special focus coordination meeting · logistics cluster south sudan inter-cluster coordination...
TRANSCRIPT
Air Operations
Special Focus Coordination Meeting
June 2019
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Agenda
• Overview
• General Information
• Cargo prioritization process
• Documents Required
• Packaging
• Receiving Flights
• Operational Efficiencies
• Review
• AOB/Discussion
LC COMMON LOGISTICS SERVICES SOUTH SUDAN
Road Transport Air Transport River TransportCommon Storage
Common Services are provided to fill recognised gaps in logistics in South Sudan.
Logistics Cluster helps organisations reach locations they can’t reach on their own.
Logistics Cluster DOES NOT REPLACE organisations’ own logistics!
Logistics Cluster services in South Sudan are offered on a free-to-user basis.
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Logistics Cluster
• Passengers & Light Cargo
• Cost Recovery
• Weekly Flight Schedule, charter pax flights,
medevacs
• Online booking system or Paper Booking
• Cargo Movement Request (CMR)
• Cargo Only
• Free-to-user
• LC determines daily flight plan based on
needs/requests
• Service Request Form (SRF)
GENERAL INFORMATION
Where does the Logistics Cluster fly?
• Air Operations are reserved for:o Locations not reachable by road or rivero Rapid missionso Extreme life-saving priorities
• Logistics Cluster does NOT fly cargo to where commercial options are available (Bentiu, Bor, Malakal, Rumbek, Wau, etc.)
• Logistics Cluster is not funded for refugee operations (Maban, Yida, etc.)
• Check latest Physical Access Constraints Map to determine which locations are accessible by road.
o This can change depending on season!
• In case of a new airstrip, contact Logistics Cluster.• When in doubt, contact Logistics Cluster.
Does the Logistics Cluster Prioritize Cargo?
NO!
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Organisation determines
location is priority
Organization takes this to the relevant cluster
Cluster coordinator raises at Needs Analysis
WG meeting
Needs Analysis WG makes recommendations on locations for priority
response scale up to ICCG
ICCG gives final determination on
priorities
Organisation plans response, Logistics
Cluster supports
Logistics Cluster South SudanInter-Cluster Coordination
Group (ICCG) Prioritization
System
Logistics Cluster still supports non-
priority locations but is mandated to
serve priority locations first.
COVID-19 CARGO IS A PRIORITY
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• Keep in mind:
o Even if a location is an ICCG Priority Location, the Logistics Cluster will still serve it in the MOST EFFICIENT WAY.
o Static responses and Non-Priority Locations will be served after Priority Locations.
o Priority and Non-Priority cargo request procedures are the same.
o When requesting cargo for a rapid response mission, let us know the dates of the mission IN ADVANCE.
Logistics Cluster South SudanInter-Cluster Coordination
Group (ICCG) Prioritization
System
Process of Logistics Cluster Air Operations
SRF Submitted
Necessary Clearances / Documents
Secured
Cargo is Packaged Properly
Cargo is Pre-positioned in Appropriate
LC Warehouse
Cargo is Reconciled Against SRF
Flight is Planned &
Organisation is Informed
Focal Points Follow
Instructions & Receive
Flight
Service Request Form
• Download the SRF & User Guidelines from
LC website.
• LC can support with SRF trainings if
necessary.
• The Logistics Cluster will review the SRF and
revert if issues.
• The Logistics Cluster will tell organisation to
pre-position the cargo in the appropriate
warehouse.
• If cargo is from a Core Pipeline, please send
Logistics Cluster the Release Order (RO).
• If cargo received at warehouse does not
match the SRF, LC will send a Reception
Report and require corrected SRF.
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Max Load in SS
8,000 kg / 8 MT
Range 1,112 km
Max Load in SS
3,500 kg / 3.5 MT
Range 610 km
MI-8DHC-5 Buffalo
Juba Hub: 1 Fixed-Wing Bor and Rumbek Hubs: 1 Helicopter in each location
The Logistics Cluster has three Air Ops hubs: Juba, Bor, & Rumbek.
Organisations to pre-position cargo in the appropriate hub based on LC direction.
Payloads based on destination, cargo, temperature, etc.
Logistics Cluster South Sudan AIR ASSETS
DOCUMENTS REQUIRED
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CLEARANCES REQUIRED
Item JBVMM/FSARelief and
Rehabilitation Commission (RRC)
Dangerous Goods FormCID - Criminal Investigation Department
DFCA - Drugs and Food Control Authority
Diesel X X X
Petrol X X X
Engine Oil X X X
Generator X X X X
Vehicles/ Boats/Motorbike/ Quadbike/Tractors/Machinery X X X X
Fire Extinguisher X
Chemicals (AL2(SO4)3, CL..) X
Car Batteries X
Telecoms Equipment (VSAT) X
Medications/Medical Supplies X
DOCUMENT REQUIREMENTSLogistics Cluster South Sudan
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• Organisations experiencing delays in obtaining JBVMM, RRC, or CID clearances, and/or experiencing any other bureaucratic impediments are requested to contact:
o OCHA ([email protected]) &
o NGO Forum ([email protected])
• Covid-19 has delayed RRC clearances—Logistics Cluster is working with RRC to reduce bottleneck.
