Procurement steps in INGOs

Q: Write down start-to-end procurement steps in INGOs.

Normally, program staff prepares a purchase requisition and sends it to the budget manager. Once approved, it is sent to the procurement department, the steps in below:

• Approved purchase requisition.

• Check specifications, budget code, etc. If not, send it back to the Program. If found ok then,

• Determine the procurement methods

• Issue an RFQ/RFP/EOI to the enlisted vendor or open add based on the procurement methods.

• Open quotation in the presence of the purchasing/procurement committee (PC).

• PC members sign on each quotation.

• Prepare Comparative statement (CS)/ Bid analysis.

• Conduct PC meetings and get recommendations.

• Prepare PC meeting minutes and PC member sign.

• Select a vendor.

• Vendor screening through SAM/OFAC/UN Search

• Issue Purchase Order (PO).

• Start follow-up with the vendor to ensure on-time delivery

• Received goods or services and ensured GRN (delivery and quality) from the requestor.
  

• Collect challan.

• Collect invoices and bank details.

• Check VAT challan.  

• Submits finance for Process for payment.