Supply chain Preparedness Emergency preparedness Actions taken in

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Supply chain Preparedness § Emergency preparedness: Actions taken in anticipation of an emergency to

Supply chain Preparedness § Emergency preparedness: Actions taken in anticipation of an emergency to facilitate rapid, effective and appropriate response to the situation. The supply Chain Preparedness Needs assessment Procurement Transport Customs Warehousing Distribution 1

Translating preparedness Internal capacity External resources Context Potential scenarios consequences Population Program Logistical &

Translating preparedness Internal capacity External resources Context Potential scenarios consequences Population Program Logistical & Supply needs 2

Elements of the preparedness It is crucial to determine as accurately as possible: §

Elements of the preparedness It is crucial to determine as accurately as possible: § The context § Define possible scenarios and consequences § The needs generated § Available internal capacity and resources § Available external capacity and resources § Complementary capabilities and resources required for meeting those needs 3

Supply Preparedness § Establish a list and specification of programs and support items required

Supply Preparedness § Establish a list and specification of programs and support items required for an emergency response. § Identify sourcing options: donation, purchasing, loan… § Knowledge of national, regional, international market (availability, cost, delivery time…) § Have standard purchase contract established and adapted already prepared. Ensure that the tendering/quotes process is adapted § Knowledge of majors donors guidelines for procurement. Be familiar with donor exceptions for emergency contexts. 4

Customs § Be aware of customs procedures and regulations for importing goods. § Have

Customs § Be aware of customs procedures and regulations for importing goods. § Have a good freight forwarder, customs clearing agent or someone who understands customs regulations to help ease the customs process. § Check the possibility of a tax exemption. Do you have the relevant documentation required if goods need to be imported? § Check if some goods are prohibited or restricted (for example, communications equipment often needs licenses, some drugs might be banned) 5

Local infrastructures § Capacity of points of entry (airports, borders…)? Restrictions on their use?

Local infrastructures § Capacity of points of entry (airports, borders…)? Restrictions on their use? Are changes planned? § State of roads, waterways and other transport infrastructure § Existence & availability storage facilities § Existence & availability of means of transport § Identify potential bottlenecks (bridge, weather constraint…) § What are the communication systems in risk area (mobile phone, radio communication, internet, none…) 6

Transport Vehicles (cars, trucks, motorbikes) § Define your possible transport requirements for personnel and

Transport Vehicles (cars, trucks, motorbikes) § Define your possible transport requirements for personnel and the movement of supplies. § Consider all transport modes, also establish alternative options. § Assess the number of vehicles (type, condition) that could be available. Evaluate your potential additional requirement § Assess your sourcing options to meet your requirements (for example, renting, local or international purchase, loan). § In case of significant increase in the fleet size, assess the capacity to scale-up maintenance. Check what the supply of spare parts and fuel is. Consider having contingency stocks. 7

Transport Air charter § Check the possibility of chartering aircraft for cargo (type, payload,

Transport Air charter § Check the possibility of chartering aircraft for cargo (type, payload, cost). Ensure that you are prepared to face the logistics involved in air Ops § Know the procedure and regulations to receive charter aircraft with cargo. Sea transport § Assess the sea freight entry point (warehousing, handling). § Check if risk areas are reachable by boat (type of boat, payload). Identify where you can find these boats and the cost. 8

Warehousing § Assess existence & availability of storage facilities that you can hire/borrow/share at

Warehousing § Assess existence & availability of storage facilities that you can hire/borrow/share at short notice. § Determine what surface and volume would be needed in case of emergency. § Check the possibilities of finding temporary mobile warehousing structures (Rubbhall, containers). § Ensure that you have a good system to track and report on movement of supplies (waybill, bin card, stock report). § Ensure you have skilled staff in warehouse management. § Identify how to get additional resources (forklift. . . ) § Consider constitution of contingency stock of non perishable relief items in High risk areas 9

Distribution § Have distribution system in place and ready to be implemented § Identity

Distribution § Have distribution system in place and ready to be implemented § Identity Partners to support distribution § Assess secondary transport and warehousing space at the distribution areas § Have Monitoring system to allow accurate reporting on distribution 10

Key Elements § § § Knowledge Anticipation Network Scaling up capacity Systems and procedures

Key Elements § § § Knowledge Anticipation Network Scaling up capacity Systems and procedures Adaptation 11