It was developed as a handbook to accompany the Basic Logistics Training organized by the French Red Cross in collaboration with the Australian Red Cross in 6 National Societies in the Pacific, within the framework of a capacity building project funded by the European Commission is. The entire coaching staff of the Project with a special mention of Jan Bouwman, the project coordinator. The content should not in any way be taken to reflect the official opinion of the European Commission.
1 > The logistics chain in documents 2 > Checklist for goods receipt 3 > Checklist for dispatch of goods 4 > Checklist for distribution of goods 5 > Checklist for reporting. It makes the selection of topics easy and helps in the planning, budgeting and implementation of any program in disaster preparedness and disaster preparedness. Requesting replenishment because the actual inventory is approaching or below this minimum level is the responsibility of the person managing the inventory area.
The number of items per family depends on the size of the family and the specific needs identified in the needs assessment.
How?
Remember that logistics is not just about relief items!
This is valid also for other program materials
Just think about the
How? 05
Also consider
Storage area management
This also applies to
The sum of the volume of the empty spaces you can use for storage - Or total space for storage - volume of space already occupied. The same rules apply when using feet, yards and cubic yards. If a container is used for long-term storage, you must install it in a certain way to create optimal conditions for its maintenance and the relief items stored in it.
In any kind of warehouse
70% = storage space
30% = open space for ventilation, passage ways, handling and repacking
Cover these air openings on the exterior with home-made cast galvanized steel plates, welded about ¾ to prevent vertical and lateral water penetration. Build a roof (tent structure, tin roof, ...) preferably with an angle of 120° and fix it to the container. Make sure your roof is in good condition and that there is no water sitting on the roof of your container or warehouse.
The keys should be kept by the logistician, a volunteer logistician or the person responsible for the warehouse. Others must be accompanied by a logistics officer, a logistics volunteer or the person responsible for the warehouse.
How? 06
Who?
Why?
Remember that this logistics process is
The logistics chain in relief operations
How? 07
Major Rules of Running a Warehouse
Stock management
Storing goods
You can use shelves or racks or in your warehouse or container to facilitate the storage of smaller items. Where possible, stack goods on pallets and not directly on the floor to avoid contact with water. Make sure you have enough space for all your goods, calculate their volume as well as your warehouse capacity (see chapter 5).
Ensure that all goods are packed so that they are ready for immediate shipment. Donations of goods that do not comply with standards should be kept separate from aid items. Ventilate the storage area regularly, especially if you do not have an adequate ventilation system.
Check the quantity and quality of all incoming and outgoing goods before they are accepted or shipped. Always apply the FIFO rule: “first in – first out” unless newer goods are in worse condition than the old stock. Regularly carry out a physical inventory (inventory) and check the condition of the boxes and the goods.
If items such as cloths and blankets are damp or wet, hang them to dry and repack them.
Major causes of loss
Pest control
The logistics chain in documents (see also chapter 6) 08
Controlling stock movement: Receiving, sending and distributing goods
Checklist for receiving goods 08
Controlling stock movement
If you don’t have the documents with you?
You make one up!
Receiving, sending and distributing goods
Transport companies have their own Waybills
The document may look very different, but the
Checklist for distributing & reporting goods 08
Checklist for sending goods
How? 09
The Requisition
Clear
You cannot expect to receive the goods within 24 hours if you are on a remote island. If you don't know them, you can ask logistics and finance to help you with this. If approval is given over the phone, write the date and name of the person who authorized the handling of the request on the Requisition and have the document signed later.
When you receive a request and you are not sure what is being requested, clarify this with the person making the request. See below the explanations of the completed Application, which can be found on the next page. Rumbuso Island is part of Sinapai Province, where the Buraco Red Cross has a branch with ERT volunteers and a container with relief items.
The request was approved by all the necessary people, which allowed the logistics department to start organizing the shipment. The log department must ship the items by boat to Toro and deliver them to the elementary school with labels on the boxes and protected from water damage. It has been decided that the goods will be shipped directly from the Sinapai branch as they have the items in a container.
The Requisition is then given to Julie Davis, the logistics officer of the Sinapai branch, so that she can arrange the shipment. The date you wish to receive the goods and the means of transport you propose to use. If you don't know the exact code, ask logistics or leave it open (locally sourced items usually don't have this code).
