A training with no lunch, a field visit with no vehicle or a workshop where the projector never arrived can undo weeks of planning. Assistants and officers in Ghana spend a large part of their time on logistics and procurement, and adverts ask for it directly: procurement requests, vendors, travel and event arrangements.
Logistics
Logistics means getting people, materials and equipment to the right place at the right time. For any activity, ask:
- Venue: booked, confirmed in writing, with enough seats, shade, toilets and power?
- Transport: vehicles booked, fuel approved, drivers informed, or transport refunds prepared?
- Materials: printed, packed and counted?
- Food: caterer confirmed with numbers and timing, including any dietary needs?
- People: facilitators, participants and partners reminded?
- Documents: attendance sheets, consent forms, receipts book?
A checklist for each type of activity saves you from forgetting the same thing twice. Keep it in your project spreadsheet and copy it for each event.
Procurement
Procurement is the process of buying goods and services for the project. Organisations have rules to make sure money is spent fairly and honestly, and donors check that the rules were followed. While each organisation's policy differs, common steps are: