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Booking and other procedures

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Passenger Booking, Cargo Booking, Flight Clearance, SAOP

Find below the UNHAS passenger booking procedures - the most commonly requrested item in this section. For cargo booking procedures and other procedures pease use the left hand menu.

UNHAS passenger booking procedures

How do I book?

It depends on whether you are member of a

  1. UN Agency or NGO that is an implementing-partner (not sure? Check here)
  2. Humanitarian NGO operating in Iraq that is not an implementing partner of a UN agency.

How do I know if I'm on a flight?

  1. First Stage: Receiiving your Proof of Booking with your Reference Number
  2. Second Stage: Manifest (first draft) issued to your Focal Points and to UNHAS Operating Field Stations (Baghdad, Erbil, Mosul, Basrah) 36 hours before the flight.
  3. Third Stage: Manifest (last and final) issued to your Focal Points and to UNHAS Operating Field Stations (Baghdad, Erbil, Mosul, Basrah) 24 hours before the flight

What is the PROOF OF BOOKING AND REFERENCE NUMBER?

  • If the request was made in person (walk-in booking) at the UNHAS Main Office – Amman then you will receive the Passenger Request Form duplicate with the Reference Number, this is your PROOF OF BOOKING which must be signed as received and dated by the UNHAS booking clerk.
  • If the request is sent via email to iraq.unhas@wfp.org the booking clerk will sent you an email back with your booking status. This is your PROOF OF BOOKING.
  • If the request is processed via an UNHAS Operating Field Station (OFS) your proof of booking will be received by your Focal Point and/or UNHAS OFS however the response may take longer than the other options above, but it will be processed as “first come first served basis” modality as the as well.
  • The proof of booking document should include the Reference Number (RN) i.e. 10AugC15BGBS.
    The RN reading is as follows:
    • 10Aug date of the requested flight
    • C or W Booking Status Confirmed or Waiting list
    • 15 is a sequence reference number for internal use only - not valid for seat allocation,
    • BGBS is requested route. City codes from BG=Baghdad to BS=Basrah.

It is highly recommended that the requestor keeps the proof of booking with the Reference Number. The proof of booking will be requested by our Airport Staff for chek-in if required.

But I booked on the flight and now I'm not on it!

  1. We're terribly sorry, but if you did not bring to the airport the proof of booking with the REFERENCE NUMBER assigned by the UNHAS booking clerk we are not able to take you in the flight.

    If you have had trouble booking then contact your agency's UNHAS Focal Point , or the UNHAS office in Amman.

What happens when I turn up for a flight?

  1. Turn up to the airport 1.5 hours before the designated flight time.
  2. What happens next depends on where you are...
  • if it's a major airport (Marka Int. - Amman) you'll then check-in at the UNHAS counter and be given a ticket, just like a normal flight.
  • if it's regional airport like Basrah or Mosul then turn up, SHOW YOUR PROOF OF BOOKING WITH THE REFERENCE NUMBER to the UNHAS person there, and then get on the plane when told to.
  • if it's Baghdad then the notice board outside the UNHAS/UNJLC office will have a manifest of confirmed passengers and you should SHOW YOUR PROOF OF BOOKING with the Reference Number before getting on the bus to the airport.

Check in times when you depart in an UNHAS flight from Marka Iternational Airport

  • FLIGHTS BY B1900 to Erbil and Bashrah Check-in opens 90 minutes prior to ETD (ie Usually 0700 local time)
    - Wait-Listed passengers checked at 0750 local
    - Flight closes at 0800 local time
    - Passengers go to dep terminal at 0810
    - Aircraft Departs 0830 local time
  • FLIGHTS BY ATR42 to Baghdad Check-in opens at 0800 local time
    - Wait Listed Passengers checked at 0850
    - Flight Closes at 0910 local time.
    - Passengers go to dep terminal at 0935
    - Aircraft departs at 1000 local time.

How much luggage can I take?

  1. The usual limit is 25kg per person. Note that for some flights it may be less. Make sure you ask when you book. If you turn up with more you probably won't be allowed to take it on the aircraft.
  2. If you need to take more cargo, then complete a light cargo movement request form and MAKE SURE IT'S SUBMITTED AT THE TIME YOUR BOOKING IS MADE.

