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(b) Packaging and· M.~rking Instructions - Cargo of u. s. Origin

In filling out the working draft of the Request to Supply for cargo of U. S, origin, on Form S-3a for prfsentation on final form S-3 to the Foreign Economic !dministration, the standard instructions for packj_ng and marking should read as follows:

To be packed for eA1)0rt in •••••• (insert here the mapner of p~cking) ]j •••• meeting ••• ,(inscrt applicable specification) 3/ .... The following marks shall appc&r on the export package in the order shown below at the time the goods are called forwc".rd to shipside:

UNRRA 2/ Req 1n UA ----Contract No, Package No. !J

Nomenclature in Detail§/ ~uantity and Size or Grade Net Weight !t}

Overseas DestinRtion 2/ Gross Weighty Cubic Mepsurement Q,?_ution Marks !±/

"J:J Show here the manner of packaging such 2s crates, fivf' gallon drums, bales, ccises, er other description applic.?.ble to the package desired.

Y Insert the appropriate specifications:

(a) u. S. Army Specification No. 100-14A will apply to all nailed wood shipping boxes or crates, cleated plywood shipping boxes, wire-bound or fiberboard shipping poxes tight barrels, metnl drums, fiber drums, plywood drums, waterproofed textile shipping bags and multi-wall papPr shipping bags.

(b): If the Request to Supply is issued to cover goods to be procured or prr-:viously prccured uhder spPcifications n£1 meeting the requirements sFt forth in u. S. Anny Specifi­cc1.tion No. 100-14A, then the specification under which the goods have b00n procured or are to be procured shall · be inserted.

)/ The letters "UNRRJ\.U will constitute the UNRRA Brand . If the size of the p2ck0ge permits, the Brand is to be applied by hand brush in letters 4\t to 6" in height. Where the container does not permit letters of that size, smaller letters will be acceptable, but any letters smaller than 2" in height must be stencilled, or printed at the time of manufacture of th,· export container. Depending on the size of the container, the following should be shown:

(a) UNRRA

(b) UNRRA

(Letters 4" to 6" high, container pE'rmitting)

or

(Apply in largest letters possible. Letters under 21' high must be stenciled or may be printed at time of manufacture of the export cont.:-.iner)

., . f

••

-,--·---

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/;J To be specified when applicable in conformance with good export practice.

2/ To be inserted when the overseas address is known r.t the time the Request to Supply is prepared. If the destination is not known, a line should be .o.dded to the marking instructions c>.s follows:

11Tho markings for the overseas destination will be given at the time the gocds are called forward to sbipsidc. tt

§/ InsE'rt the description of the commodity in the same manner ns it Rppears on the Inven'l?ory Records, such as h~TROUSERS, WOOL, MEN'S. 11

This doscription cnn bf• obtained from the Statistical Records and Rep-orts,_ B~·anch, Ext. 267.

It is to be n_btc:d ~thnt' U, S. Army Specification No. 100-14A sets forth a choice of intE"'ricr )Japking and protection age.inst corrosion, but does not covPr such i terns :ns 11moth ? rc6fing 11 • Wher.e necessary, therefore, such in-structj.ons sqould be ndded. ·

, . ~- .\. ~ : : ) .

When n0ceGsary, additional j_nstructions should be added setting forth the nannc-r in which the individual containers are t-o be packed with respect to kits, s;i.1?.es and/or rc;lnge, as the cc1se r;i[!.y be.

. :~

Variatioris frcn the skndard pr00E'durc oi· phrase,ology wi11'·necessi,rily be required from tin1e to time. Stich: vc:1.riatic'ns, howr-ver, should in every case be clee.red with tho Ocean ShipL)ing Brn.nch~-

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Packaging e.nd Marking Instructions - Cargo of Canadian Origin

In filling out the working draft of the RequE.st to Supply for cargo of Canadian origin on Fonn S-Ja for presentation on final lform S-J to the Foreign Economic .Administration, the standard in­structions for packing and marking should read t=i.s follows:

•

To be pllcked for eX9ort in ••••• (:j.nsert here the manner of packing) y ... neeting specifications similar to those set forth in U. s. Army Specification. 100-J4A or in lieu thereof, in accordci.nce w:i.th specifica­tions approved by the Chairman of the Canadian Packaging Connittee. The following · nltrks shall: appear on thP export ?ackage in t:".le order shown below at the time the f,ib.ods are called forward to snipside:

UNRRA y Req 1 n UC___. Contract No. Pe.ckage No. 'JI Overseas Destination y

N om enc la ture in Detail j/ · Quantity and Size or Gr~i.de Net Wei[!ht 'J_! Gross Weight Y Cubic Measurement Caution Marks Y

•

-y Show here the P.lanner of packaging such as crntes, five gel,lon drums,

bules, cases, or othc:r description applicable to the packag:c· desired. -......_,_

y The letters "UNRit.A" will constitute the UNRRA Bra.nd; If the ,size of the packnge permits,' the Brand is to be applied by hand brush in letters 4" to 61' in height. 'Where the container does not ~"'r­mit letters of that size, .small~r letters will be· acceptable, but any letters smaller than 211 in height must be stenciled, or printed at the tine of manufacture of the export container. Depending on thP size cf the container, the ~allowing should be sho~m:

(a) UNRRA

(b) UNRRA

(LettPrs ·4,11 to 6" high, container permitting)

or

(Apply in largest letters possible. Letters under 2u hifb must be stenciled. or r.iay be printed at tir.le of raanufacture of the export container)

'JI To be specified when applicable in confom.ance with good export practice.

y To be inserted when the overseas address is known at the time the Request to Supply is prepared. If the destination is not known, a lin~ shoulJ be added to the r.iarking instructions as follows:

•~The ~arkings for the overseas destination will be given at the time the goods are called forward to shipsidE . "

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4.43985

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)./ Insert the description of the connoc!ity in the sc.ne L'W .. nner c1.s it c:.ppenrs on the Inventory Records, such cts \ITROUSERS, WOOL, MEN 1S. 1• This description can be obtained from the St~tistical Ro cords and Reports Branch, Ext. 267.

It is to be noted that u. s. Army Specifice.tion No. 100-14A sets forth a choice of interior _Jacking and protection c{!ainst corrosion, but does not cover such itens fl.S "moth _proofing: 11. Vfuere necessary., therefore, such instructions should bG .?.dded.

when necessary, additional instructions should be added setting forth th.I? nanncr in which tho individual contHin0rs 2re to be packed with re­spect to kits, sizes., and/or range, ess the case r.my b0.

Vnriations from th0 standard j:)rocedure or phraseology will necessarily be required fron tiae to time. Such varinti0ns., however, should in every case be c le?..rccl with thE" Ocec'..n Shipping BrP.nch •

.. .. C

~ UNITED NATIONS 2 0 OF : a

U.N .. R. (RE Y.) BUREAU OF SUPPLY ORDER NO. 13, Sup. 7 19 October 1944

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RELIEF AND REHABILITATION ADMINISTRATION I

443987

SUBJECT: Procedure for Requesting Procurement of Supplies

The Instructions for the Preparation of the Working Draft (Fonn S-Ja),contained in Bureau of Supply Order No. 13, are amended by deleting the present wording of Item (7)(a} and (7)(b), and by substituting the following wording:

(a) It is understood that UNRRA undertakes to accent the above supplies subject to compliance with speaifica­tions and that upon delivery to UNRRA the total cost of such supplies is to be considered part of the con­tribution of the (Name of Country) government to UNRRA,

(b) UNRRA undertakes to accept the supplies requested h~rein subject to compliance with specifications. The total cost of such supplies is to be paid for by UNRRA. from funds that it has encumbered to meet such costs, After your approval of the suppliers' invoices against UNRRA for conformity with purchase arrangements, will you plec:.se forwa.rd the invoices to UNRRA for payment.

Also under Remarks (Item 10) there should be added the following provision:

Repeat the infonnation furnished at the top of the working draft under the item "Country of Commodity Origin" if that country differs from the country to which thf' Request to Supply is address0d,

.... -----~--.. .... , . _.,) \ r, .::,

1\\4\t,~ Deputy Director General

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muTED NATIONS RELIEF AND REHABILITATION All';IIHISTR!\TION

BU-BEAU OF SUPPLY ORDER NO. 13, Sup. 8 (lTh'VISED) . 12 March 1945

i::>UBJECT: Procedure for Requesting Supplies from tr.s.

In the effort to speed up the process:LYl.g of UNRRA' s Requests to Supply, it has been agreed that beginning 12 l.iarch Ul: .RA. will actually prepare the F~ Requisition Fonns when requesting supplies from F'EA, instead of preparing the UNRRA Request to Supply. It should be noted that although the req_uisi tion fo:tm is prepared by UNERA this will be considered as a request to supply by PEA and ·will become a requisition only after the letter of canmi tment has been sent to the procuring agency by Ff<__;/1.. The FEA fonns to be used are listed below opposite the UliRRA request fonns for which they are being substituted.

FE.I\. Fonns IBID.RI Fon-as

1. Form 2 - Requisition for U!fr.FA Articles Form S3 Request to Supply Fo1-m S3B Request to Supply

Continuation Sheet Fonn S3C lu00ndment to

Req_uest to Supply

2. Fonn 2a- Continuation Sheet

3. a Fonn 2b - Ameuc1ment-Req_uisi tion for UNRRA Articles

(Use only if amendment increases quantity or value or revises specifications) Fonn S3C Arocru.lment to

b Fonn 203 Revocation of Authority Request to Sup1 1.Jr

Foi,n S.3C Amen&11ent to Request to Supply

(Use only if amendment cancels requisition, or decreases quantity or value).

The F.,,,A procedure for handling amendments varies from that used in UNR.."ti\. :in that the fonns used for amendments that increase the value of requisitions differ from those that decrease or cancel requisitions. Accordingly, if it is desired to increase the qua11ti ty and/ or value of a. requisition or to 8hange the specifications, the originatine division shall prepare a FEA Fonn Zb - "Amendment to Requisition for m -BA Articles 11 • However, if it is desired to cancel or decrease the quantity and/or value of a Requisition, the originating division shall prepare an UHRRA fonn S30 ".Amendment to Request to Supply'. This will authorize Ff<~ to issue a fonn 203 revoking the authority to purchase which was given to the procurement agency.

In general, the FEA Requisition contains the sarn.e info:rnia.tion that is enJcered on the UNRRA. Request to Supply but specific items are entered on ili.fferent parts of the two forms. The procedure for routing and. preparing the FEA Requisition is explained in the attached instructions.

(Signed) DAVID Vr.t:DIJTPAUB Acting Deputy Director General

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INSTRUCTIONS FOR ROUTING F..cIBLil.liliARY DH.A.PT OF "Rb.UUISITION :F'OR UNBF.A ARTICLES" - li'ORM: 2

1 The originating division will prepare two copies of the pre)jminary working draft of the FEA For.a 2 (in addition to any copies it ma.y wish to retain in its files) and transmit them to the Request Control Desk. The Request Control Desk vr.i.ll assign the pennanent number of the requisition which will now be a number in the l!:EA "UA" series instead of a number in the UNRRA

2.

3.

"T.m" · series. In order clearly to identif3r this prel:ir.tll1a:ry draft of the requisition, each copy vr.i.ll be stamped vri th the rubber stamp f'unrl.shed to the canmodity divisions for that purpose with a legend reading "DPAF'l' POR FEA. Rb'VT ti" and with a space for a FEA clearance signature. At the time of its transmittal to F.EA, one copy of the draft requisition will be left with the Request Control Desk. The ffiilRRA Commodity Code and Schedule B Code vr.i.11 be assigned to this copy of the requisition while the other copy is being reviewed at FEA. -

The preliminary draf't of the requisition will be informally reviewed by representatives of IBWP.A and FEA and, where necessary, representatives of' the procurement agencies to detennine the final fonn in which the requisition for UNFP.A Articles will be :finally submitted. At the time of the preliminary review the representative of FEA will supply whatever additional infonna.tion is necessary.

The Movement and Records Di vision of the Liberated Areas Branch of FEA, after clearance as above, will sign the preliminary draft requisition and retun1 it to the appropriate UHRP.A Cc:mmodity Division. It will no longer bp necessary to leave a copy of the preliminary dra:ft of the requisition at FEA.

On receipt of the above cleared drai't, the UNRRA cammodi ty di vision concerned vr.i.ll make any necessary revisions in its own file copy ru1d submit the signed ]1EA. draft to the Request Control Desk for processing. Insofar as necessary the changes noted on the prelimina.I"J draft by FEA during the infonna.l review w:i.11 be noted on the file copy that was left at the Request Control Desk. The requisition will then be forwaroed to the Bureau of Finance and Adminis­tration which will encumber the appropriate bud_zetary allotment, enter the ini'.onnation specified in the procedure, and initial both copies. The Division of Accounts will retain one of the copies for its files; the second initialed copy vr.i.11 be returned to the Request Control Desk. If the prelim:i.nary draft has been revised to such an extent that it is no longer clearly legible, the originating division will type two new copies which will then be transmitted to the Request Control Desk with the original signed copy.

5, After approval within UNRRA of the prelim:i.inry draft of the Requisition for UNRRA Articles, fif'ty copies of the fonnal requisition will be duplicated by the Request Control Desk and submitted to FEA; four copies will be signed by the appropriate U.l: PA officer. ·

With the exceptions stated in the next paragraph, every section of the preliminar'J draft will be entered by the originating division. If an item does not apply, enter "Not applicablen; if the appropriate entry is "None" enter "None"; if the required information is not available enter "To be fonmrd.ed later'. /

The exceptions noted above

Routing Section)

Spot item l Diversion item Program No. Item No.

UA. No. tn'ffiRA Code Schedule B Item l -l

are:

. These item.s are not filled in at Ulffi..l¼

To be en.tered by Request Control Desk

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• - 2 -

• Date - The day, month, •and year on which the chief of the originating division or his authorized alternate, transmits the two copies of the preDJo.inar<J draft of the requisition to the Request Control Desk. '

Item 2 - Articles

A - Quantity and description - Enter at top left the name and number of units of the commodity that is being requested.

Total Est. Net weioht - Ruter in pounds (a.voirclupeis weight) or metric tons the approximate tota.l net weight of the commodity being requested. The net weight is the avoirdupois weight of the commodity exclusive of the packaging.

Total Est. Value - Enter the total estimated value of the connnodity being reciuested.

If space on page one is insufficient, enter at top of Fonn 2a "Continuation Sheet", the detailed description of the ccmnodity or service being requested. The infonnation required includes complete description and specifications, including quantity, type, size, color and the estimated u.11it weight and. price, and the max:irrrum unit price that will be acceptable. Each unit price should :indicate the terrns on vntlch it is quoted (f.a.s. New York, f.o.b. factory, etc.) and should taJce into account the specifications as to package nnd storage stated in item (5D).

Item 3 - Insert "Not applicable."

Item 4 - Delivery desired. - Enter quantities by dates wherever possible.

Item 5 - Remarks (This section will need especially careful review by FEA.)

A. Procurement Agency - Enter the rum1e of the aze110y which is to procure the comnod.ity requested.

B. End Use - This item will be pre-printed on the fonn.

C. Allocations - uote both Combined Boarcl and War Production Board or War Food Administration allocations.

Enter the date on which the allocation, to which the req_uisition is to be charged., waa made; the name of the allocatine agency making the allocation; and the rru.mber ~ssiened to the allocation by the allocatine agency.

If the item does not apply because no allocation is required enter 11 Not .Applicable11

•

D. Packarre an'1 StoraP-e - Use the so.me f'onaul<.'1. as is novr used in prepar:i.ng m R.Tt.t\. Requests to Supply, except that item B should be left blank. It will now be filled :u.1 when the Requisi ti.on Humber is assigned by the Request Control Desk.

E. Shipping and Documentation - This item will be pre-printed on the fonn. Until rurther notice the date indicated will be obtained at PEA. when the pre­lim:i.n.'1.ry draft is infonna.lly reviewed.

F. Additional Information - Enter here ,my .Llecessary additional details; for exanple, the fact that provision has been made for obt~_:i.nin,J the J1ecessar<J allocation or that no allocation is nccessa!"J. In ad.cli­tion, include the na..-ne and ad.dress of the UHRRA o ficer to whom ing_uirie s should be directed. The n,-:,me of the correspond:rng ?Eli.. Officer shoul 1?e 9btained at FF ... ~ when the preliminary draft is infoxm.ally revie-,red.

Fonns for requisitioning of Ul: ... P_ articles are attached to that doCt.Dnent.

·s UN! NATIONS , RE AND REHABILITATION Am ISTRATION

BUREAU OF SUPPLY ORDER NO. lJ,Sup-.8 2J Novombn 1944

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SUBJECT: Procedure from u. s.

The following supplemente.l procedure has been adopted by agre€'ment-with tho Foreign Economic Administr-e.tion for requesting supplies from the United Stntos :

1. The originating division will prE-pr.re three copies of tho prelimin:'.ry working draft, Request tc Supply, (Form S-Ja),and transmit them to the Chief Movement and Records Division (John H. Kilby), Libcr-:'.ted 4-rec.s Branch, FEA. The originating division will insert the allocr.tion number, date, and temporary request number. The tempor<1ry number will be cbfainod from the Request Control Desk. In order to cler.rly distinguish between the draft request provided for heNin and the working draft n0rmally pro.­cess('d prior to preparation of the nction copy, ePch c opy of the draft request will be ste.mped with a rubber strunp furnished to the Comr:iodity Division for thl:'.t purpose, with a legend rer.ding 11DRAFT FOR FEA REVIEW11

and with a space for a FEA clee.rance signature,, At the time of its transmittal to FEA, one copy of the dmft request will be furnished tc the Procurement Coordination Bre.nch and the Statistical Records ~nd Reports Branch.

2. The prelimine.ry dre.ft request will be infonnally reviewed by repres0ntr­tives of UNRRA nnd FEA c1.nd, where necessc1.ry, represfntc'.tivrn of the pro­curement agcnciGs, to determine the final form in which tlrn Request to Supply will be formally submitted.

J. The Movement and Records Division of the Liberated Arec1.s Brnnch, FSA, will aftfr cleare.nce as rbove, sign the prelimin2ry dre.ft re-quest in the sp:?.ce prcvided and return one copy to the appropriate UNRHA Comcdi ty Division.

4. On receipt of the above cleared draft, the UNRHA CoJT1modity Division c on­cerned will prepare Working Draft (Form S-Jr.) of the firm request showing thE reon the tE"i:i.pore.ry request nunber assignf,d by the Request Control Desk to · the prf' limine.ry draft, e.nd rou.te.d and cler red e.s provided in Burec'.U :)f Supply Order No. 13~ In tho event it is recom~fnded by FEA th~t thr pre­linine.ry working dre.ft be divided into more than one: Request tn Supply, e.nd this is <'.grFod to, the kmpcrc:ry rcqu0st nur.1bor 2ssignc--d to th0 pre­lir.1.inary draft rGquest will be shown on a ll Work ing Dre.fts. Wher0 □ore than one prelimin<1.ry draft rE,quest is subnittcd for FE!\. clc-c1.rt'ncf, c1.nd it is rec ommended th2t they be consolictr.tod ink r:ne Requc,.st to Supply, all tenporary nur:ibers e.ssigned will bf' shewn on thc: one ccmsolide.ted Werking Draft for referE'nce identific['_ticn. The copy of tlw pr clir:iinr.ry draft request received witµ cle2rance fron FEA will be ntte.ch€'d to the Working Draft of the RE'quest to Supply c1nd vrill bocomo n part of th0 Statistical Records P.nd Reports Brrmch files.

5.. After approvEtl of the Working Drc9_ft of Request to Supply, (Fern S.-Ja), fifty copies of the formal Rcqu0st to supply will be submitted to FSA in 2.ccordance with the procedurf' estc=>.blished in Bureau of Supply Order No. lJ; four copies to be signf·d by tl.e, £'.ppropria.te UNRRl\ offic r·r r

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/ ~ 1 t . , \ iLA...M~Jt.,,.,,J,.,,,,_,.s- --~

Deputy Dirf ctoJ Gene r~l

UHITED NATIO ;s RELIEF AND REF..ABILITATION

~ lJTIST:RAT:!:0:'{

BUF..E: "J OF' SU! PLY ORDEJ. ro. 13 Sun.8 (REVISED) 12 March 1 945

SUB-JECT: Procedure for ~eouesting Sunnlies from U. S. I

In the effort to s~eed up the processing of UNRP~~ ' s Requests to Supply, it has been a.greed that beginning 12 March 1 945 UNRRA. will actually prepare the FE.i Requisition Fonns when requesting supplies from FEA, instead of pre­paring the UNIBA Requ.est to Supply. I t sho 1ld he noted that allbhough the requisition fonn is prepared by UNR"'"?A this will be considered as a request to supply by FEA and will become a requisition only after the letter of com:,1itment has been sent to the procuring agenCJr by FE.! • The FEA f'orr.1s to be used are listed below opposite the UNTu.~ request forms for which they are being substituted.

FEA Forms

1 . Fonn 2 - Requisition for DURR.A Articles 2. Form 2a- Continuation Sheet

3. a Form 2b -.Amendment-Requisition for UilRRA Articles

(Use only if amendment increases quantity or value or revises specifications)

b Form 203 Revocation of Authority

(Use only if amendment cancels requisition, or decreases quantity or value) .

T.mRRA Fonns

Fonn S3 Request to Suppl Form S3B Request to Supply

Continuation Sheet Fann S3C endment to Re­

quest to Supply

Form S30 • , endment to Re­ques:t to Supply

Form S3c , end:1ent to Re­quest to Supply

The FEA procedure for handling amendments varies from that used in mmRA in that the fonns used for amendrnents that increase the value of requisitions differ from those that decrease or cancel requisitions . _ ccordingly , if' it is desired to increase the quantity and/or value of' a requisition or to change the specifications, the originating division shall prepare a FEA Fonn 2b -"Amendment to !iequisi tion for u1filR Articles"• However, if it is desired to cancel or decrease the quantity and/or value of a Requisition, the originating division shall prepare an Ulffi...~ fonn S3C 11.t mendment to Request to Supply" . This wi•l authorizE FEA to issue a forn1 203 revoking the authority to pur­chase which was given to the procurement agency.

In general , the FEA Requisition contains the same infonnation that is en­tered on the UNRRl "C/.equest to Supply but specific items are entered on different parts of the two forms. The procedure for routing and preparing the FEA. Requisition is explained in the attached instructions .

David Weintraub cting Leputy Director General

1.

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Ii::STRUCTIONS FOR ROUTING PRELD~INA..P.X DRAFT ,;p "RE UISITIOH FOR ll!', • "qTICLES" - FOR!: 2

The originating division will prepare two copies of the preliminary working draft of the FEA Form 2(in addition to any copies it may vr· sh to retain in its files) and transmit them to the Request Control Desk. The Request Control Desk will assign the pennanent number of the requ~sition which will now be a nunber in the FE.! 111.u" series instead of a number in the UNRRA "UN" series . In orde clea:.:ly to identify this preliminary draft of the requis~tion, each copy will be stamped with the rubber stamp furnished to the com1odi'bJ divisions for that purpose with a legend reading "DRAFT :5'OR PEA REVIEi" and with a space for a FEA. clearance signature. At the time of its transmittal to FEA, one copy of the draft requisition will be left with the Request Control Desk. The tnifP.RA Com:,1odity Code and ScheJiule B Code will be assigned to this copy of the requisition while the other copy is being reviewed at FR.

The prel:i.mina..7 draft of the requisition vrill be infonnally reviewed by representatives of UNRRA and ~EA and, where necessary, representatives of the procurement agencies to detennine the final fonn in w:ich the requisi­tion for UNP. Articles will be fiaally aubmitted. t the time of the pre­liminary review the representative of PEA. will supply whatever additional infonnation is necessary.

The 1:ovement and Records Division of the Libe ated Areas Branch of 1',EA, after clearance as above , will sign the preliminary draft requisition and return it to the appropriate UNRRA Comnodity Division. It will no longer be necessary to leave a copy of the prelimina.ry draft of the requisition at FF.A.

On receipt of the above cleared draft, the UNRRA COIIl.'aodity division con­cerned will make any necessary revisions in its 0 v,n file oopy and submit the signed FF...\ draft to the Request Control Desk for processing. Insofar as necessary the changes noted on t,e preliminary draft by FEA during the infonnal review will be noted on the file copy that was left at the Request Control Desk . The requisition wi J then be forwarded to the B.lreau of Fina.nee and Administration which will encumber the appropriate budgetary allotment , enter the infonnation specified in the procedure, and initial both oopies . The Division of Accounts will retain one of the oopies for its files; the second initialed oopy will be returned to the Request Control Desk •. If the preliminary draft has been revised to such an extent that it is no longer clearly legible , the originating division ,rill type two new copies which will then be transmitted to the Request Control Desk with the original signed copy.

