Procurement Policy

1. Purpose

The Procurement Policy of Samoon Foundation is designed to ensure that all goods and services are procured in a transparent, fair, and cost-effective manner. This policy safeguards the integrity of the procurement process, promotes accountability, and ensures the efficient use of resources in alignment with the Foundation’s mission.

2. Principles

- Transparency: All procurement activities will be conducted in an open and verifiable manner.

- Fairness: All suppliers and vendors will be given equal opportunity to compete for contracts.

- Cost-effectiveness: Goods and services will be procured at the best value for money, considering quality, reliability, and sustainability.

- Accountability: All procurement decisions will be documented and auditable.

- Ethical Standards: Procurement will be free from favouritism, nepotism, or corruption.

3. Procurement Procedures

Needs Assessment: The requirement for goods and services must be identified and justified by the requesting department or project team.

- Vendor Selection:

- Vendors will be selected based on merit, quality, reliability, competitiveness, and compliance with ethical standards.

- Where feasible, at least three quotations will be obtained and documented before awarding a contract.

- Approval Process:

- All procurement requests must be approved by authorized personnel as per the delegation of authority.

- Large procurements will require higher-level approval (e.g., CEO or Board of Trustees).

- Purchase Orders & Contracts:

- Purchase orders or written agreements must be issued for significant procurement to clearly - define terms, conditions, and deliverables.

- Conflict of Interest:

- Staff and board members must declare any personal or professional interest in procurement decisions.

- Any conflict of interest must be avoided or transparently disclosed and managed.

4. Ethical & Sustainable Procurement

- Preference will be given to suppliers who follow ethical labour practices, environmental standards, and local sourcing (where appropriate).

- Suppliers engaged in child labour, exploitation, or corrupt practices will not be considered.

5. Documentation & Record Keeping

- All procurement activities including quotations, purchase orders, invoices, and payment records will be properly documented.

- Records will be retained for a minimum of seven years for audit and compliance purposes.

6. Monitoring & Accountability

- The Finance and Administration team will periodically review procurement processes to ensure compliance with this policy.

- Any irregularities or suspected misconduct in procurement must be reported to the management or under the Whistleblower Policy.

7. Misuse & Disciplinary Action

- Any staff or individual found misusing procurement processes for personal gain or engaging in unethical practices will face immediate disciplinary action, including termination and legal consequences if required.

8. Policy Review

This policy will be reviewed annually or earlier if there are significant changes in procurement laws, donor requirements, or organizational needs.