Procurement Manual - Unrwa

CHAPTER 3DEPARTMENT AND FIELD OFFICE PROCUREMENT PLANNING1. It is a good procurement practice to conduct regular procurement planning sessionsinvolving all project and procurement personnel in each Department and FieldOffice. The result of the Department or Field Office procurement planning willgenerate the information required for the Agency‟s procurement plan as well as theplan for items to be procured locally or for items that do not require acquisitionthrough the formal procurement process.2. In UNRWA, Departmental procurement planning shall be the responsibility of theDepartment Director who may delegate the functions to Division Chiefs and SectionHeads. Field Office procurement planning shall be the responsibility of the FPLOworking in conjunction with the Field Office Director and the Field Office Team.3.1 Project Level Procurement Planning1. The Project Manager or the individual managing the project is responsible foranalyzing the procurement needs of the project, presenting a procurement plandefining the procurement needs, suggesting the procurement methods, andstipulating the timing of the procurement under the project. The project levelprocurement planning will generate information for the Departmental or Field Officeprocurement plans.2. Project level procurement planning should start already during the projectacceptance stage, in order to be able to include any specific requirements resultingfrom the procurement planning analysis in the legal agreement with the donor (e.g.pre-selection of suppliers, special situations requiring deviations from the UNRWAprocurement procedures, etc.).3.2 Planning of Procurement Activities within PLD1. Procurement planning at both the HQ PLD and in the Field involves the process ofassessing identified procurement requirements, determining the ultimate goal of theprocurement activity, and establishing a timeline and a strategy for achievement ofthe goal. In other words, planning of a procurement activity requires beginning withthe end in mind, and defining how to approach every step of the procurementprocess in order to achieve the required result, on time, and as cost effectively aspossible.2. Planning the procurement process ahead increases the chances of successfullyconducting every required step of the process in the best possible manner byallowing sufficient time to execute each step of the process according to the definedprocedures and good procurement practice.3. In the end, procurement planning leads to:a. Better requirements definition, increasing the probability of receiving strongoffers, thus, facilitating the evaluation process, leading to appropriateproducts fulfilling the needs of the client, and easier contract management;PROCUREMENT MANUAL 29/127 VERSION 2