Getting started

Procuring supplies and services through UNICEF follows procedures that while standardized can vary depending on the type of partnership. Partners can get started by following these steps.  

1. Eligibility and registration

Procurement services are uniquely available to governments, non-governmental organizations, United Nations agencies, international financial institutions, philanthropic organizations, and universities. Use the standard form to register.  

2. UNICEF Supplies and Services Catalogue  

UNICEF’s portfolio of thousands of products and services is available in the UNICEF Supply and Service Catalogue. 

3. Request and pre-financing options 

Use the UNICEF Supplies and Services Catalogue to find and select the types and volumes of supplies and services to order. Download the selection into a spreadsheet and send this along with sections A and B of the request form to [email protected]. For governments and local NGO partners, the UNICEF country office can provide additional support at this stage in the process.  

If there are special requirements, such as delivery instructions or branding of products, indicate this in the request form so that your requirements can be factored into the cost estimate and before the transfer of funds.  

4. Cost estimate, offer and instructions 

UNICEF Supply Division’s response to a request is a cost estimate for the goods and services, handling fee, freight and insurance, contingency buffer, and International Commercial Terms.

The cost estimate includes a letter of offer with information and instructions for the required advance payment, along with information about pre-financing if relevant. The letter also includes the procurement and delivery lead times for the requested products. While lead times vary depending on product availability, requested quantities, the market situation and other factors, generally it takes a minimum of six weeks from the advance payment for the goods to be delivered.

In principle, there is no minimum order value. However, a minimum handling fee of $300 is charged on all orders, regardless of commodity. Explore the handling fee levels for standard commodities.

5. Agreement, advance payment and order confirmation

Once partners have accepted UNICEF’s offer, have signed a Memorandum of Understanding, and have made the advance payment, UNICEF sends an order confirmation.

6. Procurement and delivery

Once funds are made available, UNICEF initiates the procurement activities.  

Supplies are delivered through UNICEF’s nominated freight forwarders according to International Commercial Terms 2020 “Cost and Insurance Paid” to the port of entry specified in the cost estimate.  

For supplies shipped by air, the port of entry is usually a major international airport in the destination country. For sea shipments, the port of entry is usually a major international seaport in the destination country. For landlocked countries, the port of entry for sea shipments is determined on a case-by-case basis. In general, air shipments carry a higher delivery cost than ground or sea shipments.

7. Accounts management

With the exception of handling fees, UNICEF does not take title to funds transferred to UNICEF by procurement services partners. Funds transferred by procurement services partners are treated as trust funds by UNICEF and are used exclusively to implement the procurement services arrangement entered into with the partner.

After supplies and services have been delivered, and within 30 days of UNICEF’s final payments to suppliers of products, services, transport and insurance, UNICEF sends a financial statement of accounts. On average, the statement of accounts is sent three to four months after the delivery of the final shipment. Any remaining balances are returned or reprogrammed based on partner instructions.  

Refunds

Based on a format provided by UNICEF, refund requests should be made in writing on the partner’s official letterhead, should contain the partner’s bank account details, and must be signed and stamped as approved by authorized officials.

Reprogramming  

Based on a format provided by UNICEF, reprogramming requests should be made in writing, instructing UNICEF which balances from which transactions and/or deposits should be applied to which current or new transaction.

Contact  

For procurement services support, contact [email protected]