Each Project-level ESMF and ESMP contains information on E&S Safeguards Budget provision. This usually covers matters such as GRM, Stakeholder Engagment and Compliance Management
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CIU safeguards officers will need vehicles for CESMP compliance work and stakeholder engagement meetings. Options are DIDA vehicle, personal vehicle, or project vehicle.
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Officer to book the DIDA vehicle or the project vehicle well ahead of time.
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For personal vehicle clarify with CIU Program Manager/PIU PM to confirm reimbursement. If no opportunity reimbursement officer decide whether to use the private vehicle for no recompense or wiay to use a Project or DIDA vehicle.
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Safeguards officer to be involved in developing CIU environmental and social budget.
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This budget should not only include provision for salaries of safeguards officers but it should also include provision for purchase of equipment (see below).
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The CIU Safeguards Officers should develop an HR plan for the safeguards section (refer plan template).
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The Plan should include consideration of roles, ongoing mentor support, regular needs assessments, resourcing, budgets and training.
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The CIU safeguards officers shall be provided with permanent desk space in the CIU Office. Desk space shall include space for suitable computer monitor(s).
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The office space should also include access to:
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working landline phone
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a reliable Internet connection and
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suitable electrical cords in connectors.
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A separate filing cabinet should be made available for filing of any hard copy documents in accordance with the document management procedures set out in this manual.
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Equipment such as safety shoes, high visibility vests, hardhats, life jackets etc. should be provided by the CIU or the Project.
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If such equipment is not available then the safeguards officer shall not put themselves in a position of potential safety risk.
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The safeguards officer should be leading by example in this area.
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The safeguards officer should also have access to a working laptop and a tablet for monitoring work.
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Given the number of calls on official business the safeguards officers should be provided access to a work mobile phone or should be given phone credit or should be provided reimbursement for use of personal phones.
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Note that use of a mobile phone is not only a convenience it is also often a safety matter when safeguards officers working on construction sites.
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If CIU management decide that they will not provide credit or reimbursement then the safeguards officer shall decide whether to use their own phone for free or not if they choose not to the they should ask CIU management for advice on what to do.
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If safeguards officers considerate it unsafe to go on field monitoring without a mobile phone then they should not do the field monitoring.
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It will be necessary for the safeguards officer to raise equipment as an issue with the CIU program manager when CIU budgets are being discussed.
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CIU safeguards officers shall prepare detailed records of their daily activities.
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These records should be prepared in sufficient detail to break down activities within each day so that a clear monthly report can be prepared setting out activities undertaken.
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This information can also be used for future work load planning. (See timesheet template)