AMEND CONTENT

2. Critical steps in administration management in an emergency

Checklist

  • Coordinate all travel and logistics arrangements for emergency personnel including:
    • visa applications
    • arrival, pick-up, briefing and internal travel, and departure at end of assignment
    • coordinate allocation of office space and equipment for emergency personnel
    • establish appropriate accommodation for emergency staff in hotels or staff houses.
  • Put effective equipment and property management systems in place
    • Ensure the emergency operation has the equipment required for the response.
    • Maintain effective inventory management for all supplies and equipment.
    • Ensure that all necessary printed forms are available for use by staff.
    • Ensure adequate controls are in place for issuing, storage and transfer of equipment, including regular physical checks.
    • Ensure regular maintenance and servicing of property and equipment.
    • Insure all valuable property.
    • Dispose of property in accordance with donor policies.
  • Put administrative systems in place to manage correspondence and filing systems.
  • If extra office capacity is required for the emergency response, manage the office selection and set-up, including selecting an appropriate building, negotiating lease, installing furnishings and utilities, and maintenance contracts.
  • If emergency operations are taking place in areas where appropriate office and accommodations are not available due to the remote nature or disaster damage, establish a compound to provide office and accommodation for CARE staff. This should include:
    • obtaining authorisation and securing the site
    • installing basic office and accommodation facilities (for example, tents), and basic amenities
    • hiring staff and making provisions for ongoing compound management including supply of food, water, power, and maintenance of safe and hygienic conditions.
  • Establish effective vehicle management systems and guidelines for the safe and effective use and tracking of vehicles.
    • Ensure the administration unit monitors compliance with guidelines for the safe use of vehicles.
    • As far as possible, aim for standardisation of the fleet when procuring vehicles.
    • Use rental vehicles when large numbers of vehicles are required quickly.
    • Ensure files and inventories are maintained for all vehicles, and vehicles are insured.
    • Ensure vehicles are maintained regularly.
  • Put in place a system for issuing and monitoring fuel for both vehicles and generator.
  • When operating in a new area, ensure CARE has authorisation to operate in the country and area of the emergency, commence the formal registration process as soon as possible, and establish good relationships with the host government, UN coordinating bodies and peer NGOs.