Page 92 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

ANNEX I: Field Office Administration

letter was received or delivered at the appropriate time. (See Field Office Mail Ledger Template in
Vysnova Standard Docs Shared Drive folder, see Annex E)

Copies of all official outgoing mail will be maintained in a correspondence file on the project Shared
Drive (i.e., OneDrive) and will be managed by the field office administrative assistant or other
individual as designated by the PM.

International Communications
Field office staff are only authorized to place project-related international telephone calls using their
project-issued cell phones that have an international plan or another Vysnova-approved system such
as 3CX or Teams. The need for such tools or devices will be managed by the PM and coordinated with
Vysnova’s IT department. Unauthorized personal calls on company devices or service plans, if
recurring, are grounds for dismissal.
Office Stationery
All official Vysnova correspondence should be on Vysnova Letterhead (a template is available in
Vysnova Standard Docs Shared Drive folder, see Annex E; See also details in Communications
Management under the PgM Processes section). However, a project may have its own project-
specific letterhead for reporting and correspondence purposes. The name of the office and project
is decided in discussions with the client, the PM, and the COO. The COO is to be kept abreast of the
developments in this area to ensure consistency with Vysnova’s policy on corporate branding.
Vysnova will comply with client branding guidelines for all project documents and deliverables.

The PM will have access to Vysnova project letterhead in digital format. Only the PM, or other project
staff he/she directs, may send correspondence on project letterhead.

Field Office, Project Residence, and Non-Expendable Property Insurance

Field office and project residence facilities and project property, including property under the
project’s/office’s custodial control such as furniture, equipment, and accessories, will be adequately
be insured in accordance with the contract/grant terms and conditions through a reputable host
country insurer. A minimum of three quotations will be secured from local insurers to determine their
capacity to provide the required coverage and the costs associated with this service. The PM will
obtain approval from the COO to obtain full or supplemental coverage, as required. Supplemental
insurance coverage will be sought only after the PM submits the required information about the field
office/project residence and non-expendable insurance policy. The standard coverage period is one
year which allows for annual negotiations of rates. Insurance premiums and associated coverage will
be reviewed and approved by the Vysnova Leadership prior to the PM receiving authorization to
purchase an insurance policy for the project/field office.

The original insurance policies will be maintained in the field office’s insurance files and copies will be
sent to the Contracts Administrator via Contracts@vysnova.com.

Field Office Closeout
Project inventory, non-expendable and expendable goods, need to be disposed of in accordance with
the following guidelines.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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