Aid management systems: an essential tool for recipient countries

The Zaporijjia nuclear power plant in Ukraine. Ⓒ IAEA

When we undertake humanitarian programmes, the aim is to reach the most distressed populations in order to help them as best we can, to help them live and even survive in crises for which they have no responsibility, but which hit them hard. We’re thinking of Gaza, Sudan and Ukraine, as well as natural disasters. Under the current system, this involves large-scale cash transfers that go well beyond humanitarian aid. Countries whose populations receive humanitarian aid receive even greater amounts of non-humanitarian Official Development Assistance (ODA).

International aid from official donors continued to grow in 2023, reaching USD 223.7 billion, compared with USD 211 billion in 2022. The increase is due to aid flows to Ukraine as well as an overall increase in humanitarian aid. All this is well counted, each year with a sometimes imperfect but always clear definition of what constitutes aid. Discussions within the Development Assistance Committee (DAC) are ongoing to ensure that the 32 member countries agree on what is ODA and what is not. Definitions are evolving slowly, so as not to create statistical breaks, but they are evolving in line with the crises we are experiencing and the major issues of the day. Is aid to refugees in donor countries aid or not? Is support for peacekeeping missions ODA or not? What part of loans to countries is ODA? Are private sector guarantees counted on the amount of the guarantee alone, or on the total investment that would not be possible without the guarantee? Everything quickly becomes very technical and complex in this area. Some donor countries want to count as much as possible to get closer to the commonly accepted target of 0.7% of gross national income dedicated to ODA. Other countries have this target set by law and therefore want to exclude as much ODA activity as possible in order to preserve their budgets. Everything quickly becomes a bit political too. But at the end of the day, the rules exist, they are reliable and if you put the counter at donor level, you get a good idea of the volumes of aid generated each year.

 

A bombardment partially destroyed a flat block in the Obolon district of Kiev on 14 March 2022. Photo: Oleksandr Ratushniak, UNDP Ukraine.

As for the country receiving the aid, that’s another story.

Development aid has long ceased to be a direct transfer of resources from donor budgets to the budgets of recipient countries. Originally, development aid was intended to compensate for the lack of national savings in newly independent countries, in order to finance the economic infrastructure necessary for their economic and human development. It was impossible to finance a port, a road or a social security system with non-existent national savings and still nascent tax resources. Countries received external resources from their sponsors at the time – the USSR, the USA, the former colonial power, and then the EU.

Gradually, these resource transfers have gone less and less directly into the budgets of developing countries, and are now mobilised through numerous channels, so that it is virtually impossible for anyone – starting with the governments concerned – to know how much a country receives from external sources and how.

For each country, and particularly for countries in crisis where the aid channels are even more complex, there is therefore a very large gap between the amounts indicated by the OECD and donors and what the government is actually informed of. This is important to understand, because it feeds suspicions and resentments that have a direct impact on trust – or lack of trust – between international players who suspect systemic misappropriation of aid and national authorities who suspect that aid benefits its providers more than its recipients.

The diagram below is a simplification of the mechanisms, but it helps us to understand this hiatus. On the left is what comes out of donors’ pockets. All DAC donors, a large proportion of non-DAC donors and the largest private foundations report their aid to the OECD. With a year and a half’s delay, the time it takes to count everything, we now know the precise amounts. By aggregating all these amounts, we know that in 2023, Ukraine will have become the world’s largest recipient of ODA, with around 20 billion dollars in aid.

On the right, governments have a precise idea of the amounts of direct aid, budget support or loans, since it is the central government, often the Ministry of Finance, that signs the loans and manages the budget. For the rest, they have little or no idea.

Donors or multilateral organisations sometimes support technical ministries directly, or regional authorities, and there is not always a system in place for them to inform someone who would centralise the information somewhere. The donors all support multilateral organisations, development banks or United Nations agencies, which sometimes inform the central government (the arrow is blue) and sometimes do not (the arrow is green). These agencies often become donors themselves and fund other multilateral organisations or NGOs to implement programmes. Humanitarian programmes, operating in contexts of heightened mistrust, are rarely reported. With large sums of money in some contexts, generally untaxed, there is often obvious frustration.

Beyond the aspects of mistrust that this lack of clarity causes, it also has an impact on the budgetary priorities of the countries concerned. To stay with Ukraine, the country has an urgent need for generators and other electrical equipment, which is now particularly targeted. It also urgently needs civil and military equipment. If the government prioritises the purchase of generators while the country receives generators from other sources, there will be stocks of generators and a lack of equipment for hospitals or the front line. Even if Ukraine is a special case, given the sums involved and the geographical and political proximity of most of the donors, setting up an aid management system is an important step in helping a country regain its budgetary autonomy. Understanding this complexity is also important for humanitarian actors involved over long periods.

Cyprien Fabre.

