7.1 Vetting contracts
Ensure the use of CAREs contract template, if not available then vendors’ contract must be approved by the local attorney to ensure compliance with local legal requirements.
- 1. Logistics
- 1. Introduction
- 2. Critical steps in supply chain management
- 3. Logistics preparedness
- 4. Logistics assessment and planning
- 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
- 8. Case study: Good practices from the 2005 tsunami emergency response
- 9. Annexes
- 2. Procurement
- 1. Role of procurement in an emergency
- 2. Critical steps for procurement
- 3. Enacting emergency procurement policies and procedures
- 4. Donor compliance requirements
- 5. Assessment of material needs and procurement planning
- 6. The procurement sourcing and acquisition process
- 7. Contracting
- 8. Importing goods
- 9. Receipt and dispatch
- 10. Documentation and record keeping
- 11. Additional guidelines for non-presence operations
- 12. Annexes
- 13. Other resources
- 3. Finance
- 1. Role of finance in an emergency
- 2. Critical steps in financial management in an emergency
- 3. Finance structure
- 4. Cash and cash equivalents control procedures
- 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
- 7. Budget development and management
- 8. Annexes
- 9. Other resources
- 4. Administration
- 1. Role of administration in an emergency
- 2. Critical steps in administration management in an emergency
- 3. Travel and logistical arrangements for emergency 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
- 6. Establishing a new office
- 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
- 9. Fuel management
- 10. Establishing CARE’s presence in a new country or area of operation
- 11. Annexes
- 12. Other resources
- 5. Distribution
- 1. Introduction
- 2. Critical steps in distribution
- 3. Distribution planning
- 4. Targeting
- 5. Recipient registration
- 6. Site storage accounting
- 7. Site security
- 8. Recipient notification
- 9. Recipient verification
- 10. Tally and receipt sheets
- 11. Commodity ration measurement
- 12. Procedures for a typical distribution
- 13. FFW distributions
- 14. Cash distributions
- 15. Reports
- 16. Monitoring
- 17. Annexes
- 6. IT and Telecommunications
- 1. Introduction
- 2. Telecommunications and security
- 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
- 6. Computer requirements and options
- 7. Hardware support and maintenance
- 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
- 13. Annexes
- 7. Human Resources
- 1. Role of human resource management in an emergency
- 2. Critical steps in human resource management in an emergency
- 3. Organisational planning and staffing requirements
- 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
- 6. Insurance
- 7. Contract administration
- 8. Induction and orientation
- 9. Per diem and travel policy guidelines
- 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
- 14. Completion of assignment
- 15. Additional guidelines for non-presence operations
- 16. Annexes
- 17. Other resources
- 8. Capacity Building in Emergencies