Vaccine Arrival Procedures

The procedures are outlined in the Standard Operating Procedure (SOP) TAN-SOP-EVM-E1-02, Version 1. The vaccine arrival process is a critical stage in the management of the supply chain, as it marks the transfer of ownership of the vaccine from the supplier to the Ministry of Health. The integrity of vaccines on arrival must be checked by verifying that the cold chain has been properly maintained throughout the period of transport, as confirmed by temperature-monitoring devices contained in the shipment. The responsible personnel must ensure that all vaccines are cleared through customs within 24 hours of flight arrival. Any problems identified during the process must be resolved in accordance with agreed procedures. The Medical Stores Department (MSD) is responsible for clearing vaccines, while the Tanzania Food and Drug Authority (TFDA) is responsible for registration and inspection of the vaccines. The procedure for vaccine arrival involves several steps, including notification of vaccine arrival, clearance of vaccines through customs, inspection of the shipment, and stocking the shipment. The Vaccines are inspected on arrival by TFDA and TRA, and MSD submits the shipping document and TRA tax exemption forms authorized for exemption to Airport Authorities for clearing process. The integrity of vaccines on arrival in the country must be checked by verifying that the cold chain has been properly maintained throughout the period of transport, as confirmed by the temperature-monitoring devices contained in the shipment. This check is recorded on the UNICEF Vaccine Arrival Report (VAR). On arrival, Tanzania Food and Drug Authority (TFDA) must ensure that all vaccines are licensed for use in the country. The Storekeeper in the Central Vaccine Store must fill a UNICEF Vaccine Arrival Report (VAR) properly and attach the shipping documents and vaccines lot release certificate. The VAR should be submitted to UNICEF and remaining copy with the Ministry. The vaccine accepted is unpacked and placed in the cold chain, while the vaccine rejected is stacked together with temperature monitoring devices on pallets in the designated area of the cold or freezer room. The SOP also outlines related documents and SOPs, including TAN-EVM-SOP-E2-01: Monitoring vaccine storage temperature at fixed storage locations, TAN-EVM-SOP-E6-05: Storing vaccine in cold rooms and freezer rooms, TAN-EVM-SOP-E1-01: Clearing vaccines and other products through customs, and TAN-EVM-SOP-E1-03: Product arrival procedures. The UNICEF VAR guidelines provide guidance on completing the UNICEF Vaccine Arrival Report form, including the introduction, completing the vaccine arrival report, heading, advance notice, flight arrival, and shipments details. The guidelines also outline the requirements for completing the form, including the need to record all required details for each vaccine in the shipment on the VAR form supplied for that vaccine.