The Annexes


Annex 10: logistics and operations checklist and guidelines

Organising and supporting movement of people

  • Assign someone to co-ordinate deployment and international travel.

  • Get clarity from IHART about possible international deployment and travel requirements.

  • Get clarity about nature and length of deployment. Inquire about legal requirement such as work permit, tax system, entry requirements etc. if it is a long term deployment.

  • Establish communication with appropriate authorities e.g. immigration or home office who may issue or advise on visa.

  • Revise visitor pack with additional context specific information, e.g. credit card does not work, specific immunisation and health preparation.

Management of procurement, storage and supply

  • Determine procurement requirement immediately during assessment: specific items, quality, specification (be clear about government rules and regulations, seasonal dimension, risk factors).

  • Decide mode of procurement: maintain good documentation for audit in case of exceptional mode of procurement such as arbitrary selection, cash purchase, etc.

  • Prepare for customs clearance in the case of international procurement.

  • Preserve sample and verify quality once supplied.

  • Develop warehouse system, which should include security, safety and inventory.

Communication and IT

  • Determine requirements for communications equipment and set out an alternative plan if there is a threat to the existing system.

  • Purchase additional communications equipment, if necessary. Make sure that they are budgeted for in the donor proposal.

  • Prepare a list of staff of ActionAid and partners with their contact details; and circulate to all involved nationally and internationally in case of an emergency.

  • Ensure that ActionAid system is protected from possible attack by virus, spy wares and spam, which can severely harm emergency work e.g. meeting donors’ deadlines.

Management of vehicles and transportation

  • Organise adequate vehicle for the size of response.

  • Develop protocol of vehicle use and make sure everyone understand to avoid frustration.

  • Recruit additional drivers as part of staff welfare – in case they require long duty.

Setting up office

  • Rent adequate size of office for the needs – and consider convenience and security issues especially with women staff.

  • Decide about office requirements: space, IT support, storage, parking, generators, photocopy, phone line, satellite, water machines etc.

  • Assess security requirement: decide whether you recruit security or go for a company.

  • Consider safety issues if you’re setting up the office in earthquake-prone areas.

  • Negotiate with landlord about all the possible uses of the office and local regulation.

Handling of cash and banking

  • Carefully analyse the donor contracts in relation to the handling of cash.

  • Communicate with donors in advance if you can not comply with certain sections.

  • In case of new country, certain banks require a letter from CEO authorising the team leader of the operation to open and maintain the account. Collect this letter as soon you decide to open an account.

  • Quickly put together a policy and get approval about cash transactions including introducing a cash book.

  • Decide bank signatory in terms of nature of staff movement (Sri Lanka – any two of three/four). Alternative signing arrangement.

Security and repartitions

  • Assign a security monitoring team immediately after an emergency. In the case of a large scale operation in a highly insecure area, you may even decide to recruit a dedicated security officer. S/he can maintain liaise with other agencies, partners and government.

  • Make sure that national and international staff including partners are aware about security assessment

  • Design a security communication system and alternative contingency plan. Often single communication channels help to ensure that everyone receives the information.

  • Identify meeting points if security deteriorate.

  • ActionAid office can book alternative air ticket for repartition once security reaches a certain level.

  • Ensure that all staff use safety measures such as life jackets etc.

  • Make sure that all international staff have up-to-date insurance coverage (Roger Ying is the focal person for this). For new staff, initiate the process as soon as possible. It should be applicable for vehicles.