Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.): 20. Administration, Staffing and Finance: Annexes

Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.)

20. Administration, Staffing and Finance

		(introduction...)
		Introduction
		Emergency Staffing
		Budget and Finance
		Non-Expendable Property and Office Supplies
		Office Premises
		Official Transport
		Office Organization
		Key References
		Annexes

Annexes

Annex 1 - CHECK-LIST FOR THE EMERGENCY ADMINISTRATOR

(Note: This checklist is regularly updated, the latest version should be consulted)

This checklist is intended as a practical tool for UNHCR staff when responding to emergencies and assigned to duty stations where there is no established UNHCR presence, or where the existing office needs to be strengthened as a result of new events. The complete Checklist consists of three components listed below. Only the first part, the checklist is reproduced here. The complete checklist in its three components can be obtained from the Emergency Preparedness and Response Section at Headquarters.

The 3 components are:

1. The Checklist itself which lists most activities requiring consideration when establishing a Branch, Sub or Field Office. Not all items will be relevant. The administrative officer together with the Head of the Office will need to determine what action is to be taken. The list is not presented in an order of priority and it is therefore important to set your own priorities depending on the local circumstances. The list does not cover administrative procedures and action required for the ongoing needs of the office, but concentrates on those related specifically to the establishment of an office. Each item is preceded by a box which you may tick off as action is taken.

2. Annexes, which are primarily extracts from existing documentation. These have been included for ease of reference and are not substitutes for existing manuals and instructions of which the most important is the UNHCR Manual to which frequent reference should be made. Not all relevant UNHCR forms are included, as these are available in the Emergency Office Kit, or directly on request from Headquarters.

3. A computer disc which contains the format for all forms or documents which are indicated by an (*) in the Checklist. These forms or documents can be copied and amended to suit local needs. (It is recommended that the original format is not amended directly.)

The importance of setting up effective administrative procedures from the outset cannot be over-stressed. They will have important consequences for the effective administration throughout the operation.

