Updated by SW: 9-Mar-03 ATTACHMENT A Office Opening Procedures Checklist Activity Primary Responsibility Start Complete I. Decision Making Develop proposal to Executive Team justifying opening of office Program Support Leader Present proposal to Executive Team VP of Programs For RFA: Obtain Executive Team approval during RFA process if opening a new office is VP of External Relations needed. Decision made to open office Executive Team Inform Program Support Leader of Exec Team decision VP of Programs Inform Program Manager of Exec Team decision Program Support Leader Inform Board of Trustees of decision President Develop the checklist for country-specific requirements for opening the office - including office Program Manager/Program Support registration procedures; e.g. tax status, MOU or country agreement with ministries. Leader II. Office Opening Transition Team and III. Budget Development Communicate with HQ and country staff to assemble Office Opening Transition Team (OOTT) Program Support Leader with representatives from Finance, HR, Technology, Grants/Contracts and Compliance. (Degree to which OOTT is involved should depend on the size of EH presence in country) Develop a schedule for opening activities OOTT Prepare budget for opening an office OOTT Approve budget for office opening Controller III. In-Country Resources and V. Legal Representation Identify in-country NGOs who can provide recommendations on legal counsel, banks, office Program Manager/OOTT space, etc. Retain counsel to assist with registering, understanding labor laws, reviewing leases, Program Manager understanding tax obligations, etc. Obtain Program Support Leader approval of contract with legal counsel Program Manager Updated by SW: 9-Mar-03 ATTACHMENT A Office Opening Procedures Checklist Activity Primary Responsibility Start Complete IV. Office Registration and Designation of Power of Attorney Establish relationship with the local mission and work through them the process of Program Manager accreditation and recognition by the local government. Work with legal counsel to identify process and documents needed for registering office in- Program Manager country Submission of justification if NOT registering office to VP of Programs and VP of Operations OOTT and Chief Financial Officer Liaise with Manager of Facilities and Administration at HQ to obtain necessary documents for Program Manager registration Obtain Power of Attorney documents from Manager of Facilities and Administration at HQ in Program Manager order to appoint local employee to hande office and banking operations V. Banking, finance procedures and functions, and payroll Select a bank Finance staff member of OOTT/Program Maanger Identify signatories and obtain signatures as necessary Program Manager, Manager of Facilities and Administration at HQ Determine whether it is advisable to use a local agency to handle payroll & taxes, and Finance staff member of possible all finance functions OOTT/Program Maanger Open bank accounts: one U.S. dollar convertible account, or two acounts, including one U.S. Finance staff member of dollar and one local currency OOTT/Program Maanger Establish proper cash management procedures for running the office Finance staff member of OOTT Seek advice from legal counsel and/or a local audit firm to help establish the payroll structure Finance staff member of and determine reporting requirements to the local revenue authority, if any. OOTT/Program Maanger Complete monthly Funds Transfer Request Form to obtain funds from HQ. Finance staff member of OOTT VI. Space Locate space for office (for small office, consider sharing with another NGO) Program Manager/Program Support Leader Send lease to the local attorney for review before submitting it to the Program Support Leader Program Manager and Manager of Facilites and Administration at HQ for review/approval. Arrange for visit by Global Technology Coordinator to plan and perform LAN and computer Program Manager installation Oversee renovations as well as proper wiring, painting, installation of carpeting, etc. OOTT (as appropriate) Coordinate with Director of Communications re: proper sign for new office Program Manager Develop guidelines and procedures for Office Security Program Manager Updated by SW: 9-Mar-03 ATTACHMENT A Office Opening Procedures Checklist Activity Primary Responsibility Start Complete VII. Staffing and X. Hiring Identify level of staffing necessary given scope of assignment, size of office, etc. OOTT Develop job description(s) for staff to be hired HR staff member on OOTT and Program Manager Conduct the market survey (via local agencies, AID, etc. ) to determine the salary ranges HR staff member on OOTT and Program Manager Research and document labor laws, mission norms and establish appropriate benefits HR staff