Procurment & Materials Mgt Manual Final-Edited

NEP + Procurement and Materials Management Policies & Procedures Manual
Network of Networks of HIV Positives in

Ethiopia (NEP+)
Procurement and Materials Management

Policies and Procedures Manual
Prepared by
Wisdom Consult plc

Email: wisdomconsult@ethionet.et
July 2017
Contents
INTRODUCTION.............................................................................................................................. 4
I. Background............................................................................................................................ 4
II. Objectives of the Manual.................................................................................................. 5
III. Organization of the Manual.............................................................................................. 5
1. PROCUREMENT.................................................................................................................. 6
1.1 General Definition of Procurement............................................................................... 6
1.2 Objectives....................................................................................................................... 6
1.3 Policy............................................................................................................................... 6
1.4 Duties and Responsibilities........................................................................................... 7
1.5 Purchasing Committee.................................................................................................. 7
1.6 Purchasing Procedures................................................................................................. 8
1.7 Procurement of Consultancy Services.......................................................................13
1.8 Foreign Purchases....................................................................................................... 14
1.9 Bid Bond........................................................................................................................ 14
1.10 Approval of Purchases................................................................................................. 15
1.11 Placing Purchase Order.............................................................................................. 15
1.12 Receipt of Materials and Services.............................................................................. 15
1.13 Follow-ups and Reporting........................................................................................... 15
1.14 Internal Controls........................................................................................................... 16
2. INVENTORY MANAGEMENT........................................................................................... 17
2.1 Definition....................................................................................................................... 17
2.2 Objectives...................................................................................................................... 17
2.3 Requisition.................................................................................................................... 17
2.4 Receiving of Purchased goods................................................................................... 17
2.5 Storage.......................................................................................................................... 18
2.6 Store Issues.................................................................................................................. 18
2.7 Store Return.................................................................................................................. 18
2.8 Stock Records.............................................................................................................. 18
2.9 Stock Taking/Inventory................................................................................................ 19
2.10 Internal Controls........................................................................................................... 19
3. FIXED ASSET MANAGEMENT......................................................................................... 20
3.1 Definitions...................................................................................................................... 20
3.2 Acquisition of Fixed Assets......................................................................................... 20
3.3 Fixed Asset Tagging.................................................................................................... 20
3.4 Fixed Asset Register.................................................................................................... 20
3.5 Disposal of Fixed Assets............................................................................................. 21
4. TRANSPORTATION MANAGEMENET............................................................................22
4.1 Objectives...................................................................................................................... 22
4.2 General Guidelines...................................................................................................... 22
4.3 Vehicle Logbook........................................................................................................... 23
4.4 Vehicle Repair and Maintenance...............................................................................23
4.5 Safety Rules.................................................................................................................. 24
4.6 Reporting Loss of Property......................................................................................... 25
4.7 Vehicle Accident........................................................................................................... 25
5. AMENDMENT OF THE MANUAL..................................................................................... 26
ANNEXES....................................................................................................................................... 27
Annex 1: Delegation of Authority............................................................................................. 27
Annex 2: Purchase Requisition Form...................................................................................... 29
Annex 3: Store Requisition Form............................................................................................. 30
Annex 4: Tender Evaluation Form........................................................................................... 31
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Annex 5: Bid Evaluation Criteria.............................................................................................. 32

Annex 6: Purchase Order Form............................................................................................... 34
Annex 7: Goods Receiving Note.............................................................................................. 35
Annex 8: Store Issue Voucher................................................................................................. 36
Annex 9: Store Return Note..................................................................................................... 37
Annex 10: Bin Card................................................................................................................... 38
Annex 11: Inventory Sheet....................................................................................................... 39
Annex 12: Fixed Asset Register.............................................................................................. 40
Annex 13: Transport Service Request Form..........................................................................41
Annex 14: Log Book.................................................................................................................. 42
Annex 15: Vehicle Maintenance Request Form......................................................................2
Annex 16: Vehicle Maintenance Record................................................................................... 3
Annex 17: Vehicle Handover Form........................................................................................... 4
Annex 18: Delivery Note............................................................................................................. 5
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INTRODUCTION
I. Background
Network of Networks of HIV Positive in Ethiopia (NEP+) was established in October 2004 to raise
the collective voice of People living with HIV. Its constituents become regional PLHIV networks
representing each regions and city councils. Where formal regional networks did not exist,
individual PLHIV associations were invited to join and NEP+ began establishing regional networks.
There are also three special members: The National Network of Positive Women Ethiopians
(NNPWE), and two national PLHIV associations
The institutional aim of NEP+ is to make the voices of PLHIV heard through participation in national
level including the Country Coordinating Mechanism, the National Review Board, the HAPCO
Management Board, the National Partnership Forum against HIV/AIDS and the HIV NGO Forum.
NEP+ also works on special public awareness creation and policy advocacy events for World AIDS
Day and the
Global AIDS Week of Action and arranges public debates and panel discussions. It also provided
capacity building support to the regional networks and PLHIV associations in a range of areas
including advocacy and leadership, monitoring and evaluation, and program areas such as
vocational and business skill training to improve the lives of PLHIV.
NEP+ has the understated vision, mission and values:
Vision
NEP+ envisions “Ethiopia free of HIV and its impacts.”
Mission
NEP+ is an umbrella network of networks and associations of PLHIV that leads and coordinates
the contributions of PLHIV to the national HIV responses.
Core Values
The Core Values that underpin the NEP+ responses are:
 Accountability
 Caring
 Commitment
 Communication
 Empowerment
 Inclusion
 Sustainability
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II. Objectives of the Manual
The purpose of this manual is to give NEP+ policies, rules and procedures governing its activities in
Procurement and Materials Management so as to enhance the efficiency of the overall
management of its operations.
The manual is expected to bring about consistency in operation and it will also serve as a reference
document against which the procurement and materials management practices of NEP+ can be
evaluated.
III. Organization of the Manual
The manual is organized in four sections. The first section deals with the objectives, policies,
procedures and internal control system of Procurement. Inventory management is addressed in the
second section, the third part reviews Fixed Assets Management and the last section discusses
Transportation Management.
Appropriate formats to be used for recording transactions, analyzing and reporting them are
annexed in the manual.
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1. PROCUREMENT
1.1 General Definition of Procurement

Procurement means buying, renting, leasing, or otherwise acquiring any supplies and services. It
also includes all functions that pertain to the obtaining of any supply, service, including description
of requirements, selection and solicitation of vendors, preparation and award of contract, and all
phases of contract administration.
Emergency Purchases (EP) means purchasing of supplies, services, or construction where the
urgency of need does not permit the delay in utilizing formal competitive selection methods.
1.2 Objectives
The objectives of preparing a procurement policy and procedure include the following:
a. To help NEP+ to have a standardized procurement system;

b. To ensure continuity of supply by maintaining effective relationships with existing sources
and by searching other alternative sources of supply to meet emerging or planned needs;
c. To guide NEP+ in preparing purchasing programs based on priority lists and ensure that only
the required quantity of goods are purchased; and
d. To ensure that purchase of goods and services is made in an efficient and cost-effective
way.
1.3 Policy
a. All purchases shall be made through the purchaser;

b. The purchaser has the responsibility to see that the items to be purchased are of the
required quantity and quality and that they are made available at the required time; Where
the item to be purchased has a technical nature, the advice of qualified person shall be
sought;
c. Purchases shall be planned and effected as per the work program and budgets for the fiscal
year. However, when emergency procurement is required, upon the justification of the
requesting department, the ED can approve emergency purchases;
d. All purchases shall be approved according to the Delegation of Authority (see Annex 1),
e. All purchases must be made as per approved budget. Requests for purchases should have
a budget clearance in advance from the Finance and Administration Department;
f. All purchases shall be made to the satisfaction of the requesting department in terms of
specification, quantity, quality, size and delivery date;
g. All purchases should be made in the most appropriate legal terms and business ethics;
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h. Once a supplier is selected by the purchase committee and approved by the appropriate
authority, provided there is no change in price and quality, the same items could be
purchased without collecting proforma invoice for six months with the approval of the ED;
i. All purchases shall be based on purchase requisition filled by a requesting department and
duly authorized by the delegated authority (see Annex 1: Delegation of Authority).
1.4 Duties and Responsibilities
1.4.1 Finance and Admin Department

