PLSO Standard Operating Procedures

The operation is responsible for ensuring the safety and security of IPs and their personnel. The PLSO Standard Operating Procedures (SOPs) outline the methods by which PLSO engages with IPs and ensures compliance with USAID's security protocols. The PLSO SOPs are divided into 10 sections, each addressing a specific aspect of IP engagement and security protocols. Section 1.0, SOP 01- Implementing Partners Engagement Meeting, outlines the process for engaging with IPs, including the requirement for written approval from the PLSO Operations Manager (OM) prior to any IP engagement. The process involves sending a welcome email to the IP, distributing the PLSO-IP Support Engagement Request Form, and producing an IP Engagement report after each meeting. Section 1.4 of the SOPs outlines the IP engagement process, which includes the following steps: * FSAs receive written approval from the PLSO OM to engage with the IP. * A welcome email is sent to the IP by the Senior Analyst (SA). * The PLSO OM sends a welcome email to the IP, attaching a copy of the cascade spreadsheet for the IP to complete. * IP engagement appointments are made by each FSA in order to visit each IP location. * FSAs engage with each IP by visiting the head office location first, where they brief the field teams on PLSO's role and expectations. * FSAs prepare a presentation for each IP, focusing on what PLSO is, what it can offer, and what to expect from initial IP/FSA engagement meetings and follow-up support. * During the initial IP engagement meeting, FSAs distribute the PLSO-IP Support Engagement Request Form and explain the future engagement plan with the IP. * FSAs produce an IP Engagement report after each meeting, which includes a timeline for completion of all PLSO action items. Section 1.5 of the SOPs outlines the preventive and corrective action to be taken in case of non-compliance with the procedure implementation. Non-complying issues are identified through auditing, and relevant persons are given either preventive or corrective action to ensure compliance in their respective areas. The PLSO SOPs also outline the requirements for leave applications, travel arrangements, and expenses. Section 2.0, SOP 02- PLSO Personnel Conduct, states that leave applications of more than two days must be requested through the PLSO OM at least seven days prior to the leave date. PLSO team members are not allowed to make travel arrangements until their requested leave dates have been approved by the OM/Country Director (CD). If travel arrangements have been made and leave is declined due to operational or availability reasons, the cost incurred is at the individual's expense. The PLSO SOPs also outline the requirements for expenses, including travel and accommodation costs. Section 4.0, SOP 04- Expenses, Vehicle, Phone, and Purchasing Policy, states that all incurred costs for IP engagements, including travel and accommodation, must fall within the stipulated PLSO expense policy amounts. The PLSO SOPs are an essential tool for ensuring the safety and security of IPs and their personnel in Kenya. By following these SOPs, PLSO can ensure compliance with USAID's security protocols and provide effective support to IPs.