After a""prova.l vri thin UNR."RA of the preliminar.y draft of the Requisition for UNRRA. .Articles , fifty copies of the fonnal requisition will be duplicated by the Request Control Desk and submitted to FEA; four copies will be signed by the appropriate UNRR1 officer .

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INSTRUCTIONS FOR PREPARATION OF PRELIMIN~lIT DRAFT OF "RE UISITION FOR UNRRA .ARTICLES" - FORM 2

With the exceptions stated in the next paragraph , every sect-Lon of the preli­minary draft will be entered by the originating division. If an i tern does not apply, enter "Not anplicable"; if the appropriate entry is "None" enter "None"; if the required infonnation is not available enter "To be forwarded later".

The exceptions noted above are:

Routing Section Spcht item Diversion item Program No. Item No.

UA. No . UNRRA Code Schedule B Item 1 l

These items are not filled in at Ul\'1ffiA.

To be entered by Request Control Desk

~ - The day, month, and year on which the chief of the originating division or his authorized alternate, transmits the twc cppies of the preliminary draft of the requisition to the Request Control ~sk.

Item 2 - .Articles

A - ~tity and description - Enter at top left the name and number of uni ts o the comr'todity that is being requested.

Total Est. Net we!fht - Enter in pounds (avoirdupois weight) or metric tons the approx:imate tot net weight of the commodity being requested. The net weight is the avoirdupois weight of the commodity exclusive of the packaging.

Total Est. Value - Enter the total estimated value of the commodity being requested.

If space on page one is insufficient, enter at top of Form 2a "Continuation Sheet", the detailed description of the ccmnodity or service being requested. The info~tion required includes complete description and specifications, in­cluding quantity, type, size, color and the estimated unit weight and price, and the maximum unit price that will be acceptable. Ea.ch unit price should in­dicate the terms on which it is quoted (f.a.s. New York, f .o.b. factory, etc.) and should take into account the specifications as to package and storage stated

in item (5D).

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Item 3 - Insert "Hot applicable."

Item 4 - Delivery desired - Enter quantities by dated wherever possible.

Item 5 - Remarks (This section will need especially careful review by FEA).

• Procurement Agency - Enter the name of the agencvr which is to procure the com odity requested.

B. End Use - This item will be pre-printed on the fonn.

C. Allocations - Quote both Combined Board and War Production Board or War Food Administration allocations.

Enter the date on which the allocation, to which the requisition is to be charged, was made; the name of the allocating agency making the allocation; and the number assigned to the allocation by the allocating agency.

If the item does not apply because no allocation is re quired enter "Not Applicable".

D. Package and Storage - Use the same fonnula as is now used in preparing UNRRA Requests to Supply, except that item B should be left blank. It will now be filled in when the Requisition Number i~ assigned by the Request Control Desko

E. Shipping and Documentation - hiG ·te:n will be pre-printed on the fonn Until further notice the date indicated will be obtained at FEA. when the prelim­inarJ draft is informally reviewed.

F. Additional Infonnation - Enter here any necessary additional details; for example, the fact that provision has been made for obtaining the necessary alloca~ion or that no allocation is necessary. In addi­tion, inlcude the name and address of the UNRRA officer to whcm inquiries should be directed. The name of the corresponding FEA Officer should be obtained at FEA when the preliminary draft is infonnally reviewed,

I'

FEA. 5~~ 9/J.il+. ----------------------------------------RO UT IlT G ; SPOT ITID! PROOP,A'·~ NO--------

(Not to be filled in by Requisitioner)

D sro1· T ITR'1 No------------

ITEM

t.JA. __________ .,

No.

war :Maritime Comm FORM 2

_______________ _.

Tate - Navy ,..... Treasury

REQUISITION FOR UNRRA .ARTICLES UNRRA ..

WPB

Agriculture

...... - Jt. Air Comm.

--------------­. :

----------------------·-Re quisi ti oner

-----------------------------~=--------------------------------------------------------.;.. 1. UNRRA Funds will be used. UNRRA Code

--- -------------------------------------------------------------------------------------2. Articles (if possible, use continaution sheet(s) for detailed specifications; otherwise attach one complete set of drawings and specifications to each copy of fonn): A. QUantity and description (include mar k, model, or other identifying designation):

Schedule B Ho. (Note: If Continuation sheet is used thia will appear op­posite each item)

Total Est. Net Weight: Total Estimated Value:

B Rn . f. t. U. S. C U C vilian o 71eci ica ~-ons----------~-~------------. se--------------------~--------~-----------! __ !!_! ______________ g~~~-~1112h~_2!h~£________________ -tl~~~!~~.a...9.21!!:&r91~------

3. If the articles requisitioned herein are to be installed in or used in the construction of some other article(s), indicate n1.l!"ber of requisition (Fonn 1 or 2) or rnR number, or both, cover i ng re quest for basic article(s). and indi cate contract number if contact has been negotiated for basis article(s) \ ~. Name and identification f basic article(s):

Not Applicable

B. Requisition No.--------------------------0. PNR No---------------D. Contract No.------

----------------------------------------------------------------------------------------------4. Delivery desired (by check tfl or, if possible, by quantitative breakdoMl)

1945 -----------1st Quarter 2nd Quar ter 3rd ~arter 1946

1st Quarter 2nd ')larter 3rd Quarter

_____ ¾!;~~~~~-------------------...-...--------....._ .. ___________ .:.___... ____________ ......_ ______________ _ 5. Remarks: (Justification of request, urgency, general infonnation, etc.):

A. Procurement Agency:

B. End Use: For Civilian Relief by lilffiRA in Liberated Areas.

c. Allocations: (Quote Combined Board Decision and WPB allocation, if any)

(Signed)-----------------------Karl Borders

(Title)::::~~~;~_.E~~-P4:E~~~2£_~~U~t~!

--------------------------------~~TI-Ql!..ffl_wn~~-§~m ______________ _

FORM 2a (Continaution Sheet) FEA 536 9/41+

REQUISITION FOR UNRRA ARTICLES UA---------- · No.

-----------------Date

------------------.... ----------------------------------------------~---------------§eotion: Additional Information

-~----------------------------------------------------------------------------------0 •

2 A (Detailed description of comnodity or service if space on Page 1 is insufficient{-)

5 D :Package and Storage:

· E Shipping and D:>cumentation: Use general instructions dated _________ ,1945, covering UNRRA shipments.

5 F Additional Infonnation: (This will include special instructions and will also give names of UNRRA, FEA, and other officials to whom in-quiries should be directed).

GOVERNUENT OF THE UNITED STA'l'ES I ----------+---~------------~--------....------~---~--------------------------------------

- ----------------;;.---------------------------ROUTING

(No\ ,o be filled in by Requisitioner)

w~r Mari time Comm.

_ Navy Treasury

& .Jt. Air Comm. ·

& : Agriculture :--------------

FORM 2b - AMEND: lENT

REQUISITION FOR U:NRRA ARTICLES

UA.---------No.

------------------To.te

----------.......-.----------Requisitioner

--------.-----..---.------.......... --- ..................... -- - -........ ...__ ____ ...... -----------------------: 0 ~ction : Describe fully nature of amen&nent desired; state whether substitution,

addition, cancellation, etc. r-------~'t"----------·-------------...,...__... ___________ ......._ ____ ....... __ ,...... ____________ ......,._..__~-

(Signed) __,;K_ar ___ l_Bo ___ r_d_e_rs ____ _

(Title) for Deputy Director General

G-OVg-7NlrENT ·oF THE U:JTIED STATES

-

UN:t~~ATIONS REL ID REHABILITATION ADML TRATION

L

~690 BUREAU OF SUPPLY ORDER NO. 13, SUP. 9

lOYiAY 1945

SUBJECT: Procedure for Requesting Supplies and Equipment from Australia and New Z.ealand

Action copies of Requests to Supply for sup:Jlies and equipment to be furnislied by Australia and New Zealand will be prepared., executed and issued, in accord­ance with procurement agreements with the government of each country., by the UNRRA Southwest Pacific Area Office, Sydney, Australia . In this connection, the fallowing procedur(' shall be followed:

--- -

1. The Conm1odity Division (UNRRA Headquarters) concerned will prepnro 2. working draft of the Request to Supply covering the particulnr item/s to be supplied, and forward to the Request Control Desk, Statistical Hecords and Reports Br~nch., for clearance in accord­ance with procedure estnblished in Buree.u of Supply Ordtlr ~,Jo, 13 .

2 . Ont;> copy of the approvE'd working draft of tho Request to Sup1Jl;r, with number assigned, will be➔ forwarded to the Procurement Coor...­dination Branch, British Dominions and India sc~ction, by the Request control Desk .

3 . The ProcurenE'nt Coordination Brt.nch, British Dominions ,md India Section, will prepare a cable to the SWPA Office, Sydr1E1y, ,hu:Jtralh, authorizing the issuance of the l'.ction copy of the Reque:-=:t to Supply . This cable (sample nttachod) vdll be prepared from the apprcved copy of the vrnrld.ng clre.ft of the Request to Supply usin:? the following code f0r each item:

- 113qu0st to Supply Nu::iber

Neme of Co1:m1odity and Specifications (no cocle lotter)

A - UNRliA Co'le Number

B - Nui::iber cf Uni ts and Unit

C - Max:irallf:1 Unit Price (in shillings and r,ence Austrnlian)

D .... Ocee.n Shipping Port PrefcrrE'd

Ji<:'□o.rks or furtlier infor□cc1.tion will follow without n code designation

4. The Frocuren10nt Coord:i.nation Branch, British Dnr.:iinions and India Section, shall clerir 02.ch cable authorizing tl1e issunnc0 of a Request tc Supplywit:b the :ippropriato Cor:n:1odity Division bEfC)re trr.1.nsnittc"".l , and will distribute carbon copj_os of each cable as follows:

" • r \

-e UNRJt.tlt BTFrEAU OF SUPPLY

ORDETI. NO . 13, SUP. 9 Page 2

---

-

2 1 1

c opies to the Statistical Re cords and hcports Branch c opy to the appropriate Conmodity Division c opy to t he Ocean Shipping Br anch

5, (a) The Southwest Pncific Area Office shall cabl e to Hendquarters a brief report of the action taken en each authorization to issue a llequest to Supply. Tl1is report t o include the f ollov1ing:

1. Cnbl e No . fron Headquarters to Sydn'3y

2. heference to Request to Supply Nw;1ber

3, Government receiving Iwquest to Sup1)ly

4. D2,t0 of filing Request t o Sup~) ly

5. Difft",rences between Autbcrization and Request to Supply ns filed

6. Any other :;-iertinont i nforr:mtion

(b) The Southwest Pacific /Are?, Off ice shall fcrwe,rd to Henclqur-,rtc·rs , Bureau of Supp ly, Statistical Records and Iteport Branch , four copies of all Requests to Su;::iply issued, f or distribution as follows:

1 c opy to the Sto.tistical Recor ds and i{E';:;orts Bronch 1 c opy to the apprcprio.te conr.:odity Division l copy to the ProcurPment C cord inn tion Brancll 1 copy t o the Ocean Ship~ing Branch

( c) The Southwest faciffo .Are£>, Office shall r.dvise Eer..dqunrtc:crs by cabl e of the date of acceptnncEJ or rejection of €ncl1 ilequest to SuP;,ly by the suppl yin@" c ountry. In tbE'. event of re,jection, a brief stator.-ient of the reason shoul d bf' made .

6. As occasion r.1ay der.iand fro□ ti.De t o time, the Hendqua.rters Office mP.y Pstablish sub-allot1::ents to tlw cred it of the Scutbwest Pncific Area Office, age.inst which the Southwest .?ncific Area Office cr.n pr ocure on its own ini tia ti ve in ;Lino with ver<J broad and f.Pncral directives from Headquarters .

-

-

~ • SAMPLE GABIE AUTHORIZING ISSUANCE OF 1-u~QUEST TO SUPPLY BY SWPA

OFFICE, SYDNEY, AUSTB.ALIA, BUH.EAU OF SUf'FLY OlillER

53686

NO. 13, SUPPLEMENT NO. 9, FARAGRAPH 3.

neur cable No. issue HequE,)st to Supply No . on ---Australia for 6/8 11 Shoe hepnir Nails , 16 gauge, Ne. 19 Cc)ne

Head, either in cut nails with stick points or wire nails

with du~k bill sharp points . A. 162.23; B. 100,000 pounds;

c. 6 pence; n. Sydney, Australia..

ALTEltNATE

I-<.eur ce.ble No. issue Request to Sup;:ily No . --- on

Austre.lict for Shoe HC?pair Nails specifications sar.ie as your

cable. A. 162.23; B. 100,000 pounds ; c. 6 pence; n. Sydney,

itustralia

~ UNITED NATIOiS RElIEF AND REHABIUTATION

BUREAU OF SIJPPL/7 / ORD~R NO. 12

Ai.ISTRATION lB May 1944

AMEND)iiNT

Thiough error, the first word in the ?th line of Bureau of . .

Supp~ Order No. 12 was reproduced as llproprietyn rather than

~roprietary. 11 The initial clause of tbe third sentence in the

first paragraph of Order No. 12, should therefore l"~ad: "We will

avoid prescribing proprietary items. 11

\ . , I -) v'\) ~ ~ --;>·- r-

\ \ 1 ,'"'-1 '• ~ ·-. .----· Depuit Director General

-

44963

-

• UNITED NATIONS BUREAU OF SUPPLY ORDER NO. 14 RELIF..F AlJD F.EHABILITA'i'ION

AD!.UNISTRATION

SUBJECT:

26 August 1944

Correspondence with London and Cairo

Effective immediately we will initiate ~n improved communications system with London and Cairo. While we are at this time supplying these two offices with a considerable amount of data concerning our activities, our present system is inadequate. Moreover, I found in London that some letters are going to the Eu~opcan Regional Office signed by different persons in the Bureau of Supply carrying infonnation which is sometimes construed as conflicting.

As a firct step toward a complete exchange of information between London, Cairo and W?.shington, I think we should send to thore office:, a resume I of all our activities to date. Dick Funkhouser is assigned the responsibility of pulling together the information needed for this first resume' and for pre­paring the report to the London and Ce.iro offices. 'fo assist Funkhouser, thf'! Chief of c::i.ch Division and Branch of the Bureau of Supply should submit to

- him as soon as possible e. stat0ment covering the following informat:i.on:

1. A stater,1ent concerning the organizaticnal structure of the Division or Branch, including functional stat~Ments ( a functional chart might be desirable here);

2. Comment concerning the staff of the Division or Branch (a position chart might be desirable and comnent con­cerning the qualifications of the individuals);

3. Cor:unent concerning specific p roblems under consideration in the Division or Branch, including a rec~rd of those items proposed for procurement but net yet in the mill; - 4. Requests for :.assistance from London and Cairo;

5 • General conmen ts.

Mr. Funkhouser will consolidate these reports into an overall Bureau of Supply report, e.dding from his own records data, including statisticP.1 tables., con­cerning:

(a) The status of allocation requests;

(b) A resume' of the pr~,cureueut picture (showing by comnodities what requests have been fcrw~rded to which countries; which re­quests have be~n accepted by the supplying countries; which re quests are in preparation; what c c:mmodities ho.ve been prccured; etc. etc.);

This complete resume 1 of the activities of the Bureau of Supply should be ree.dy for transmittal to London and Cairo not le,ter than 1 September.

..

-

-

fl ~

UNITtlr NATIONS P.ELIEF AND REHABILITATION

6MINISTRATIDN

BUREAU OF SUPPLY "5 ORDER NO. 14

Page 2

Starting 1 Septenber, each Division and Branch of the Bureau of Supply will submit to Mr. Funkhouser a weekly summary, covering essentially the same matt€'rs indicated above, but of course not duplicating information cortcerning organizaticnal structure, personnel, etc. Each week it will be a part of Mr. Funkhouser• s responsibility to make sure that these divisional and branch reports are consolidated into a report to London and Cairo over tho signature of the Deputy Director General or the Acting Deputy Director General.

In addition to these we<?kly reports to the London and Cairo offices, there will be sent to those offices copies of all particularly important letters dispatched from the Bureau of Supply in Wl'.shington (Combined Boarl letters, letters to member Governments, etc.). Will you therefore make sure that two extra copies of all such letters are forv,arded to·Mr. Funkhouser with appro­priate comnent. Jtlso four copies of nll mimeographed dccurnPnts should be meJe on thin paper and sent to Mr. Funkhouser for transr.iittnl to kndon and Cairo.

Effective im:nediately, all concunications to London and Cairo should be pre­pared i'or the signature of thE.', Deputy Director General or the Acting Deputy Director General.

This menorandum supersedes nll pr€yious instructions within the Bureau of Supply concerning weekly reports.

Copies of this mE)morandut::1 arE> being sent to the London and Cairo offices for (a) inf0mation, (b) comr.ients, and (c) in the hope of prompt reciprocation.

--- -....

Deputy Director General

442526

-

-

UNITED NATIONS RELIEF AND REHABILITATION ADMINISTP.ATION

BUREAU OF SUPPLY ORDER NO. 15 20 October 1944

SUBJECT: Establishment of UNRRA Procuremenv ~e and Jurisdiction over Procurement of Supplies in La.tin-American Countries

1. In accordance with the Memorandum of Understanding between the Government of Brazil and the United Nations Relief and Rehabilita­tion Administration, there is hereby established a 1iaison Office of Procurement, UNRRA., in Rio de Janeiro, Brazil, under the super­vision and direction of the Procurement Coordination Branch, Latin­American Section, Bureau of Supply.

2. The Liaison Office of Procurement shall be staffed by a Chief Liaison OfficFr who will sc-rve as the UNRRA mPmber of the Mixed Commission for UNRRA Procurement in Brazil and also as ChiEf of the UNRHA procurement .staff, a Procurement Officer who shall act as assistant to the Liaison Officer, and such othn procure=·ment and shipping staff 8.s may be required.

3. Selection of all technical staff members shall be -subject to the approval of the appropriate Division or Branch Chief of the Bureau of Supply in Washington, but the staff members will report administratively to the Chief Liaison Officer.

4. Policy questions requiring Headqlll'.rters I decision shall be referred to the Procurement Coordination Branch, Latin-American Section for Rction. All communications between thf. Bureau of Supply Branches and Divisions and the UNRRA Lic.ison Office in Brnzil shall clear through the Procurement Coordination Branch, Latin-American Section.

I

5. Jurisdiction is hen·by vested in the Procurement Coordination Branch, Latin-American Section over all similar arrangements that may be estc>,blished in the future for procurern c- nt of supplies for UNRf!A by other Latin-American countries.

-· -··- .........

Deputy DirPctor General

443986

• UNITED NATIO!iS BUREAU OF SUPPIY ORDER NO. 16

-·­- --

-

RELIEF AND P.EHABILITATION ADMINISTB.ATION JO October 19.44

SUBJECT·: · Delegations of Authority to the Department of Supply, European Regional Office ,

.In order to carry out his responsibilities, it has been contemplated that -~he Deputy Director General . for Supply would delegate certain paris of his functions to such regional offices as may be established . The general principle .in this connection is to be secure the. maximum amount o~ dFcen-

. 'traliza tion .. cons is tent . with the maintenance of uniform po lie ies and proe-ed~es.

Effective ·immediately', the following dele·gations of responsibility and authority are made to the Deputy Director General for Supply in the London Office: . .

:•1. - To provide staff assistance to the Committee of the Council for Europe and its sub-Committees, with respect to matters lying within the scope of the Bureau of Supply.

2 . To assist member governments in the development of import re­quirEments for twelve-month periods, transmitting the import progrruns as prepared by the member governments to Headquarters as soon as .•they. are received . Analysis and comments on these programs should be transmitted from the London Office as soon thereaftFr as possible. Revis'ions in the program of require­ments shall be forwarded regularly at least once evrry three months, pr' riiore often if so requested.

,. . .3.

For this assignment, the London Office shall be responsible for securing requirements progrruns from all member go\;er'nnients for whom it is convenient to submit necess?ry information through the London Office. Other governments may submit requirements eithPr through the Headquarters Office or through the Cairo Office. For the present the following assignment of countries is made to the I.ondon Office for this purpose: BE'lgium, Czecho­slovakia, Luxel)lbourg, NetbP-rlands, NQrwe.y a,nd Poland. In addi­tion, preparation of requirements for GrE'ece and Yug?slavia is tentatively clssigned to the London Office. For ·the latter .countri~s copit"S o_f nll ir.",.port programs shall be .dispe.tched to the Cairb Office simultaneous.ly vii th- their· transmission to Head_quarters, and the· Cairo Off foe, as well as the London

.Off~ce, will be aske4 ,to· sub1~i t .e.nalysis c1nd c omm~nts on the progrmn.s as prepa_re~. '

To ;i·ssemoie current :i.nfomation for continental E:urope. on pro­duction, stocks, consumption, population, extent of scorching and o_ther relative information as will be, helpful_ .in ,interpret­.,ing ·the' schedule of requirements and for other natters dealing with the alloc~tion, procurement and shipping of supplies. The London Offioe shall forwErd such information to HE'adqwrters promptly.

' ·

UNRRA ·, '~ 1 ! . _.. 'i:t·"',

·1,, ... •'•

<' ,. '

... •· ' .r , \I . /: .. ·.,· ,

' ... ~.,_

BUREAU OF SUPPLY ORDER NO. 16 Page 2 •

4. To work with other departments-; ~nd diviS,i(?ri~ of th.~ ... ~ndon Office on projects requiring joint consi-dera:~_ion arid action. · ; ··- ·· .. _ .... ____ ~ · , , . ~ -•- :

,5. To secll!'e information, with the .assistance of the m.embi:n•· govE':r.Jr., __ _ ments and with the assistc1.nce arid': knowledge of the Chief of Country ­Missions, as to any surplus supplies from tim.e ' to ti,me available

?.

8.

9.

in the liberated areas., which are> enumerated in •·itern 2 ·of the delegation.

.,

To investigate the possible procurement of supplies in the United Kingdom., British Colonies., Swed1,m, Switzerland., and Iceland, as :

I, I :

assigned. , _'.

To be responsible for negotiating ··r:gree~ents ~:~tweE·n UNRRA' e.nd .:the ' ,•, e." appropriate procurement agen.s::i,.es for the countries named in delega- -· tion number 6., with respec·t · t~- procurement., wart:'housing and deliver- · ies. Copies of such agreements· and ·supplementary procedures shall - ---­be submitted to Headq1.W.rters for approval before .final acceptance •. .

I ' ,. '•·

For procurement in the U·,K. and 'other countries enumerated· in de.le:.; gation number 6 above, the Ipndon Office should-pre;pare e. proposed -­procurement program., including · as much infonnatioh ns possible with respect to probable ,·availa.bility, and submit this to Headquarters for review in terms · of genera.l · conformity with the overall program. Upon instruction, the London Office will initiate Requests to . Supply, and will discuss with th€ U,K. agencies - specifications, rices time of delive and other conditions. The London OffiQe

will trc1.nsmit to- eadtj_uarters a copy of each Request to Supply a.s . ,

·:. ,_,

: ,'

transmitted to the · u.K. or other, Euztopean c9untries for procurement:...--'. -:, ·

Regular reports on proourer:ie.nt~ t~v~ntori·e:·-ana ··~·~~il:ability sh?.11 , .e be submitted in accordance with procedures established by the -H~~d_.: ' · quarters Office. · · ·

Governments wishing to make advance procurement:- sha.11 be requested to submit their proposed programs to the Headquarters Office • . If the procurement is to take place :i;n supplying countries for w'hich

.J

the London Office ba~ procureme·nt rfspqn¢ibili ty., the:: London Office · will be expected to facilitate thF . procurement ;i.n any way poss,i,ble · after review and cor;,.i,nent have been ireceivl?d from th,:1 Headquarters : .. : Office. ···· · · ·

t ...

