Aid and aid work

Warning: serious business in a very silly disguise ahead.

You will of course remember that logistics is all about the five rights: getting the right goods, in the right quantity, to the right location, at the right time, at the right price. (And if you don’t, you could read all about it in my March article on the five rights.)

But now imagine the following scenario (perhaps a bit too literally a scenario, but please humour me).

You are the logistics coordinator for a nutritional NGO in the Kingdom of Far Far Away. After a rather nasty little conflict about a swamp, large groups of displaced people have moved to the edges of the disputed area, where spontaneous IDP camps have appeared. As there is hardly any food available there, levels of malnutrition rise alarmingly (and there there have even been some unconfirmed cases of cannibalism amongst one of the tribes, the Jinjabredmen). Your NGO has decided to intervene and you are tasked with finding sufficient amounts of the local staple, faerivloss.

You have two possible sources for the faerivloss:

  1. You can buy it in the capital for about 200,000 shrec/MT (about $800/MT). Transport by local truck (affectionately called ‘donkeys’ because of their usually greyish colour, their ability to where even stallions can’t, and their drivers’ propensity for Eddie Murphy impersonations) will cost you an additional 30,000 shrec/MT.
  2. You can get the faerivloss for free from the local sub-office of WFG (the World’s Fairy Godmother) who just received an enormous donation of the food from the Republic of Dizneeland (halfway across the globe). The donation is sitting in warehouses in the main harbour, but the government of Dizneeland offers to transport it for free to the IDP camps using a number of MH-53E Sea Dragon helicopters, stationed on a carrier just of the coast.

Not a difficult choice, isn’t it? Both options give you the right goods, in the right quantity, at the right location, at the right time; but the donation gives it to you for a price that is much righter than the locally bought goods. So you quickly fill in the WFG requisition forms and go off for a beer.

A couple of years later, you return to Far Far Away as part of your organisation’s emergency team. Although the IDP’s have all returned home after the resolution of the conflict and the accession of the new king (as the result of the unfortunate anuration of the old one), the region again is in the grip of a famine, and you quickly find out why: after the importation of massive amount of free faerivloss, the price on the local markets collapsed and the local farmers were forced of their land (and have moved to giant slums in the capital, where they joined the former donkey drivers, who now try to make a precarious living by driving taxis or, if they are lucky, work as drivers for the numerous NGOs that have made their base there). Most of the land lies fallow, and there will be no faerivloss harvested for the second year in a row. Complicating matters is that the local harbour is rendered largely unusable due to a number of very destructive hurricanes – probably the result of global warming.

Suddenly you get a sinking feeling in your stomach; similar to what you felt when, as a five-year-old, you pulled the tail of what you thought was the neighbour’s cat, but turned out to be some strange feline wearing boots and a rapier, speaking Spanish-accented English.

Of course, in reality our decisions will normally not have such dramatic consequences – but each of our decisions could have smaller but still noticeable negative consequences. When you import goods from overseas, you will have an impact on the local economy, and transport will have an impact on the global environment. And, of course, the fact that your NGO does not need to pay for the donated goods or their transport, does not mean that those costs have not been incurred.

Normally it is not up to us logisticians to make the decision whether we would forego a possible advantage for our organisation, based on wider-ranging considerations like climate change or economic consequences. However, it is up to us to make the people who do take these decisions aware of the possible consequences of our logistical choices, and ensure that they know that there is more than just the one option.

{

Continue Reading 4 comments }Aid and aid work, Logistics, The light(er) side

Humourless links for 4 November 2009

by Michael Keizer on November 4, 2009

{

Continue Reading 0 comments }Aid and aid work, Logistics

Latest job opportunities (2 November 2009)

by Michael Keizer on November 2, 2009

{

Continue Reading 0 comments }Aid and aid work, Logistics

Poster for vaccination against smallpox.Logistics is so often an afterthought.

All you programme managers, country directors, and other people managing aid programmes out there: how often do you integrate logistics planning into your planning from day 1 of your design phase? (And if any of you say: “always”, please let me know when you need an experienced logistics manager – I would just so love to work for you. Not that I would believe you, of course, unless you are a logistician by background yourself – and even then I would be sceptical.)

An old post by Diane Bennett on the Aid Watch blog tells a cautionary tale of what happens when you don’t integrate logistics into your planning. It is a seven-year history of how a lack of logistics planning caused thousands of deaths in remote South Sudan; not because the logistics weren’t thought of, but because they weren’t integrated into the programme from the start.