The Finance and Administration Department is responsible for managing the procurement of
materials, supplies and services.
1.4.2 The Requesting Department

The requesting Department shall:
a. Prepare a background paper and TOR for the task and recommend the type of service
required (whether a firm or a freelance is required).
b. Identify the need for a product or service. When the requirement to be purchased has been
established, the initiator will identify and describe the salient features of the requirement.
c. Present all requests for planned consultancy services, for which a budget is earmarked,
along with the background paper and the TOR at least one months prior to the starting date
for the intended task, and for training programmes, selection of consultants is to be made
for at least six-months period. The TOR should include basic selection factors such as:
 Focus/specialization of the firm
 Experience of the firm in handing similar tasks along with testimonial letters
 Experience of the firm with NGOs along with testimonial letters
 Detailed C.V. of the professionals to be deployed
 Financial proposal including tax
 Scope of work (locality where the project is to be executed, deliverable time, training
site, duration needed, contents, approach)
d. Get approval of the Executive Director for urgent/unplanned consultancy services before
submitting it to Finance and Administration Department or Purchasing Committee.
e. Serve as a resource person to the Committee when its requests are under consideration.
1.5 Purchasing Committee

The chairperson and the committee members shall be appointed by the ED. The committee will be
accountable to the ED or his/her delegate.
The duties and responsibilities of the committee shall be:

a. Ensuring that all purchases are made at the most competitive prices, and have regard to
quality, delivery time and general services and according to the policies and procedures of
NEP+;
b. Ascertaining that all purchase requisitions are authorized by duly designated official;
c. Prepare a minute of recommendation on the discussions and recommendations of the
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Purchasing Committee and present it for the approval of the Executive Director.
d. Be responsible to make a close follow-up and make the necessary arrangement regarding
meeting of the Purchasing committee, checking of bid submission dates, etc.
e. Remind the bidders on the bid opening date, time and venue.
f. Work on a simple quorum majority basis and keep minutes of its discussions and
recommendations.
g. Ensure that the task is part of the planned activity of NEP+ having its own budget; or any
other urgent task approved by the Executive Director.
h. Ensure that the basic selection factors are clearly reflected in the Terms of Reference.
i. Ensure the timely distribution of invitation.
j. Ensuring that all sealed offers are intact prior to opening;
k. Open bid documents and sign on each page of the technical and financial proposals.
l. Initiate new ideas and recommend amendments to the working procedures, directives,
guidelines, etc., as and when necessary. This can include use of selected consultants on
retention basis for appropriate assignment on a long-term agreement basis.
1.6 Purchasing Procedures

NEP+ shall have economically justifiable and planned procurement program, which shall take into
account its financial and storage capacity, timing, prices, quality standards and conditions of
purchase.
The following procedures shall be followed in purchasing goods and services.
a. Annual Purchase Plan: - Each department shall prepare an annual purchase plan to be
approved by the ED. This plan should itemize all items expected to be purchased over the
year;
b. Purchase Requisition: - When the stock reaches a re-order level, a Purchase Requisition
(Annex 2) is prepared and initiated by the storekeeper. When a need for materials and
services arises in a certain department or section, a store requisition will be sent to the
storekeeper and if the materials are available in store, they will be issued to the
requisitioning department upon submission of approved Store Requisition Voucher (Annex
3). If the requested materials are not in stock, a Purchase Requisition shall be prepared by
the storekeeper.
The purchase requisition should have detail specification, especially for technical items. The
proforma to be collected should have the same specification as in the purchase
requisition.
c. Purchasing Goods or Services: - Once the purchase requisition is approved, NEP+ can
procure the goods or services in one of the following methods;
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Purchasing Methods: - Depending on due consideration given to the nature of goods/services

required, their cost, delivery time, the forcing circumstances and the urgency of the need, the
following methods of purchase may be used: direct purchase, proforma invoice, open tender and
closed tender;
i. Direct Purchase
For purchases up to Birr 3,000.00 no Proforma invoices will be required. Direct purchases should
be made from reputable and reliable supplier.
ii. Proforma Invoice
For purchases between Birr 3,001 to 50,000 the Purchaser should collect at least three proforma
invoices from existing major suppliers.
When there is only sole supplier the material shall automatically be purchased from the sole
supplier.
Evaluation of Proforma Invoices

After proforma invoices are collected they are evaluated using the Tender Evaluation Sheet
(Annex 4). The format is a multi-column worksheet with the items to be purchased listed in rows
and the respective suppliers in columns. The evaluation format shall be attached with the
comments of the Purchasing Committee and shall be presented to the ED for approval..
Prospective suppliers shall be evaluated on the basis of: best available price, reliable and
standard quality of material or service, payment terms, appropriateness of Technology,
availability of spare parts (for vehicles and equipments), and delivery time. When evaluating a
tender, goods and services should not be selected because of their cheap price only. It should be
noted that, cheap priced items may not possess the desired quality, durability and service.
Attributes of a good supplier

While a definition of a good supplier which would be acceptable to
everybody would be difficult to write, there are a number of attributes
which might be regarded as desirable for a typical relationship. The
following list is given by way of suggestion only:
 Offers a fair price;
 Delivers on time;
 Provides consistent quality;
 Has a stable background;
 Provides a reliable service back-up;
 Is responsive to the needs of the customer;
 Keeps promises;
 Provides technical support;
 Keeps the buyer informed on progress.
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iii. Closed Tender

Purchases amounting to Birr 50,001-100,000 shall be made under closed tender. The Finance
and Administration Department shall maintain updated list of suppliers’ database (a list containing
names of reliable and competent suppliers and the kind of materials and services they offer). At
least three suppliers capable of meeting the tender requirements shall be given the opportunity to
submit a tender document.
Procedures:
1. Tender may be placed to competitive and reliable suppliers;
2. Written invitation to submit tender documents will be sent on the same day to all supplies
on the list that are capable to supply the required materials. The invitation should include
all detailed specifications with regard to financial and technical conditions;
3. The minimum period for submission of bid documents shall be 15 calendar days. The
date, time and place of the tender opening shall be stated in the invitation;
4. Depending on the nature and amount of the procurement, bid bond may be required. The
amount of bid will be 2% of the total cost and conditions to release or to cash shall be
stated;
5. All tenders received will be registered upon receipt by the HR and General Service
Officer;
6. All tenders will be opened on the date, time and location indicated in the tender invitation.
The tender will be opened by the purchasing committee in the presence of the suppliers
or their official representatives;
7. All tenders are analyzed and evaluated against the criteria for the quality of the materials,
service, price, delivery time and overall compliance with the requirements stated in the
specification. The comments of the committee shall be presented to the ED or to his/her
Delegate for approval. The winner of the bid will be duly informed of the award;
8. Tender can be canceled partially or fully. In circumstances of canceling bids, the reasons
shall be written on the bid analysis form and filed with Finance and Administration
department;
9. The Bid bond shall be returned to the bidders.
iv. Open Tender

