Memo

To: Olga Kosyak

From: Francois Damba
Date: 15 December 2022
RE: TASK 8 – HUMANITARIAN AID SUPPLY CHAINS

We like your ideas for improving the performance of the supply chain, what actions
will you take to implement these improvements?

First of all I will try to convince responsible people and to facilitate early involvement of
supply/logistics people in the disaster assessment/preparedness process.

Early involvement in this process will not only provide necessary information to us, supply
chain people, but also we will be able to contribute important information to the assessment
The sooner we have information, the sooner we can prepare the facilities and resources
necessary for implementation. I have notices that supply people from SCILaid are not
participating in joint contingency planning for hurricane preparedness and in the assessment
of beneficiaries’ needs. I think that I will need to request you, my supervisor, to support the
idea of early involvement of supply chain people in the assessment process.

It is clear for all of us that communication, co-ordination and cooperation between aid
organizations is one of the most important issues in terms of improvement of the supply
chain process. Taking into account that many aid organizations are involved in Betaland
operation, we need to make sure that all of them are not duplicating their efforts and
competing with each other (like competing for good drivers etc.). All supply chains in all aid
organizations need to be able to source, move and then distribute goods as soon as
possible. I think that it will be good to have joint body that will define issues that should be
solved jointly (such as sharing information; establishing joint rosters for local people that can
be recruited by aid organizations, reliable service providers and suppliers, consultants,
warehouses; establishing joint long term agreements with big suppliers and service
providers etc.). It is also very important to inform other actors about your actions and your
reasons.

I think that in these regard I need to meet supply chain people from other aid organizations
and try to understand their views on this issue. We can initiate joint meetings, we can use
the website to share the info, we can establish mailing lists and share relevant information
between us. We can organize kind of supply community for networking and communication.

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As I have mentioned earlier, it would be good to evaluate the performance of SCILaid the supply
chain. This evaluation will help us to understand our weak and strong points and give us good
opportunity to learn from the experience. Certainly, evaluation should be analyzed and recorded.
This will help us to avoid similar mistakes when hurricane comes.

I will also study all processes and procedures established in SCILaid and will use them. I will also
need to learn Betaland legislation and procedures. As far as I understand, some processes in
SCILaid needs to be improved (such as procurement and management of contracts, warehouse
management for in Chagong). I would be happy to join the team which will work on improvement and
standardization of the procedures. I would also suggest some trainings for warehouse staff and other
supporting staff dealing with supply chain on standard procedures.

I would be ready to use efficient Supply Management System for tracking and tracing, generating
reports, storing and sharing data, warehousing, etc. If anything from my side can be done in order to
facilitate this, I would be happy to do assist. I do understand that each second spent for this today will
save an hour or more later. We need to establish proficient recording/monitoring system and I am the
Supply Management System should be implemented as soon as possible.

I would also do my best to improve my professional knowledge and to support healthy working
relations with people in the office and with colleagues from other aid organizations. We all, different
departments and organizations have the same overall supply chain objective.

We also need to establish good contract with suppliers in order to have stocks of appropriate goods
and equipment in our warehouses and in supplier’s warehouses in order to avoid reverse goods flow
and delays.

How will you monitor the effect of these actions to see if they are improving the
performance of the supply chain?

In order to monitor the performance we will need to have records of what we have now, to set up
good record keeping system and to work out some quantitative and qualitative indicators that we well
use for monitoring the development.

We can monitore the following:

1. Our customers/donors/partners satisfaction
- Delivery Performance – we can check if the percentage of requests/orders that are fulfilled is
increased.
- Lead Time – we can measure if the time taken between a customer making a request and that
request being fulfilled is better.
- Information on Status of Orders – we can calculate the time taken for us to provide information on
the
progress of orders and where goods currently are in the supply chain.

2. Total Supply Chain Costs, Cost of Waist, etc. – we can calculate the cost
3. Performance of the supply chain links we have (UNFA-SCILaid, Mugla warehouse – Chagong
warehouse, our transport company, etc.).

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