Session Basic Security & Safety Awareness Duration: 3 hours

Session Summary
This session aims to introduce participants to the approach, behaviours and actions required to minimise
security and safety risks in the operating context.

Session Objectives
 Highlight key threats in the operating environment and identify the risks to staff and
programmes.
 Outline an organisation’s approach, procedures, and responsibilities for managing risk.
 Emphasise the importance of developing and maintaining good personal security awareness.
 Describe security and safety measures and procedures at facilities, while travelling and for
securing information.
 Discuss basic precautions and immediate response actions for different threat scenarios.
 Explain how to report incidents and an organisation’s response to incidents involving staff.

Learning Outcomes
By the end of this session, participants should be able to:
 Outline the security and safety threats within the operating context, and list risks to
humanitarian aid workers.
 Describe the approach adopted by organisations to manage risk and their duty of care
obligations.
 Define the roles and responsibilities of individuals, management and the organisation, with
regards to staff security and safety.
 List appropriate actions and behaviours that enhance security and safety within the operating
context.
 Identify how to report incidents and describe the support available during an emergency.

Supporting Material
 GISF Security to go: a risk management toolkit for humanitarian aid agencies.
 GISF Security Risk Management: a basic guide for smaller NGOs.

Time Suggested Activities Resources

2 mins Welcome  Basic Security &
Welcome participants and introduce the training. Introduce yourself Safety Awareness
and any other facilitators. If participants are not known to each other, Presentation - Slide 1
ask participants to introduce themselves. Go round the room with each
person saying their name, organisation (if relevant) and job title.
Provide details of facilities (toilets, wi-fi, etc.) and explain any important
safety measures, including what to do in case of fire alarm or the need
to evacuate the building.

5 mins Aim, Learning Outcomes & Agenda  Slides 2-3

The aim of the training is to introduce participants to the approach,
behaviours and actions required to minimise security and safety risks
 in the operating context. Go through some of the key learning outcomes
and deal with any questions or concerns.
3 mins Security vs Safety  Slide 4
Ask participants: What is the difference between security and
safety?
Reveal to participants the different definitions for security and safety
on the slide and discuss how there is often overlap between the two
definitions. If the session is an internal training, discuss how your
organisation defines the difference.

Security means freedom from harm, or the risk of harm, which

results from intentional acts. In humanitarian contexts, these risks
might be kidnappings or bombings.
Safety means freedom from harm, or the risk of harm, which results
from unintentional acts. In humanitarian contexts, these risks might be
natural disasters or road traffic incidents.
It is also important to note that risks are not only physical but include
psychological trauma and mental illnesses.
There are many overlaps in the measures required to manage both
security and safety risks. Critical safety incidents, such as vehicle
accidents, may have additional security implications.

10 mins Context & Threats  Slides 5-6

Use a map of the operational area to highlight factors that shape the
current security and safety situation. For example, show key areas or
locations affected by violence and insecurity, crime, or the main
environmental hazards, any movement restrictions, or obstructions to
humanitarian access, and identify the key actors and groups involved.
Discuss the different security and safety threats within the operating
context. Explain how, when, where, and why some threats might occur,
and draw attention to any significant incidents that have occurred.

15 mins ACTIVITY: Understanding Risk Flip chart sheets (one

Agree with participants ten threats (slide 6) in the operating context to per group) prepared
evaluate further. Divide participants into small groups of three or four with number pyramids
people. Issue each group a number pyramid (as shown below) on a flip
chart sheet and 10 sticky notes.

Ask each group to write the agreed threats on sticky notes (one per
sticky note to create a set of 10 threats). Explain that you want each
group to consider the likelihood of each threat occurring to them or
their colleagues and its impact if it did. Groups should assess which
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 threats are most likely to occur, and will cause the greatest harm, to
rank risks in their operating context. Groups should then place their
sticky notes onto the number pyramid in order of risk - the most
serious risk being number 1 and so on). Give the groups 5 minutes to
complete this activity.
Ask each group to report back on the top three risks they decided on
and to explain their reasoning.
In plenary, discuss similarities/differences between the different risk
pyramids. Provide feedback on key differences and similarities,
challenge any misconceptions, and clarify questions raised during the
group discussions.
5 mins Duty of Care  Slide 7
Briefly explain an organisation’s duty of care obligations towards its
staff, what this entails, and draw attention to the need to raise
awareness and seek informed consent.

Duty of care is a moral, ethical, and legal obligation on an

organisation to ensure a safe working environment for its staff, or
those working on its behalf, including volunteers, interns, contractors
(such as guards or drivers), and also implementing partner
organisations - although the level of duty of care required may be
different.

5 mins Management of Risk  Slide 8

Explain the factors that shape an organisation’s attitude to risk and its
overall approach to managing risk. If an internal training, include
references to your organisation’s specific approach to managing risk.

The approach is not simply to avoid risk, but to manage risk in a

way that allows staff, and the organisation, to remain present and
effective in those locations.
To ensure secure access to affected populations, the organisation
adopts a range of safety and security approaches depending on the
specific risk in a country or particular location.

