ANNEX ISupplementary provisions
ANNEX I 1. Requirements for the task assignment The task assignment shall include as a minimum the following: (a) specification of role, title, description of the team and line management, duration of placement, location(s); (b) detailed description of the relevant needs-based activities as validated by the hosting organisation(s) and well-defined tasks to be undertaken by the EU Aid Volunteer, including the elements based on the communication plan for the initiative; (c) specification of required competences for the tasks on the basis of the competence framework; (d) definition of performance objectives, taking into consideration the duration and specificities of the EU Aid Volunteer's placement, and roles appropriate for a volunteer position; (e) indicators on expected outputs, results and, where possible, outcomes, from the assignment to be used for the EU Aid Volunteer's performance management; (f) flexible elements to allow, to a realistic extent, for the EU Aid Volunteer to influence and shape the tasks according to their individual profile and interests; (g) details of working hours, leave, place of work and mentoring support; (h) clear allocation of management and security management responsibilities between the sending and hosting organisations; and (i) information on security awareness and appropriate behaviour in relation to risk and security management, where relevant. 2. Requirements for the announcement The announcement shall include as a minimum the following information: (a) clear and accurate information about the EU Aid Volunteers initiative, its humanitarian nature and the purposes of volunteering; (b) project description, including details of the operational and security context and/or information as to whether the sending and/or hosting organisations are faith-based organisations; (c) description of the tasks to be performed by the EU Aid Volunteer; (d) description of the competences and motivation required to match the profile; (e) eligibility and exception criteria (if any) as regards the equal opportunities and non-discrimination principles; (f) selection criteria and minimum requirements to serve as exclusion criteria, if applicable (such as level of competences, motivation and other relevant criteria such as experience, language skills, medical aptitude to travel and work in developing countries, availability) and an indication as to whether junior or senior professional profiles are sought; (g) indications as to whether the position is expected to be combined with an apprenticeship placement; (h) conditions of service, including details on the length of deployment, learning opportunities, working and living conditions, including accommodation and subsistence payments, flights, insurance coverage, medical and necessary vaccinations, etc.; (i) closing date and time for submission of applications; (j) timing of shortlisting and interview(s); (k) interview process; (l) expected date of decision on outcome; and (m) expected timetable (date of training, where relevant, apprenticeship placement, pre-deployment preparation and induction, deployment and post-deployment activities). 3. Requirements for working hours, leave allowance and working space Factors General requirements Minimum requirements Working hours — Appropriate working hours shall be agreed between the sending and hosting organisation on the basis of the latter's policies and then discussed and agreed with the EU Aid Volunteer. — The agreed working hours shall leave room for the EU Aid Volunteer's development time as established in their task assignment and performance objectives. — Regular working hours shall not exceed 40 hours per week on average, calculated over a four-month period. — Overtime and emergency work hours shall be negotiated with the EU Aid Volunteer, taking account of their psychological and physical well-being. — Overtime and emergency working hours and rest shall comply with minimum requirements provided for in Directive 2003/88/EC ( 1 ) and relevant national law. Leave allowance — Appropriate leave allowance shall be agreed between the sending and hosting organisation on the basis of the latter's policies and then discussed and agreed with the EU Aid Volunteer. — If leave allowances vary between role categories, the leave allowance shall match that for local staff in the same or similar roles. — The leave allowance shall include: — Monthly leave allowance; — Sick leave; — Home leave, if the deployment period exceeds 18 months; — Parental leave, including maternity and paternity leave. At the request of an EU Aid Volunteer whose deployment period exceeds six months, the parental leave may also include days off work to go back to the country of residence of (a) dependent child(ren) under the age of 12; — Special leave in the event of the funeral or medically certified serious illness of an ascending or descending direct relative, spouse or registered partner, or sibling. — Where local provision is very low, the sending organisation shall ensure that International Staff provision is used as a minimum benchmark to determine the EU Aid Volunteer's leave allowance. — In any case, the monthly leave allowance shall consist of two days per month, which the EU Aid Volunteer shall take