Services · Foundational

Field Asset and Equipment Control Procedure

AMP04

Documents controls for assets and equipment deployed to branches, projects, volunteers or field teams, including assignment, movement, maintenance and return. Includes asset registration and tagging, custody and accountability assignment, periodic physical verification and stock counts, and inter-branch / inter-project asset transfer controls.

What changes

Better safeguarding of field assets, clearer custody records, reliable physical verification routines and fewer untracked equipment movements.

What you get

Field asset and equipment control procedure AMP015
Asset assignment and accountability form AMP016
Inter-branch / inter-project transfer note AMP017
Field asset verification sheet AMP018

What has to come first

AMP01Fixed Asset Management Policy and Procedure Recommended

Central fixed asset register that field records roll up to
NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Needs assessment identifies current field-asset control gaps

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns the link to the central register
HNS asset or logistics officer	Maintains field records, runs verification
HNS branch managers and project leads	Hold and account for field assets
HNS field staff and volunteers	Named custodians of assigned equipment
HNS internal audit function	Tests field asset controls, where it exists
GFDC delivery team	Drafts and advises

How it is measured

Indicator	Target	Evidence
Field asset procedure approved and issued	Approved within 7 weeks of kick-off	Approval record; issued procedure
Field assets assigned to a named custodian	100% of in-scope field assets	Asset assignment and accountability forms
Inter-branch / inter-project movements with a signed transfer note	100% of movements	Transfer notes; updated central register
Field assets verified and reconciled to the central register	At first verification, then on cycle	Field asset verification sheet

Tools

4 of 4 ready to download.

AMP015 Field asset and equipment control procedure Template DOCX
AMP016 Asset assignment and accountability form Template DOCX
AMP017 Inter-branch / inter-project transfer note Template DOCX
AMP018 Field asset verification sheet Template DOCX

Standards

COSO Internal Control - Integrated Framework
COSO Enterprise Risk Management (ERM) Framework
IPSAS 17 - Property, Plant and Equipment (IAS 16 equivalent under IFRS reporting)

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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