supply week 2015_engagement of expenditures table

8/16/2019 Supply Week 2015_Engagement of Expenditures Table

1/18

Updated engagement of

expenditures table

Supply Week 2015


2/18

Objectives

t t!e end of t!e sessions t!e participant "ill#

$%dentify t!e c!anges broug!t by t!e updatedengagement of expenditures table 2015 for purc!ase of

goods and supply services&

$'xplain t!e role and responsibilities of t!e differentactors eit!er managing budget and(or aut!orising

purc!ase&


3/18

)ontext$ 2011# first O)* validation table in place

+ not respected

$ 2012# second version

+ not fully implemented

$ 2011 , today

+ big mess -one mission . one validation table/

$ 201 , 2015# revie" of t!e validation table aiming at optimiing

it as muc! as possible taken into account t!e Unifieldtec!nical constraints


4/18

3eminder on validations

validations during processing of a re4uest #

$eed validation . operational validation

$6ec!nical validation . tec!nical validation of t!e need$7inancial validation . budget validation

$7inal validation of t!e process . good reception payment etc8


5/18

W!at9s ne":

$ Financial validation is based on PO -vs O3) before /

and done at t!e procurement9s location&

;O does not go back to t!e project for approval&

'ngagement of expenditure and purc!ase are on t!e

same document -;O/&


6/18

W!at9s ne":

$ Increase of autonomy for budget holders in t!e mission forlocal purc!ases planned in t!eir budget#

+ 7or purc!ases sourced at field level 7ield)o approves

expenditure up to 50= -limited to 10k before/&

+ 7or purc!ases sourced at mission level t!e approves

expenditure "it!out any limit& -limited to 50k before/&

?# expenditures out of budget or ;o are submitted to cell9sapproval


7/18

W!at9s ne":

$ Purchase levels# 5 predefined financial levels but "it!ne"s actors and associated supporting documents&

$ Flexibility# once per year during t!e ;o t!e mission

can re4uest adjustments to t!e cell&

$ daptation of t!e amount by level -from8to8/

$ daptation of delegation level "it!in a same

function9s line bet"een field coordination and


8/18

W!at9s ne":$ Stock movements# no procedure in t!e current validation

table

+ Systematic valuation "!en encoding a re4uest

+ Signature of t!e 6ec!nical 3eferent - >6A A6A Aog)o

>ed)o/ re4uired from 50=)ed)o Aog)o/ for any stock movement from a missionstock -eprep left,over/&


9/18

W!at9s ne":

$ W!en aut!orising a purc!ase tec!nical referent

ensures t!e appropriate purc!asing met!od !as been

follo"ed& -sourcing tec!nical validation budget

validation/&


10/18

Operations = budget holder

. 7ield)o or

$ )rossc!eck t!at t!e good(service matc!es "it! ops needs

$ )rossc!eck t!at budget is available in collaboration "it!

7inance

$ ut!orie budget line re,allocation or re4uest to


11/18

3ole and responsibilities in

aut!orising a purc!ase Technical referent = budget referent

. >6A A6A at field level ( >ed)o Aog)o in coordination

$ 'nsure t!e tec!nical validation of t!e re4uest and t!ecompliance "it! t!e policies for t!e sourcing

$ 'nsure t!at re4uest matc!es "it! ops needs

$ 'nsure budget is available and identify budget line -cost

centres/

$ Systematic budget !older aut!orisation for any out of budget

expenditure -not in ;o/


12/18


aut!orising a purc!ase Authoried re!uestor

= O)* staff -approved list/ to "!om is given t!e aut!ority by

t!e budget !older to validate operational need t!roug! an

internal re4uest for a defined consumption unit&

%n many cases aut!orised re4uestor . tec!nical referent&

%f t!e aut!orised re4uestor doesn9t !ave t!e re4uired tec!nical

competence you s!ould refer to t!e tec!nical referent

Balidates expenditure C 200 )


13/18


aut!orising a purc!ase Supply

. Supply officer

$ 3esponsible for proposing t!e appropriate sourcing according to

6ec!nical referent specifications if any&$ pplies t!e re4uired purc!ase met!od according to t!e financial level#

+ )!ooses t!e validated article,supplier pair ( updated negotiated

price list( frame agreement

+ %ssues t!e re4uired number of re4uests for 4uotations and ensures

t!at 4uotes are correct and realistic$ *uarantees proper purc!ase documentation


14/18


aut!orising a purc!ase Finance

. dmin or 7in>anager( 7in)o

$ )rossc!eck t!at budget is available&

$ )rossc!eck budget allocation -cost centres/

$ )rossc!eck t!at t!e appropriate purc!asing met!od

!as been follo"ed&$ 'nsure budget !older !as validated all out of budget

expenditure&


15/18

6ec!nical validation from


16/18


17/18

Ongoing c!allenges

Archiving# 2 options

+ =eep current system# copy of ;O to finance

+ ll purc!ase documentation to finance&

Supply "ould remain "it! copies

Pilot missions#

, %n missions "!ere Uni7ield is implemented A? E Su=a

, %ntegration of feedback

, e" release in next missions "!ere Uni7ield "ill be

implemented# >yanmar and =yrgystan


18/18

supply week 2015_engagement of expenditures table

Documents