Meeting Minutes, 10 August 2021 Addis Ababa, Ethiopia
LOCATION Addis Ababa, online
DATE 10 August 2021
CHAIR Ato Tadesse Bekele, Senior DRM Adviser Andrea Rosales, Logistics Cluster Coordinator
PARTICIPANTS Action Against Hunger, Care International, Catholic Relief Services (CRS), Christian Aid, Danish Red Cross (DRC), Danish Refugee Council (DRC), Dexis Consulting Group, Directorate-General for European Civil Protection and Humanitarian Aid Operations (ECHO), Doctors With Africa CUAMM, Foreign Commonwealth & Development Office (FCDO), Food for the Hungry (FH), Humedica, GOAL, Humanity & Inclusion (HI), International Committee for the Development of People (CISP), International Committee of the Red Cross (ICRC), International Medical Corps, International Organization for Migration (IOM), Lutheran World Federation (LWF), Medical Teams International (MTI), International Committee for the Development of Peoples (CISP), Médecins Sans Frontiers Belgium (MSF), Medair, Multi Integrated Support (MIS), National Disaster Risk Management Commission (NDRMC), OXFAM, Pacific Architects and Engineers (PAE), Plan International, Save the Children, People in Need, United Nations Children's Fund (UNICEF), United Nations High Commissioner for Refugees (UNHCR), United Nations Office for the Coordination of Humanitarian Affairs (OCHA), United Nations Population Fund (UNFPA), World Food Programme (WFP), World Health Organization (WHO), ZOA
ACTION POINTS ● The Logistics Cluster to discuss bilaterally with NDRMC on how to share formally the information on the trucks moving in the convoys. ● Partners are requested to submit their Service Request Form (SRF) via [email protected] at least 72 hours before the departure of the convoy to dispatch their cargo. Partners joining the convoy with their own truck must submit their information at least 48 hours in advance. ● Partners who would like to request MSUs for their storage needs to write to [email protected]. ● Partners interested in UNHAS flights from Mekele to Addis Ababa to send booking requests to [email protected] and copying [email protected] ● NDRMC to share with the Logistics Cluster the contact details of the NDRMC representative at the ECC in Semera.
AGENDA ● Welcome and Introduction ● NDRMC Updates ● OCHA Updates ● UNHAS Updates ● Physical Access Constraints ● Operational Updates ● Humanitarian Convoys ● Training opportunities and MSUs requests ● FAQs and Partner Discussion
https://logcluster.org/ops/eth20a
Meeting Minutes, 10 August 2021 Addis Ababa, Ethiopia
1. NDRMC Updates
• NDRMC continues to process and provide the notification letter to allow the convoys movement through the checkpoints. • NDRMC requested to the Logistics Cluster a formal exchange of information on the movement of convoys based on the notification letter previously issued by the NDRMC. This will allow NDRMC to support the convoys movement in case any challenge is encountered.
2. OCHA Updates
• The movement of convoys is paused due to a damaged scanner at the Silsa checkpoint. • Some partners were able to carry operational cash in the UNHAS flight after obtaining all the necessary documents from the National Bank and NDRMC. • OCHA is also coordinating the movement of staff out of Mekele to Semera for International NGOs and United Nations Agencies. • As a response to an inquiry, OCHA clarified that currently, there is no road movement for passengers from Semera to Mekele. Still, if there is a specific interest, partners were invited to reach out to OCHA to express their interest.
3. UNHAS Updates
● Last week, UNHAS carried out two flights as initially scheduled. The schedule for the current week continues as planned, with flights from Addis Ababa to Mekele on Tuesday 10 and Thursday 12. ● Partners were informed that UNHAS is assessing the possibility of a new route from Addis Ababa to Shire. UNHAS will provide more updates once the assessment is finalized. ● As a response to one partner on carrying operational cash in the flights, OCHA clarified that to travel with agency cash, partners must obtain: letter from the National Bank and a letter from a Government Agency (Ministry of Peace/NDRMC) as well as a letter from the agency stating that the staff carrying the cash is part of the staff.
4. Logistics Cluster services
• The Logistics Cluster gave an overview of the services available to partners throughout the seven hubs: Shire, Mekele, Gondar, Semera, Kombolcha, Adama and Addis Ababa. All the hubs have storage capacity, and additionally, MSUs can be requested. • Partners can request access to transport and storage services via [email protected] as well as request MSUs to expand storage capacities.
https://logcluster.org/ops/eth20a
Meeting Minutes, 10 August 2021 Addis Ababa, Ethiopia
• Partners were invited to access the website where they can find the information on the services accessible, the coordination meetings in Addis Ababa, Semera, Mekele and Shire and the access constraints map.