Purchases above 100,000 birr must be made under open tender.
Procedures:
1. When a purchase is to be made under open tender, invitation to tender will be announced
on the radio, TV or newspapers. The tender announcement should include all detail
specifications with regard to financial and technical conditions;
2. Minimum period for submission of bid shall be 20 days. The date, time and place of the
tender opening shall be stated in the invitation;
3. Depending on the nature and amount of the procurement, bid bond may be required. The
amount of bid will be 2% of the total cost and conditions to release or to cash shall be
stated;
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4. The HR and General Service Officer receives the offers and will mark the date and time of
receipt upon the envelope.
5. All tenders will be opened on the date, time and location indicated in the tender invitation.
The tender will be opened by the purchasing committee in the presence of the suppliers
or their legal representatives. The bid opening process shall proceed even if the suppliers
or their legal representatives are not present on the opening date
6. Member of the purchase committee shall put initial on each page of the offer. A record of
every meeting of the purchase committee shall be kept which includes:
 Name of those presented at the opening
 Closing and opening date
 List of offers opened
 Signatures of those presented in the opening
7. After opening, tenders will be analyzed and evaluated against the criteria of the quality of
the materials, services, price, delivery time and overall compliance with the requirements
stated in the specification. The comments of the Purchasing Committee shall be
presented to the ED or his/her delegate/Board Chair Person/Board for approval as per the
level of signatories. for the cost of purchase up to birr 300,000 ED, 300,001 to Birr
500,000 by the Board Chair Person and for purchase cost more than birr 500,000the
board shall approve the minute of the purchase;
8. The winner of the bid will be duly informed of the award;
9. An agreement prepared by Finance and Administration Department may be signed by the
Chief Executives of the two organizations;
10.Tender can be canceled partially or fully. In circumstances of canceling bids, the reasons
shall be written on the bid analysis form and filed with Finance and Administration;
11.The bid bond shall be returned to the bidders.
Changes/Amendments
12.At any time prior to the deadline for submission of bids, NEP+ may, for any reason modify
the bidding documents by issuing addendum. If the modification is made later than three
days before the deadline for the submission of the bids, the institution has the right to
extend the deadline in order to give bidders enough time to consider the modification in
the preparation of their bids.
13.The amendment will be notified by Finance and Administration Department in writing, by
fax or mail to all prospective bidders that have collected the bidding documents.
14.Bidders can change their document before the tender is opened and the former one will
be returned as sealed after opening the tender
15.If the winner fails to supply the goods/services, the 2nd winner will be invited;
16.All Suppliers of stationery, IT equipments and spare parts and for other purchases
amounting more than birr 100,000 suppliers shall be VAT registered
17.In a situation where all bidders are found to be not suitable for the job or in the event of
small number of bidders, the Committee shall invite other bidders or directly appoint a firm
or freelancer on the basis of their previous positive experience with NEP+. In the case of
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the latter situation however, adequate justification needs to be given and prior approval
needs to be obtained from the Executive Director.
Rejection of Bid
18.NEP+ reserves the right to accept or reject any bid, and amend the bidding process and
reject all bids at any time prior to award of contract without thereby incurring any liability
to the affected bidder.
19.NEP+ will reject bidders like not substantially responsive and lack of competitiveness,
fraudulent practices in competing or other causes
Evaluation criteria and selection decision of Tender/Bid
A two-stage procedure (technical and financial) will be followed for evaluating the bids. Based on
the criteria stated below, the Procurement committee can establish detail evaluation criteria (see
Annex 5: Model Detail Evaluation Criteria).
a) Technical Evaluation
Detailed evaluation of technical offers shall be accomplished in accordance with the major
evaluation elements for the specific Task (the table below shows, an example for service Bid).
S/N Elements Points (%)

1 Bidder’s special/unique experience in similar field of 20
assignment
2 Methodology and work Schedule 20
3 Delivery time 10
4 Professionals assigned 20
5 The financial proposal shall be weighted from 30
Total 100%
Evaluation Criteria:
1. The total score shall be obtained by adding the weight of the Technical Proposal and the
scores for the Financial Evaluation;
2. The Scores for the Technical Proposal Shall be weighted out of 70% and Financial Proposal
out of 30%;
3. For a bidder to be eligible for inclusion in the financial evaluation he/she has to score a
minimum of 50 out of the 70 allotted to the Technical Proposal.
b) Opening and evaluation of financial proposal
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1. NEP+ shall reject those bidders who did not comply with the technical evaluation
requirements. Their financial proposal will be returned unopened;
2. NEP+ shall notify those bidders who have met the minimum technical requirements
indicating the date and time set for the opening of the Financial Proposal. NEP+ shall send
the notification by registered letter or fax;
3. The financial proposals shall be opened publicly in the presence of the bidders or duly
authorized representatives who choose to attend. The name of the bidders and the
representatives and the proposed prices shall be read loudly and recorded when the
financial proposal is opened. NEP+ shall take the minutes of the public opening;
4. The Evaluation Committee will then review the Financial Proposals and allocate points as
follows;
 The lowest aggregate financial offer will be awarded a maximum of 30 points and the
rest shall be proportionally evaluated as a percentage of the least cost;
 The formula that would be used in calculating the financial proposal scores is:
FS= 30xFM/F, where
 FS is the financial score;
 FM is the lowest price quoted by a bidder;
 F is the price quoted by each bidder under consideration.
The bidder who has scored the highest total score (Technical + Financial) will be declared a
winner.
Sample: Calculating the financial proposal scores
If the least price offered by firm A is birr 60,000, Firm B is birr 90,000 and Firm C is birr 112,000
Firm A birr 60,000= 30 pts
Firm B = 60,000*30= 20 pts

