GIZ Sudan

Guidelines for completing the SOP 1 form - Request for travel to Sudan

Guidelines for completing the SOP 1 form

Request for travel to Sudan
Dated: 25 November 2019

Prior to planned travel to Sudan, an SOP 1 form needs to be completed and submitted for approval
to SRM Sudan at the Sudan Country Office and the relevant GIZ project manager. The form needs
to be submitted for all travellers at least four weeks before the planned travel date. If the planned
travel includes Darfur and Blue Nile State, the form needs to be submitted for all travellers at least
six weeks before the planned travel date.

The SOP 1 request for travel to Sudan can be found on DMS at 01 Standard Operating Procedures
(SOPs): https://dms.giz.de/dms/llisapi.dll/app/nodes/242021578

These guidelines are designed to help you submit your SOP 1 request and provide you with
information about the procedure following your request.

1. Filling out SOP 1

a. Complete the SOP 1 form. Make sure all fields are completed to ensure the speedy
processing of the request. You can use the following example as a guide for your own
SOP 1.

SOP1 FORM - Travel Information; Entry to Sudan

Full Name of Visitor John Smith

E-Mail Address john.smith@giz.de

GIZ Employee or Consultant? GIZ Employee

Personnel No. (GIZ staff only) 123456

Nationality Germany

Passport Number, Type (regular, official, diplomatic) 12AB34CD, regular

High resolution colour scan of passport attached ☒ Yes ☐ No

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Guidelines for completing the SOP 1 form - Request for travel to Sudan

CV attached ☒ Yes ☐ No

Country in which visa will be requested Germany

Planned arrival date in Sudan 01.01.2019

Planned departure date from Sudan 01.02.2019

Purpose of travel, and activities to be completed in Hospitation GIZ Sudan country office
Sudan

Region(s) to be visited Khartoum

Place of accommodation in Sudan Hotel Rotana

Contact details are up to date in ESS (GIZ staff only) ☒ Yes ☐ No

Mandatory Security Training Completed

☒ Online Security Training (GIZ staff only, compulsory): Date of Completion: 01.12.2018
https://intranet.giz.de/cps/rde/
xchg/giz_intranet/XSL/hs.xsl/-/HTML/2582.htm

☒ AIZ 5-Day Security Course

Date of Completion: 01.01.2017 Date of
☐ GIZ-Approved HEAT
Completion:
☐ HEAT (Consultants Darfur/BNS only)
Date of Completion:

Registration with embassy ☒ Yes ☐ No

It is required to register with your relevant embassy for
security purposes (for German citizens: ELEFAND System)

PN to be charged for support by GIZ Sudan (ZAS) 12.3456.7-890.12

Contact Project Manager in GIZ Sudan Jane Smith

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Guidelines for completing the SOP 1 form - Request for travel to Sudan

b. Mandatory Security Training: The following table provides an overview of the type of
security training required for travel to Sudan.
The GIZ online travel security training is mandatory for all GIZ staff. To complete the training,
please follow this link:

https://intranet.giz.de/cps/rde/xchg/giz_intranet/XSL/hs.xsl/-/HTML/2582.htm

Sudan AMA GIZ staff GIZ Sudan GIZ Sudan International

visiting Sudan international regional consultants
interns national
personnel

Khartoum 5-Day AIZ or

HEAT
5-Day AIZ 5-Day AIZ
encouraged
Security Course Security Course No specific
East Sudan OR GIZ- 5-Day AIZ OR GIZ- requirements
3-Day
Security Course approved HEAT
(Gedaref, Kassala) approved HEAT Personal Field
OR GIZ-
Security
approved HEAT
Training in
Darfur Nairobi with
Other Self-
(Nyala, El Geneina, Solutions
No travel Reporting of
El Fasher)
GIZ approved HEAT under any having
Blue Nile State circumstances attended
HEAT course
(Damazin)

If security training is required, this should have been completed no longer than 5 years prior to the
planned travel.

A detailed overview of GIZ security training requirements can be found on the intranet:
https://intranet.giz.de/cps/rde/xchg/giz_intranet/XSL/hs.xsl/-/HTML/173286.htm

2. Submit the completed SOP 1 request together with a high resolution colour scan of your
passport and your CV to (1) the GIZ Sudan office at gizsudan@giz.de, with (2) risk
management at RMS@giz.de and (3) the relevant GIZ project manager in Sudan both in
copy.
Since the Sudanese authorities require a copy of your CV, please only submit a version of
the CV you are comfortable sharing with the Sudanese government. A template CV can
be found on DMS at 01 Standard Operating Procedures (SOPs):
https://dms.giz.de/dms/llisapi.dll/app/nodes/242021578

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Guidelines for completing the SOP 1 form - Request for travel to Sudan

3. Following your submission, your request will be processed by RMS. If the request is complete
and all requirements (including mandatory security training) are met, the request will be
forwarded to the country director for approval.

4. Following the country director’s approval, the GIZ office will notify you and send a letter of
invitation to the travellers and the Sudanese ministry of foreign affairs. At this point, travellers
can apply for their visa with the respective Sudanese embassy. After receiving the letter of
invitation, the ministry has to approve the planned visit and notify the visa issuing embassy,
which takes a minimum of 10 working days. Only when the embassy has received
permission can the visa be issued.
Please note that GIZ Sudan is not notified when permission has been granted. Travellers
therefore need to inquire themselves about the status of their visa with the issuing embassy
directly. If the visa has not been granted after 12 working days, please contact GIZ Sudan
to follow up on the visa application.

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