Consultancy for the Development of Caritas Internationalis Security Policy and Protocols

1. Introduction

Caritas Internationalis (CI) is a global confederation of 162 national member organizations mandated to serve the poor, accompany communities, and respond to humanitarian crises worldwide. The CI General Secretariat, based in Rome, provides Global strategic coordination, representation, policy leadership, and surge support to the confederation. Secretariat staff regularly travel to member countries, including high‑risk environments affected by conflict, political instability, natural disasters, and other hazards. While many CI members have their own security policies, the Secretariat lacks a dedicated Security Policy and specific protocols governing Secretariat staff, Secretariat operations, Secretariat travel, and Secretariat duty of care that would meet the CI Management Standards. This consultancy will therefore develop a Caritas Internationalis Secretariat Security Policy and Protocols, ensuring: - Clear governance and accountability within the Secretariat - Duty‑of‑care standards for Secretariat staff and consultants - Alignment with member policies when Secretariat staff travel - Coherent crisis coordination mechanisms - Integration with safeguarding, HR, and CI governance policies The policy will not impose requirements on member organizations, but it must define how Secretariat staff operate safely within member contexts and in coordination with member security frameworks.

2. Purpose of the Consultancy

The purpose of this consultancy is to develop a comprehensive, practical, and implementable Security Policy for the CI General Secretariat, accompanied by operational protocols, tools, and guidance.

The policy must:

- Govern Secretariat staff, Secretariat operations, and Secretariat travel - Define how Secretariat staff interface with member security systems - Ensure Secretariat duty of care - Strengthen Secretariat crisis coordination and preparedness

3. Objectives

3.1 Primary Objectives

- CI Secretariat Security Policy: Develop a policy defining governance, roles, responsibilities, minimum standards, and duty‑of‑care expectations for Secretariat staff.

- Operational Protocols & Tools: Produce Secretariat‑specific tools including risk assessment templates, incident reporting pathways, crisis management procedures, and travel security guidelines. - Alignment with Standards: Ensure alignment with Catholic Social Teaching, CI governance, safeguarding frameworks, and international humanitarian security standards.

- Interface with Member Policies: Define how Secretariat staff coordinate with member organizations’ security policies during travel or surge support missions.

- All secretariat staff training: Based on the policy and protocols provide all staff of the secretariat with a training on the policy and relevant protocols.

3.2 Secondary Objectives

- Secretariat Gap Analysis: Assess Secretariat security practices and Secretariat travel procedures.

- Member Policy Review: Review a sample of member security policies to understand implications for Secretariat travel.

- Consultations: Facilitate consultations with Secretariat leadership, Regional Secretariats, and selected members.

- Capacity‑Building Recommendations: Provide recommendations for Secretariat capacity‑building and phased implementation.

3.3 Specific Aspects to Be Covered in the CI Secretariat Security Policy - Secretariat Governance & Accountability: Secretariat‑level oversight, reporting lines, decision‑making authority, and escalation pathways.

- Secretariat Duty of Care: Obligations toward Secretariat staff, consultants, interns, and volunteers.

- Secretariat Risk Management Framework: Secretariat‑specific risk assessment, mitigation, and monitoring processes.

- Travel & Movement Security: Travel approval, pre‑deployment briefings, coordination with member security focal points, compliance with member protocols, movement tracking. - Interface with Member Policies: Secretariat staff must follow member security rules when visiting; Secretariat retains duty of care; clarify roles and authority during joint missions.

- Incident Reporting & Escalation: Secretariat‑specific incident categories, reporting timelines, and escalation triggers.

- Secretariat Crisis Management: Secretariat crisis cell, coordination with member crisis structures, surge support protocols, evacuation decision‑making.

- Evacuation & Relocation: Secretariat‑specific procedures, including coordination with member organizations and external actors.

- Information Security & Digital Risk: Digital security, data protection, safe communication protocols.

- Safeguarding Integration: Alignment with CI safeguarding policies, especially during Secretariat travel.

- HR & Personnel Security: Recruitment screening, mandatory training, psychological support, post‑incident care.

- Facility & Asset Security: Standards for the CI Secretariat office in Rome.

- Operational Continuity: Continuity planning during crises affecting Rome or Secretariat travel.

- Compliance & Monitoring: Monitoring adherence and improving practices.

4. Scope of Work

4.1 Inception Phase - Review Secretariat governance documents, safeguarding policies, HR procedures, and travel protocols. - Conduct interviews with Secretariat leadership and selected Regional Secretariats. - Deliver an Inception Report outlining methodology and workplan. 4.2 Assessment & Benchmarking - Assess Secretariat security practices and Secretariat travel procedures. - Review a sample of member security policies to understand implications for Secretariat travel. - Benchmark against sector standards (INSO, CHS, ISO 31000, InterAction guidelines). 4.3 Policy Development Draft the CI Secretariat Security Policy, including: - Secretariat governance and accountability - Secretariat duty of care - Secretariat risk management - Secretariat travel and movement security - Interface with member security policies - Secretariat crisis management - Secretariat information security - Secretariat HR and personnel security