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CLOSE THIS BOOKSupplies and Food Aid - Field Handbook (UNHCR, 1989, 296 p.)
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTList of Abbreviations
INTRODUCTION
VIEW THE DOCUMENT1. Purpose of the Field Handbook
VIEW THE DOCUMENT2. Organization of the Field Handbook
VIEW THE DOCUMENT3. Global Application
VIEW THE DOCUMENT4. Relations with the Host Government and Implementing Partners
VIEW THE DOCUMENT5. UNHCR Guide to Supplies and Food Aid
CHAPTER 1 - IDENTIFICATION OF NEEDS
1.1 The Supplies and Food Aid Function
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 1.A: Objective of the Supplies and Food Aid Function
VIEW THE DOCUMENTChart 1.B: Refugee Assistance - Needs Identification
1.2 Planning and Budgeting
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTAnnual Project Submissions
VIEW THE DOCUMENTChart 1.C: Identify Material Assistance in Every Project Plan
VIEW THE DOCUMENTEmergency Response
1.3 Specification of Needs
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 1.D: Sources of Standard Specifications for UNHCR Supplies and Food Aid
VIEW THE DOCUMENTTelecommunications Equipment
VIEW THE DOCUMENTOther Equipment
VIEW THE DOCUMENTVehicles, Spare Parts, Fuels and Lubricants
VIEW THE DOCUMENTMedicines and Medical Supplies
VIEW THE DOCUMENTPesticides and Chemicals
VIEW THE DOCUMENTAdministrative Supplies
VIEW THE DOCUMENTEmergency Needs
VIEW THE DOCUMENTChart 1.E: Responding to Emergency Needs
1.4 Packing and Labelling Requirements
VIEW THE DOCUMENTPacking of Consignments
VIEW THE DOCUMENTChart 1.F: Packaging Considerations
VIEW THE DOCUMENTChart 1.G: Use of Cargo Containers for Shipments by Sea
VIEW THE DOCUMENTLabelling and Shipping Marks
VIEW THE DOCUMENTChart 1.H: UNHCR Shipping Marks
1.5 Inspection Requirements
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 1.I: Conditions for Inspection Services
1.6 Lead-times and Supply Sourcing Options
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 1.J: Assessment of Lead-time
1.7 Shipping Instructions
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 1.K: Criteria for Selecting Mode of Transport for International Shipments
VIEW THE DOCUMENT1.8 Associated Costs
1.9 Field Office Requests for Supplies and Food Aid
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 1.L: Requests for Supplies and Food Aid
CHAPTER 2 - PROVISION OF FOOD AID
2.1 Food Aid Requirements
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 2.A: Organizational Liaison for Food Aid Planning, Monitoring and Reporting
VIEW THE DOCUMENT2.2 UNHCR Responsibilities for Food Aid
2.3 Assessment of Refugee Food Aid Needs
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 2.B: Considerations in Assessing Food Aid Requirements
VIEW THE DOCUMENTChart 2.C: Nutritional Characteristics of Common Food Aid Commodities*
VIEW THE DOCUMENTCalculation of Food Needs
VIEW THE DOCUMENTChart 2.D: Calculation of Food Needs - An Example
2.4 Food Aid Submissions and the UNHCR Global Food Plan
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTInternal Transport, Storage and Handling (ITSH)
VIEW THE DOCUMENTImplementing Instruments
2.5 Food Commitments and Donations
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTContribution Advice Forms (CAFs)
VIEW THE DOCUMENT2.6 Food Aid Channelled Through WFP
2.7 Shipping Modalities for Food Aid Contributions
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTEC Food Donations
VIEW THE DOCUMENT2.8 Food Purchases
VIEW THE DOCUMENT2.9 Emergency Food Aid
CHAPTER 3 - PURCHASING AND DONATIONS
VIEW THE DOCUMENT(introduction...)