90,000
Firm C = 60,000*30 = 16.1 pts

112,000
1.7 Procurement of Consultancy Services

The following steps constitute typical consultancy service procurement procedures:
a. Departments shall define and describe the need for the procurement of consultancy service
and have it approved by the ED or his/her delegate;
b. After approval, the requesting department shall prepare clear and concise terms of
reference (TOR);
c. Proposal will be opened on the date, time and location indicated in the tender invitation. The
tender will be opened by the purchasing committee (in the case of open tender, in the
presence of the bidders or their official representatives);
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d. After opening, tenders will be analyzed and evaluated against the set criteria: relevant
experience and competence of the consultant, quality of services, price, delivery/completion
time and overall compliance with the requirements stated in the TOR. The comments of the
Purchasing Committee shall be presented to the ED for approval. The winner of the bid will
be duly informed of the award;
e. The criteria for evaluation will be 70% for the technical proposal and 30% for the financial
proposal;
f. The Finance and Administration Department shall prepare Service Contract Agreement and
have it signed (as per the signatory level) and the Consultant;
g. Based on the Time Schedule which has been agreed and signed, the concerned
department ensures that Progress Draft and Final reports are submitted in accordance to
the terms and conditions of the agreement;
h. When reports are received and accepted by NEP+, the concerned department shall send
payment request for approval to the concerned authority. After approval, Finance and
Administration shall effect the payment.
1.8 Foreign Purchases
Foreign Purchases can be carried out when the equipment, materials and services required by
NEP+ are not adequately or reasonably available or could not be obtained in the country.
a. For all purchases three quotations will be required from reputable and reliable suppliers.
The purchasing committee will be required to indicate its recommendations. The
recommendations should be passed to the ED for approval.
b. At least three quotations will be required from reputable and reliable suppliers.
c. The suppliers requested for quotations should be given clear information on goods or
services required. The prices quoted should be CIF port or Airport. Delivery dates and
required terms of payment, etc. should be indicated by the suppliers.
d. Evaluation procedure conducted by the purchase committee for other purchases will apply
here;
e. Upon approval by the ED or Board Chair Person or Board, the Finance and Administration
Manager shall, through a letter signed by the ED, inform the selected supplies of the
decision and places a purchase order;
f. L/C will be opened in favor of the supplier, the purchaser collects advices from the bank
and passes it to Accounts for entry purposes;
g. The foreign supplier will ship the goods according to the terms of shipment specified in the
purchase order and L/C;
h. Customs clearing may be expedited by the Liaison/Purchaser or through licensed Clearing
Agents;
i. Imported materials should be received by the stores of NEP+ by official GRN, after
comparing the materials against airway bill, packing list etc. It should be noted that
Insurance or independent surveyor should conduct preliminary and final survey either at
port, warehouses, or both places should claims arise. Any defects, shortfalls should be
remarked on the GRN;
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j. Finally, customs import declaration signed and stamped by customers office should be
presented to the bank as evidence of entry of the goods to the country.
1.9 Bid Bond
Bid Bond: is a type of bond where bidders are required to submit together with their bid document
to show their commitment for the bidding process. The bid bond shall be returned to the
unsuccessful bidders together with letter of appreciation for participation in the tender, in three days
from the first day when contract award is written to the successful bidder.
Bid bond shall apply only on open tenders and the value of the bid bond should not exceeds 2% of
the estimated cost of the bid.
Performance Bond: Used to guarantee the proper performance by the contractor. It is the security
which is required in order to obtain compensation for non-performance. Such bonds are applicable
depending on the nature of the procurement when recommended by the tender committee during
bid preparation.
Retention: Retention of a certain percentage of payments (not exceeding 10% of the value of
individual payment) may be made for procurement of works, where the accumulated retention will
be paid back to the contractor after the period of warrantee depending on.
1.10 Approval of Purchases
Purchase of materials and services shall be made based on recommendation of the Purchasing
Committee and decisions of the ED or his/her delegate.
1.11 Placing Purchase Order

Having selected a supplier and agreed on the details, the next stage is to place an order. An order
is an instruction to supply goods or to carry out a task. In principle, it is not the same as a contract,
which in this context is a business agreement for the supply of goods or services in return for a
price.
In many cases, a single document, the Purchase Order (PO) incorporates both the order and the
contract details (Annex 6). Normal practice is to make it a rule that all purchases, subject to a few
specified exceptions, must be made by means of the official Purchase Order form.
1.12 Receipt of Materials and Services

a. All purchased materials shall be delivered to the Storekeeper;
b. On receipt of materials, the Purchaser shall be responsible for checking the quality, quantity
and specification. In cases of technical materials, the Purchaser must be accompanied by a
responsible expert;
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c. Upon inspecting the quality and quantity of the delivered materials as per the Purchase
Requisition and Purchase Order, the Storekeeper should signify receipt of the goods by
preparing Goods Receiving Voucher – GRN (Annex 7).
1.13 Follow-ups and Reporting

a. In order to ensure the timely delivery of purchases, systematic follow-up of each purchase
order is essential. Therefore, the Purchaser shall maintain purchase order register book and
will follow the progress of the order and continually update the purchase order file;
b. Periodic reports shall be prepared by the Purchaser in order to inform management about
the purchasing activity;
c. If there are overdue purchase orders, the Finance and Administration Department Head
shall contact suppliers to expedite delivery;
d. All documents related to the Purchase Order need to be completed and properly filed (PO,
GRN, Purchase Requisition, Correspondences, etc.).
e. If the supplier fail to respect the agreement, NEP+ can cancel the agreement by punishing
the supplier a maximum of the value of the performance bond
1.14 Internal Controls

 All purchase requisitioning activities should comply with the purchasing policies and
procedures of the organization;
 All requisitions should be properly supported and authorized in accordance with NEP+’s
authority limit set up;
 GRN should be prepared when goods are received, and wrongly delivered goods should be
returned to the supplier;
 All outstanding and not yet received items should be cleared within a 45 days after the
delivery or due date and if not Finance and Administration shall present the case to
management for final decision.
 For goods that are not delivered to store (Such as fuel, oil and lubricants, spare parts used
on field trip, etc.) GRN will not be prepared.
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2. INVENTORY MANAGEMENT
2.1 Definition
Inventory management is the process of acquiring, storing and distributing of goods to achieve
defined objectives. The stores section is responsible for receiving, stocking and issuing of materials
and supplies of the organization. The objectives, methods and procedures to be followed in
carrying out these operations are outlined below.
2.2 Objectives
A good inventory management system will achieve the following objectives:
a. Immediate location of required materials;

b. Speedy receipt and issue of materials;
c. Full identification of all materials at all times;
d. Protection of materials against deterioration and all hazards;
e. Economic usage of all available space;
f. Reporting and accounting of all physical movements of materials.
2.3 Requisition
Each department shall present duly authorized store requisitions to the stores to enable it get the
required materials and supplies available in the stores.
Every requisition is required to provide the following essential information by filling them in the
stores requisition form it submits to the stores:
a. The name and the requisitioning department;
b. The date the stores requisition form is filled;
c. Complete description of the items requested including models, the serial numbers
and/or part number;
d. The quantity and the unit of measurement of each item requested;
e. The stores requisition should be signed by the Head of the requesting department
initiating the request in the “Requested by” space and also by the delegated authority
in the “Approved by” space.
2.4 Receiving of Purchased goods

GRN is a pre-numbered and printed voucher, which is prepared in triplicate copies to acknowledge
receipt of goods. The storekeeper prepares the GRN after the inspection of the physical conditions
of the incoming materials for specifications, quality, quantity, and physical damage, after comparing
the delivery note and/or shipping with the purchase order, and the purchase requisition.
18
The distribution of the GRN will be: Original and with other supporting documents to finance,
second copy to the purchaser third copy to store and the fourth copy remains in pad. Stocks
received shall be inspected carefully for condition and quality. The quality can be checked from the
specification made in the purchase order. All discrepancies must be noted in the GRN and be
transmitted to the purchaser for follow up.
The following checks should be made to confirm the shipments with the purchase/delivery order.
a. If the purchase order number shown on the shipping document or delivery order notes are
the same;
b. If the description of items are the same;
c. If the number of items and their quantities are the same;
d. If the quality, specifications, unit price, amounts, and totals are all the same;
e. If all other information entered in the supplier’s invoice are the same.
2.5 Storage
In order to ensure efficient utilization of storage space, store items should be kept in as minimum
space as possible and in an orderly manner. All store items require special protection from
pilferage and fire. A successful stores operation is dependent upon adequate storage space and
facilities.
2.6 Store Issues

The issue of supplies is the last link in the chain of stores operations. Store Requisition Voucher
(SRV) shall be received by the store after they are approved and authorized by the concerned
department. Upon receipt of the completed Store Requisition Voucher, the store will prepare a
Store Issue Voucher (SIV). The SIV is pre numbered and printed in three copies (Annex 8). The
distribution of copies is: original to accounts, second copy to store and third copy remains in pad.
The issuing must be handled as efficient as possible to ensure that requisitioners receive the
ordered items in the best possible condition when they need them. After making the requesting
department sign on the SIV, the items are issued.
When items are delivered from the Head Office store to Branch Offices, instead of SIV Store
Delivery Note (Annex 18) will be used.
2.7 Store Return

Left over materials issued by department, left material purchased for workshops and trainings,
replaced old vehicle spare parts, etc shall be returned to the store through Stores Return Note
(Annex 9)
The Store Return Note a form for issuing goods to be returned to the Store. The form shall be pre-
numbered and printed. Distribution is as follows:
2.8 Stock Records
19
Bin Card is kept by the store for controlling the items at its disposal in quantity only (Annex 10).
Separate Bin Card should be maintained by the storekeeper for each and every stock item. All
issues and receipts of items should be recorded in the Bin Cards.
To enable the storekeeper to maintain sufficient stock, the reorder point of items shall be written in
each Bin Card.
When the storekeeper receives requisitions, he/she checks the bin card balance and indicates all
items that are available with their bin and shelf location on the requisition in the remark column.
When the balance is insufficient to completely fill the order, the storekeeper will explain the
situation to the requisitioner. If any of the requested items are unavailable in stock, Purchase
Requisition is prepared in duplicate by the storekeeper for those items, and sent for approval by the
concerned authority.
2.9 Stock Taking/Inventory

Every item stocked in the store should be counted physically and checked against its respective bin
card at the end of every fiscal year. If either a shortage or an overage occurs between the record
balance and the physical count, investigation should be made for the cause prior to adjustment.
The physical inventory should be taken by an inventory committee composed of staff from different
departments. The result of the physical count shall be reported by means of the Inventory Sheet.
Inventory sheet is a form used to itemize inventory counts (Annex 11.
2.10 Internal Controls

 Ensure receipts of all donated /purchased materials are filled in GRN and issued materials
are filled in the SIV and reported to accounts for materials control and up-dating of stock
items;
 All stores and the items therein shall be kept clean, aired and free from dust to avoid
damages and spoilage resulting from dust accumulation, wetness or dampness and lack of
ventilation;
 Each material issued from store should be properly documented and delivered to the
appropriate final user;
 Identify obsolete/damaged materials and report to the concerned authority;
 Annual inventory taking and inventory certification should be carried out at least once in a
year;
 Investigate properly the discrepancies (if any) between inventory records and physical
count.
20
3. FIXED ASSET MANAGEMENT

3.1 Definitions
Fixed assets include all movable and immovable but durable property owned for use by the
organization. Any item which costs Birr 1,000 and above, and which lasts for more than a year is
considered as fixed asset. Items like chairs and tables are treated as fixed assets even
though they may cost less than Birr 1,000.
The ED or his/her delegate in accordance with the overall approved budget of a given fiscal year
authorizes the acquisition/construction of fixed assets.
3.2 Acquisition of Fixed Assets

Fixed Assets could be acquired through purchase, donation, or self-construction.
3.1.1 Acquisition by Purchase

Whenever fixed assets are purchased, the following procedures shall be taken into account:
a. Requisition for purchase of assets must be approved by the section in charge of the
budget subject to the set authority limit;
b. Purchase of fixed assets should follow the general procurement procedures of NEP+
described in section two of this manual.
3.1.2 Donated Fixed Assets

In some cases, NEP+ may acquire fixed assets by donation. Sometimes donors include the price
of the asset, (i.e. the cost of the asset). At some other times, the donors might not indicate the cost
of the asset. In the case of the latter, current fair value of the asset received shall be assessed and
recorded.
3.3 Fixed Asset Tagging

Fixed Assets are given running tag or identification numbers. Tag numbers should immediately be
given for fixed assets purchased or acquired free of charge. Fixed assets tag numbers should
clearly indicate the location of the fixed assets, type and code numbers.
3.4 Fixed Asset Register

Fixed asset register cards should be maintained in which assets are individually identified by a
number, which also appears on the asset itself so as to facilitate physical existence. The fixed
asset register cards should include information on the date of purchase, cost and identification
number of each asset (see Annex 12).
21
3.5 Disposal of Fixed Assets
Fixed assets may be disposed due to various reasons including: being obsolete, spoiled/broken,
hazardous for human and animal health and not transferable to other organizations. They are
disposed as per the directives issued by the Charities and Societies Agency (Directive No. 6/2003).
A disposal committee to be appointed by the Agency will be responsible for the procedures for
disposal of fixed assets. The procedures may include the following:
 NEP+ shall prepare a written proposal for the disposal of assets stating the condition of the
assets;
 The Agency shall approve the proposal for disposal of the fixed assets;
 The Disposal Committee shall responsible for the disposal of the fixed assets;
 Disposal of fixed assets by means of sale or transfer shall be executed by public auction;
 NEP+ may request to get the proceeds if the fixed assets are disposed by sales.
3.2 Physical Inventory

Physical inventory of the entire fixed asset should be made at the end of every physical year. The
result of the count should be compared with the record and appropriate investigation should be
made if difference arises.
3.3 Internal Control

a. Only required assets, which must be used efficiently and effectively for fulfillment of the
overall objectives of NEP+ shall be purchased;
b. Fixed assets must be kept in a secure place that ensures their working conditions;
c. The fixed asset register should contain all existing assets;
d. Physical inventory of fixed assets shall be taken at least once during the fiscal year in order
to verify the existence and condition of the assets;
e. The physical count should be compared with the record, if there happen any difference, it
should be accounted for immediately.
f. The Board shall authorize disposal of fixed assets; and
g. The fixed asset register should contain all existing assets.
22
4. TRANSPORTATION MANAGEMENET
4.1 Objectives
The main objectives of the Transportation Management guidelines are to enable NEP+ to:
a. Ensure optimum transport operation;

b. Ensure vehicle life longevity; and
c. Ensure safety of passengers, drivers and vehicles.
4.2 General Guidelines

a. The HR and General service Coordinator shall be responsible for the day to day
supervision and management of vehicles and transport activities and thus shall have to
make regular follow ups to ensure that vehicles are well kept and properly maintained;
b. All intercity requests for vehicle should be made in using Transport Service Request Form
(Annex 13) to the General Service at least a day before the required date, for weekends
on Friday morning and for field trips a week in advance. For weekends and field trip
Finance and Administration manager shall approve the request;
c. All vehicles shall be used for NEP+’s official business only;
d. Guards shall be responsible for looking after the safety of vehicles parked within NEP+
compound during or outside office hours;
e. NEP+ vehicles shall be driven by NEP+’s assigned employees only;
f. Drivers shall have the primary responsibility for the physical as well as mechanical safety
and upkeep of vehicles. They have to make regular check-ups and report any fault with
recommendations for appropriate measures to the HR and General Service;
g. NEP+’s vehicles should be parked in NEP+’s compound as much as possible. If this is not
possible, the drivers should ensure that the vehicles are parked in a safe place such as
police stations, safe and reliable hotels etc. The driver shall take full responsibility;
h. A record book shall be kept for every vehicle in which its history (like vehicle type/model,
year of manufacture, year of purchase, engine number, chassis number, plate number,
service dates, type of major repairs done with parts changed, etc.) shall be recorded.
Such a record book shall be kept by the General Service.
i. All drivers, without any exception, shall drive the Organization’s vehicles:
 In a responsible and defensive manner;

