Programme Support

1. Introduction

1.1 Role of logistics in humanitarian operations

1.2 CI roles and responsibilities for logistics

1.3 Role of logistics personnel in an emergency team

2. Critical steps in supply chain management

3. Logistics preparedness

3.1 Logistics preparedness planning key questions

4. Logistics assessment and planning

4.1 Logistics rapid assessment

4.2 Operational planning

4.3 Managing logistics and supply activities over time

5. Transport

5.1 Defining transport needs

5.2 Forms of transport

5.3 Specific planning considerations for road transport of supplies to programme sites

5.4 Transport contracting

5.5 Insurance

5.6 Incoterms

6. Warehousing and storage

5.7 Transport documents

5.8 Ensure controls at the time of packing and arrival

5.9 Customs procedures

6. Warehousing and storage

6.1 Stock management

6.2 Storage volume and space needed

6.3 Warehouse selection and design considerations

6.4 Receiving goods and delivery inspection

6.5 Space management

6.6 Piling systems for ease of checking

6.7 Rotation systems

6.8 Food storage and safety checklist

6.9 Alternative storage options when warehousing is unavailable

6.10 Warehouse management tools

6.11 Warehouse staffing

6.12 Warehouse handling material and equipment

6.13 Sharing a warehouse with other NGOs

6.14 Safety standards

6.15 Security

7. Logistics collaboration

7.1 Working with the Logistics Cluster

7.2 UNHRD

8. Case study: Good practices from the 2005 tsunami emergency response

9. Annexes

1. Role of procurement in an emergency

1.1 CI roles and responsibilities for procurement

1.2 Procurement staffing

2. Critical steps for procurement

2.1 Critical steps for response

2.2 Critical steps for preparedness

3. Enacting emergency procurement policies and procedures

3.1 Activating temporary emergency procurement procedures

3.2 Recommended changes to regular procedures for procurement in emergencies

3.3 Case study: Good practices and lessons learned from tsunami emergency response

4. Donor compliance requirements

4.1 Donor guidelines

4.2 Waivers

5. Assessment of material needs and procurement planning

6. The procurement sourcing and acquisition process

6.1 Market survey

6.2 Sourcing

6.3 Vendor selection and screening

7. Contracting

7.1 Vetting contracts

7.2 Contracts with vendors

7.3 Contracts with service providers

7.4 Contracts with transporters

7.5 Contracts for vehicle rentals

7.6 Contracts with consultants

7.7 Contracts with other NGOs/partners

8. Importing goods

8.1 Taxes

8.2 Restrictions

8.3 Customs and handling

8.4 Importing checklist

9. Receipt and dispatch

10. Documentation and record keeping

10.1 Procurement status report

10.2 Documents required through the procurement process

11. Additional guidelines for non-presence operations

12. Annexes

13. Other resources

1. Role of finance in an emergency

1.1 CI roles and responsibilities for finance

2. Critical steps in financial management in an emergency

3. Finance structure

3.1 Introduction

3.2 Roles and responsibilities

3.3 Job descriptions

3.4 Levels of authority

4. Cash and cash equivalents control procedures

4.1 Introduction

4.2 General principles

4.3 Internal control checklist

4.4 Physical cash limits

4.5 Cash budgets

4.6 Cash requests

4.7 Cash facilitation

4.8 Cash floats

4.9 Cash receipts

5. Cash disbursement control procedures

5.1 Introduction

5.2 Cash disbursements: Internal control checklist

5.3 Minimum requirements

5.4 General procedures

5.5 Cash float disbursements: CARE staff

5.6 Cash float disbursements: Operating cash

5.7 Petty cash funds

5.8 Travel advances, settlement and reimbursements

5.9 Disbursements through cash facilitators

6. Grants and contracts procedures

6.1 Introduction

6.2 Status of funding portfolio and cash budgets

6.3 Funding portfolio matrix

6.4 Cash budgets

6.5 Expenditure and expenditure restrictions guidelines

6.6 Regular budget compliance reports in donor format

6.7 Audit and finance support in situ

7. Budget development and management

7.1 Introduction

7.2 Budget development/management preparedness activities

