article · Discover Health Systems
This study examines the procurement practices for medicines and medical supplies at Tanzania's Medical Stores Department (MSD). Using a qualitative cross-sectional approach, researchers interviewed 17 key personnel, including procurement, finance, and supply chain staff, alongside tender board members. The findings show that MSD follows four core phases: planning, conducting procurement through electronic tenders, monitoring against contractual requirements, and closing procurement once payments are settled. Despite following these established phases, staff often implement project procurement management without a complete grasp of its formal definitions. Furthermore, the organisation lacks several procurement control tools. The procurement process suffers from significant operational bottlenecks, including lengthy timelines, unforeseen disruptions, and heavy financial reliance on government treasury disbursements. Addressing these operational and financial constraints through flexible strategies and alternative funding models is necessary to build a more dependable medical supply chain.
Delays and inefficiencies in public medical procurement directly affect the availability of essential medicines in healthcare facilities. By highlighting the operational and financial gaps within the central procurement agency, this research demonstrates where structural interventions are required to prevent stockouts and support reliable healthcare delivery across the country.
The findings can inform public health administrators, policymakers, and procurement advisory services seeking to reform public supply chains. The insights highlight a need for modern procurement control tools and alternative financing structures, representing an applied operational analysis that decision-makers in public health logistics can directly reference to redesign workflow processes.
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Effective project procurement management is crucial for ensuring the timely and cost-efficient acquisition of goods and services in the health sector. In Tanzania, the Medical Stores Department (MSD) plays a central role in procuring, storing and distributing medical supplies to healthcare facilities nationwide. However, procurement processes in the health sector often face challenges such as inefficiencies, delays, regulatory constraints, and financial limitations, which in return impacts service delivery and health outcomes. This study aimed at exploring the practices of project procurement management of medicines and medical supplies at the MSD in Tanzania. A qualitative cross-sectional study design employing a qualitative approach in data collection process was used to explore the practices of procurement of medicines and supplies at the MSD in Tanzania. A purposive sampling approach was used to select 17 participants dealing with procurement processes at MSD; Managers, staff from finance department, accounts, procurement, and supply chain units, as well as tender board members were included in this study. A structured interview guide was used to conduct the interviews with the selected participants. A thematic approach was used to analyse the data and findings presented as themes and sub-themes. Study findings reported that, planning procurement is the first phase taken by MSD, whereby annual procurement plans, tender documents, and specifications are made. The MSD conducts procurement by advertising a tender electronically for about 14–21 days, then opens the tender and forms an evaluation team for the bids and negotiation. Then it prepares letters to inform bidders of the outcomes. In-charge of project procurement at the MSD monitors procurement by comparing delivery schedules, the quality of medicines and medical supplies (MMSs), and the price against the requirements in the contract. In the last phase, MSD closes procurement after the suppliers have been paid off and all documents are stored in the finance department. However, the participants revealed several hindrances to effective implementation of the process, including the occurrence of unforeseen circumstances, procurement taking a long time, and over-reliance of money on receipts in kind from government treasurer. Generally, despite the well-defined stages, several challenges hinder the effective implementation of procurement at MSD. Unforeseen circumstances, prolonged procurement timelines, and financial dependency on government treasury allocations create inefficiencies in the system. To enhance procurement effectiveness, MSD should adopt more flexible procurement strategies, improve process efficiency, and explore alternative funding mechanisms. Strengthening these areas will contribute to a more reliable medical supply chain, ultimately improving healthcare service delivery in Tanzania. Article Highlights Majority of MSD staff performs the project procurement management sometimes without knowing the correct definitions of it. The MSD follows all the four phases of project procurement management while procuring MMSs. The MSD lack several procurement control tools for conducting procurement of MMSs at MSD.
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DOI: 10.1007/s44250-025-00252-4
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