 Spare bulbs
3 Windscreen Wipers
4 Wind screen washer fluid
5 Horn
6 Fuel level (Always maintain at least 50%)
Spare fuel (never to be carried inside the vehicle)
7 Engine Oil Level
Spare oil
8 Brake fluid
9 Transmission fluid level
10 Water level
11 Seat belts
12 First aid kit
13 Fire extinguisher 1KG Dry Powder
14 Tyres
 x Spare wheels
 Pressure gauge
 Tread depth
 Locking wheel nuts
15 Four cell torch/flashlight spare batteries
16 Tool kit
Adjustable spanners
Screwdrivers
2x flat head
2 x Philips
Wheel brace
Jack
Jack Handle
Hammer 5 kg
1 flat nose pliers
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1 x sharp nose pliers

Warning triangle
Spare fuses
Electrical tape
17 Winch (if fitted) – working
18 Tow-rope 3m
29 Vehicle documents including:
 Ownership documents
 Authorization documents
 Insurance certificate
 Vehicle logbook (for recording journeys made):
 Vehicle manual
20 Winch (if fitted) – working

Report on external damages:

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

Name Signature
Driver
Administration
Line Manager

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Annex 5 Incident Report

CONFIDENTIAL

Report type:

Initial rapid report of the essential facts of an actual or potential serious incident.
Also to be used to update people as more facts emerge.

From Whom to Whom:

Initial report written by any staff member and sent to a member of the Crisis Team.
Update report issued by Chair of Crisis Team (or delegate) by way of updating
internal audience on the current situation of the crisis.

Timescale:

Initial report sent within 1 hour of a serious incident occurring or potential incident
being identified.

Resent, revised, and updated as relevant.

Format:

FIRST REPORT: Y/N (date; time) OR UPDATE: Y/N (date; time)

Author (name, position, contact telephone number):

Report To (name and position):

Incident details:

 Country of Incident:
 General Nature of Incident: (e.g. fatality, serious injury, kidnapping):
 Source of Information: Name.......... Contactable at...........................

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Nature of the incident

• WHO INVOLVED? (names and positions of CBM personnel, dependents and

partner organizations involved)
• WHERE? (general area of the country)
• WHAT? (what happened, actions taken and assistance required)
• WHEN? (day, date, and time of incident)
• WHAT ACTION TAKEN? (What action taken by those involved, those assisting,
CBM staff and partner organization staff)
• WHAT ACTIONS TO BE TAKEN? (recommendations and requests for further action
and assistance)
• WHAT IS LIKELY TO HAPPEN? (will the situation improve or deteriorate, what are
the compounding factors and other complicating factors).

Date: ______________________

Name and Signature: ______________________________

Line Manager: ______________________________

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Annex 6 Contingency Plan Incidents

Unfortunately, road traffic accidents are a regular feature within many of the
countries where CBM operate. It is an incident type that is most likely to impact
staff. Road traffic accidents can take several different forms with varying degrees of
severity from minor damage with vehicles still mobile to serious injury and damage.

Within a number of areas, a road traffic accident can also be a trigger for what is
termed mob justice, which is the punishment of those involved by beating. This has
led to several deaths, including innocent parties unfortunately caught up in the
situation. With that in mind, staff must be contextually aware of what community
reaction has previously been when road traffic accidents have occurred; principally
is there a culture of mob justice!

If staff are involved in a road traffic accident, particularly within urban areas,
reactions must be instinctive and immediate. There will very likely not be time to
contact senior management for direction.

Minor Accident with no serious injuries.

Individuals Country Office Hotline / I-CMT

International Staff remain Receive the Incident Receive Incident Report
inside the vehicle. Report

Inform the CR and the Confirm location of the Ensure SOPs were being
CSMT vehicle and staff. Confirm followed at the time of
if other staff in the area the accident.
to provide support.

The Drivers should Liaise with Local Police. Confirm if SOPs and
communicate with the Contingency Plans need
other party and quickly to be reviewed.
exchange insurance
details. Provide full incident
report to IO SMT
If possible take details of
witnesses and
photographs of the scene.

Report the incident to the

Local Police.

Report the incident using

the Incident Report
Format.

Accidents Involving Pedestrians/Cyclists

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Individuals Country Office Hotline / I-CMT

Quickly assess the Receive the Incident Receive Incident Report
casualty condition. Rather Report
than waiting for medical
assistance, immediately
bring the casualty on
board the vehicle and
move to the nearest
medical facility.

Inform the CR and the Confirm location of the Ensure SOPs were being
CSMT vehicle and staff. Confirm followed at the time of
if other staff in the area the accident.
to provide support.

Also bring any witnesses Liaise with Local Police Confirm if SOPs and
who have seen the and medical facility. Contingency Plans need
accident. to be reviewed.
Provide full incident
report to IO SMT
Deliver First Aid when
transit Dispatch a Senior
National staff to the
Send an immediate medical facility and police
incident report to the station.
Country Office
Arrange for legal
representation for Driver.

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Serious traffic incident, vehicle immobilized with casualties

Individuals Country Office Hotline / I-CMT

Assess the condition of Receive the Incident Receive Incident Report
the casualties. Report

Inform the CR and the Confirm location of the Contact medical insurance
CSMT vehicle and staff. Confirm company
if other staff in the area
to provide support. If safe
and possible, send a
vehicle

Where there is no threat Liaise with Local Police Inform the SCMT and
of community violence and medical facility. place on standby. HR
and medical response is Implement medical informed: ensure Next of
available, leave casualties contingency plan. Kin details made ready.
inside the vehicle and
provide immediate first Contact local law Liaise with Country SCMT.
aid. representation for legal
assistance.
Casualties should only
be moved as a last
resort to prevent
further injury.
Recover vehicle and Ensure SOPs were being
Where community assets to nearest safe followed at the time of
violence is possible and area. the accident.
medical response is
limited, quickly request
the assistance of another Provide full incident Confirm if SOPs and
vehicle. report to IO SMT & RMT Contingency Plans need
to be reviewed.
Keep the casualties as
still as possible to reduce
additional injury through
unnecessary movement.

Send an immediate
incident report to the
Country office

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CBM ETHIOPIA Country Office

The undersigned CBM CO staff members received a copy of the CBM CO Standard
Operating Procedures for Vehicles in the CBM Ethiopia Country Office Addis Ababa,
and declare they have read the document, fully understood it and they accept it.

Signature for reception:

1. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

2. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

3. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

4. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

5. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

6. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

7. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

8. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

9. …………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

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10.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

11.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

12.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

13.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

14.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

15.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

16.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

17.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

18.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

19.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

20.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

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21.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

22.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

23.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

24.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

25.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

26.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

27.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

28.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

29.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

30.…………………………………. ……………………………………… ............................ ……………

(FIRST NAME) (FAMILY NAME) (SIGNATURE) (DATE)

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