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PRESENTATION OUTLINE

Procurement and Supply Management – Advantages of Regional Procurement mechanism Cecile Depuille - PSM Officer SPC – Noumea Email: ceciled@spc.int. PRESENTATION OUTLINE. Role of Grant Management Unit Advantages of centralised procurement What do we procure ? Procurement process Challenges

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PRESENTATION OUTLINE

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  1. Procurement and Supply Management – Advantages of Regional Procurement mechanismCecile Depuille - PSM OfficerSPC – NoumeaEmail: ceciled@spc.int

  2. PRESENTATION OUTLINE • Role of Grant Management Unit • Advantages of centralised procurement • What do we procure ? • Procurement process • Challenges • Conclusion

  3. Grant Management Unit The Secretariat of the Pacific Community (SPC) is an inter-governmental organization based in New Caledonia. • The Public Health division section, under the GMU department is managing 4 grants funded by the Global Fund to provide support to Pacific Islands • TB Grant across the region • TB Grant for Solomon Islands • Malaria Grant (SB+VU) • HIV Grant across the region – 12 Sub-Recipients (CK-FM-KI-MH-NR-NU-PW-SB-TO-TV-VU-WS)

  4. Advantages of Centralised procurement for the region • Approximately 40% of grant funds are budgeted for the procurement of medicines and other health commodities • Health products, including pharmaceuticals, are key components of HIV, TB, and Malaria interventions • In many countries, limited PHPM capacity (people, processes, systems) is a major cause of delays in grant implementation

  5. Advantages of Centralised procurement for the region • Procurement lead times and procedures are streamlined at SPC, often quite slow at government level. • Long term agreements have been signed with suppliers. • Volume for the all PICTs funded by GF grant much bigger as if it was individually recorded • Pricing advantages – buying at the regional level achieves cost savings. • Fairness, Integrity, Transparency • Effective International Competition

  6. Drugs and health supplies availability Higher When Controlled Centrally. • Across PICTs, Essential Medicines procured at the country level have a central availability of between 70-80%. Examples would be Vanuatu 73% and Solomon Islands 78%. Compared to this, the availability of SPC items – brought off international markets and supplied in country has a long term average of 98%

  7. What do we procure ? • TB Grant : • MDR drug (Multidrug resistant for TB) • Laboratory equipment and consumables • MALARIA Grant : • LLINs (Long lasting Insecticidal nets) • IRS (Insecticide for indoor Residual Spraying against malaria vectors) • Spray Equipment for insecticide • Malaria RDT (Rapid Diagnostic tests) • Microscopes, spare parts and consumables • Diagnostic consumables • HIV Grant : • ARVs – STI drugs • HIV Tests (Determine tests + Confirmatory tests –Dried Blood Spot Test kit) • Viral load – CD4 tests • STI tests (reagents for BD Probetec machine) • Laboratory supplies (Urine jars – pipettes – Blood collection tubes – Needles) • Condoms

  8. Procurement Process : • STOCKTAKES • Stock takes required to PICTS quarterly for short shelf life products: • STI Lab supplies (BD Reagents and supplies) • HIV tests (Determine and confirmatory tests + CD4 consumables) • Stock takes required to PICTS bi annually for other products • ARVs + STI Drug • LLINs • IRS • Malaria RDT

  9. Procurement Process : • Quantification Based on : - Country forecast - Stock on hand - Products shelf life • Process Purchase Order PO placed for each PICTs whenever it is possible or Regionally in case of small quantities (i.e. Drugs – Cartridges for machines )

  10. Procurement Process : • Shipment of Goods • Directly to PICTs if possible Or in case of package needed to be split or small qty • To FPBS Where goods are stored And distributed to PICTs

  11. Procurement Process : • Receiving Report Receiving report template is sent to PICTs for each shipment. Description of goods and quantity received have to be confirmed by PICTs and signed by the head of the program • Payment Once “Confirmation of receipt” form has been duly filled by the country and returned to the PR, the payment is processed by the PR.

  12. CHALLENGES • Receipt of stock takes are very often delayed and this affects the order process for the all region. • Miscommunication between PICTs and PSM team can affect accuracy on the quantification of goods. (ie: Accuracy in communication is essential to ensure continuous supply of goods and avoid stock out. Hence PICTs should make sure that they advise the PR prior any training or survey that would require extra stock)

  13. Conclusions • The regional Pharmacist office based at FPBS has significantly strengthened the systems in use with the introduction of electronic stock cards, a regular and complete monthly stock movement report submitted to the PR. • FPBS also have databases for patient regimens in all PICTs and have developed tools for forecasting and tender evaluation.

  14. Conclusions • The job of getting drugs / Health products into countries continues to be done to a very high level with availabilities of products purchased on international markets constantly in the high 90’s as shown in PUDR reporting.

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