20 mins ACTIVITY: Who’s Responsible?  Slide 9

Ask participants: Who is responsible for the security and safety
of staff?
After a few initial suggestions, move on to the exercise. Split
participants into three groups. Explain that you want participants to
consider the key security and safety responsibilities associated with
different levels within an organisation:
 Organisational (HQ)
 Management (Country Office)
 Individual (Staff)
Allocate one level to each group. Ask participants to represent different
security and safety responsibilities for their level in the form of pictures

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 only – no words - on a flip chart sheet. Give them a maximum of 10 mins
to quickly identify and draw some responsibilities for their level.
Once completed, each group should present and explain their pictures
to other groups. Ask others if there are any key responsibilities missing
for that level.
To conclude the exercise, emphasise the shared responsibility
individual staff have to manage and reduce risks to all staff.

Managing risk to staff is a shared responsibility. Every staff

member has a responsibility for their own safety and security, and for
their colleagues.
5 mins Acceptance-based Approach  Slide 10
Explain how building acceptance and maintaining consent for an
organisation’s presence and activities is one of the main risk-reducing
strategies adopted by humanitarian agencies. If an internal training,
explain how an acceptance-based approach shapes your organisation’s
security strategy.

An acceptance-based approach involves building positive

relationships and creating awareness and support for the
organisation’s work amongst beneficiaries, community leaders, local
authorities, security forces and, in some cases, armed groups or others
who may wish to obstruct programme implementation or harm staff.
Such an approach can help gain and maintain acceptance and support
for the organisation’s presence and its activities, which will ultimately
improve security and access for staff.
Emphasise the vital role individual staff have in gaining and maintaining
levels of acceptance through their personal behaviour and conduct.
Ask participants: What are some of the challenges to gaining
and maintaining acceptance within the operating context?
Draw attention to the difficulties in gaining acceptance from certain
groups in the operating context, and the need to use other strategies
(protection and deterrence) and implement procedures and measures
that reduce staff vulnerability to risks.
10 mins Inclusive Security  Slide 11
Write the following statement on a flip chart – “All staff face risks but
not all staff face the same risks”. Present the statement to participants
and ask them to explain the statement. Explain that individuals may
face different risks or be more vulnerable to certain threats because of
their profile or identity.
Ask participants: What aspects of an individual’s profile or
identity may make them more vulnerable to specific threats?
Highlight key elements from their contributions on the flip chart. For
example, the importance of the profile of the staff member, their
nationality, ethnicity, gender, sexual orientation, ability, etc.
Describe the diversity of people who work within aid organisations in
general, or your organisation, and highlight some of the risks they face.

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 Describe an inclusive approach to security.
An inclusive approach to security acknowledges the risks that
individuals with diverse profiles may face, and actively provides them
with the guidance and support they need to enable them to fully
participate and feel protected.

5 mins Security Plans & Procedures  Slide 12

Explain the purpose of security plans, their key contents, and how they
support security management within different locations. Highlight that
these documents may have different titles, depending on the
organisation. If internal training, adapt the slides to reflect the title of
the documents used in your organisation.

Security plans are key country-level documents that outline the

security and safety measures and procedures in place, and the
responsibilities and resources required to implement them.
Refer participants to examples of country/area security plans, or if an
internal training, your organisation’s current security plan for their
location.
5 mins Basic Security Principles  Slide 13
Outline the basic principles that all staff should routinely adhere to, in
order to minimise risks to themselves and their colleagues.
Emphasise the importance of “Aware – Prepare – React!”

 Aware – monitor your surroundings and be alert to any changes

occurring that affect your security or safety.
 Prepare – anticipate things that could occur and be prepared should
they happen.
 React – know how to react and what immediate actions to take
should anything happen.
10 mins Site Security & Safety  Slide 14
Ask participants: What threats do you face while in the office,
other workplace, or your residence?
Capture suggestions on a flip chart, and add threats not raised by
participants. Draw attention to any specific incidents that have affected
your organisation, or others in the same location.
Emphasise why it is important to establish a safe and secure workplace
for staff.

It is vital that staff feel safe and secure in their workplace, and in
their residence or guesthouse. Effective controls and procedures must
be in place, and adhered to, for security and safety risks to be
minimised.
Explain that security and safety at various facilities and workplaces is
managed through a mixture of physical measures and procedures.

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 Briefly explain the guarding arrangements and access controls used at
facilities in that location. Emphasise the role of guards, and the
responsibilities of individual staff.
Explain the risk posed by fires and draw attention to specific factors in
that location that may increase the risks to staff and property. Outline
the essential measures staff should take to prevent fires and how to
safely respond if one occurs.
Briefly explain the key emergency procedures that apply to NGO offices
in general, or your organisation’s office if an internal training. Draw
attention to the alarms and alerts in place, where and how staff should
evacuate the building, including muster points and the warden system
in place.
10 mins Staff Travel & Movements  Slide 15
Ask participants: What threats do you face while travelling in
the areas you work?
Capture suggestions on a flip chart, and add threats not raised by
participants. Draw attention to any specific incidents that have affected
your organisation, or others in the same location.
Explain why preparation and planning is key to safe and secure staff
movements.