Further delegations with respect to . s~6h matters · as shipping ·:anf . '.· .' other fields of a-ctiyity will be set forth in supple!'llehts to tl:Ji:s ·

,.,~-) , ,' ,, '

K~*:.~ ' r , • . Dep1;1ty Dire-ctor Genera'i ' · , 7

-

Order.

t ... ,,

Approved:- /s/ Herbert H. Lehman 444169 Director General

• UNITED NATIONS BUREAU OF SUPPLY ORDER No:16,Sup. 1 31 October 1944

RELIEF AND REHABILITATION ADMINISTRATION

SUBJECT:-: Delegations of Authority .. Industrial Rehabilitation

The delee:ations of authority necessary to effect the following division of re­sponsibility for industrial rehabilitation between the -Washington Office, the Regional Offices and the Country Missions are hereby made:

WASHINGTON

1. Plan for the rehabilitation of essential industries, i.e. the repair of (a) public .ut:Uities, transportation, temporary storage and communications systems;· (b) essential relief industries such as ·rood, clothing, footwear,

A medicfll .supplies and fuel; (c) general service facilities necessa;rJ to the • repair of industries contributing directly to r121ief; (d) dame.ged shelter

units, _hospitals, schools, and, in essential cases, new construction of shelters for. displaced .'persons and workers in essential industries as de-

--- · fined herein •

-

. 2 . Develop progrems of requirements as the initial step in the procurement of machinery., equipmEmt, materinls and other supplies for the repair of industries such .s.s the following :

A. General Serviee Industries

1. Machine and repair shops 2 . Foundries J • Woodworking sh ops .

B. Public Utilities

1. Electric Povmr 2. Water J. So.wc".g0 4. Gas

C. 'Transportation and W2.rehousing

1 . Highwe.ys 2 . Railways 3 . We tc: rwc.~ys and dock fac•ili tits · 4 . Warehouses

D. Co.mmunica tions

1. Telephones 2, Telegraph - r~dio

E. Fuel Production

...

• UNRRA BUREAU OF SUPPLY ORDER NO , 16, Sup . l Page 2

F. Consumer Goods Industrit:is

· 1 . · Food production and processing 2 . Clothing P.nd matE,rials, shoe manufacture and repair 3. Sonp m,::>.king 4, Mod:ioc1.l supplies , et .~1

G. B u.ilding Construction Industry ... ~•·

1 . Shelter 2 . Manufacture of basic building mi1.teriP.l1::1 contributing

to relief -3. To e;:amine the c2pacities of countries , ex-enemy and 2.llied, whfoh by renson of location, productive facilities, available ln.bor force , and condition of -tro.nsportotion, are best suited to produco and supply materials and equipment for the relief and rehRbilitation of liberated areas and to ,rr)commend to the member govE 1·11m0nt the initiation ·of production in each liberated area sufficient to meet minimum st['.Ildards of rE;;lief as dctFnnined by the . Administration,

4. To act as technical advisor and consultant to the Administration and to recognized nB.tiorio.l authorities of libr:·ra.ted areas in- rehabilitating the acti­vities and s~rvices mentioned above .

5 . To establish pools of equipment and materials , and to indicrte priority of one claimant area ovc-r another as a basis for releasing equipment and supplies from these pools .

6 . To estnblish , currently by estimatrn and ult:imately by reports from field -surveys, in liberated arc0 e.s, a systf'm of priorities_ for the repair cf essential industries , and , in arriving at therm pr:iorities , to consider the intf-'rnal needs of an arP2. from the viewpoint of damage to ind11..stric1.l ;instalJztions, consumer goc,ds shortl'.ges , employment as a fector in uninterrupted rrhabili tation, e.nd,. the importe.nce of the area <".s_ a supply so~rcr• for ether liberated arec1.s .

7 . To exa'Tiine import progr.r1..'11S submitted by both paying and noni-paying govern­ments; to re corime;:,nd cl-ic:mges in thE-se programs ip the light of the supply and shipping situation; to suggest substitutes when desirable ; to recomnend the r0vision of the :iraport programs submitted by these gowrnr.ients , taking account of indigenous materials o.nd potential productive capacity.

8. To select and t:rc1.in technical personne-1 f9r r.iissions and field operetions ~, in cooperation vvith or through the· fersonnE-1 Division Emd the particular sections of the Administration concPrned, and-to provide field engineers with technical advice and instructions .

9 . To coopc-rate fully with the Standing Technical Committee on Industrial Rehabilite.tion and its sub-Comr::ittees .

UNRRll.

REGIONAL OFFICES

..

BURSAU OF SUPPLY ORDlR NO~ 16,Sup. 1 Page· 3 ·--' · -

1 . To collect .?.nd analyze ~11 necessary information for the preparation of requests for allocation including infonnation on the state of industry and condition of industrial plant.

2 . To ccllE>ot and annlyz0 for transmittal to UNRRA, Washington, requirements estimates submitted by the liberated countries with due regard to the supply position and to probablE: surplus .military supplies which may bocome available.

A J . Tq prepare in conformity with the program, and en. behalf of· Countries un2.ble • to pay, the nocessary procurement orders for mate.rials , equipment and supplies

which are: to be produced in regions for which the Regional Office has procurement responsibilities , taking into account the · need of contributing · nations to re-

- deem their contribution with supplies they can most readily produce .

-

I+ • To make arrangenents with natione.l procurfment authorities, in the e.reas for which tbe Regional Office is· responsible for timely scheduling and delivery of the c c.rnmodi ti~s .to be . procured.

5. To' maintain records necessary fc:-1r submission of regular reports to Washington .

6. To make all necessary arrang~ments for the effective carrying out of the pro ... gr2m when the occuuied countrie:>s ar'e liberated including the:> organization of a service fer giving technical e.dvice c?nd fer lending kchnicc?.l service when necess<'ry.

7 . To give technicc1,l direction tr Ccuntry Mission Industrial Rehabilitation sto.ffs e.nd to review progrPss in the field effecting integration of the indus­trinl renabilitP.tion operations l'rith opFrations in the other field of UNRRA activity .

8 . To reccm:nf'nd. to W2.shington procedures developed in cooperation with the govl:"rnments concerned for facilitating the transfer of' ·locally 'produced relief goods from surplus countries to deficiency countries .

9 . To study and r.w.kc rec omrnenda tions to Washington on the financial aspects of industrie.l rehnbilitc.tion, in particuJ.,ar th12 tPms on which materials, equipment ancl supplies · are dispens{"d .

' 10. To carry out generally the instructions given by the Washington Headquart~r3 Office .

11. In carrying out these functions, the Division will cooperate closely with other Bureaus and. Divisions on the wider aspects of industrial rehe,bilitat.ion, and in addition, it will rnainte.in liaison with any int1:Tne.tional tr?nsport authority which may be este.blished on requir1"ments and supplies subjects .

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UNRR.A

INDUSTRIAL REH~BII,ITA'IION STAFF IN A LIBERATED COUNTRY

BUREAU OF SUPPLY ORDER NO. 16, Sup. l -Page 4

. . . Functioning : as, .~ . ~ar-·f 6f the UNHRA Miss ion in · each liberated country, the in-d us trial rehabilit.atiori staff w:ill render those services requested by th~ govern­ment of the liber9-ted- c-OUhtry. These functions may include the following: ··. · • .

1. In· collaborBtion with the governments of areDs involved, to undertake field surveys wherever possible as t, bas.is fo.r developing specific requirements ,re..:. quests in c.olL?bo:ra:tf'ori w:i,.th ,the Mission's Bureau of Requirf'ments Coordination ·· and Supply. ·

2. In collaboration with the "governiri.ents of areas concerned to establish and o:rder of priorities ·of ·r.elief ·needs, including recommended shipping and de ... • liv:ery dateii c=i.nd destin_?,tions. •

3. Tc olc'.ce;Yiith Washington headqu0rters firm requests for materials, equ.ipmenL__ and sup:;ilie:;:; :-:i th . s;1.s' •detailed s pee if'ica tions as possible, conforming ·wfth the priority order" previously established (See Function No.· ·2) . .

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4. To advise' 'the Chi.ef of the :Wissicn as required in negotiating with the governments c-oncerned on· the methods and controls to be established regarding tho distribution of matf-lria1, equioment and supplies 1 and· the tPrrns of payment.

5. To collaborate ~ith.other technicians on the Mission staff to assurP the most effective u:ii"e of makri.als, equ_~:)ment and supplies .

6. To cooperate with the :respective governments :j.n providing technical advice concerning rehrbilitation problems .

7. To underte.ke respor'lsibility for the. industr'ial rehabilite.tion work assigned -. ·to. the Missicm~ ;. :· • · . . · · -· · ·

S. To maintain records necessary ·for s .ubi;-iission of regular re:)orts to Washing­ton, and to keep Vfe.shingto:q._ inf'onned · not only .with respect to the nar.ies of per­

.. sons employed by the Mission. iri in::lu:strinl rehabilitation, but Rlso their back­J_r-0und r.nd field ~~ spqciali_zat~on.

9. To cRrry out generally the instructions of the W2sh~ngton Headquarters Offico . · , .. ·: ··-.. .. ;,• ·

~. • · '. j •

·'·· .·

Approve·i:

Isl Herbert lie Lehnwn h

Director Gen~ral

444167

' ·' . •' _; \ ")

(;"I~. l~,,_W~· f . ,- · . .,'

Deputy Director General

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, , . . }# UNITED NATIONS RELIEF' MID REHABILITATION ADl'.INISTRATION' · __ .

BU REAU OF SUPPLY ORDER NO. 16, Sup. 2 31 O<it·ober 1944

SUBJECT: ' Delegations of Authoi"ity- ..... Agricultural Rehabilitation . ' ...... _~

'1• • •

'l'he objectives of the . /i~drninistration. in the field of a"gricuJ.tural rehabili­tation can be achieved only through proper .division of function and respon­sibility bet·ween th~ :Agricu'.l..tural Rehabilitation Division, Bureau of Supply, in the Headquarters Office, the Agricultural Rehabilitation Division, De­partr.ient ofSupJ1Y:t Ree:ional Offices, and tI:ie;.Agricui1ural Rehabilitation Divisio.n attached· to a Country Mission. 'While tho Washington staff is rf:sponsible for policy dete:nainD.tion rnd general .~lirection of the agricul­ture.l rehabilit.1.t;i.on: programs, delegations of authority and responsibility q_re hereb;y made to effect the :div.ision of work bet-weE>n the He?dquartPrs Of­fice, the Regj~onal Offices, and ti-ie C6untry M:i;ssJ0!½3 indicated by the following stateIJenus: ..

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WASHINGTON OFFICE

The responsibilities of .the Wc'\shington Office in the field cf agricultural rehabilitation include: ..

1. To analyze production progrru~s · submitted from the field re­quiring action by UNBRA, assPmbling through e.ppropriate re-

. gional and tnission 2.g:t~ncies info;rnation on indigenous produc­tion a.nd existing suppliers of agr:lcu'ltlir/3.l 0quipmE=>nt and material required; to rela_t8 ·tbt' supply of agricultural rehabilitation matf'ria.J.s to such programs, insuring equitable · -distribution of avnjJ.able _production suppliPs among: the liberated areas.

2 . To assE'mble, -analyze, and·. present to ;i.nternational allo~ation e.gencies, pffliminary es;tim~1.tEs of req_uirements for agricul­tural rehabilitation supplies .anct·equjpment fc,r occupied a.nd liberater;l arEJC-tS, · re.vising .th<:-~Sf estimates as morr accurate inforna.tiori is_ obta'ined~. ·

3. To write-: spec':f.f:Lce tions, and, to ini tia tE' procurement for agriculture.l rPhabilitation .supplies ~md equipment in those supplying countriPs with which· ·the Heaclqtlfl.rters Office deels ·directly, integrating into this procureml' nt the procurFment hnndled ,through , the ·Regionel Offices and within the liberatE'·d areas t.o: mak12 a' be.lanced supply program.

4. To act jpintly with .reprr-sentatives of the govc,rnments of liberated .arer-s , . ·upon: nptfoe of thf' Chief of the Mission, keeping hi.Pi currently :.inforn.1cd· with respect to action tc1.ken, in the procurt>mc!lnt · of agricu.l turc1.l rehe.bilit<' tion supplies and equipIJ!ent.wherever sucn ;joj_nt action is requested and is of nssistance ~ , ass_uring adeque.te supplies for e.11 areRs .

5 . To consider broad : agricultur~l policies for UNRRA <1nd to work with agricultural° rehab;i.li tc~tion staffs in insuring adherence to these policies • · · .,

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UNRRA

6.

7.

BUREAU OF SUPPLY·· ORDER NO. 16, Sup . 2 .· Page 2

To a.ssist in the estP.blishmf'nt of .sfaffs and·· ·in the selec tion and training of t~chnical personnel for work in the rehabili­tntion of l"griculture, fishing and related industries .

To unify and integrate the agricultural rf'habilitc1.tion work within UNRRJ. and to Nlnte this work with that of other intf'rna tionnl agricul turnl efforts ( spPcifically with the Interim Corinission · on Food rnd .Agriculture as contemplated· by Resolution No . 11 of the First· SE:3ssion ·of the Council) .

REGIONAL AGRICULTURAL REHABILITATION STAFFS

The functions of the Regional Agriculturnl Reh?bilitation stc1ffs working -witl1 thE' Committee. of the Council for Europe end the Committee of the Council for tb.P Far East will include the following:

l. To vmrk with representatives of the member goverrunt>nts i:i recomr.,ending bases and standards for requirer::ents for the reh,?,bilitation of c1.griculture , fishing , and rPlated in­dustries.

2 . Tn cooperation with tho 1:10r.'.1ber govcrru;i~nts c1.nd UNRR.A Mission staffs to assenble 2nd nc1.infain currfnt rPcords and reports on indigenous production and production programs transmitted to WE!shington for revision of preliF1inary requirer.ients schedules .

J. To est?blish rebtions cit an opernting lE.'vel with 171ilit2.ry and civilian agencies an.cl national rovHnnent officials concerned with agricultural rehnbilitation; to integrate · the work of UNRRA into tl1e plans of these agencies , pr.o-viding specialists as requested to work with mr,mbPr govrrn­ments in e:xper~iting the establishr1ent of satisfactory ~x­chnnge of supplies and services between c oun trif's in fertilizer. rrotluction and distribution, seed production anc distribution, voter;i.narJ controls , and fishine: .

4. To initiate procurement of agricultur2l rehabilitation sup­plies and equipnent from those countries with which the Regional Office is authorized to deal directly .

5, To assist in the selection and training of technical per­sonnel for mission staffs 2nd to provide such special technical services as are not available on individual mission staffs .

6. To give technicr-1 direction to country r:dssion Agricult.ural staffs an.:1 to rGview progress in tbe ffold effecting in .... tegro.tion of the ngricul turnl rehabili ta.tion opera tioris with operations in tht' other fie:0 lds of UNRRA activity. ·

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• UNRRA• BURSAU OF SUPPLY ORDER NO. 16,Sup. 2 Page 3

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AGRICULTURAL REHABILITATION STAFF IN A LIBERATED COUNTRY

Functioning as a part of the UNRRA Mission in ec.ch liberated country, the agriculturHl rehabilitation staff will rf'nder those s0rvices requested by the govPrmcmt of the country. These functions mfty include:

1 . Assistance to the govE"rnr.ient in advance of liberution in assembling backgrcund information on agriculture ancl fishing and appraising existing organizations and institu­tions availabl€· for handling each phase of the agricultural work, making plans for thf" reestablishment of production ~md processing activities, study r.iethods of collection and distribution of farm and fishery products, and consider possible channels of responsibility from national head­qunrtf'rs to the rural cornmuni ty.

2. Upon entry into the ccuntry, to prepare in cooperation with country rf'prE=>sentatives n specific production progrnm based on information obt;i irnid by imr.-1(>dia tP survey as to thf true conditions of .Rgriculture, forestry, and fishing .

3. To prepare revised sr.hedules of supplies needed for agri­culture, fishing and food processing rehabilitation, scref'ning- nE'W requests for supplies as to essPntiali ty, alternative sources, and timing.

4, To provide technical help as requested by thP government ,

To chcc·ck progress cf the programs and compliance with UNRRA policies and agreer.1rnts, and to uake such reports o.s are requ'ired,

Deputy DirEator Genere.l

Approved:

/s/ Herbert H. LC'lunan Director· Grnc•rc'.l

444168

UNITED NATIONS

~ w'i 11---:1--- ~-,

J 1~ t:. C E I \/ E 0 I?gl-f

RBLIEF AND REHABILITATION ~DMINISTRATION

l 1- MAR 1945 U.N.R.R.A.

BUREAU OF s1u7

PPLYj1-(9 11 /a. ORDER NO . 7<. 5 February 194f& AJ-S

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SUBJECT: UN in Relation . o · ements and Su 1

The following statements indicate UNRRA's policy in relation to including tobacco in relief and rehabilitation requirements pro--r grams for non-paying countries. This policy is based on the facts that (a) tobacco is an important.morale item, and (b) some con­tributing countries may find it possible to maximize their contri­butions only if they supply tobacco for UNRkA purposes .

451027

1. Because of the limitation of UNRRA resources in the light of minimum needs, as a general rule tobacco requirements will not be programmed in UNRRA I s basic program of supply.

2. Countries wishing to obtai.n tob2.cco, using their own exchange for such purposes, may do so with­out prejudice to the amount of relief supplies to be provided by UNRRA. UNRRA will provide assistance in the procurement arrangements and shipping of such supplies.

3. If a country is without finnnci2l resource~ and places a very high priority on tobacco, UNRl/A will attempt to provide it within the limitA.tions of the financial resources progrci,.mmed for that country and in accordance with the priority assigned by the country .

4. If a contributing country finds that it wishes to mP.ximize its contribution by offGring some tobacco, such tobe.cco will bE' distribut.-d on an equitc1.ble basis , in conformity with the wishes of the receiving countries .

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-~· ·' \ ; --- , \J-'-\ ~ . { _\s .. /v \.--l~-,,J~

\ \ Deputy Director General

~ ~r,,,._A .~ tu 10 1 42t ,, '1764

UNIT~D NATIONS (/ REC EI V E D . BUREAU OF SUPPLY RELIEF AND REHJJ3ILITl,.TION ,.: 1~ MAR 1945 ORDER NO. 18 II ~,.,if; ~ ADMINISTRATION ~. { 14 Fobruc=i.ry 1945 , . .../

• a.N.I\.R.A. (R E c ': . ) f £111\ d .

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SUBJECT:.. ..- -- .1.· uuu;:; - ~--~- ·

The following s te tements indicr, to UNRRA I s policy in rele. tion to the inclusion of kosher foods in relief and rehabilitntion requirements programs for countries which require UNRRA I s finr.ncfol 2.ssistc1,nce:

(1) In line with the generc:.l policy that UNliR.A' s require­ments programs for a liberRted nrec". will include only those things requested by the government or other recog­nized nationnl authority of the libore.tcd ar~n, kosher foods will be included only when so requestod.

(2) UNRRA will recommend to governments requesting kosher food that the govornrnE'nt arrc>.nge distribution of indig<:nous stocks in such n manner as to provide Jews with kosher food to the extent f easible, so as to reduce kosher inports.

(J) 'When kosher foods are includGd in a government request, UNRRA will procure nnd P.ccept contributions of such foods to the extent necessery nnd feP.sible.

(4) Kosher foods will be supplied govunmnts for Jews in place of, and not <'-S supplc1:1ont to, non-kosher rn tions.

( 5) UNI-ill.A will Emc ourc1.ge volunkry c ontributions to its sup­plies of koshE'r iteus to tho extent necessc:.ry to fill goverm10nt requests.

. , . ' '-•· .. , ·v ·( ! Deputy Director General

451270

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; i !e D NATIONS .,,

J AND REHABILITATION TRATION

~71 ., BUREAU OF SUPPLY II_.

0. If/ ORDER NO. 19 f 1

14 February 1945

/ll!-6/ Bureau of Supply Order No. 17, dated 14 Februacy 1945,

subject, ''Supply Relationships with Non .... Member Countries",

should be considered as Order No, 19. All copies of

this order should be corrected accordingly,

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· ti.if> w~ ~ UNITED NATIONS -J

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RELIEF AND REHABILITATION A.DMINISTRATION

Su l Relatio

~~.,Ill~ ~...., rV'o -11 . From time to time allocations have been made to UNRRA with a non-member country named as the source of supply. Our position with respect to allocations and procurement from non-member countries will be as follows:

451269

1. Allocations: Insofar as possible we should seek to avoid having non-member countries allocated as UNRRA source of supply, if' similar supplies are available among the United Nations, so a.s to cons erve our resources of foreign exchange.

2, When non-member countries are specified as sources of UNRRA supply and procurement is necessary, arrangements for procurement, save in exceptional cases, will not be made by UNRl"iA direct, but UNRRA will, so far as practic8ble , utilize the procurement machinery of om· of the United Nations so that we mc1.y be assured that the procurement is undertaken by those member nations in the light of various w~rtime considerations relating to blockade conditions, currency controls, etc . While UNRRA must obt:dn supplies to moc->t the needs of liberr-tted arec1.s requiring financi.ri.l assistE'.nce, it is the Director General's absolute determinntion thc.t our pur­chases 2.nd other activities shall in no way i,';Jpedo the United Nations ' W<'-r efforL Full utilization of procurement facilitir,s of the United Nations in the c2.se of procurement in non-member countries should provide an a.dequate quaranty that this determina­tion will be realized to the utmost .

J. In the CP.se of procurement from non-member countries in Europe, the procurement arrc.ngements will be made by the Europef'.n Regionc.l Office of UNRRA on the specific cuthorizntion of Hec'.d­quarters. In the cnse of non-member countries elsewhere, e.rrr.mge­ments will be made by the Hec:i.dquarters OfficP.

Approved: /s/ Herbert H. Lehman Director General

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1\1-1 \ Deputy Director

I General

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.. UNITED NATIONS RELIEF AND REHABILITATION ADMINISTRATION

2030 BUREftU OF SUPPLY MEMORhlJDUM NO. 13, Sup. 12 29 October 1945

SUBJECT: Procedure for Procurement of Supplies in India

1. UNRRil will address inquiries to the Government of India about the availability of supplies. These inquiries may refer (a) to parti­cular commodities, or (b) to over-all programs, and will indicate wherever possible the quantities likely to be required from India. The Government of India will indicate the items which it believes India will be able to supply, giving the characteristics of the goods , quantities (in the case of items on the reserved commodity list through the appropriate channels) and current prices. lul prices quoted to be specific. Ordinarily prices will be quoted f.o,b.

2.. On the basis of the communications from the Government of India to UNRR'.i. (referred to in paragraph 1) Uiffirul vvill inform the Government of India which of these items it desired to procure in India or may undertake further discussion 'id. th the Government regarding specifica­tions and pric_es . UNRHli will apply to the appropri2.te Combined Board for an alloc-:i.tion where necessary and •will notify the Government of India. promptly of the submission of such a request. Where exportable surpluses hav3 been sold or are under contract to the United Kingdom, the Government of India will explore with the Government of the Unitod Kingdom the possibility of making available supplios from these surpluses for the purpose of meeting UNRRh 1 s roquir0ments.

3. (a) UNRR.'. .. will submit to the Government of India a firm procurement order after obtaining, if neccss2.ry, an allocation from a Combined Board for procur0mvnt in India. This may take the form of copies of UNRRI. 1 s Request to Supply, Form S-3, or a cable to be f ollovrnd by the Form S-3. Form S-3 shall be addressed to the SGcntary, Department of Commerce, New Delhi.

(b) Upon receipt of such a firm procuremGnt ord0r from UNRR.'~, tho Secretary, Department of Commerce, v,ill arrange for the placement of contracts nith manufacturers and/or suppliers in collaboration vdth the a?propriate governmental procurement agencies.

(c) The Secretary, Departm0nt of Commerce, will also arrange with the appropriate agencies for the acceptance, inspection, storage, and otht:r necessary functions C'0nnected with goods delivered for UNRR: .. ' s account under such contracts.

( d) UN1ffi11. will take title to the goods only when they are finally loaded on the vessGle

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• UNRRA BURE.\U OF SUPPLY MEMOF?....s'.tl-TDUM NO. 13, Sup. 12 Page 2

4. The Secretary, DepartmE:nt of Commerce, will furnish to UNRRb., Washington (Records and Reports Division, 1344 Connecticut Avenue , N.Vf., Washington , D.c., U.S.ii..), information, in a form to be agreed upon, on the following subjects:

(i) Requisitions and contracts placed against Requests to Supply.

(ii) Copies of invoices and packing sheets as commodities become available for shipment.

(iii) :~ monthly status report on Requests to Supply.

5. (a) Tho cost of the agreed purchase price of goods procured in India will be charged against the Government of India's con­tribution to UNRR1!.• The costs of dclivory, storage, h'"-ndling administration sorvicE:s and all other necessary charges inci­dent to tho procurement and sto~age of such goods will also be charged against Indio. 1 s contribution to Ul'ffiRl.._ but may tnke the form of an agreed percentage of the cost price of all purchases .

r1 (b) The Government of India undertakes to see that the prices paid to the contractor are th<:.: best which can be obtained by the Government of India through competitive bidding or negotiation.

