Operations
The operations section provides support to human resources, administration, logistics, supplies and information communication technology related to all programmes and activities of UNICEF Pacific. Staffing issues By the end of 2009 UNICEF Pacific has filled 70 out of 71 established posts. The Human Resource Development Team organized monthly ‘lunch hour clinics’ where staff who had participated in training and learning events shared their experience with others. Specific group learning events were organized on working with colleagues and partners, addressing: issues of negotiation, time management and tolerance; IT and computer skills training; and First Aid training. With a view to fairly balance opportunities for external training and learning for all staff, the HRDT prepared a guideline document for staff members’ participation in capacity building initiatives. The office has initiated a number of team building strategies such as Friday morning tea whereby sections host morning tea for all staff (and publicly take or retake the Oath of Office as a reminder of their commitment to the values and principles of the UN). Supplies In 2009 UNICEF Pacific prioritised the timely preparation of supply plans. This was monitored carefully and the prioritisation led to improved and apt delivery of supplies. An Internal control policy on warehousing was prepared for both Suva Office and Field Offices whereby Inventory records were updated and bin cards used to record stock movement. The two Supply staff was also trained in Supply Chain management which has improved their performance and efficiency. The office have initiated a stockpile mechanism whereby emergency supplies are stocked in Suva, Kiribati, Solomon Islands and Vanuatu in readiness for immediate distribution to any affected areas within the Pacific. This strategy was tested when the office had two major floods in Fiji and a tsunami which affected Samoa and Tonga. The office responded efficiently with immediate distribution of the stock piles to the affected areas. The top ten supply items of the office are: 1) ICT Equipment which represents 20 percent of total supplies; 2) Tents and Tarpaulins; 3) Water containers and tanks; 4) Vaccines; 5) Refrigerators; 6) Cold and safety boxes; 7) Office equipment; 8) Office stationary; 9) Print materials; and 10) Outboard motors Information communication technology (ICT) The ICT team continued to service the growing number of UNICEF Pacific staff in 2009 implementing solutions to create a more integrated and unified ICT workspace. This included updating and upgrading mail and office software packages, standardising ICT equipment purchasing, improve the data backup procedure, increase network connectivity and bandwidth and security , users require more sophisticated solutions. This has been supported by training of both ICT members and staff to understand and use the new ICT solutions. Emergency Preparedness and Business Continuity The Emergency Preparedness Plan was revised and updated with extensive inputs from UNICEF Field Office Staff and Section Chiefs. A revised planning format was used for this allowing for multiple Pacific Island countries to be included within a multi-country plan. Lessons learned from 2009 emergency responses including the Fiji Floods, Vanuatu Floods and the Samoan Tsunami was drawn upon during the revision process. Continued investment was also made in the capacity strengthening of Pacific Emergency Response Team members – especially on ensuring a gender sensitive response in emergencies.
Moving forward Priority actions planned for 2010 Conduct a Market Survey for Fiji including Australian companies and Long Term Agreements signed with identified/recommended companies. Improve management of office inventory including field offices Strengthen the ICT team; ensure reliable and faster connectivity for all UNICEF Pacific offices and that the data backup system becomes fully operational by 30 June 2010 Complete a Micro Assessment and Assurance Plan for Fiji Improve staff security and safety through education and training
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