Memo

To: From: Date: RE:

Francois Damba Aung Kyaw Moe 28 May 2013

TASK 5 HUMANITARIAN AID SUPPLY CHAINS

WITHIN SCILaid
COUNTRY OFFICE LEVEL David Tatlock (The Head of Country Mission) The first person I want to mention in SCILaid Betaland who is very important for me is David who is the Head of Mission in Betaland. He is a ex-military officer (a retired one) and he had a lot of humanitarian relief experiences in Peace Keeping Force activities in Xrayland, Tsunami Relief Program in Omegaland and earthquake rescue and rehabilitation program in Gammaland. His 5 years working experiences with SCILaid will surely provide him a sound knowledge and experience of both SCILaid and Betaland. As a person who is representing SCILaid Betaland, David manages and implements humanitarian operations in Betaland in conformity with the accepted values and approved plan and regulation of SCILaid in general. He is also responsible for the security of all staff and he is always monitoring the acute political changes and situation in Betaland. He is also maintaining the in-house financial rules and regulations, monitoring and pushing the timely planning, budgeting and reporting by program staff in SCILaid Betaland. As the figure head of our organization, he is the focal person who should represent SCILaid to authorities in Betaland and closely participating with the other international organizations, donor agencies and media. Now David is participating in a workgroup for contingency planning for Disaster Management for impending Hurricane and as a logistician I need to work very closely with him in order to get information and good advice and instructions for emergency situation. For me, David is mainly important for the overview of Betalands Political and Economic situation and some of intra-organizational issues.

Bruno Bodawza (Logistics Co-ordinator) Professionally speaking, Bruno the Log Co-ordinator is the person with whom I need to discuss a lot of logistics related issues. He is working for 3 years in SCILaid and I know that his career background is that of IT field. He is mainly responsible for the control of local procurement in Betaland such as launching of bids and tenders, making purchase orders and service contracts, managing warehouses and vehicle fleets. He is also taking care of import and export procedures and related issues with the customs clearing in Betaland. As an ex-IT technician he is managing IT and telecommunication facilities available in Betaland. I need to report him about the operational level activities of logistics in SCILaid Betaland. In terms of supply and logistics, I rely mainly on Bruno for good technical and professional advices and general logistics decision-making. He will be my guiding star when we have to build up a emergency supply chain in which a lot of logistics issues such as procurement and supply planning, transportation and warehousing, in-country distributions and end-users monitoring. John Tudd (Finance/Admin Coordinator) There is a saying that Finance and Supply/Logistics are like husband and wife and my working experiences as a Logistician, I feel helpless without the timely supports provided by the Finance section. John is the Financial Manager of SCILaid Betaland and he mainly maintain the overall financial records and produce timely financial reports. Including operational records, sub-office cash flow, payroll and day-to-day accounting, he is supervising all corners of financial management in Betaland. He is closely working with Head of Mission and the Financial Director in Homeland, in order to review and revise any kind of standing financial orders and creating new financial procedure and policies. He is taking care of cash flow, cost control management, payment management, cashier, bank signatory and payroll functions. Johns major duties and responsibilities include the varieties of financial functions as follows: Coordination of budget and financial planning Training and making orientation staff in financial related matters Coordinating the procurement and customs clearance process Managing all institutional contracts and consulting with local lawyers Managing per diem, accommodation costs, visa and all travel arrangement Controlling the registration of all assets and properties of SCILaid Betaland Computer related current equipment management Producing narrative and financial reports monthly, quarterly and annually Monitoring budget and accurate accounting I have no direct concern with John since the Account Officer in our sub-office can guide me through all kind of financial procedures. But his responsibilities reflect some involvement with our day to day logistics procedures and in this regard, John can be a good helping hand for me to solve problems. Chi-Min Gao (Programme Coordinator)

