UNHRD Brochure

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UNHRD Network The United Nations Humanitarian Response Depot Network (UNHRD) is managed by the United Nations World Food Programme (WFP). Depots are located in:

• Europe (Brindisi / Italy), • Africa (Accra / Ghana), • Middle East (Dubai / UAE), • South East Asia (Subang / Malaysia), • Latin America (Panama City / Panama).

Open to Authorised Users United Nations Agencies, International Humanitarian Organisations, Governmental and Non Governmental Organisations which have signed a Technical Agreement (TA) with WFP to provide the services of the UNHRD Network. In addition to WFP, the following are presently Authorized Users of UNHRD: U.N. AGENCIES aFAO (Food and Agriculture Organization) aOCHA (Office for the Coordination of Humanitarian Affairs) aOHCHR (Office of the High Commissioner for Human Rights) aUNDP (United Nations Development Programme) aUNHCR (United Nations High Commissioner for Refugees) aUNICEF aWHO (World Health Organization) aWFP (World Food Programme)

GOVERNMENTAL ORGANISATIONS aCascos Blancos aCIDA aECHO aItalian Cooperation aIrish Aid aItalian Civil Protection aSwedish Civil Contingencies Agency (SCCA) INTERNATIONAL ORGANISATION AND NGOs aAction Contre la Faim (ACF International) aAccion Contra el Hambre aCare International aCesvi aConcern Worldwide aCatholic Relief Services (CRS) aGoal Ireland

aInternational Federation of Red Cross (IFRC) aIntersos aInternational Organization for Migration (IOM) aInternational Rescue Committe (IRC) aIslamic Relief World Wide aMercy Corps aNorwegian Church Aid aNorwegian Refugee Council (NRC) aQatar Charity aSolidarity aSwiss Red Cross aJohanniter International aWVI (World Vision International) Goal: to provide humanitarian organisation with Logistics Support, enabling them to respond to emergencies within 24/48 hrs of a request.

Why “UNHRD Network”? Free storage for users

Timeliness Being strategically located around the globe, the HRDs ensure that, following a request, urgent relief items reach the emergency location within 24/48 hours.

Cost Efficiency The UNHRD Network guarantees cost saving in the initial emergency response because of greater proximity to potencial crisis areas. For example, it cost between 25%45% percent less to send a plane load of relief items to N’Djamena from Accra than from Brindisi.

Procurement WFP’s good relationships with some suppliers allow for special arrangements such as virtual and white stocks to be accessed through the UNHRD Network at very competitive prices.

Coordination By storing UN Agencies’ and NGOs’ emergency relief items in the same place, user are encouraged to enhance logistics response by coordinating shipments.

Staging areas All HRDs, also serve as “ regional staging areas” through wich all in-kind bilateral aid can be channelled to the crisis theatre according to a “pull” rather than a “push” system.

Strategic Location All HRDs located within the international airport premises of their respective countries are close to a seaport and surface transport hub.


A unique funding model; same Standard Operating Procedures for the whole Network a centralized supporting office assists the entire Network financially and administratively clear cost recovery and transparent financial reporting systems.

Standard Operating Procedures (SOPs)

These procedures are applicable to all the HRDs, establishing quality indicators for evaluating both standard and specific services rendered, proving professional management of humanitarian stocks held on behalf of Authorized Users.

Technical Agreement This represents the legal engagement between WFP and the Authorised Users for the provision of services by the United Nations Humanitarian Response Depot Network. These bilateral agreements should be read in conjunction with the UNHRD Standard Operating Procedures.

UNHRD Network offers: Standard Services Such as warehousing & storage, inspection, handling of humanitarian stocks pre-positioned within the UNHRDs are provided free of charge.

Specific Services Such as procurement, transport of items from UNHRD to the field, handling, technical assistance in the field, repackaging, kitting are rendered on a full cost recovery basis.

The Stocks Operational Support Stock Emergency response equipment is needed at the onset of an emergency. It includes physical stocks selected and procured by individual users and pre-positioned within the HRD premises. Upon request, these stocks can also be procured by the UNHRD Network Support Office. Examples of WFP emergency response stocks include: • • • • • •

mobile storage tents, office and living accomodation, generators, trucks and vehicles, individual assesment kits, safety equipment

Programme Support Stock Physical stocks are selected and procured by the users and pre-positioned within the UNHRDs. Upon request they can also be procured through UNHRD. Destined for beneficiaries, they include: • medicines and medical supplies, • shelter and housing items, • water and sanitation equipment, • electricity devices, • emergency food items

Virtual and White Stock Virtual and white stocks are additional operational support stocks held by selected WFP suppliers. They are provided to Users under the same terms and conditions of Long Term Agreements (LTAs) with WFP. These stocks, available to UNHRD at any given time, are strategically positioned within UNHRD (white) and within suppliers’ premises (virtual) in order to facilitate faster emergency response.

Stock Ownership and Releasing Authority

Emergency response equipment stored within the HRDs is the property of the Users who are the sole releasing authority of the stocks.

Delivering Stocks within the HRDs Prior to the delivery date of their stocks, Users are requested to notify the HRD managers and to provide the HRDs with: • a copy of the Purchase Order(s) • technical specs of the items/equipment to be delivered • a copy in advance of the shipping documents and details on packaging of • the item which should be in line with the SOPs (e.g. palletised) thus allowing • the HRDs staff to allocate and pick-up quickly then in the event of dispatch.

