4.3 Managing logistics and supply activities over time

Activity Assessment phase Start-up phase Implementation phase Closure phase
Assets tracking
  • Identify the availability of assets that are currently available.
  • Establish databases and ensure items are registered as received.
  • Ensure assets are tracked as they move.
  • Track capital item movements.
  • Make a disposal plan for all assets.
  • Ensure donor/ internal policies for disposal are followed.
  • Determine logistics and supply requirement.
  • Determine existing CARE capacity and capability.
  • Determine available local capacity and capability.
  • Specify international national recruitment needs.
  • Provide staffing budget.
  • Finalise and agree job descriptions.
  • Recruit staff.
  • Induct and train staff as necessary.
  • Monitor staff performance and provide feedback.
  • Provide training and development as necessary.
  • Identify additional needs and recruit as necessary.
  • Plan staff’s contract termination or redeployment as the programme scales down.
  • Ensure contract termination processes and procedures comply with locals laws, etc.
Warehouse and inventory management
  • Determine storage and warehousing needs.
  • Identify available existing storage/ warehousing facilities/ material handling.
  • Identify opportunity of expansion.
  • Identify potential new sites.
  • Provide budget costs.
  • Select sites.
  • Negotiate and conclude contracts.
  • Carry out any essential works to customise to requirements.
  • Obtain material handling equipment and storage media.
  • Establish effective management control and reporting procedures.
  • Ensure buildings are well maintained and that any problems are dealt effectively with in terms of lease/ contracts.
  • Ensure that procedures are well implemented.
  • Carry out regular stock reviews and audits and ensure results are recorded.
  • Make plan for disposal of remaining stock, equipment ensuring donor/ internal policies for disposal are followed.
  • Ensure appropriate notice is given.
  • Do an exit inspection with landlords and owner.
Transport and distribution
  • Determine requirements for transport and distribution.
  • Identify any constraints on transport use.
  • Identify available transport resources.
  • Develop a distribution plan.
  • Provide budget costs.
  • Identify transporters, and evaluate capability and capacity to perform.
  • Put in place transport and distribution arrangements.
  • Establish effective transport/ distribution control and documentation systems.
  • Monitor performance of transporters.
  • Ensure procedures are properly implemented.
  • Ensure notice is given and final payments done in accordance with any contracts made.
  • Notify usual transporters of termination of the project.
Purchasing and supply
  • Identify local suppliers and assess their capability.
  • Check on import procedures.
  • Develop a purchasing plan: identify supply needs and system.
  • Establish an effective order management system.
  • Train staff, both logistics and users, in its use.
  • Make purchases in accordance with system and procedure.
  • Ensure procedures are effectively implemented.
  • Monitor performance of vendors and systems.
  • Identify problem areas and take remedial action where necessary.
  • Ensure all orders are closed and suppliers are paid.
  • Consolidate records for potential future audit or evaluation.
Vehicle management
  • Determine requirements for vehicles and their types.
  • Decide whether to hire or purchase.
  • Provide budget costs.
  • Arrange hire or purchase of vehicles.
  • Establish maintenance systems.
  • Establish usage and fuel monitoring systems.
  • Ensure procedures are effectively implemented.
  • Monitor result and check deviations from norm (e.g. excessive fuel consumption)


  • Plan and implement disposal/ reallocation of vehicles as per internal and donor policies.
  • Ensure any rental contracts are terminated correctly and final payments are made.
Comms and IT
  • Determine requirements for IT equipment/ services.
  • Assess internal capacity.
  • Check local regulations, licenses, etc.
  • Specify the additional capacity and technologies required.
  • Provide budget costs.
  • Obtain equipment and appropriate licenses, etc.
  • Install.
  • Train staff.
  • Ensure equipment is maintained, repaired and updated as necessary.
  • Plan and implement disposal/ reallocation of equipment as per donor/internal requirements.
  • Notify authorities concerning licenses, regulations, etc.




  • Identify performance measures for logistics activities on the project.
  • Provide input with budget cost, assumptions and possible constraints into the proposal process.
  • Establish system to regularly feed back order information to customers.
  • Establish system to feed back actual cost information to budget holders.
  • Ensure reporting processes established are followed and updated where necessary.
  • Provide ‘end of deployment’ report and input into project final reports on compliance with donor requirements.
Support to Security Management
  • Gather information on context and specific threats from UN, local authorities, partners and other NGOs.
  • Carry out threat and vulnerability analysis.
  • Develop security guidelines to minimise risks identified during assessment.
  • Continue information gathering for regular reviews of risk analysis.
  • Identify changes in risk level and alert management.
  • Continue information gathering and dissemination for reviews of risk analysis.
  • Identify changes in risk level/alert management.
  • Update security guidelines.
  • Ensure that there are no security lapses towards the end of the project.
  • Ensure no security gaps during handover of activities or equipment to partners or donors.