Logistics, Procurement, and Asset Management in NGO Operations

Focused on the operational backbone of program delivery, this course equips participants with essential skills in planning, sourcing, procurement, warehousing, fleet, and asset management. It emphasizes compliance with donor guidelines, value-for-money principles, and ethical procurement practices. Participants will also learn strategies for managing humanitarian supply chains, ensuring timely delivery of goods and services, and maintaining transparency in resource utilization.

Course Objectives

This course aims to equip participants to:

• To understand the key principles and functions of logistics and procurement in humanitarian and development contexts.
• To develop and implement procurement plans based on program needs and donor requirements.
• To assess suppliers, manage tenders, and apply ethical and transparent procurement processes.
• To apply Value-for-Money (VfM) principles in procurement and logistics operations.
• To manage warehousing, transport, and inventory systems effectively.
• To establish robust asset management and tracking systems aligned with accountability standards.
• To prepare for donor audits through proper documentation and compliance practices.
• To manage logistics in emergency settings and ensure continuity during crises.
• To identify and mitigate operational risks in supply chain management.

Who Can Attend This Course?

This course is designed for:

• Logistics and procurement officers in NGOs, INGOs, and humanitarian agencies
• Program managers seeking to strengthen operational delivery
• Admin, finance, and operations staff
• Supply chain and warehouse managers
• Emergency and field response personnel
• Asset managers and fleet supervisors
• Anyone responsible for ensuring compliance with donor procurement and logistics requirements

Course Modules

1. Introduction to Humanitarian Logistics and Supply Chain Management

• Overview of logistics in NGO operations
• Principles of humanitarian supply chains
• Logistics as a support function for effective programming
• Common challenges in NGO logistics

2. Procurement Planning and Needs Assessment

• Conducting needs assessments
• Procurement planning linked to project timelines
• Forecasting logistical and supply needs

3. Sourcing Strategies and Supplier Management

• Local, regional, and international sourcing
• Vendor pre-qualification and selection
• Supplier relationship management and performance evaluation

4. Procurement Procedures and Ethical Practices

• Procurement cycles and thresholds
• Documentation and internal controls
• Anti-corruption, conflict of interest, and ethical standards

5. Value for Money and Cost Efficiency

• The four E’s: Economy, Efficiency, Effectiveness, Equity
• Balancing quality, cost, and delivery timelines
• Analyzing procurement options for VfM

6. Contracting and Tender Management

• Types of procurement methods (open tender, restricted, direct)
• Bid solicitation, evaluation, and award procedures
• Drafting, managing, and enforcing contracts

7. Warehousing and Inventory Management

• Principles of warehouse layout and operations
• Inventory management techniques (FIFO, LIFO, FEFO)
• Stocktaking, inventory tracking, and loss prevention

8. Fleet and Transport Management

• Fleet planning and vehicle utilization
• Fuel management and tracking
• Transport documentation and route optimization

9. Asset Management and Tracking

• Asset registration and tagging
• Maintenance planning and records
• Asset disposal procedures and accountability

10. Donor Compliance and Audit Readiness

• Overview of major donor procurement requirements
• Aligning internal systems with audit standards
• Document archiving and audit preparation

11. Emergency and Humanitarian Logistics

• Rapid procurement and supply chain adaptation
• Buffer stocks and contingency planning
• Last-mile delivery and coordination in crisis response

12. Risk Management and Transparency in Operations

• Identifying procurement and logistics risks
• Fraud prevention, whistleblower systems, and internal audits
• Promoting transparency and accountability in operations

Expected Course Outcomes

Upon successful completion of this course, participants will have increased their capacity to:

• Have a strong understanding of humanitarian logistics and procurement systems
• Be able to develop compliant procurement plans and ethical sourcing strategies
• Apply VfM principles in all aspects of resource management
• Manage suppliers, contracts, and assets with improved accountability
• Ensure effective warehousing, fleet operations, and transport logistics
• Align logistics practices with donor policies and audit expectations
• Be prepared to handle logistics in emergency response scenarios
• Embed transparency, risk mitigation, and continuous improvement in operational process

Course Duration and Timeline

• Total Duration: 4 weeks
• Capstone Assignment: Develop a Procurement and Logistics Manual or Audit Checklist
• Final Assessment: Case study presentation and reflection

How you will learn

Format

Online

Effort

3 hrs/per week

Certificate

Digital

AIS’s self-guided, flexible online trainings provide hands-on learning through engaging videos, assignments, and readings. Participants can connect and engage with peers around the world, all while an expert facilitator is available to answer your questions. The platform is user-friendly and available for a set duration, allowing learners to work at their own pace.

All courses can be converted in to a 3-5 days intensive in-person workshop/executive retreat.