supply week 2015_engagement of expenditures table

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

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    Updated engagement of

    expenditures table

    Supply Week 2015

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    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&

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    )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

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    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

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    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/&

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    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

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    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

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    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/&

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    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/&

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    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

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    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/

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    3ole and responsibilities in

    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 )

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    3ole and responsibilities in

    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

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    3ole and responsibilities in

    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&

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    6ec!nical validation from

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    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

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