Supplies and Logistics

How to use Procurement Services

There are six key operational steps related to purchasing supplies and/or services through UNICEF Procurement Services, highlighted below:



I. Planning

  • A new request for a Cost Estimate should be discussed between the Partner, the UNICEF Country Office and/or Supply Division.
  • The UNICEF Procurement Services Request Form must be submitted for all new requests. 
  • Please submit the Request by email, fax or mail to the appropriate UNICEF Country Office and/or directly to UNICEF Procurement Services.
  • Commodities are identified via the online UNICEF Supply Catalogue.

II. Cost Estimate

Upon receipt of the Request Form, the enquiry is reviewed, and if it meets all of the necessary criteria, a draft Cost Estimate is prepared by Supply Division. Information included in the Cost Estimate:

  • Cost of Goods/Services
  • Handling Fee
  • Freight and Insurance
  • 10% contingency buffer
  • INCOTERMS

A cover letter accompanies the Cost Estimate providing information and instruction.

 

III. Commitment

Upon Partner’s acceptance of the Cost Estimate, a Memorandum of Understanding (MOU) is signed. Information included in the MOU:

  • UNICEF Procurement Services processes
  • Terms and Conditions for the transactions
  • Validity or termination information for either party

Upon acceptance of the Cost Estimate partner must transfer the full payment in advance to the UNICEF bank account stated in CE as required by UNICEF's Financial Regulations and Rules

 

IV. Procurement & Delivery

  • Upon receipt of funds Supply Division will initiate the procurement activities. 
  • Supplies are delivered to the consignee.

V. Accounts Settled

  • Invoices to supplier(s) and freight forwarder are paid.
  • Financial Statement of Accounts  is prepared and sent to the partner after the delivery of all supplies and/or provision of the services, and within 30 days of payment of the last expenditure)
  • Any remaining contingency buffer and/or balances can be reprogrammed or returned.

VI. Monitoring & Evaluation

  • The monitoring of PS supplies is part of the on-going efforts of country offices to oversee the availability and accessibility of essential supplies for children.
  • Evaluation is undertaken through on-going dialogue with PS partners at various levels.

Please contact us with any questions.


 

 

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