7.3 Budget development process tips

7.4 Budget development process and team roles

7.5 Budget development process

7.6 Commonly overlooked costs

8. Annexes

9. Other resources

1. Role of administration in an emergency

1.1 CI roles and responsibilities for administration

1.2 Role of the Administration Manager and staff

1.3 Coordination with other support functions

2. Critical steps in administration management in an emergency

3. Travel and logistical arrangements for emergency staff

3.1 Visa processing for international emergency personnel

3.2 Arrival arrangements

3.3 Office space and equipment for incoming staff

3.4 Accommodation

3.5 Internal travel

3.6 Departure of staff

4. Equipment and property management

4.1 Equipment requirements for the emergency response

4.2 Management of property

4.3 Requisition and issue of materials or equipment from inventory

4.4 Storage of materials and equipment

4.5 Physical count and inventory reconciliation

4.6 Transfer of non-expendable inventory items

4.7 Disposal of items

4.8 Building and equipment service and maintenance

4.9 Insurance of assets

5. Communications and filing systems

5.1 General correspondence

5.2 Filing systems

6. Establishing a new office

6.1 Selecting an office building

6.2 Utilities in rented buildings

6.3 Entering into a rental agreement

6.4 Security and safety precautions for rented premises

6.5 Maintenance contracts

7. Establishing a compound in remote areas

7.1 Basic site establishment

7.2 Compound staff

7.3 Office space and living quarters

7.4 Inventory of compound furniture, fixture and equipment (FFE)

7.5 CARE compound security

7.6 Utilities for the compound

7.7 Health and hygiene

7.8 Procurement of food supplies

7.9 Canteen and recreation facilities

8. Vehicle management

8.1 Vehicle procurement and inventory

8.2 Vehicle insurance

8.3 Vehicle rental

8.4 Vehicle use

8.5 Tracking vehicle movement

8.6 Vehicle maintenance

8.7 Maintenance of individual vehicle files

8.8 Vehicle safety regulations

8.9 Motorcycle use

8.10 Vehicle accident reporting

9. Fuel management

9.1 Managing access to fuel for vehicles

9.2 Managing access to fuel for generators

10. Establishing CARE’s presence in a new country or area of operation

10.1 Authorisation to operate

10.2 Registration documents

10.3 Establishing relationships with government departments

10.4 Coordinating with other agencies

11. Annexes

12. Other resources

1. Introduction

1.1 Role of distributions in humanitarian operations

1.2 Personnel

1.3 Prevention of sexual exploitation and gender-based violence

2. Critical steps in distribution

3. Distribution planning

3.1 Distribution systems

3.2 Distribution frequency

3.3 Number of distribution points

3.4 Selecting distribution sites

3.5 Design of distribution circuits

3.6 Supply source considerations

3.7 Packaging considerations

3.8 The distribution plan

4. Targeting

4.1 Minimum standards for targeting

5. Recipient registration

5.1 Minimum standards for registration

5.2 Procedures

5.3 Good practice case study

5.4 Recordkeeping

5.5 Re-registration

5.6 Diversity among family groups

6. Site storage accounting

6.1 Site storage accounting procedures

7. Site security

8. Recipient notification

9. Recipient verification

10. Tally and receipt sheets

11. Commodity ration measurement

11.1 Scooping

11.2 Weighing

11.3 Recipient division

12. Procedures for a typical distribution

12.1 Additional procedures for commodity distributions

12.2 Distribution prior to registration

12.3 Distribution directly from warehouse

13. FFW distributions

13.1 Differences between free distributions and FFW distributions

14. Cash distributions

15. Reports

15.1 Monthly distribution site report

15.2 Report reconciliation and flow monitoring

16. Monitoring

16.1 Minimum standards for distribution monitoring

16.2 Monitoring system design

16.3 Distribution monitors

16.4 Distribution process monitoring

16.5 Distribution site storage monitoring

16.6 Post-distribution monitoring

16.7 Performance monitoring

17. Annexes

1. Introduction

1.1 Role of telecommunications and IT in an emergency

