Technical Guidance → Managing transport

Managing transport

Transportation is critical to the effective delivery of humanitarian programmes. It also presents one of the largest agency costs and greatest safety risks to humanitarian personnel.

  • Transport or vehicle management concerns vehicle financing, maintenance, driver and fuel management and health and safety. It improves efficiency and reduces the costs and risks to humanitarian agencies associated with operating vehicles.
  • Transport requirements need careful planning and can change significantly over the course of emergency response and from one affected location to another.
     
 Basic vehicle safety management model
Management policy
  • Identify a senior staff member with specific responsibility for managing transport including safety and drivers.
  • Define transport needs (road, air, rail, sea/river) and appropriate vehicle requirements (aircraft, boats, lorries, cars, motorbikes, bicycles).
  • Develop a ‘Transport safety and driving’ policy based on identified requirements and ensure regular briefing of staff and visitors.
  • Undertake risk assessments as routine for driver safety, vehicle safety and journey management. Act on findings.
  • Ensure all vehicle incidents are recorded and resultant policy changes monitored to prevent recurrence.
  • Monitor legal compliance e.g. certificates, licenses, insurance.
Driver safety
  • Provide a Driver’s Handbook setting out agency policies, procedures, road safety guidance and driver responsibilities (e.g. security incidents).
  • Adopt rigorous driver selection and induction e.g. testing, vetting references/licences, medical checks, driver training.
  • Allocate responsibility for driver monitoring and supervision.
  • Ensure staff driving on behalf of the organisation are also vetted, inducted and regularly assessed.
Vehicle safety
  • Make adequate provision for vehicle safety, security and operating requirements (fuel, spare parts, drivers, workshops, storage) 
  • Make appropriate acquisition arrangements e.g. purchase, leasing, rental or short term use, and ensure vehicles are ‘fit for purpose’ and have all necessary safety and security features. 
  • Ensure all vehicles (own, lease, hire) are regularly inspected and maintained in line the organization and manufacturer’s requirements.
Journey management
  • Keep road journeys to a minimum and encourage alternative means of communication and transport where practical.
  • Get updated security information on all routes and prepare travel plans. 
  • Schedule journey times based on the safest available routes, regular breaks and unexpected delays e.g. bureaucracy and interference, road blocks. Diversions.
  • Adhere to security guidelines e.g. risk assessments, clear route plans, phone /radio checks, satellite or GPS tracking (if possible). 
  • Avoid hazards (flooding, landslides, mines) and areas of conflict.

 Adapted from the Fleet Forum Fleet Safety Guide © 2008

This page was last updated on 23 June 2011