付表3 在庫管理システム
この付表では、在庫管理システムの基本的な構成要素を示す。必要最小レベルの管理は事業ごとに異なる。後で複雑なシステムを作るより、最初から簡単な管理・経理を確立しておくほうがはるかに効果的である。どのシステムも、運営する人の理解なくして有効に機能しないので、全関係職員にトレーニングを施す必要があるだろう。以下の資料は、運送状を除いたすべてUNHCRの書式類である。コンピューター制御のUNHCR物資追跡システム(CTS = Commodity Tracking System)は、この文書システムの情報を使用する。
1. 在庫管理
i. Pipeline report： each order or consignment(including contributions in kind), should be tracked using a pipeline report. This records all stages of stock movement from the initial request for goods through, as applicable, requests for tenders, placing of order, notification of shipment, planned delivery time and place, actual time of arrival, and distribution details.
ii. A simple board where progress can be monitored visually is likely to be very useful and can be set up at once.
2. 原資料
Source documents identify the quantity of the commodity, specifications, packaging, value and origin.
i. Purchase order. This defines the order： specifications, number of units ordered, price/unit, total price, packaging, date of purchase, supplier, destination etc. It should make reference to the legally enforceable standard conditions of contract.
ii. Contribution Advice Form(CAF)/Donation Advice Form(DAF). When contributions in kind are pledged, Fund-raising and Donor Relations Services in Headquarters issues a CAF or DAF. This gives similar information to a purchase order and the information should be used to track the goods until final distribution in order to account to the donor as stipulated in the CAF/DAF.
3. 承認書類
i. Release Request. This is a formal request for goods which authorizes warehouse staff to release goods from stock.
ii. Transporting/Warehouse Request. This gives formal approval for NGOs to use UNHCR transport or warehouse facilities for their goods.
4. 証明書類
複数の書類から成り、物資が望ましい状態で到着、配送、ないし発送された事実の証明に使用される。
i. Waybill/Air Waybill/Bill of Lading. This is the shipping document and contract with the transporter showing the destination and accompanies the goods from the port of loading to the contracted destination in duplicate. This document is the basis for customs clearance and enables staff to check goods actually received against those loaded. Duplicate copies are also used by procurement staff to verify goods dispatched against those ordered(i.e. against the purchase order form). Where the movement is between UNHCR warehouses, use the delivery note(attached as Annex 4).
ii. Release Note. This is used when goods are collected at the warehouse and the goods leave UNHCR’s stock control system - the person(driver or consignor, for example an NGO)who collects the goods certifies that goods have been received in good order.
iii. Delivery Note(see Annex 4). The delivery note is sent with the goods when they are transported(under UNHCR’s control)to another location(for example another UNHCR warehouse). The receiver of goods signs the delivery note to certify that the goods have been received in good order, and a signed copy is returned to the sender. It is used when the goods have been sent by rail, road or barge(an “Aircargo Manifest”is used where the goods have been transported by air).
iv. Receipt Note： Where goods have been received without a delivery note or waybill/bill of lading, a receipt note is signed by the receiver of the goods and sent to the sender for certification.
