1
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Steps
Manage inventory of consumables and equipment
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Responsible Party
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Template/Guideline
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Explanatory Notes
Stock should be used on the basis of a first-in/first-out policy. All information relating to the physical inventory of non-expendable
equipment covered by the UN Clinic should be reported in Atlas under a separate
heading called ‘Medical Equipment'.
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2
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Steps
Donate consumable stock if applicable
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Responsible Party
|
Template/Guideline
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Explanatory Notes
Medications within the last month before expiry may be donated, after
approval of the UN Medical Director, to local health facilities for immediate
use. This donation is subject to UNDP rules and procedures and a record
kept for audit purposes.
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3
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Steps
Prepare inventory report for UNCT on a quarterly basis
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Responsible Party
LIACMC
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Template/Guideline
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Explanatory Notes
A detailed inventory of all consumables and non-consumables must be
prepared before placing the yearly order.
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4
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Steps
Prepare procurement orders promptly when stock is being reviewed or as
needed
|
Responsible Party
UN Clinic Physician,
UN Medical Services ( DHMOSH)
|
Template/Guideline
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Explanatory Notes
Procurement of medical goods and supplies should be based on the United
Nations Clinic Catalogue of Fleischhacker accessible through UNMSD. Purchasing should be standardized as far as possible and done through
bulk orders. Genuinely unforeseen requirements, including supplies for
new UN Clinics and items that cannot be stocked for long periods, can be
requested from the vendor with the approval of the UN Medical Director on an ad
hoc basis or can be procured locally, subject to UNDP rules and procedures.
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5
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Steps
Clear procurement list
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Responsible Party
WHO Representative
|
Template/Guideline
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Explanatory Notes
Clearance must be based on the full epidemiological profile of the duty
station. Responsible Party: WHO Representative as Chair of the LIACMC
|
6
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Steps
Obtain agreement of UNCT on recommended procurement list
|
Responsible Party
Resident Representative
|
Template/Guideline
|
Explanatory Notes
|
7
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Steps
Approve procurement list
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Responsible Party
Resident Representative
|
Template/Guideline
|
Explanatory Notes
|
8
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Steps
Procure medical goods and supplies for UN Clinics against the Common
Services project
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Responsible Party
CO
|
Template/Guideline
|
Explanatory Notes
Medical goods and supplies should be procured from one or a combination
of the following sources: 1. Reputable and approved local, regional, or international vendors, using
use the existing LTA with UNDP; 2. UNICEF where a local office exists in the same location; 3. World Health Organization (WHO) The UNDP Administrative Support Division/Office of Finance
Administration (ASD/OFM) is not involved in the procurement process.
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9
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Steps
Ensure funding is available for procurement, operation and
subsequent maintenance of non-medical equipment
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Responsible Party
CO
|
Template/Guideline
|
Explanatory Notes
|
10
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Steps
Procure non-medical equipment as needed
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Responsible Party
CO
|
Template/Guideline
|
Explanatory Notes
The UNDP Country Office directly procures non-medical equipment e.g.
furniture, refrigerators, fans and any other non-medical items) subject to
audit and accountability, rules, and procedures
|
11
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Steps
Make payment for goods and services according to terms and conditions of
procurement.
|
Responsible Party
CO
|
Template/Guideline
|
Explanatory Notes
Payments must be made with one of the following options: 1. Bank transfers (most preferred option); 2. Checks (least desirable option); or 3. Agency Service Clearing Account via GLJE. In either case, the following must be carefully observed: 1. Bank Transfer: The UNDP Country Office must include all the banking
details as provided on the invoice. 2. Agency Service Clearing Account: The description field of the GLJE must
refer to the invoice number indicated on the invoice and/or any other reference
number. 3. The GLJE must use the following chart fields: GL Account – 54015; Fund –
12000; and Donor – 00006.
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12
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Steps
Prepare annual inventory report
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Responsible Party
LIACMC,
CO
|
Template/Guideline
|
Explanatory Notes
|