DRC - Standard Operating Procedures (SOPs) for Common Logistics Services, July 2026

Content

1. Overview 

This document provides an overview of the logistics services made available through the DRC Logistics and Telecommunications Cluster (LTC) to support humanitarian actors responding to the Ebola crisis, how to access them and the conditions under which these services are to be provided. The objective of these services is to enable responding organisations to establish an uninterrupted supply chain that supports the delivery of humanitarian relief items to the affected population in DRC. The services include warehousing and transport provided under the specific conditions described below. 

These services are not intended to replace the logistics capacities of other organizations or compete with local service providers. Rather, they are intended to fill identified operational gaps and provide a last-resort option in case other service providers are not available, and/or existing capacity is inadequate to respond to humanitarian needs. 

These services are planned to be available until 30 August 2026, with the possibility of further extension. However, partial or complete withdrawal of the services may occur prior to this date due to specific circumstances: 

• Changes in the situation on the ground 
• Services are no longer an agreed upon/identified need 
• Funding constraints 

This document is subject to regular updates based on evolving operational requirements and situational changes. Service requestors are responsible for consulting the latest version prior to submitting any requests. Updated versions will be shared on the DRC Operations page. 

The LTC reserve the right to reject or put requests on hold at any time if field conditions do not allow the proper implementation of the below. 

2. Key Notes to Users  

Important considerations before requesting services: 

1. Any communication, request for information, and all documentation related to Service Requests not attached to the originally submitted online SRF should be sent to: DRC.ClusterCargo@wfp.org. 
2. Each Service Request Form (SRF) must be submitted for a single origin and destination pair. Users must not include multiple pick-up locations or multiple delivery destinations within the same SRF.  
3. Each SRF must be submitted for a single consignment. While multiple services such as transport and storage may be requested within one SRF, this is only permitted when they apply to the same consignment. 
4. Service Requestors are expected to attach all relevant and required documentation to the online SRF at the time of submission to ensure timely and accurate processing. 
5. The Service User retains full responsibility for insuring all cargo during transport and storage operations. Insurance coverage must be arranged independently, as it is not provided under the scope of these logistic services.  
6. The Service Provider is not liable for any loss or damage to cargo during transport or storage. All items handled must comply with WFP quality assurance standards and relevant regulatory requirements. 
7. The implementation of services is dependent on the current security conditions, which may impact scheduling, access, and operational feasibility. Service delivery is subject to the availability of secure access, transport capacity, and necessary permissions, and may be adjusted or suspended accordingly.  
8. Services will be provided in accordance with the priorities set by the Humanitarian Country Team (HCT) or the Inter-Cluster Coordination Group (ICCG). As a guiding principle, priority will be given to requests related to lifesaving and emergency response activities. 
9. Eligibility to access these services is limited to UN Agencies, International Humanitarian Organizations, and International or National Non-Governmental Organizations (NGOs) operating in DRC and registered with OCHA. In certain cases, government entities may also qualify as Service Users. 

3. Services Available  

3.1 – Temporary Storage Service  

The LTC provides warehouse space to humanitarian organizations for cargo storage, including handling in and out, on a free-to-user basis. 

• Currently storage services are currently available in the following locations: 
• Bunia 
• Kinshasa 

NOTE: Other locations for storage space will be considered on a case-by-case basis. 

1. Temporary storage will be offered to humanitarian organizations in a shared facility. 
2. All storage space provided is temporary up to 2 weeks. 
3. The availability of storage space and the duration for which it is provided may vary depending on overall usage levels. 
4. If additional storage time is required, the Service User must notify the LTC prior to the agreed deadline. Any extension will be subject to availability and granted at the sole discretion of the LTC. 

3.2 – Transport Services  

The following cargo transport services are available: 

• Consolidation and Transport from Uganda to DRC – Partners can consolidate cargo in Entebbe, Uganda and request onward transport to DRC, including delivery to Bunia, and other places on a case-by-case basis. Cargo transport will be conducted via air and road.   
• Transport inside of DRC  
  • Road transport is available from Bunia Airport to the Cluster managed facilities and to the final distribution point located in Bunia and affected areas. 
    • Air transport is available from Kinshasa to Bunia. 
• Transport services can be requested for cargo: 
  • Currently stored in LTC storage facilities  
  • To be collected from the Bunia Airport  
• All services will be provided on a free-to-user basis. 
• For all international cargo movements, the requesting organization is responsible for completing customs clearance formalities. 
• In the event the LTC the collects cargo from Service User premises, designated warehouse, or a commercial service provider’s warehouse acting on their behalf are responsible for arranging the loading of the cargo. They are also responsible for unloading at all delivery points, except when the cargo is delivered into a LTC storage facility [see above 3.1 – Temporary Storage Service]. 

