HIC Administrative Procedures - HIC Management and Administration

HIC Administrative Procedures

Administration is an essential management function, providing a means to monitor operations and ensure accountability to donors and other stakeholders. As a Common Service under the stewardship of OCHA, the HIC follows OCHA administrative and financial management procedures and guidelines which are listed in the document below. In some instances, an HIC Manager may wish to institute additional internal mechanisms for areas such as expense or procurement tracking.

General Guidelines

At the time of writing, comprehensive OCHA Administrative Guidelines were nearing completion. These guidelines, when available, will serve as the authoritative source of administrative and financial management procedures. The HIC Manager should obtain a copy of the Guidelines from OCHA administrative staff in-country or from FIS. A quick reference guide to financial management in the HIC for first-time Managers provides an overview and procedures with which a Manager should be familiar.

Petty Cash

Petty cash can often be used for small purchases and other expenses within the HIC, usually up to an OCHA maximum of $50 USD. The amount of petty cash available to the HIC can vary and may be determined by local practices. Petty cash funds, while extremely useful, must be managed carefully to ensure their appropriate use. All staff should be familiar with procedures for requesting and using petty cash; any staff involved in managing petty cash funds should receive appropriate training on their management from OCHA or UNDP staff.

Procurement

Although much of the equipment and supplies needed to establish a HIC are provided through the deployment of the "Heavy Module", continued operations will require the purchasing of everything from office supplies to specialised computer hardware and software. In all cases, purchases must follow the appropriate OCHA and/or UNDP guidelines.

Travel

All staff must receive security clearance before traveling and submit a mission report along with their F10 Claim form