SOP No: AO-2K10-01-001

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SOP NO: AO-2K10-01-001 (List of Exhibits/Attachments)

Mission: General Memorandum Order
Mission: General Memorandum Order

Activity: Memorandum (CA-MEMO)

Title: Revised Job Order Form

Date Approved/Issued: 01/05/2010

Date Effective: 01/05/2010

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES

Attached is the revised NFA Job Order (J.O.) form which will now be reclassified as a non-accountable form.

The Job Order (J.O.) shall be used by GSD / R.O. / P.O. Supply and Property Units to procure services of a private company for the renovation/repair/fabrication of NFA office equipment/furniture/facility or repair of NFA vehicles.

The new form shall bear a J.O. number using the new numbering system illustrated in the “Instructions on how to fill out the form” for your guidance. The J.O. number shall be assigned and controlled by the GSD / R.O. / P.O. Supply and Property Units.

Old Job Order (JO) forms in the possession of GSD and R.O. / P.O. Supply and Property Units should be consumed first before using the new form. GSD and the R.O. / P.O. Supply and Property Units shall print their own forms. A sample of the Job Order form is attached.

For strict compliance.

Date Approved : January 5, 2010.

JOB ORDER (JO)
Instructions on how to fill out the form

This form shall be prepared by Purchasing Section-PSMD-GSD / R.O. / P.O. Supply and Property Unit to procure the services of a private company for the renovation/repair/fabrication of office equipment/furniture/facility or repair of vehicles.

B. This form shall be accomplished as follows:

1. Supplier’s Name/Address/Tin – name, address and TIN of the supplier
2. Mode of Procurement – mode of procurement used such as public bidding, negotiated purchase, etc.

J.O. No.

–

the number assigned to the JO (controlled by the Purchasing Section-PSMD-GSD / R.O. / P.O. Supply and Property Unit) which shall be as follows:

– 00 –0000

erial number (one series for each year)

Month

ear

Ex. 09-08-011

Which means that this is the 11th Job Order for the year 2009 and is prepared on the month of August

4. Date Prepared – date of the preparation of the JO

Job Request No./Date Prepared

– number assigned to the Job Request which initiated the JO / date of the preparation of the Job Request

6. Requisitioning Office / Department – the office / department requesting the services

Place/Date of Delivery

–

place and definite date/s of delivery. If not stated, the place of delivery shall mean the office of the official making the order and the time of delivery shall be seven (7) days after the receipt of the JO by the supplier

Delivery Term

–

delivery term i.e. FOB destination, FOB shipping point, etc. In the absence of such term, it shall mean FOB destination.

Payment Term

–

specified period when the delivered goods shall be paid and discounts allowed if any, such as 2/10, n/30 (2% discount if paid within 10 days and none if paid within 30 days)

10.

Particulars

–

brief description of the service being requested (renovation/repair/fabrication of office equipment/furniture/facility or repair of vehicles)

11.

Penalty Clause

–

penalty imposed by the NFA in case of non-compliance with the term set in the JO, such as the date and time and complete delivery of the service requested.

12.

Authorized NFA Official –

in accordance with the Revised NFA Specifications of Authority on General Services (General Memorandum Order No. AO-2K9-10-001, approved October 15, 2009)

13.

Conforme

– signature over printed name of supplier or his authorized representative signifying his approval to the term set by the agency

14. Performance Bond – terms, forms and amount of Performance Bond.

15.

Funds Available

–

shall be signed by the DAS authorized officer (per Revised NFA Specs of Authority for Financial Transactions – AO Memorandum

AO-2K9-05-054 which took effect on June 1, 2009) / Regional / Provincial Accountant

16.

Inspection –

shall be signed by the authorized C.O. / F.O. Inspector who conducted the inspection and verification of the items to determine if the items conform to the given quantity and specifications in the JO.

17.

Acceptance –

the Supply Officer shall acknowledge receipt of the items by indicating his name and signature thereon, with check mark whether a complete or partial (specify quantity received) delivery was made. Indicate the date of receipt.

18. Invoice No. / Date – number and date of the invoice

C. This form shall be prepared in five (5) copies distributed as follows:

Copy 1

– to the Supplier for conforme to the terms of the JO and attachment to the DV upon request / processing for payment

– Purchasing Section-PSMD-GSD / R.O. / P.O. Supply and Property Unit file

– DAS / Accounting Unit

- DTFM / Budget Officer

- C.O. / F.O. Inspector

III. RESPONSIBILITIES

IV. FLOW CHART
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