What is it?

These Operational Guidelines have been prepared by DIST to assist UNHCR Field Offices as well as Bureaux and Divisions at Headquarters in preparing their annual administrative budget which should include funding for the procurement and management of ICT equipment and services. It also serves as operational guidance for any ad-hoc procurement of ICT equipment and services.

This revision (Rev.2) has been issued to address OIOS audit recommendations, in particular to ensure that:

• Purchases of local use software are coordinated with DIST and DESS/Procurement Service; and
• Field offices comply with licensing requirements of local use software.

Who does it apply to?

The audience of these Operational Guidelines are all staff at Headquarters and in the Field who are involved in the procurement, use, and management of ICT (goods and services); in particular all regional and local ICT, supply, and administrative staff.

The scope of these Operational Guidelines includes:

• Definition of pre-approved and standard ICT equipment to ensure ease of maintenance and provision of spare parts over the useful life of the equipment;
• Guidelines for budgeting for regular replacement due to loss, damage, or obsolescence;
• Guidelines for budgeting for support contracts for locally procured ICT equipment and software; and
• Guidelines for budgeting for locally procured communications services and for increases in centrally procured communications services.

The scope of these Operational Guidelines does not include:

• Detailed specifications for ICT equipment;
• Provision of ICT Applications development skills for software projects; and
• Procurement procedures.

Compliance with these Operational Guidelines is strongly recommended.

What's covered? Key policy points

These Operational Guidelines have been issued to address shortcomings and progressive obsolescence in the existing guidance for budgeting and procurement of ICT equipment and services.

They aim at ensuring:

• Better and more accurate budgets through involvement of technical staff;
• Better coordination between Field Offices and Headquarters on procurement actions and consolidation of requirements between Headquarters and the Field to achieve best value for money on all expenditures for IT Services and Equipment;
• Increased accountability for expenditure and optimisation of the obligations and use by staff derived from software licensing agreements;
• A consistent approach when budgeting for regional support missions;
• An understanding of where funds are allocated and the ability to make informed decisions on budget reductions;
• Timely replacement of obsolete equipment;
• Procurement planning and implementation support;
• Adherence to software license obligations; and
• No duplication of procurement actions unless justified.