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Updated engagement of

expenditures table
Supply Week 2015

Objectives
At the end of the sessions the participant will:
Identify the changes brought by the updated
engagement of expenditures table 2015 for purchase of
goods and supply services.
Explain the role and responsibilities of the different
actors either managing budget and/or authorising
purchase.

Context
2011: first OCG validation table in place
not respected

2012: second version


not fully implemented

2011 - today
big mess (one mission = one validation table)

2014 - 2015: review of the validation table, aiming at optimizing


it as much as possible, taken into account the Unifield
technical constraints

Reminder on validations
4 validations during processing of a request :
Need validation = operational validation
Technical validation = technical validation of the need
Financial validation = budget validation
Final validation of the process = good reception, payment, etc

Whats new?
Financial validation is based on PO (vs ORC before )
and done at the procurements location.
PO does not go back to the project for approval.
Engagement of expenditure and purchase are on the
same document (PO).
However price update are done automatically in
UniField through down synchronization.

Whats new?
Increase of autonomy for budget holders in the mission for
local purchases planned in their budget:
For purchases sourced at field level, FieldCo approves
expenditure up to 50K (limited to 10k before).
For purchases sourced at mission level, the HoM approves
expenditure without any limit. (limited to 50k before).
NB: expenditures out of budget or PoA are submitted to cells
approval

Whats new?
Purchase levels: 5 predefined financial levels but with
news actors and associated supporting documents.
Flexibility: once per year, during the PoA, the mission
can request adjustments to the cell.
Adaptation of the amount by level (fromto)
Adaptation of delegation level within a same
functions line between field, coordination and HQ
(E.g.: RP HoM: RP can requires the validation of
the cell from 50000 CHF)

Whats new?
Stock movements: no procedure in the current validation
table
Systematic valuation when encoding a request
Signature of the Technical Referent ( MTL, LTL, LogCo,
MedCo) required from 50KCHF
Signature of the Technical Referent at coordination level
(MedCo, LogCo) for any stock movement from a mission
stock (eprep, left-over).

Whats new?
When authorising a purchase, technical referent
ensures the appropriate purchasing method has been
followed. (sourcing, technical validation, budget
validation).

Role and responsibilities in


authorising a purchase
Operations = budget holder
= FieldCo or HoM
Crosscheck that the good/service matches with ops needs
Crosscheck that budget is available in collaboration with
Finance
Authorize budget line re-allocation or request to HQ
approval for out of budget expenditure/ new activity (not in
PoA)

Role and responsibilities in


authorising a purchase
Technical referent = budget referent
= MTL, LTL at field level / MedCo, LogCo in coordination
Ensure the technical validation of the request and the
compliance with the policies for the sourcing
Ensure that request matches with ops needs
Ensure budget is available and identify budget line (cost
centres)
Systematic budget holder authorisation for any out of budget
expenditure (not in PoA)

Role and responsibilities in


authorising a purchase
Authorized requestor
= OCG staff (approved list) to whom is given the authority, by
the budget holder, to validate operational need through an
internal request for a defined consumption unit.
In many cases, authorised requestor = technical referent.
If the authorised requestor doesnt have the required technical
competence, you should refer to the technical referent
Validates expenditure < 200 CHF

Role and responsibilities in


authorising a purchase
Supply

= Supply officer
Responsible for proposing the appropriate sourcing according to
Technical referent specifications if any.
Applies the required purchase method according to the financial level:
Chooses the validated article-supplier pair / updated negotiated
price list/ frame agreement
Issues the required number of requests for quotations and ensures
that quotes are correct and realistic
Guarantees proper purchase documentation

Role and responsibilities in


authorising a purchase
Finance
= Admin or FinManager/ FinCo
Crosscheck that budget is available.
Crosscheck budget allocation (cost centres)
Crosscheck that the appropriate purchasing method
has been followed.
Ensure budget holder has validated all out of budget
expenditure.

Technical validation from HQ


referents
Whatever the value, some items require technical validation
(drugs, construction, assets such as vehicles & generators,
etc...) to ensure compliance with MSF standards & policies.
In this case refer to country policy available in your mission.
Number of quotations will be restricted to the number of
validated suppliers.

Ongoing challenges
Archiving: 2 options
Keep current system: copy of PO to finance
All purchase documentation to finance.
Supply would remain with copies
Pilot missions:
- In missions where UniField is implemented LB + SuKa
- Integration of feedback
- New release in next missions where UniField will be
implemented: Myanmar and Kyrgyzstan

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