Page 94 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

ANNEX I: Field Office Administration

The following administrative tasks are completed during close-out:

• Send notification letters to landlords
o Secondary project offices
o Primary project office
• Send notification letters to vendors
o Office material, machines, furniture leases
o Office equipment leases
• Notification of transfer of equipment
o Recipients
Project Staff Residences
Residential leases, whether paid directly by the field office/project or by an expatriate staff member,
will also be terminated by the end of the project. As with the office lease, the residential lease is
generally developed to coincide with the project end date. If, however, the project is extended or
closed early, termination letters will be sent as soon as possible to the respective landlords.
In the case of either a field office/project or expatriate staff member handling the termination of a
residential lease, they are responsible for:

• Notifying the landlords of the intent to terminate the lease agreement in accordance with
the protocol indicated in the lease agreement
• Handling the arrangements for lease termination, including property transfer of the site and
all goods acquired via the lease agreement
• Arranging for the packing and shipping of office/household effects prior to property transfer
to the landlord

Demobilization of Expatriate Staff
Demobilization of expatriate personnel can be a time-consuming and complex task, particularly when
there are expatriate staff affiliated with a field office/project. Pre-planning with each individual shall
allow ample time for discussion and final decisions concerning travel repatriation plans and
continuation of human resources benefits, as desired. The HR Manager will review the employment
termination of services process with expatriate staff during this time. In addition, the PM will converse
with the expatriate staff to help them plan their next steps, whether with Vysnova or with other
prospective organizations, for future employment opportunities.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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