Due to the variety of ways of working within the British Red Cross, the responsibility of procuring, maintaining, reporting, and disposing of assets may lie with different parties.

The standard types of relationships are listed below, indicating respective responsibilities.

Note: HNS refers to Host National Society, PNS to Partner National Society and NS to National Society.


 ProcurementMaintenanceReportingDisposal
Bilateral GAD
(Grant Agreement
Document)
HNS purchases with
BRC funds sent
via a GAD
HNS plans and
tracks
HNS submits to
the BRC
HNS submits disposal
plan and sign-off
request to BRC
Indirect GAD*
PNS purchases per
GAD terms (specifies
procurement policy).
PNS owns asset
HNS plans and
tracks
HNS submits to
PNS
PNS submits disposal
plan and sign-off
request to BRC (unless
GAD specifies otherwise)
BRC procurement
support to (P)NS

No GAD needed
BRC procures with
BRC funds and
donates to NS
NS per internal
requirements
NS per internal
requirements
(report to BRC
only required,
if specified)
NS per internal
requirements (disposal
plan/sign-off form to BRC
only required, if specified)
BRC asset
for BRC use
BRC UK teamBRC UK teamPer BRC
requirements
Can be donated
individually if standalone
items, or via disposal
plan and sign-off request
if at end of programme

*When British Red Cross partners with a PNS who implements with a HNS

Available to download here.

Note: partnerships with IFRC and/or ICRC normally follow IFRC/ICRC asset disposal procedures.


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To determine whether an item procured or received as Gift in Kind is an asset, stock, supply or piece of equipment, consult this diagram.

The below table defines the British Red Cross’ understanding of assets. Different partners may have different definitions (especially around the minimum value or useful life of an item), which will be stated in their own logistics or financial procedures.


 StockOffice suppliesEquipmentAssets
DefinitionConsumable items
tracked and stored
until use/distribution
Temporary or disposable
consumables, food or
cleaning products for
daily use in office or
residence
<£1,000
Not powered by
electricity
No running costs
Not defined as asset
by donor
>£1,000 or
> 3 years useful life or
powered by electricity or
incurs running cost or
defined as asset by donor
ExamplesProgramme supplies for
direct distribution
Office supplies for
distribution to
beneficiaries, partners
Vehicle spare parts, fuel
Stationary
Office cleaning materials
Food for office
Furniture
Housing equipment
Household items
Owned property
Vehicles
Comms equipment
IT hardware
Large household
appliances
Reporting
requirements
Stock reportNoneProperty registerAsset register
Storage
location
WarehouseIn the officeIn use or in
storeroom*
In use or in
storeroom*

*The storeroom is typically a small room in the office where a small stock of office supplies is kept.

Available to download here.

In British Red Cross, asset management requirements are defined in the GAD, together with any other specific requirements, whether they come from British Red Cross or from a donor (Section 6 in the standard GAD). Where it has been agreed that the partner will use their own asset management procedure, this requires prior approval and must be mentioned in the GAD.

One person from either logistics or finance must have operational responsibility for asset management, delegated from a country or programme manager.

In certain operations, assets may be managed at a programme or project level, but it is recommended that someone is allocated the task of centralising asset management (see above RACI matrix for reference).

In large, multi-site operations, an asset manager should be hired to ensure compliant asset management. The task of asset management can be part of an existing role, such as logistics officer or finance officer, or exist as a standalone asset manager role.


Read the next section on Categories of assets here.


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