member on OOTT and package for office including severance packages (with legal counsel) and identify local Program Manager vendors for benefits Advertise for new position(s) - - internally and externally HR staff member on OOTT Screen/interview potential staff; set up files for each; obtain references as needed HR staff member on OOTT Provide formal offer letter to new hires, with copy of job description and description of benefits HR staff member on OOTT and Program Manager Set up personnel file with CV, hire letter, references HR staff member on OOTT Provide orientation to new staff member HR staff member on OOTT and Program Manager SPECIAL REQUIREMENTS FOR EXPATRIATES Provide letter to VP of Programs justifying why an expatriate is needed Program Support Leader/Program Manager Contact the local attorney to begin the process of obtaining visas for the employee and HR staff member on OOTT accompanying family members and a work permit for the employee, if necessary Consult attorney to determine if a security bond is necessary for ee & family HR staff member on OOTT Contact Senior Facilities Assistant at HQ to begin all procedures related to moving expatriate HR staff member on OOTT & family overseas Identify sources for temporary and permanent housing. Send house lease to Manager of HR staff member on OOTT Facilities and Administration at HQ for review and approval prior to signing the lease. Work with local counsel to obtain special agreement with local government not to tax HR staff member on OOTT expatriates Prepare new hire letter for expatriate spelling out benefits, etc. Director of HR VIII. Engaging Local Vendors Identify vendors for electricity, gas, and water OOTT (as appropriate) Identify local gas station for gasoline and vehicle maintenance Register with local communication authority to get post office, telephone and fax services, and internet connection Identify vendor for offie supplies Identify vendor for office cleaning service Identify vendor for maintenance of office equipment Updated by SW: 9-Mar-03 ATTACHMENT A Office Opening Procedures Checklist Activity Primary Responsibility Start Complete IX. Purchasing office equipment Coordinate with GTC, as necessary, and follow procurement SOPs to purchase following for OOTT (as appropriate) and Global office:Computer hardware and software (see below); fax machines, main landline telephone Technology Coordinator systems, mobile telephones, copiers, generators/invertors, vehicles, safety equipment, files, and a safe. SPECIAL GUIDELINES ON COMPUTERS Identify system, hardware, and software needs based on office size and location. Needs will Technology staff member on OOTT and include: Server (based on size of office); printer (s); desktops/laptops; Global Technology Coordinator X. Procurement and Inventory management Set up inventory tracking system to keep records of all furniture and equipment purchased OOTT (as appropriate) with value over $500, per Procurement SOPs Forward final inventory list upon completion of all purchases to HQ. OOTT (as appropriate) XI. Office Insurance Communicate with Manager of Facilities and Administration at HQ re: need for property, OOTT (as appropriate) liability, and auto insurance for coverage of office contents Purchase insurance as recommended; send copy to HQ OOTT (as appropriate) XII.Training Arrange for new staff training, as necessary, as follows: FINANCE: AFW, Budgeting, Cash Management Individual from Finance HQ HR: Antiharassment, policy against substance abuse, problem resolution policy; Individual from Human Resources HQ performance management system; new hire orientation Tech: Exchange; Microsoft Office; Excel, Word, Powerpoint, internet access; remote Individual from Technolgoy HQ computing; system maintenance. Grants/Contracts: inventory and procurement management, grants, contracts, and Individual from Grants/Contracts HQ subagreements XIII. Communications Contact Director of Communications at HQ re: communicating with external audiences re: Program Manager/Program Support opening of office Leader Developing a country home page Technology staff member on Updated by SW: 9-Mar-03 ATTACHMENT A Office Opening Procedures Checklist Activity Primary Responsibility Start Complete XIV. Field Time Report Inform Database Unit at HQ about the new office so that it can be entered into IMIS. Enter HR staff member on OOTT Office Holidays, overtime pay rules, working hours and weekends of the office into the FTR module. Coordinate with HR at HQ that all staff are entered in to ABRA, with correct supervisors. Inform budget manager for giving access to the appropriate codes. Designate country HR and Finance Administrators for FTR. Provide training to the Individual from Finance or HR from HQ administrators and the new office staff.
"Obtain Power of Attorney"