A medical NGO who wants to support a vaccination will have to take into account how to get the vaccines on the spot – and finding out much later that “… vaccines were available … at a regional distribution center, a $5000 air charter flight away” is too late. If UNICEF and WHO want to ensure vaccination on the spot, they will also need to ensure transportation to it, and possibly refrigeration there. All these should be planned from the start, because this tale clearly demonstrates how taking logistics on at a later stage will only lead to disaster.

But possibly the biggest issue here is that none of the three organisations involved really did their homework. Measles vaccines are fairly heat tolerant. If they would have been transported to the site in a cold box, and then used within a couple of days or even weeks (depending on the ambient temperature), no refrigeration at all would have been necessary. This technique, known as the ‘fast chain’, has been in use for some time and is endorsed by WHO; but apparently nobody managed include this in the planning.

The tale shows only one thing: include logistics and logisticians in your planning from the start, and you will sleep a lot better at night. And don’t we all want that?

{

Continue Reading 0 comments }Aid and aid work, Logistics, Public health

Latest job opportunities (21 June 2009)

by Michael Keizer on June 22, 2009

{

Continue Reading 1 comment }Aid and aid work, Logistics

H1N1: Logistics during a pandemic (3)

by Jurgen Hulst on June 12, 2009

So it’s a pandemic, now what? Let’s assume you’ve read through Michael’s post on contingency planning and his follow-up ‘the logistics of swine flu aid’ and your organisation has updated their pandemic preparedness plans, or is in the process of doing so now. Did you think of everything?

meeting counterparts in protective suits

Meeting counterparts. Source: A.Cook

Let’s take another look at your;

  • Supply chain
  • Staff protection
  • Programme operations

Supply chain and border crossings

Contingency planning done at country level with UN PIC and governments suggests an increased role of national military and police in case of a pandemic outbreak when national services and infrastructure will be impacted.

A high level of staff absenteeism (30% or higher) will extend to your suppliers; make sure to include them in your plans. Will your logistics staff and your shipping agent and main transporter be able to handle customs clearance and possible extra measures for quarantine and maintaining security of supplies? Do they know how to handle cold chain & clearance procedures for medicines & vaccines, which may be needed during a pandemic?

Staff protection

You’ve considered protective equipment for your staff who will be in contact with influenza patients (either at work or at home) and may have purchased particulate face masks, gloves and hand washing gel, maybe even Tyvek protection suits if you’re with a medical organisation.

Did you consider training for protective measures? A pandemic logistics simulation training P2LX in Nov.2008, found that a major part of using protective equipment is learning how to assess the level of risk and deciding when to use it. And: You learn by doing it, not by reading about it. Secondly, the protection of this type of equipment is only effective when used properly.

Programme operations

You went through the four steps as recommended in this earlier post ; prioritise your logistics, sensitivity analysis, contingency planning and communication.

Your contingency planning answered the important question: How will your programme operations adapt to a national pandemic situation, with significantly less human resources and an increased strain on the supply chain?

Does your pandemic preparedness plan extend to your offices at field level? And does it include your local implementing partners? If not, perhaps now is the time to sit down with your partners at field level to discuss their role and activities.

Take note that staff protection will also affect them. How will they deal with it when your staff has all the protective gear and they don’t? Things could get ugly.

In case you are with a medical organisation, did you consider the additional requirements or shift of focus of your programme if you’re suddenly confronted with a surge in influenza patients and deteriorating local healthcare services?

Conclusion

Now that H1N1 has spread globally and a pandemic has been officially declared a possibility is that we will continue to see a gradual increase in cases, until a larger local outbreak happens in a particular region or perhaps your country.

To maintain the key activities of your programme in the field during an outbreak, the basic principle of the supply chain still applies: the chain is only as strong as its weakest link. Your programme operations will only continue successfully if you have looked beyond your own organisation and included suppliers and local implementing partners in your planning, communication and training.
(Guestpost by Jurgen Hulst, @NFIguy)

Prepared? Source: UN Pandemic Influenza Contingency (PIC)

Preparedness. Source: UN PIC - OCHA

{

Continue Reading 2 comments }Aid and aid work, Logistics

Latest job opportunities (2 June 2009)

by Michael Keizer on June 3, 2009

{

Continue Reading 0 comments }Aid and aid work, Logistics

How to organise a distribution in six easy steps

by Michael Keizer on June 2, 2009

"Electronic red megaphone on stand" by Adamantios @ WikimediaChasing’ Carly writes about how a distribution went rather wrong, under the title Crowd Control. So how should you organise a distribution?

  1. Make sure that the recipients know in advance when and how the distribution will be organised. In Carly’s case, probably the right time to do so would have been when the coupons were handed out, the day before.
  2. Make sure that the goods are there when promised, and make sure you have enough. Nothing will incite a riot as handily as handing out goodies to the first half of the crowd and then tell the other half they will have to go back home empty-handed.
  3. Make sure your distribution area is well prepared. As Carly observes, nobody likes to stand in the sun (or rain, or driving wind) for long periods of time, so make sure there are shelters; use rope and posts to demarcate corridors for lines; prepare signs for the various queues; make sure that you have communication equipment (a.k.a. a megaphone or bullroarer); ensure water, sanitation, and where appropriate, food are available; etcetera, etcetera. If you start thinking about this on the day itself, you are definitely too late.
  4. Make sure that your registration system is prepared. I will write more about this at some time in the future (thank you, Rob Stephenson, for giving me some serious food for thought on the subject).
  5. Make sure that you have crowd control systems in place. Have ‘crowd controllers’ in situ several hours before the distribution starts. Ensure that they are clearly recognisable. Have authority figures from the community (elders, church leaders, whatever works in the context you are in) assist them by bolstering their clout and by defusing possible conflicts. Make sure that everybody knows what to do when things get really ugly (basically: run).
  6. Make sure that you have logistics back-up capacity. Have one or more people with some logistics experience at the ready who are not directly involved in the distribution itself, and who can jump in when logistics (for whatever reason) breaks down. Ensure that they have sufficient extra materials (rope, plastic sheeting, water, duct tape, spare megaphone, etcetera, etcetera) to be effective.

And a bonus step: don’t call in the cavalry unless lives are in danger. In most aid contexts, it is a sure-fire way to lose cooperation.

A little exercise for the reader: why is the title of Carly’s post incorrect? (I suspect it is on purpose – a more descriptive title would probably draw far fewer readers.)

{

Continue Reading 5 comments }Aid and aid work, Logistics

The job search: a rant

by Michael Keizer on May 31, 2009

'Thighs' by XKCD

The regular logistics job postings on A Humourless Lot always draw a predictable amount of steady attention. Obviously, none of them gets as much attention as, say, the post on pandemic contingency planning, but if you add them all up, they are responsible for a large chunk of traffic on the site. I think it is safe to say that there are quite a number of people out there looking for a (new) job in logistics for health and aid.

I think it is also clear that there are quite a number of organisations that are desperately short of qualified, experienced staff. So why on earth do they make it so difficult for people to find their vacancies?

Some of the worst practices I have seen over the last couple of months:

  • Posting vacancies late (less than a week before closing). In one case I even saw a vacancy being posted on ReliefWeb after the closing date[1] .
  • Posting incomplete vacancies: no submission details, no person to contact for further information, nothing about the further process, incomplete or missing requirements or even details of job content… the list is endless.
  • Spelling mistakes that make finding jobs a lot more difficult. One ‘interesting’ example was how Goal Ireland managed to consistently spell ‘logistics’ as ‘logisitics’ in the titles and descriptions of a whole slew of their vacancy postings – so if anybody had searched for ‘logistics’ vacancies on their site, they would never have found them.
  • Posting vacancies that are not really vacancies. We all know them: those job openings for which the ideal candidate is actually already selected, and are only posted for form’s (or internal regulations’) sake. Don’t do it: the word will go around, and your next opening will not get candidates from the people in the know, who will all have heard about your despicable behaviour, but from the poor newbies who haven’t heard – exactly the people who you want to apply for you high-level logistics management position, right?
  • Only posting on your own site. You think that everybody has the opportunity to go and make regular visits to every single site? Be smart: post your job openings on the main inter-agency sites.

So next time when you complain about the lack of qualified candidates for your logistics positions, just first look at your own job publication practices

Footnote

Back to post [1] That particular posting was later removed. A pity, I would have loved to name and shame.

{

Continue Reading 4 comments }Aid and aid work, Logistics

Latest job opportunities (30 May 2009)

by Michael Keizer on May 31, 2009

{

Continue Reading 0 comments }Aid and aid work, Logistics