6. Insofar as these expenditures come ~rithin the remainder of India's appropri1.ti:m to UNRR11. 2fter the establishment of a fund of n.Jt

7.

less than 10 per cont as provided undor Resolution 14 of the Council, such expenditures shall be charged against the appropriation of the (;¼overnmmt of Indi!l to UNRfil1e If the expenditure on behalf of UNRRli exceeds the rernr..inder of the appr :Ypriati-:.m to UNR.lli .. after the estab­lishment of such fund, UNF..R& will establish with the Reserve Bank of India an appropriate credit to cover orders plQced .

If at any time the 6overnment of India or UNR.R,'.l wishes to modify or supplemGnt tho above outlined procedure, it is understood that this Will bG a matter for mutual discussi0n and agreement.

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Chi r • F.cEIVED

459ll0 \

1 I QV C•45 u.. . R. R. A. MAIL U lT

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• UNITED NATIONS BUREAU OF SUPPLY " RELIEF AND REP:ABILITATION MEl,qO~ANDUM N0. 13, -Sup ... 11 ·

15 CCTOBER 1945 ADMINISTRATIO:M . .

SUBJECT: PRCCEDURE FOR HANDLING UNRRA PRCCUREMENT IN THS UNION OF SOUTH AFRICA

1. UNRRA will address inquiries to the Union Government about the availability of supplies. 'I'hese inquiries may refer (a) to particular commodities, or (b) to over-all programs. The Union Government will ·indicate the items· which it believes South Africa will be able to supply, giving the charac-

· teristics of the goods, quantities and pTices; all prices quoted to be specific; wherever possible free-on-board prices ·shall bf' quoted.

2. On the basis of the communications from the Union -Government to UNRRA (referred to in paragraph 1) UNfil'.A will inform the Union Government which of theae items it desires to procure in South Africa or may undertake

.~urther discussion with the Government regarding specifications and prices. ·UNRRA will apply to the appropriate combined Board for an allocation where necessary and will notify the Union Government promptly of the submission of such a request. 1iJhere eA'POrtable surpluses have been sold or are under

. c-ontrac t to the United Kingdom, the Union Government will explore · w'i th the Government of the United Kingdom the .possibility of making available .sup­plie.s from ~hese surpluses for the purpose of meeting UNRRA 1s requirements.

J. (a) UNRRA will submit to the Union Government a firm procurement order after obtaining, if necessary, an allocation from a Combined Board for procurement in South hlrica. This may take the form of copies of UNRRA 1s Request to Supply, S-3, or a cable to bP followed by the . Form S-3. Form S-3 shall be addre-ssed to the Secretary for Commerc·e and Industries, Pretoria.

(b) Upon receipt of such a firm procurement order from UNRRA, the Secre­tary for CommC'rce and Industries will arrange for tht= placement of contracts with manufac·turers and/or suppliers in collaboration with the· appropriate gov,ernmeptel procurement agf'ncies.

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(c) The SE'cretary for Commerce and Industries, acting as Agent for UNRRA, shall also arrange for the acceptance, inspection, storage, transport to port delive~y free-on-board vessel and other nf'cessary functions connected with goods delivered for UNRRA I s account under such contracts .

(d) UNR:HA shall provide shipping for all goods purchased by the Union Govnri.ment on behalf of UNMtA and shall give adequate notice to the Secretary for Com.~f'rce and IndustriEs.

4. The Secretary for Co~J11erce and Industries will furnish to UNRRA, Washington ( Records and heports Division, 1344 Connecticut Avenue, N. Vi., Washington, D. c., USA) information in a form to be agrPed upon on the following subjects:

,, UNRRA

·.\ BUI:iSl\.U OF SUPPLY -.- -~ :FEMOhANDU?.: NO. lJ~·'· Sup.'' 1~ ., Page 2

5.

6.

?.

(a)

(b)

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(1) R~quisitions and contracts placfd against · he4.ues ts to-Supply;

( 2) c opiPs of inyoj.ces and packing she~ts as commcidi:tif~: .btcbmE" ayailcl.ble for shipmi?nt;

. ( ~) a mo.nthl7 ,s\i:<}us re·p~rt on Reques_ts to Supply. . .. .... ~ -

The cost of · the agrt"'.E'd pu:i.·9hasf price of goo9-s procuro,d in "South Li.fricR will be cherged e.g2inst the Union 1·s contribution to UNRHA. All costs of trc=msport to port, storage, handling, c.1.dJn:i.r:iistrfitive , s~rvices and other cha:rg~s ·"incider.t:'tl to .. the proc:'ur~ment. of goods .· which e.re not included .,in thf·l purche.SE' price she.11 _';:,Lso b~ charged_ - . ag,c,.inst thE" Union I r:, c_ontii.bution to UN:P.Jt.A, but me.y tc=i.ke tbe. fo.rm . · .. of an agrec_d pE'-rcPntege of thP-· cost . . price of 211 purche.s f' s. · .. ·

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The Sf-'cntary for Corrmerce , and Indus.tries·. shali sf'e th8 t" tbe pr.ices . paid to the contr8.ctor ar~. ~lie . :1ov,'est pr~~es W:hich cc1n be obtained;•:~: :

-Insofr.r as tbesi=> ~xpendit;~e~ ' oh b~haJ,f of UNRB.A do, not exceed tl1e un:fo~_, S , ,•.

approprii.tion to U}JftM, they· shall be chPrged e.gainst the P.ppropriation - -of tlw Onion GovHnment to UNJ·J·ui • . . If th_E'y exceed such approprfation, UN l·{R.A sha;n establish with thf'. South 11:frioe.n f-€.'sf'rv.P Bank an . appropriate_ credit to · covc, r ordfrs placed . It . is· unciers_tood th.at ,in, t 'erms of Resolu.-:-. tion 14 of the Coun_cil, UiHif'J. ce.n ' at eny ,.:t}ne rEqUPst the Union Gowrnmcnt to estc.blish a fund frf'E' _of exchange resti';i.c.tions., such _fund ,to co11sist · of not l&ss than 10 per cent of its total c·ontrib;1t_icn;

If f-1.t 2.ny tirne the Union Governrnent or tJNl--\.W •. wis!'lfS to modify or s.1,1pple-:-; .. ment t'he . above-qutlinf'd p:r:-oce~Uff~ 'it, ,ip \inderptqod ~h.;1t this will ,l;i.r :e. . mc1.tter for mutuc:l discussion an9-- 8gr~·Prn.fn~~ · · · · · :,· ·,

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- • ... 1719 UNITED NATIONS ru;:JAF AND R13HABILITATION

~-~~ISTRATION . ,, . ,. INDEXED

BU~AU OF SUPPLY M3HOR1-1.tIDm: NO. 23 4 JULY 1945

SUBJECT: Division of Responsibility Betwe1:n Headquarters nnd ERO on Supply Matters

There he.s now be-en reached n complete understnnding bctwEen Hendquarters nnd ::Fto with reference to ·the division of responsibility on supply matters . This under­standing is expressed in Cable 1480 from London nnd Cable 1931 from Washington to London. --------, --

• The pertinent portions of these cablE's c-1.re as follows:

- From London., No. 1480:

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1ei2·. The responsibilities of 88.ch level on supply under this plr.n are as follows:

' (a) Supply programmes will be agrPed between country nissic-ns nnd the governments concerned .

(b) Such programrr10s rdll be ,forwarded simultaneously tn v~c'sh­ingtrm for action and Lendon fer inf crna tion by country r:iissicns .

( c) Wc..shingtcn will screen progrRr.1nes 2nd notify London of iteEJs rnd dotails c 1:-ncerning supplies for which ~ltO should e.ssune procurenent responsibility. JitO should be responsible for procurer::ent frcD UK British Crlnni0s Middle I.fl.st and Europe with tho exception cf Icelc'cnd.

(d) Lendon will nctify ·.fr.shington of c1 cc e;,tance of prccure­nent resp::,nsibility r.nd tako P.ction acccrdingly.

( e) ·ira.shington will lrn12p nissions e.nd EllO ndviscd of pr:Jcure­nent progress stn.tus of ship)in[c: c1n:::l will transnit shipping r,rcizrnnues and dot2ils as s ')On ns c'.Vr.ilr.ble.

(f) Lendon re servos th8 right to co:-::1,ent ;'n :;;r,..,frrn:-10.s rc·­ceivGd frcn country r..-i.ssions whenever such c.ction is deET,ed ;:,_dvisable but v.,ill not undertc1.ke. screcning. ,Uso to cor.:;:iont en pr'.)curer:,cnt and shippini; prO£'rm.u 1es received fron Tiashington when ERO find necessary to express its view and r.:a.ke pro_;Jc-se.ls .

(g) EhO should be provided with riFht to nc.ke purchases in urgent cases without Yiashington instructions up to certain mount with consequent inforu1tion k hc1.shinr-ton . The linit frr each such ·_Jurch<:!.sf' sufgcstE'd t'.J be 10,000 pounds but r-:ay be nore in e.xce:1tionc'.l c2.scs. r,i

To London., Ne . 1931:

t,tl. 1-i.gre,e sup)ly procedure outlined parai;rc>ph 2 your 1480. It v•ill be· helpful to us if you will a,::vise us on receipt ')f crpy ".:'f c ~untry nission ,rogran what 2.v<'-ilabili ties £1.ro likely fron supplyinf

BUHEAU OF SUPPLY liE.MOTU,.NDUE NO. 23

P2&'e 2 _ -

countries f or which you hnve re•sponsi bili ty. In each cnse we will advise you c cncernin;;· final pr ocurer:1ent a.ction.

1,2. Your 1480 and this reply supersede ;,,.ny c onflictinr state­nents in l)r evious cables. S~x" cificnlly cvcr-rule1 are ccn­flictint'" state□cn ts in your 983, 984, 1143, Li.-100, 1377 r.nr:l -,ur 1318.

113. Request you cnble all nissions after Jr.1cks on' s r eturn advisine the□ this docisi::m Qnd instructing ther.1 thc1.t all fJO licy 2nd action ccnr.mnications dec.linr with requir('ncmts, i)rocurenent, ship:;,:iing or other SUPi) ly DP.ttc,rs sh 0uld b e: s 0nt directly t c HQ f er action with c orios to EHO. hls0 that HQ will de;,,.l d irectly with nissions r efrre nce these r.1nttors with c c;_) i f' s t o :i:::liO, This c<'-ble should rench nissions ·,rior t o Caserta ceetinu s o that nll further questions can · be clnrifi0r:l at thnt meting-.''

&upplernents t r.: this r.1c-norandur. will be issu c>cl as r f' finer.icnts nre dcvP l r:,;_x·cl o.f the .i_)olicy eXj_Jressod in t he:-sE' ca.bles.

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l ,.,.TLD NATIONS .. IEF AND W:EABILITATION

ADMINISTR!\TION

1891 BU~AU OF SUPPLY rE:HORANDUM NO. 26 11+ S:.SfT3MB?.R 1945

-·suBJECT: Procedure for ' freparation of Shippinr Prograns

So far as .- the prograr.minl! for shipping of cor.modi ties procured through Treasury Procurement, .U. 5. , is concerned, the followinr procedurn will be followed:

(1)

(2)

(3)

Treasury Procurer:J.ent will give an 11:r.:~~ or '1N'1' ave.ilnbili ty nunber to each vendor ' s e.pplication for shipping instructions, o.nd will on the S<:.'r.ie day mail three copies to Mr . :,. L. Funkhouser , Chic f , ~cords and ~ports Division . Mr. Ii'unkhouser will i.1m;iediately send one copy of this 11£ 11~ or 11 N'I availability notice to the connodity division concerned, and one copy to the Ocean .:>hipping Division for infoma tion only•

'\vhen the ,,,ur,) availability notices arE" issued by Treasury Procurenent, three copies will bo mailed by Trecsury Frocure:uent to Hr . B. . L. Funk­houser , Chi8i', Records End It.cports Division, who will ir.rr.1ediately send two copies to the> connodity divisions concerned, and retain one copy for his records .

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~ech month each cor1nodity divj_sion will propc'..re for transmittal to the Ocean Shippinf Division its cert:i.ficntion of cor,w1odHies for inclusion on the loadinc prograns of the 1., ·t succeeding nonth . On thj_s certif­ico.tj_on the commodity division will includo only those iter:1s for which they havP recoived 11u 1 avnilability notices . (Exceptions t0 this re­quirenent ., that the uu 11 avnilability notice be actually RV[1ilable ., 1'1.ay be made by nutual agreement between the cor.ll:lodity division concerned and the Ocean Shipping Di vision, when because of the urgency of tine or the peculiar character of tht= item involved it is nutually agreed that such on exception is desirable . )

(4)

(5)

(6)

(7)

ThP cor.u1odity division will attach to each certiffoation one copy of each "lJ" availability notices , covcrini:_:.- each of tbe itecs certified on the progran .

In preparine its nonthly certification the cor:,modi ty division wj_ll cer­tify iter:s for sh:Lppfog in multiples o.f lots as per packarinr instruc­tions on rGquisitions so that lots will not be broken .

The Ocee.n Shipping Division will nunber ar.iendr1ents to its I.'lonthly load­inr progrcins so thi:,t fo.ilure of receipt of 'J.ny ar,1end::1ent in r.my series r.my be imr.1cdintely detected by V'iSA, Treasury 1;rocurernmt, and othE'rs concerned with the prog-rans . Copies of en.ch of thc' sc o.nondnents will be sf·nt by the Ocean Ship;:iing Division to the approprintc cor.11:wdity divisions ,

The OceE'.n Shipping Division will n'.Jt displace prograrm:1ed ite1ri.s with out the agreement of thP conr.1odity division concerned .

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UNifrt.A BUillJ,U OF' SUPPLY M3MOI1 ANDUM NO. 26 i~nge 2

( 8) Once an item has bePn certified for shipment by the coE1r.1odi ty division, with a i::opy of the 11u11 nvailability attached, it will bf> loaded by the Ocee.n Shipping Division as soon as possible, and should not be re­certified by the cor.imodity division.

A supplem2nt to this 1'.emorandurn will be issued in the near fut1.1rP sw.:~ges ting the type of operating records· which each comnodity division will be expected to nainta,in.

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UNITED NATIONS ltELIEF AND hEHABILITATION ADMINISTitATION

BUREAU OF SUPP LY MEMOh.ANDUM NO. 2$ 29 October 1945

SUBJECT: Field Office Reports on Receipts and Issues of Supplies

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1. PURPOSE: The purpose of this order is to establish a system of Field Office reporting which will: a) provide the Bureau of Supply with know­ledge of the .at__atus of commodities to which UNRRA has title, and ~s which have occurrf'd in movement and storage; and b) provide the Bureau of Supply with ste.ti..stics to be submitted to the AdministI•;ction and the Council rf'lating to t.hE:- ~coipt, ;:u:vi del:i.very of l!NRP..A goods.

2. POLICY: It is the policy of the Bureau of Supply to minimize the extent to which Field Offices engage in warehousing and possession of relief and r(->habili tation supplies. \\,hile this report necessarily covers such situations, it is expected that Ccu:: ': ry Missions will rarely engage in operations which involve preparing the part of the rPport dealing with warPhousing .

3, GE!ERAL DJSTR.UCTIONS A. Who Shall Report A consolidated report shall be made monthly by ea.ch

Field Office on Form S-50, sample of which is attached. A Field Office is defined as a Country Mission and any othFr UNRRA office which, whether reporting to H~adquarters or to a Regional Office, recEives, issues or stores rflif, f and rehabilitation commodities,

B. Consolidation of }@ports Reports obtained from the various units of the Field Office should be consolidated to reflf ct all opera.tions under thr jurisdiction of that Field Office, If all reports are not available when t1'e consolidatE'd report is prepe.r,::,ct, thr reporting uni ts omitted from the report should be indicated. When rrneived, the late reports for a given month should bP consolidated and immFdiately forwerded, with appropriate identific~.tion.

c. Reporting Period Reports shall br for calendar months, except that the rGports for the months of DNBRA operations through October, 1945 may be consolidatr·d into rt single report. Current rE'ports beginning with the report covE'ring oper2.tions during the month of November 1945, should be submi ttE.~d with out waiting for completion of backlog report.

D. Transmission of Consolidated RE'port Immediately upon completion of the consolidatf'd rrport, the Fif'ld Offfoe shall cable the grand to~al in

I columns 2 through 10 to the Rfcords nnd Reports Division, Bureau of Supply, Headquarters, and to the Department of Supply, EuropFan Regional Office. Not latf'r than 20 de.ys aftl'' r the end of thr calendar month, two copies of the consolidatPd report shnll be mail<'d to the Records 2nd RPports Division, Bureau of Supply, Hrn.dquartErs, and two copies to the Dt'"pe.rtmi=-nt of Supply, European Reglon8.l Of fie~~

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UNRRA BUREAU OF SUPPLY MEJ.:ORANDUM NO. 29 Page 2

E. Reporting Unit All quentlti,s [I.re to bP ri?ported in gross long tons wherever possible. If gross long tons are not availclble, the report should indicate the unit being used.

F. Coverage of Report Each FiPld Office shall require a Form S-50 report from each of its orgr-mizatiorw.l uni ts or war0houses which hHs either ( a) mad6 acquisitions, or (b) made delivc-ries to the rE'cipient govern­ment to which th2t Field Office is e.ccrf•di ted. These reports are to be consoliddtPd into the Form S-50 report to be submitted to Headquarters and t.he F:uropc:-an Regional Office. WarehousPs which have neithf'r made acquisitions nor made issues to the recipient govPrnment shall not be included in the consolidated report. HowE1vrr, any unit which during any month has engaged in operations which required it to report, should continue to report even though it fails to f'ngagP in reportctble opna­tions in a subsequent month.

G. DE'finition of M1J.;.cquisitionM1 A Field Office is deemed to have made an llir.cquisition11 when thP trans.ffT of titlE." to relief <'-nd rehebilitation supplies is effected from a consignor other than the reporting Field Office to the.t Field Office or directly from such other consignor to the recipient government to which that FiPld Office is accredited. Tre.nsfer of title from one unit of a Field Office to another unit of that Office is not deemed to be an ~:1acquisitionr,:,. Do not report the acquisition of administrative supplies, or donated supplies to which UNRRA does not take title.

H. Definition of M•Issue to the Recipi0nt GovernmE'nt'·~ 1'~ Field Office is deemed to have made an issue to thr- rrcipient governmPnt whPn title to relief and rehabilitation supplies procured by UNRRA passes to the rEcipient gov( rnment to which the .l!'iPld Office is accredited . Vihen goods arP issued to the recipient government from an UNRP.A warehouse, the issue sn,ould be r e corded by the first un;i.t to consign thf' goods to the recipifnt governmEnt. If one UNRRA warehousP consigns goods to the recipient govPrn­ment , but such goods pass through anothE'r UNFtRA warehouse, the second ware­house shnll not be deemC"d to make an issuEi to the govr rnrnent when the commodities are subsequently deliverE'-d to thr rPcipi0nt govPrnment. In such c~se , the first warehouse should clearly indicate that title has already passed to the recipient govrrnment.

I. j'::aintonance of RPcords These reports can be prepared by reff'rence to tho docum <" nts maintained by the Ffrld Office in accordance with the pro­cedures contained in the Operations Manual, which is made official Field Office procedure in 1dministrative Order No . 76, The underlying documents from which tho report is made should not e.ccompany the reports but should be retained by tho Field Office in such mannPr as will facilitate subse­quent audit of the reports in the field.

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UNRRA

4• INSTRUCTIONS FOR FILLING OUT FORM S-50

BUREAU OF SUPPLY HEN O RANDL'M NO. z:) PP.ge 3

A. Reporting Unit On the c onsolide.tFd rrcport, insert here the nmne of the reporting Field Office. On the individual reports submitted to the Fi,- ld Office, insr-rt tpe name of the reporting unit, which may be a warehouse, port represente.tive, etc.

B. Name Insert here the signature of a responsible certifying officr,r. C,. · 'ii1onth ThP calendar month for which the report is submitted. For the

first report, this will bc0 the prriod from the start of operations by the Field Office through August 31, 1945•

D. Date Submitted Insc-rt date certifying officer signs and mails report. E~ Column 1~ Commodities are to be, grouped in accorde.nce with the commodity

clci.ssification shown in Supplrment A. The groups in capitals are sub.,.. totals of the more detailrd groups which follow. It is important that tho classification be made accurc.tEly. On questions of classification, the Bureau of Supply C0rmnodity ClassificR.tion, Third Draft, OctobC'r 1944, should be consulted, copi0s of which have be en sent to report officers, statisticians and accountants.

F. Column <i Physical inventories of all UNRRA we.rehouses c:1nd stockpiles, ·:y,cluding goods loanrd to the recipient govcrnmont, should b2 taken at the

/ end of each calendar month in accordance with the procedure specified in the Oper-?.tions MRnual. Enter he re the figures reported in Column 10 of the report for the preceding mcnth. If physicRl inventory is not taken, note the fact and use bock inventories, reporting invPntory losses in the subsequent report b~~sed on physical inventory.

G. Receipts: Receipts should be net, e.ftf·r Pllowances for shipping losses -reflected by discrepancy or outturn reports. Commodities destined to be loaned to the ~ecipient governmPnt should bE' recorded as received when title is taken by the Field Office.

H~ Column 3: Report under this column all commodities to which the Field Office or reporting unit takes title during the . month from a consignor other than the Field Office and el 1 commodities oonsigned by other UNRRA offices directly to thf' recipient gov<:rpmcnt to which that govf'rnment tc1kE' s title duririg the month. Report under this column all e.oquisi tions, whether procured locally, by Ul'JR.HA imports, or from the militar;y •.

I~ Column 4: rrrother Rece ipts'•\ Rre commoditiE's rt=cPivrd by one reporting unit of a Fi~ld Office from anothf r unit of that Office which has already taken title t o the commndities. It should not include any rPceipts of commodities title to which had 8.lr0e.dy passed to the recipient government or other Fhld Offices. Thc- re shrill bP no entries on the column unless the Field Office is operating morP tban one warehouse in which goods con-signed it are stored. .

J. Issues: Issuc,s should be recorded as shown on Delivery Order (Form A-102) srunplo of which is shown in the OpETations J1fanunl, c1.nd should not reflect shipping losses as reflect~d by discrepancy reports returnPd by consignees. These losses will be picked up in Column 9. Commodities loaned to the rr·cipient government should not br, considered 2.s issuPd .

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UNRRA BUREJ\U OF SUPPLY llliEl,ORANDUM NO. 29 Page 4

K. Column 5: Include in this column nll UNRRA procured c~nmodities title to which has passed to the recipient government during the month, whether transfer has bef"n direct to the recipient govFrrunent from outside, whether title passes to the government at deckside or point of entry without stor­age by UNRRA, or from an UNRRA warehouse. If the Field Office does not warehouse or engage directly in relief op~rations, Columns 3 and 5 will be identical.

L• Column 6: Include here all issues where the consignee is an UNRRA opera­tion under the jurisdiction of the Field Office, regardless of whether or not the goods may br- destined for further warehousing before consumption. In the case of a Field Office ~ngc1ged solely in displaced persons opera­tions, and wbere there are no drlivi;.>ries to a recipient govfTnr11ent, all issues will be reported under this column,

M. Column 7: This column will bf usf-d only if the Field Office operates a ·warehouse which issues both to thf" rt=>cipiPnt government and to direct UNRRA operations . Entries are me.de only if the reporting unit delivers Gocds to such warehousr' without indice ting thP consignrn, i.e. whether government or UNRli.A operRtion. Commodities consigned to a warehouse which delivns only to onP clnss of opfrP..tions should be reported in Column 5 or 6~

N. Cclumn 81 Enter hFre issW?s to other Field Offices or to a r,cipient govFrnmPnt other the.n the governm,nt of thr- country to which the Field Office is accredited. In the case of the ~iddle East Office or Brindisi, all issues will be> rPportrd here except issues to crunps or otbu opr-ra.­tions for which the Field Office is directly responsible.

o. Column 91 Lossrs on delivEriE's should be obtc'.inFd from discrepancy reports returned by consignees ruid from thP month-end physical inventory. Losses of goods on loen to the recipient government should be included. Losses should be reported as soon as known and should b~ incorporated in thP current report, regardless of th£ month in which tho issue was made.

P. Column 10: See instruction for Column 2. #'' • /

i½rv,_/ !&11/1/27// (chief

Reporting Unit -----No.me

Col".!nodi ty Inv. ut Group end of . .