 at reasonable speed limits provided both for urban and out of urban areas with very
smooth and clear visibility, and
 With strict adherence to traffic rules.
j. All drivers and passengers must use seat belts at all times;
23
k. A violation of any of the traffic rules and any act of omission by a driver of a vehicle contrary
to the provisions of the Civil Codes of Ethiopia shall be the sole responsibility of the driver
himself/herself;
l. Driving while under the influence of alcohol or any other drug, which affects driving
performance, shall constitute a major infringement of the rules of this manual and those of
the appropriate law and, therefore, shall be subject to a serious disciplinary action;
m. A driver of a vehicle who fails to inform NEP+ and the appropriate authority in the area
about a vehicle accident in which he/she is involved and who does not submit a written
report to NEP+ with full explanation of such accident, including any malfunctions and
damages of the vehicle within reasonable time, shall be subject to a disciplinary action.
4.3 Vehicle Logbook

Each vehicle will have its own Logbook (Vehicle Movement Recording Sheet). Filling of logbooks
would help NEP+ to check where and how resources have been deployed. The driver must fill a
log detail. The details in a Logbook (Annex 14) for a particular trip should contain:
a. The date and place;

b. Purpose of trip;
c. Kilometer reading at the start and at the end of a trip;
d. The signature of the staff making the trip; and
e. Fuel and oil filled to the vehicle.
When the speed meter of a vehicle is not working, the name of the place where a trip is made
should be filled.
4.4 Vehicle Repair and Maintenance

4.4.1 General
a. In order to prolong the life of vehicles, due attention shall be given to vehicle repair and
maintenance and drivers must daily check the external and internal body of the vehicles
they drive;
b. If a vehicle needs a body or mechanical repair it should be repaired by a garage selected by
the tender committee of the organization;
c. The driver who is assigned to take a particular vehicle to the garage should follow up the
repair done to the vehicle and keep proper records in the appropriate file; and
d. Before a repair work is done on a vehicle, the driver should fill Vehicle Maintenance
Request form or work order (Annex 15) and get approval by the Finance and Administration
department. The driver should fill out all the complaints in the work order. After the repair is
done he/she should also check against the work order that all complaints are corrected and
that the work is done properly before payment is made to the garage.
4.4.2 Planned Maintenance and Repair
24
A planned periodic maintenance and repair must be made to NEP+ vehicles to secure their well-
being and to reduce unnecessary costs. The plan is scheduled and implemented in accordance
with the suggestion of the manufacturing company. After each repair the HR and General Service
Officer shall complete the Preventive Maintenance Record (Annex 16).
4.4.3 Preventive Maintenance and Repair

Before the start of duty each day, the driver shall be required to carry out a check of the specified
items affecting safety and reliability on the road. A daily vehicle check should include the following
items:
a. Water level, fuel and engine oil;

b. Availability of tools and other equipments;
c. Tyre and wheels for inflammation, damage and security of wheel fixing;
d. Checking lights (including side and tail headlights, spotlight) and horn;
e. Communication tools;
f. Battery terminals, clumps and leakage;
g. General body condition for dents, security and markings;
h. Windscreen wipers and washers;
i. Brakes (pressure build up, operation warning devices and instruments);
j. Reflectors including rear reflective markers;
k. Load for security, distribution and protection.
4.5 Safety Rules

In order to protect the safety of employees and property, it is essential for drivers and for all who
are using NEP+ vehicles to take precautions and to adhere to safety rules stipulated by the traffic
office and NEP+ as well. Following are some general and common safety rules that one has to
observe while driving.
a. Drivers and passengers in a vehicle should always be wearing seat belts;

b. Driving any vehicle under the influence of alcohol or intoxicating drugs is prohibited;
c. Before starting to drive, the driver has to make sure that the vehicle is checked for water,
oil, and fuel and that it is in good mechanical order;
d. Speed should be kept within acceptable limits suitable to the traffic, type of road, safety of
passengers, etc.;
e. All vehicles should have a fire extinguisher;
f. Vehicles should not carry passengers and goods over their capacity and sitting
arrangement should be comfortable especially for long driving. Objects obstructing proper
vision should be avoided. Luggage should be kept separately on a roof rack or at the back
where there are no passengers;
g. All driving personnel should have a valid driving license and should be familiar with traffic
rules and regulations. Any fines due to traffic offences are borne by the driver;
h. Lights should be on while driving in heavy rains;
25
i. Four-wheel drives should be used on off-road driving;

j. Night driving should be avoided; and
k. Driving while sick or drowsy should be avoided;
l. One driver will be assigned for one car; however another driver can be assigned by the
authorization of the Finance and Administration Head. The driver will hand over the
vehicle to another driver by proper temporary vehicle Handover Form (Annex 17).
4.6 Reporting Loss of Property

a. It shall be the responsibility of the driver to look after the vehicle, its tools and spare tyre;
b. If tools are lost or part of a vehicle is stolen, it has to be reported to the Finance and
Administration Manager;
c. Failure to report loss in time, even for a good cause, would also make the driver
responsible to pay for the loss;
d. If evidences prove that items are lost due to negligence of a driver he/she will be
responsible to pay for the loss. For damages caused due to negligence, the punishments
shall be clearly stated on HR manual.
4.7 Vehicle Accident

In the event where NEP+ vehicle crashes with another vehicle, person, etc (i.e. involving a third
party), the driver must:
a. First try to help persons injured in the accident;
b. Report the accident immediately to a traffic police available in the area where the accident
happened. If no traffic police is available the driver should report to the nearest police
station;
c. Report the accident immediately to the Finance and Administration department and the
department shall inform the insurance company within 24 hours until full information is
gathered
d. Should not move the vehicle before police inspection, unless vehicle is too far from the
police station,
e. Write down names and addresses of witnesses present when the accident happened, if
the accident involved is with a car the plate number of vehicle;
f. The Finance and Administration Department shall gather all relevant information from the
driver and then report the accident to Insurance and to the ED.
4.8 Vehicle Insurance

a. All NEP+ vehicles shall have comprehensive motor insurance, which covers all sorts of
damage to the property like fire, theft, crash, etc., and injury to third party;
b. The insurance coverage shall include all passengers in all NEP+ vehicles, except those
who travel at the back of a pickup car.
26
5. AMENDMENT OF THE MANUAL

The issue and implementation and when necessary the revision of this Manual shall be made with
the approval of the Boar of Management of NEP+. This manual replaces all Procurement policies
and procedures manuals issued previously and shall come into effect from one August 2017.
Approved by ___________________________________ _________________________

Name Signature
Title NEP+ Board Chairperson
27
ANNEXES
Annex 1: Delegation of Authority
Delegation of Authority
1. The group/position noted in the Levels of Authority table is the lowest allowable position
with that particular level of authority. This means that any position higher than the one
noted as having authority for that process/action also has authority for that process/actions.
However, not all individuals with positions within an authority group will necessarily have the
authority over all processes/actions noted. Within a given management unit specific
positions/individuals will be designated so as to make the authority levels relevant to
individual management units;
2. Individuals with positions within an authority group can temporarily designate their
authority to another staff formally;
3. An individual formally acting for a more senior position has the authority level of that senior
(acting) position, unless limited by instructions of a more senior person or authorization
given to a bank, etc
# Areas/Activities Authority Level

Range in Birr Minimum Authority
1. Purchase
1.1 Purchase requisitions up to 3,000 Finance and Administration

> 3,000 ED
1.2 Purchase orders shall be signed Finance and Administration
by department
1.3 Negotiate for price discount with Purchase committee or the

the winner supplier but not on Finance and Administration
quality matters
1.4 Purchase contract agreements ED
1.2 Consultancy Work

ED or his/her delegate
2. Inventory Management
2.1 Gate pass Computer, furniture, HR and General Service
equipment, vehicle Coordinator
2.2 Vehicles for weekdays and for Finance and Administration
weekends and field trip manager
2.3 Store Issue Finance and Admin Manager
2.4 Disposal of fixed assets and Inventory by the ED and Fixed
Inventory Asset by Agency
2.5 Used papers, NEWS letters etc Finance and Administration
28
3. Transportation Management
3.1 Approval of Transport Service HR and General Service

Request Coordinator
3.2 Approval of Vehicle Maintenance Finance and Admin Manager
4. Finance
4.1 Banking Operations
a) Opening bank account Board

b) Change in bank account Board
authorized signatories
c) Closing bank account Board
Cheque Signing Finance and Admin Manager or
Finance Coordinator with ED or
her/his delegate,
4.2 Approval of Payments
a) Payment request and Payment Up to 2,000 Finance and Admin Manager

Voucher
b) Payment request and Payment >2,000 ED
Voucher
c) All foreign travel advance form ED and Board if the traveler is the
and payment request ED
d) All travel advance form Finance and Administration
Manager
e) Fixed payments (rents telephone Finance and Admin Manager
Electricity, medical, life
insurance, property insurance,
etc.
f) Petty cash replenishment report Finance and Admin Manager
g) Petty cash limit ED
Increase/Decrease
4.3 Budget
a) Budget preparation All departments

b) Budget consolidation Finance and Admin Department
c) Budget over view and discussion Management committee
d) Budget Approval Board
e) Budget Revision within bottom ED
lines if donors agree
4.4 Others
a) Monthly cash projection Finance and Admin Manager

b) Financial Reports Finance and Admin Manager
c) Journal Voucher approval Finance Officer
d) Amendment of manual Board
e All contract agreements with The ED or his/her delegate
donors
29
Annex 2: Purchase Requisition Form
NEP+
Purchase Requisition Form
Current form will be used
30
Annex 3: Store Requisition Form
NEP+
Store Requisition Voucher

Annex 4: Tender Evaluation Form

NEP+
Tender Evaluation Sheet
Date: _______________
Purchase Requisition No._______
Suppliers
I II III IV
S. Description of Items Unit Qty. Unit Total Unit Total Unit Total Unit Total
No. Price Price Price Price Price Price Price Price
1
2
3
4
5
6
Total Price
Winner Price
VAT Amount
TOT
Total Price Winner
Purchase committee Recommendation:

________________________________________________________________________________________________________________
___
Signed by Committee
Members______________________________________________________________________________________________
________________________________________________________________________________________________________
Approved by: ______________________________ _________________________ ________________

Name Signature Date
33
Annex 5: Bid Evaluation Criteria
NEP+
Detail Criteria for Evaluation Bid (Model)
A. For Goods
a) Experience of the supplier
b) After sales service
c) Delivery time (availability of goods on stock)
d) Validity of offers
e) Point of delivery
f) Price
g) Other point relevant the goods to be purchased
B. Services
1. Focus/specialization of the firm (5 pts)
1. Directly related to the task/assignment
5 Points
2. Moderately related 3
Points
3. Slightly related
2 Points
2. Experience in handling similar tasks (10 pts)

a) Handled 5 & more successfully accomplished task/assignment 10 Points
b) Handled 4 successfully accomplished task/assignment 8
Points
c) Handled 3 successfully accomplished task/assignment 6
Points
d) Handled 2 successfully accomplished task/assignment 4
Points
e) Handled 1 successfully accomplished task/assignment 2
Points
3. NGO experience including NEP+ (10 pts)

a) Undertook 5 and above different NGOs' tasks/studies satisfactorily 15 Points
b) Undertook 4 NGOs' tasks/studies satisfactorily 12 Points
c) Undertook 3 NGOs' tasks/studies satisfactorily 9 Points
d) Undertook 2 NGOs' tasks/studies satisfactorily 6 Points
e) Undertook 1 NGO task/studies satisfactorily 3 Points
4. Professional mix of resource persons (10pts)

a) Higher than the minimum requirement of the TOR 10 Points
b) Slightly lower than the minimum of the TOR requirement (about 80%) 8 Points
c) Lower than the minimum requirement in the TOR (about 50%) 5 Points
d) Extremely lower than the minimum requirement in the TOR (25%) 2 Points
5. Experience of resource persons related to the task (15 pts)

a) Involved/handled 5 or more similar tasks 15
Points
b) Involved/handled 4 similar tasks 12 Points
c) Involved/handled 3 similar tasks 9 Points
d) Involved/handled 2 similar tasks 6 Points
e) Involved/handled 1 similar task 3 Points
6. Educational experience (10 pts)

a) PHD 15 Points
b) MSC/MA 8 Points
c) BSC/BA 6 Points
d) Diploma 2 Points
7. Relevance of the methodology to the task (10 pts)

a) Higher than to the methodology prepared by NEP+ 10 points
b) Moderately related to the methodology prepared by the department 8 Points
c) Acceptable (Good) 6 points
d) Fair 4 Points
Annex 6: Purchase Order Form

NEP+
Purchase Order Form
P.O.Box: 780 Code 1250, Email:aelwha@ethionet.et, Tel; 251-11 1249560/61, Fax: 251 11 1249564
Date.____________
No._____________
Your Ref. No. _______________________ Our Ref. No.___________
Please supply the under mentioned items as per your proforma invoice No.__________
dated ___________ in accordance with the terms and conditions stated below
S.No P.O. date Date expected Ship Via
S. Item Description Unit of Quantity Unit Remarks

No. Measure Price
Sub total
VAT
TOT
Total
Amount in words _________________________________________________________________

Prepared by _____________________________________________________________________
Approved by ____________________________________________________________________
This order is subject to the following terms and conditions:

________________________________________________________________________________
________________________________________________________________________________
____
36
Supplier: ____________________________ Signature ________________ Date __________
Distribution
Original – Supplier/Vendor
1st Copy – Accounts
2nd Copy - Stores
3rd Copy - Purchase
Annex 7: Goods Receiving Note
NEP+
Goods Receiving Note
37
Annex 8: Store Issue Voucher

NEP+
Store Issue Voucher
Date_________
No. __________
Issued to __________________________________
Purpose___________________________________
Ref. No __________________________________
S.N Description Unit of Qty Unit Price Total Price

o. Measure Issued
Total
Issued by (Storekeeper) I have received the above goods in good condition

