SOP Library
SOP NO:
GM-PR02
(List of Exhibits/Attachments)
Mission
:
Technical Support Services
Area:
Grains Marketing (GM)
Title:
General Implementing Guidelines on NFA Mobile Procurement
Date Approved/Issued:
03/26/1985
Date Effective:
03/26/1985
Digest:
Mobile Procurement Scheme aims to extend procurement operations to the remotest producing areas of the country for direct purchases from the farmers. This set of guidelines includes activities/areas on the following : formation of a mobile procurement team (MPT), responsibilities and/or accountabilities of each MPT member, management of procurement funds, documentation of stocks procured by MPT, and reporting and monitoring system..
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A.
Formation of a Mobile Procurement Team in the Provinces
1. The formation of a Mobile Procurement Team (MPT) in the province shall be approved/authorized by the provincial Manager and confirmed by the Regional Director. A copy of the confirmation shall be furnished to DGM.
2. The Provincial Manager shall take into consideration the following basic factors in the formation of an MPT: (a) the distance between the perspective areas to be served and the nearest NFA buying station/warehouse (b) the estimated volume to be procured from said areas, which must be at least one truck load (i.e. minimum of 250 bags).
3. The Marketing Operations Unit (MOU) shall recommend to the Provincial Manager the NFA personnel who will constitute the MPT(s).
4. The members of the Mobile-Procurement Team and their respective responsibilities and/or accountabilities shall be as follows:
a. Team Leader (TL) - any regular employee of NFA who has sufficient knowledge and background of procurement operations. The TL shall be responsible for weigheing the stocks delivered/assembled by the farmers in the procurement area. The team Leader shall be bonded since he shall be accountable for the stocks procured by the NFA from the time the stocks are received from the farmer (i.e. upon issuance of WSR) to its issuance for transfer to receiving Warehouse Supervisor (i.e. upon issuance of WSI).
b. Special Disbursing Officer (SDO) - Regular employees of the agency shall be given preference in the designation of SDOs. In cases where there are no regular/casual employees who can act as SDOs in the province, the Provincial Manager/OIC shall request the Regional Director, or DGM, for that matter, to provide the monetary personnel to act as SDOs. The SDO shall be responsible for effecting cash/check payment to the farmers based on the computed amount corresponding to the grains purchased computed amount corresponding to the grains purchased as reflected on the Purchase Receipt. All employees designated as SDOs shall file the necessary fidelity bond prior to handling procurement funds.
c. Standard Quality Assurance Officer (SQAO) - shall be directly responsible for the inspection and classificatuibif grains in consideration of its variety, moisture content, ad purity.
d. Job Order - laborers, and other complementary job order personnel for the mobile procurement team maybe hired by the Provincial Manager/OIC subject to confirmation on personnel authorization by the Regional Director and/or hiring policies that may currently be in effect.
5. No member of the MPT shall perform two functions at the same time. (e.g. the Team Leader connot act as SQAO at the same time).
6. The Schedule of MPT Complement and Operations to be prepared by the MOU and submitted to the Provincial Manager shall include the following : procurement areas to be served, service days/dates, team composition, and the depository warehouse.
7. The Provincial Manager shall submit to DGM monthly cc Regional Director, a Status Reporting Procurement Teams and Stations (Exhibit 1) containing the following information: name of buying station/warehouse (permanent and temporary), location areas/municipalities served, name of Team Leader, SDO, Classifier, and their respective position/designation in the local/Central Office. The Mobile Procurement Team shall be considered as a temporarybuying station/warehouse. Its code name shall be indicated in the column "Name of Buying Station/Warehouse".
8. The calibration of the facilities/equipment to be used by the MPT (such as platform scales and moisture meters) shall be verified correct by the Quality Assurance Unit before the start of the procurement operation.
B. M
anagement of Procurement Funds
B.1. Procurement Funds for SDOs
1. The initial fund allocated to every SDO shall be determined jointly by the Provincial Manager,
Senior Operations Officer and the Provincial Accountant. Said fund allocation shall be matched with the estimated volume to be procured from the areas to be served, but this fund allocation shall mnot exceed P50,000,00 for casual SDOs in areas implementing only the cash payment scheme; P250,000.00 (ie. maximum of P50,000.00 in cash and P200,000 in check) for casual SDOs in areas implementing the cash and check payment scheme; P750,000.00 for regular SDOs. Fund allocations shall be approved by the Regional Auditor and the concurrence of the Regional Auditor and confirmed by the Director of DAB.