 

Cyprien Fabre is Head of the Crisis and Fragility Unit at the OECD. After several years on humanitarian missions with Solidarités, he joined ECHO, the European Commission’s humanitarian department, in 2003, and has held a number of positions in crisis contexts. He joined the OECD in 2016 to analyse the involvement of DAC members in fragile or crisis countries. He has also written a series of “policy into action” and “Lives in crises” guides to help translate donors’ political and financial commitments into effective programming in crises. He is a graduate of Aix-Marseille Law School.

Logistics for humanitarian relief : an original initiative for Ukraine.

Interview with Christophe Peyrichou and Nicolas Petit from Bioport on the Ukraine Response Consortium initiative.

Bioport is a non-profit association whose mandate is to improve the aid delivered by humanitarian actors by providing logistics services and supply chain advice in order to minimise costs and maximise service to beneficiaries. Since 1994, Bioport has been offering a pooling of international logistics resources to its partners. As an NGO support organisation (H2H), Bioport works with some forty humanitarian actors in all their fields of intervention and interfaces with its network of logistics service providers. Bioport is also a company for professional integration through logistics activities.

 

Défis Humanitaires : Why did you take this “Ukraine Response Consortium” initiative, how is it composed, what are its objectives and how does it work? 

Christophe Peyrichou and Nicolas Petit : The Ukraine crisis has led to a significant mobilisation and demand on supply chains, which pushed logistics-sensitive actors to coordinate in order to offer better services to NGOs working in the field.

This consortium is composed of 3 complementary entities under the acronym BAR (Bioport, HI Atlas Logistique, RLH)

  • HI/Atlas Logistique specialises in the delivery of humanitarian aid, supporting organisations and the humanitarian system, particularly in the management of the last kilometre (difficult-to-access red zones),
  • RLH Coop (Humanitarian Logistics Network Cooperative) through networking, advocacy, and the search for optimisation of humanitarian logistics through shared actions between NGOs,
  • Bioport through its logistical support to solidarity actors, particularly on aspects related to transport.

Our aim is to offer a common pool of knowledge and resources through this mechanism. We are working on an operational capacity to provide better logistical services to those who help. This collaboration is supported administratively by HI (Handicap International – Humanity & Inclusion), which represents the consortium to the CDCS (Crisis and Support Centre at the French Minitry of Europe and Foreign Affairs), the donor of this project. Each of the actors has complementary activities in their respective specialities.

In addition to greater operational efficiency, do you also aim to reduce costs and how can this be demonstrated?

Of course, at the beginning of the crisis, the first challenge was to identify service providers who could deliver in Ukraine. With the general mobilisation on the ground and the security situation, only trucks with Ukrainian drivers could circulate in the country, which limited the options at first. But from April onwards, we were able to include a growing number of providers so that we could continuously survey the market and improve the service while optimising costs.

@Atlas Logistique

Is transport in the countries crossed and at the destination easy? We have seen queues of lorries blocked for up to 27 km at some borders. 

The transport and border crossing did not pose any particular problems for us. The Ukrainian government quickly put in place an accelerated border crossing procedure for humanitarian cargo (customs procedures). Ukraine is a country with an efficient infrastructure and logistics companies. There were indeed some congestion problems at times. However, working with service providers with local experience and contacts, as well as a rigorous documentation system, allowed us to optimise border crossings and minimise waiting times (generally no more than 24 hours).

Was the experience of the humanitarian airlift during the Covid-19 pandemic inspiring and useful?

Yes, this experience has inspired us and it has been very useful. Before the airlift in place, we had discussions and simulations of shared charters with strong interests by the different logistics departments of the NGOs’ headquarters, in order to start a dynamic on logistical mutualisation.

The airlift experience highlighted the need to decompartmentalise the various existing logistical support systems and that donors were ready to support this type of operation if it was promoted. Before the COVID19 period, an organisation capable of carrying out this type of project was missing and this enabled the RLH to change its scope. Since the airlift, this decompartmentalisation has been established and we at Bioport wish to contribute to the logistical pooling. The setting up of this consortium in co-construction is a result of this.

@Atlas Logistique

How do you fund the humanitarian work of the Consortium?

The humanitarian action of this consortium is funded by the Ministry of Europe and Foreign Affairs and more specifically by the Crisis and Support Centre. The consortium and all activities are covered by this funding from May 2022 until October 2022.

It should be noted that this project is co-financed by:

  • For Atlas Logistique: by ECHO via the EHRC (European Humanitarian Response Capacity) mechanism
  • For Bioport: by funding from the AURA region and the Bullukian Foundation from an emergency fund in response to the crisis.

These fundings therefore complete the system and are managed directly by those concerned.

Do you have any relationship with the ECHO mechanism of the European Commission?