(Sec Supple- . :r.wnth . . . ncnt .1\ .. ) : preceed-:

ing . . . . 1 2

- FORM S-50

CO!.IECDITY ACCOUNTING REPORT BY FIELD OFFICES

(; .. 11 quantities in gross long tons~ unless otherwise specified)

Receipts I s s : . . . . . .

-Month

Date Submitted

UE s

: To Other :. . To . To Ficld:To Field: Field . .

;.cqui - other . Recip . Office :Office Office . sitions . Receipts . Govt. Oper. ·yhso. . or Govt. . . .

3 4 5 . 6 7 8 . . : . :

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Cormnodity Group

GRA:.'JD TOTAL

Bureau of Supply Commod ity Class ification Code

Foods, F2. ts ;:i.nd Oils, Fr,ds, Soap and Tobe.cco Grci i ns , Cr· r ,·<1 ls and Prepc1 rn. tions Anir:al Feeds 1~ec:-, t and 1.~en t :Products Fish and rr oducts Eggs and Dairy Products Vf'getabh,s, Fruits, Nuts c1.nd Prepnre.tfons Sugar ancl }(elated Products Soap and Inedible Fa t s nnd Oils Ed ible Fats and Oils Oth(-' r

Clothin Textil&s and Footwear Including Fibr8s, LcPth~r, Hides nnd Skins) Finished GarnK,nts Footvrnar F<1bricated Textile .Products Textile Basic Mc1nu.f2cturr-:rs &>,sic .kather MatPrials, Shoe stock Hnd Hides Unrnanufacturcd Cotton F:i.bers Unmanufactured Wool Fibers othPr

Medic ,'.l l Supplies and Egu.ipr:wnt

Industri,ql Nln chinPry and F.quipmPnt ("',.,ccent Fc1riT-, Cornmunicc1t:Lnn [l.nd Transpork tion )

Electrical N..achinr-ry rmd hppara tus r~etr'.l ·Jerki ng- Machinny and Equipmis nt Constructicn, r.ining , EXc<'.vn.ting & hE l2.ted Lachinery

000 010 020 030 040 050 060 -070

082, 083, 088, 089 rnn, 084, - r· 7 090

100 110 120 130,140 150 160, 170 181 185

182, l.'33, 184, 186 187, 189, 190 200

300 J20 3.ti-0

Other 310, 360 .330, 380, 390

Cou. .unication .?.nd Transportaticn Eguipme:nt Ships, S;1,all k1. r,c rcrnft 8.1.. .i?.rine .Propulsion t,e chim ry LocornotivE- S CPrs and 1::2.gons Pr,ssengt=r automobilr· s including cor.1b.?t type Trucks and LorriE·s

Misce llaneous :Mot or Vehicles a.nd Pa rts

Oth er

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400 430 1+41 443, w~ 451.1, 454 451 • .3, 451,4, 451.5, 45.3 451,2, 452, 455, 456, 457, 459 490, 410, 420

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Commodity Group Bureau of Supply

Commodity Clctssificntion Code

Other Eguiprnr-nt (Except FPrm ~J!.achinE'ry)

Agricultural Supplies and Eguipmrnt Rnd Tractors SeC'ds Pnd Plan ts Fertilizr-rs Rnd FE'rtilizr r Hatrric1.ls Pesticides and l'igriculturc>.l Chfmicals Live Animc1.ls Agricultural MR.chinery & Implements.,

including acc f' ssorics TrA-ctors., Farm Trailers and W?.gons Otbcr

Misc0llcrnrnus Manufactured End Products (Tools, Utensils and Supplir-s)

TirfS and Otht· r Iiubber End Products except cloth ing, footwear, mrdical and laboratory Hand Tools Other

Fuels, Lubricants, Petroleum and Products Solid Fuels Gasoline Gas Oil, KE'rosene, Diesfl and FuE'l Oils Lubricating Oils and Greases OthH

Miscellaneous Raw Materi;:i.ls ?.nd Prcducts Chemicnls, Except {~gricultural, M0dical & LE1.boratory Iron, Ste e l and non-ferrous M,tals Fabricated M,tal Basic Products Other

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500

600 610 620 630 650

660 670 690

700

740 753 710, 720, 730 751-2, 754-9, 760, 770, 790

800 810 840 820, 830, 850 860 870, .880., 890

900 9.30 940, 950 960 910, 920, 970 980, 990

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OUTGOING TEIBGRAM

COPY

NUMBER:

TO:

RECE~D CABLE SECTION:

DISPATCHED:

PrPsiding from Hondrickson.

5990

Lendon

20/10/45 - 1:45 p.m. ·

21/10/45 - 5:55 a.m.

1. Re commodity ac~ount i ng, fifld reports. HQ Supply Bureau r equ ir€s morf comprehensivr reports from fiPld offices on r ecaipts and issue of supplies then provided on Items A-1, 2, and 3 of your Administrative Order A-120, for purpose own records and to implement A.O. 76, which m;:ikes Supply Bureau responsible for physical acccuntability r.nd reporting on UNRRA stocks, warehouse losses, etc.

2. Supply Bureau has prepar ed order requiring accountability reports from all field offices. Draft copy of this OrdEr carried ERO by BP llcws •.

J. Duplicate reporting of course intoler.?.blf. Supply Bureau ord,r will giVE' ERO rnsential ir1for r.1ati on from country Missions while A-120 nnt adequate HQ purposes and does not cover all field offices •. Thert>fore issue.nee Supply Order necessary.

4. Copies Supply Bureau order will be airmailPd soon ERO and field offices effective f or prep?ration report oovr-ring November. Impera­tive you notify country m i.ssi'.1ns t o discontinue repnrting Items A-1, 2, and 3 of Order A-120 after report covering October.

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UNIT3D lTATIOFS EUR~U OF SUFFLY FBLD !f~l'10R.-,.1JDA l~. 30

17 December 19~5 K~~IEff Al!D R:I;:{.tiEILITATIOK .nll: :En ST:?..n.TI OH

1

SUBJ:JCT~ OUTT'JRN AND DISCREFM'CY IDPOR~S

Ge:;:;.eral

1.1 Puruose

The purpose of this order is to supplement, the 11 0:oerations Mam1.al1' b;i' creating (a) a.n. Outturn Repcrt, a.nd (b) a Consolidated. Discre~'.!a.ncy Re:,? ort which ,Ji?·.- b,: 'ised in plac~ of the Discrepancy Re,:,ort of the 11 0perations Mnnua1'1 (Form .. ..,,-101) . The Out turn Report will serve as the official m:c~~ receipt for reliAf and re~abilitation supplies delivered to an UiL3A operation and/ or a reci~ient government .

1.2 ap-:,licabili ty

1.21 .F0rm S-77

Form S-77 shall be used to doc'unf;nt the receipt by a field 0ffice of cargo offload.ed from ocean-going carrier. It is not used to report losses or damages occurinr after warehoui:,ing either by the field office or the government. w:1.en title :)asses to a reci -:,ient government at end of s!l.i~)• s tacvle, S-77 is an agreed out turn, evidencing both ti1e tr,:msfer of title to t~1e fielc'c o:::'fice and the tr2::1sfer to the recipient rnvern­men t. If title does not pass to a reci·9ient government at &nc'. 'if ship 1 s t2ckle, S-77 evidences the tr2nsfer of ti t le to the field office.

1.22 :?-rm S-77A

For:.1 S-77.d. is an alternative to e1e indivi6ual Discrepancy .-{eport (Form A-101) of the "Operations Manu.3.l . 11 1'1l..enever ?orm S-7 7 is applicable, Form S-77."1. mDy be useci. in lieu of Form .-1.-101, E2ch Form S-77 sr,oµld be accompanied ei t ::..er b:;- Form .S.-77 .. i. or by a set of Forms A-101.

1.3 Effective D2te

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A repcrt on :?orm S-77 shall be ;;,repared in accordance with this instr-.iction for all s~1ips consi~ned to the fi~ld office wr.ich cl arad. t:1e ~-rt of origin on and after 1 :::~0Vi',:.1ber 1945, If the fialo. office is ur1<:ble to prepare Form S-77, it should co:n­munic.0te t:'.'.i.e facts to tha :a::uro:9ean .?..e,donal Office, if th8 ship

' ,~ , ~IT ~D N.nI' I OFS BUIC:;;,..~u OF SUPPLY

... RELI"illF ..ti}'JD F.i,l;:-..ABILITAI'IOlT ADML;I ST BAT! O:!:T

FI:E:LD MEMOK,.NDBM NO. 30 17 December 19~5 Page-2

cleared a port in the Eastern Hemisphere, or to Headquarters, ii t~e ship cleared a port in the West ern Hemisphere.

2 Signa t ure Register

Each fi el d office shall ma1n~a1n a signature register of persons who have been au t Ll orized by the field offices and/or the r ecipient govern­ment t o r ecei pt fer s1.rpplies. Two co .,ies of t h is register shall be f orwar ded_ to t he European Rel!-'ional Office: an.ct. two copies to Headquarters . Change s in the re gister sh ould be co:mrm.inicated in the same manner,

- 3 Re:ports for §'.1ipments Originating Prior to 1 November 1945

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3.1 When a report e quiva l ent to Form S-77 has not be , n or cannot reedily be prepared for earlier shi yments ori ~i nating before 1 November 1945, t he Eun-au of Su_9ply at the fi e ld office si1all be res :ponsihle for obtai ni ng as s oon as p ~ssible from an accredited member of t he r ecipi ent government (w·h ose signature is on file pursuant to Section 2 above) a bla n_~et rece i pt in the following form:

I, ____ , designated r epresentative of the Government of ______ hereby decla re that the Government of

____ has r eceived go ods, supplies, materials, and a0ui pment a s covered by Bills of Lading Nos. ex Vessel _____ , arrived at port of ______ on ________ and t :1at t hey 1·.rere r e cei ve. d in ap:,Jarent good c onditi on sub je ct to norma l losses and damages.

(Date)

(2epresentative of UNRRA )

\Govr rnment ~apresentative )

(Seal)

3.2 Co)h :s -:- f the receipt shall be distributed in accordance with tho provis:ons of Section 5 belo~.

3.3 In the ..:v <ln t ti1e government is un1,rilling to accept the l 0sses as normal, t.-:..e recei -~t may be qu21ified by includinp: available details of the aisr o~i d short e.f.:es or demages. If the field office ent ers int 0 a sTcplemental agreeme nt •,ri th the recipient ,;,:ovcrnm€' nt defininf, 11 norme l los ses encl damages", co;Jies of such agreements shall be f orwarded a s under Section 5 below .

3.4 In t he case of U:l ru.-k. operations, the r eceiut may be suitably reworded.

UNI'i:."3D l~r.:'IOHS lli!Tiir::i A:::o P.....F_,,2n1a.nT101-r ~ IFIS'.i:'SA'J:I Oi~

BU:R:~U OF SUPfLY

~" . FBLD IG10R-\}E)UM F0 . 30 17 Pecember 1945 Page 3

4 ..

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Pre,:iaration of Reports

4 .1 Form S-77

For:n S-77 re:oresents a tally against bills of ·laiing and is e~pressed i~ export pack units . It does not reflect shortages i:>1 net ,,rei-:;:--.t o::..~ discrepancies ,.,ithin the export pack unit . Si:ort 1,rei,:nts of bagged or canned goods and contents missing from crat0s, etc ., after warehouGing and actual check of the it ems recPived, m2.:,r appear ag:inst inv0ices or packing lists . Ho1.vever, t~1ese losses should not be included in the c~lu,"r.ns of Form S-77 . Allo1,;ance for these discrepancies is 1Jac:le in the d.eli v-er:r certifica.tion ap.:;earing on the bottom of the form .

4 . 11 Gross ·.veights (Columns 5.7 . 9 . 11 and 13)

4 . 12

4 .13

T:1e gross wei;?ht of shorts, overs , irrecoverable l")ff­loacHngs, and quantities accepted ma~, be founc!_ by mul ti?l~1inE the appropri2te nu.rn·oer of units by the unit gross weig~1t as derived from the bill nf lad.ing . In the cas ~ of bulk cargoes, the auantities as per bills of lading; can be accc'JJtec. subject (in t·:e case of vessels containinp exclusively bulk cargo) to da il~r c:·u .. ck of ship 1 s marks . If, 1101,;ever, the 'buD~ cargo is ,;ut into bags and. then offloaded, tal1ying in terms of gross weight sl1ould be perforned .

S~·.orts (Colmnn 6)

.:,;nter here the difference between the number of uni ts 1.vs,ic:1 a _9·1ear on the bill of lading 2nd the number actu2lly offloadad , if less than the number of units on t:1e bill of lad.in.'' • Export pack units that fR.11 overboard in the process of offloading should be counted as s~orts. Jf a damaged or partially short export pack unit is offloa ded, it is to be treated under Column 10 and/or Colu.rnn 14 and not ae a shortage .

Overs (Column 8)

.~nter here the number of uni ts offloaded in excess of the rn;_,,!"oer c.ppee..ring on the bill of lading and e.lso i terns offloaded. which o.o not appc'ar on the bill of lading.

4 .14 Irreco;vere.ble Offloadinf;'.s (Column 10)

Jnter here th2 number of units offloa.ded. but not accepted . T}1is will include the net loss (in units) in swe.a' pings (e . g . the loss 1•rhen broken baf-'S are offloaded and rebagged in rP-covery) and cial:laged. , spoiled or pilfered goods ,.r:nich are not accepted. Do no include i1ere damaf."ed goods , s:i').ort u:i.its, etc. w~1ich are a.ccepted . Theseare tre2ted under Column 14 .

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Jl r,, ·:,D rurf'ITQTS Q7TI7"' J,.. • ...J _\.i;i....1.. - -· -~ J.!J.J,; EUR-:.~u OE SUPPLY

,.. ~:U:r:-~-..:O ILIT .. -,.:;::ro~· FIJiLD !J81Wl-0J"l)l,1Ml~if0. 30 17 Decenber 1945 Page-4 ADM!la s-.::2...,_:r O:J

4.2

4.15 Delivered and Accented (Column 12)

4:, 16

C':1i s total s]1ould equal the number of uni ts according to the bill of la.dinF" less shorts and irrecoverable offloadinbs and plus overs. If bills of la.cling are not r e ceived the amounts actually accepted. should a.?yeer in tnis column, identified only by the descriy­tion Gf the item, but if a manifest is received the t 2, lJ.Jring rnc,.y be a.q;e.inst that and appropri2.te notat i ons made on tr..e Outturn Report.

J2§.r.1age s ( Column 14)

Describe here d2maged goods which are accepted and shortages r3su.lting from bro!-cen c ontainers, etc. ·.1hich are acce:::,ted as u:::ii ts.

4.17 SiGning of ~euort

Form S-77 shell be signed onlJr b, Dersons whose Si{ n2.tures e.:9pear on the signcture register. The person signL1g for the r eci-r,:,ient government s:1all affix t::-~e offic:iel government seal thereto, excep t t:12t 2.n a.sent may affix its own seal if it has baen so aut~orized ~y the government .

For!Il S-77.A.

Form S-77A should. include a report on each item for which irrecove r able offloadings or damages are recorcted on tho Outturn Report. It is used to establish the basis for claims age inst tha oceen carrier or vendor e.nd must be explicit in de sen t,ing the irre~overc.b].e offloading or tha damage and in determ :ning the responsibility therefor. It is not necessary to include on Form S-77A a report on shorts or overs that ap·,Jear 0 :,.1 the 0,ittirrn Report in Columns 6 and. 8.

4.21 Infor~. ti~n ot·iie~ort: Ent,r in s~ceric-el ordo~ on Form.S-77a eaci1 oilJ. of lac.ing number for w:1ich th t3 Outturn Report shows ii-recoverable offloading or da.maf-es and in the space alongside give a narrative report describing in detail the circumstances of and responsibility for the irrecovereble offloading or the damage. Describe the endorsement on the bill of lading, •~rc ic;1 s:t.ould be consi stent with the report on Form S-77A 2lt.'.,'.:Uc_:1 it may be less detailed. Co~:,ie,s of related documents, such as a statement by the ships master, shouid be attached to Form S-77.A.

4,22 Signing of Renort

Form S-77A s~all be sign~d by an official of the field office w;.,w se sir.:;nature ap1:iean; on the signatu.re register.

~ a IT.3D iJ.'!..TIO~::S £3LI3F AfID :.G.d .• -~ILIT_-_c;:: r OH ADIH -r S':'K,-1 . .':' I o~~

nu:-u:...~u 0~ SUPPLY FIELD IVCi•:O.:L~JY:DUM 1-o . 30 17 December 1945 Page-5 ..

----............ -,,~ ... .:.:-;.:,._ ---- -.f'_,..._~ ~ =l!i:"===-~-=:~•=====·:,:==...!.UClb:~>b::===·"''=,,._..,.,..,.===~-...... ---- -'--- -

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Ft. r"I'.E S-7? n.n-i s_.77_... sh~l.1 bg :fll'Qpared in a sufficient number of cc -;; ies t o satisfy the needs of the shipping agents, t..he recipi.ent gcvernner-t, and thP. Bm0 ecu ~f Sup9 ly at the field office . In al'1cU tion, two co:9ies shell be tr3.n~m:i tted to the chief E1ccountant of t~1e fielc~ o:fic'o, and two copies sh2ll be sent directly to the ~~:.r.·._::r .tl.Cco·.::.ntina· and St E- tistics :Branch, Department of Supply, &ro~ean Re~ional Office i n the case of carriers clearing from a p:;rt in the Jastern ?.emisp!l.ere (including the Fa.r East) or to the 1i.ecords anr:":. J.eports Division, :Sureau of Supply , E -adque.rters , in t,:~-" ca&o 0-: ~a r-r-:i.errs :-·1 oc; ri n.;: frorn ,:i. ,;;.')rt. ·1r1 t.h~ Western Eemisphere (inclu1ing Ic ~la~~) .

David Weintraub C.~ief of Bur~au of Supply

•• FORM ·S-77 (29 NOV 19451

•"

SHIP PORT OF LOADING

DATE OFFLOADING COMMENCED DA TE COMPLETED

LOADED AS PER Bl LL OF LADING

SHORTS GROSS Bl L DESCRIPTION QUANTITY CONT A I ti ER IE I G HT NO. TYPE LBS. GROSS QUANTITY WEIGHT - 2 3 4 5 6 7

.

We h ave examined the goods listed i n column s 10 and 11 and agree that they are irrecoverable.

• GEil FOR UWRU NAM E AGENT FOR

DATE NAME lEPRESElTATIYE OF

\ .

UNITJD NATIONS RELIEF AND REHABILITATION · ADMINISTRATION

WASHINGTON 25, D. C.

OUT TURN REPORT NO. ___ _

OVERS IRRECOVERABLE OFF LOADINGS

GROSS GROSS QUANTITY WEIGHT QUAN TITY WE I GHT B' 9 10 11

PORT OF DISCHARGE BERTH NO.

DATE ARRIVED

0 F F L 0 A D E 0

TOTAL ACCEPTED 0 A M A G E S

GROSS QUANT-I TY WEIGHT 12 13 14

The goods, s uppli es, materials and equipme nt as covered by the bills o! lading listed above have been receiv as listed in column s 12 and 13 in apparent good coadition except as noted in column 14 and s ubject to normal s weights or c ontent s ot shipping units.

A&ENT FOR UNIRA NAM E AGENT FOR

DATE UME REPIESEITATIYE OF

I

FORM S-J,:J A (29 NO: .,

;

..

SHIP

SIGNED BY

BILL OF LADING NO.

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UNITED NATIONS RELIEF AND REHABILITATION ADMINISTRATION

WASHINGTON 25, D. C.

SUPPLEMENT TO OUT TURN REPORT NO. ___ _ CONSOLIDATED DISCREPANCY REPORT

DATE ARRIVED POR T OF DISCHARGE

UNRRA TITLE DATE

DESCRIPTION ANO EXPLANATION OF LOSS OR DAMAGE

PAGE NO. __ _

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·11Je au, ~ s ,<o~1 ,;'/_, y, ~~~- 51to "' UNITED NATIONS I BUREAU OF SUPPLY O M RELIEF AND REHABILITATION MEr1:0RANDUM NO. 31 ~ ~ ADMINISTRATION 9 JANUARY 1946

SUBJECT: PROCEDURE FOR SHIPM3~JTS FROM L.~TIN .AMERICA

1. PURPOSE

This memorandum establishes the responsibilities of the concerned Divisions in the Bureau of Supply with respect to shipments from Latin ~merica and the procedures including documentation and routing thereof under which the shipments are made.

2. DEFINI'I'IOHS

2.1 The term 11 Latin .america 11 includes all countries in Central and South ~i!Tlerica and in the Caribbean .rtrea in which UNRRh obtains relief and rehabilitation supplies for export in the form either of contributions from the non-convertible funds of the contributing Latin .:.merican country concerned or of direct procurement in a Latin ~.merican country from UNF.Rl-1.'s convertible funds.

2.2 The term 11 UNRRk Procurement Officer" means the Chief of an UNP..Rrl. Mission or the duly authorized Procurement Representative accredited to a Latin l"iJ!lerican country or countries for the purpose of obtaining relief and rehabilitation supplies. In the case of a country in . which a Tuiixed Conmiission has been established, the UNP.R.'.1 Procurement Officer is also a member of that Commission •

2o3 The term 11 UNRRL ... Shipping : .. gent11 means a shipping firm which has been hired on a fee basis by the Ocean Shipping Division, Bureau of Supply, ~Yashington, to perform on behalf of the Division all the necessary forwarding functions including arrangements for necessary documentation and distribution thereof and the actual booking of cargo upon instructions from the Division.

2.4 The term "available cargo 11 means a relief and rehabilitation item or i terns procured in a La tin L,.merican country by or through the accredited UNRPJ~ Procurement Officer, which is physically available for ocean shipment.

The term "physically available" means that the item

a.

b.

Has been inspected where necessary

Has been export-packed in accordance with established commercial practices.

Has been marked in accordance with Bureau of Supply Order No. 13, Supplement 6, dated 19 October 1944, except for the final destination marking.

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BUREA.U OF SUPPLY MEMOilliliDUM NO. 31 Page 2

2.5 The term 11matched set 11 means an ocean bill of lading either negotiable or non•negotiable to which is attached a copy of the inspection certificate where necessary, a copy of the commercial invoice and/or a copy of the packing list.

J. PROCEDURE

3.1 Statement of ~:1.vailable Cargo

It is the responsibility of the UNRRI .. Procurement Officer to cable or to airmail, whichever is quicker, to the Procurement Coordination Division, Bureau of Supply, Washington, a statement of available cargo as defined in 2.4 above twice a month" on the 1st and 15th showing item by item•

a. Available cargo now on hand not previously booked for export shipment and

b. Cargo expected to be available for export

(1) During the current month and

(2) During the following month

l1gainst each item which should be described in full should also be shovm a requisition number, a contract number, the number and type of units, the number and type of packages per unit, the gross and net weight and cubic measurement of the total number of packages involved, special handling instructions where necessary, and the loading port in the country of origin at or near which the item is then or later expec·,.:,ed to be available.

3.2 Certification of Cargo

The Procurement Coordination Division shall immediately communicate to the appropriate Commodity Division, Bureau of Supply; each applicable item of available cargo. The Com.11.c,dity :-JiYisi0~1 in tGrn will csrtify each item in the re6u.lar way to t:i.e Ocean Shipping Division except that the distinction bet.we~n c:1.rgo available currently and cargo expected to be available in

a. the current month and

b. the following month

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UNRRA BURE..~U OF SUPPLY MEMORANDUM NO, 3-j_ Page 3

will be retained in the certification and except also that the certification may be made to the Ocean Shipping Division twice a month on or before the 5th and the 20th. In certify­ing the destination, the Commodity Division shall specify the ultimate destination, e.g., Greece, Yugoslavia, etco, not a transshipment point. The Commodity Division shall send a copy of the certification to the Procurement Coordination Division which in turn shall cable a summary of the certification to the UNRruL Procurement Officer concerned for his information and guidance in case substitute cargo needs to be provided. (See 3.4 below)

3o3 Booking of Cargo

Upon receipt of the certification of cargo the Ocean Shipping Division is responsible -

a. For determining whether any or all items of cargo should be loaded

(1) On a v.Bssel or vessels direct to the ultimate destination in Europe or the Far East, or

(2) On a vessel or vessels destined for a port in the U.S. for transshipment to the ultimate destination

b. For requesting from the appropriate shipping authorities the necessary vessel tonnage under (1) and (2) above •

c. For arranging with the UNRRA Shipping Agent for the booking of the cargo in accordance with the allocation of vessel space. When the booking has been effected the Ocean Shipping Division shall thereupon cable to the UNR.rui Procurement Officer concerned instructing him to have the item or items of cargo marked for the ultimate destination and r equesting him to communicate immediately with the UNRft.a Shipping Agent in his area so that the UNRRA Shipping Agent may arrange for the forwarding of the cargo to shipside.

