Session 10.8. Logistics in Emergencies

1. Session 10.8. Logistics in Emergencies UNHCR/e-Centre/InterWorks - Emergency Management Training

2. Objectives of an Emergency Relief Logistics System “…to deliver the appropriate supplies in good condition, in the quantities required, to the right places, to the people who need them on time.” A B UNHCR/e-Centre/InterWorks - Emergency Management Training

3. The Flow of Transport & Goods Port of entry Terminal storage DISTRI- BUTION ORIGIN Primary warehouse Forward warehouse Handling Short haul Long haul The logistics chain UNHCR/e-Centre/InterWorks - Emergency Management Training

4. LOCAL WAREHOUSE Typical Logistics System CENTRAL WAREHOUSE CAPITAL SEA LOCAL WAREHOUSE PORT OF ENTRY LOCAL AIRFIELD REGIONAL WAREHOUSE LOCAL WAREHOUSE UNHCR/e-Centre/InterWorks - Emergency Management Training

5. Control/Responsibility To Extended Delivery Point ? To Distribution Agent ? ? To Beneficiaries UNHCR/e-Centre/InterWorks - Emergency Management Training

6. WFP/UNHCR MOU, MAR 97 KEY POINTS TENSION POINTS WFP responsible for food for all populations of concern over 5,000 Agreement on numbers Timing of stocktaking from EDP, reserve stocks WFP delivers to and manages Extended Delivery Points (EDPs) Agreement on numbers, accountability for food used UNHCR is responsible for delivery from EDPs and ultimate distribution UNHCR/e-Centre/InterWorks - Emergency Management Training

7. Logistics: Linked Systems • Operations • Procurement • Commodity clearance • Storage & handling • Transport control: scheduling, fleet management, driver control, fuel management • Commodity control:scheduling, tracking,accounting • Terminal distribution management • Support: • Administration: personnel, security,communications • Finance • Vehicle and equipment maintenance and repair UNHCR/e-Centre/InterWorks - Emergency Management Training

8. Controlling & Monitoring “The level of controlis a function of thevalue and importanceof the goods.” UNHCR/e-Centre/InterWorks - Emergency Management Training

9. A few guidelines... • Keep adequate buffer stocks • Reduce the number of stops and transfers • Consolidate facilities • Unify the system • Create redundancy in transport • Define the area of operation • Standardize the equipment • Make small, manageable shipments UNHCR/e-Centre/InterWorks - Emergency Management Training

10. Nordia Exercise - Logistica A Cap City Regional Warehouse B C Portown Eastia Logistica LEGEND Airport Border Mountains Seaport Road Bridge Warehouse Railroad River UNHCR/e-Centre/InterWorks - Emergency Management Training

11. Making It Work • Start with a detailed commodity management plan • Review the plan with authorities; get agreement on procedures • Clear “departmental” responsibilities, however small the operation • Establish comprehensive personnel management procedures • Keep on fine-tuning once the system is working UNHCR/e-Centre/InterWorks - Emergency Management Training

12. Commodity Control Systems • Track amounts, location of items at every point in the supply chain • Assign responsibility for goods to individuals who are “held to account” • Information for planning, scheduling, and statistical reporting • Formal accounting reports to donors • Where commodities are • Who received them • How much was lost UNHCR/e-Centre/InterWorks - Emergency Management Training

13. Information System Functions • Assisting assessment • Tracking needs • Tracking local resources • Coordination • Tracking international requests, pledges, and arrivals • Others? UNHCR/e-Centre/InterWorks - Emergency Management Training

14. Facilities & Equipment • Logistics programs generally require: • offices and administrative equipment • warehousing • fuel stores and workshops • vehicle parks and checkpoints • personal; vehicles for staff • truck fleets and specialized moving & handling equipment • communications equipment • accommodations for field personnel UNHCR/e-Centre/InterWorks - Emergency Management Training

15. Logistics & Security • Support from national authorities • Regular pay • Clearly defined, and monitored responsibilities • Centralization of key facilities • Controlled access • All incidents documented in detail UNHCR/e-Centre/InterWorks - Emergency Management Training

16. More on Security • Use checkpoints to monitor movement and provide overnight security • Give prior warning of all shipments by radio • Accounting procedures followed for every shipment • Regular radio contact/visits to remote sites UNHCR/e-Centre/InterWorks - Emergency Management Training

17. Strengthening Local Infrastructure & Institutions • Protect key resourcesfrom hazards • Protect existing supply systems • Ensure enoughvehicles and staffare available • Ensure capacity at ports and airports • Make arrangementsfor cash management UNHCR/e-Centre/InterWorks - Emergency Management Training

18. Transport Problems • Lack of standard equipment, vehicle types • Difficulties with spare parts and tires • Inadequate on-board equipment • Lack of driver discipline • Dependence on local fuel sources UNHCR/e-Centre/InterWorks - Emergency Management Training

19. Problem Areas • Lack of authority • Lack of strategy • Lack of systems thinking • Lack of information systems design • Lack of political/environmental analysis • Limited financial resources/control • Insufficient/delayed equipment • Insufficient/delayed staff UNHCR/e-Centre/InterWorks - Emergency Management Training

20. International Involvement OCHA UNRWA CARE UNHCR/e-Centre/InterWorks - Emergency Management Training