ESTABLISHING AN OFFICE CHECK-LIST FOR THE EMERGENCY ADMINISTRATOR

	ACTION	ANNEXES
PREMISES
	1. Establish a UNHCR Cooperation Agreement if not already in place or consider its amendment if one already exists but circumstances have changed	a. Model Agreement (*) b. Example Agreement c. UN Convention on Privileges & Immunities
	2. Identify need for Sub or Field Offices	a. Excerpt from UNHCR Manual
	3. Identify Office Premises, negotiate lease and seek approval from Geneva	a. Excerpt from UNHCR Manual b. Standard lease (*) c. Note on selecting
	4. Consider the use of UNHCR stickers and UN flags, posters and visibility material. Request more from HO if necessary	a. Flag Code b. List of stockpiled visibility material
	5. Consider "Base Camp" requirements and need for Base camp manager, in situations where this is applicable	a. Base camp manager
COMMUNICATIONS AND TRANSPORT
	6. Determine immediate needs for and set up communications: Telephone, E-Mail, fax, telex and/or radio and pouch. Complete communications questionnaire and send to HQs Attn. Telecommunications Unit	a. Communications Info Kit including Communications Questionnaire b. Telecommunications inventory forms (*) c. Pouch Service Instructions
	7. Establish telecommunications procedures. Train staff and advise procedures	a. Sitor/Pactor Manual b. Voice procedure c. Codan user instructions () d. Handover letter for handsets () e. Handset user instructions () f. Radio room discipline () g. Communications procedures
	8. Establish log for recording long distance phone calls giving particular attention to private phone calls	a. Excerpt from UNHCR Manual b. FOM 01/93 including Telephone log form (*)
	9. Prepare forms for telex/fax messages	a. Model format (*)
	10. Establish communications log and chron files	a. Radio message chron forms(*)
	11. Establish a regular system (shuttle) for transport of mail and personnel between sub office and branch office (if necessary)	a. Shuttle Passenger Manifest (*)
	12. Determine Admin Vehicle needs: Landcruisers, Pick ups, saloons and/or minibus	a. Excerpts SFAS Handbook b. Excerpts IAPSU Catalogue
	13. Establish procedures for light vehicle use: - Authority for UNHCR staff to drive official vehicles - Driver trip logs - Vehicle tracking system - Maintenance logs - Construct key box & ensure key security - Identify best means for vehicle servicing - Make arrangements for the purchase of Duty Free petrol - Undertake driver education sessions	a. Excerpt from UNHCR Manual b. Driver Log format () c. Vehicle Tracking format () d. Excerpt from ICRC Handbook e. Authority to drive official vehicles () f. Inventory record form g. Vehicle inspection check list h. Rules for drivers i. Vehicles in UNHCR operations j. Fuel receipt voucher () k. Mileage rates
PERSONNEL, STAFF CONDITIONS AND SECURITY
	14. Establish staffing table with Organigram and job descriptions. Send to the Desk at HQs	a. Typical field office structures b. Additional example organigram c. Post creation and review procedures d. Benchmark job descriptions
	15. Identify sources for local staff recruitment. Prepare simplified Job Application Form for local Staff. (P11 to be used only for candidates who are being seriously considered)	a. Simplified job application form (*)
	16. Recruit essential and urgently required local staff. Set up local recruitment committee. Following selection, issue short term contract and arrange appropriate medical check	a. Excerpt UNHCR Manual and related recruitment forms b. Interview notes & Report Form () c. Recruitment tests for local staff () d. Regulations for NPOs - excerpt from APPB regulations
	17. Identify UN Examining Physician if necessary if no UNDP Office and inform SASS for JMS approval
	18. Set up Personnel files for all staff
	19. Establish leave recording system	a. Secretariat Instruction on time, attendance & leave b. Example leave recording forms
	20. Establish Working Hours, Overtime and DSA for local staff on mission in country in accordance with UNDP practice	a. Excerpt from UNHCR Manual b. IOM 61/88 and IOM/120/88 on salary advances c. Copy OT recording form (*) d. IOM 76/89 on Overtime for local staff
	21. Establish local mission tracking system	a. Mission recording format (*)
	22. Send variable information on "Appendix B" for your duty station to Geneva	a. Format appendix B
	23. Check that DSA appropriate for duty station and if considered to be inappropriate complete DSA Worksheet if no UNDP Office and transmit to SASS	a. Excerpt from UNHCR Manual b. DSA Worksheet & guidelines
	24. If new duty station complete Classification of Duty Station questionnaire & send to HQs	a. Excerpt from UNHCR Manual b. Classification of Duty Station Questionnaire
	25. Review the validity of the post adjustment and if considered inappropriate advise DHRM	a. Excerpt from UNHCR Manual
	26. Determine appropriateness of salary level of local staff and if inappropriate advise DHRM	a. Excerpt from UNHCR Manual b. Excerpt from CCAQ GS Survey Manual
	27. Arrange payment of salary and allowances of international staff	a. Salary distribution request form and FOM/20/95 & Add.1
	28. Negotiate discounts in local hotels and advise HQs. Ensure guaranteed room availability for mission staff
	29. Consider security procedures and an appropriate evacuation plan	a. Excerpts from UN Field Handbook b. IOM 47/92 on Field Security reporting
	30. Collect personal data on international staff and request staff to complete inventories if warranted by security situation	a. Personal Data form b. Personal Effects Inventory form
	31. Identify best means and procedures for medical evacuation of staff	a. Guidelines for Medevac Plan b. IOM/104/94 and IOM/26/95 - Guidelines on Medevac
	32. Establish frequency and procedures for staff welfare missions through MARS/VARI/STAR	a. Excerpts from FOM/105/94 + addenda
	33. Review the living and working conditions, report to Headquarters and request field kits, travel kits and staff accommodation as appropriate	a. Structure of living and working conditions report (*) b. Example of Emergency Operation Living conditions paper c. Excerpts from Catalogue of Emergency Response Resources (field kits, travel kits, staff accommodation) d. FOM/70/95 on Accommodation provided by UNHCR
	34. Design and begin training and coaching programmes in office procedures for local administrative staff	a. Excerpts from UNHCR Training Module b. Notes on Coaching Skills c. Using Interpreters (*) d. FOM 102/88 on Language Training
FINANCE, EQUIPMENT AND SUPPLIES
	35. Survey local banks. Propose bank signatories and interest level and request HQ to open bank account. Propose ceiling and request approval for petty cash account	a. Excerpt of UNHCR Manual b. Questionnaire on Opening Bank Account
	36. Establish accounts procedures: Vouchers, Journals, files, signatory arrangements etc.	a. Allotment Account Codes For essential guidelines on accounting procedures refer to Part 5, Chapter IX of the UNHCR Manual and to the FOAS Manual
	37. Request Emergency Allotment Advice if not already received & finalize administrative budget request to HQs on ABPS	a. Copy of Emer. Allotment Advice b. Excerpt of Operating Instructions of ABPS c. FOM 120/94 Field Office Admin Budget Procedures
	38. Purchase and inventorise non expendable property, particularly furniture, vehicles and equipment and decide which to be charged to admin allotment and which to project expenditure (if any)	a. Excerpt from UNHCR Manual
	39. Check stocks of stationery and supplies, sort forms into Manila folders & order stationery and forms required from Geneva	a. Excerpt from UNHCR Manual
	40. Investigate the possibility of the local printing of stationery. If possible and the cost is reasonable, request permission to do so from HQs. Proceed only once address, telephone number, etc. Known and not likely to change	a. Examples of stationary Examplestationery
	41. Survey EDP facilities and needs and recommend improvements/request additional equipment. If necessary request services of ICSS consultant to assess optimum Admin (and programme) needs
FILING AND DOCUMENTATION
	42. Advise BO or HQs which newspapers and periodicals to be sent on a regular basis. (This is part of field office budgeting (ABPS) but worthwhile arranging separately)	a. Entitlement
	43. Set up file list, chron files and document registration system	a. Filing principles () b. Standard file list () c. Chron Register Format (*)
	44. Set up distribution system with central location of trays. Consider local construction of pigeon holes. Establish document circulation system	a. Example Action Sheet () b. Example Circulation Slip ()

