2.1 Critical steps for response

Checklist

• Assess staffing needs for the procurement unit and increase capacity to meet emergency demands.
• Enact simplified emergency procurement procedures as noted in the CI Harmonization Procurement policy to speed up procurement processes.
• Comply with all donor requirements and obtain any necessary waivers.
• Identify detailed specifications for required goods/services and any applicable donor restrictions from the programme and operational assessment, and prepare a procurement plan.
• Conduct a market survey for relief items.
• Identify sources for needed supplies from local, national and international markets.
• Document and Implement streamlined vendor selection and screening processes.
• Manage contracts that ensure CARE’s accountabilities and liabilities are adequately covered.
• Ensure importations and customs handling are managed appropriately with consideration of duty or tax liabilities, and approval requirements for restricted items.
• Ensure in coordination with logistics appropriate inspection and documentation of goods received.
• Maintain clear documentation of all steps in the procurement process with the correct forms and file for audit purposes.
• Always ensure good communication, collaboration and coordination between procurement, programme, logistics and administration units.
• Regularly prepare and circulate a procurement status report to help team members plan programme activities based on the expected delivery of programme supplies.

In a non-presence situation, ensure procurement is adequately represented on the assessment team, staff is trained, and policies and systems are put in place as soon as possible.