Page 136 - Area 10 - PPP

 The composition, functions and responsibilities of Procurement Office.

The Procurement Assistant makes sure that procurement of supplies and
materials conforms with RA No.9184. He is guided with the general procedure
on procurement provided in the IFSU Code, Part 1. Administrative Manual, page
34 and issuances released to adjust with changing trends. (Sample below)

Table 3. General Procedures on Procurement
Steps Description Signatories Responsible Office/
Official
Purchase Request Basic request of needs. Specs should be Requesitioner Requesitioner
clear President (office/Officer)
Canvass Canvass at least 3 suppliers for lowest price President BAC Secretariat/
& best quality Suppliers Supply Office/
Supply Officer
Abstract of BAC opens canvass & declares supplier with BAC Chairman & BAC & BAC
canvass lowest price and best quality Members Secretariat
Preparation & Preparation & delivery of purchase order/s Preparer Supply Office/
Delivery of (Pos). Accountant Supply Officers
Purchase Order President
Receipt & Inspect and receive deliveries of procured Supply officer Internal Auditor/
inspection of Internal Auditor Supply Office
delivery
Storage Supplies are stored safely to be released Requesitioner Supply office/
only when the need arises Supply Chief Supply Officers
Payment of Preparation of voucher and release of Accountant, Supply section
Ordered Supplies payment to suppliers Cashier, President Accounting & Cash
Sections
Inventory and Procured supplies shall be inventoried and Requesitioner/ user Supply
release of released to requesitioner thru MR Supply officer Office/Supply
supplies Officers
Recall of unused/ All unused or re-usable supplies/ Supply Office
re-usable equipments after the intended use lapsed
equipments after shall be recalled and properly inventoried
use especially during annual clearance
submission
Source: IFSU Code Administrative Manual Chapter 4

PROGRAM PERFORMANCE PROFILE: AREA X ADMINISTRATION