* Available on the computer disc which accompanies The "Checklist For The Emergency Administrator".

Annex 2 - Suggested Field Filing System

1. A file list should be set up immediately on the opening of a new office. It should be done in such a way that it can expand and contract to take account of new situations. One must achieve the correct balance between being too specific and too general.

2. Three types of files should always bear a standard format reference or symbol whether maintained at Headquarters or in the Field: personnel (PER/IND) files, individual case (IC) files and project files. The latter symbol is always allocated by Headquarters.

A personnel file bears the file reference PER/IND FAMILY NAME, Given Names, e.g. PER/IND SMITH, Ms Jane Marie

An individual case file bears IC FAMILY NAME, Given Names RUR (country of residence)/RUR (country of origin)

e.g. IC SMITH, Ms Jane Marie RUR/RUR

A project file bears Year/Source of fund/Country of operation/assistance type/project number, e.g. 98/EF/RUR/EM/140.

3. An indication of subject files which might be required is given below. The number designates a subject not a file. Accordingly, files may comprise two or more file numbers.

A file should "tell a story".

Do not make subsequent perusal difficult by filing items out of sequence.

4. Security should be considered when filing documents, in paper and or electronic form. Files which should be destroyed in the event of evacuation of the office should be marked in advance. These should include individual case files and personnel files.

Suggested File List 1. General & External Affairs

100	UNHCR Structure/Mandate & Gen. Info.
101	Executive Committee
102	IOM/FOMs

110	Relations with (host) Government
111	Relations with local Consulates
112	Inter-Agency Meetings
113	NGOs (general & alphabetical by agency)
114	UN Agencies (general & alphabetical by agency)
115	Inter-Governmental Organizations (general & alphabetical by agency)

120	Reports from the field
121	Situation Reports (SITREPS)
122	Camp profiles

130	Missions to the office (UNHCR & alphabetical)
131	Missions by office staff (alphabetical)
132	Visitors to the office (non-UNHCR & chronological)
133	Public Information Activities & Media Relations
134	Press releases & Press clippings
135	Conferences and Special Events

140	Training/Seminars/Workshops
150	Fund Raising/Contributions

2. Protection

200	Protection General - UNHCR
201	Human rights/Country of Origin Info. (RUR-Alphabetical)

210	Protection (host country)
211	Detention
212	Determination
213	Tracing
214	Family Reunion
215	Physical Security of Refugees
216	Registration

3. Operations & Assistance

300	Field Operations General
301	Field Operations (by site/camp)

310	Programme General (UNHCR) including FOBS
311	Assistance Programme General (host country)
312	Emergency Management
313	Technical Support
314	Procurement

320	Food/Nutrition
321	Health
322	Water & Sanitation
323	Site Planning & Shelter
324	Non-Food Items & Domestic Supplies
325	Logistics (procurement, transport, storage)
326	Community Services, Counselling, Community Development
327	Education
328	Productive Activities & Income Generation
329	Camp Management

330	Repatriation
331	Local Settlement
332	Resettlement

4. Administration & Finance

400	Administrative Policy
401	Administrative Instructions

410	Office Premises
411	Office and Personnel Security
412	Asset Management
413	Expendable property & Supplies
414	Utilities
415	Records Management/Filing
416	Communications
417	Transport/Vehicles

420	Staff Rules & Regulations
421	Office Staffing
422	Applications for Employment/Recruitment
423	Salaries/Benefits/Allowances/Living Conditions
424	Taxation/Exemptions/Privileges & Immunities
425	Leave & Holidays
426	Travel/Mission & Leave Rosters

430	Accounting & Finance Procedures
431	Rates of Exchange
432	DSA Rates
433	Administrative Budget & Obligation Document