It should be clearly understood by all parties concerned that normally a minimum of three weeks will elapse between the time that the cargo actually becomes available for shipment and the time that a vessel presents at port for the loading of that particular cargo. In many instances under present shipping procedures, this time-interval may be considerably longer.

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UNRFA BUREaU OF SUPPLY MEMORANDUM NO. 3! Page 4

3.4 Substitutions of Cargo

In the event that an item of available cargo booked for a given vessel cannot for any reason be forwarded to shipside, it is the responsibility of the UNRR.a Shipping agent immediately to advise the Ocean Shipping Division of that faGt and also to advise the Ocean Shipping Division that a substitute item or items of available cargo for the same destination can be fornarded to shipside.

It is presumed that such substitute cargo Will always appear on the certification of the Commodity Division either under the listing of currently available cargo or under the listing of cargo expected to be available for a given destination. If not, the Ocean Shipping Division will consult the Commodity Division concerned and ob(~in a certification of the cargo before the Ocean Shipping Division takes further action.

Upon determination of certification, the Ocean Shipping Division shall then instruct the UN.RR.a Shipping i~ent to book the substitute item or items of available cargo and shall cable to the UNfu'111 Procurement Officer to have the packages marked for the destination concerned and to follow the procedure set forth in 3.3c above •

3.5 Documentation

a. It will be the responsibility of the UNRM Procurement Office, for each item of cargo booked, not only to assist in expediting the forwarding of the item to shipside but to require the vendor to deliver to the UNRRL-i Shipping Agent eight (8) copies of the follovd.ng doucments:

(1) Inspection certificate where necessary

(2) Commercial invoice

(3) Detailed packing list where invoice does not give sufficient detail.

b. It will be the responsibility of the U'NRRiL Shipping l~ent, for each item of cargo cleared, not only to make the necessary forvmrding , :- d loading arrangements, but also to obtain and distribute eight (8) "matched sets" of documents as defined in Paragraph 2.5 above as follows:

UNRRA •

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BURE.4.U OF SUPPLY MEMORANDUM NO. 3·1 Page 5

(1) One set With signed on-board bill of lading and one set with non-negotiable bill of lading to be placed in the ship's mail.

(2) One set with signed on-board bill of lading and one set with non-·negotiable bill of lading to be dis­patched promptly by airmail to the ultimate consignee in the case of direct shipments from Latin America to Europe or the Far Es.st, or to Chief, Forwarding Office, Ocean Shipping Division, UNRRA, 111 Broadway, New York 6, N. Y., in the case of shipments to the U.S. for trans-shipment.

(3) One set with signed on-board bill of lading to the UNRRA Procurement Officer in the port of loading -

(a) In the case of the use of the Latin American Country's non-convertible furris, for the files of the UNRAA Procurement Officer or for the files of the Mixed Commission where such exists, or

(b) In the case of the use of UNRRA 1 s convertible funds, for the transmittal to the bank for payment against sight drafts.

(4) One set ~~th signed on-board bill of lading and two sets with non-negotiable bill of lading to be dispatched by airmail to Director, Ocean Shipping Division, UNRRA, 1715 Massachusetts A.venue, Washington 25, D.c. Luter making the necessary entries for shipping cables, shipping reports, etc., the Ocean Shipping Division shall pass the set with the signed on-board bill of lading immedi~tely to the Division of :iccounts, Bureau of Finamce and .i:,.dministration, and the two sets with non-·negotiable bill of lading to the Division of Records and Reports, Bureau of Supply.

c. It will also be the responsibility of the UNRR.'.~ Shipping A.gent, for each item of cargo cleared, to obtain two signed and one unsigned copies of the Consular Invoice; to dispatch one signed copy with the matched set trans­mitted to the UNER.~ Procurem~nt Offic~r and to place the other unsigned copy with the matched set in ship 1s mail ::na. to c'i.r.•,;nil tho second s.~sned copy with thG l'i~dtchcd :.:.~'ts n'tdrossc·d to ,.;hi ef , Fdrr:m.rd i ng Gffi ce ;~ O'cean .Sh i pp ing Di vision , u: RrtA , 111 Broadway , l-Jew York 6 , New Yor k .

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UNRR'. BURE3.U OF SUPPLY MEMOR..'.J'JDUM NO.. 31 Page 6

4. GENERlJ.

4.1 Letters of Credit

The specific terms and conditions of each letter of credit applicable to the use of UNRR14 1 s convertible funds in any Latin ;1ITI.erican Country shall be worked out by th& Procurement Coordination Division, Cor.unodity Division concerned and Ocean Shipping Division, Bur~au of Supply, and will then be trans­mitted by the Procurem~nt Coordination Division to the Finance Division, Bureau of Finance and .: .. dministration, for execution. The terms and conditions shall not be in conflict with any of the procedurG or documentation outlined above.

Copies of all existing letters of credit shall bo submitted promptly to the Procurement ~~ordination Division and to the Ocoon Shipping Division, in order that any necessary revisions may be made to prev0nt the terms thereof from conflicting vrith this memorandum. ~-.ftor clearance and approval, the letter of crodit application shall be transmitted by the Division of Finance to the bank. It is recognized that expenditure,) for procuremont with Convertible Funds carries with it an obligation of the ~ .. dministration to account for such expenditure: to all member govGrnments~ consequently UNRR.!i.'S banking correspondents will insist upon obtaining one complete matched set of documents, includin0 a signed Consular Invoice, before making payment directly or through letters of credit. These documents will be used exclusively for the purpose of substantiating expenditures and will to provided as sut forth above in paragraph 3c5a by tho UNRRli Procurement Officer.

~Then payment has been arranged, the bank will forward these documents to UNRPJ .. , ~'lashington, Division of Finance, which will inspect them as to compliance with financial arrangements and transmit them to the appropriate Commodity Division for inspection as to compliance with conditions of purchase. The Commodity Division will transmit them, through the Division of Finance, to the Division of Accounts and i-..udits for permanent filing in support of the l1.dministration I s accounts.

4.2, Warehousing of Cargo

Because of the lag between the date on which an availability of cargo is known and the d~ ':.o on which a vessel can present to lift such cargo and because avendor 1 s plant facilities may not be sufficiently large to store any qu...mtity of a given item of cnrgo awaiting forwarding instructions Without undue delay to production, it will frequently be necessary for the UNRTu.i. Procurem0nt Officer to arrange for warehouse facilities at a port of loading and to instruct vendor to forward available

UNRRl.1.

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46457

BURE'~U OF SUPPLY MEMOR:.iNDUM NO. 3:j_ Page 7

cargo to such warehouse or warehouses where the cargo can be held pending a vessel's arrival.

In most cases, UNRRl.1. supplies procured in Latin ..wnerica are delivered f.o.,b. vessel. It may be, hov1evcr, that a con­tributing government may desire that U}W.R..~ bear the expense of such warehousing as is described above. The UNRR.k Procurement Officer is authorized to negotiate for any ware­housing space on which charges will be paid by UNRRlt.

Before finalizing any such arrangement,copiesof the proposed warehousing agreement or contract should be forwarded to the Ocean Shipping Division, Bureau of Supply, 7lashington, which v.d.11 obtain the necessary clearances from General Counsel and the Burta1 of Finance and dministration and will then return the agreement with necessary amendments to the UNRRh. Procur8ment Officer for signature. Copies of all agreements, contracts, etc. for w~rehousing made previous to the date of this mc.morandum should be forw3.rded immediately by airmc1il to the Ocean Shipping Division, Bureau of Supply, Washington.

Cargo Inspection

The UNRR!~ Procurement Officer may find it desirable, particularly in th8 case of perishable com.~odities, foodstuffs and the like, to employ the services of a checking and inspecting firm. The UNRR:l Procurement Officer is authorized to negotiate to obtain the services of such firm or firms.

Before finalizing any such arrangement, the UNR.llii Procurement Officer should forward copies of the proposed agreement, contract, etc. with the cargo superintendence firm to the Ocean Shipping Division, Bureau of Supply, Washington, which ,vill obtain the neccss~ry clearances with the Gener~l Counsel and the Bureau of Finance and Administration and will then return the agreement with necessary amendments to the UNRRl~ Procurem~nt Officer for signature. Copies of all agreements, contracts, etc. for checking and inspecting cargo made previous to the dnto of this memorandur.i should be forwarded immediately by airl'Ililil to the Ocean Shipping Division, Bureau of Supply, Washington.

I

it 1/4/ ~ • r/ , .__/ ;A /_£( ,.~

Chief

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ui.T! ':'ED -: -Ar IOFS FG1G::AG OF S U?.?L Y FILIEF ..A~TD R:~_~ILITATION AII :I1TI STE.A". I c:;r

:FIF.LD. : -~l,lCRA.. TIUi ro. 33 6 i·iarc'r~ · l 9L.!:6

1. General

1.1 :?ur1Jose

~:~;e 1JUr".lose of this or9-er is to i'.lrescribe the ,:irocedure for docu1 1ent­ing tI,e transfer of title to rFlief and rehabilita+.ion suJnlies directly from an U.i:ffi.R.A. ·'.lrocuring office to a reci,:iient .government.

1.2 Rele,tion to ~u.reau of Su.1)-ol·.r Field ::em0rendu.r1 lJo. 30

1.3

::3ureau. of Su,:i·0ly Field :~emnranclum io. ,30 i)rescri bes t:- e ·,rocedure for c1.ocune:1tir-.g tl:F transfer of ti tJ.e to :soods offloaded froE1 an oce·an-going carrier fyon fre shi1J11in,:, office' to the -C- .. -P.RA field office and ~he simultaneous tre~sfer of title fro~ t~at field offi•e to the reci1Jient ~overnment. This nen6randnm covers those cases i~ ,,,.~ich tl",ere is no field ,-.f-"ice to act as co·'.'lsi~r.ee, or--in w'·i-cl1 t:1e reci·-1ient .zovenw1ent ta1·es title ·)rinr to shi ,r,1ent c1nd 2r-r-e.nges its own shi1J~ing. Snecial 7rocedures fnr docu□enting transfer of mili­tar~; sur·oluses to a reci ·1ient "':.:overnmeDt are contaL,ed. in ..A .. dminis­trative Order ~~o. _ 76, revised. ':'his J:1er.10ncc1.um is inte:1decl to SECure documentation in inst2nces x~ot coverec. in ei ~~1er ::ureau of Su,-,l3r Field I-ierwranc.um i.fo. 30 or in Aclminis-;;n,tive Orel.er ~fo. 76.

AD7licc:oili ty

'!'his r,1emorandum shall £'"9~01;,.0 to =~eadquarters, the ?"uro·0ean Regio'.1al Office and any Drocurir.g field. office which has oee::.1 2x1.th0rized to shi·o or deliver relief Hnd rehabilitation SU1'')lie·s otrEor than mili­tary sur-ryluses to: a consignee other tl-1en a~1 uilF.RA fie le;_ nffice.

1.4 Effective Date

2.1

r::1:'.'-, is ·)rocedure sh2ll ce effect-':i. ve il'"C!ed:i.2.tel:c 2nd s1:2ll a7·'.lly retro­e.ctively. In those CEtses vr'r.ere receinted ·oilJ.s of 18ding, d.ock or vrarehou.se recei;)ts c .snnot oe obtei11ecl, the b} .. anket recei 0'.lt '_ r.­scribed in Sections 2.2 and 3.3) s~all serve as ev~dence of tre~sfer of title.· ·

Recei,'.Jted Dock o_r Warel".ouse Recei·ots

i,::r_.,_en title 1'.lc>.sses to a · reci..,ient cou:1tn· -.Jrior to S !J.i1J□ ent it s:: all :,e t '- e resnom,i :iii t~- of the :::ureau of Su-'.l·01~, in the ·,)r:9curi11g offic'e to . obtFir. four co·oies of thE doc1,: or wareho1J.se recei~)t en­dorsed by ti~e a1se ;·:t of t' , e rE'ci-i-:iient gover;.1ne11t, tn2:r+:'':Er 1.·•it~: t'.,e

~t.,-i:1.EAu- OF Sli?:?LY T:: I-SD : ::ELC'F.AlDV: i _ -o. 33 a. 6 ?larch 1946 w,

seme number of co-r:iies of rail bills of lad.ing, imroices and ,)acking lists. If tl:.e ·,,rocuring office ( other tl:.an !RO) rE·0orts to ?.ead­q_uarters it sl1ell Hnc!. three co"ies of t!"_e r.iatcr.ed sets of a.ocuments to the Ocean Shin-oing Division, :SurEau of Su·o1'Jly, :-!:eadq_uarters.

2.2 :Blanket Receipt

2.21 Form of Receint

.As , soon as· 1'.lossible afte1· arrival a.t :=eadr ul:1.rters of the receinted dock o~ w~~ehouse receil')te, there should be obtained from ai~ ecc~edi ted r'e!,iber of the reci -oient e:overnment ( wh ose sig11ature is on file) a ble.nket recei~t L1 the followi1:g form:

I, ___________ , designated rE~)re.se·ntetive of t-e lovEr~~ent of herebv declare t ~et the -------- --- ~ S.0vrr:11:1ent of ---.----,------c.-- >i. ai? received goods, su:rllies, rraterials a:nct ec1u.i"'.)r.1ent as covered. b:,, Dock or ·:rc1·rehou.'·s·e REc~i·)t·s· ifos·. ---~------- c.eliverea. Rt ----,-----------on· ___________ anc. that they ' 1;rere received. in a;)~?are:1t ,;::ooc1 CO.:flC:itioB exce·ot as noted on the Doc~ _1r Warehous~ Receints.

Date

Government :ae-,rese,1tc,,tive (Seal)

2.22 ResDonsibility for Obtfining Elan~et Receiut

It s".i e.11 oi? t:C.e re ,s-:;o;.1si~iHt~r ·of the Division of Country Programs, Bu.reau of Su:o-oly, · HE:. cidquarters, to obt.ain the olanket recei-.,t .for all shin,::ents of su.'?1Jlie~ ·oroct,red oy .:--eadquarters or a ·,rocuring office re-,,ortine,: , to ::eadanar­ters. ~l'.e De~Jartnent of Su.·,r,ly F- t ERO shall be res-,onsi1Jle for obtaining the blacl:et rece int for ~hi"'l~Fnts of pu·,~lies ·)rocured b;;r it or ci ·)rocuring of·~ icE n-,orting to it,

3. Docur1entetion of Direct r:n~nsfrr of Ti tH After Sh frment

3 . 1 Shin's l-laster as i.7~'.RRA Age•it

1fT"c,en t · e l')rocuring office f'rranges shi•,),~1cnts cot1si,2;i:ed to a rcciu­ient i overnment and. n :trins ·ti tl'e curing shi·)nent ;' in s~?P.Cial or ei:1erge :c1cy circumstc111ces or because of. the e.·Dsence of regi.ilar 17.d'RRA r€·:?resEate•ives at the ·,oint of unloading, . the shil')ts r~aster may ·oe 2uthorized -b;, t he ·-,rocurint; of ::' ice, as an emergenc:r rieasD.re, to act as B-2:ent in · obta.ini:1:e; dornmE'ntation of tl:e dclivcr~0 o.f tJ1e s1.PY)lies to the rc,ci-•:>ient £;ovrrnment ..

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?.u-nEAu OF SUPPLY ?IILD I''.7LCRi!.l.DJlJlci i1iQ.

11-IBRA 1 tare> 1946

3.2 Receinted Bills of Lading

461761

C?ce ship's mc1.ster sr.all obtain tv10 conies of u1ch bill of lading recei1;ted or endorsed O? an aut)').orized re 01rcsentative of the reci•,?­icnt government. 3oth co1;ies are to be returned by the shi-o I s Baster to the 3urui.u of Su·o,,ly in the ,'.)rocuring office. If the "".lrocuring office ( other than ERO) rc'.)orts to Headquarters, it s>aJ.l transmit both co~ics tr the Ocean Shi".l,ing Division, ~ureau of Su"0°'.lly, Heci.dquarters,

3.21 Form of Receiut

As soon as nossibl~ after arrival at ~cad0uarters of the recei"0ted bills 0f lading, there s}'ouJ.a_ be o'ctained fr om an authorized re".lresentRtive of the reci•oir-nt i:sovern:nent (1;,hose sign«ture is on file) a blanket rccei-ot in thr follovring, form:

11 ___________ , dePi~nFte re,rescntative of t~e

Government of ___________ )·ere'oy dec1arE t ]~Rt +:i,-,e Government of ___________ >as received goods, su-1ulies, materials end eo.ui··'.)2:,ent as covEred b~r BilJ.r, of Lading Nos. from Vessel arrived at uort ·of on encl that they were recEivec. in 8.1'.)·,nre.nt gooa_ cond_i tion exccot as noted on the recei::itecJ. :Sills of Lading.

GovEr::-1mcnt Re-:in:·Hntat.ive (Seal)

3.22 REsnonsibilit~ for Cbt2inin~ Blanket Receint

It sl:1.all -oe :l:e resvonsi.0i1ity of thE Division of Country ProgrAms, Eureau of Su1nJ.~,, ~en(, CJ.UP.rters, to obtain the -olanl:et rc·cei-,t for eli s>i -,'.)rnc1ts :fror.1 the '\!estern :i:emis­~)1·.ere Pl,d the De"0artr.,ent of $u-:,-,Jly, ERO, for all ship;·,,ents from ti1e :Eastern Eemis-·/nere. ?owever, if El I-fission is attach ed to tb.e nci~:iient countrr ·Jrior to c-::taini i1g t:rn -blanket recei-?t, it sl,811 be t :-:.e res-oons:. bili tj- of the Mission to obtain such recei~ts.

Drvid ',foi •·1tnm-b c:~ i ef, :2ureau of Su,:J-oly

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UNITED NATIONS RELIEF AND REHABILITATION ADMINISTRATION

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BUREAU Cf SUPPX,Y MB! CRA!ID UM N t 34 21 March 194 ·,

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SUBJECT: PRCGRAMMING DATA ruJJUIRED BY U. S, AGENCIES

·l, The principal purpose of this me.(norandum is to establish the pro­cedure which is to be followed as from this date in securing alloca­tions and/or export quotas of non-food commodities fran the appro­priate u. S. agencies, It should .be emphasized that the procedure outlined herein relates to U,S, non-surplus non-food supplies only,

2, The f~nctions of the former Foreign Econo~ic Administration as the claimant on behalf of UNRRA before the U.S. allocating bodies have been transferred to the Department of Commerce, Office of International Trade Operiations, Requirements and Supply Branch, In connection with the responsibility of the Department of Commerce in the exercise of its export control functions, the Requirements and Supply Branch will make whatever recommendations will be necessary to the Civilian Production Administration (successor to the War Production Board) regarding allocations and priorities assistance for UNRRA. The attached letter of 9 November 1945 from Arthur Paul. and of 16 January 1945, from John Borton to David Weintraub, relate to the establishment af the Office of International Trade Operations and its responsibilities. It should be borne in mind that the Administration competes with other foreign as well as domestic claimants for United States supplies, and that, at present, there is a tendency for certain supplies to become tighter. In order to a~sure that the Administration gets an equitable share of such sup~ plies, the strongest possible justificaticn will be required.

3. Eicport by UNRRA from the United States of all commodities on the Positive List (see Department of Commerce Current &port Bulletin No! 294 and subsequent amendments) requires prio~ approval either by the Department of Commerce or by the Department of State as the agent for the Department of Cowmerce.

4. By agreement with the authorities of the DepartrrBnts of Commerce and State, the Department of Commerce where nece~sary will req~est in writing of the Country Programs Division statements of require~ ments covering Positive List commodities in order to secure alloca­tions and/or export quotas~

5', The Commodity Divisions will prepare statements of requirements qnly in the following circumstances:

(a) upon receipt through the Country Programs Division of requests for requirements as in p:1.ragraph 4 above from the Depart­ment of Commerce,

(b) in the event there are major changes in the Program of Operations far requi!'ements for ccrnmodities on the Posit,ive List, This point is elaborated in par.agraph 10 below.

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6. In preparing a statement of requirements all Commodity Divisions should be guided by the following stipulations of the Departments of Commerce and State, which apply to all claimant.s.

(a) Unless advised to the contrary, Commodity Divisions should prepare requirements statements in the same detail an:i by the units cited in the Positive List with a country break-down and showing the quantities which have been programmed for shipnent for the period concerned.

(b) In submitting requirements statements, the fullest possible end-use and justification data are to be furnished. A general state­ment of the ultimate use to which the materials or groups of materi­als a.re to be put will assist the Department of Commerce in evalu­ating requirements.

7. Copies of the Positive List and its subsequent amendments have already been sent to each Commodity Division by the Country Programs Division, 'and further revisions will be forwarded as issued by the Department of Commerce.

8. The procedure to be followed in the Bureau of Supply in preparing requirements statements for submissi0r1 to the Department of Commerce will, with minor modifications, be the same as that which formerly governed the s1,1bmission of requirements to the Foreign Econanic Administration. By agreements of the Departments of State and Com­merce, incoming requests for requirements data will be directed in the first instance to the Country Programs Division. These requests will then be transmitted for action to the appropriate Commodity Division or Divisions. The Country Programs Division will to the extent necessary assist the Commodity Divisions in the preparation of the requirements data, and moreover, will assume t~e responsibi­lity for insuring that there is ccnsolidation of the requirements of two or more Commodity Divisions prior to the presentation of the program to the Department of Commerce.

9. In accordance with· Supplement 3 of Bureau of Supply Memorandum No. 10, 17th July 1945, all requirements statements must be trans­mitted through the Country Programs Division before presentation to the Deputy Chief of the Bureau of Supply and this Division will maintain a registry of requirements statements, and will be respon­sible for keeping current an accounting of all requests and alloca­tions. Requirements . statements and acc6rnpanying letters should therefore be prepared for the signature of the Deputy Chief, Bureau of Supply, and should be addressed to Miss Katharine Smith, Liberated Areas Officer, Requirements and Supply Branch, Office of International Trade Operations, Roan 2412, Deps.rtment of Commerce, Washington 25, D. C. (Temporary U Building)

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10. Should there be major amendments to the Program of Operations affecting previously submitted requirements on the United States, the Commodity Division or Divisions concerned will amend its re­quirements statements immediately and will transmit this amendment through the Country Programs Division to the Deps.rtment of Commerce in the usual way. In the case of short supply items, telephone advice to the Country Programs Divisicn of changes to requirements, in advance of submitting an amended requirement, is recommended. Similarly, in the event that a Commodity Division finds it neces­sary to cancel an allocation which has been granted, it should immediately notify the Country Program Division to enable the De:i:artment of Commerce to re-allocate the c anmodities to other claimants.

ll~ ln the case of some commodities which are in short supply (e.g. tin, rubber) and for which requirements statements are requested by the Department of Commerce, the latter will make a formal allocation and it will be the responsibility of the Country Pro ... grams Divisicn to advise the appropriate Commodity Division accordingly so that procurement can be initiated; In the case of other ccrr.modities, which are usually informally allocated, the Commodity Divisionsshould submit requisitions in anticip~tion of favorable allocation action.--

12. The procedures outlined herein are not intended to reduce or minimize in any way the contact between UNRRA ccmm.odity and tech­nical specialists with their counterparts in the United States Government agencies. To avoid the possibility of delay in the processing of requisitions covering Positive List commodities, it is strongly urged that the Commodity Division specialist consult the appropriate Deps.rtment of Commerce official before arranging for the submission of the requisition. ·

David Weintraub Chief, Bureau of Supply

OFFICE OF INTERNATIONAL TRADE

Requirements and Supply Branch

v'vASHINGTON 25, D. C.

Mr. David Weintraub, Chief Bureau of Supplies, UNRRA 3 DuPont Circle Building Washington, D~ C~

Dear Mr. Weintraub:

January 16, 1946

A President Truman's E>cecutive Order #9630 of September 27 transferred to the W Department of Commerce the functions of the Foreign Economic Administration with

respect to export control and facilitation of foreign trade. This transfer has now been completed and Secretary Wallace has established the Office of

- - International Trade to handle these and other important functions in this field.

Area Officers have been appointed in the · Requirements and Supply Branch of the Office of International Trade to assist the Foreign Economic Missions in all phases of supply action now within the jurisdiction of the OIT. Mr. Harold Storeim, as the Area Officer for China, Program Coordination Staff, Room 2450 Temporary "U", Executive 7030, extension 3126, will be glad to assist · you in connection with any problems of over-all policy of the OIT, priority ratings and programming in regard to UNRRA 1s activi t y in China. Mr. John D. Gar.rett, Room 2412 Temporary "U", e.xtension 653, will be glad to be of similar assistance in regard to UNRRA 's activities in all other areas. Any inquiries you may !!_ave with regard to ccrnmodity specifications or other technical commodity -------• questions should be referred to the appropriate corrmcdity officer whose name will

w, be given you by Mr. Storeim's or Mr. Garrett's office.

The easing of the supply situation has reduced the need for export controls. Some commodities, however, are still sufficiently critical so as to warrant the continuation of controls. These commodities comprise the items an the "Positive List" (see Current Export Bulletin 294, copies of which are enclosed).

The Requirements and Supply :aranch of Orr will serve as claimant for all non­food items on the "Positive List". You are, therefore, requested to inform this office of any major changes in previously submitted requirements or any significant new requirements for commodities on the Positive List. To addition, it may be necessary, from time to time, to request spot requirements for other commodities appearing on the list. The Chinese requirements should be reported to Mr. Storeim; requirements for other areas should be sent to Mr. Garrett; and infonnational copies should be sent to Mr. J~hn Kilby, 515 -22nd Street, N.W.

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Your statement of requirements for food items on the Reserved Commodity List should cover your entire import requirements; programs for other food items that are subject to U.S. allocation should cover only those quantities desired from the U.S. You may obtain from the Department of Agriculture lists of the items included in each of the above categories. Your requirements should be submitted to the attention of Dr. D~ A. FitzGerald, Director, Office of Requirements and Allocations, Department of Agriculture, with two information copies to Mr. Garrett or Mr. Storeim,

Notification of fonnal allocations for all canmodities will be sent to you as soo~ as they are established.

The OIT, like its predecessor, is eager to assist UNRRA in every way to insure the mutually satisfactory resolution of any problems pertaining to export control and w~ll cooperate with you toward this end.

Sincerely yours,

John C. Borton, Director Requirements and Supply Branch

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Office of the Secretary

November 9, 1945

Dear Mr. Weintraub:

President Truman's Executive Order of September 27 transferred to the Department of Co~merce the functions of the Foreign Economic Administration with respect to export control and facilitation of foreign trade. This transfer has now been completed and Secretary Wallace has established the Office of International Trade Operations to handle those and other important functions in ·this field •.

In the future, the Requirements and Supply Branch of the new Office of International Trade Operatia1s of the Department of Commerce will act as the

- -export claimant for non-food items before the various allocating agencies and will make recommendations to the 1/llPB, and its successor, the CivilicUl Production Administration, regarding priorities assistance for acceptable exports. Mr. Walter Freedman continues as Director of this Branch and will have associated with him the same key personnel as ~11 as certain former FEA area officers heretofore engaged in this type of work.

All 1946 requirements programs for non-food items, including changes in the programs already submitted and any questions in connection with these pro­grams should be submitted to the Requirements and Supply Branch. Problems ccnnected with the supply situation for particular materials, or assistance in obtaining them, should also be discussed with the officials of this Branch. ·--· - The licensing of exports for non-foods will be handled by the Require­ments and Supply Branch. For the time being, licenses for foodstuffs will be validated by the Food Programs Branch of the Office of International Trade Operations, and problems connected with these matters should be discussed with the officials of this Branch. It is anticipated that the licensing of food­stuffs will now be transferred to the Requirements and Supply Branch. Mr. Herbert Parisius continues as Director of the Food frograms Branch.

The end of the war has, of course, greatly reduced the number of commodities requiring programming and the volume of individual cases on which priorities assistance will be given. However, I assure you that the Office of International Trade Operations of the Department of Commerce is anxious to assist in meeting the essential postwar requirements of your country and in solving any other supply problems with which you may be faced.

Sincerely yours,

Arthur Paul, Director Office of International

· Trade Operations

462320

. ~ RITED NATIONS BURBAU OF "mrPPLY •

.i~LIFF AND REHABILITATION ADMINISTRATION

BULLETIN NO. 1 28 March 1944

44458

SUBJECT: Establishm~nt of this Series

There is hereby established a numbered series of announce­

ments for the Bureau of Supply, to be known as Bureau of

Supp~ Bulletins. Material of a purely announcement or e

info.nnational nature will be contained in this series, as

distinquished from instructional and procedural material

which is contained in the Bureau of Supply Order series.

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Deputy Director General

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UNITED NATIONS RELIEF AND REHABILITATION

• ADMINISTRATION

SUBJECT: Channels of Communication . Between of Other Countries

BUREAU OF SUPPLY BULLETIN NO. 2 29 March 1944 Pae l

UNRRA and Governments

Two letters regarding channels of communication between UNRRA and governments of other countries are quoted below for your information.

1tMaroh l., 1944

"The Honorable The Secretary of State for Externa1 Affairs of Canada

"Sir:

11 I am writing to you for the purpose of suggesting the desirability of estab­lishing so far as practioable regular channels of communication between the United Nations Relief and Rehabilitation Administration and your Government. The report of the ad hoc Committee on General Policy adopted by the Council on December 1, 1943, during its First Session at Atlantic City., includes the following r~cornmendations concerning communications with member governments:

'The Committee recognizes that prompt and efficient conrnunioation between the Administration and member governm~nts is essential to the effective discharge by the Director General of the responsibili­ties and duties placed upon him by the Agreement and by the Council. It is therefore desirable that the Director General be given latitude with regard to the channels and methods to be used by him in communi­cation with member governments. i~ile; in matters involving important policy or the rights or obligations of governments arising out of the Agreement, communication should be through the foreign offices of the l!lember governments., there will be occasions when direct contact with technical or administrative governmental or intergovernmental agencies will lead to the greatest efficiency of operation. Also, in certain cases, oommunioation with or through representatives on regional or other standing committees of the Council will provide the most effec­tive channel., particularly in the case of matters of a peculiarly regional or technioal character.

'It is recommended that the dPfinition of channels and methods of communication with member governments be left to the Director General to work out in collaboration with each such govemment.'

11The Administration proposes to follow these recommendations so far as practicable unless member governments should indicate that they desire some other procedure. The .Administration will therefore communicate through the foreign offices of the member governments regarding matters involving im­portant policy or the rights or obligations of member governments arising out of the Agreement. Other communications Will be directed to the technical or administrative governmental agencies concerned whenever such direct com­munication would lead to the greatest efficiency of operation., and communi­cations dealing peculiarly with regional or technical mattFrs will be directed to or through representatives of your Government on the approp­riate regional or other standing Committees of the Council. Other communi­cations for the attention of your Government or its agencies or officials

UNITED NATIONS

• RELI.11F AND REHABILITATION ADMINISTRATION

BUREAU OF SUPPLY BULLETIN NO. 2 Page 2

will, as a general rule, be transmitted through t~e foreign office.

"In transmitting communioations to the fo:reign office of your Government, it is the desire ·of the Administration to use those channels or facilities which your Government wishes to designate, whether it be the office of the Council member in Washington, or the diplomatic mission in Washington.

111 shall appreciate your informing me as to the desires of you:r- Government at as early a date as possible. Pe~ding some specific indication from each government, the Administration will ordinarily channel communications to member governments or their agencies through the Council member representing that government s_tationed i_n Washington., or, in cases where the Council mem.:. ber is not stationed in Washington and where no other represPntative has been designated as a liaison officer, .tbrough the chief of the diplomatic mission there.

"Accept, Sir, the as·suram;ies of my most- distinguished consideration.

/s/ Herbert H. Lehman

Director General n

110ttawa, March 7, 1944

ttThe Honourable Herbert H. Lehman Director-General

United Nations Relief and Rehabilitation Administration

- Washington, D. c. "Sir:

"I have the honour to acknowledge your note of March 1, on the subject of the channels of communication between the United Nations Relief and Rehabili­tation Administration and the Government of Canada, which was transmitted to me through the Canadian Embassy in Washington.

111 have noted that the Administration will cormnunioate through the Department of External Affairs regarding matters involving policy or the rights or obli­gations of Canada arising out of the UNRRA Agreement and that other com.rnunica­tion will be directed to the technical or administrative governmental agencies concerned whenever such direct oommunfoation will lead to thf' grFatest effi­ciency of operation, and that communications dealing peculiarly with regional or technical matters will be directed to or through representatives of the Canadian Government on the appropriate regional or other standing CommitteFs of the C ounc ilo

UNITFD NATIONS RELIEF AND REHABILITATION ADMINISTRATION

BUREAU OF SUPPLY BULLETIN NO. 2 Page 3

"It will be the most convenient course so far as the Government of Canada is ·concerned that communications to the Department of Ext@mal Affairs should be made through the Canadian Embassy in Washington. . .

''Consideration is being given in Canada to setting up an appropriate agency to deal with matters concerning supplies for UNRRA and possibly for military re­lief as well. In the event of such an agency being set up I shall see that you are informed forthwith. ·

"Accept, Sir, the assurances ~f my most distingutshed consideration •

44459

. /s/ N. A. hobertson

Secretary of State for External Affairs"

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Deputy Director General

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BULLETIN NO .. 3 RELIEF A.ND RSHABILITATION ADMINISTRATION 8 April 1944

SUBJECT: General Rules Governing Appointments, Salaries and Promotions

The -following rules have been established by the Bureau of F'inance and Adminis­tration· in connection with appointments and promotions in order to establish a uniform personnel policy throughout UNRFtAi

111. The line budget established aceordingto the Director General's instructions will provide two columns of salaries. The first column will be known as the Control Budget and will indicate the salary classification of the position for new incumbents, subject to revi­sion where the positions shall have been classified by the Personnel Division. The second column will indicate the salary actually paid to the incumbent and will vary from the figure in the Control Budget

.column in the following cases:

11 (a) __ Where the line is prE>sently filled by a person receiving a salary above that of the Control Bud~et, the incumbent 1s salary will be oontinued at its presf'nt . level. If subseque-ntly the position becom~s vacant, the salary for tbf' line will revert to that stated in the Control Budg~t.

11 (b) ·where the line in the Control Budget provides for a posi­tion in a higher grade than that of the person now performing the work, the present salary of the incumbPnt will be continued pending classification of the position and the evaluation of the individual by the Personnel Division; but any classification of the incumbent upwards will be subject to the conditions stated in paragraph J below.

"(c) Where a person is brought in from outside UNRRA to fill a position, his salary will be limited to the amount stated in the Control Budget line except where h'is salary before coming to UNRRA exceeds the line but is within the salacy. rang~ of the grade established by that line.

"2. In principle and subject only to exceptions for special reasons, which will require the approval of the Deputy Director GPneral for Finance and Administration, appointments from outside employment (including governmental employment) will not be made at substantial increases over the. salary received by the individual in his previous employment. This will be so, irrespective of the fact that the grade established by the Control Budget may be higher than the pro­posed appointee's previous salary.

113. If an employee is assigne.d to a budgf?t line position carrying a higher grade, and the Personnel Division evaluates such employee as

UNITED NATIONS BUP.EAU OF SUPPLY B,UllI'TIN NO •• Pagp, 2

RELI~F A.ND REHABILITATION ADMINISTRATION

44525

capable of filling the higher grade position, the employee wi~l Qe entitled to promotiori only to the extent of one grade in each six months period uritil the grade.level of the line has been reached. In its present application to employees, the six months period w_ill be computed from tbe ,time of the last increase in, ol:' from_ t~et:i.rne of the appointment to, OFMO or UNJ:ffiA, whichever may be late.r • . · E"..ccep­tions fol' special• reasons will require the ap.proval of the Deputy; · Director General ·for Finance and Administration.

"4. No Administrative Assistant, Secretarial or Ste>nographic grade is fixed by the grade or salary of the superior for whom th~ person· works, but is to be detennined on the basis of the responsibility of the Administra.tive · Assistant I s, Secretarial or Stenographic posi­tion itself. Neither do thE" titles ustenographet-;1 and 11S€'crft?ryn necessarily determine the proper classification. In appropriate cases, an individual doing secretarial work may b~ classified . in Gra~e. 4, and an employee doing stenographic work may be classified in Grade 5 -or Grade 6. This principle will be observed when the Personnel Division classifies each position. The Control Budget line will be modified accordingly where necessary.'' · ·

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UNITED NATIONS RELIF.F AND REHABILITATION ADMINISTRATION

SUBJEC'I': Announcing Appointment of Dr. Reggio

BUREAU OF SUPPLY BUilF,TIN NO. 4 14 April 1944

By mutual agreement with Dr. Crabtree, Dr. William A.

Reggio will divide his time, serving in the Health Division

in UNRRA and serving as the Chief of the Division of

Medical and Sanitation Supplies of the Bureau of Supply.

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tJNfflD NATIONS REL:IT.F AND RF.HABILITATION ADN.INISTRA TION

BUREAU OF SUPPLY BULI.ETIN NO. 5 15 April 1944

SUBJ~CT: Obtaining Information from o. S.S.

Apparently the fact that the Office of Strategic Services has been approached by a number of different persons from various divisions of UNRAA with the request that certain materials be made available has been highly inconvenient and confusing.

Under the circumstances, Mrs. Cicely ftrshpan in the Bureau of Areas has been designated by Sir Arthur Salter as the Liaison Officer between UNRRA and OSS. Any requests for information which originate in the Bureau of Supply should be referred to Mrs. Ryshpan.

This is a temporary arrangement and will cease to exist as soon as the UNRM Committee on Information has established a permanent procedure for thr channeling of all requests for information.

Deputy Director General

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UNIIBD NATIONS RELIEF AND R~HABILITATION ADMINIS'I'RA TION

BUREAU OF SUPPLY BUD.lilTIN NO. 6 15 April 1944

SUBJECT: Appointment of Mr. Arpaxat Setrakian as Consultant

Mr, Arpaxat Setrakian has been appointed as a member of the Consultants Panel in the Bureau of Supply. Mr. Setrakian is a native of Armenia and has had many years' experience in this country in the horticultural and driect fruit industries. He is Vice-President and General Manager of the Midstate Horticultural Company, Inc., and half owner of Setrakian Brothers Company, fruit producers, both in California.

Mr. Setrakian's services are available to membe:rnof the various Branches and Divisions of the Bureau of Supply. If at any time his technical knowledge is needed, arrangements for his presence in Washington may be made through Mr. McMillen, Room 805, Ext. 20,36.

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1\"i't' Deputy Director General

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UNITED NATIONS BUREAU OF SUPPLY BULLETIN NO. 7 25 April 1944 •

RELIEF AND REHABILITATION ADMINISTRATION

44712

SUBJECT: Signature of Mail During .Absence of Deputy Director · General

I shall be out of the city for the remainder of this week._

During my absence on this and other occasions, Mr. Weintraub

will be acting in charge and mail ordinarily requiring my

signature will be made for his signature, as Acting Deputy

Director General, ) ..

f\~,.,~~ , __ • Deputj Director General

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UNITED NATIONS RELIEF AND REHABILITATION ADMINISTRATION

BUREAU OF SUPPLY BULLETIN NO. 8 25 April 1944

SUBJECT: UNRRA Policy Relating to Shipment and Stock-Piling of Relief Goods by Voluntary Agencies

44728

Attached is a statement concerning a phase of UNRRA

policy with which every member of the staff of the

Bureau of Supply should be familiar.

~ I (\ I ...., I \ . \ I . \}-~ + , l - \5.JVvf>t--'\,._,J'-~

Deputy Director General

Attachment

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UNITED NATIONS REL!EF AND REHABILITATION ADMINISTRATION

13 April 1944

TO: All Bureau and Division Heads

FROM: Arthur Salter, Acting Director General

SUBJECT: UNRRA POLICY RELATING TO SHIW.t.8N'r AND STOCK-PILING OF RELIEF GOODS BY VOLUNTARY AGENCIE3

The following policy will guide the appropriate B~reaus of UNRRA in their dealings with private agencies in respect to questions of (1) approval of direct shipments of supplies to Liberated Areas by such agencies for their use; and (2) questions of acceptance of private agency supplies for transportation and handling by UNRRA:

1. UNRRA. approval of shipments by voluntary agencies will be conditioned upon

a. approval by the national authority of the areas to which the supplies are proposed for shipment;

·b. knowledge by UNRRA of the need for the supplies pro­posed for shipment;

c. knowledge by UNRRA that the goods can probably be used within ninety days of arrival at their desti­nation; and

d• assurance that in areas receiving relief from UNRRA the goods will be distributod in accordance with policies approved by UNRRA.

2. UNRRA may accept for distribution in accordance vri th UNRR./~ policies, relief goods contributed to the Administrotion by voluntary relief agencies. Goods contributed to UNRRA will, so far a~. f(;,( _aible, be distributed in accordance with the wishes of the contributing agoncy but UNRRA reserves the right to use such goods in accordance with the current needs of its total program.

3. UNRRA will assurne no diroct responsibility for transporting or hnndling goods not contributed outright to the Administra­tion.

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UNITED NATIONS BUREAU OF SUPPLY BULLETIN NO. 9 ._ RELIEF AND REHABILITATION

• ADMINISTRATION 2 May 1944

44779

SUBJECT: SupPlies for UNRRA Camps

In order that supply matters for UNRRA camps may be assured prompt and consistent action, all questions on supplies for these camps should be cleared with Mro Karl Borders, Chief of the Prol'mrement Coordina tj.on Branch of the Bureau of Supply, or with the person in the Procurement Coordination Bran,:h whom Mr. Borders designates. Depending on the types of supplies

_involved, Mre Borders will of course act in cooperation with the appropriate commodity Division of the Bureau of Supply.

So that Mro Borders may have complete up-to-date infonnation regarding current developments in the camp program, will you please make sure that he is furnished with copies of all existing m~moranda and other correspondence relating to supply matters for UNRRA campso --~ ,,,,- _/

·~~ "· \ ; :> . I ' . l ,• \ / JI ·-r'-'vv{)(_,.,·1,,,i.A., ··~-

i Deputy Director General

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,~, UNITED NATIONS

.LIEF AND REHABILITATION .ADMINISTRATION

BUW'...AU OF SUPPIX BULLETIN No. 10 5 May . 1944

SUBJECT: Policy on Proposals by Member Governments for Procurement in Advance of Liberation

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ill members of the staff dealing with allocations and procure­ment should be thoroughly familiar with the pol_icies and pro­cedures which have been recommended by the Committee on Supplies :for procurement in advance of liber~tion by individual member governments. These policies ana· procedures are currently being followed by the Administration.

The statement of the Committee on Supplies on this subject is attached. Attention is·called particularly to Section 4, which describes the recommended procedure in detail, Also attached are interpretive excerpts from the Minutes of the Seventh Meeting of the Committee.

f\v~i 1~~ Deputy Director General

· Attachments

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ANNF.Jt ·r ., .'.•

Policies and Procedures for Individual Proposals . · of Procurement in Advance of Liberation ,. · · · · 1

by G overnments o~ Co~tries ~cup-ie~ by the Enemy

• . , ··· 'i~ The UNRRA Agreement in Article V, paragraph 3, provides that "All purchases by any of the member governments, to be made outside their own territories during the .war _for !'~~ief and reh~bilitation purposes, shall_ be made only after consultation with the Director General and shall so far as pract:j..cable, .-be carried out .. through the · appropriate. United Na­tions Agency." The 'cou1;1oi1:, : a~ its first session adc;,:pte!i-,.the policy that "In cases where requir~ents pr programs of intepd~ct purchases are presented d irectly to the intergoyernm~nt~l ;;.;H.P.cating. agf:3noies by the government .of a country liberated or to be liberated, such government in advance of the;i.r presentatipn, sl:!all kee:A th~ Dire9tor. General fully inf armed of such requirements or programs. . The . Direc~or General ·may 4' present to these agencies such I'e;co~endations -or, objections in respect of these requirements or programs as,, 4e may de.em n~ce~sar,y to obtain a fair distribution of relief arid· rehabilit,.ation suppliijs to and among the . vari'ous arE;?as liberated or to be iiberated. 1' ·· (Resolution No., 17, A, II, ~-----2.s )' The Council also obligated tne Director General to "consider it one of his first and most important taskp to seek •••• to arrange ••• so that there will be created as promptly as possible balanced reserves which shall be ·available at the request of the Director General wherever and whenever the need arises. 11 .(Resolution No. 17, A, III, paragraph 2.)

2 • ·when goods_ are available in abundant supply, · the stocks of nor­mal producers and suppliers may be considered a reservoir that will be available whenever and wherever needed so long as shipping facilities can be provided at the appropriate time. However, the degree of scarcity of commodities is subject to change as strategic and production factors change, and many of the goods that will be needed for relief and rehabili- A tation are either · now in short supply or are expected to be in short sup- • ply when the occupied countries are liberated. There will therefore be no free, unallocated, reservoir of such goods in the general production and distribution systems of the supplying countries. If goods are to begin to flow promptly into any given liberated area when the need arises, a suitable reservoir of such goods must be especially created somewhere. Undel' present conditions of full employment of resources of raw materials, fabricating capacity, and manpower, the creation of a reservoir demands the taking of a whole series of steps long in advance of actual need to insure that the raw materials, fabricating facilities, and manpower are devoted to the production of the desired relief and rehabilitation goods. In certain instances, it may even be necessary to start the process even further in advance of need with the planning and encouragement of raw material production in supplying countries.

3. The obligation of the Director General to arrange for the cre­ation of reserves would be fulfilled if stocks of appropriat~ charact~r were accumulated anywhere, regardless of their ownership, provided that

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the goods held were ava:t'lable for use wherever and whenever the most urgent need arose. Such stocks might possibly be accumulated by any or all of · .. the following. if. they have the necessary :financial resources: UNRM, the military autboriti~s, the ·recipient countries, and the SUP­plying countries. Since the United_ Nations' military authorities and the supplying countries represented by them, as well_as .UNRH/l., have ob­ligations which extend beyond the limits of any one occupied country, any reserves under their control can ·be regarded as available for use in any of the liberB,ted areas. On the· other .hand, any reserves that would be under the control of a sip@Jegovernm.ent for use only in its area would -result in the withholding of those goods from use in any other area unless specific and effective arrangements were made , in each instance to keep the .. goods available for use whenever ahd wherever the most urgent needs arose.

4. In the light of the considerations set forth above, the follow­ing policies and procedures are recommended by the Committee on Supplies for the handling of proposals for individual purchases for relief and rehabilitation purposes by member governments in advance of the libera­tion of their territories:

· (a) It is recommended that the Director General seek to make specific organizational arrangements with the intergovern­mental allocating agencies so tha.t he may be 11fully con­sulted" by them irwhen anj' matter touching the' interests of ·the Admihistration is under. discussion. 11 (Res. No. 17, A; II, 4~ ).

(b) It is.recommended that, · to facilitate the speedy and ordE'r­ly handling of proposals,

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(i) the government proposing an advance purchase should, prior to its pr€sEntation .to- the inter­governmenta.1 c1.llocating a,gencif's; inform the Director . Gener~l by mec"l.ns of a· detailed state­ment covering the items it intends to purchase, the quantities involved, the end uses to which the coo:unoditi~s are to be put, the prospective supplying country, and the prospective dates of delivery;

(ii) if the· proposed purchase. involves goods that are subject to alloce:\:,ion or. review by the inter­gove_rnni~.ntal a.ll9cating e.gency, the Director Gene·ral · $hould consider the-- proposal in rElation to ezj.sting policies of the Council, to such rel~ve.nt irtforma tion as me.y. be at his disposal, and to such discussions with representatives of the_government involved as sef'Ill desirable.

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(c) It is recommended .that the Director General should not ob­ject to proposed purchases of goods subject to allocation or review by the intergovernmental allocating agencies and, when requested by the proposing government, should actively support them, if the intended purchases

(i) will not, in his judgment, inferfere with the Ad­ministration's own efforts to bring about the creation of reserves which will be available wher-

. ever and whenever the need arises with the under­standing that any reserves available to the Ad­ministration would also be available, in accordance with the policies adopted by the Council, to countries for which the assistance of the Adminis­tration has not b~en requested;

(ii) will not result in the accumulation of supplies in excess of that country's requirements for six months in his judgment, pending the adoption of bases and policies by the Council under Resolutions Nos. 17 and 20;

(iii) will be made with the E'}.1)licit understanding that the Director General may at a later date request the government owning the supplies to make them available to another user whose needs he bPlieves to be more urgent.

Excerpts from the Minutes of the Seventh Meeting of the Committee on Supplies, 9 March 1944

· Relations. Between UNRRA and the Military Authorities,t Prior to the adoption of the policy recommendations by the Committee, the draft under discussion had included as ' part of para~raph 4 the following:

"It is recommended that the Director General seek to make specific organizational arrangements w5.th the military authori­ties so that, before an area is liberated, he may:

(i) consult with them in the planning of supplies for the relief and rehabilitation of the area during the period of military control; (Reso No~ 1, IV, i (a).)

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(ii) arrange for the advance procurement of such sup­plies as may be agreed on to supplement supplies to be provided by the military authorities. (Res. No. l, IV, l (b).)u .

Mr. Ma.rjolin (French Committee) and Mr. Mar;is ( u.K.) suggested that the material quoted ~bove be deleted on thP grounds that it was not relevant to the problem under discussion, even though it contained an important recommendation and might possibly be embodied in a separate document. The Director General agreed to the deletion of ·the material and suggested that the following statement be embodied in the Minutes in connection with that deletion: ·

"This para·graph· was included in the original draft at a time when we had not yet heard from the Combined U. s. and,

. U.K. military authorities with re;spect. to their relationships · to UNRRA. In view of the fact .that a statement has now been made (See ·_Minui;,es/6;_ paragraph 6(b).) on behalf of both the governments of the U.~. and the U.K. which goes far toward the establishlilent of the o..rganizational arrangements referred to in this paragraph; I would now raise no objections to its

.. deletion from the policy statement un~er discussion. I wish to draw attention, however, t'o the faqt that the language of COD \f this paragraph is identical with the ~anguage of Section IV, paragraph l; _ of Resolution No. 1 • . The deletion of this ·para-

. graph '. from the presE'nt document does not, of course, affect in any way, the force of Resolution No. 1.n

Int~rpr~tqtion of Paragraph 4 (b) (i): Mr. Marris . (U.K.) raised a question concerning the meaning of tpc phrasE" uprior to 11 contained in paragraph 4 (b) (i) of the Statement. ~fter som~ discussion in which the Director General, _Mr. Marris (u.K.), Mr. EmPrson (U.S.), Mr. Crena de Iongh (NethFrland.s) and the Chairman participated, it was agreed ·that although no purpose would be sFrved by a rigid definition of the phrase 11prior to 11 , i~s interpretation was und~rstood to be one which would not cause any W1necess.ary delay but would permit sufficient opportunity to carry on intelligent, constructive discussion so as to avoid, where~er ·possible, the necessity on the pnrt of the Director General to oppose reques.ts for _allocation by :i,ndividual governments, In the words of the ·chairman, it ·meant ·nsufficiently :i.n advance to en­able a government concerned e.nd the Director General t ,J iron out any minor difficulty\ ther<eby inakj.n.g ,it unnecessary f o::- hi.n to take issue with the government when th~ proposal rEaches . t:r.e intc-rgovernrnental allo~ating agency. 11 . . ' . ·

•Diverting o~ Goods Owned by :Individual· Gov~rnII_!__E:I:<tr,..1_ Mr. Marjolin (French Committee) rai'::ed a question as to the m,3aning of the word ttrequest'l in paragraph 4 (c) (iii). It was agreed that the Director

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General would not demand that goods owned by individual governments be diverted to others, but that if the Director General b.elieved that

• another user had a more urgent need, he would be justified in making appropriate rPpresentations to the government that owned the goods regard­ing their diversion.

Financial Aspects of Advance Procurement: The draft of the state­ment under discussion originally included the following paragraph:

11 5. 1/fuile it w.9.s recognized in the Firnmc ial Plan of UNRRA (Resolution No. 14, Section 17) that relief and rehabilitation needs could not have an exclusive claim on a country's foreign exchange, it is also an established policy that the Administra- A tion's resources are not to be depleted for the relief and re- W habilitation of any area whose government is in a position to pay. (Resolution No. 14, Section 16.) To the extent that a country uses its foreign exchange assets for supplies that are not urgently required for relit' ~nd rehabilitation, its im-mediate capacity to finance relief and rehabilitation supplies and services may of course be impaired. It is, therefore, recommended that, unless the government proposing advance pur-chases can assure the Administration that it will finance its own relief and rehabilitation needs, the Director General should keep himself currently informed of the purposes for which the foreign exchange assets of the country proposing ad-vance purchases·are being used.n

It was agre'ed to delete this paragraph and the Director General asked that in connection with that deletion the following sta.tement be A

·regarded as e~bodying his position: •

11 I should like to state that I raise no objection to the delBtion. It is, of course, necessary to keep in mind that to the extent that a country uses its foreign exchange assf'ts for supplies that are not urgently required for rE"lief and re·­habili tation, its immediate capacity to finance relief and re­habilitation supplies may be impaired, and that it may there­fore be running a. serious risk in the light of UNRR!, 1 s meagf'r financial resources. I am, however, convinced that thG finan­cial aspects involved are so complex that it is probably im­possible for a single broad statement of policy to cover in a meaningful way all the contingencies tha·t may arise in the future. I therefore agree that this aspect of the question be left out of this statement of policy with the understanding that should any problems arise, each case. will be handled individually and i.n the light of the specific circumstances that surround it. n

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UNITED NATIONS RELIEF AND REHABILITATION ADMINISTRATION

BUREAU OF SUPPLY BULLETIN NO. 11 6 May 1944

SUBJECT: Use of Confidential and Rest.rioted War Department Documents

In the course of our work, many of us have occasion to use various War Department documents classified as 11Restricted", "Confidential11 , et~ ,. The.se do•::mnents vary from highly con­fidential material to technioal manuaJ.s, the use of which i.s restricted., although they are not actually secret.

In this connection your attention is called to the provisions of the Army Regulations that information contained in restricted documents and the essential characteristics af restricted material may not be commu::iicated to the pu::ilio or to the press, except by authorized military public relations agencies.

t\ ~1 i , 1--\ '<-- '\M.,~,'\,-Ji..rt,.-'1{---'\ \

Deputy Director General

UNITED NATIONS BUREAU OF SUPPI.Y BUIJ;:;:TIN NO. 12 ll May 1944

~ AND REHABILITATION ADMINISTRATION

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SUBJECT: Announcing Appointment of Clifford E. Clinton as Consultant

44886

Effeotive May 8, Mr. Clifford E. Clinton entered on duty with the Bureau of Supply as a member of the Consultant's Panel.

Mr. Clinton has had wide experience in the food business in California where he has operated his own restaurants for several years, He has also been serving with the Office of the Quartermaster General, War Department, in Washington, on a consultant basis in connection with food conservation programs.

Mr. Clinton will devote a considerable amount of his time to the work of the Food Division, but he will also be available to other Divisions and Branches of the Bureau of Supply where his services might be needed. He can be reached through NJ!'. Cairns' office on Extension 240.

~i.,'~~ Deputy Director General

UNITED NATIONS RELIEF AND REHABILITATION ADMINISTRATION

SUBJECT: Emergency Room

BUREAU OF SUPPLY BULLETIN NO. 13 15 May 1944

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In Rooms 426 and 426-A, there is located a well-equipped

emergency room which is available for the use of all employees

of UNRRA. A graduate nurse is in charge, and she will be very

glad at any time to furnish remedies or assistance that may be

helpful in any case where the services of a physician are not

required. The facilities available are ample, and Bureau of

Supply employees may feel free to make use of them whenever

necessary. I

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I \Q.,!Vv&,'v~~..r

Deputy Director General

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44920

UNITED NATIONS RELIEF AND REHABILITAT!ON

~MINISTRATION

BUREAU OF SUPPLY BULIETIN NO. l4 16 May 1944

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44941

SUBJECT: Labelling and Packaging Procedure

One of the functions assigned to the Procurement Coordination Branch is that of serving the line divisions as principal ad­viser on labelling and packaging procedures. Mr . Borders has assigned this procedure to Co:.onel Bernard E. McKeever~ During Colonel McKeever 1s absence, the work will be carried on by Mr. Myron Brock.

It is important in this stage of our planning in this connection that the needs of labelling and packaging encountered by the various commodity divisions be centrally reviewed, in order that insofar as possible a unified and commonly useful system may be devised. Will you please keep Colonel Y.ieKeever informed of proposed plans in this fieldo Also feel free to call upon him for advice and assistance.

Deputy Director General

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UNITED NATIONS BUREAU OF SUPPLY BULLETIN NO. 15 17 May 1944 ~LIEF AND REHABILITATION

.MINISTRATION

449 46

SUBJECT: Reclassification Actions

It has been announced that because of the delay in the completion

of the classification survey of UNRRA. positions, all reclassifica­

tion actions which may result from the survey will be effective

retroactively to April 1, 1944 - provided the employee concerned

was, on that date, performing the duties stated in the reclassifi-

cation action.

ulran NATIONS BUREAU OF SUPPLY BULIETIN NO. 16 18:. May 1944

RELIEF AND REHABILITATION ADMINISTRATION

·~rnBJECT: Announcing Establishment of External Trade Advisory Committee, Ottawa Canada

Attached for the information of the members of the staff of the

Bureau of Supply is a copy of Order in Council P. C. 3059, passed

by the Canadian Government, constituting the External Trade Ad­

visory Committee, which among other things, is t8!Jlpowered 11 to

investigate, consider and make recommendations concerning_ supplying

- by Canada of goods and services for relief and rehabilitation

purposes."

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Deputy Director General

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Order in Council constituting the External Trade Advisory Committee . .. ...

P.C. 3059

AT THE GOVERNMENT HOUSE AT <:JrTA.WA

THURSDAY, the 27th day of APRIL, 1944.

PRESENT:

HIS EXCELLENCY

THE GOVERNOR GENERAL IN COUNCIL: .

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WHEREAS the Secret4ry of State for External Affairs, reports:

That the war has reached a stage at which prompt decisions have to be reached on many questions of ex­port and import trade policy which concern several departments and agencies of government, particularly in relation to their effect upon the volume of supplies available for Canadian civilian or military use, or for alternative urgent external requirements, including relief and rehabilitation;

That U is expected that similar decisions will have to be reached from time to time in the period immediately following the .cessation of hostilities in the European theatre of war and prior to the establishment of long term post-war policies concerning trade and the nonnal machinery of trade; and

That it is desirable that an. agency be established for prompt consultation between departments and other agencies of government of such matters and be provided with the necessary assistance for the investigation of such matters and for dealing expeditiously and effectively with such of them as do not come within the responsibility of any other agency or department.

THEREFORE, his Excellency the Governor General in Council, on the recommendation of the Secretary of State for External Affairs, and under and by virtue of the powers conferred on the Governor General in Council by the War Measures Act and otherwise, is pleased to order and doth hereby order as follows:

l. There shall be an interdepartmental Committee to be known as the Ext~rnal Trade Advi!ory Canmittee.

2. The membership of the Committee shall consist of persons to be nominated as follows:

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One member by the Secretary of State ·· for External Affairs,

One member by the Minister of Trade and Commerce,

One member by the Minister of Munitions and Supply, to ·represent the Department of Mu~itions and Supply,

One member by the Chainnan of the Iviutual Aid Board, to represent the administr~.tion of that Board,

One member by the Minister of•Finan6e to represent· the Department of Finance,

One member by the Minister of Finance to represent the Wartime Prices, and Trade Board,

One member by the Minister of Finance to represent the Foreign Exchange Control Board,

One member by the Minister of National RevPnue,

One member by the Minister of Agriculture.

3. Alternates may also be appointed by those specified in paragraph 2 to serve on the Committee in place of the respective members when they are unable to be present.

4. The Committee shall choose its own Chairman.

5. The Committee may arrange with the Department of External Affairs or any other department or agency of the government for the services of such officers or staff as it considers necessary, and may, with the approval of the Governor in Council appoint such officers or staff and establish such offices as may be needed.

6. Administrative and other expenses incurred by the Committee shall be payable out of the War Appropriation.

?. The Committee shall have th duty and authority

(a) To serve as a medium for consultation bftween departments and agencies of government on questions concerning export and import trade;

(b) To make recommendations and reports to Niinisters, departments or agencies of the Government on matters relating to wartime export and import trade, or to trade during the period of transition to peace;

(c) In appropriate cases to refer questions bearing upon import or export trade to other interdepartmental committees or boards for consideration;

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(d) To investigate mattFrs concerning eA-port or import trade in wartime or in the period of transition . to peace, and to obtain information tpereon from departments and agencies of the government;

(e) Without restricting the g~nerality of the foregoing, to investigate, consider and make reeommendci.tiona concerning the supplying by Canada of goods and ser­vices for relief and rehabilitation purposes.

8. The Committee shall be responsible to the Secretary of State for External Affairs.

A. D. P. Heeney

Clerk of the Privy Council

44960

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t:; 'ITED NATIONS BTTR'SAU OF SUPPLY BUll~TIN NO. 17 18 May 1944

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I~F AND R~HABIIITATION ADr INIS TRA TION

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SUBJECT: TE"xtile Testing laboratory

t:r. Herbert Schenker has moved a portion of the equipment from his textile testing laboratory to his office in Room 822, Dupont Circle Building, and is now prep8red to run routine tests of textile materials for the Bureau of Supply .

l✓,r. SchE>nker I s equipment is also suitable for running strength tests on some packaging materials, etc .

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i--/ ·. \'·1 Deputy Director General

UNiD NATIONS RE ~ AND REHABILITATION ADM NltTRATION

SUBJECT: Personnel

BU~U OF SUPPLY J3ULLETIN NO. 19 June 22, 1944

Mr. John H. Gorvin has been appointed to a position in the

Bureau of Supply as special adviser -on European requirements.

He will report to Washington from London, presumably in July

or August. He bas an extensive background in UNRRA requirements

problems and his assistance will be available to all branches

and divisions. ----- ' '. -. - ~ / ·, l ·:x -'1- .,.f __,, ---< \·, -~-~ I ~j \ " \ Deputy DirE'ctor Ge-ncral.

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UNiq'ED NATIOOS RELIEF AND REHABILITATION rT'fJJ.TICIII , .

, SUBJECT,

q~.ro-G ~ BUREAU OF SUPPLY BULIETill NO. 21 15 July 1944

It is one or the responsibilities or the Office of Regional Liaison to keep a canplete record of all materials which pass rran headquarters to the European Regional Office.

Jriy employee of the Bureau of Supply who is travelling to London must consequently advise the Office of Regional Liaison of any documents which he takes with him., unless those materials are of a personal nature or are of a nature which would ordine.rily not require clearance and recording by the Office of Regional Liaison.

rl&v7/W~ ~Deputy Director General

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441726

•, UNITED NATIONS RELIEF AND REHABILITATION ADMINISTRATION

BUREAU OF SUPPIX BUllETIN NO. 23 5 September 1944

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SUBJECTr Acting Deouty Director General

Karl Borders is designated Acting Deputy Director General

during the period of the Second Session of the Council at

Montreal which convenes 15 September. Y.r. Weintraub and I

will both be in attendance at the meeting.

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l\~ t . I ~l-,,-J~ Deputy Director General

UNITED NATIONS BUREAU OF SUPPLY BULLETIN NO. 24 8 September 1944

. RELIEF AND REHABILITATION ~ ADMINIS'l'HATION

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SUBJECT: UNRP..A Section on Historial Records

General Bulletin No., 64 announces the establishment bf a Section on Historical Records in the Secretariat and re­quests the cooperation of all employees of UNRRA in sup .... plying the Historical Records Section with data.

Dick Funkhouser is hereby assigned the responsibility of assembling information for transmission to the Historical Records Section frotn the Bureau of Supply~ Each Division and Branch of the Bureau should submit to Wir . Funkhouser memoranda of especially :important conversations, summaries of conferences, etc. for this purpose.

UNITED NATIONS ~ RELIEF AND REHABILITATION

ADMINISTRATION

. l:&11'11/(JJJ BUREAU OF SUPPLY BULLETIN NO. 25 g ~ q 7

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11 November 1944 ~

SUBJECT: Personnel

Mr . Lawrence Myers has entered on duty as Chief of the

Division of Clothing,Textiles and Footwear in the $ureau

of Supply. Mr . ~.,zy-ers is replacing N.r . Abe Hackman, who

has transferred to the Italian Mission;

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Deputy Director General

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UNITED NATIONS U.N.R.R.A. (_R_EG_Y.) BUREAU OF SUPPLY RELIEF AND REHABILITATION -------- BULLETIN NO. 26 .-... __ ___ .ADMINISTRATION 4 December 1944

' ··, ···: fttsBMCf~ ( 4E~tabllshrient or a. Working Fund with FEA

·Attached are copies of correspondence between the Director

General and .Mr. Leo T. Crowley, Administrator of the

Foreign Economic Administration., regarding the establish­

ment of a working fund for UNRRA procurement of u. s .•

supplies lo'catedl outside of the United States. I

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I \ ~ \ , \;·\A,,J)~ Deputy Director General

Attachments

Mr. Leo T. Crowley _ Administrator Foreign Economic Administration Washington 25, n. c. Dear Mr. Crowley:

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280Ec 1s44~== .

L U.N.R.R.A. (REGt.J j

--4 October 1944

The United Nations Relief and Rehabilitation Administration in connec".., ir.Jr with its operation of camps in the Middle East has found it necessary t.o request the transfer of certs-in supplies owned by u. s. Government agnn-• cies - the u. S. Military or the Foreign Economic Administration - located in the gen~ral area.

It is contemplated that when operations coounence in liberated areas, ther e will be a _continuing need for an arrangement which would enable this AG­ministration to draw on .the stocks of the United States in such areas or adjacent areas. It is desirable, therefore, that a proc~dure be agreed upon which will facilitate the transfer of such supplies to UNRRA, and the value of the supplies will be treated as part of thP United States contribution to UNRRA. There are several alternative methods which m::.gnt. be followed in the handling of these transactions from a financial stlmd­point. This matter has been discussed with sane of the members of your staff, and we now subnit the follc,wing proposal:

F'EA has already provided UNRRA with funds in the initial amount of $250,000 in order that this Administration may procure small items of sup ... ply within the tmited States where the quantities arP too small to warrant the expense resulting fran the required Federal procedure in effecting pur­chases of large quantities of supply. This amount was advanced from t.he portion of the tmited States contribution for procurement within the United States and not from the convertible currency.

We are proposing that you establish an additional fund for the purpose of reimbursing u. s. Government agencies for the sale to UNRRA of sup­plies owned by the thited States, physically located outside of the United States. It is further suggested that this fund be initially established in the sum of $5,0001 000 and that additional amounts be paid over to UNR.RA upon our request as the need therefor arises.

Mr. Leo T. Crowley -2-

This plan is simple and direct and would enable both of our respective offices to maintain adequate accounting controls over our transactions wherever they may occur. Arrangements can be rrw.de to reimburse the appropriate u. s. agency at the place and at the time the transaction~ occurs.

We are presently facing the problem in connection with the furnishing of supplies for the Phillippeville Camp, responsibility for which is being assumed by UNRRA effective l October 1944. The u. s. military authorities have agreed to provide certain necessary supplies for the operation of this camp to 1 January 1945, and arrangements should be made as soon as possible for the reiobursement to these authorities for the value of the supplies furnishe~.

It would be ♦ery much appreciated, therefore, if this proposal could be given your consideration at an early date.

Sincere+y yours,

/s/ Herbert H. Lehman

Herbert H. Lehman Director General

FOREIGN ECONCMIC A.DMIN!STRATION OFFICE OF THE ADMIN!STRATOR

WASHINGTON 251 D. Ce

November 20, 1944

Honorable Herbert H. Lehman Director General United Nations Relief and

Rehabilitation Administration Washington 25, D. c. My dear Mr. L:lhman:

This is with reference to your letter of October 4, 1944 in w~ich it is requested that a working fund of $51 000,000 be established for the purpose of reimbursing United States Government agencies for the sale to UNRRA of supplies which are physically located outside the United States. This request contemplates that arra~g81'!lents will be made to reimburse the appropriate United States agency at the place and at the time the transactions occurs.

This Administration approves the establishment of a working fund to meet what we feel will be a continuing need for an arrangement which would enable your Administration to draw in moderate quantities, in an emergency or as a matter of expediency, on the stocks of the United States in liberated areas or adjacent areas.

In view of the fact that this fund is advanced frcm that portion of the United States contribution which is for procurement from United States sources and not from the convertable currency or 11fre€\ fund'­portion, you are authorized to use this fund to purchase the said u.s. Government-owned supplies outside the United States only where such procurement does not exceed, in each instance, the sum of $51 000. An exception to this limitation of $51 000 may be pennitted in those in­stances where an increased amount is needed to complete a progrrun nnd prior approval of the Foreign Economic Administration is obtained for such proourElilent. Further, FEA may itself recommend that UNRRA pr:ooure United States stocks abroad directly from this fund in specific in­stances if the circumstances warrant such action.

In addition to the above, where a transf~r of supplies in excess of $51000 is involved and it is feasible for re:imbursement to the u. s. agency to be made in Washington, such reimbursement is to be made from allocations made by FEA directly to such agency and would involve the processing of a regular UNRRA Request to Supply. Since the above arrangements would reduce the immediate need for as large a fun~ as proposed, it is my recanmendation that $250,000 be promptly allocated to your agency for this purpose. It is anticipated that the allocation of additional sums for this purpose will be made as the need arises.

2 - Herbert H. Lehman

Since it is felt that there are much broader problems involved in con­cluding ~rrangements which would ebable UNRRA to draw, on a large sc~le basis, on the stocks of the United·- states located overseas, your il!J.­mediate needs should be taken care of by the working fund which has been suggested a.nd our res.pective offices should continue in their present efforts on the bn,ader problems.

Representatives of the UNRRA Bureau of Finance and Administration and Bureau of Supply, in conference with FEA representatives on November 15, 1944, have eh-pressed their approval of the above arrangements.

Upon receipt of your concurrence in the aforemention~d working fund plan, this office will release an allocation in the amount of $250,000. Reports similar to those to be supplied pursuant to UNRRA Allocation No. 2 will be required by this agency.

Sincerely yours,

/s/ Leo T. Crowley

IEO T. OROWIBY Administrator

__ ..,,

UNITED NATIONS JIBLIEF AND REHABILITATION

11\DMINISTRATION

A BUREAU OF SUPPLY BULLETIN NO. 27 S3'/S 5 January 1945~ A63/I

266

SUBJECT: Personnel

Effective immediately, Mr. I. v. Sollins is designated as

Acting Chief of the Medical and Sanitation Supplies Divfsion,

Bureau of Supply. All questions concerning medical and

sanitation supplies appropriate for action by the Bureau

of Supply :mould be referred to Mr. Sollins for his attention.

This Bulletin supercedes Bureau of Supply Bulletin No. 4,

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( / . ~ ' ) I .l..-- \ . I ; I , -t -7 \·· ~--'1-.. ?,,v.,.'<- .. · •✓• -v.:--1 -1 .,.

Depuly Direct~r General

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' UHITED NATIONS Rc::LI3F' Al'JD REHABILITATION AD};JNISTHATION

rlJJ, 1• ti BUREAU OF SUPPLY ,.__~ .)~to :SULIBTIN NO. 35

p..t- . 1 OCTOBER 1945

SUBJECT : 1,ppoinWJ.ents of Jibraham s . Boykoff as Chief 0£ Country Prograns Division, and ' "'l Taylor as Chief of

Clothing , Te:diles and Foot, ear Division .

Zffect.ive ir.unediatel:r, rr . 1,brah:J.ID s . Boykoff is assigned the responsibilities of Chief of the Country Progr3.lr.s Division , Bureau of Supply, replacing Mr . :ii . Ronald W;:·lkcr, v1.rhc hc.s resigmd to nccept 2 µcsition as Charge ' d 1 Affo.ires .for th0 :.ustro.lirm GovcrrunEmt in Fnris .

r,;r . Ton T2.ylor iG illnediakl;r assigned the responsibilities of Chit>f of the ~ ctliin;;, Textiles and Footwe.'.:.r Div:Lsi?n, replacing L:r . Boykoff .

-- r

458160

OfY\ \\

UNITED NATIONS RELIEF AND REHABILITATION ADMINISTitATION

1881 BUREAU OF SUPPLY BULLBTIN NO. 36 18 CCTOBER 1945

SUBJECT: Designation of Rolf Nugent as Deputy Chief, Bureau of Supply

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Mr . Rolf Nuge:>nt has been designated Deputy Chief of the Bureau of Supply at Headquarters to assume leadership in a staff capacity within the Bureau with respect to over-all policy on planning, programming and reporting activities of the Bureau . Specifically Mr. Nugent will concern himself with problems of equitable distribution of mntRA 's available resources, making sure that the full range of economic problems affecting supply arf' properly reflected in supply programs and sup_;::ily policies, and with such othf>r related problems as may be assigned to hirn fron tirr1e to timF by the Chief of the Bureau .

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