Page 79 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625

ANNEX I: Field Office Administration

Facility and Equipment Maintenance
The PM is responsible for the maintenance of facilities and equipment, including, but not limited to,
office and project residence repairs, painting, electrical wiring, air conditioning, computers, and
telephones. Prior to any work being performed at the office or project residence, the PM will review
the lease with the Contracts Administrator to clearly distinguish those tasks for which the lessee
and/or the landlord are responsible. For those the lessee is responsible, PMs should follow the policies
set forth in the Procurement section for procurement of office and equipment maintenance services.

Field Office Vehicle Policy

Vysnova’s vehicle policy is established to provide both accountability and appropriate use of Project
field office vehicles (named as “vehicles” hereafter) and, more importantly, to ensure the safety of
Vysnova employees and visitors during the operation and use of vehicles.

Vehicle Use
Vehicles will only be used for project-related activities financed either through donor agreements to
which Vysnova is a party or through Vysnova funding of a non-traditional project activity (i.e., non-
project funding). Vehicles will be procured in accordance with the contract’s/grant’s terms and in the
most efficient means possible. Field office staff are not permitted to use project vehicles for personal
use except in the case of specific circumstances noted below in “Exception for Private Use of a Project
Vehicle.” Any misuse of vehicles by a staff member is cause for immediate dismissal.
The following vehicle-related considerations will be managed on a contract/grant basis:

• Authorized Vehicle Drivers
• Exception for Private Use of a Project Vehicle
• Vehicle Insurance
• Host Country Insurance
• Field Office Vehicle Management (see Templates: Vehicle Travel Log)
• Vehicle Maintenance and Repair

Vehicle Accidents
In case of an accident, the driver and project staff involved will each write an Incident Report
explaining the details of the accident and address it to the PM with a copy to the project financial
officer and the Vehicle Fleet Supervisor, if in the development of the Project-specific Field Office
Vehicle Management Plan one has been assigned. A form presenting a three-dimensional vehicle
image in various positions will also be completed. This form will enable the driver and project staff to
accurately mark the appropriate area on the vehicle where damage occurred. The PM will notify the
PM immediately after learning of an automobile accident involving one of the field office vehicles.
The PM will provide a brief description of the accident (i.e., number of vehicles involved, weather
conditions, road conditions, injuries), as well as the serial number, model number, and license number
of the vehicle involved.

In addition to the Incident Report, a police report, an estimate of the required repairs and
photograph(s) of the damaged vehicle will be collected and submitted to the PM and the Field

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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