UNHRD will process the documentation necessary for inbound and outbound customs procedures at depot locations. Any incurred costs are the responsibility of the partner. UNHRD does not manage customs clearance for destination countries.
Each depot acknowledges receipt of a partner’s stocks via e-mail within 24 – 48 hours.
Incoming stocks should arrive pre-packaged in a manner suitable for rapid export. When the items delivered are not in line with the purchase order or when the packaging is not appropriate, the inspection report will include recommendations regarding actions to be taken.
Once goods are inspected they are immediately allocated to the appropriate storage location and and aligned with data in the Warehouse Management System.
Each depot has approximately 5000 m2 of indoor storage and 5000 m2 of outdoor storage. For exact figures at each depot, see our depots.
Handling as a standard service refers to handling of cargo within depot premises. Incoming cargo is offloaded at the time of delivery. Outbound cargo is prepared for loading upon receipt of a dispatch request.
Aside from routine duties, storekeepers regularly monitor perishable items and also carry out annual physical counts in December.
Upon receipt of cargo, minor packaging repairs may be undertaken before goods are stored (examples include damaged cartons, broken pallets, etc.).
Storage of drugs, including those under international control as well as those requiring cold chain, is free of charge. The management of drugs is a specific service and provided on a full cost recovery basis.
Upon receipt of a request, UNHRD will verify stock availability and liaise with all relevant parties to facilitate the loan/borrow process.
Upon request, UNHRD will submit a technical proposal providing the configuration and technical specifications of the most suitable packaging for any particular product. Examples include: bulk cargo which requires repackaging based upon material specifications such as medicines, vehicles, as well as ad- hoc packaging needs.
All stocks are registered in the UNHRD warehouse management system that is reflected in an online stock report. The online stock report provides a real time view of all stocks currently available and can be filtered according to item, organisation, and depot. It is available 24/7.
Drugs, including those under international control and requiring cold chain, are to be managed by a dedicated professional pharmacist who receives, inspects and stores the drugs in appropriate, temperature- controlled cells subject to cold chain. Those under international control should be registered according to the regulations of the relevant Ministry of Health.
The pharmacist will prepare appropriate packaging and relevant documentation for outbound deliveries.
Certified UNHRD staff will ensure that all dangerous goods have the proper documentation and that they are appropriately packaged for safe storage and handling. Labels containing information on the UN number (a unique substance identifier), class subsidiary risk and packing group to which the goods belong are applied/used.
UNHRD offers ground assistance for air operations. This service is carried out by HRD staff or local handling agents and includes coordination with airport authorities as well as administrative assistance to manage all the relevant communication and documentation (loading instructions, loading verification, etc.) In addition, cargo is prepared, transferred and loaded and assistance for runway operations is provided.
At a partner’s request, UNHRD will configure cargo for specific truck and/or container loads and take care of the full set of documentation and customs formalities.
Kits are assembled in a dedicated kitting area immediately after receipt of the individual components. Kitting is done in accordance with the given partner’s kitting instructions and kit composition. In the case of medical kits, kitting is be supervised by a pharmacist.
UNHRD will take care of repackaging goods that arrive at a warehouse with significant damage, providing a detailed list of associated costs to the partner (e.g., repackaging material and manpower). Upon the given partner’s approval, a pro-forma invoice is raised.
Partners can procure emergency relief items, support equipment and assets (i.e. vehicles) through UNHRD. The Network has established long-term agreements with a variety of suppliers globally that helps ensure the availability of items and speedy procurement. For specific items where we don’t have long-term agreements, we undertake a tender process that evaluates the specifications, quality, price and delivery time of the item.
UNHRD has long-term agreements (LTAs) in place for road and sea transport to most destinations, so there is no need for a dedicated tendering process. For destinations not covered by any existing LTA, a bid process is initiated. Aside from cost, level of service and other non-price variables (delivery date, transit time, access to required equipment, etc.) are considered when determining the most appropriate carrier.
Under the UNHRD TA umbrella, Partners can also request WFP air and land transport services as well as shipping services.
Should a partner request the refurbishment of 2nd hand assets, UNHRD will conduct the necessary research to identify the best offer based on pre-defined criteria. Once identified and approved by the partner, a pro-forma invoice is sent to the partner prior to beginning the work.
UNHRD follows the administrative rules of WFP for the disposal of damaged or unserviceable items, with each warehouse able to store damaged, contaminated, quarantined or expired items separately. A Local Property Survey Board is in place, which makes recommendations and, upon the given partner’s approval, a pro-forma invoice is raised.
The Rapid Response Team (RRT) is available for immediate deployment upon request. They provide technical assistance as well as training in areas such as camp installation, airport operations and warehouse management.
UNHRD conducts a yearly physical count free of charge. Upon request, Partners can have a physical count of their own stock at any time. The exercise is conducted by a formally-appointed Physical Inventory Count Team, who submit an official report of the results that are subsequently shared with the asking partner.
Vehicles maintenance is done on a monthly basis and checklist cards are updated accordingly.
In accordance with UNHRD Standard Operating Procedures (SOPs), Partners are to ensure that stocks delivered are wrapped and strapped in pallets in order to minimize offloading time.
If partners want to deliver stock in bulk, UNHRD will manually offload the items and then palletize them, providing all repackaging material needed (wooden pallet, carton boxes, strapping and wrapping material) for appropriate storage. Each pallet will be labelled with the relevant information (item name and quantity, Gross and Net Weight, volume, etc.) and branded as per Partner’s request.
The depots in Brindisi, Accra, Kuala Lumpur and Las Palmas are equipped with training facilities, each able to host classroom training and simulation exercises. In addition, UNHRD can facilitate specialized humanitarian operations training, emergency drills and other practical exercises for governments, UN agencies and NGOs.
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