As mentioned in the previous question, HI/Atlas Logistic is a key partner of this new ECHO mechanism of the European Commission and operationalized for the first time in Ukraine. RLH has been a partner of ECHO’s EHRC mechanism since the launch of the European Airlift (EUHAB created at the beginning of the COVID crisis, which is now sustainable in the long term). We, Bioport, should be exchanging with them soon.

At the beginning of the war in Ukraine, there was a multitude of goodwill but sometimes inadequate aid initiatives. What is the situation today?

Indeed, unsolicited donations have been pouring in since the beginning of the crisis and this phenomenon, which is common in such situations, has been accentuated by the proximity and land access to Ukraine from Europe. This has contributed to the clogging of supply chains, with goods not meeting the needs or already available locally.

Bioport is used to supporting small associations in their logistics but also in questioning the relevance of their donations. We have therefore developed tools from the outset to inform the general public about the risks of unsolicited donations and their more effective alternatives for helping populations (Donation Awareness). Many other organisations have had similar educational initiatives. In addition, the Ukrainian administration has always remained functional and has been able to quickly control the influx of donations into its territory.

@Atlas Logistique

Do you have any idea to date how much product you have brought in ? 

At Bioport level, we have organised the shipment of approximately 124 tonnes of goods from international destinations to Ukraine for some fifteen organisations. The trucks are shared with several organisations. We have mainly organised the shipment of products with high added value or complex to transport (pharmaceutical products, vehicles, products under controlled temperatures, etc.) for which there is a need for logistical expertise for the partners.

HI/Atlas Logistics has opened 3 logistics hubs in Ukraine: Vinnytsia, Dnipro and Kharkiv. Since the beginning of the crisis, some thirty partner organisations have benefited from storage and kitting services including temperature-controlled spaces (storage capacity available to humanitarian organisations of more than 6,000m2) and transport services (5,500 tonnes of humanitarian materials transported) to the most difficult to access areas, close to the front lines.

The consortium ensures the continuity of the logistics chain from Europe to the hardest-to-reach areas, including eastern Ukraine, as well as free and optimised logistics services for the main humanitarian actors working in Ukraine.

There are many aid actors in Ukraine today and you have to choose your partners. On what criteria do you do this and with what follow-up? 

We have a fairly strict working framework, firstly we screen the partners and suppliers. Secondly, we take into account the needs of the partners, their complementarities and their specificities in order to maximise the logistical support that is currently offered within the framework of this consortium. To date, we have not had to “choose”, and there has been a logic of solidarity and financial balance on the activities between our three entities, allowing us to cover the needs expressed by our field partners.

Can you ensure that the aid you carry gets to the people who need it most?

We provide logistical support to organisations that operate according to the humanitarian principles of neutrality, impartiality and independence. We work together with them and trust them to provide appropriate assistance in the difficult conditions of war.

@Atlas Logistique

How do you see the continuation of this Consortium for Ukraine and could it be implemented later in other countries?

We think it is important that there is continuity in the project in Ukraine. Discussions are underway on this point. As far as replicability is concerned, there is a need for further reflection between the organisations. For Bioport, there is no doubt about the interest of this type of model, which allows field actors to concentrate on the victims while relying on shared logistics at their service.

How would you like to conclude this interview? 

Perhaps with a note of optimism and realism. At the very least, the consortium will have made it possible to take a new step towards more shared logistics for the benefit of partners and the humanitarian community.

This consortium responds to a real need to optimise humanitarian logistics chains, both for ISOs responding to crises and for institutional donors. The complementary nature of the actors in this consortium makes it a relevant intervention tool to be reproduced in other areas of operation.

 

Nicolas Petit and Christophe Peyrichou 

Pour aller plus loin:

Bioport Logistique 

Presentation of the Ukraine Response Consortium Initiative

 

Nicolas Petit

Nicolas Petit a occupé différents postes dans les services logistiques siège au sein des ONG et en missions d’expatriation notamment en Afrique du Nord (Tunisie), en Afrique centrale (RCA RDC) et en Afrique de l’Ouest (Bénin, Guinée Conakry et Cote d’ivoire). De retour en France en 2011, il intègre parallèlement Bioforce en qualité de consultant formateur et Bioport au poste de logisticien, où il poursuivra son engagement en tant que chef de projet, responsable du département OSI et aujourd’hui en tant que directeur des opérations et du développement. Il a effectué des études de Logistique à Bioforce en 2008 puis un master2 en management de la Supply Chain au CNAM en 2017. Il est consulté régulièrement sur les questions de logistiques mutualisés, de mise en œuvre de flux complexes et sur les aspects liés aux transports internationaux.

Christophe Peyrichou

Christophe Peyrichou, 37 years old, is the manager of Bioport’s OSI division. He has been managing the team that coordinates and develops the international logistics operations of Bioport’s partners for the past 5 years. He first joined Bioport as a project manager in 2016.

Before Bioport Christophe worked in the private sector in industrial supply chain.