CLEARANCESLogistics Cluster South Sudan
Cargo Description
• UN ID
• NAME
• CLASIFICATION
• PACKING INFO
SHIPPER’S INFORMATION
RECIPIENT’S INFORMATION
DISPATCH AIRPORT
DESTINATION AIRPORT
SPECIAL HANDLING SECTION
SIGNATURE & STAMP
Radioactivity
Dangerous Goods Form
PACKAGING
Packaging requirements: Fuel• Diesel—metal drums, 200 L max• Petrol—metal drums, 60 L max (container can be
bigger than 60 L)• Not leaking• Not rusted or corroded• Bad examples shown here:
Packaging requirements: Nails/Sharp Objects• Double bagged and in an intact box
• Bad examples shown here:
Packaging requirements: Cement & Chemicals
• Cement—double bagged/send extra bags
• Chemicals—double bagged, no leaks
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Package according to the guidance
Labelling and Marking respecting the hazard classification
CALCIUM HYPOCHLORITE, DRYUN NO 1748
CONSIGNEEPartner OrganizationHai Malakal - Juba
DANGEROUS GOODSLogistics Cluster South Sudan
Dangerous Goods Guidance
GENERATORS
Special Requirements
• The generator must be clean and not leaking.
• If shipped in a carton or crate, then the carton/crate must also be clean and fluid-free.
• Fluids should be purged (gasoline, diesel, oils if possible). Remove any batteries and package them separately.
• LC SS has developed a Generator Transport Checklist—Review prior to submitting SRF!
RECEIVING FLIGHTS
Process of Logistics Cluster Air Operations
SRF Submitted
Necessary Clearances / Documents
Secured
Cargo is Packaged Properly
Cargo is Pre-positioned in Appropriate
LC Warehouse
Cargo is Reconciled Against SRF
Flight is Planned &
Organisation is Informed
Focal Points Follow
Instructions & Receive
Flight
LC will send notification of flight the day before: ETA, Loading Plan, Instructions.
Organisations to confirm receipt of notification and readiness to receive flight.
Responsibilities for Receiving Flights
Inform the local authorities about the planned
rotations and ask for their support.
Inform the local authorities and other counterparts
about the planned rotations and ask for their support.
ONE DAY BEFORE SCHEDULED FLIGHT
BEFORE LANDING
Receive the flight notification, ETA, Loading Plan from
Logistics Cluster.
Arrive at the airport/airstrip at least 30-40 minutes
before Estimated Time of Arrival (ETA).
Check the airstrip and ensure it is clear from people,
vehicles, animals.
Be visible to crew members and others by wearing a
reflective jacket.
Share weather, runway/helipad condition and security
updates with UNHAS radio room by 7:30 AM.
Prevent persons and animals coming close to the aircraft and
remain at the airstrip until the plane takes off.
DURING THE STOPOVER
Prevent population from coming close to the aircraft and secure
landing zone perimeter.
In case of any issues, call Logistics Cluster focal points. Do not
argue with crew members.
Follow instructions of crew members during loading and
offloading of the aircraft. Ensure at least 10 porters for heli
offloading & 20 for fixed-wing offloading.
BEFORE TAKE-OFF
Support crew members at all times. Prevent issues at airstrip
(payments, harassment, attempts to board, etc.)
In case of an incident, submit an incident report to Logistics Cluster
immediately.
Rainy Season Aviation Safety Guidelines
• Buffalo needs at least three days of dry airstrip
(four in some locations)
• Light drizzle is classified as rain
• Airstrip needs to be physically checked—drive
& walk on it!
• Submit weather/security report by 07:30am to
UNHAS radio room
Repeated failure of accurate reporting will be
reported back to your organisation’s
management!
Flight Cancellations
WHAT ARE COMMON REASONS?
• Inaccurate weather reports received from partners
• Lack of reporting from partner on ground
• Technical issues
• Bad weather
• Cut-off time
• Partner's Delay
• Security
• Airstrip Conditions
OPERATIONAL EFFICIENCIES
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Logistics Cluster DOES:
• Choose the most efficient aircraft and modality for the cargo
• Determine most efficient dispatch location -follow instructions for pre-positioning
• Combine cargo from multiple organisations to fill the aircrafto When submitting SRFs, you are not
booking a charter flight just for your cargoo If you have a small amount of non-priority
cargo, it will take time.
Logistics Cluster DOES NOT:
• Have a helicopter in Juba—too fuel inefficient
• Fly empty to the field to pick-up cargo
o Cargo will be picked only when LC has a flight to that location or nearby.
• Fly non-collapsible jerry cans & non-collapsible watering cans
Logistics Cluster South Sudan Logistics Efficiencies &
Pre-positioning Strategy
Logistics efficiencies are the responsibility of the entire humanitarian community: Clusters, Donors, & Organisations!
REVIEW
Air Transport - To remember
• Origin Dispatch Locations: Juba, Bor, or Rumbek ONLY
• Logistics Cluster does NOT fly cargo to locations reachable by road or river
• Logistics Cluster does NOT fly cargo to locations reachable by commercial operators.
• What CAN’T the Logistics Cluster fly?
• Explosives
• Items with dimensions larger than our aircraft
• WFP Food
• In case Logistics Cluster can’t support, will refer to WFP Bilateral Service Provision.
• Always copy [email protected] and make sure to update the team on any issues and challenges
• When in doubt, contact Logistics Cluster
• The Logistics Cluster retains the right to remain flexible in its operations to ensure maximum efficiency
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Organisation Responsibilities:• Accurate Service Request Forms submitted
• Pre-position in correct location
• Follow guidelines for special items & dangerous goods
• Obtain necessary clearances and share with Logistics Cluster
• Morning Updates to UNHAS by 7:30 am
• Flexibility & Readiness, especially in Rainy Season
• Offload cargo from the plane and provide transport to last mile
Logistics Cluster Responsibilities: • 24 hour response rate to requests
• Updated information and notifications
• Weekly Transport Plan posted on website
• Joint Verification & Monitoring Mechanism (JBVMM) clearance for special commodities
• Notification of upcoming flight with instructions, ETA, Loading Plans
• Move cargo from the common storage and load into the aircraft
WHO DOES WHAT?Logistics Cluster South Sudan
www.logcluster.org/ops/ssd11a
Next Coordination Meeting – 14 July 2020