4. How to Access the Services 

• Service users are required to submit a Service Request Form (SRF) by filling the online SRF. 
• SRFs must be submitted at least 4 days before delivery of the cargo to the common storage and transport service. 

NOTE: General instructions for completing the SRF can be found online here. 

• Service Users are required to provide accurate cargo dimensions. If incorrect weights, volumes, quantities, or cargo contents are submitted through the SRF, the cargo may be rejected either at the warehouse or during pickup. For guidance on determining cargo dimensions, please refer to this guide. To help calculate dimensions, you can use the cargo dimension calculator. 
• Service Users are encouraged to include their organization’s PO Number(s) or any other internal cargo reference in the ‘Owner Reference’ field to help facilitate tracking. 
• All Service Users will be asked to agree with the LTC Conditions of Service.  
• After submitting the SRF online, the requestor will receive an automated email at the address provided during submission to verify and finalize the request. This step is required to confirm the SRF submission. 

Please be advised that, at this stage, no obligation or commitment has been established to deliver the requested service. 

• The LTC will acknowledge receipt of the SRF within 24 hours and will either: (a) request any additional clarification or documentation needed, or (b) register the SRF with a ‘New’ status and provide the Service User with a Consignment Report containing a 9-digit Tracking Code. 
• The LTC will review the request and either approve or cancel it based on the specific conditions governing the provision of common logistics services within 48 hours. Any changes in status will be automatically communicated to the requestor. 
• Service Users can monitor cargo status and submit release requests through the online Tracking System using the tracking number provided by the LTC using the online consignment tracking tool. 
• Further inquiries regarding the consignment information should be sent to: DRC.clustercargo@wfp.org. 
• Partners transiting cargo through Uganda enroute to DRC may be required to provide a Ugandan Tax ID Number (TIN) on request. 

4.1 Service Requests for Storage Services 

A single SRF for the temporary storage service can only have: 

• The origin location where the cargo will be transferred to the service provider (SRF field: “Location (to be stored in)”) 
• The date on which the cargo will be transferred to the service provider and when the service will begin (SRF field: “Start date”) 
• The date on which the cargo is scheduled to be released to the service user (SRF field: “End date”) 
• Upon receiving confirmation from the LTC that the request has been accepted, the requesting organization must notify the LTC of the estimated date and time of cargo arrival at the warehouse. Additionally, the requestor shall provide the contact details of the truck driver or convoy leader to the designated LTC contact to facilitate guidance of the vehicles to the warehouse. 
• Organisations delivering relief cargo to the logistics hubs for temporary storage need to provide full details of the consignment and necessary documentation as detailed in the specific in-country SOPs. 
• Current warehouse opening hours are as follows: 

• The LTC will confirm warehouse receipt of the cargo by updating the cargo tracking system accordingly.  
• Cargo will not be released from the warehouse unless the LTC has received a signed Release Order Form (RLO) from the requesting organization. General instructions for completing an online RLO are available here. 
• The release request must include the Consignment Number, quantity of units, total volume and weight of the cargo to be released and specify the designated recipient. The LTC will coordinate handling-out and confirm the release of the cargo to the receiving organization. 
• Release Order Forms (RLOs) must be submitted at least 48 hours prior to the scheduled cargo release. 
• If an item in a storage request contains dangerous goods, the appropriate Safety Data Sheet (SDS/MSDS) must be attached to the SRF, and the appropriate UN ID must be included in the SRF. The SRF may be rejected if the SDS cannot be provided or if the DG item is deemed unsuitable for the storage location. If you are not certain whether your cargo is DG, please refer to the DG Search Tool. 

4.2 Service Requests for Transport Services 

A single SRF for transport services must have: 

• The date when cargo will be handed over for service(s) to begin (in the “Ready to Load Date” field). If cargo is departing from Entebbe, service users should indicate the anticipated date of arrival at the Entebbe hub. 
• One location where the cargo will be handed over for service(s) to begin (in the “FROM” field in “Starting Point” section) 
• One location where the cargo will be handed back when service(s) end (in the “DELIVERED TO” field in “Destination” section) 
• For transport requests, the final consignee, the destination and contacts must be clearly indicated on the cargo and also in the request as well as any special cargo handling requirement.  
• The LTC will confirm the scheduled pickup time for the cargo once truck arrangements have been finalized. 
• The LTC will transport the cargo and keep the organization informed regarding progress.  
• The sending organization, or the designated consignee, should confirm receipt through signing the waybill, which accompanies the cargo. 

