 |  | Supplies and Food Aid - Field Handbook (UNHCR, 1989, 296 p.) |
 |  | (introduction...) |
| | List of Abbreviations |
|  | INTRODUCTION |
| | 1. Purpose of the Field Handbook |
| | 2. Organization of the Field Handbook |
| | 3. Global Application |
| | 4. Relations with the Host Government and Implementing Partners |
| | 5. UNHCR Guide to Supplies and Food Aid |
| | CHAPTER 1 - IDENTIFICATION OF NEEDS |
| | 1.1 The Supplies and Food Aid Function |
| | (introduction...) |
| | Chart 1.A: Objective of the Supplies and Food Aid Function |
| | Chart 1.B: Refugee Assistance - Needs Identification |
| | 1.2 Planning and Budgeting |
| | (introduction...) |
| | Annual Project Submissions |
| | Chart 1.C: Identify Material Assistance in Every Project Plan |
| | Emergency Response |
| | 1.3 Specification of Needs |
| | (introduction...) |
| | Chart 1.D: Sources of Standard Specifications for UNHCR Supplies and Food Aid |
| | Telecommunications Equipment |
| | Other Equipment |
| | Vehicles, Spare Parts, Fuels and Lubricants |
| | Medicines and Medical Supplies |
| | Pesticides and Chemicals |
| | Administrative Supplies |
| | Emergency Needs |
| | Chart 1.E: Responding to Emergency Needs |
| | 1.4 Packing and Labelling Requirements |
| | Packing of Consignments |
| | Chart 1.F: Packaging Considerations |
| | Chart 1.G: Use of Cargo Containers for Shipments by Sea |
| | Labelling and Shipping Marks |
| | Chart 1.H: UNHCR Shipping Marks |
| | 1.5 Inspection Requirements |
| | (introduction...) |
| | Chart 1.I: Conditions for Inspection Services |
| | 1.6 Lead-times and Supply Sourcing Options |
| | (introduction...) |
| | Chart 1.J: Assessment of Lead-time |
| | 1.7 Shipping Instructions |
| | (introduction...) |
| | Chart 1.K: Criteria for Selecting Mode of Transport for International Shipments |
| | 1.8 Associated Costs |
| | 1.9 Field Office Requests for Supplies and Food Aid |
| | (introduction...) |
| | Chart 1.L: Requests for Supplies and Food Aid |
| | CHAPTER 2 - PROVISION OF FOOD AID |
| | 2.1 Food Aid Requirements |
| | (introduction...) |
| | Chart 2.A: Organizational Liaison for Food Aid Planning, Monitoring and Reporting |
| | 2.2 UNHCR Responsibilities for Food Aid |
| | 2.3 Assessment of Refugee Food Aid Needs |
| | (introduction...) |
| | Chart 2.B: Considerations in Assessing Food Aid Requirements |
| | Chart 2.C: Nutritional Characteristics of Common Food Aid Commodities* |
| | Calculation of Food Needs |
| | Chart 2.D: Calculation of Food Needs - An Example |
| | 2.4 Food Aid Submissions and the UNHCR Global Food Plan |
| | (introduction...) |
| | Internal Transport, Storage and Handling (ITSH) |
| | Implementing Instruments |
| | 2.5 Food Commitments and Donations |
| | (introduction...) |
| | Contribution Advice Forms (CAFs) |
| | 2.6 Food Aid Channelled Through WFP |
| | 2.7 Shipping Modalities for Food Aid Contributions |
| | (introduction...) |
| | EC Food Donations |
| | 2.8 Food Purchases |
| | 2.9 Emergency Food Aid |
| | CHAPTER 3 - PURCHASING AND DONATIONS |
| | (introduction...) |
| | 3.1 Sources of Supplies and Food Aid |
| | (introduction...) |
| | Chart 3.A: UNHCR Sources of Supplies and Food Aid for Refugees |
| | 3.2 UNHCR Authorization to Purchase |
| | (introduction...) |
| | Chart 3.B: Checklist for Obtaining Purchase Authorization |
| | Chart 3.C: UNHCR Purchasing Limitations and Procedures at Headquarters and in the Field |
| | 3.3 The Purchasing Process |