But I have to make that flight tomorrow because of a really important ABCDXYZ!

  1. Please contact your organizations Focal Point who will try to make his/her best to prioritize your organiztions requests.

Where is the UNHAS Amman Office?

UNHAS Booking office Amman
1st Floor (second level)
Block 4 Alshemesani
(Heading from UNDP: head out past Mirabella Restaurant and take the first left. Building is the same as the Dr. Oardan/Quandour Clinic)

Phone: +962 6 562 7398
Fax: +962 6 569 0359
For other offices please contact UNHAS

I am from a UN Agency or Implementing Partner

What to do to book?

  1. Coordinate with your Organizations Focal Point and make sure your booking request is in at least 72 hours in advance. Note that you should probably book even earlier, as flights are often full and are filled on a first-booked first-served basis.
  2. Download and fill-out an UNHAS passenger request form
  3. Make sure it's stamped (with an agency stamp) and signed by your relevant superior.
  4. Send it to your agency UNHAS Focal Point or to the UNHAS central booking office in Amman via:

    1. in person at the UNHAS Amman office.
    2. scanned and sent by email iraq.unhas@wfp.org

What happens if I can't get my booking form to Amman?

You can fill out a form, get it stamped and take it to either your agency Focal Point (every agency is meant to provide one) or the UNHAS Operating Field Stations Managers in either Baghdad (Howard Tonks), Basrah (Davor Zafran), (Erbil Alessandro Sangue) or Mosul (Annette Louise Tvede). Note that there are special booking procedures for Mosul/Erbil.

These persons will take your booking sheet and send it through to Amman. Note that they CANNOT GIVE YOU CONFIRMATION OF YOUR SEAT. Only a message back from Amman can promise that.

Next steps...

I am from an NGO that is not an Implementing Partner of a UN Agency

How do I get on an UNHAS flight?

  1. To fly with UNHAS you'll need to HAVE SPECIFIC PERMISSION FROM THE HUMANITARIAN CO-ORDINATOR FOR IRAQ. At the moment this is on a case-by-case flight-by-flight basis. You'll need to present this permisison when you make your booking.
  2. If you have permission then follow the instructions listed above and note that YOU WILL BE WAIT-LISTED and WILL NOT HAVE A CONFIRMED SEAT until 24 hours before the flight time. Just to repeat - all the procedures above will apply EXCEPT that you will not be confirmed until 24 hours before the flight.

But that's not fair! How do I change this policy?

Feel free to lobby the HCI if you want this policy changed. UNHAS/UNJLC cannot change this policy directly.

What other options do I have?

Until regular commercial services resume (slated for mid-July) the only other option is AirServ who run a Non-Profit service to some locations in Iraq.

Next steps...

I am from a different kind of organisation...

I am from organisation ABCDXYZ, can I fly?

  1. Please see the UNHAS Standard Administrative and Operating Procedures for details.
  2. Thus it depends...
    1. Anyone can fly if the Humanitarian Coordinator for Iraq gives specific permission.
    2. Donors, diplomats, and implementing partners of donors can usually fly. If you're one of these then you may find that you're wait-listed rather than having a confirmed seat. If so then you'll be confirmed 24 hours before the flight.
    3. If none of this works for you try AirServ who run a non-profit service to some locations in Iraq.
  3. Once you know you have permission to fly then follow the booking procedures outlined above for UN agencies and implementing partners.

AirServ Amman

Air Serv is a non-profit humanitarian service. Med-Evacs, NGO's, (especially NGO implementing partners of USAID/OFDA) and USAID staff are their priority clients.

Address
No. 9, Obada Bin Al-Samet St
Shmeisani, Amman, Jordan

(Heading from UNDP: head out towards Mirabella Restaurant, turn right, and head 25m down the street. Building is on your right and is the same as the UNJLC/old UNHAS building.)

Phone: +962 6 569 1263
Fax: +962 6 569 1262

Publication date 2005-Oct-11
 
 
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