Be prepared! Know the risks, and plan accordingly.

Highlight the essential measures and behaviours that staff should
undertake prior to travelling, and during trips to other offices or project
areas. Explain the communication systems used, and how and when to
maintain contact while travelling. Adapt the list on the slide to reflect
the operating environment and include any specific requirements
within that location. If an internal training, draw attention to your
organisation’s requirements.

5 mins Information Security  Slide 16

Stress the need to be security-conscious when collating, storing,
communicating, and disposing of sensitive information. Provide
examples of sensitive information in that location.
Explain that securing information requires a combination of three key
elements - Physical Security, Digital Security and Communications
Security. Provide examples of the different elements that are relevant
for the local context, or your organisation.

Information security is comprised of a layered approach, with

several barriers to protect information from loss, theft and
unauthorised access or disclosure:
 Physical Security - locked filling cabinets, ‘clear desk’ policies,
visitor procedures, secure disposal of documents.
 Digital Security - password protection and encryption, restricted
access to folders/files, backing-up systems, secure disposal of
computers and data storage devices.

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  Communications Security - secure communication practices,
splitting information, using secure email and file-transfer systems.
Highlight the risks associated with using social media. Provide basic
guidance staff should follow when interacting and posting online to
prevent additional security risks for themselves or their colleagues.

30 mins Dealing with Incidents  Slide 17

Identify two or three key threat topics to focus on. Choices will be  PSS S.10 Dealing with
influenced by the threats in the operating environment. A choice of Incidents Presentation
different threat slides can be found in the Personal Security & Safety (only use slides that
Training PowerPoint presentation (S.10 Dealing with Incidents), and the relate to threats
relevant slides can be pasted into this presentation. chosen).

For each threat discussed, provide an overview of that threat and its
potential impact. Where possible, draw attention to any incidents within
the operating context to emphasise how and when they are likely to
occur, and who is most likely to be affected.
Highlight some of the measures and actions staff can take to prevent
such incidents or, should they occur, how to respond to minimise their
impact.

When faced with threatening situations, how effectively you

respond and deal with the situation is influenced by how alert and
prepared you are. Individuals respond much better if they have thought
about a threat beforehand and considered how best to respond.
Similarly, if teams discuss likely scenarios and agree in advance how
best to respond if they occur, it is more likely that individuals in a team
will react in a similar way.

5 mins ACTIVITY: Incident or Not?  Slide 18

Divide the participants into pairs, ask them to review the different
scenarios and consider:
 Would they report it?
 If yes, when would you report it, how and to whom?
After a few minutes, ask participants for their answers to the different
scenarios. Ask each pair to provide their response to one scenario,
moving around the group until all scenarios are answered.
All are reportable incidents - the only difference is when they would be
reported, how they are reported, and to whom.

If you are in any doubt whether something it is a security or safety

incident, report it anyway and let others decide. What may seem an
isolated and insignificant incident may in fact signify a significant threat
to staff when viewed in the context of other incidents or events.

5 mins Reporting Incidents  Slide 19

Explain the importance of reporting incidents and how this helps to
protect staff, improves understanding and decision-making, and
ultimately improve programmes. Provide some examples of what

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 reportable incidents are in that location and emphasise the need to also
report ‘near misses’.

Perceptions of what represents ‘an incident’ will vary greatly

between staff members and locations, depending on what is considered
the norm in that context. A security incident is: any situation or event
that has caused, or could result in, harm to staff, associated personnel
or a third party, significant disruption to programmes and activities, or
substantial damage or loss to the organisation’s property or its
reputation.
‘Near misses’ must also be reported as they may prevent others from
being involved in an incident and help staff to understand if and how the
security context is changing.
If an internal training, explain the organisation’s incident reporting
procedures in that location, who incidents must be reported to, when
and in what format.
10 mins Critical Incident Support  Slide 20
Draw attention to an organisation’s incident management structures
(titles will vary, so if an internal training remember to adjust slides to
reflect your organisation’s own structure) and briefly explain how these
structures respond to critical incidents involving staff.

Most incidents will be handled through regular line management.

However, critical incidents require a dedicated structure to respond,
due to their nature and severity, or wider implications for the
organisation. The country-level Incident Management Team (IMT) and
HQ Crisis Management Team (CMT) would manage all aspects of a
critical incident, liaising with different stakeholders and providing
support to the victims and their family members.

15 mins Wrap-up & Review  Slide 3

Explain that in such a short security training there are many topics that
could not be included or discussed.
Ask participants: Are there any security or safety issues you
would like further information or clarity on?
Provide further information or advice in response to questions raised.
Refer to the slide showing the Learning Outcomes to quickly review
what participants should be taking away with them.
Issue each participant with three sticky notes in different colours.
Explain that you would like them to provide some feedback on the
training. Ask them to write on each sticky note something they Learned
during the training, something they Liked about the training, and finally
something they would Suggest to improve the training. Explain which
colour of sticky note applies to which feedback.
Let participants know that you welcome further feedback by email or
informally as people depart.
Conclude the training by thanking participants for their participation.

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