Basic Issues
The basic issues of observer logistics that must be resolved during observation planning fall under the broad headings of:
Management and operational responsibilities for these logistics functions should be assigned to specific members of the observation management team. Field observers rely on effective logistics support to complete their tasks and may be operating under uncomfortable field conditions. To neglect logistics planning or regard the staffing of logistics support positions as less important than field observers or other professional experts risks the success of the observation project.
The rigorous application of normal logistics controls is as important for observer projects as for any other business undertaking. In order to avoid unnecessary emergencies that require contingency responses, basic systems can be implemented to ensure:
- security of materials, data, and communications;
- receipting and issue of goods;
- regular back-up of computer data and systems;
- control of vehicle and fuel allocation;
- accident reporting;
- authorisation of travel;
- communications discipline;
- reservations for accommodation.
The following discussion relates mainly to logistics for independent observer groups. For further information on logistics in relation to political party and candidate representatives, see Political Parties and the Electoral Process. For further discussion of the relationship between electoral management bodies and observer groups, see Facilitating observer activities.
Logistics Briefings
For all observation projects, a briefing on logistics issues, including responses to emergencies, should form part of the observer training sessions (see Training for Observers). For international observer missions, logistics planners and staff need to be mindful that observers may be operating in an unfamiliar environment. Providing continual, accurate, and complete information on mission logistics to field observers is a high priority for mission administrators.
Coordination with State and Other Organisations
Provision of logistics support would normally be the responsibility of the organisation providing the observers. As this is an expensive factor in an observation program, coordination between organisations engaged in observing an election--in sharing or jointly developing transportation or communication systems, briefing and reporting materials, and emergency plans--may lead to significant cost-efficiencies, as well as standardising coverage and reporting.
There may be some opportunities or need to cooperate on logistics issues with the electoral management body or other state authorities. Such cooperation is essential regarding observer security and is likely in such areas as transportation, particularly where transportation resources are scarce or the observation must cover a wide geographic area. Other areas where such coordination may be necessary could include:
- observing mobile voting stations;
- accompanying ballot materials;
- obtaining visas for international observers;
- provision of telecommunication facilities;
- obtaining office accommodation.
These possibilities will depend on the level of cooperation developed with, the openness of, and resources available to electoral authorities.
Any coordination with electoral administration or other state authorities for observer logistics support must be handled openly and in a manner that does not raise questions about or compromise the independence of the observation program. Electoral or other state authorities should not be in a position, through providing logistics support, to influence the locations being observed or periods of observation. Similarly, in situations where the equity and openness of election processes are regarded as being at risk, they should preferably not be used to assist in providing ancillary staff such as drivers or interpreters.