Page 2

Chi-Min Gao is really a front-line fighter to whom we should give all our supports. As a Programme Coordinator, he is responsible for assessment, monitoring, evaluation and analysis of current and future needs in the programme areas. As per result of his analysis, he needs to identify the most suitable and feasible response to the given situations and develop a workable programme strategy. As a necessary part of implementation of programme, he is also taking care of monitoring and reviewing of programme progress and manages resources accordingly. Being a focal point person in terms of programme related issues, he needs to attend meetings, forums, conferences and technical theme group discussions held among UN agencies and other INGOs in Betaland. In fact, supply and logistics section is providing service to the programme section, and in this sense, Chi-Min is our client and we are obliged to fulfil any kind of program requirement which are appropriate for our general standardized SCILaid humanitarian programmes. But sometimes, we need to clarify some technical details and specifications between us. Programme staff are sometimes stubborn and difficult to convince the local market situations. But I hope Chi-Min and I will make a good rapport and co-operations. SUB-OFFICE LEVEL Francois Damba (Head of the Sub-Office) The second important person for me in Betaland is actually you, Francois, since you are managing the Sub-Office as her Head. You have 10 years of working experiences with SCILaid under your belt and that is the sufficient reason for me to rely on you about anything I want to understand in SCILaid Betaland. Not only embodying as a representative if Sub Office, but you also manage the day-to-day activities in Project area. The Strategic Planning and Operational Planning are two of your major tools by means of which you try to handle the programmes in a smooth way. You also maintain the budgeting for all of Sub Offices activities and her programmes. As the Head of our Sub-Office, you are also responsible for dealing with the other UN agencies, international humanitarian aids organizations and local authorities. He are overseeing all kind of HR management issues in general and you take the initiative in developing the monthly narrative reports and financial report to HQ. Anders Mathiesen (Operation Officer) Another person who is important for me is Anders the Operation Officer. His duty is to assign and identify the beneficiaries in the assigned area and create a program design to meet their needs and requirements. The relief system in the country has to be planned and organized by him in order for implementation of transport, storage and distribution of humanitarian aids. As an Operation Officer in Betaland , he makes monitoring and assessment of overall program operation and maintains a suitable control mechanism. He writes the time and accurate donor reports and liaises with other humanitarian players in the fields. For me, Anders is the main source of information about overall programme operation and demands raised up by our donors upon our procurement procedures and logistics practices. He helps me a lot in terms of transportation and mobilization of supplies and distribution of humanitarian aids to the beneficiaries.

Page 3

Avanie Narayan (Accounting Officer) Avanie is working under direct supervision of you and John Tudd (Finance/Admin Coordinator). She manage the funds and financial assets of the sub office, under the overall direction of the Head of Sub Office. She is also responsible for cash flow and cost control management, as well as the management of the payments, cashier, bank signatory and payroll functions. As an Accounting Officer who knows the financial situation of our sub-office, she advises the Head of Sub office and other staff on financial and administrative matters. Moreover, she co-ordinate the compilation of the Sub Office budget and financial plan, using budgets prepared by project managers. She used to participate in the training and supporting delegates in financial and administrative matters. In terms of Line manage and recruitment of staff, she is responsible to recruit, advise, support and train the locally-hired financial, administrative and support staff of the delegation, and arrange for their remuneration. She is also controlling the cost of accommodation, per diems, visas and travel arrangements for expatriates and visitors in Betaland. Another part of her job is to keep accurate registers of the assets and property of the Sub Office, and ensure that accurate office systems are in place and maintained. Arrangement of insurance for the staff and property of the Sub Office were mainly implemented by her , as well as for programme goods and activities. In addition, she compiles accurate, regular and timely financial and narrative reports for the Sub Office and monitor the budget of the Sub Office and ensure accurate accounting, authorisation & internal control procedures. A Logistics Officer without support from an Account Officer is like a fish without water to swim in. Both of us do budget forecast for every three months for all kind of logistics costs and expenditure and for the institutional contracts with the suppliers and service providers in Betaland . In terms of financial rules and regulations to follow within SCILaid , I used to refer her experiences and technical expertise such as budget lines and allocation of funding and detail financial requirement for our procurement procedures. OUTSIDE OF SCILaid GOVERNMENT AUTHORITIES Ministry of Health This is the line ministry that is mainly doing business with all international NGOs. It has a department called International Relations whose Head is the focal person meeting and liaising with the representatives of INGOs. There is a department under MoH called Central Medical Stores Depot. This is a functional department that serves for the sake of the supply and logistics issues. They help us to import items from outside of Betaland and they apply import permit and tax exemption certificates on behalf of us. The chief of CMSD is one of the most important person in Betaland for me.

