Uganda Red Cross Society

LOGISTICS DEPARTMENT UG 171

ANNUAL REPORT FOR THE YEAR 2008
OVERVIEW ThereportcoverstheimplementationperiodJanuaryDecember2008.Thereportcovers activitiescarriedoutbytheLogisticsdepartmentintheareasofWarehousing,transportand procurement,undertheURCSstrategicobjective5toEnhanceorganisationaldevelopment in areas of policies and systems, human resources, finance, logistics and audit for efficient andeffectiveservicedelivery
Transport The objective of the transport section was to Provide a constant readiness of an adequate and roadworthyvehiclefleetwithprofessionalandsecurityconsciousdriversforallURCSoperations. Achievements TheunitensureduninterruptedprovisionoftransportforallURCSprogramsandprojectsto implementthedifferentactivities.Reliefitems,staffandvolunteersweretransportedto differentimplementationareas. Theunitensuredandmonitoredrepairprocesses,aswellasensuringstandardregularityof maintenanceofvehicles.Allthe43URCSvehiclesincludingtrucksweremaintainedingood mechanicalcondition AcontractwassecuredtocarryoutsecondarytransportationoffooditemsforWFPin Kitgum.

20 light vehicles were based in the field. 5 trucks were used to deliver items to various locationsinthefield.Twoambulanceswereusedforemergencyandrescuemissions,and16 vehicleswereusedforvariousactivitiesatHeadquarters. The total number of vehicles is

43.
32driverswerepaidsalariesandallowancesandhandledthevehiclesinvariouslocations.

Two new drivers were recruited for Pader and Gulu.

Transport Management system reports were generated together with the Federation web basedfleetwavereportsfortheleasedvehiclestotrackfuelconsumption,individualvehicle performanceandrunningcosts. Vehicle documents were printed. Individual vehicle files as well as driver files were maintainedtoensureproperfleetmanagement 4newLandcruiserswereprocuredandaddedtothevehiclefleet.Theseincluded3Toyota Landcruiserhardtopsandonesalooncar. TheAgTransportOfficerattendedaoneweekLogisticsERUtraininginHelsinki,Finland. The Ag Transport officer attended a one week 4WD specialist off road training in Dakar, Senegal, organised by the IFRC regional logistics Unit in conjunction with Toyota Gilbrata stockholding

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The Regional Fleet coordinator, Nenad Gobeljic visited the transport unit for one week . Areasofimprovementwereidentifiedandarebeingworkedon. Alldriversattendeda2daystheoretical4WDspecialiseddrivingtraining.Thiswasintended to increase their driving skills and to make driving more comfortable and secure for both driversandstaff.

Warehousing

The logistics department providedsafeandaccountablewarehousingsystemandstoragepractice

forallURCSstocks Achievements Several items for URCS programmes and operations were received and proper storage ensured. Stocktransferstoregionalwarehouseswerereceivedingoodqualityandcorrectquantities. Despatches to Field stations and other implementation areas were properly handled and timelydelivered. Securityofallwarehouseswasensured.Therewerenotheftsduringtheperiod. Programmemanagement Secondary sortation, collateral and individual dispatches were done for several items and variousfieldstationsuponapprovedrequisition. Cleaningofthewarehousedrainagewasdone Warehousedocumentswereprintedandused. Properfilingwasdonetofacilitatecommoditytracking Fieldvisitstoregionalwarehousesandimplementationcentreswasdonetoensureproper adherencetosystemsaswellasgivingtechnicalsupporttofocalpersonsandprojectstaff.

Procurement The department procured goods and services for all URCS programmes and projects in a cost effectiveandefficientmannertakingintoconsiderationvalueformoney. Achievements Procurementworth7.3billionwascarriedoutduringthequarter. Requests for procurements were handled in a timely manner leading to timely implementationofactivities. Newprocurementguidelineswereprintedanddisseminated PrequalificationexercisewascompletedandapprovedbytheGoverningBoard.Programmes were consulted to ensure that all goods and services for 2009 were catered for during the exercise. ProcurementupdateswereissuedweeklytouserdepartmentsandtheSecretaryGeneral.

StatementofAffairs:

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 a)Statementofaffairs Accumulatedfund Openingbalanceat 01.01.08 Ugshs. b)Cashrequest Forecastexpenditure nextquarter 53,162,559.2 Forecastexpenditure forfirstmonthof followingquarter January2009 2,123,994,324.54 Cashatbank 1,698,215,560 Cashrequest 372,616,205.34 Requestedtransferin USD 16,937,871 Annualprogramme budget= 1,635,500 Expendituretodateas a%ofannualbudget 352,245,024 370,010,407.47 Ugshs. 519,300,624 173,100,208

Totalreceipts TotalPayments Closingbalanceat 31.12.08 Cashatbank Cashathand Other Closingbalance

298,639,190 153,542 1,895,397,603 89.59

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Progressinimplementationofworkplan Goal/ Objective/Activities Performance indicator Planned outcome for the Actual out come for the quarter quarter Comments including explanations variance any of

1.0 Transport Goal: Have efficient and effective Logistics systems that meet the service delivery needs of the URCS to the most vulnerable. Objective: Providing a constant readiness of an adequate and road worthy vehicle fleet with professional and security conscious drivers for all URCS operations Out put 1.1 Number of Timely provision of programmes and transport for staff projects provided with programmes and transport projects 22 light vehicles were positioned in the field, 5 Allprogrammesand Programmes (code)Activity trucks carried out surface deliveries to field projectsprovidedwith andprojects 4910 Carry out distribution points, 6 saloon cars carried out appropriatetransport providedwith strategic, tactical interactive schedules, while 10 vehicles were used adequateand and interactive for operation purposes. appropriate vehicle routing vehicles and scheduling TMSandfleet ToGenerateTMSand wavereports TMS and fleet wave reports were generated Activity 2 fleetwavereports generatedin monthly and corrective action taken where necessary Generate TMS timeand monthly All fleet wave reports for the leased vehicles were reports that are mechanicaland submitted not later than the 15th day of the next administrative indicative of month. corrective warning indicators actiontaken on individual vehicle performance

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Activity 2 Pay in time vehicle lease fees Activity 3 Have all vehicles comprehensively insured Activity 4 Carry out scheduled vehicle preventive maintenance Activity 5 Fuel all vehicles

Activity 6 Bill programmes and projects for mileage covered in all pool vehicles

Activity 6 Print vehicle documents

Rentalcharges remittedto Regional LogisticsUnit Dubai Allvehiclesto receive comprehensive insurance Numberof vehicles maintained. Numberof vehicles receivingfuel Vehiclesto receivefuel Allprogrammes topayfor mileage Documentation inplace

Leasepaidfor8leased vehicles

Rental fees were paid for all the 8 leased vehicles up to December.

43 vehicles to comprehensively insured

be

35URCS vehicles received comprehensive insurance cover while 8 leased vehicles received local third party insurance, and Geneva comprehensive insuarance.

43 vehicles to receive preventive maintenance

35 URCS vehicles received scheduled preventive maintenance from Auto tech and electrical limited two leased Scania trucks were serviced and repaired in Skenya Ltd, while 6 leased light vehicles were serviced and maintained in Toyota Uganda Ltd. 212,407 litres of diesel dispensed

43 vehicles to receive fuel

Funds received from programs to meet Logistics costs

A total bill of .2,077,202,497.Shs was submitted to Some programes do still owe pool some accounts. funds for mileage.

Vehiclerequestforms, vehiclelogbooks, vehiclerepairorders inplace

Vehiclerequestforms,vehiclelogbooks,vehicle repairorderswereused.156vehiclerequestforms wereregistered.101VROsissued.

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Activity 5 Meet all personnel and administration costs for logistics department

Numberofstaff receiving salariesand allowances

39 Logistics personnel to receive salaries and allowances

39 Logistics personnel received salaries and allowances

2.0 Warehousing Goal: Have efficient and effective Logistics systems that meet the service delivery needs of the URCS to the most vulnerable. Specific objective 2 Provide safe and accountable warehousing system and storage practice for all URCS stocks Out put 2.1 System for receiving Items received as bulk, small and per URCS collateral items in procedures place Activity 1 Food, non food items, Delivery notes to be Deliverynotes,Goodsreceivednotes,Bincardswereused Receive items for consumables and capital used storage items in storage Goods received notes Verificationandoffloadingsupervisionpracticewere to be issued upon adequate verification of deliveries Test check to be done Testcheckwasdoneonallweighablereceipts on all weighable items Activity 2 Floor plan in place Bin cards to be used Bincardwereused Implement good Stock rotation practice Stock taking to be Stocktakingwasdone storage practice LIFO and FIFO done Floorplanwasmaintainedtoensureproperstoragefor adherence Observe expiry dates differentitemsandprogrammes for all items Carry out pest control Shelflifeofitemsinstoragewasadheredto and waste disposal Fumigationwasdone. Activity 3 Quantity of items All stores requisitions Approvedrequisitionsinplace despatched to be authorised Despatch items to Way bills to be used Waybillswereusedforalldispatches.

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EDPs and field distribution points

Correct entries to be made on bin cards Stock taking to be done

Bincardentrieswereverified Stocktakingreportswerereconciled

3.0 Procurement Goal: Have efficient and effective Logistics systems that meet the service delivery needs of the URCS to the most vulnerable. Specific objective 3 To Procure goods and services in a cost effective and efficient manner taking into consideration value for money Out put 3.1Qualitty, items procured in the right quantities at a competitive price Meeting of tender held Activity 1 Hold at least one Ensure regular as and when necessary meeting per week meeting to handle contracts Activity 2 Contracts and LPOs Contracts and LPOs Procure goods and were issued in time were timely issued services

52meetingsheldduringtheyear.

Procurementsamountingto7.3billionwerecarried out.

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 Challenges

Transport Timelybillinghasbeenaproblemwithfieldbasedvehiclesresultingintolatepaymentsto pool Fuelpricesskyrocketedduringtheyearagainstastaticrechargerate Inadequateofficespaceposedgreatchallengestoconduciveworkingenvironmentandfiling Warehouse Floodingofthewarehousecompound iscausingstructuralproblemstothewarehouse fenceandstructures. Procurement Latedeliverybysomesuppliers,hencecausingdelayinactivityimplementation Proposedsolutions Prepayment system should be instituted to ensure that all programes pay pool for mileage Revisethemileageratetocaterfortheincreasingfuelpricesandpoolcosts Networkingofthelogisticsdepartmentwithallwarehouses Strictlyfollowdeadlinesforprocurementofgoodsandservices Disseminateprocurementguidelines Conclusion ThedepartmentensuredthatallsystemsandproceduresforthethreeunitsunderLogistics were adhered to. This ensured proper service delivery in terms of timeliness, quantity, qualityforthedifferentURCSprogrammes,aswellasensuringpropercommoditytracking for all goods that were procured, stored, and transported to the different implementation areas. ReportedbyGeoffreySerunjogi,HeadofDepartment,Logistics .Date Approved by: DR. Bildard Baguma, Acting Deputy Secretary General, Head of Programmes andOperations Date. Approvedby:Mr.MichaelRichardNataka,SecretaryGeneral,UGANDAREDCROSSSOCIETY .Date

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