FICSS STOCKPILE OF STANDARD REGISTRATION MATERIALS Ordering Procedures 2015

Transcription

1 FICSS STOCKPILE OF STANDARD REGISTRATION MATERIALS Ordering Procedures 2015 The Field Information and Coordination Support Section (FICSS) of the Division of Programme Support and Management (DPSM) at Headquarters maintains a stockpile of standard registration materials. Items and unit costs are listed in Annex 1. Offices in the field are requested to place their orders well ahead of planned registration/verification exercises, and to replenish their local stocks as applicable and needed. Feedback to FICSS from the field on the use of the registration material will be appreciated. 1. Ordering procedures The following guidelines apply when ordering items from the stockpile: Offices in the field in regions covered by a (Senior) Regional Registration Officer should obtain full clearance for their registration methodologies and orders for materials from the respective (Senior) Regional Registration Officer prior to placing the order. The proposal should contain the registration plan and/or methodology, including the specifications and quantities of registration materials required. Offices in the field should address their requests for registration materials by ing a completed Excel spreadsheet Reg Material Order Form 2015.xls to Mr. Tamas ALMOS, Senior Registration Assistant (almos@unhcr.org) and Ms. Uli GANZ, Registration Associate (ganz@unhcr.org), with copy to the respective (Senior) Regional Registration Officer and the Desk. The Excel sheet must specify: registration item and quantities; (unit cost and full MSRP Item ID if known); pls. note: quantities should be such that only whole boxes / packets are dispatched (pls. see list of items for quantities per box/packet); relevant authorised budget codes for cost recovery for the material and for freight costs; full shipping address and contact person (name, title and contact phone number of the responsible Administrative or Logistics Officer in the receiving office who should be contacted on arrival of the shipment at the airport); If a small quantity/volume shipment is required very urgently, it should be specified on the order form that the material is to be sent by DHL Express Courier (more costly!). Offices in the field should not raise a Requisition in MSRP for items ordered from the FICSS stockpile. The costs for items ordered from the HQ stockpile will be recovered from the operation through a Journal Voucher, initiated by FICSS. ID card printers: ID card printers can be dispatched to operations where the ID card design has been cleared and, as required, a corresponding agreement with the host government has been concluded. Prior to a first-time implementation of ID card printing, clearance must be obtained from the (Senior) Regional Registration Officer and from the Senior Legal Adviser of the respective Bureau. FICSS should be copied on the clearance request. 1

2 Fingerprint Scanners: As of 2015, UNHCR s current automated fingerprint identification system (BioRegistrator) will be gradually replaced by a new biometric solution (BIMS), which will not guarantee inter-operability with the BioRegistrator system. Biometric data collected with the current system will not be compatible with the replacement system. Currently used Crossmatch fingerprint scanners can be dispatched only to operations where the BioRegistrator system is already in use. For all questions related to biometrics, operations should contact FICSS through the (Senior) Regional Registration Officer. 2. Release of registration materials from the stockpile Standard items can normally be released for dispatch within 2-5 working days from receipt of the order form by FICSS. If certain items are not available immediately, FICSS will inform the requesting office accordingly. The General Services Section is responsible for dispatching the goods to offices in the field. 3. Customisation of registration materials Customisation of the registration materials is possible upon request, in accordance with specific registration methodologies. Cards and wristbands of different design and colours, and customised forms can be ordered. Please note that procurement of such items will normally have to go through a tendering process, which will require additional lead time before PMCS can place an order to the vendor. In total, offices in the field should plan for a minimum of 2-3 months for customised orders. 4. Shipment and transport costs Goods are normally shipped by airfreight as early as flight connections and availability of freight capacity permit. Small quantities of up to 15 kg can be dispatched via diplomatic pouch. Official travellers may be requested by the respective Desks to carry limited amounts of materials as part of their accompanied luggage, if other arrangements would take considerably more time. The HQ General Services Section who arranges the shipment will send an notification with packing list details and Airway Bill to the receiving office as soon as the shipment leaves HQ, to facilitate customs clearance procedures on arrival of the shipment at its destination. All transport costs, whether regular airfreight shipping or more costly DHL courier express, will be charged to the budget of the requesting office. The invoice will normally be processed by HQ/GSS, against the budget codes provided by the operation on the order form. In cases where the transport invoice exceeds USD 4,000 FICSS will issue a Requisition, for issuance of a Purchase Order by PMCS and settlement of the invoice by the Finance Section. 5. Cost recovery for material and equipment FICSS will initiate a transfer of funds for the respective costs recovery, through the Finance Section Budapest, debiting the budget indicated by the field office on the order form. Annex 1: Annex 2: List of registration stockpile items and their basic specifications Summary procedure for ordering registration materials 2

3 ANNEX 1: LIST OF REGISTRATION MATERIAL with BASIC SPECIFICATIONS Note: All unit costs are subject to change. FICSS can confirm the latest cost before the items are shipped 3

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5 ANNEX 2: PROCEDURE FOR ORDERING REGISTRATION MATERIALS Responsible Entity/Unit Standard Materials Customised Materials Branch Office/Field Office Registration, Protection and Programme staff (Senior) Regional Registration Officers 1. Plan and design of registration activities 2. Clear the proposal with the (Senior) Regional Registration Officer covering the operation 3. Budget for registration items, including transport cost (Geneva to field office) 4. Provide the correct and complete set of budget chartfield codes 5. Complete Registration Material Order Form for release of registration material from stockpile; send it to FICSS with copy to Desk and (Senior) Regional Registration Officer 1. Review and clear the registration plan 2. Clear field orders from the FICSS stockpile 1. Plan and design of registration activities 2. Provide specifications for customised registration materials to PMCS (FICSS may assist if needed) 3. Clear the proposal with the (Senior) Regional Registration Officer covering the operation 4. Budget for registration items, including transport cost (from supplier to field location) 5. Raise the Requisition for procurement through PMCS 1. Review and clear registration plan 2. Confirm specifications for customised items 3. Follow-up with FICSS 4. Proof-check samples (if applicable) FICSS Supply Management Service General Service Section, HQ 1. Receive order from field office and arrange release from central warehouse. 2. Raise Requisition for replenishment of central stockpile 1. Issue PO (Purchase Order) for replenishment of HQ stockpile. PMCS should only process orders for standardised registration material when the REQ is received from FICSS/ DPSM. 2. Liaise with vendor on warranty issues or claims 1. Release and initiate shipment of items to final field destination 2. Notify the office in the field of dispatch of the materials, ETA, Airway Bill, etc. 1. Assist field offices in obtaining quotes from suppliers as required 3. Obtain quotations 4. Obtain samples (if applicable) 5. Issue PO for procurement of materials 5. Follow-up with vendor and inform the office in the field of estimated time of arrival for the materials 6. [Normally no involvement.] 5