Depacking

The depacking service we are implementing is intended to address specific, occasional needs, but it should in no way be integrated into the supply strategy of the missions. While useful in certain exceptional situations, this service is extremely time-consuming and demanding for MSF Supply teams. It is therefore essential that orders are placed in a rigorous and timely manner.

The depacking service must by no means become a convenience solution or a substitute for poor planning or inadequate supply management.

The purpose of this service sheet is to:

• Describe how MSF Supply processes depacking requests from missions (MSF and external partners).

• Explain how missions can access the depacking service.

Depacking refers to the action of removing one or more items or packages from a RTS (Ready to Ship) packing or freight.

The complete removal of a packing from the RTS or freight is also considered depacking.

This process allows for the retrieval of items for which the sponsoring mission has renounced importation.

After assessment, the removed items are either restocked, donated, or destroyed.

Items eligible for depacking include:

• All RTS items or items part of a freight before they are physically prepared for shipment (the freight operator will inform the mission of the freight status).

• Items physically located in MSF Supply’s stock in Brussels and Nairobi.

• Narcotics and precursors. These items may be: - donated, provided that the mission follows the standard licensing procedure, - returned to stock under the responsibility of the Quality Department, - or destroyed.

• Packings in donation.

Exclusions:

• Items that are already physically prepared for shipment.

• Items being sent from the supplier.

PROCESS

a) Depacking request

The mission submits a depacking request to the responsible freight operator, specifying the reason for the request.

• If the request is due to a new requirement from the authorities, supporting evidence must be attached to the request (e.g. official communication, regulatory notice) and the requirement must be verified and validated by the Regulatory Affairs Pharmacists. Please also note that, in general, there is often the possibility to obtain a grace period for products ordered before the new communication or requirement came into effect. Therefore, the request must also indicate whether a grace period was requested and if the negotiation has failed.

b) Analysis of the request by MSF Supply

MSF Supply conducts a preliminary analysis to categorize the request based on responsibility, meaning the origin or triggering factor of the request:

• MSF Supply responsibility

• Mission responsibility, which may include:

  • Operational change (decreased activity, protocol change, etc.)

  • New constraint preventing importation

  • Long pre-importation lead time (the item’s shelf life becomes insufficient and prevent its importation)

  • Order error (incorrect split, non-importable item(s), quantity error, etc.)

  • Item(s) subject to an export license (controlled substances and precursors): prolonged pre-importation period rendering the license invalid.

c) Assessment of the destination of the items

MSF Supply decides on the destination of the concerned items:

• Restocking

• Donation

• Destruction

d) Issuance of the credit note in case of an MSF Supply error or restocking

e) Provision of donated items for other missions

Link to donated items: https://extranet.msfsupply.be/retour_packing.php

f) Document transmission

Once the depacking is completed, the freight operator transmits the updated documents to the mission.