How to improve performance – understanding

of document flow and dates

UNICEF Industry Consultation with Manufacturers and Suppliers of

Finished Pharmaceutical Products29th – 30th September 2016, Supply Division, Copenhagen

Alok Sharma – Contracts Specialist, HIV and Malaria unit, MNC,

asharma@unicef.org

Timeliness of supplier deliveries

EM HIV_Malaria

Achieving is simple, if

• Remember deadlines and dates

• Remember documents and its flow

Checklist 1 –Read Delivery Date

• Delivery date is found on the first page as shown in this slide or as shown in the next slide/s

Checklist 2 –Read instructions

• Read shipping/ invoicing instructions and prepare your documents and other requirement accordingly.

Checklist 3 –Return Acknowledgement Form

• Read PO items, quantities, prices, instructions and delivery dates then return “Acknowledgement Form” within 5 working days

Checklist 4 –NOTIFICATION OF GOODS’ READINESS

• SEND NOTIFICATION OF GOODS’ READINESS ALEAST 3 WORKING DAYS BEFORE CONFIRMED DATE OF GOODS READINESS TO DESIGNATED FRIEGHT FORRWARDER AND COPY TO UNICEF

Please provide one notification document per PO item, if insufficient space on this page.

CIP DAPFCA

Green Lights/ Import Waivers !!

Vendor on-time delivery

Performance Management: Supplier Performance Scorecard

How to share Documents with UNICEF and Freight Forwarder

• Read shipping/ invoicing instructions – compile all documents

• Send all document in colour scan regardless requested or not (note – specific to HIV and Malaria unit).

• Do not send documents in parts, unless agreed –avoid multiple emails on this subject as it is not effective and efficient communication.

• Consolidate all documents – review once more that these documents fulfill PO instructions/requirements and then send.

We appreciate suppliers’ cooperation in adhering to

timelines in order to support UNICEF’s efforts to

ensure safe and timely delivery of medicines to

countries – at affordable prices

ROAD AHEAD: IMPROVED ENGAGEMENT• Attention to ‘simple’ issues such as reading, adhering to PO

information and instructions; forwarding correct

documentation

• Communication is key between UNICEF, Supplier and

Freight Forwarder

• Monitoring of vendor performance, especially lead times

(new UNICEF tool for monitoring: scorecard):

• Feedback• Corrective action

Thank You for your attention