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USAID GHSC-TA-TZ Project

Jobs in Tanzania 2021: New Job Vacancies at USAID (GHSC TA-TZ) Project 2021

Consultancy Warehouse and Distribution and Inventory Management
Statement of Work
Purpose: Provide consultancy in assessing the warehouse and distribution and Inventory Management of health commodities in Zanzibar
Provider(s): TBD
Period of Performance: February, March, and April 2021
Place of Performance: Virtual STTA

1. Background
The
Ministry of Health Social Welfare, Gender Elderly and Children
(MOHSWGEC) in Zanzibar embarked on the reform process from the beginning
of 1990’s and this became fully fledged in the early 2000’s. The
Geographical health infrastructure in Zanzibar has been distributed into
primary, secondary and tertiary levels of health care services. The
distribution allows good access to primary services to 95% of the
population living within or less than 5km to the nearest public health
facility.

The health supply chain in Zanzibar spans from the
Central level (MOHSWGEC, Programs, CMS) to the downstream (Hospitals,
PHCU+ and PHCU) over which execution of supply chain activities demands
the presence of a well-trained workforce. Central Medical Stores (CMS)
is responsible for procurement of commodities in collaboration with the
Procurement Unit of the MOHSWGEC. The CMS is also responsible to store
and distribute commodities to all public health facilities. Over time
there have been efforts to improve inventory management and warehouse
infrastructure at CMS, these includes the establishment of the current
WIB at Unguja and building of the new warehouse in Pemba including
strengthening the cold storage system. Efforts have also included
implementation various logistics systems such as the of the Zanzibar
Integrated Logistics System (ZILS), TB and Leprosy medicines logistics
system, and the Laboratory logistics system.

Based on its role,
CMS is a key player in the health supply chain in Zanzibar. CMS delivers
medicines, medical supplies and laboratory reagents direct to about 167
health facilities. Orders from health facilities are made
electronically to CMS using the eLMIS. CMS uses mSupply as a program to
run its business operations.

Whilst a lot has been achieved to
date to improve warehouse and distribution, there are still a lot to
unveil and provide the relevant recommendations and improvement support
to ensure that there is adequate warehousing and distribution and
inventory management of health commodities in Zanzibar.

The
MOHSWGEC is currently undertaking a holistic review of the health supply
chain in Zanzibar in order to identify and address challenges in entire
system as part of strategies to improve management of health
commodities and ensuring 100% stock availability of essential medicines
in all health facilities in the country. The scope of the review
includes assessing and providing recommendation on the warehousing
practices and infrastructure at both central (CMS) and health
facilities. It also includes assessing the current health commodities
distribution process and recommend the needed improvements for gaining
efficiencies. In building up recommendations for warehouse and
distribution improvement in addition to the assessment observations
there will be a need to incorporate findings and recommendations from
other modules like, human resource, procurement and financing and
costing.
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Objectives
The objectives of this STTA are to;

To assess warehouse conditions, operations and practices at both CMS and health facilities
To assess the health commodities distribution process and routes
To assess the current warehouse storage capacity, identify gaps and determine investments needed over next five years (2025)
To assess inventory policies at all levels of the health supply chain in Zanzibar
To recommend ways to make warehousing and distribution of health commodities in Zanzibar efficient
To
recommend on the requirements of good warehouse management practices
that need to be reflected in the electronic warehouse management and
business handling system at CMS
Recommend of measures for efficient record keeping, ordering and reporting of health commodities
Recommend on optimum inventory control policies at all levels

2. Activities

Conduct
virtual meeting with team members of the warehouse and distribution and
inventory management modules to understand the scope of work and the
laid plans of activities under modules
Conduct desk review of reports on previous work on warehouse and distribution in Zanzibar that will have inputs to this scope
Develop/Review tools for the assessment focusing on but not limited to the following key aspects;

A: Warehouse management and distribution

Utilization
of current warehouse space at CMS and other warehouses where health
commodities are stored in relation to current health commodities
inventory policies and their pipeline.
Warehouse SOPs
Warehouse equipment
Distribution between CMS and Zonal warehouses
CMS operations (receiving, put away, order processing, dispatch, warehouses management and fleet management)
Fleet capacity
Fleet management
Barcode functionality at CMS.
Routes of distribution of health commodities
Storage space and condition at facility level
Electronic warehouse management and business handling system at CMS
Human Resource capacity at CMS
Determine future storage requirements on people, process and tool for the next five years

B: Inventory Management

Inventory policies for all systems at all levels
Actual implementation of the inventory policies at all levels
Types of Logistics data collected and reported in each logistics system
Logistics systems in operation for various commodities Suppliers of health commodities to health facilities
Coordination and traceability of suppliers of health commodities to health facilities
Review periods (Procurement process & Facility)
lead time (Procurement and distribution to health facilities)
Tools used for ordering at all levels
Distribution schedules
Distribution of commodities for campaigns
Availability and use of SOPs at CMS and other levels
Availability of health commodities
Health supply chain key performance indicators used in inventory management
Conduct
a virtual training to the modular teams (Warehouse and distribution and
Inventory management) and other selected staff on how to use the
assessment tools
Monitor and provide a remote support to the modular teams who will be conducting the assessment
Receive and review the data collected by the modular teams and communicate with the team as needed
Conduct analysis of the data gathered
Review and or suggest warehouse performance indicators
Write a technical report highlighting the key observations and recommendations on;

A: Warehouse and distribution

New
warehouses sizes, location and any modifications on the existing
warehouse sizes in relation to; Anticipated product packaging change
from bottles ,Any anticipated increase in funding availability ((Input
provided by Cost and Financing Module), Anticipated establishment of new
facilities
Warehouse SOPs
Warehouse equipment demand
Vehicles demand
Fleet management
Optimization of distribution networks
Optimization of the cost of handling of health commodities at CMS (Utilities and, human resource)
Warehouse performance framework.

B: Inventory Management

Revised
stock control policies and ordering or procurement approaches of health
commodities from various sources throughout logistics network
Revised logistics data capturing and reporting tools
How data increased visibility at all levels can be achieved
The need for integration of health commodities in one logistics system
Present the observations and findings to the ZHSCR taskforce
Submit final technical report incorporating comments and feedback from the ZHSCR taskforce

4. Deliverables with timelines
Assessment tools

Technical report outlining activities accomplished, findings and the required recommendations

5. Proposal Submission and Timelines

All submission have to be sent ghsc.recruitmenttz@gmail.com
Please indicate in the subject line Warehouse and Distribution and Inventory Management.
Bid submission have to be submitted by February 22, 2021 17:00 EAT.
All cost proposals should be broken down by number daily rate.
All travel costs will be covered by the project and therefore does not have to be included in proposal response.
The work is expected to start once the contract is signed by the contractor.
We expect work to commence in February 2021.
All proposals should be priced/quoted according to days and deliverables.
All proposals should include references and contacts of institutions for which the bidder performed a similar work.
Examples of past work are required and should be shown when needed.
Estimated LOE is 20 days.
Duration of activity is from February to March 2021