Sudan - Humanitarian Road Convoy Guidelines - July 2026

Content

The Logistics Cluster supports humanitarian actors in Sudan with road convoy coordination on multiple routes throughout the country, provided roads are passable. This support is provided based on the prevailing access and security situation. The convoys are strictly for cargo, using trucks and/or light vehicles, and are not intended for passenger travel. This document outlines the operational procedures that organizations must adhere to when participating in convoys supported by the Logistics Cluster.

Operating Principles

• UN Agencies, International Humanitarian Organisations, and International or National Non-Governmental Organisations (NGOs) operating in Sudan are eligible to participate. 
• All humanitarian road convoy plans and the respective deadlines will be communicated via the Logistics Cluster mailing list and website, and during coordination meetings.
• Organizations must strictly adhere to deadlines. Failure to comply may result in exclusion from convoy participation.
• Services are subject to security and access conditions, which may affect schedules.
• Documentation related to road convoy operational planning must be submitted to sudan.clustercargo@wfp.org. 

Clearance

• Organizations are responsible for applying for and obtaining their travel permits from the relevant authorities for that movement before their vehicles depart with the convoy.
• All travel permits, cargo insurance, and related responsibilities fall under the organization's responsibility.
• Clearances may take up to one week to obtain and should be initiated as soon as a convoy is announced.
• Convoys do not travel with armed escorts, or any other kind of force protection. 

Vehicle Conditions

• Trucks and light vehicles must be in good mechanical condition. Organizations are responsible for checking wear and tear, tire pressure, etc.
• It is highly advisable that vehicles in the convoy travel with a full complement of spare parts (filters, belts, spare tires, motor oil, etc.), a first aid kit, and basic emergency supplies.

Visibility

• Organizations must ensure that each truck/light vehicle is well branded with their organization’s logo and a visible sticker indicating that no weapons are allowed on board. At least one of the following items is suggested: flags, banners, or large stickers. The logos should be visible and displayed on as many sides as possible, including on top of the truck/vehicle. Organizations are requested to share photos of trucks prior to departure.
• Participating organizations are responsible for ensuring that visibility items are recovered once the mission has been completed. Transport vehicles cannot display humanitarian logos for return trips for any reason unless the return trip involves the transport of humanitarian cargo.

Cargo

• Organizations’ loaded trucks will be pre-positioned in agreed locations before departure. 
• When consolidation of cargo takes place in the Logistics Cluster warehouse, organizations must arrange transport of their cargo to the Logistics Cluster warehouse at their own expense and ensure that handling costs are included in transport contracts.
• Commercial cargo is strictly prohibited at any point in the convoy.
• Transport companies may opt to carry non-humanitarian cargo on a return trip, after the trucks/light vehicles reach their destination(s). At this point, they cease being part of a humanitarian convoy.

Transporter Briefings

• The Logistics Cluster will brief drivers on the logistics aspects and itinerary of convoys at a departure point or will arrange for such a briefing for convoys departing from locations where it is not present.
• Organizations are responsible for ensuring the accuracy of all truck and driver details (including phone numbers) submitted on the Convoy Details Request Sheet.
• It is recommended that an alternate driver who is legally able to drive is available for each truck if required.
• Drivers should not pick up hitchhikers or other people not originally indicated in the Convoy Details Request Sheet.
• Drivers or convoy vehicles are strictly prohibited from transporting soldiers or non-state armed actors under any circumstances. No weapons are allowed on board at any time. Any instance of this will be raised with the organization’s convoy focal point and in case of repeated or major cases of non-compliance may impact an organization’s participation in convoys in the future.
• Organizations must remind transporters that the trucks should remain together for the duration of the convoy.
• Drivers must travel with at least six copies of the clearances and present them to the authorities when requested.
• Drivers must carry all the necessary legal documentation to drive in Sudan. All trucks/vehicles must comply with government requirements for safety items and carry these items on each convoy.

Meeting Times

• All clearance procedures should be completed, and all trucks should be present at the assembly point on the scheduled departure time and date, unless otherwise stated by the Logistics Cluster. 
• The exact convoy departure location, with a map highlighting the assembly point, will be shared the day before departure.
• Trucks should be fully fueled and ready to depart upon reaching the assembly point.
• Where possible, the Logistics Cluster will be present at the convoy meeting point to coordinate movement and steer drivers out of the departure location. 
• Late arrivals will not delay convoy departure.

Itinerary and Checkpoints

• The convoy will follow a strict pre-established itinerary. Any deviation from the designated itinerary by drivers will result in the truck no longer being considered part of the convoy, and the participating organization will be notified. 
• Drivers may encounter a high number of checkpoints, depending on the destination. Trucks should avoid unnecessary stops along the route unless instructed by the convoy leader or in the event of an emergency. 

Breakdowns

• If a truck/vehicle in the convoy breaks down while in transit, all convoy vehicles must stop. The convoy leader must contact the designated Logistics Cluster focal point immediately to receive further instructions. In case there is no connectivity, the convoy leader will make the appropriate decision based on the situation and inform the Logistics Cluster as soon as connectivity is restored.
• The final recommendation to proceed with or without a broken-down vehicle will be made by the Logistics Cluster, following consultations with relevant Access and Security focal points and based on factors such as estimated repair time, location, and the prevailing security situation.
• As a risk control factor, partner organizations and transport companies are encouraged to have a repair and recovery plan (spare parts, chase vehicles, easy access to a recovery vehicle, etc.).

Movement Timings

• For safety purposes, participants in convoys coordinated by the Logistics Cluster are prohibited from driving at night and during curfew hours as stipulated by relevant local authorities, during which all vehicles must be parked.
• During planned halts or overnight stops, trucks should be parked in a dispersed manner, changing parking positions where feasible and drivers should avoid sleeping inside or beside the vehicles.

Communication and Focal Points

• The Logistics Cluster will appoint convoy leader(s) and deputy convoy leader(s) as the main reporting focal points along the route. For convoys with multiple destinations, a convoy leader will be assigned to each destination. The convoy leader will be the main focal point for the convoy at checkpoints and will act as a reporting mechanism along the route.
• Organizations are requested to contact their drivers twice a day to ensure movements are going as planned and give regular updates to the Logistics Cluster.
• All liaison/contact with the drivers/transporters remain the responsibility of the organisation during the duration of the convoy. Convoy leaders are responsible for maintaining contact with the Logistics Cluster through multiple daily check-ins until all trucks reach their final destination. 
• The Logistics Cluster will communicate with the convoy leader daily and share the convoy’s location and status with participating organizations. For any urgent matters, organizations should contact the designated Logistics Cluster focal point.
• In the event of a communications disruption (e.g., loss of signal), the Logistics Cluster will attempt to re-establish contact with the convoy using alternative means, including coordination with humanitarian partners on the ground or commercial transport networks. 
• Partners are encouraged to report access constraints to the OCHA Sudan Access Unit through the Access Reporting Tool (ART). For support, contact ocha-sudanaccessreporting@un.org.
• Partners are encouraged to coordinate external communications, visibility, and media activities with the Logistics Cluster. Partners should refrain from publicly sharing sensitive operational information, including convoy routes and locations, before the convoy has reached its final destination. Where possible, public communications should be issued only after the successful completion of the movement and in coordination with communication units of other participating agencies.

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