G. Logistics Section

The Logistics Coordinator manages and supervises logistical and aviation support to the DART; ensures the team receives supplies, equipment, and services; orders, receives, distributes, and tracks USG-donated relief commodities; and manages the DART vehicle fleet. The Logistics Coordinator reports directly to the Team Leader. The logistics position relies heavily on the support of the RMT Logistics Coordinator and the OFDA/W Logistics Office, which provide support and resources to the DART. Specific responsibilities of the Logistics Coordinator are described herein.

a. Predeparture

• Contact the Team Leader and receive a general briefing. In addition to the General Checklist for All DART Members in section E, discuss in-country logistical support needs to be communicated to USAID/Embassy. Develop DART logistics objectives.
• With the OFDA and RMT Logistics Officers:
  • Discuss DART logistics objectives.
  • Discuss the need for additional logistics staff in the field, and the duties of those team members.
  • Research/collect/conduct country-specific logistics assessments, including in-country resources.
  • Confirm status of stockpile supplies and procedures for supply requests.
  • Discuss the need for equipment and supplies to support the DART. Specify the weight, cubes, and number of pieces, and arrange for special handling requirements as needed.
  • Discuss the need for DART vehicles, and request transport if required.

b. In-Country

(1) Immediate Actions

• Define and acquire the immediate needs of the DART.
• Assess the affected country and other response organizations’ logistical abilities to manage the situation. Recommend USAID/OFDA assistance if appropriate, and review and recommend possible grants with the Team Leader and Planning Coordinator.
• Become familiar with local transport resources in person. Make local contacts with USAID/Embassy logistics officers, affected country officials, other assisting country teams, UN/PVOs/NGOs/IOs logistics officers, and transport companies. Investigate:
• Reputable agents.
• Airport, road, rail, and port conditions and access; airport/port operation procedures, capabilities, and conditions; landing/quay costs; unloading and loading support equipment available at airports and ports.
• Warehousing resources, conditions, availability, and cost.
• Trucking and rail capacity and resources; fuel availability; local road conditions.
• Security issues.
• Availability of qualified local personnel for logistical support.
• Vehicle maintenance options.
• USAID/Embassy capabilities, availability, and use of applicable transportation, storage, and supply resources.
• Government border and customs procedures and use of waivers for expediting receipt of goods.
• Establish an accountability and management system for relief commodities. The system could include receiving, storing, securing, transporting, and tracking distribution of commodities to final beneficiary desti-nation. This management system will be critical for reporting.
• Establish an accountability and management system for vehicles. The system will include vehicle setup and initial inspection, registration and insurance, maintenance provisions and tracking, and driver training. Also integral to vehicle management will be close team coordination with:
  • Communications Officer on communication equipment operations and monitoring.
  • Safety/Security Officer on driving rules andrestrictions.
  • Administrative Coordinator on establishment of maintenance contracts, driver hiring, and fueling arrangements.
  • Discuss procurement and contract procedures for transportation, storage, hiring of personnel, and vehicle maintenance with the Administrative Coordinator.
  • Oversee the establishment of an accountability and management system for team equipment and supplies. The system will likely include receiving, inventory, storing, checkout and turn-in procedures, tracking, and possibly training.
  • Establish a process for DART logistical support requests.
  • Set the logistics staff’s work schedules.
  • Oversee the preparation of the DART transportation plan. Submit to the planning function.
  • Evaluate the need for more personnel or resources to meet needs.

(2) Ongoing Actions

• Review resource requests with the Team Leader.
• Ensure that the distribution process gets relief supplies to appropriate recipients.
• Continuously assess and determine overall humanitarian community logistical situation. Recommend appropriate USAID assistance, and review and recommend possible grants with the Team Leader and Planning Coordinator.
• Coordinate transport, storage, distribution, and customs clearance of incoming shipments of emergency relief supplies, DART equipment, personnel, and vehicles.
• If UN Joint Logistics Center or other organized logistics units are present, stay closely connected and involved in operations and issues.
• Report current status on receipt and distribution of emergency relief supplies to DART Information Officer and RMT/OFDA Logistics as required.
• Review the need for replacement parts, equipment, and supplies. Provide information on stock levels and anticipated needs, and make requests through the chain of command. Coordinate this activity with other DART members and the OFDA/W Logistics Office as necessary.

c. Demobilization

• With the Administrative Coordinator, conclude all contracts (personnel and materials) and payments.
• Ensure that all equipment is accounted for. Finalize all necessary documentation for transfer of assets or return shipment to the United States, including completion of customs documents. Ensure that appropriate documentation is sent to OFDA/W.
• Collect and send appropriate continuity documentation to the OFDA/W Logistics Office.

The Fleet Manager manages the DART’s vehicle fleet. The Fleet Manager ensures vehicles are maintained and in good working order, maintains proper documentation, organizes dispatch and scheduling, provides driver training and supervision, and incorporates necessary safety and security precautions. The Fleet Manager reports directly to the DART Logistics Coordinator. Specific responsibilities of the Fleet Manager are outlined below and described in depth in the OFDA Fleet Manager Handbook, available on the DART Tools CD. The handbook can be obtained from the Operations Division of OFDA.

a. Predeparture

• With the DART Logistics Coordinator, identify DART vehicle requirements.
• With the OFDA and RMT Logistics Officers:
  • Research/collect/conduct country-specific assessments for operating conditions, security situation, appropriate vehicle types, specifications, and available resources.
  • Coordinate preparation and shipment of DART vehicles as required.
  • Gather necessary administrative forms that will be required in-country.

b. In-Country

(1) Immediate Actions

• Become familiar with local transport and vehicle maintenance resources in person. Make local contacts with UN/NGO logistics officers, USAID/Embassy logistics officers, maintenance companies, and others as appropriate. Confirm:
  • Reputable agents, road conditions and access, fuel availability, security issues, and vehicle maintenance options.
  • USAID/Embassy capabilities, availability, and use of applicable storage and supply resources.
  • Government driving laws and regulations, vehicle registration and insurance requirements, border and customs procedures, and use of waivers for expediting receipt of vehicles.
• Ensure that a reliable vehicle accountability and management system is in place. The system will include vehicle setup and initial inspection, registration and insurance, maintenance provisions and tracking, and driver training. Ensure close coordination with:
  • Communications Officer on clearance of communication equipment through customs and equipment operations and monitoring.
  • Safety/Security Officer on driving rules and restrictions.
  • Administrative Coordinator on maintenance contracts, hiring drivers, and fueling arrangements.
• Establish vehicle dispatch procedures.
• Establish vehicle recordkeeping procedures.

(2) Ongoing Actions

• Manage dispatch and schedule of vehicle usage.
• Conduct driver training.
• Coordinate vehicle requirements, ordering of spare parts, and regular and timely maintenance. Coordinate this activity with other DART members and the OFDA/W logistics team as necessary.
  • Monitor driver performance and the security situation. Make adjustments in routine accordingly.
  • Ensure upkeep of documentation recording vehicle usage and mileage, and maintenance and accident reports.

c. Demobilization

• With the Administrative Officer, conclude all contracts (personnel and materials) and payments.
• Ensure all equipment is accounted for. Finalize all necessary documentation for transfer of assets or return transport.
• Collect and send appropriate continuity documentation to the OFDA/W Logistics Office.