For all cargo transiting through Entebbe: 

• All documentation (including the Airway Bill) must state “Final Destination of DRC” and “Transit Cargo”. This will be used to facilitate transhipping without customs clearance.  
• When preparing cargo for transport, sending organisations should note that transit cargo that enters Uganda on the same waybill must be transported together to be properly processed by Uganda customs. 
• Sending organizations must only list themselves or their identified partner organization in DRC as the consignee, however sending partners should list WFP as the notify party to facilitate full transit of the cargo to DRC. 
• All import fees and customs formalities inside of DRC are the responsibility of the sending organization.  
• All cargo should be packed for international air transport, including all temperature ranges and DG clearly labelled on the boxes.  
• Guidelines on packaging and labelling of temperature controlled items for air cargo ⁠can be found here.  
• DG must be accompanied by MSDS and DC HazDec. Guidelines for DG documentation and labelling for air cargo ⁠can be found here.  
• Cargo arriving to Entebbe for with the intent for onward transport must be accompanied by an SRF submitted in advance. Failure to supply an SRF can result in cargo being delayed or denied.  
• All accompanying documents must be attached to the SRF. The following documents required for customs clearance in DRC should be attached:  
  • Proforma/commercial invoice 
  • Packing list 
  • Certificate of origin/inspection (for pharmaceutical products) 
  • Regulatory authorizations from DRC for controlled products 
  • Copy of the interministerial decree granting administrative and tax relief, if it has been issued 
  • IM8 declaration for transit purposes (if applicable) 
  • Marketing authorization, if applicable (particularly for pharmaceutical products) 

• Partners importing cargo through WFP for the Ebola response should seek and share a facilitation letter from the COUSP Director General or Incident Manager, as this can help accelerate customs processing. 

   

5. Conditions of Services 

Use of LTC–facilitated common logistics services requires Service Users to accept the Conditions of Service. Under these SOPs, WFP acts solely as an agent on behalf of the requesting organizations and assumes no liability for storage, transportation, or any loss or damage to the goods. WFP will deliver services in good faith and ensure they are carried out with due diligence.  

By issuing a Service Request Form (SRF), the requestor certifies that the listed cargo is the property of a humanitarian organisation and is for humanitarian purposes only. All required documentation will be ready and complete for the listed cargo by the "Date Ready to Load" in case of Transport service, and by the "Beginning (Date)" in the case of Storage service, or whichever occurs first.  

The requesting organization declares that all the information contained in the SRF to be true and correct to the best of its knowledge. By submitting the SRF, the requesting organization affirms the Requesting Officer's authority to act on behalf of the requesting organization and accepts full responsibility for all actions and obligations arising from the service request. 

• The service provider acts as an agent for the service users. 
• The service provider assumes no responsibility for any loss or damage to the goods carried. All carried goods are subject to quality assurance requirements of WFP and applicable rules and regulations. 
• Service users are responsible for making adequate arrangements for the insurance of their goods. 
• The SRF is not a document of transport; it is used for administrative convenience and is not intended to replace, substitute or supersede the transport document that may be issued in connection with any movement under the SRF. 
• All duties and taxes assessed on the cargo listed on the SRF are responsibility of the service user and should be resolved to the satisfaction of the relevant authorities prior to the cargo being handed over by the service user or their agent to the service provider. 
• The information contained in this SRF will be treated digitally and may be hosted on a 3rd party server. 

Once a request has been confirmed by the LTC team, such confirmation does not mean that a request has been accepted or approved. Requesting organizations will be notified separately once requests have been accepted. 

CARGO PACKAGING REQUIREMENTS   

• Requesting organizations are responsible for ensuring their items have been packed in the appropriate transport container and able to handle the physical requirements of the operational transport. The LTC reserves the right to refuse cargo that has not been properly packed, as improper packing can lead to delayed transport and reduced space for other organizations.  
• Cargo containers should be properly marked with relevant information, including (but not limited to): 
• Consignment number or printed consignment shipping label 
• Name of cargo owner/Service Requesting organization 
• Name of recipient organization (if different than the cargo owner) 
• Required temperature ranges 
• Expiration dates  
• Correct UN ID numbers and hazard labels  
• Requesting organizations are encouraged to clearly mark their cargo with their organizational logo using stickers, wrapping, or other methods to make cargo easier to identify. 

LARGE AND OVER-SIZED ITEMS  

• Large, long, over-sized etc. items will be handled according to available capacity.  

HAZARDOUS GOODS AND TEMPERATURE-CONTROLLED ITEMS   

• The LTC is able to accept hazardous goods on a case-by-case basis. Consultation with the LTC is required before submitting a SRF.  Service Users can look up possible dangerous goods using the Dangerous Goods Lookup Tool. 
• In general, the LTC does not usually offer temperature controlled transport or storage. However, requests would be considered on a case by case basis with organisations who have signed a Service Level Agreement with WFP for the provision of such specific logistics services in country.