1 Purpose and Scope of the Manual 6


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15. WAREHOUSING

15.1. General Office Supplies

These include kitchen utilities and cleaning supplies.

The above are purchased quarterly through the normal procurement procedure.

The stock is kept in the kitchen under lock and key and the administration officer is in charge.

The frequency at which each item is issued to the users depends on usage, which differs. However, the administration officer should be careful that these supplies are not misused and therefore should establish the average period which each item lasts.

On a monthly basis, a report on the consumption is given to the DOFHOF for control and decision making purposes. The report should detail all receipts/purchases and all issues to departments and the closing balance.

Consumption should be supported by duly approved stores requisition forms and should be verifiable and the closing stock should reconcile to the physical items in store.


15.2. Stationery

Office stationery is purchased quarterly through the normal procurement procedure.

The stock is kept in the warehouse in a segregated place and the administration officer is in charge.

Staff are required to put their stationery request weekly where issues are done on Wednesdays. Stationery requests must be approved by the relevant section supervisor/manager before it can be honored. The Admin Officer should ensure that only items requested for are issued and the exact quantities.

On a monthly basis, a report on the consumption is given to the DOFHOF for control and decision making purposes.



15.3. Relief Items

The relief stocks are managed by the Disaster Preparedness and Response department. For details of warehousing procedures, refer to the respective departmental manual.

Branches

15.4. General Office Supplies

These include kitchen utilities and cleaning supplies.

The above are purchased on a need basis but preferrably quarterly and the normal procurement procedure applies.

The stock is kept in the kitchen store under lock and key and the administration officer is in charge.

The frequency at which each item is issued to the users depends on usage, which differs. However, the administration officer should be careful that these supplies are not misused and therefore should establish the average period which each item lasts.

On a monthly basis, a report on the consumption is given to the chairman for control purposes. The report should detail all receipts/purchases and all issues and the closing balance.

Consumption should be supported by duly approved stores requisition forms and should be verifiable and the closing stock should reconcile to the physical items in store.


15.5. Stationery

Office stationery is purchased on a need basis but preferably quarterly and the normal procurement procedure applies.


The stock is kept in the store and the administration officer is in charge.

Staff are required to put their stationery request using the store requisition form which must be approved by the immediate supervisor before it can be honored. The administration officer should ensure that only items requested for are issued and the exact quantities.

Store requisition form in appendix 17
*Vehicle Management Guidelines, Systems and Procedure Document is separate and

may be obtained from the Logistics Officer*

Appendix 1

Donor Codes







Code

Name

DN0001

Kenya Red Cross Society

DN0105

Nestle Foods

DN0110

Other Assorted Donors

DN0210

International Federation of the Red Cross

DN0215

IFRC - Geneva

DN0220

International Committee of the Red Cross

DN1005

Swedish Red Cross - Bilateral

DN1010

Swedish Red Cross - Projects

DN1020

American Red Cross

DN1030

Norwegian Red Cross

DN1040

Danish Red Cross

DN1050

Spanish Red Cross

DN1060

French Red Cross

DN1070

German Red cross

DN1080

Finnish Red Cross

DN1090

British Red Cross

DN1100

Iranian Red Crescent

DN1110

Australian Red Cross

DN2010

Office of the President

DN2020

Ministry of Health

DN2510

French Embassy

DN2520

Centre for Disease Control

DN3010

UNICEF

DN3020

European Union

DN3510

Family Health International

 

 


Appendix 2


Project / Programme Codes







Code

Name

Administration & Finance

ADM101

General Administration/Coordination

ADM102

Commercial / Community First Aid Project

ADM103

Organisational Capacity Building Funds - IFRC

Disaster Preparedness & Response

DPR005

Machakos Food Security Project - Spanish RC

DPR010

Disaster Preparedness & Response - Danish RC

DPR030

Kenya Floods 2002

DPR031

Kenya Floods 2003

DPR040

Disaster Response General

DPR050

Kenya Drought 2004

DPR110

Tracing Project - ICRC

DPR210

Conflict Preparedness & Response - ICRC

DPR301

Information / Dissemination (Blocked to ORD007)

DPR302

Lake Victoria Project - Swedish RC

Health & Social Services

HSS015

H.E.L.P 2002 - Norcross

HSS105

HIV/AIDS General Project - IFRC Nestle Foods

HSS110

Family Health Home-Based Care, Ksm - Norcross

HSS115

HIV/AIDS Workplace Programme

HSS118

Anti Retroviral Treatment - IFRC/Geneva

HSS120

HIV/Aids Community based Project, Nku - French RC

HSS130

HIV/Aids and Home based Care, Mbsa - German

HSS140

Family Home-Based Care, Siaya - Norcross

HSS150

Family Home-Based Care, Kwale - Swedish RC

HSS160

Family Health Home-Based Care, Mldi - Swedish RC

HSS210

Blood Donor Project - Amcross

HSS220

Blood Donor Project - CDC

HSS410

Measles Campaign - Amcross

HSS420

Disease Prevention & Control

HSS430

Water Sanitation & Rehabilitation Kajiado - IFRC

HSS450

Malaria Control Bureti - IFRC/DFID

HSS460

Water Sanitation & Rehabilitation, Kajiado - Norwegian RC

HSS510

Water Sanitation & Rehabilitation, Laikipia ICRC

HSS520

Water Sanitation & Rehabilitation, Tana River - ICRC

HSS530

Lake Victoria Programme (blocked to DPR302)

Organisational Development

ORD002

Organisational Development (Blocked to ORD003)

ORD003

Org & Branch Development Project - Swedish RC

ORD004

Youth Project - Swedish RC

ORD005

Strategic Planning & Branch Management Skills - French Embassy

ORD006

Youth Exchange Project - Norcross

ORD007

Dissemination / Information - ICRC

ORD101

Garissa Branch Twinning - Swedish RC

ORD102

Wajir Branch Twinning - Swedish RC

ORD103

Uasin Gishu Branch Twinning - Swedish RC

ORD104

Malindi Branch Twinning - Swedish RC

ORD105

Machakos Branch Twinning - Swedish RC
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