SECURITY ACCOUNTABILITY BRIEFING/STATEMENT

Background

In his report A/57/365 of 28 August 2002, the Secretary-General outlined a framework for
accountability for the United Nations field security management system, which was elaborated
and agreed upon on an inter-agency basis by all organizations of the United Nations system. In
its resolution A/RES/59/276 of 23 December 2004, the General Assembly requested the Secretary-
General to submit to the General Assembly at its sixtieth session an accountability framework for
the United Nations security management system as a whole. This briefing/statement summarises
the main components referred to in the Framework for Accountability for the United Nations
Security Management System.

The goal of the United Nations security management system is to enable the effective and
efficient conduct of United Nations activities while ensuring the security, safety and well-being of
staff as a high priority.

Responsibilities for Security within the United Nations Security Management System

The primary responsibility for the security and protection of personnel of the organizations, their
spouse and dependants and property and of the organizations’ property rests with the Host
Government.

The Under-Secretary-General for Safety and Security is directly accountable and reports to the
Secretary-General for the executive direction and control of the United Nations security
management system and the overall safety and security of United Nations civilian personnel and
their recognized dependants at both headquarters locations and in the field, as well as United
Nations premises and assets at field and headquarters locations.

The Administrator of UNDP has the overall responsibility for the safety and security of UNDP
personnel and is accountable to the Secretary-General for ensuring that the goal of the United
Nations security management system is met within the UNDP.

UNDP Resident Representatives (RRs) are accountable to the Administrator for the safety,
security and welfare of UNDP personnel under their supervision, their eligible dependents and for
the protection of all assets, property and information belonging to UNDP. In most cases the RR is
also the Designated Official (DO) for safety and security.

Personnel of the United Nations system are accountable to their respective organizations. All
personnel of the United Nations system have the responsibility to abide by security policy,
guidelines, directives, plans and procedures of the United Nations security management system
and their organizations. UNDP personnel who do not adhere to security policy, rules, regulations
and directions will be accountable under relevant staff rules and disciplinary procedures.
Summarized below are the key obligations of staff and other personnel, in general, in this regard:

• UNDP personnel are responsible for their own safety and security as well as for looking
out for the well being of others with whom they work. They must therefore exercise

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 proper precaution and avoid taking unwarranted risks that jeopardize either their own
safety and security or that of other staff members, as well as the assets, property and
information of the organization.
• UNDP personnel and eligible dependants must ensure that the required security
clearances have been received, prior to commencing travel. All personnel must have a
recorded written security clearance each time that they deploy outside the city area
where they normally work. This authorization is required for safety and security planning,
so that the whereabouts of all UNDP personnel and those employed by other UN
organizations, together with their eligible dependants, are known at all times.
• Personnel are to receive a security briefing and country information package upon arrival
at the duty station, and sign a document certifying that they have been briefed.
• Personnel are to attend all security training and briefings offered at the duty station.
Specialized security management training is provided for all managers with security
responsibilities. Attendance at security training is mandatory.
• All UNDP supervisors and personnel must make themselves aware of the contents of the
security reference documents listed in this statement, and adhere to their direction and
advice.
• UNDP supervisors should never, directly or indirectly, instruct or request UNDP personnel
to disregard security policy, rules, regulations or instructions, and should never knowingly
permit personnel to expose themselves to unnecessary risk.
• UNDP country office managers and other personnel must ensure that their offices have
security preparedness and contingency plans and familiarize themselves with the
contents and procedures of security plans. All staffs are expected to be familiar with the
plan and its contents and are required to adhere to its provisions.
• Personnel are to supply information on any changes in their personal information for
timely updates of the security plans.
• Staffs are expected to comply with the Minimum Operation Security Standards (MOSS)
applicable at the duty station.
• Any UNDP staff member who does not comply with security instructions is required to
explain in writing his/her non-compliance through their Head of Office and the UNDP
Senior Security Manager, to the Administrator.
• UNDP personnel who do not adhere to security policy, rules, regulations and directions
will be accountable under relevant staff rules and disciplinary procedures.

At Headquarters level, the UNDP Security Unit (SU) (part of the BOM Office for Administration
and Security), will provide policy and technical advice to Country Offices’ managers and staff
regarding safety and security within the context of UNDP’s development role, while dovetailing
with and respecting the Department of Safety and Security’s (DSS’s) mandate and role, and
working within the UN and UNDP security policy and framework. The Service Lines of the SU are
explained in detail on the UNDP Security website.

Where UNDP Field Security Advisors (FSAs) are deployed at the field level, they are accountable
to the Resident Representative/Country Director for UNDP security support and implementation,
but work under the direction of and in close collaboration with the DSS Field Security Officer
(FSO) regarding the implementation of UN security policy and the country specific security plan.