How? How?
Make sure you enter the claim number on the waybill that authorizes the shipment.
The Waybill
Good to know
On the Waybill you rather count in boxes,
This makes counting easier and quicker!
See below the explanation of the completed consignment note that you will find on the next page. She made sure she had all the requested items in her warehouse and searched for a suitable means of transportation. She organized the transport at the request of John Doe and his relief team in the village of Toro.
She loaded the boat, filled out the bill of lading and signed for Steven Beck, the boat captain. Julie kept the yellow copy and gave the other 3 to Steven who left around 12h. Before signing the 3 copies in Toro Village, John wrote on the bill of lading that 1 kitchen set was lost and 2 hygiene sets were damaged in transit.
Steven will not be paid for his services by Julie until he presents the bill of lading signed by John.
The Goods Received Note (GRN)
The Goods Received Note (GRN)
IFRC or donors might request the
Wool blankets from ARC and the same wool blankets from IFRC each have a different Stock card. Rice expiring in July is on a different stock card than rice expiring in August. In case you receive an identical item from the same donor, you can add this new quantity to the already existing Stock Card.
Stock cards may not be destroyed, even if the stock of a particular item is depleted. If your Stock Card is full for a specific item, but you still have those items, you draw a new Stock Card with the same number to continue.
The Stock Card
Golden rule
Locally purchased items do not have this code, so in that case you can leave this space blank or create a code. A number is more specific and accurate, but you can also use the donor's name, as in the example. The unit of measure on the inventory card is always the smallest countable unit, so you know exactly how many items you have.
Each operation is written on a new line, even if they occur on the same day. Items damaged in transit do not need to be placed on the inventory cards. If, while taking a stock, the quantity on the stock card differs from what you counted, you must adjust the stock card to the actual quantity.
Pay attention ! On the Stock Card
You want to know how many cans you have, not how many boxes of cans.
On the Waybill and GRN you often consider
When your stock approaches or goes below this level, you must refill (see Chapter 4). Stock Card refers to the entire stock of a particular item, Bin Card only to the stack it is attached to. They are kept in the archives for future reference. Each bin card has a unique number.
The Bin Card
A stock card in her folder and a Bin card attached to a pallet of kitchen sets in a container. These documents show the history of what happened to the kitchen sets from the moment they arrived.
The Loss Card
The Loss Card is only used for goods already in the warehouse!
Information on damages that happened during transportation is
HQ will collect all physical inventory sheets and do 1 review of the entire stock in NS.
The Physical Inventory Sheet
How to conduct a thorough stock take
Julie, the logistics officer of the Sinapai branch, has just completed the first inventory of the year after the relief operation in Toro village. You can also insert your losses on this document, indicate it as one of the locations (see example).
The Stock Movement Report
Julie Davis, the logistics officer at the Sinapai branch, took all the information from her stock cards, waybills and GRNs and completed the stock movement report, making sure all the quantities on each of the documents matched. She sends both documents to headquarters to report on what she sent to the distribution point in Toro village as well as the current situation in her warehouse. John Doe, the relief team leader, will prepare the distribution report showing what he received in the village of Toro and distributed there.
HYGIENE SET (5 persons) KITCHEN SET (5 persons) CARPET, WOOL, DOUBLE PLY MOSQUITO NET, IMPREGNATED, DOUBLE BED. To illustrate how the documents are used and linked together, we use a concrete example of a disaster response. This platform has become an important tool for disaster preparedness in the region with its pre-positioned storage and intervention teams in health, Watsan and logistics/relief.
Currently, the French Red Cross also implements disaster risk reduction projects in New Caledonia, the Solomon Islands and Vanuatu. In the Pacific, the Australian Red Cross supports the International Federation and 11 Pacific National Societies with a wide range of activities including disaster management, climate change adaptation, HIV/AIDS awareness, organizational development, water and sanitation and many more. Their support for the Red Cross Movement in the Pacific and beyond has proven invaluable over the years.
The European Commission's Humanitarian Aid Department finances operations to help victims of natural disasters and conflicts outside the European Union.
