Introduction
10. The Global Service Centre (GSC) in Kuala Lumpur is WHO's global shared services center for human resources, finance, travel, procurement and logistics, and information technology.
20. The GSC provides fast-track services for officially declared active graded emergencies (referring to WHO eManual XVII.2.4 List of Active Graded Emergencies).
30. In coordination with Director GSC, fast-track services may also be provided for pre-graded events or situations that have the potential to escalate into full-scale emergencies and for emergency projects funded by OCR awards of less than six months in duration.
Activation of GSC Services for Emergencies
40. GSC emergency services are activated per the criteria in WHO eManual XVII.2.7 Activation of Emergency Procedures.
Activation of GSC Services for Pre-Graded Events or Situations
50. GSC services for emergencies in pre-graded events or situations may be authorized by some staff in the WHO Health Emergencies Programme indicated in WHO eManual XVII.2.7 Activation of Emergency Procedures). Those requesting such services for pre-graded events or situations are responsible and accountable for ensuring their requests meet at least one of the criteria in Table 1 below.
60. The authorized staff should notify or share communication with the Director GSC indicating the following:
- Nature of the emergency and the affected country(ies) or geographical area
- Brief justification
- Types of transactions for which priority services are requested.
- Expected duration
- Waivers obtained, if any, from delegated authorities
The following naming convention should be used to identify the pre-graded emergency:
- "EMERGENCY"
- the name of the pre-graded event/situation
- the country of crisis
- EXAMPLE: EMERGENCY: MERS CoV QATAR
Director GSC will instruct GSC staff of the pre-graded emergency for which fast-track services will be provided.
Table 1: GSC Services for pre-graded events/situations
| Criteria | Type of transaction | Transactions covered | Transactions NOT covered |
EITHER: - Deterioration of an existing crisis
OR
- Preparedness or prevention of escalation of risk or event
OR - Emergency projects of less than six months duration (e.g. CERF three-month rapid response grants, ECHO emergency grants)
OR
Ad hoc request for which the requestor must provide full justification.
| Staff travel | Duty travel to provide direct operational support for Public Health Events or Graded Emergencies. | Travel to meetings. Travel to HQ. Travel to regional offices (ROs) (unless the purpose is to provide surge capacity). |
| Recruitment, onboarding and contract extensions, separations | Recruitments & onboarding, contract extensions and separations for duty stations in the field. | Recruitments and separations for HQ and regional offices (unless the purpose is to provide surge capacity). |
| Procurement of goods and services | Emergency procurement for delivery within six months. | Procurements for emergency projects of more than six months' duration. |
| Supplier registration | Processing of supplier registration for NGO implementing partners under CERF and other emergency projects. | Creation of supplier profiles for non-NGO suppliers. |
| Payment | Payments to NGO implementing partners under CERF and other emergency projects. | All other payments. |
Cancellation of encumbrances | Cancellation of encumbrances for emergency projects of less than six months (to ensure all project funds are spent before project deadlines). | All other cancellations of encumbrances.
|
How to process transactions for both authorized Pre-Graded Events and Active Graded Emergencies
70. Staff initiates a GSM transaction by ticking off the emergency/urgent flag (if available) and indicating in the Description or the Remarks
- "EMERGENCY"
- the name of the pre-graded event/situation or officially recognized emergency
- the country of crisis
- EXAMPLE: EMERGENCY: MERS CoV QATAR
The only GSM items that currently have emergency flags are Travel Requests, APWs, Consultant Contracts and Procurement Requests for Goods.
OR
Staff sends an email to the appropriate focal point (under Contact Information below) or registers an incident or request for service in the "My Service Desk" module, indicating:
- "EMERGENCY"
- the name of the pre-graded event/situation or officially recognized emergency
- the country of crisis
EXAMPLE: EMERGENCY: MERS CoV QATAR
- The transaction for which priority services are requested.
- Brief justification as to why the transaction is a priority.
In emails and "My Service Desk" submissions, remember to include the GSM registration number if available to allow the focal point to identify the transaction, for example:
Travel requests: include TR number
Procurement requests: Include WHO registration number
GSC Contact Information
80. GSC contact information can be found on the Emergency On-call List