1.2 Role of Telecoms and IT Support Manager in the emergency team

1.3 CARE International (CI) roles and responsibilities for telecommunications

2. Telecommunications and security

2.1 Telecommunications and staff safety and security

2.2 Back-up communications systems

2.3 Communication protocols

3. What to do: Critical actions for telecommunications and IT

4. Telecommunications and IT assessments and planning

4.1 Telecommunications and IT minimum standards

4.2 Telecommunications options

4.3 Telecommunications and IT capacity for the assessment team

4.4 Conducting an assessment of the telecommunications and IT situation

4.5 Determining the requirements for CARE’s planned operations

4.6 Implementing the telecommunications and IT systems plan

5. Telecommunications system details and options

5.1 Landline and mobile phone systems

5.2 Portable satellite telephones and internet systems

5.3 Radio transceivers

6. Computer requirements and options

6.1 Computer hardware requirements

6.2 Software requirements

6.3 Power supply systems

7. Hardware support and maintenance

7.1 Asset management and control

7.2 Maintenance

7.3 Risk management

7.4 Equipping new staff

8. Procurement, import and regulations

9. Communications procedures

10. Collaboration with other agencies

11. Case study: Good practices and recommendations from the 2005 tsunami

12. Additional guidelines for non-presence operations

12.1 Legal requirements for establishing telecommunications systems

12.2 Phasing of telecommunications set-up

12.3 Meeting hardware requirements in a new presence location

12.4 Tampere Convention

13. Annexes

1. Role of human resource management in an emergency

1.1 CARE International roles and responsibilities for human resource management

1.2 Role of Human Resources Manager in an emergency

2. Critical steps in human resource management in an emergency

3. Organisational planning and staffing requirements

3.1 Staffing structures

3.2 Emergency staffing matrix

3.3 Human resource management capacity

3.4 Human resource management involvement

4. Personnel mobilisation

4.1 Factors to consider when selecting emergency personnel

4.2 Mobilising the Country Office Emergency Response Team (ERT)/redeploying existing CO staff to the emergency

4.3 Emergency personnel from other CARE offices

4.4 Rapid recruitment process for national staff

4.5 Rapid recruitment process for international staff

5. Pre-deployment planning

5.1 Pre-arrival tasks and responsibilities

5.2 Accommodation

5.3 Cash and equipment needs

5.4 Arrival arrangements

6. Insurance

6.1 Insurance for national staff

6.2 Insurance for international staff

7. Contract administration

7.1 Contracts for national staff

7.2 Contracts for international staff

8. Induction and orientation

8.1 Staff identification cards

9. Per diem and travel policy guidelines

9.1 Per diem and travel policy guidelines for national staff

9.2 Per diem and travel policy guidelines for international staff

10. Maintenance of personnel files

11. Coordination between HR and finance units

12. Staff well-being

12.1 Safety and security

12.2 Managing work hours

12.3 Rest and relaxation (R&R)

12.4 R&R entitlements for national staff

12.5 R&R entitlements for international staff

12.6 Emergency personnel support programme

12.7 Critical incident/severe stress

12.8 Emergency support for disaster-affected families of staff

13. Performance management

13.1 Responsibilities of managers

13.2 Managing non-performance

13.3 Managing non-performance of national staff

13.4 Managing non-performance of international staff

13.5 Evaluation form

13.6 Evaluation form for national staff

13.7 Evaluation form for international staff

14. Completion of assignment

14.1 Exit clearance procedures

14.2 Exit interview

14.3 Exit questionnaire for national staff

14.4 Exit questionnaire for international staff

15. Additional guidelines for non-presence operations

15.1 Local labour law

15.2 From set-up and initial delivery to next phase

15.3 Human resources policies for national staff

15.4 Establishing a salary scale

15.5 Employee benefits

16. Annexes

17. Other resources