in the course of his/her deployment. Timing of leave — Annual monthly leave shall be discouraged at the beginning or end of the placement. — Home leave may be used at the request of the EU Aid Volunteer nine months after the beginning of the placement and sufficiently in advance of its end. Working space — The hosting organisation shall provide a dedicated working space for the EU Aid Volunteer in accordance with their task assignment and the agreed secure, safe and healthy working conditions based on the indicators set out in point 7 of Annex I. 4. Requirements for accommodation 1. Each EU Aid Volunteer shall have a clean lockable room with access to clean water and sanitation facilities. The room shall be located at a reasonable distance from the EU Aid Volunteer's main working location. 2. Accommodation for EU Aid Volunteers may take the form inter alia of a room with a host family, individual housing or housing with other EU Aid Volunteers. 3. To the extent possible, the accommodation shall facilitate integration of EU Aid Volunteers in the local community and enable them to interact with the expatriate community. 4. Language considerations shall be taken into account when assessing accommodation options. 5. The EU Aid Volunteers shall have access to means of communication enabling them to contact the hosting and sending organisations as well as their relatives. 5. Requirements for the security management and evacuation plan The security management and evacuation plan shall include as a minimum the following: (a) information on the crisis management officer/team in the sending organisation and relevant contact details to be shared with the hosting organisation and the EU Aid Volunteer; (b) the organisational chart of any staff holding responsibilities for security risk management in both the sending and the hosting organisation, including current contact details; (c) clear procedures, roles and responsibilities in the event of an emergency; (d) a security incident reporting mechanism for the sending and hosting organisations; (e) an evacuation plan; (f) provisions for medical evacuation in line with the provisions for insurance referred to in Article 24; (g) context-specific information, guidelines and rules provided by the hosting organisation; (h) a mechanism for regular review by the sending organisation, with updates provided by the hosting organisation (as required by the country-specific environment); (i) scenario planning organised by the sending organisation with the hosting organisation to assess potential security situations and test the security management and evacuation plan; where possible, drill exercises shall be organised in order to ensure smooth cooperation between the sending and hosting organisations in an emergency scenario; and (j) the support available in the sending and hosting organisations for the physical, material and psychological security and safety of the EU Aid Volunteers. 6. Requirements for the risk assessment The risk assessment shall cover as a minimum the following: (a) general situation in the country of deployment (such as economic situation, recent history and anticipated changes to establish levels of risk and insecurity regarding political instability and complexity, conflicts, civil unrest, ethnic and religious dynamics, etc. to establish a map of threats, the likelihood of each threat occurring and their likely impacts); (b) natural-disaster risk-mapping; (c) local attitude and level of local communities' and authorities' acceptance of the EU Aid Volunteer/the initiative; (d) other agencies operating at the same location; (e) contingencies and evacuation plans; (f) facilities (offices and accommodation); (g) reporting mechanisms and monitoring for security incidents; (h) connectivity and communications available and communication equipment (including accessibility and level of reliability); and (i) availability of transport and current maps, including freedom of movement and ease of access. 7. Indicators for safe and healthy working and living conditions The following indicators for safe and healthy working and living conditions shall be used: (a) mapping of diseases prevalent in the area (water-, mosquito-, human-borne, seasonal, etc.), including the level of likelihood and impacts; (b) availability and accessibility of first-aid support (internally and externally), fire wardens and services, medical facilities and professionals (e.g. hospitals, nurses, access to medication); (c) the level of maintenance for all locations (offices and accommodation); availability of electricity points, lighting, ventilation, sanitation and hygiene facilities; (d) the level of vehicle maintenance, regular inspection and servicing, appropriate equipment (such as radio, first-aid kit, seat belts, water, blanket); (e) availability and quality of desk space, chairs, computer equipment; (f) provisions for leave and working hours; access to recreational activities and sports facilities, libraries, markets, etc.; degree of remoteness; access to private space, religious buildings; and (g) health-and-safety incident reporting mechanisms and monitoring. ( 1 ) Directive 2003/88/EC of 4 November 2003 concerning certain aspects of the organisation of working time ( OJ L 299, 18.11.2003, p. 9 ).