Procurement and Inventory Management and Reporting | United Nations Development Programme

1	Step Manage inventory of consumables and equipment.	Responsible Party	Template/Guideline	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'.
2	Step Donate consumable stock if applicable.	Responsible Party	Template/Guideline	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.
3	Step Prepare inventory report for UNCT on a quarterly basis	Responsible Party	Template/Guideline	Explanatory Notes A detailed inventory of all consumables and non-consumables must be prepared before placing the yearly order.
4	Step Prepare procurement orders promptly when stock is being reviewed or as needed.	Responsible Party , UN Medical Services ( DHMOSH)	Template/Guideline	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.
5	Step Clear procurement list.	Responsible Party	Template/Guideline	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	Step Obtain agreement of UNCT on recommended procurement list.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
7	Step Approve procurement list.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
8	Step Procure medical goods and supplies for UN Clinics against the Common Services project.	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).
9	Step Ensure funding is available for procurement, operation and subsequent maintenance of non-medical equipment.	Responsible Party CO	Template/Guideline	Explanatory Notes
10	Step Procure non-medical equipment as needed.	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	Step 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.
12	Step Prepare inventory control report(s).	Responsible Party , CO	Template/Guideline Inventory Management	Explanatory Notes