| | (introduction...) |
| | Chart 3.D: Purchasing Checklist |
| | Selection of Suitable Suppliers |
| | Chart 3.E: Supplier Information Files |
| | Quotation Requests |
| | Chart 3.F: Content Requirements for Quotation Requests |
| | Tabulation of Bids |
| | Submissions to the Committee on Contracts |
| | Chart 3.G: Submissions to the Committee on Contracts |
| | Purchase Orders and Supplier Contracts |
| | Chart 3.H: Contents of a Purchasing File |
| | Inspection of Consignments |
| | 3.4 Shipping and Insurance |
| | 3.5 Payments to Suppliers |
| | 3.6 International Purchases |
| | 3.7 Local and Regional Purchases |
| | (introduction...) |
| | Chart 3.I: Local or Regional Purchasing |
| | 3.8 Purchases by UNHCR's Implementing Partners |
| | (introduction...) |
| | Chart 3.J: Purchasing Procedures of Implementing Partners |
| | Chart 3.K: Benefits of Consolidated Purchasing |
| | 3.9 Donations in Kind and Cash |
| | CHAPTER 4 - RECEIPT OF SHIPMENTS |
| | 4.1 Local Facilities, Capabilities and Requirements |
| | 4.2 Notification of Shipment and Shipping Documents |
| | (introduction...) |
| | Chart 4.A: Shipping Advice - Telex Information |
| | Chart 4.B: International Shipping Documents for UNHCR Consignments |
| | Chart 4.C: Importance of International Shipping Documents |
| | 4.3 Customs Exemption and Clearance |
| | (introduction...) |
| | Chart 4.D: Checklist of Requirements - Customs Exemption and Clearance |
| | 4.4 Bills of Lading and Letters of Guarantee |
| | 4.5 Contracts with Forwarding Agents |
| | (introduction...) |
| | Chart 4.E: Selecting a Forwarding Agent |
| | Chart 4.F: Assign Port Clearance Responsibilities to an Implementing Partner* |
| | 4.6 Port Activities |
| | (introduction...) |
| | Local Requirements and Conditions |
| | Chart 4.G: Summary of Port Activities |
| | Port Handling, Storage and Dispatch |
| | Port Handling and Dispatch Records |
| | 4.7 Shipments in Transit |
| | 4.8 Shipping and Receiving Reports |
| | 4.9 Receipt of Local or Regional Consignments |
| | 4.10 Shipping Insurance |
| | (introduction...) |
| | Chart 4.H: Illustrative Examples of UNHCR Insurance Coverage |
| | Chart 4.I: Information Necessary for UNHCR Insurance Coverage |
| | 4.11 Insurance Claims |
| | (introduction...) |
| | Chart 4.J: Inspection of Shipments for Damage or Loss |
| | Chart 4.K: Summary of UNHCR Consignee Action in the Event of a Shipping Loss or Damages |
| | Chart 4.L: Documentation to Support Insurance Claims |
| | CHAPTER 5 - FIELD LOGISTICS OPERATIONS |
| | 5.1 Components of a Logistics System |
| | (introduction...) |
| | Chart 5.A: The Logistics Operation for Refugee Supplies and Food Aid |
| | 5.2 Considerations in Logistics Planning |
| | (introduction...) |
| | Chart 5.B: A Typical Field Logistics System |
| | 5.3 Inland Transport |
| | (introduction...) |
| | Chart 5.C: Assessment of Alternative Inland Transport Modalities |
| | Analyzing Transport Capacity Requirements and Utilization |
| | Chart 5.D: Calculating Transport Fleet Capacity and Requirements |
| | 5.4 Port Facilities |
| | (introduction...) |
| | Chart 5.E: Are Port Facilities Adequate? |
| | 5.5 Transport by Road |
| | (introduction...) |
| | Chart 5.F: Selection Criteria for Commercial Transport |
| | Chart 5.G: Terms for Commercial Trucking Contracts |
| | Fleet Maintenance and Fuel Supplies |
| | Chart 5.H: Average Vehicle Fuel Consumption Per 100 km* |
| | Fleet Movements and Waybills |