Inspection of Stock

In line with the SOPs, all incoming items are inspected. A detailed report is sent to the Users to inform them that the delivered items comply with the Purchase Order (POs) and/or technical specs. The Inspection Report also includes proposals for solutions to problems.

Custom Procedures The HRDs take care of customs import and export procedures.

Requesting a Service: An emergency response system requires flexible procedures and informal communications. E-mail messages and telephone calls can drastically reduce the communications system while also respecting rules, regulations and procedures.

UNHRD.CUSTOMERSERVICE@WFP.ORG This represents the “Main Entry Door” for all UNHRD Customers to enter UNHRD. The Customers Service follows up on all requests for standard and specific services regardless of the HRD to which they are addressed.

Immediate answer: Customer Service will reply immediately by copying the message to the concerned service or by responding directly, on behalf of the concerned service. Should the customer request a specific service, an estimated cost, under the formula of “Proforma-Invoice”, will be sent-out immediately. Its signature represents the “financial-engagement of the customers” thus automatically giving the “goahead” to UNHRD.

Training Centre facilities The UNHRDs have training facilities available, which are offered as a Specific Service to all Authorized Users. Information is available on the website. For further details, a dedicated e-mail account has been set-up: UNHRD.Training@wfp.org

Accomplishment of Services Once a service is completed, the customer receives the final invoice/debit note, showing (as per SOPs) the “actual cost” plus the “Managment Recovery Cost” (MRC).

UNHRD Network supporting Office This coordinates the activities of the entire Network to wich it offers financial and administrative support, including Procurement. It represents the Network’s “engine” and, as in all the HRDs, it has a 24 hrs/7days Duty Officer.


AUSTRALIA - The Government of Australia is supporting WFP in: providing funds for the UNHRD Network set-up and running costs.

CANADA - The Canadian Government is supporting WFP in: contributing cash funds for the set-up of UNHRD Network and its running process; contributing to the creation of a stock of humanitarian relief items.

EUROPEAN COMMISSION “The European Commission’s Humanitarian Aid Department (ECHO) is supporting WFP in the UNHRD Network set-up and, in particular, procurement of equipment to be pre-positioned by WFP for implementing ECHO’s financed emergency operations; the creation of stock of HEB’s to be pre-positioned in Dubai; the building of the new UNHRD facilities in Accra and Panama; funding a Humanitarian Relief stock of shelter and medicines/medical supplies, available for NGOs having a framework agreement with ECHO and for the HRD users based on a full cost recovery basis.”

FRANCE - The Government of France, is supporting WFP in: contributing cash funds for the building of the new HRD Ghana premises.

GREECE (HELLENIC AID) - The Government of Greece is supporting WFP in: providing funds for the UNHRD Network set-up and running cost

GHANA - The Government of Ghana is supporting WFP in: offering, free of charge, a plot of Land of 10,000 sq.m. in Kotoka International Airport of Accra, for the building of the new UNHRD facilities; contributing 25% of the yearly running costs.

IRELAND - (IRISH AID) - The Irish Government, is supporting WFP in: funding of the Network set-up and, in particular, supporting HRD Accra’s running costs and the constructions of the premises; acting in its role as one of the HRD Users.

ITALY - The Government of Italy, is supporting WFP in: hosting HRD Brindisi since its opening in June 2000, through its Ministry of Defence; funding the running costs of UNHRD Brindisi, through the Ministry of Foreign Affairs; positioning stock in HRD Brindisi premises, through the “Cooperazione Italiana”, in its role of USER; funding the rehabilitation works of the San Vito Dei Normanni Base.

MALAYSIA - The Government of Malaysia is supporting WFP in: committing itself to build new facilities in Subang Military Airport; providing yearly cash contribution to cover the running cost of South East Asia HRD.

NETHERLAND - The Government of Netherland is supporting WFP in: providing funds for the UNHRD Network set-up and running cost.

NORWAY - The Norwegian Government is supporting WFP in: contributing to UNHRD Network with In-kind donation of equipment, pre-positioned within the Network. Such equipment will be used to implement the Logistics activities in emergency operations.

PANAMA - The Government of Panama, is supporting WFP in: offering, free of charge, a plot of Land of 10,000 sq.m. in Tocumen International Airport of Panama, for the building of the new UNHRD facilities.

UAE - The United Arab Emirates, is supporting WFP In: hosting one of the largest HRDs (HRD Dubai); supporting the UNHRD Network Set-up, through the Government; offering the facilities where UNHRD is located, totally free of charge; developing a new International Humanitarian City providing a large compound where UNHRD will be hosted.

USA - The United State of America is supporting WFP in: providing funds for the UNHRD Network set-up and running costs.

http://www.unhrd.org The website provides information on all HRDs’ stocks including a catalogue of the stored items. It also reports on the activities carried out by the Network. A restricted area dedicated to the Authorized Users provides detailed stock reports per user and individual HRDs’.

Support Office of the United Nations Humanitarian Response Depot Network Aeroporto Militare “O. Pierozzi”, Via U. Maddalena 54 - 72100 Casale Brindisi Tel. +39 0831.506650 Fax +39 0831.506649 Website: www.unhrd.org

Contacts: All customers can find the contacts of all HTRD Managagers, Network Coordinator, Finance officer and Procurement Focal Point, regularly updated in the UNHRD Website/ restricted.

UNHRD Support OfďŹ ce:






UNHRD PANAMA Panama: +507.317.6319/32 UNHRD UAE Dubai: