- Plan a transport operation and its documents.
- Manage a vehicle fleet.
- Reduce road risks.
1Organising transport
- Choose the mode (road, air, river) according to urgency, cost, access and security; consult the Logistics Cluster on road conditions and common services (for example UNHAS for air transport).
- For a private transporter: contract, insurance, liability in case of loss.
- Each load leaves with a waybill in several copies, signed on departure and on arrival; discrepancies are recorded.
- For imports: know the customs and tax exemption rules; Incoterms specify who pays and who bears the risk at each stage.
2Fleet management
- A logbook for each vehicle: date, driver, route, mileage, purpose of the trip.
- Fuel monitoring: litres consumed and consumption per 100 km; an abnormal variance may indicate a leak, a fault or theft.
- Preventive maintenance according to mileage, daily check by the driver (tyres, oil, brakes, lights, first aid kit).
- Rental or purchase: compare the total cost; project vehicles often belong to the donor until they are transferred.
3Road safety
Road accidents are one of the leading causes of death and injury among humanitarian workers. Basic rules:
- Seat belts for everyone, in the front and the back; the organisation's speed limits.
- No phone while driving, no alcohol, drivers' rest periods respected.
- No unauthorised passengers; vehicles marked in accordance with the security policy.
- Movements authorised and tracked by radio or phone; no night driving except in exceptional cases.
The fleet that uses too much fuel
Field office with 6 vehicles
You are the fleet manager. The monthly report shows that fuel consumption has risen by 35% with no increase in trips.
The logbooks are filled in irregularly. One driver often drives without a seatbelt and sometimes carries unauthorised passengers.
Decision 1 of 3How do you analyse the rise in consumption?
Decision 2 of 3What do you do about the driver who does not wear his seatbelt and carries unauthorised passengers?
Decision 3 of 3How do you prevent the problem from recurring?
Key takeaways
A well-managed fleet relies on verified data (logbooks, fuel, maintenance) and safety rules applied to everyone.
Exercise: analysing fuel consumption
Two identical vehicles make similar trips. The first consumes 12 litres per 100 km, the second 19. List the possible causes and the measures to take (logbook check, tank test, maintenance, driving style, verification of receipts).
Key points
- Each load travels with a waybill signed on departure and on arrival.
- A logbook and fuel monitoring for each vehicle.
- Preventive maintenance rather than emergency repairs.
- Road safety: seat belts, speed, rest, no phone.
Further reading: course references
- Logistics Cluster (WFP) (2023). Logistics Operational Guide (LOG). log.logcluster.org
- Sphere Association (2018). The Sphere Handbook: Humanitarian Charter and Minimum Standards in Humanitarian Response. spherestandards.org/fr/manuel-2018
- International Chamber of Commerce (2020). Incoterms 2020. iccwbo.org/business-solutions/incoterms-rules
- UNICEF Supply Division (2022). Supply Manual. www.unicef.org/supply
Daily quiz
3 questions to check what you have learned. Answer them all to complete the day.