Page 4

Ministry of Commerce This Ministry in Betaland controls all import and export procedure and issues the import permits. We are obliged to apply import permit for each shipment therefore Import Permit Section in the Ministry of Commerce and its Head is very important to us to liaise with to get the timely import permits. Ministry of Finance and Revenue As a humanitarian aid organization, SCILaid does not need to pay commercial tax and customs duty. In this regard, we have to apply for Tax Exemption Certificate issued by Ministry of Finance and Revenue and implemented by Customs Department. The Head of TEC section in this Ministry has vital importance for us to get timely TEC. Ministry of Home Affairs SCILaid Betaland is implementing her humanitarian programmes near the border line between Alphaland and Betaland . In this sense, Ministry of Home Affairs under the guidance of Ministry of Defense controls all staff and cargo movement along the borderline. We need prior approval from this Ministry to get access to the beneficiaries living in our refugee camps along the borderline. The Head of Travel Authorization Section in the Ministry of Home Affairs is the focal person for me to deal with all staff movement and operation in the border area. UN Agencies and INGOs UNIRP This UN agency is providing money and in-kind goods to SCILaid. It takes a leading role in lobbying and advocating Betaland government to reduce the forced displacement of the people and promote the protection of basic human rights. UNFA UNFA is giving food to SCILaid programmes. I have a close contact with the supply and logistics officer from UNFA for requesting in-kind donation and support for our beneficiaries. On top of that, UNFA has good warehouse and storage facilities and we should consider this advantage for future use for our emergency response programmes. UNPF Although we are not working with UNPF now, it can be a potential implementing partner for SCILaid in Betaland since there were child abuse and child right violation issues happened in

Page 5

the refugee camps at the border areas. I have to make some good relation with the responsible persons from UNPF.

PRI There are able water and sanitation experts working with PRI and they can provide a very strong technical assistance and transfer of technical know-how for the water and sanitation related programme in Betaland. I must create good relations with its water engineers in order to consult about some water and sanitation problems we faced in our camps. EHR EHR is working for malnutrition treatment for children and prevention/care of infectious diseases, so we have some help for health related issues we are facing in our camps. HRS HRS can be a potential implementing partner for SCILaid for the projects that alleviate the problems derived from HIV/AIDs. Raising public awareness and training on the HIV/AIDs knowledge and information is the area in which we can have a lot of professional assistance from HRS. HAA SCILaid have had a 3 month contract with HAA and now it is extended for another 6 months. We have to maintain good relations with this donor who satisfied with our operational reply and we have to push our Homeland office to submit the last report HAA is waiting for. GAA GAA is also a potential donor who can provide funding and in kind donation to SCILaid for fighting against hunger, disease and poverty in Betaland . In this regard, Suppliers and Transporters To establish a good supply and logistic chain, it is very important to create a network of suppliers (traders, wholesalers and retailers) who could manage to get the right product at the right price within the right duration of lead time. In this sense, I need to contact and have relation with the able and trustful local suppliers and visiting their factories and warehouses for assessment of their capacity to fulfil our procurement needs. Betaland does not have a higher standard of

Page 6

infrastructure and in term of in-land transportation and distribution, we may need the help of local transport agencies if the volume of supplies to mobilize in emergency time is huge and bulky. In this regard, we need to hire an efficient local transporter for the movement and distribution of these supplies to our beneficiaries. Therefore, I have to establish a good transport network system with th available and able transport companies for emergency purposes.

Page 7