| | 5.6 Transport by Rail |
| | (introduction...) |
| | Chart 5.I: Assessing Transport by Rail |
| | 5.7 Transport by Water |
| | 5.8 Transport by Air |
| | (introduction...) |
| | Chart 5.J: Transport by Air - Assessment Checklist |
| | Charter Aircraft |
| | Chart 5.K: Contract Terms for Charter Aircraft |
| | Helicopters |
| | Chart 5.L: Helicopter Landing Site |
| | 5.9 Storage and Deliveries |
| | 5.10 Telecommunications |
| | 5.11 Transport and Storage Insurance |
| | 5.12 Management of the Logistics Function |
| | (introduction...) |
| | The Logistics Organization |
| | Chart 5.M: Management of the Logistics Organization |
| | Chart 5.N: Suggested Topics for Personnel Training |
| | Organizational Accountability |
| | Security Matters |
| | 5.13 The Logistics of Moving People |
| | (introduction...) |
| | Chart 5.O: Planning a Convoy to Move People |
| | Chart 5.P: How to Reduce Potential Deaths When Transporting People |
| | 5.14 Accountability in Logistics Operations |
| | (introduction...) |
| | Chart 5.Q: Accountability in Logistics Operations |
| | 5.15 Monitoring Logistics Operations |
| | CHAPTER 6 - VEHICLES |
| | 6.1 The Need for Motor Vehicles |
| | (introduction...) |
| | Chart 6.A: Identification of Vehicle Needs |
| | 6.2 Responsibilities for Motor Vehicles |
| | 6.3 Vehicle Selection Guidelines |
| | (introduction...) |
| | Chart 6.B: Examples of Commonly Used Field Vehicles |
| | Official Vehicles |
| | Chart 6.C: Selection Guidelines for Motor Vehicles |
| | Light Field Vehicles |
| | Heavy Duty Vehicles |
| | Special Purpose Vehicles |
| | 6.4 Equipment Options, Accessories and Kits |
| | (introduction...) |
| | Chart 6.D: Vehicle Options and Accessories |
| | Fuels and Lubricants |
| | Tires |
| | Two-Way Radio Communications |
| | Technical Kit |
| | Chart 6.E: Technical Kit for Field Operations |
| | First Aid Kit |
| | Chart 6.F: Suggested Topics for a First Aid Course |
| | 6.5 Purchase of Vehicles |
| | (introduction...) |
| | Chart 6.G: Vehicles: International or Local Purchase? |
| | 6.6 Receipt, Registration and Insurance |
| | (introduction...) |
| | Pre-Delivery Inspection |
| | Vehicle Markings |
| | Registration |
| | Vehicle Insurance |
| | Delivery to the Vehicle Base Location |
| | 6.7 Use of Vehicles |
| | (introduction...) |
| | Vehicle Records |
| | Fuel Supplies |
| | Vehicle Drivers |
| | Vehicle Accidents |
| | 6.8 Maintenance and Repair |
| | (introduction...) |
| | Spare Parts |
| | Chart 6.H: Suggested Fast-Moving Spare Parts for Periodic Vehicle Maintenance |
| | Vehicle Workshops |
| | Chart 6.I: Characteristics of an Effective Vehicle Workshop |
| | Chart 6.J: Suggested Topics for a Vehicle Workshop Employee Training Programme |
| | 6.9 Disposal of Vehicles |
| | (introduction...) |
| | Chart 6.K: Vehicle Disposal - When? |
| | CHAPTER 7 - STORAGE AND WAREHOUSING |
| | 7.1 The Importance of Proper Storage Facilities |
| | 7.2 Considerations in Planning Storage Requirements |
| | (introduction...) |
| | Chart 7.A: Determination of Warehouse Capacity Needs |
| | Chart 7.B: Weight/Volume Relationships of Common Relief Supplies |
| | Special Storage Facilities |
| | Storage Options |
| | Chart 7.C: Suitability of Available Warehouses |
| | Chart 7.D: Suggested Options for Permanent Storage Facilities in Refugee Camps* |
| | 7.3 Storekeeping Personnel, Equipment and Insurance |
| | (introduction...) |
| | Chart 7.E: Security and Safety Measures |
