Direct Purchase Procedure - Approved July 2024

2. Introduction This Procedure, enacted as a guideline by OIA, sets forth a structured framework for the direct purchase of goods and services listed on the approved Whitelist. Designed to streamline the purchasing process by exempting specified transactions from the standard procedures of the Contracts and Procurement Department, this procedure is intended to enhance efficiency and responsiveness across all OIA procurement activities. It mandates compliance from all OIA personnel involved in the direct purchase process, providing them with precise guidelines to ensure consistency with the OIA's strategic objectives and adherence to regulatory laws and regulations. This Procedure reflects OIA's commitment to maintaining effective, transparent and accountable procurement practices. 2.1 Objectives of this Procedure a. Restrict direct purchase procurement activities solely to those approved within the Whitelist, aiming to establish a streamlined process and ensure sufficient controls wherever applicable; b. Set the key principles for direct purchases and other financial transactions to ensure the selection of Supplier / Consultant is justified and aligned with the approved Whitelist, and manage non-purchase payments transparently and compliantly, as stated in Annexure C; c. Provide direction and guidelines for various aspects of the Procedure and clarify the roles and responsibilities of each individual; and d. Ensure segregation of duties for compliance and control in Direct Purchase Requests. 2.3 Applicability This Procedure shall apply to all OIA personnel involved in the direct purchase process. 2.4 Scope of this Procedure This Procedure governs Direct Purchase Requests as per the approved Whitelist. Transactions outside this remit shall adhere to OIA's Contract & Procurement Policy and its accompanying procedures. This Procedure covers the entire process of initiating, approving, processing and recording direct purchases at OIA, including handling invoices and payments. 2.5 Revisions a. The Director of the Administration Department holds the prerogative to authorize amendments to this Procedure. All modifications must undergo thorough documentation and receive formal approval according to the DoA prior to circulation and implementation. b. The Whitelist is subject to a biennial review or as deemed necessary based on business requirements. 2.2 Effective Date This Procedure becomes effective from the date of its approval.

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