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Closing a Field Office :

a Responsible Disengagement

Raoul de Torcy
LDI Action Learning Project
May 2011

Agenda
1. Unicef Field Offices : nature and number

2. Phasing down and closing: a strategic issue


3. Designing a framework for Field Offices
closures

1. UNICEF Field Offices : nature and number

Unicef FO Offices in the world


200 Field Offices out of 356
Offices in the world in 2011

156 Field Offices closed in


59 countries from 1999 to
2010

134 Country
Offices
22 HQ and
Support Offices
94 FO in Asia

87 FO in Africa

19 FO in Europe
and America

63 FO closed in
Africa

71 FO closed in
Asia
22 FO closed in
the rest of the
world

1. UNICEF Field Offices : nature and number

What is a Field Office (FO)?


DHR: FO is one of the 4 types of duty stations on the
field, linked with specifics Staff status
DFAM: FO is a generic word for all operational
structures out of CO
Informal definitions: eg Regular FO vs Emergency FO

2. Phasing down and closing a FO : a strategic issue

Why is closing FO a strategic issue?


It concerns all Country Offices in the world
Closing is a logical end for any programme
In a developed world, all FO will be closed

It impacts all stakeholders of the FO closed


A major organizational change requiring preparation of staff
The last occasion for UNICEF to build capacity of local partners

It creates value for the organization


The right momentum for final evaluation of gaps/outcomes +
key messages and visibility
Opportunity for Staff career development and retention

2. Phasing down and closing a FO : a strategic issue

Guidelines for closing?


NONE!
only mentioned in a few HQ documents

and strictly limited to Operational aspects of


closing
while many individual experiences exist in the
Organization

3. D esigning a Framework for FO closures

Proposed toolbox for FO closures


Risk of Closure Assessment Matrix,
An assessment of the standard criteria for closing and the impact of closing for
children

Operations Closing Template,


Sequential checklist of all Ops tasks: administration, logistics, HR, finance,
supply, and security

Communication Exit Strategy Framework,


One year schedule of wrap up events, publications, evaluations, and handover

Staff Individual Coaching Plan,


A review of the opportunities for each SM in/out UNICEF, + follow up with the
management

3. D esigning a Framework for FO closures

Risk of Closure Assessment Matrix


#

Criteria for keeping/closing the office

Occ

Imp

Remarks / sources

Do Socio economic Indicators justify the closure?

3/5

2/5

1.1

Under5 Mortality > 30/1,000

Ref Child Mortality Study Chechnya April 2011

1.2

GNP / capita < 2,895 USD

N/A, no disaggregated data Ministry of Plan

1.3

Does political environment justify the closure?

2.1

Does decentralization justify the closure?

Does security situation justify the closure?

Do logistics issues justify the closure?

Does the cost/benefit analysis justify the closure?

Etc

3. D esigning a Framework for FO closures

Operations Closing Template


#

Activity description

Resp

Status

Deadline

Human Resources

1.1

Notice of contracts termination

Ops Manager

Done

1.2

Briefing on staff entitlements

Ops Manager

Pending

1.3

Finance

2.1

Supply

Vehicles

IT

Security

Administration

In progress

3. D esigning a Framework for FO closures

Communication Exit Strategy Framework


#

Activity description

Resp

Status

Deadline

Individual Wrap-up meetings with partners

1.1

Republic of Ingushetia

HoO

Done

1.2

Republic of North Ossetia

HoO

Pending

1.3

Media Events

2.1

Evaluation and Assessments

Publications

Conferences and round tables


Etc...

In progress

3. D esigning a Framework for FO closures

Staff Individual Coaching Plan


#

Opportunity

Objective Action

Stat

Next step

when

Follow up

To take international
assignment with UNICEF

1.1

Education Officer Fixed Term in


Turkey

To get shortlisted

Send
application

pend

Prepare interview

Week 23

Practice interview
with HoO

1.2

Emergency Temporary
Assignment in Kirgizstan

To be on the
roaster

Contact
Regional HR

done

Check emergencies
field operations
employing TAs

Week 24

Update CV with
emergency
experience

1.3

To joint the Ministry of


Education

2.1

Deputy Minister at Republic level

2.2

Consultant for Inclusive


Education at District level

2.3

To develop Private Business


at home

Conclusion
Next steps
Piloting approach in the North Caucasus, Best Practice if
successful
Dissemination of the closing toolbox among offices and
services contacted during this ALP research (EMOPS, OIA,
DHR, DFAM)

Closing is an opportunity
Including for the leaders to grow
But it requires attention, anticipation, and standards!

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