| | Chart 7.F: Proposed Training Session for Storekeepers |
| | Chart 7.G: Two Designs for Simple and Effective Stacking Pallets* |
| | 7.4 Good Storage Practices |
| | (introduction...) |
| | Chart 7.H: Example of a Warehouse Storage Plan |
| | Chart 7.I: Recommended Warehouse Cleaning Plan |
| | Chart 7.J: Create Interlocking Layers to Bond Stacks for Stability |
| | 7.5 Warehouse Operations |
| | (introduction...) |
| | Stores Record Keeping |
| | Chart 7.K: Warehouse Operations Flowchart |
| | Chart 7.L: Record Keeping Procedures |
| | Receiving, Handling and Issuing Stores |
| | Stores Inspection |
| | Chart 7.M: Stores Inspection - What to Look for |
| | 7.6 Stores Infestation and Pest Control |
| | (introduction...) |
| | Chart 7.N: Sampling Technique |
| | Chart 7.O: Signs of Insect Infestation |
| | Chart 7.P: Preparing for a Pest Control Treatment |
| | 7.7 Disposal of Supplies and Food Aid |
| | 7.8 Disposal of Packaging Materials |
| | (introduction...) |
| | Chart 7.Q: Alternate Use of Packaging Materials: Assessment and Control |
| | CHAPTER 8 - DISTRIBUTION AND END-USE |
| | 8.1 Turnover to Implementing Partners |
| | (introduction...) |
| | Chart 8.A: Takeover Certificate - Information Requirements |
| | 8.2 Distribution to the Refugees |
| | (introduction...) |
| | Chart 8.B: Factors Affecting Distribution Effectiveness and Efficiency |
| | Distribution Centres |
| | Distribution Methodology |
| | Chart 8.C: Distribution Options |
| | Chart 8.D: Accountability of Distribution Staff |
| | Distribution Reporting |
| | Chart 8.E: Information to be Included in a Distribution Report |
| | Supplementary Feeding Centres |
| | 8.3 Identifying the Beneficiaries |
| | 8.4 Distribution Day |
| | (introduction...) |
| | Chart 8.F: Mass Distribution and Crowd Control |
| | 8.5 Monitoring Distribution |
| | (introduction...) |
| | Chart 8.G: Distribution Monitoring Objectives |
| | 8.6 UNHCR Distribution Reports |
| | ANNEXES TO THE FIELD HANDBOOK |
| | Annex I - Packaging Standards for International Shipments* |
| | Annex II - Inspection Services |
| | Annex III - Incoterms (International Commercial Terms) |
| | Annex IV - Contribution Advice Form - Example |
| | Annex V - Checklist for Donor Contributions |
| | Annex VI - EC Taking-Over Certificate |
| | Annex VII - Purchase Authorization |
| | Annex VIII - Quotation Request - Example |
| | Annex IX - Tabulation of Bids |
| | Annex X - Purchase Order |
| | Annex XI - Letter of Regret - Example |
| | Annex XII - Shipping Advice Telex - Example |
| | Annex XIII - Shipping/Insurance Advice and Receiving Report - Example |
| | Annex XIV - Transmittal of Shipping Documents - Memorandum |
| | Annex XV - Bill of Lading - Example |
| | Annex XVI - Letter of Guarantee - Example |
| | Annex XVII - Shipping Insurance Request |
| | Annex XVIII - Protest Letter |
| | Annex XIX - Survey Report - Example |
| | Annex XX - Selection Criteria for Heavy Duty Vehicles |
| | Annex XXI - Checklist for Receipt/Delivery of Vehicles |
| | Annex XXII - Rules for Drivers |
| | Annex XXIII - Drivers' Checklists for Vehicle Inspection and Cleaning |
| | Annex XXIV - Vehicle Accident Report |
| | Annex XXV - GS.45 - Property Survey Board |
| | Annex XXVI - Inspection of Storage Conditions* |
| | Annex XXVII - UNHCR Distribution Report |
| | FORMS ANNEX - SUGGESTED FORMS FOR UNHCR FIELD OPERATIONS |
| | CONVERSION TABLES |
| | BIBLIOGRAPHY |
| | INDEX |