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Mainstreaming Security as a Fundamental Component of UNDP Operational Activities

The recent increase in threat against UNDP assets and activities underscores the fact that the
safety and security of personnel are no longer an issue that is given priority attention only in
certain high-risk duty stations. It has become an underlying element of all operations for all
organizations. This means that security must be part of the programming process itself, including
being an integral part of planning from the outset. It must figure systematically into the
budgeting of country offices and of program activities, this is explained in more detail in the
UNDP Security Policy. MOSS must be understood and taken seriously for all duty stations.
Security must become part of the training of all staff, especially for those deployed to countries
where a security phase is in effect. In this regard, Security Risk Management becomes of great
importance. Risk management applies to operational planning by managers and it does not
represent an end by itself. The purpose of Risk Management is to enhance operational
capabilities and mission accomplishment, with minimal loss of life, assets and mission scope.
Security Risk Management comprises two main phases: threat and risk assessment and risk
mitigation. The UNDP Programming for Results Management Guide now includes risk
management as an integral part of the project management cycle.

Minimum Operating Security Standards

In practical terms, the way to carry out this requirement for adequate provision for security
arrangements is to apply the Minimum Operating Security Standards (MOSS) to determine what
are the security needs and their cost. These standards are not a rigid and invariable formula. They
are designed to be adaptable to different security situations, depending on different threat levels
and security phases and are determined in accordance with the threat and risk assessment as risk
mitigation measures. Designated Officials and Security Management Teams have an important
responsibility in this regard to decide what Minimum Operating Security Standards apply at the
duty station, using the generic MOSS as a guideline. MOSS typically address, in response to the
security phase in effect, the security requirements associated with premises, telecommunications,
the security plan, training and equipment, as these apply to staff, offices and vehicles.

Minimum Operating Residential Security Standards

It may become necessary under these circumstances to take additional measures to enhance the
safety and security of United Nations staff members and their families at their place of residence.
These measures, known as Minimum Operating Residential Security Standards (MORSS), include
such items as security guards, alarm systems, door and window bars, locks, safe havens, or other
protective devices. The approval of any such measures would only be made in exceptional cases,
where the Designated Official has confirmed that the security situation was indeed serious, and
following an evaluation by UNDSS of a submission by the Designated Official.

Security Training

At each duty station, DSS regularly conducts security training for all Country Representatives as
well as for all personnel employed by the organizations of the UN system. UNDP's Security Unit, in

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close collaboration with OHR, also helps organize security training and briefings that compliment
and are consistent with that provided by DSS. All staff must be certified through the completion
of the security awareness training “Basic Security in the Field”. This training is available in CD ROM
format, or online at https://extranet.undp.org/undss/cd.asp. A security clearance, to travel to a
duty station in a security phase, is contingent upon the staff member producing
certification to prove that he/she completed the training. Attendance at security training is
mandatory.

Security Clearance Procedures

All UNDP personnel and their eligible dependants, who are travelling to a duty station where a
security phase is in effect, require a security clearance (obtained in accordance with the UN
Security Clearance Procedure) from the DO. All personnel must have a recorded written security
clearance each time that they deploy outside the city area where they normally work. This
authorisation is required for safety and security planning, so that the whereabouts of all UNDP
staff and those employed by other UN organisations, together with their eligible dependants, are
known at all times. It is also a requirement to ensure validation of the Malicious Acts Insurance
policy (MAIP). Before travel to a duty station, the most recent relevant Travel Advisories should be
reviewed.

Air Safety

All staff members have a responsibility for their own safety and security and that of their
colleagues which extends to utilizing safe practices regarding air travel. Although statistical
analysis shows that people are much safer to travel by air than by rail or other vehicle, UN staff
can significantly reduce the residual risks associated with air travel by adopting the range of safe
practices described in the UN Commercial Aviation Safety Guidelines whenever travelling by air.

Staff Assigned to UNDP Headquarters

UNDP staff assigned to Headquarters should become familiar with the Headquarters Security
Plan. The safety and security of UNDP Headquarters staff is a critical function of the Security Unit.
To accomplish a safe environment, the unit has employed several measures which all UNDP HQ
Staff sure become familiar with. They are as follows:

• The Security Focal Point (SFP) for the staff member. Each Staff member is assigned a
Security Focal Point. The SFP is responsible for accountability of the staff member and
disseminating safety and security related information in the event of an incident. After an
incident, it is the staff member’s responsibility to locate the SFP and report their condition
and status.
• Fire and Safety Team Members (FAST) are assigned to each floor. The FAST Team is
responsible for evacuating the staff on the floor and directing the staff to the Assembly
Areas (AA) for their floors. Once at the Assembly Area, the staff will be informed on further
instructions from management. It is the responsibility of each staff member to be familiar
with the AA for their floor.

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 • Personal Emergency Contact (PEC) Database provides emergency contact information on
each employee. It is the responsibility of each staff member to update his/her information
in the case of any change. There are periodic reminders provided to each staff member to
update information.

I, ---------- ---------, hereby state that I read the above security information on --/--/----. I fully
understand its contents and implications and undertake to abide by them fully.

Signed ------------------

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