Receiver Name
Name: ___________________________ _____________________________
Signature: ___________________________ _____________________________
38
Date: ___________________________ _____________________________
Distribution of Copies
Original-Receiver, Approved by: _______________________
1st Copy- Accounts Signature: __________________________
2nd Copy – Store Date: ______________________________
3rd Copy- Pad
Annex 9: Store Return Note

NEP+
Store Return Note
No. ___________
Date.___________
Returned from _____________________________________ SIV no. ____________

Reason for return.______________________________________________________
No. Particular Unit Quantity Unit Price Amount Remark
Remark ____________________________________________________________________
__________________________________________________________________________
___________________________________ _____________________________________
Delivered by /Name & Signature Received by/Name & Signature Storekeeper
Distribution of Copies:
Original- Accounts
2nd copy- Deliverer
3rd copy- Pad
39
Annex 10: Bin Card

NEP+
Bin Card
Part No.______________ Unit____________________

Model________________ Location__________________
Description______________________________
Dat Voucher Quantity Cost Remarks

e No. In Out Balance In Out Balance
BCF
40
Annex 11: Inventory Sheet

NEP+
Inventory Sheet
S. Cod Particular Unit Quantity Value

No. e s Remark
Coun Card Diff. Coun Card Difference s
t bal. t Bal. Over/shortage
Counted by Name Signature Date

1. __________________________________ ___________________ ___________
2. __________________________________ ___________________ ___________

3. __________________________________ ___________________ ___________
Storekeeper _________________________ ___________________ __________
Approved __________________________ ____________________ __________
41
Witnessed __________________________ _____________________ ___________
Annex 12: Fixed Asset Register

NEP+
Fixed Asset Register
S. No Particular Date of Ref. Cost Location/ Tag No. Remark
Purchase No. User
42
Annex 13: Transport Service Request Form
NEP+
Transport Service Request Form
Date____________
To: Finance and Administration Department
From: ___________________________________
Date of Travel: ______________________________
Place to be Visited ____________________________
Date From: ________________ To: _____________
Time From: ________________ To: _____________
______________________________ ___________________________
Requested by Approved by
NB: Please note that you have to fill this form a day before for the next
day morning trip, the same day in the morning for the afternoon trip.
Please also note that for a field trip the request should be filled three
days in advance.
43
44
Annex 14: Log Book

NEP+
Vehicle Movement Recording Sheet (Log Book)
KM Reading Fuel Driver's Supervisor's

No Date Purpose
Start End Signature signature
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Total KM/Birr
Filled by ____________________ Signature _____________________
Checked by _________________ Signature _____________________
Annex 15: Vehicle Maintenance Request Form
NEP+
Vehicle Maintenance Request Form
To: Finance and Administration Department
From: _______________________________
Date: _______________________________
Vehicle Plate No: _______________________________
Work Requested
Service 1. General Service
2. Check Brakes
3. Washing/Greasing
4. Check Electric System/Light
5. Check Body
6. ______________________
7. ______________________
Requested by (Driver) Approved by:
Name ______________________ Name _______________________
Signature ___________________ Signature ____________________
Date _________________________ Date _________________________
Action taken: ________________________________________________________________
_______________________________________________________________
Annex 16: Vehicle Maintenance Record
NEP+
Vehicle Maintenance Record
Vehicle plate No.___________________ Month ______________
Department ___________
Date Description of Work Km. Cost Dow Garage Remarks

n
time
Prepared by: __________________________ Signature _______________ Date ______________
Reviewed by; _________________________ Signature ________________

Date_______________
Approved by: _________________________ Signature _________________ Date

______________
Annex 17: Vehicle Handover Form
NEP+
Vehicle Handover Form
Date
Car Plate No has been received as per the conditions stated below.
No Particulars
1 Kilometers Reading
2 Brake Shoe
3 Hand Brake
4 Lights
5 Horn
6 Exhaust Pipe
7 Tires
8 Mirrors
9 Sun Shades
10 Wiper
11 Clutch
12 Gear
13 Battery Condition
14 Tools and Others
I the undersigned will be responsible for all damage and loss which will occur to the vehicle and
goods on hand while they are under my custody.
Handed over by ____________________ Received by _____________________

Signature __________________________ Signature _______________________
Date ______________________________ Date __________________________
Witnessed by _______________________ Signature ____________ Date __________

Annex 18: Delivery Note
NEP+
Delivery Note
No.________
Date_______
Delivered from_________________ to_________________
Truck plate No.______________
Item Description Unit Qty. Unit Amount

Price
Authorized by_________________ Delivered By____________________

(Storekeeper)
__________________ _____________________
Receiver's Signature Driver's Name and Signature
(FO Store Keeper)
Distribution:
Original: To branch storekeeper
2nd copy: To HQ storekeeper
3rd Copy: To pad
Note: The second copy will be returned to the HQ storekeeper after the receiver signs it.

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Procurment & Materials Mgt Manual Final-Edited

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NEP + Procurement and Materials Management Policies & Procedures Manual

Network of Networks of HIV Positives in

Procurement and Materials Management

Wisdom Consult plc

Annex 5: Bid Evaluation Criteria.............................................................................................. 32

NEP+ has the understated vision, mission and values:

II. Objectives of the Manual

III. Organization of the Manual

1.1 General Definition of Procurement

a. To help NEP+ to have a standardized procurement system;

a. All purchases shall be made through the purchaser;

1.4 Duties and Responsibilities

1.4.1 Finance and Admin Department

1.4.2 The Requesting Department

1.5 Purchasing Committee

The duties and responsibilities of the committee shall be:

1.6 Purchasing Procedures

The following procedures shall be followed in purchasing goods and services.

Purchasing Methods: - Depending on due consideration given to the nature of goods/services

ii. Proforma Invoice

Evaluation of Proforma Invoices

Attributes of a good supplier

iii. Closed Tender

iv. Open Tender

Evaluation criteria and selection decision of Tender/Bid

S/N Elements Points (%)

b) Opening and evaluation of financial proposal

Sample: Calculating the financial proposal scores

Firm A birr 60,000= 30 pts

Firm B = 60,000*30= 20 pts

Firm C = 60,000*30 = 16.1 pts

1.7 Procurement of Consultancy Services

1.8 Foreign Purchases

1.9 Bid Bond

1.10 Approval of Purchases

1.11 Placing Purchase Order

1.12 Receipt of Materials and Services

1.13 Follow-ups and Reporting

1.14 Internal Controls

a. Immediate location of required materials;

2.4 Receiving of Purchased goods

2.6 Store Issues

2.7 Store Return

2.8 Stock Records

2.9 Stock Taking/Inventory

2.10 Internal Controls

3. FIXED ASSET MANAGEMENT

3.2 Acquisition of Fixed Assets

3.1.1 Acquisition by Purchase

3.1.2 Donated Fixed Assets

3.3 Fixed Asset Tagging

3.4 Fixed Asset Register

3.5 Disposal of Fixed Assets

3.2 Physical Inventory

3.3 Internal Control

a. Ensure optimum transport operation;

4.2 General Guidelines

 In a responsible and defensive manner;

4.3 Vehicle Logbook

a. The date and place;

Approved by ___________ _

Approved by: __________________ _ ____

Supplier: __________________ Signature Date

Date: _ ___

Returned from _________________________ SIV no.

Part No. Unit______

2. ________________________ _ ___

Storekeeper _______________ _ __

Approved ________________

Witnessed ________________ _ _

Date From: ____ To: _

Time From: ____ To: _