Procurement Manual - Unrwa

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a. Requiring all AAs to submit the defined reports on their procurementactivities.b. Reviewing, consolidating and drawing lessons from the reports.c. Alerting the Commissioner-General and relevant senior managers whenthere are systemic issues.d. Commissioning evaluations of the exercise of procurement, in liaison withDirector of Internal Oversight Services (DIOS).e. Working closely with the DIOS on issues relating to audits, inspections andinvestigations.f. Review/monitoring of exercise of authority by the FOD / the CPLD to waivenormal tendering procedures.g. Noting of post facto/retroactive of contract awards.h. Review/monitoring of exercise of Emergency and Urgency Powers.2.3.4.3 The DAS’ Authority to Require Submission of ReportsThe DAS shall have the authority to require submission of reports, including thosedescribed in sub-section 12.11 of this Manual, on all procurement activities atHeadquarters and in the Fields in order to fulfill his/her mandate as set forth in Section14 of OD10.2.4 Accountability1. All officials of UNRWA are accountable to the Commissioner-General for theregularity of actions undertaken by them in the course of official duties. Staffmembers involved in any action that is contrary to UNRWA directives, financial andadministrative instructions or policies may be held personally responsible andfinancially liable for the consequences of such actions.2. UNRWA, through its operations and projects, is using public funds in theprocurement process and due care must be taken to ensure funds are only appliedaccording to the intended use. Individuals holding a Delegation of Authority must beparticularly careful to ensure actions undertaken by them or persons under theirsupervision are in compliance with all applicable regulations, rules, directives,instructions and other policies and procedures.2.5 Segregation of Duties1. Segregation of duties is an important basic principle of internal control and must beobserved in all UNRWA procurement processes. The procurement structure withinthe Agency shall be organized based on the segregation of duties related to thevarious steps of the procurement process in order to safeguard the integrity of theprocess and that appropriate checks and balances are safeguarded. The respectiveprocuring entity within UNRWA shall be organized according to an administrativestructure based on the segregation of responsibilities for the various steps of theprocurement process.PROCUREMENT MANUAL 20/127 VERSION 2
2. Such a structure typically separates the functions of the requisitioned, the budgetowner or expending officer, the buyer and the approver and payer of invoices, inorder to provide appropriate organizational checks and balances, but also in order topermit specialization. These various phases of the procurement process shall becarried out by separate functions:a. Formulation of the procurement requirement/request, including certification offunds.b. Processing of the request.c. Solicitation of offers from potential suppliers.d. Receipt of offers.e. Opening of offers.f. Evaluation of offers and identification of the winning offer.g. Review and recommendation for award.h. Award of purchase contract.i. Contract management and monitoring throughout life cycle.j. Acceptance of milestone deliverables.k. Certification of milestone payments.l. Processing of milestone payments.m. Final acceptance of goods, services or construction.n. Certification of final invoice.o. Disbursement of funds.3. At a minimum, three individuals must be involved in carrying out the procurementprocess. Under no circumstance shall one person be responsible for all of theabove-mentioned functions. The functions of the buyer and the payer must alwaysbe completely separated, and carried out by separate individuals. The receiptfunction, if applicable, shall be undertaken by a third person.4. For some procuring units it might not be possible to establish a complete separationof all the functions mentioned above, for example in very small offices. Any deviationshall be properly documented on file. In such cases, as a minimum, a segregation ofthe functions mentioned must be established, by ensuring that even though carriedout by the same individual, the individual is performing the tasks in the capacity ofvarious functions. Nevertheless, the separation between the buyer and the payercan never be waived.2.6 The Role of the Procurement and Logistics Division (PLD)1. The Procurement and Logistics Division (PLD) at UNRWA HQ(A) under the Chief,Procurement and Logistics Division (CPLD), with all Field Procurement andPROCUREMENT MANUAL 21/127 VERSION 2
Page 5 and 6: Chapter 10 Contracting 9210.1 Contr
Page 7 and 8: List of TablesTable ‎2-1: Indicat
Page 9 and 10: 6. The Procurement Manual is made u
Page 11 and 12: a. Contracts with individuals for e
Page 13 and 14: system increases the possibility of
Page 15 and 16: d. All relevant factors such as pri
Page 17 and 18: TABLE 2-: INDICATIVE LEVELS OF DELE
Page 19: i. Shall record all procurement rel
Page 23 and 24: c. Analyze and recommend to the CPL
Page 25 and 26: 2.7.1 Ethics in Dealing with Suppli
Page 27 and 28: 4. In order for environmental aspec
Page 29 and 30: CHAPTER 3DEPARTMENT AND FIELD OFFIC
Page 31 and 32: e. Estimated price; andf. Any addit
Page 33 and 34: or complex depending on the need. T
Page 35 and 36: CHAPTER 4SOURCING OF SUPPLIERSThe s
Page 37 and 38: 2. The procurement opportunity shal
Page 39 and 40: 2. The following principles shall b
Page 41 and 42: f. Lack of response or acknowledgme
Page 43 and 44: 5.1.1 Low Value Purchasing (Require
Page 45 and 46: 10. Competition shall be solicited
Page 47 and 48: 5.2.2 Establishment of a New LTA1.
Page 49 and 50: . When goods are available locally
Page 51 and 52: d. Negotiation on technical aspects
Page 53 and 54: 2. While the details and complexity
Page 55 and 56: well as receipt and acceptance of g
Page 57 and 58: clarify which conditions the suppli
Page 59 and 60: quantitative and qualitative manner
Page 61 and 62: supplement to other types of advert
Page 63 and 64: 7.6 Receipt and Opening of Offers7.
Page 65 and 66: 7.6.3.6 Withdrawal of Submissions1.
Page 67 and 68: c. Bidder is eligible, e.g. duly re
Page 69 and 70: The table below gives further detai
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4. A two-envelope system where supp
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y = maximum number of points for th
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8.4.4 Financial Evaluation1. The ne
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4. Best and Final Offer (BAFO) - RF
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4. In general, UNRWA shall verify t
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c. Apparent errors in price: UNRWA
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7. In the case of submissions for a
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normally be a member of the LCP.e.
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affect the procurement process or t
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CPLD) while the CPLD or each, or, i
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procurement activities below USD $5
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in a clear understanding of terms a
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4. Contract and/or unit price and t
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a. A „lump sum‟ formula contrac
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10.4.8 Amendment to Contract1. Once
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etween the purchase price of a prod
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3. To be on the safe side, one shal
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11.2.6 INCOTERMS1. INCOTERMS (Inter
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the relevant version of the UNRWA P
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CHAPTER 12CONTRACT ADMINISTRATION1.
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6. In case a contract has been awar
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12.2 Inspections1. Monitoring of th
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shall ensure that all relevant info
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12.10 Financial Management and Paym
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d. Any UNRWA-furnished property has
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GlossaryAAACPArbitrationAudit trail
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ExigencyFOFPLOFPOGCCGlobal CompactG
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ProductProposalQuotationRemedyRequi
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List of AnnexesAnnex No Description
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Procurement Manual - Unrwa

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