D. Procurement, Property and Commodities Management Systems Does the organization have a written Yes (low) procurement policy? No (med, high), explain Does the organization always solicit quotations Yes (low) from vendors before making a purchase over the No (med, high), explain local currency equivalent of $3,000 (organization may have more restrictive policy)? When dealing with US government funded N/A projects, are terrorism and debarment searches Yes (low) performed of potential vendors, employees, No (med, high), explain consultants and subrecipients? Are secured facilities used when appropriate, Yes (low) and access to equipment and commodities No (med, high), explain limited to authorized personnel? Are the commodities maintained in a secure N/A storage facility that meet the temperature and Yes (low) humidity requirements and are free from No (med, high), explain rodents, insects, oil and water damage? Does the organization use inventory stock cards Yes (low) to manage commodities and supplies? No (med, high), explain Does the organization have adequate controls to N/A ensure that obsolete commodities are not Yes (low) distributed? (Commodities; such as medical No (med, high), explain supplies, pharmaceuticals, condoms and printed media materials, etc.) Are different individuals responsible for Yes (low) purchasing goods, receiving goods, and No (med, high), explain approving vouchers? Are incoming and outgoing assets counted, Yes (low) inspected, and received or released on the basis No (med, high), explain of proper authorization in accordance with established procedures? Does the organization maintain a fixed asset Yes (low) listing of non-expendable property containing No (med, high), explain the following? (Description, serial number, acquisition cost, acquisition date, unique fixed asset number assigned by the organization, location, current condition, and funding source.) Are assets on hand periodically (at least yearly) Yes (low) inspected and counted, and the results No (med, high), explain compared with the asset records? Comments: Procurement , Property and Commodities Management Systems Rating Total (max 22):
D. Procurement, Property and Commodities Management Systems Does the organization have a written procurement policy? Yes (low) No (med, high), explain Does the organization always solicit quotations from vendors before making a purchase over the local currency equivalent of $3,000 (organization may have more restrictive policy)? Yes (low) No (med, high), explain When dealing with US government funded projects, are terrorism and debarment searches performed of potential vendors, employees, consultants and subrecipients? N/A Yes (low) No (med, high), explain Are secured facilities used when appropriate, and access to equipment and commodities limited to authorized personnel? Yes (low) No (med, high), explain Are the commodities maintained in a secure storage facility that meet the temperature and humidity requirements and are free from rodents, insects, oil and water damage? N/A Yes (low) No (med, high), explain Does the organization use inventory stock cards to manage commodities and supplies? Yes (low) No (med, high), explain Does the organization have adequate controls to ensure that obsolete commodities are not distributed? (Commodities; such as medical supplies, pharmaceuticals, condoms and printed media materials, etc.) N/A Yes (low) No (med, high), explain Are different individuals responsible for purchasing goods, receiving goods, and approving vouchers? Yes (low) No (med, high), explain Are incoming and outgoing assets counted, inspected, and received or released on the basis of proper authorization in accordance with established procedures? Yes (low) No (med, high), explain Does the organization maintain a fixed asset listing of non-expendable property containing the following? (Description, serial number, acquisition cost, acquisition date, unique fixed asset number assigned by the organization, location, current condition, and funding source.) Yes (low) No (med, high), explain Are assets on hand periodically (at least yearly) inspected and counted, and the results compared with the asset records? Yes (low) No (med, high), explain Comments: Procurement , Property and Commodities Management Systems Rating Total (max 22):