UNICEF SD role - Procurement Process and control oversights

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1 UNICEF SD role - Procurement Process and control oversights

2 The role of UNICEF Supply Division Oversees UNICEF s global procurement and logistics operation Procures supplies on behalf of UNICEF and Procurement Services partners Ensures that high quality, good value supplies reach children and their families quickly 2

3 The role of UNICEF Supply Division Maintains the highest ethical standards for procurement Provides technical support to UNICEF offices and Procurement Services partners globally. Share procurement know-how with development partners Innovates to find ever-better supply solutions for children 3

4 Regulatory Framework governing UNICEF procurement process Financial Regulations and Rules (FRR), Article XII. Internal Control Financial and Administrative Policy, e.g. Policy 1 Internal Controls Policy 5 Cash Disbursements, Supplement 6 on CRC Executive Directives, e.g. Anti-Fraud Policy, Whistle Blower Policy Supply Directives e.g. Supply Division Commitment Supply Manual: Procurement Guidelines & Procedures Guiding Procurement Principles 4

5 UNICEF Guiding Procurement Principles Promotion of objectives of UNICEF (fulfilling the mandate, goals and objectives) Fairness, integrity and transparency through competition (clear & appropriate regulations/rules applied to all suppliers, fair process, equal treatment of suppliers, transparent system, public bid opening, public Notification of awards including pricing, Individual Post award debriefings offered to all bidders) Economy and effectiveness (meet requirement in terms of quantity, quality, timeliness at the right place. Economy=minimize cost, Effectiveness=meet end-user interest) Best value for money (Consider the optimum combination of factors in meeting the end user needs; BVM does not mean lowest cost but best ROI) 5

6 Examples of Controls and Oversight Internal Oversight UNICEF Financial Rules and Regulations UNICEF Procurement Procedures Ethical Code Contracts Review Committee (independent from contracting staff) Procurement Training and Certification of contracting staff External Oversight - Audit UN External Audit UNICEF Internal Audit 6

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9 UNICEF Procurement Process Procurement Planning Requirement Definition Sourcing/Invitee list (REOI / UNICEF Vendor Roster / UNGM...) Preparation and Issuance of Solicitation Documents Request for Quotation (RFQ) USD 2,500 - USD 30,000 Invitation to Bid (ITB) USD 30,000 and over Request for Proposal (RFP) no threshold Receipt and Opening of Submissions Evaluation (Technical/Quality and Commercial) Adjudication & Award Recommendation Contract Finalization and Issuance Contract Management 9

10 Procurement: Supplier Evaluation Examples of screening criteria: Financial Viability. Production capacity. Non-involvement in child labour. Non-involvement in landmine production or parts there of. Adherence to Social and Environmental standards. Export experience. Developing country experience. 10

11 Adjudication and Contract Award Recommendation Beyond certain financial thresholds, a Contracts Review Committee (CRC) is established to render written contracting advice to Authorized UNICEF Officials as necessary and required. The CRC is established as an advisory body to Authorized UNICEF Officials to provide a competent, independent and unbiased review of the process leading to proposed contract award recommendations. Principles of the review a clear and transparent process followed to identify bidders (i.e. eligible bidders are given equal access and a fair opportunity to compete for the contracts); the solicitation process was compliant with UNICEF procurement policies & procedures and relevant Financial Regulations and Rules; offers were assessed based on clear and transparent commercial, technical and quality criteria as well as value for money; 11

12 Procurement Workflow Requisition defined need Confirmation of Specifications Choice of solicitation method Sourcing/ Invitee list Issuance of tender Receipt of submissions Evaluation of Submissions (Technical/Financial) Adjudication & Award Recommendation Including CRC Issuing PO, Contract or LTA 12

13 What is a Long Term Arrangement (LTA)? A LTA is an arrangement entered into with a supplier to secure the supply of a product or service over a period of time; Framework of mutually agreed terms and conditions (product, price, etc.) As a result of a competitive bidding process For procurement of goods, services or works for which the buyer has a repeated need Entered in good faith for a period of time Contractual obligations only commence once a purchase order is issued Could be time bound or with a projected total volume Non-exclusive Long term commercial partnership with selected supplier(s) 13

14 Thank you Thank you