Afghan Coordination & Logistic Unit

Asset Management Policy

ACLU Asset Management Policy

1. Introduction

The Afghan Coordination and Logistics Unit (ACLU) recognizes that effective asset management is vital for achieving operational efficiency, safeguarding organizational resources, and ensuring accountability. This policy provides a structured approach to managing all organizational assets throughout their lifecycle.

2. Purpose

To establish clear guidelines for the acquisition, use, maintenance, control, and disposal of ACLU assets.
To ensure assets are safeguarded against loss, damage, theft, or misuse.
To maximize the value derived from assets.
To promote transparency and accountability in asset management.

3. Scope

This policy applies to all tangible and intangible assets owned, leased, or otherwise controlled by ACLU, including:

Fixed assets (vehicles, computers, office equipment, furniture)
Consumable assets (office supplies, small tools)
Intangible assets (software licenses, copyrights)

All ACLU departments and staff members involved in asset management must comply with this policy.

4. Definitions

Asset: Any item of value owned or controlled by ACLU.
Fixed Asset: Assets with a useful life exceeding one year and a value above the capitalization threshold.
Capitalization Threshold: The minimum cost at which an asset is recorded on the balance sheet (e.g., USD 500).
Asset Custodian: Staff responsible for safekeeping and proper use of assets.
Disposal: The process of selling, donating, or discarding assets no longer useful or functional.

5. Roles and Responsibilities

Role	Responsibilities
Asset Manager	Overall oversight, asset register maintenance, reporting.
Department Heads	Ensuring assets under their control are properly used and maintained.
Asset Custodians	Day-to-day safekeeping, maintenance, and usage control.
Finance Team	Recording asset transactions in financial records.
Internal Audit	Periodic verification and compliance audits.

6. Asset Lifecycle Management

6.1 Acquisition

All asset purchases must follow ACLU’s Procurement Policy.
Approval by the relevant department head and Finance is mandatory.
Assets must be recorded in the Asset Register immediately upon acquisition.

6.2 Asset Registration

Each asset is assigned a unique Asset Identification Number (AIN).
Details recorded: description, serial number, purchase date, cost, location, custodian.

6.3 Usage and Maintenance

Assets must be used solely for organizational purposes.
Regular maintenance schedules must be adhered to for equipment and vehicles.
Damage, loss, or theft must be reported immediately.

6.4 Asset Transfer

Transfers between departments must be documented and approved.
Custodian records updated accordingly.

6.5 Asset Disposal

Assets that are obsolete, damaged beyond repair, or no longer required must be disposed of per policy.
Disposal methods include sale, donation, recycling, or destruction.
Disposal requires approval from Senior Management.
Disposal details must be recorded.

7. Asset Inventory and Reconciliation

Physical inventory verification must occur at least annually.
Discrepancies must be investigated and reported.
Inventory results must be shared with Senior Management and Internal Audit.

8. Asset Security

Assets must be stored securely to prevent unauthorized access or theft.
Access controls and safeguards must be in place.

9. Reporting

Asset Managers must prepare quarterly asset reports for Senior Management.
Significant asset losses or incidents must be reported immediately.

10. Policy Review

This policy shall be reviewed every two years or as necessary due to operational or regulatory changes.

Annexes

Annex 1: Asset Register Template

Asset ID	Description	Serial No.	Purchase Date	Cost (USD)	Location	Custodian	Condition	Remarks
ACLU-001	Laptop Dell XPS	SN123456	2024-01-15	1200	Kabul Office	IT Manager	Good	Warranty valid

Annex 2: Asset Transfer Form

Asset Transfer Request

Asset ID	Description	From Department	To Department	Transfer Date	Reason for Transfer	Approval Signature (From)	Approval Signature (To)

Annex 3: Asset Disposal Form

Asset Disposal Request

Asset ID	Description	Disposal Method (Sale/Donation/Recycle)	Reason for Disposal	Estimated Value (if applicable)	Disposal Date	Approved by (Name/Signature)

Annex 4: Asset Condition Report

Asset ID	Description	Inspection Date	Condition (Good/Fair/Poor)	Issues Noted	Recommended Action	Inspector Name/Signature

Annex 5: Asset Loss/Damage Report

Asset ID	Description	Date of Incident	Nature of Loss/Damage	Cause (if known)	Reported By	Action Taken	Follow-up Required (Yes/No)

Approved

This statement is to approve the above Asset Management policy and Manual with the consideration of the Core/Leadership Committee.

Reviewed and prepared by: Omed bashardost

Position: Deputy Director

Signature:

Approved by: Sayed Azim Shah Sadat

Position: Director

Signature: