ADM3 : Management of the equipment
Objectives Ensure the availability and the operational readiness of the equipment during the PROCEED period. Several equipment purchased by PROCEED need to be specifically managed and maintained: vehicles (cars and motorbikes), computers, molds for construction works.
Vehicles Each vehicle is under the management of responsible person:
- For cars, the ZTF coordinators
For motorbikes, an appointed person within the Woreda Management Team These persons are responsible for the vehicle schedule, its management and its maintenance. Each allocated car must have an assigned drivers that is the sole allowed driver of the vehicle and responsible for the vehicle care. A table is maintained with the list of vehicles (type, their vehicle registration number, persons responsible, allowed driver) by each ZTF coordinators. The maintenance and insurance of the vehicle must be ensured by means of contracts with the appropriate service providers, as defined in the procurement plan. All vehicles are to be used exclusively for PROCEED activities. Drivers must use the vehicles in a prudent manner to ensure their longevity. PROCEED program’s staff operating vehicles must drive carefully, in compliance with Ethiopian traffic regulations, and in a prudent manner to ensure both safety and vehicle longevity The condition of use and precise responsibilities are defined in Annexe Annex ADM4 – A1 The vehicles remain the property of the Region but may be allocated to a possible subsequent phase if deemed necessary.
Computers The computers purchased in the frame of the PROCEED program’s procurement plan are allocated to staff who are part of the RTF or ZTF. A table is maintained by the RTF coordinator with the serial number of the computer, the name of the person using the computer, the date of reception. The computer remains the property of the Region but may be allocated to a possible subsequent phase if deemed necessary.
Mold for work construction Molds are allocated to each selected water supply contractor. It is the responsibility of the water supply contractor to maintain the molds, with the advice of the technical assistance (allocation and management defined in Annexe Annex ADM4 – A2). Each mold is assigned a unique identifier for identification purposes. A table is maintained by the water RTF coordinator with the identification sign of each mold, the name of the contractor in charge of its use and maintenance, the date of transfer to the contractor and its status (leased or owned). The table is updated in case of transfer of a mold from on contractor to another one with the date of transfer.
Management of Water supply materials (pipes + fittings) Each zone targeted by the water components of PROCEED program must ensures the availability of an appropriate storage to protect construction materials, and especially pipes and fittings, against theft or damage from natural elements. A register for inventory management is established with:
- Reception: Record of any material, equipment or spare parts at reception with the number per kind of material and the date of reception, and the result of the quality check at reception. If a nonconformity is observed, the material is refused and sent back to the supplier with a nonconformity form (see Annexe DOC – A1).
Usage: Record of any transfer of material, equipment, or spare parts to a contractor or to WUAF shall be recorded with (i) the date, (ii) the kind and number of material, equipment, or spare parts, (iii) the beneficiary. On a quarterly basis, an inventory is conducted by a ZTF expert, with the support of technical assistance to verify the adequacy between the register and the physical stocks. In the event of a discrepancy, a report is immediately sent to the RTF coordinator, who must initiate an investigation. Once a year, a validation of the inventory is performed by the ZTF coordinator and a RTF expert.