Procurement Planning and Request: The asking department must clearly define its needs before beginning any procurement activity. The purchase Officer must receive a formal purchase request that includes specifications, projected expenses, and a justification. Goods and services that further the NGO’s objective will be given priority, and all purchases must comply with donor standards and authorized budgets.
Supplier Selection and Approval: Whenever feasible, a transparent and competitive method will be used to carry out the procurement. For purchases over a certain amount, at least three quotes must be gathered. Price, quality, terms of delivery, and supplier dependability will all be considerations in the selection process. To maintain accountability and equity, the procurement officer and a designated senior manager must both provide their consent before suppliers and contracts can be finalized.
Purchasing, Documentation, and Delivery: After a supplier has been chosen, a purchase order will be issued and tracked to guarantee on-time delivery. Before being accepted, the items or services will be examined in comparison to the order specifications. To guarantee complete transparency for audits and donor reporting, all procurement-related activities—including requests, quotes, contracts, and receipts—must be accurately recorded and submitted.
Author: Mohamed Yasin
