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Purpose: Owner Process Flowchart Targets Process Key Steps

The document outlines the procurement procedure for the Finance Department. It includes 4 key steps: 1) Receiving an approved requisition from a department. 2) Getting quotations and raising a purchase order (LPO), contract, or service level agreement (SLA). 3) Delivery of goods or services by the supplier/contractor. 4) Receipt and approval of the supplier/contractor invoice. The procedure aims to ensure the correct goods and services are procured and delivered according to specifications, and invoices are properly approved.

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130 views

Purpose: Owner Process Flowchart Targets Process Key Steps

The document outlines the procurement procedure for the Finance Department. It includes 4 key steps: 1) Receiving an approved requisition from a department. 2) Getting quotations and raising a purchase order (LPO), contract, or service level agreement (SLA). 3) Delivery of goods or services by the supplier/contractor. 4) Receipt and approval of the supplier/contractor invoice. The procedure aims to ensure the correct goods and services are procured and delivered according to specifications, and invoices are properly approved.

Uploaded by

dnmule
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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FINANCE DEPARTMENT

PROCUREMENT PROCEDURE
Document N°:
FIN-PRO-002 Rev 01(15/09/2019)

1.1. PURPOSE
The purpose of this procedure is to outline steps followed in procuring services and goods.
1.2. SCOPE
The scope starts with receipt of a requisition from a department, processing an LPO, a contract or SLA, delivery of goods or services and then settling the invoice.
1.3. PROCESS METHODOLOGY, RESPONSIBILITIES & TARGETS

TARGETS PROCESS KEY STEPS PROCESS FLOWCHART OWNER

Concerned department raises a request for


APPROVED 1. Receipt of approved requisition from a START purchase / contract / SLA
REQUISITION department Procurement
Officer
HOD approves purchase request/engage
drafting of contract /SLA

APPROVED LPO, Receipt of quotations for purchase Raise an LPO for the approved
2. Getting quotations and raising an LPO request or proposals for contract/SLA quotations/contract/SLA items
CONTRACT OR SLA
Procurement
Officer
Send approved LPO, contract or Follow up on approval of the LPO
SLA to supplier/contractor

DELIVERY NOTE / Follow-up on the provision of Confirm deliver of goods/services & sign
CERTIFICATE OF 3. Delivery of goods & services goods/services by supplier/contractor Delivery note/certificate of progress
Procurement
PROGRESS Officer
Receive supplier/contract invoice with
required attachments

APPROVED INVOICE 4. Receipt & approval of contractor or supplier Forward tracked supplier invoice for
Track supplier/contractor invoice
approval
invoice
Procurement
Process payment of mature Plan payment of approved supplier Officer
END supplier invoices invoices as per terms of payment

Prepared By: Reviewed By: Approved By:


FINANCE DEPARTMENT
PROCUREMENT PROCEDURE
Document N°:
FIN-PRO-002 Rev 01(15/09/2019)
1.4. DOCUMENTED INFORMATION
KEY STEP DOCUMENTED INFORMATION PROCESS OWNER
1. Receipt of approved requisition from a department Approved purchase request / request for contract or SLA Procurement Officer
2. Getting quotations and raising an LPO Approved LPO / Signed contract or SLA Procurement Officer

3. Delivery of goods & services Delivery note / certificate of progress or completion Procurement Officer

4. Receipt & approval of contractor or supplier invoice Approved invoice Procurement Officer

1.5. RISK ASSESSMENT


KEY STEP KEY HAZARDS KEY RISKS CONTROL MEASURES FURTHER ACTION
1. Receipt of approved requisition from a Unclear goods / service specifications Deliver or provision of wrong goods / Get end user requirements & technical specifications
department or requirements poor services and codes
2. Getting quotations and raising an LPO Unclear goods / service specifications Deliver or provision of wrong goods / Get end user requirements & technical specifications
or requirements poor services and codes
3. Delivery of goods & services Goods delivered not checked against Receipt of non-conforming goods / Check goods delivered against LPO & technical Monitoring of service
specifications; service provision not poorly delivered services specifications; Outline how progress of service will be delivery
monitored checked
4. Receipt & approval of contractor or Invoice without supporting Invoice likely to be disputed Ensure all invoices received have supporting
supplier invoice documents documents e.g. LPO, delivery note, certificate of
progress

Prepared By: Reviewed By: Approved By:

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