2. Should the amount of the fund become inadequate or the amount be more than the requirement of the province, the Provincial Accountant and the Provincial Manager shall make recommendations to the Regional Director with the knowledge of the Regional Auditor and confirmed by Director of DAB to increase or decrease the imprest fund, as the case may be.
B.2. Replenishment of the Procurement Imprest Fund
1. Replenishment of SDO's procurement fund shall be made whenever his cash and current account balances are low and every end of the month.
2. A replenishment voucher shall be prepared together with the Abstract of Purchases s supporting paper. The amount of the replenishment voucher shall be equal to the total PRs paid both in cash and in check (for detailed procedure on the preparation of the replenishment voucher, refer to SOP on Procurement form Farmers Via Check Payment-Modified).
C.
Documentation of Stocks Procured by the MPT
1. The stocks to be collected by the MPT shall be delivered/assembled by the farmers in the designated procurement/connection area for ready procurement.
2. The stocks procured by the MPT shall be documented and paid in the field/procurement area.
3. Upon acceptance of stocks by the MPT the Team Leader shall prepaed a Warehouse Stock Receipt (WSR) indicating therein the nature of the transaction (i.e. procurement-direct or PIK), the quantity in bags and weight of the stocks, the variety, condition, moisture content (MC), and purity of said stocks, as determined by the MPT's SQAO. The Remarks portion of the WSR shall be marked "Procured by MPT". Copy distribution of the WSR shall be as follows:
Copy 1 - SDO/Carrier
2 - Team Leader
3 - Accounting
4 - Auditing
5 - Handler
4. The WSR issued by the Team Leader shall be used by the SDO as basis in preparing the Purchase Receipt (PR). The corresponding WSR number shall be indicated in the PR and the PR number in the WSR. Alterations on the PR as to the amount shall be avoided. Any change on the amount stated in the PR must be duly signed/initialed by the SDO and noted by the Team Leader.
5. The farmer shall be paid by the SDO according to existing cash/checkpayment procedures.
6. Upon loading of the stocksprocured by the MPT in the truck that will deliver same to designated depository warehouse, a Warehouse Stock Issue (WSI) addressed to receiving Warehouse Supervisor shall be prepared by the TL. This WSI shall be signed by the truck driver and marked in the Remarks portion : "Issued by MPT". Copy distribution of the WSI shall be as follows:
Copy 1 - Receiving Warehoue Supervisor
2 - Team Leader
3 - Accounting
4 - Auditing
5 - Handler
7. The use of "Tara" shall not be allowed. Entries shall be made directly on the WSR, PR, and WSI.
8. Upon arrival of the truck (i.e. loaded with stocks procured by the MPT) at the depository warehouse, the stocks shall be classified and weighed by the receiving SQAO and Warehouse Supervisor/Assistant respectively. The corresponding WSI number, nature of transaction (i.e. transfer), variety, condition, MC, purity, quantity in bags and weight of said stocks shall be indicated in the WSR prepared by the Warehouse Supervisor.
D.
Reporting and Monitoring System
1. All transaction cash disbursements shall be recorded in the three-column Cereal Procurement Cashbook. All cash accountability received by the SDO shall be indicated in the Debit Column, all cash expended/paid on the credit column, and the balance column for csh on hand. The cash on hand must balance with that appearing on the cashbook at the end of the day.
2. The Team Leader shall prepared in five (5) copies the Daily Report on Stocks Received and Issued by the MPT (Exhibit 2) containing the following : nature of transaction, person from/to whom stocks were received/issued, PR number, WSR/WSI number, variety, condition, MC, purity, quantity of stocks (in bags, gross kilos, ENW, net kilos), basic cost of the stocks, and incentives given. The individual WSRs and WSIs shall be attached to the report. Copy distribution of the Daily Report shall be as follows :
Copy 1 - Accounting (with documents)
2 - Auditing (with documents)
3 - Team Leader (with documents)
4 - Operations/Economics (without documents)
3. Accountable officers handling procurement funds shall not be given Certificate of Clearance upon termination of procurement operations until after his accountability has been fully liquidated. Immediate liquidation of Central Office employees detailed as SDOs in the provinces who are recalled to the Home Office shall be effected.
III.
III. RESPONSIBILITIES
IV. FLOW CHART
Top Page
EXHIBITS
No documents found