Sudan - SOPs, Common Logistics Services, July 2026

Content

1. Overview

This document provides an overview of the common logistics services made available through the Logistics Cluster, 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 Sudan.

These services are not intended to replace the logistics capacities of other organisations, nor are they meant to compete with the commercial market. 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 December 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 Sudan Operations page (logcluster.org/en/where-we-work/sdn/sudan).

The Logistics Cluster 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: sudan.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 Sudan and registered with OCHA. In certain cases, government entities may also qualify as Service Users.

3. Services Available 

The Logistics Cluster makes warehouse space available to humanitarian organisations – at no cost to the user – for the storage of cargo. As a Provider of Last Resort (PoLR), WFP, through the Logistics Cluster, may support cargo road transport to a limited number of locations in Sudan (security and access permitting). The Logistics Cluster does not intend to offer a permanent road transport service or to set up a service that would replace partners’ existing capacities. Partners’ requests will be assessed and accepted on a case-by-case basis as determined by clear criteria in line with the concept of PoLR.

3.1 – Temporary Storage Service

The Logistics Cluster provides warehouse space to humanitarian organizations for cargo storage on a free-to-user basis.

• Currently storage services are available in the following locations: Port Sudan, Kassala, Gedaref, Kosti, El Obeid, Ad Dabbah, Tawila

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 60 days. However, the Logistics Cluster reserves the right to decrease the transit storage time if required. Users are nonetheless strongly advised to move cargo as quickly as possible. 
3. The availability of storage space and the duration for which it is provided may vary depending on overall usage levels.
4. Service Users must confirm storage availability at least 72 hours in advance by sending an email to the designated contact address: sudan.clustercargo@wfp.org 
5. If additional storage time is required, the Service User must notify the Logistics Cluster prior to the agreed deadline. Any extension will be subject to availability and granted at the sole discretion of the Logistics Cluster.

3.2 – Transport Services 

Road transport to a limited number of locations in Sudan (security and access permitting), provided on a free-to-user basis. 

• Transport services can be requested for cargo:
  • Currently stored in Logistics Cluster storage facilities
  • To be collected from the Service User’s requested location
• The Logistics Cluster does not usually offer temperature-controlled transport. However, requests may be considered on a case-by-case basis.
• The Logistics Cluster will cover the costs of loading and unloading of cargo at the collection and delivery points. 
• All customs clearance formalities are the responsibility of the requesting organisation. 

4. How to Access the Services

• Service users are required to submit a Service Request Form (SRF) by filling the online SRF. 
• An SRF can be sent in a Microsoft Excel file copy, from an approved agency contact point to: sudan.clustercargo@wfp.org. E-mails sent from a known pre-registered user will be considered as being signed by the requesting agency.
• SRFs must be submitted a minimum of 72 hours before the delivery of cargo to the storage facility and/or its movement from the point of origin. 

A single SRF for the road transport service should only have:

• Date when cargo will be handed over for service(s) to begin (in the “Ready to Load Date” field)
• 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)

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

• Warehouse Location where the cargo will be handed over for service(s) to begin (in the “LOCATION TO BE STORED IN” field in “Storage” section)
• Date when cargo will be handed over for service(s) to begin (in the “Beginning Date” field in “Storage” section)
• Date when cargo will be handed back when service(s) end (in the “End Date” field in “Storage” section)

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 Logistics Cluster 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 Logistics Cluster 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 Logistics Cluster 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 Logistics Cluster using the online consignment tracking tool.
• Further inquiries regarding the consignment information should be sent to: sudan.clustercargo@wfp.org.

4.1 – Temporary Storage Service

• Upon receiving confirmation from the Logistics Cluster that the request has been accepted, the requesting organization must notify the Logistics Cluster 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 Logistics Cluster 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. 
• The requesting organization must also provide the Logistics Cluster with the waybill numbers (and, if possible, copies of the waybills) for the consignment, along with the license plate numbers of the delivery trucks. This information will facilitate the identification of arriving cargo. However, if the organization is already utilizing Logistics Cluster transport services, these details are not required, as they will already be available to the Logistics Cluster.
• It is important that items on the SRF match the shipping documents provided by the driver upon arrival – content will be checked as cargo arrives.
• In most cases, handling costs (in/out) are included in the transport contract between the truck transporters and the partners. When handling costs are not included in the Service User’s transport contract, the costs can be covered by the Logistics Cluster if requested in advance.
• At the time of requesting transport services, partners should indicate the number of pallets, the size of the pallets, and if pallets are stackable. Palletized cargo information can be added to the comments sections of the SRF.
• The Logistics Cluster will confirm warehouse receipt of the cargo by updating the cargo tracking system accordingly. 
• Cargo will not be released from the warehouse unless the Logistics Cluster 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 Logistics Cluster will coordinate handling-out and confirm the release of the cargo to the receiving organization.
• Release Order Forms (RLOs) must be submitted at least 24 hours prior to the scheduled cargo release.
• Visitor access to the warehouses is prohibited and may only be granted upon request – minimum 24 hours in advance.
• Offloading and loading are only conducted during regular working hours. Requests for operations outside these hours will only be considered in exceptional or emergency circumstances, must be submitted in advance, and are subject to prior approval by the Logistics Cluster.
• Kitting, cross-loading, and cross-docking of cargo are not permitted at Logistics Cluster facilities. However, kitting, and special handling/loading may be handled on a case-by-case basis and must be requested in advance.

4.2 – Transport Services

• The requesting organization is responsible for supervising loading of the trucks at the point of origin and must ensure that all shipping documentation is provided to the truck drivers.
• When the cargo arrives at the final destination, the receiving organization should arrange for the supervision of the offloading.
• 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 Logistics Cluster will confirm the scheduled pickup time for the cargo once truck arrangements have been finalized.
• The Logistics Cluster 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. 

• Organizations must provide a Value Added Tax (VAT) exemption certificate. Organizations that are not exempt from VAT must ensure that the required payment is made before the movement.

   

5. Conditions of Service

Use of Logistics Cluster–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.

1. The service provider acts as an agent for the service users.
2. 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.
3. Service users are responsible for making adequate arrangements for the insurance of their goods.
4. 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.
5. 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.
6. 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 Logistics Cluster 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.

6. Contacts and Support

The point of contact for inquiries related to the common logistics services described in this document is: sudan.clustercargo@wfp.org 

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 Logistics Cluster 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 
• Service users are requested to print shipment labels and attach to pallets; if needed, these labels are sent to the service users’ email or can be printed from the tracking page using the 9-digit tracking code.

LARGE AND OVER-SIZED ITEMS 

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

HAZARDOUS GOODS

• The Logistics Cluster is able to accept hazardous goods on a case-by-case basis. Consultation with the Logistics Cluster is required before submitting a SRF.  Service Users can look up possible dangerous goods using the Dangerous Goods Lookup Tool.