3.1 Sources of Supplies and Food Aid
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 3.A: UNHCR Sources of Supplies and Food Aid for Refugees
3.2 UNHCR Authorization to Purchase
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 3.B: Checklist for Obtaining Purchase Authorization
VIEW THE DOCUMENTChart 3.C: UNHCR Purchasing Limitations and Procedures at Headquarters and in the Field
3.3 The Purchasing Process
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 3.D: Purchasing Checklist
VIEW THE DOCUMENTSelection of Suitable Suppliers
VIEW THE DOCUMENTChart 3.E: Supplier Information Files
VIEW THE DOCUMENTQuotation Requests
VIEW THE DOCUMENTChart 3.F: Content Requirements for Quotation Requests
VIEW THE DOCUMENTTabulation of Bids
VIEW THE DOCUMENTSubmissions to the Committee on Contracts
VIEW THE DOCUMENTChart 3.G: Submissions to the Committee on Contracts
VIEW THE DOCUMENTPurchase Orders and Supplier Contracts
VIEW THE DOCUMENTChart 3.H: Contents of a Purchasing File
VIEW THE DOCUMENTInspection of Consignments
VIEW THE DOCUMENT3.4 Shipping and Insurance
VIEW THE DOCUMENT3.5 Payments to Suppliers
VIEW THE DOCUMENT3.6 International Purchases
3.7 Local and Regional Purchases
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 3.I: Local or Regional Purchasing
3.8 Purchases by UNHCR's Implementing Partners
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 3.J: Purchasing Procedures of Implementing Partners
VIEW THE DOCUMENTChart 3.K: Benefits of Consolidated Purchasing
VIEW THE DOCUMENT3.9 Donations in Kind and Cash
CHAPTER 4 - RECEIPT OF SHIPMENTS
VIEW THE DOCUMENT4.1 Local Facilities, Capabilities and Requirements
4.2 Notification of Shipment and Shipping Documents
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 4.A: Shipping Advice - Telex Information
VIEW THE DOCUMENTChart 4.B: International Shipping Documents for UNHCR Consignments
VIEW THE DOCUMENTChart 4.C: Importance of International Shipping Documents
4.3 Customs Exemption and Clearance
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 4.D: Checklist of Requirements - Customs Exemption and Clearance
VIEW THE DOCUMENT4.4 Bills of Lading and Letters of Guarantee
4.5 Contracts with Forwarding Agents
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 4.E: Selecting a Forwarding Agent
VIEW THE DOCUMENTChart 4.F: Assign Port Clearance Responsibilities to an Implementing Partner*
4.6 Port Activities
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTLocal Requirements and Conditions
VIEW THE DOCUMENTChart 4.G: Summary of Port Activities
VIEW THE DOCUMENTPort Handling, Storage and Dispatch
VIEW THE DOCUMENTPort Handling and Dispatch Records
VIEW THE DOCUMENT4.7 Shipments in Transit
VIEW THE DOCUMENT4.8 Shipping and Receiving Reports
VIEW THE DOCUMENT4.9 Receipt of Local or Regional Consignments
4.10 Shipping Insurance
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 4.H: Illustrative Examples of UNHCR Insurance Coverage
VIEW THE DOCUMENTChart 4.I: Information Necessary for UNHCR Insurance Coverage
4.11 Insurance Claims
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 4.J: Inspection of Shipments for Damage or Loss
VIEW THE DOCUMENTChart 4.K: Summary of UNHCR Consignee Action in the Event of a Shipping Loss or Damages
VIEW THE DOCUMENTChart 4.L: Documentation to Support Insurance Claims
CHAPTER 5 - FIELD LOGISTICS OPERATIONS
5.1 Components of a Logistics System
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.A: The Logistics Operation for Refugee Supplies and Food Aid
5.2 Considerations in Logistics Planning
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.B: A Typical Field Logistics System
5.3 Inland Transport
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.C: Assessment of Alternative Inland Transport Modalities
VIEW THE DOCUMENTAnalyzing Transport Capacity Requirements and Utilization
VIEW THE DOCUMENTChart 5.D: Calculating Transport Fleet Capacity and Requirements
5.4 Port Facilities
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.E: Are Port Facilities Adequate?
5.5 Transport by Road
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.F: Selection Criteria for Commercial Transport
VIEW THE DOCUMENTChart 5.G: Terms for Commercial Trucking Contracts
VIEW THE DOCUMENTFleet Maintenance and Fuel Supplies
VIEW THE DOCUMENTChart 5.H: Average Vehicle Fuel Consumption Per 100 km*
VIEW THE DOCUMENTFleet Movements and Waybills
5.6 Transport by Rail
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.I: Assessing Transport by Rail
VIEW THE DOCUMENT5.7 Transport by Water
5.8 Transport by Air
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.J: Transport by Air - Assessment Checklist
VIEW THE DOCUMENTCharter Aircraft
VIEW THE DOCUMENTChart 5.K: Contract Terms for Charter Aircraft
VIEW THE DOCUMENTHelicopters
VIEW THE DOCUMENTChart 5.L: Helicopter Landing Site
VIEW THE DOCUMENT5.9 Storage and Deliveries
VIEW THE DOCUMENT5.10 Telecommunications
VIEW THE DOCUMENT5.11 Transport and Storage Insurance
5.12 Management of the Logistics Function
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTThe Logistics Organization
VIEW THE DOCUMENTChart 5.M: Management of the Logistics Organization
VIEW THE DOCUMENTChart 5.N: Suggested Topics for Personnel Training
VIEW THE DOCUMENTOrganizational Accountability
VIEW THE DOCUMENTSecurity Matters
5.13 The Logistics of Moving People
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.O: Planning a Convoy to Move People
VIEW THE DOCUMENTChart 5.P: How to Reduce Potential Deaths When Transporting People
5.14 Accountability in Logistics Operations
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 5.Q: Accountability in Logistics Operations
VIEW THE DOCUMENT5.15 Monitoring Logistics Operations
CHAPTER 6 - VEHICLES
6.1 The Need for Motor Vehicles
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 6.A: Identification of Vehicle Needs
VIEW THE DOCUMENT6.2 Responsibilities for Motor Vehicles
6.3 Vehicle Selection Guidelines
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 6.B: Examples of Commonly Used Field Vehicles
VIEW THE DOCUMENTOfficial Vehicles
VIEW THE DOCUMENTChart 6.C: Selection Guidelines for Motor Vehicles
VIEW THE DOCUMENTLight Field Vehicles
VIEW THE DOCUMENTHeavy Duty Vehicles
VIEW THE DOCUMENTSpecial Purpose Vehicles
6.4 Equipment Options, Accessories and Kits
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 6.D: Vehicle Options and Accessories
VIEW THE DOCUMENTFuels and Lubricants
VIEW THE DOCUMENTTires
VIEW THE DOCUMENTTwo-Way Radio Communications
VIEW THE DOCUMENTTechnical Kit
VIEW THE DOCUMENTChart 6.E: Technical Kit for Field Operations
VIEW THE DOCUMENTFirst Aid Kit
VIEW THE DOCUMENTChart 6.F: Suggested Topics for a First Aid Course
6.5 Purchase of Vehicles
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 6.G: Vehicles: International or Local Purchase?
6.6 Receipt, Registration and Insurance
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTPre-Delivery Inspection
VIEW THE DOCUMENTVehicle Markings
VIEW THE DOCUMENTRegistration
VIEW THE DOCUMENTVehicle Insurance
VIEW THE DOCUMENTDelivery to the Vehicle Base Location
6.7 Use of Vehicles
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTVehicle Records
VIEW THE DOCUMENTFuel Supplies
VIEW THE DOCUMENTVehicle Drivers
VIEW THE DOCUMENTVehicle Accidents
6.8 Maintenance and Repair
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTSpare Parts
VIEW THE DOCUMENTChart 6.H: Suggested Fast-Moving Spare Parts for Periodic Vehicle Maintenance
VIEW THE DOCUMENTVehicle Workshops
VIEW THE DOCUMENTChart 6.I: Characteristics of an Effective Vehicle Workshop
VIEW THE DOCUMENTChart 6.J: Suggested Topics for a Vehicle Workshop Employee Training Programme
6.9 Disposal of Vehicles
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 6.K: Vehicle Disposal - When?
CHAPTER 7 - STORAGE AND WAREHOUSING
VIEW THE DOCUMENT7.1 The Importance of Proper Storage Facilities
7.2 Considerations in Planning Storage Requirements
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 7.A: Determination of Warehouse Capacity Needs
VIEW THE DOCUMENTChart 7.B: Weight/Volume Relationships of Common Relief Supplies
VIEW THE DOCUMENTSpecial Storage Facilities
VIEW THE DOCUMENTStorage Options
VIEW THE DOCUMENTChart 7.C: Suitability of Available Warehouses
VIEW THE DOCUMENTChart 7.D: Suggested Options for Permanent Storage Facilities in Refugee Camps*