5. Physical road constraints
• The Logistics Cluster presented the latest Physical Road constraints map. The newest update is the reopening of the alternative route from Gambella to Mater port via Lare (and the bridge) for trucks up to 25 mt. • Since getting information on the constraints is very challenging at this moment, partners were requested to report any physical constraint or update on the road status via [email protected]
6. Operational highlights
• The Logistics Cluster informed partners on the recent activities. Regarding the humanitarian convoys from Semera to Mekele, in the last two weeks, four convoys were able to complete the route with a total of 90 trucks coordinated or facilitated by the Logistics Cluster (35 trucks on the 28 July, 27 trucks on the 29 July, 8 trucks on 31 July and 20 trucks on 8 August). • Partners were informed that the convoys will resume once the scanner is fixed, and if the conditions permit, the plan is to release daily convoys to Mekele. As of 9 August, 16 trucks from 5 partners are waiting to join the next convoy. • It was mentioned the storage capacity available for partners at the different warehouses: o Addis Ababa (1,000 m2): 20% available o Adama (3,900 m2): 60% available o Gondar (2,400 m2): 60% available o Kombolcha (640 m2): 93% available o Mekele (1,600 m2): 20% available. The Logistics Cluster is looking at expanding the capacity available in Mekere due to the high demand for this specific location o Semera (640 m2): 100% available o Shire (560 m2): 98% available • The Logistics Cluster encourage partners to participate in the different regional coordination meetings in the other hubs: Mekele, Tuesday 10 August at 15:00 pm EAT and Shire, Monday 16 August at 14:00 pm.
5. Humanitarian convoys
• The Logistics Cluster explained the two ways to access the convoys:
https://logcluster.org/ops/eth20a
Meeting Minutes, 10 August 2021 Addis Ababa, Ethiopia
o For partners wishing to dispatch their cargo accessing transport services facilitated by the Logistics Cluster, they are requested to submit the Service Request Form (SRF) 72 hours in advance to [email protected] o For partners wanting to join the convoy with their transportation, they are asked to submit the following information 48 hours in advance to [email protected]:
• The Logistics Cluster compiles the information to be submitted to NDRMC to receive the notification letter that allows the convoy to move through the different checkpoints. • The Logistics Cluster highlighted the importance of abiding by the following recommendations: o Make sure that drivers carry their personal ID and do not travel with substantial amounts of cash. o Not to travel with cameras, laptops or any electronic or communication devices. o Do not transport IT or communication equipment. o Abide by the search and scanners on the checkpoint. o Specify the cargo in the truck and avoid general terms
7. WFP Cost-Recovery Fuel Service
• WFP provided an update on the status of this cost-recovery service. WFP has already contracted two fuel tankers that will soon be en route to Mekele. WFP is also in the process of positioning additional fuel tankers in the prevision of increased needs. So far, 120,000 Liters have been requested by partners. • As of 10 August, 14 agencies have signed the Service Level Agreement (SLA) to access the service and 13 agencies have already submitted their request through the Service Marketplace platform. Partners were reminded that the payment needs to be made in advance once the request has been registered at the Service Marketplace. • Partners were encouraged to reach out to [email protected], [email protected] and [email protected] for any inquiries or support related to fuel.
https://logcluster.org/ops/eth20a
Meeting Minutes, 10 August 2021 Addis Ababa, Ethiopia
Logistics Cluster MSUs and training opportunities
• The Logistics Cluster reminded partners that they could expand their storage capacity by requesting one of the 56 MSUs available in the Adama warehouse. The SOPs and specific request forms for this service can be accessed on the website. • Partners were informed that training sessions are provided on-demand, as well as regular training sessions.
8. FAQs and partner discussion
• A partner asked about the activation of the Emergency Coordination Centre (ECC) in Semera and NDRMC agreed to share with the Logistics Cluster and partners the contact details of the NDRMC representative in Semera at the ECC.
The next Coordination Meeting is scheduled for 17 August at 11:00 EAT.
Contacts
Andrea Rosales Logistics Cluster Coordinator [email protected]
Anne-Maud Drugeon Logistics Cluster Deputy Coordinator [email protected]
Mustapha Kemokai Logistics Cluster Operations Manager [email protected]
Leonard Vincent Roving Logistics Officer [email protected]
Silvia Lopez Cabana Information Management Officer [email protected]
https://logcluster.org/ops/eth20a