Session 10.8. Logistics in Emergencies

UNHCR/e-Centre/InterWorks - Emergency Management Training 10.8.1.

Session 10.8.Session 10.8. Logistics in Logistics in EmergenciesEmergencies

UNHCR/e-Centre/InterWorks - Emergency Management Training

2

Objectives of an Emergency Relief Objectives of an Emergency Relief Logistics SystemLogistics System

“…“…to deliver the appropriate to deliver the appropriate supplies in good condition, in the supplies in good condition, in the quantities required, to the right quantities required, to the right places, to the people who need places, to the people who need them on time.”them on time.”

AA BB


The Flow of Transport & GoodsThe Flow of Transport & Goods

The logistics chain

Port ofentry Primary

warehouseForwardwarehouse

Terminalstorage

Handling Longhaul

Shorthaul

ORIGINDISTRI-BUTION


Typical Logistics SystemTypical Logistics System

CAPITAL

LOCALAIRFIELDREGIONAL

WAREHOUSE

LOCALWAREHOUSE

LOCALWAREHOUSE

CENTRALWAREHOUSE

LOCALWAREHOUSE

SEA

PORT OFENTRY


To Extended Delivery Point

To DistributionAgent

To Beneficiaries

??

??

??

Control/ResponsibilityControl/Responsibility


WFP/UNHCR MOU, MAR 97

KEY POINTS

TENSIONPOINTS

WFP delivers to and manages Extended Delivery Points (EDPs)

WFP responsible for food for all populations of concern over 5,000

UNHCR is responsible for delivery from EDPs and ultimate distribution

Agreement on numbers

Timing of stocktaking from EDP, reserve stocks

Agreement on numbers, accountability for food used


Logistics: Logistics: Linked SystemsLinked Systems OperationsOperations ProcurementProcurement Commodity clearanceCommodity clearance Storage & handlingStorage & handling Transport control: scheduling, fleet management, driver Transport control: scheduling, fleet management, driver

control, fuel managementcontrol, fuel management Commodity control:scheduling, tracking,accountingCommodity control:scheduling, tracking,accounting Terminal distribution managementTerminal distribution management Support:Support: Administration: personnel, security,communicationsAdministration: personnel, security,communications FinanceFinance Vehicle and equipment maintenance and repairVehicle and equipment maintenance and repair


““The level of controlThe level of controlis a function of theis a function of thevalue and importancevalue and importanceof the goods.”of the goods.”

Controlling & MonitoringControlling & Monitoring


Keep adequate buffer stocksKeep adequate buffer stocks

Reduce the number of stops and transfersReduce the number of stops and transfers

Consolidate facilitiesConsolidate facilities

Unify the systemUnify the system

Create redundancy in transportCreate redundancy in transport

Define the area of operationDefine the area of operation

Standardize the equipmentStandardize the equipment

Make small, manageable shipmentsMake small, manageable shipments

A few guidelines...A few guidelines...


Exercise - LogisticaExercise - Logistica

Eastia

Nordia

A

B

C

Cap City

Regional Warehouse

LEGENDAirportSeaportWarehouse

BorderRoadRailroad

MountainsBridgeRiver

Portown

Logistica


Making It WorkMaking It Work Start with a detailed commodity management Start with a detailed commodity management

planplan

Review the plan with authorities; get Review the plan with authorities; get agreement on proceduresagreement on procedures

Clear “departmental” responsibilities, however Clear “departmental” responsibilities, however small the operationsmall the operation

Establish comprehensive personnel Establish comprehensive personnel management proceduresmanagement procedures

Keep on fine-tuning once the system is workingKeep on fine-tuning once the system is working


Track amounts, location of items at every point Track amounts, location of items at every point in the supply chainin the supply chain

Assign responsibility for goods to individuals Assign responsibility for goods to individuals who are “held to account”who are “held to account”

Information for planning, scheduling, and Information for planning, scheduling, and statistical reportingstatistical reporting

Formal accounting reports to donorsFormal accounting reports to donors Where commodities areWhere commodities are Who received themWho received them How much was lostHow much was lost

Commodity Control SystemsCommodity Control Systems


Information System FunctionsInformation System Functions

Assisting assessmentAssisting assessment Tracking needsTracking needs Tracking local resourcesTracking local resources CoordinationCoordination Tracking international Tracking international

requests, pledges, and requests, pledges, and arrivalsarrivals

Others?Others?


Facilities & EquipmentFacilities & Equipment Logistics programs generally require:Logistics programs generally require:

offices and administrative equipmentoffices and administrative equipment warehousingwarehousing fuel stores and workshopsfuel stores and workshops vehicle parks and checkpointsvehicle parks and checkpoints personal; vehicles for staffpersonal; vehicles for staff truck fleets and specialized truck fleets and specialized

moving & handling equipmentmoving & handling equipment communications equipmentcommunications equipment accommodations for field accommodations for field

personnelpersonnel


Logistics & SecurityLogistics & Security

Support from national authoritiesSupport from national authorities

Regular pay Regular pay

Clearly defined, and monitored responsibilitiesClearly defined, and monitored responsibilities

Centralization of key facilitiesCentralization of key facilities

Controlled accessControlled access

All incidents documented in detailAll incidents documented in detail


More on SecurityMore on Security Use checkpoints to monitor movement and Use checkpoints to monitor movement and

provide overnight securityprovide overnight security

Give prior warning of all shipments by radioGive prior warning of all shipments by radio

Accounting procedures followed for every Accounting procedures followed for every shipmentshipment

Regular radio contact/visits to remote sitesRegular radio contact/visits to remote sites


Strengthening Local Infrastructure & Strengthening Local Infrastructure & InstitutionsInstitutions

Protect key resourcesProtect key resourcesfrom hazardsfrom hazards

Protect existing supply systemsProtect existing supply systems Ensure enoughEnsure enough

vehicles and staffvehicles and staffare availableare available

Ensure capacity at ports and airportsEnsure capacity at ports and airports Make arrangementsMake arrangements

for cash managementfor cash management


Transport ProblemsTransport Problems

Lack of standard equipment, vehicle typesLack of standard equipment, vehicle types

Difficulties with spare parts and tiresDifficulties with spare parts and tires

Inadequate on-board equipmentInadequate on-board equipment

Lack of driver disciplineLack of driver discipline

Dependence on local fuel sourcesDependence on local fuel sources


Problem AreasProblem Areas

Lack of authorityLack of authority

Lack of strategyLack of strategy

Lack of systems thinkingLack of systems thinking

Lack of information systems designLack of information systems design

Lack of political/environmental analysisLack of political/environmental analysis

Limited financial resources/controlLimited financial resources/control

Insufficient/delayed equipmentInsufficient/delayed equipment

Insufficient/delayed staffInsufficient/delayed staff


International InvolvementInternational Involvement

OCHA

CAREUNRWA

Session 10.8. Logistics in Emergencies

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