7.3 Storekeeping Personnel, Equipment and Insurance
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 7.E: Security and Safety Measures
VIEW THE DOCUMENTChart 7.F: Proposed Training Session for Storekeepers
VIEW THE DOCUMENTChart 7.G: Two Designs for Simple and Effective Stacking Pallets*
7.4 Good Storage Practices
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 7.H: Example of a Warehouse Storage Plan
VIEW THE DOCUMENTChart 7.I: Recommended Warehouse Cleaning Plan
VIEW THE DOCUMENTChart 7.J: Create Interlocking Layers to Bond Stacks for Stability
7.5 Warehouse Operations
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTStores Record Keeping
VIEW THE DOCUMENTChart 7.K: Warehouse Operations Flowchart
VIEW THE DOCUMENTChart 7.L: Record Keeping Procedures
VIEW THE DOCUMENTReceiving, Handling and Issuing Stores
VIEW THE DOCUMENTStores Inspection
VIEW THE DOCUMENTChart 7.M: Stores Inspection - What to Look for
7.6 Stores Infestation and Pest Control
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 7.N: Sampling Technique
VIEW THE DOCUMENTChart 7.O: Signs of Insect Infestation
VIEW THE DOCUMENTChart 7.P: Preparing for a Pest Control Treatment
VIEW THE DOCUMENT7.7 Disposal of Supplies and Food Aid
7.8 Disposal of Packaging Materials
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 7.Q: Alternate Use of Packaging Materials: Assessment and Control
CHAPTER 8 - DISTRIBUTION AND END-USE
8.1 Turnover to Implementing Partners
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 8.A: Takeover Certificate - Information Requirements
8.2 Distribution to the Refugees
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 8.B: Factors Affecting Distribution Effectiveness and Efficiency
VIEW THE DOCUMENTDistribution Centres
VIEW THE DOCUMENTDistribution Methodology
VIEW THE DOCUMENTChart 8.C: Distribution Options
VIEW THE DOCUMENTChart 8.D: Accountability of Distribution Staff
VIEW THE DOCUMENTDistribution Reporting
VIEW THE DOCUMENTChart 8.E: Information to be Included in a Distribution Report
VIEW THE DOCUMENTSupplementary Feeding Centres
VIEW THE DOCUMENT8.3 Identifying the Beneficiaries
8.4 Distribution Day
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 8.F: Mass Distribution and Crowd Control
8.5 Monitoring Distribution
VIEW THE DOCUMENT(introduction...)
VIEW THE DOCUMENTChart 8.G: Distribution Monitoring Objectives
VIEW THE DOCUMENT8.6 UNHCR Distribution Reports
ANNEXES TO THE FIELD HANDBOOK
VIEW THE DOCUMENTAnnex I - Packaging Standards for International Shipments*
VIEW THE DOCUMENTAnnex II - Inspection Services
VIEW THE DOCUMENTAnnex III - Incoterms (International Commercial Terms)
VIEW THE DOCUMENTAnnex IV - Contribution Advice Form - Example
VIEW THE DOCUMENTAnnex V - Checklist for Donor Contributions
VIEW THE DOCUMENTAnnex VI - EC Taking-Over Certificate
VIEW THE DOCUMENTAnnex VII - Purchase Authorization
VIEW THE DOCUMENTAnnex VIII - Quotation Request - Example
VIEW THE DOCUMENTAnnex IX - Tabulation of Bids
VIEW THE DOCUMENTAnnex X - Purchase Order
VIEW THE DOCUMENTAnnex XI - Letter of Regret - Example
VIEW THE DOCUMENTAnnex XII - Shipping Advice Telex - Example
VIEW THE DOCUMENTAnnex XIII - Shipping/Insurance Advice and Receiving Report - Example
VIEW THE DOCUMENTAnnex XIV - Transmittal of Shipping Documents - Memorandum
VIEW THE DOCUMENTAnnex XV - Bill of Lading - Example
VIEW THE DOCUMENTAnnex XVI - Letter of Guarantee - Example
VIEW THE DOCUMENTAnnex XVII - Shipping Insurance Request
VIEW THE DOCUMENTAnnex XVIII - Protest Letter
VIEW THE DOCUMENTAnnex XIX - Survey Report - Example
VIEW THE DOCUMENTAnnex XX - Selection Criteria for Heavy Duty Vehicles
VIEW THE DOCUMENTAnnex XXI - Checklist for Receipt/Delivery of Vehicles
VIEW THE DOCUMENTAnnex XXII - Rules for Drivers
VIEW THE DOCUMENTAnnex XXIII - Drivers' Checklists for Vehicle Inspection and Cleaning
VIEW THE DOCUMENTAnnex XXIV - Vehicle Accident Report
VIEW THE DOCUMENTAnnex XXV - GS.45 - Property Survey Board
VIEW THE DOCUMENTAnnex XXVI - Inspection of Storage Conditions*
VIEW THE DOCUMENTAnnex XXVII - UNHCR Distribution Report
VIEW THE DOCUMENTFORMS ANNEX - SUGGESTED FORMS FOR UNHCR FIELD OPERATIONS
VIEW THE DOCUMENTCONVERSION TABLES
VIEW THE DOCUMENTBIBLIOGRAPHY
VIEW THE DOCUMENTINDEX
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