Management of consultant contracts is moving from section VI.2. Procurement of Goods and Services, to section III. Human Resources. The policies and manual sections are being rewritten to bring them into line with the HR framework and principles of competitive selection and contracting. In the interim, the provisions under section VI.2.4. Consultants remain valid with the exception of the sub-section on Submission to the Contract Review Committee (§ 160) and the role of Coordinator, GPL in the Global Service Centre in relation to the validation of requisitions (§ 180), which are no longer valid and are discontinued with immediate effect.
Application
10 The policies and procedures set out in this section of the WHO eManual apply to the requesting, procuring and delivery of goods, works or services for projects, for WHO headquarters programme activities, or for institutions as a result of technical services agreements (see section XVI.1)
Policy
20 Every reasonable endeavor should be made to obtain goods and services of a quality suited to the purpose for which they are to be used, for delivery by the time required and at the lowest cost. While purchase of a product by the Organization reflects WHO's opinion of the suitability of that product for a specific use and, where applicable, its conformity with WHO technical requirements and specifications, the Organization does not endorse the products or services of any provider.
Goods and services to be procured by Global Procurement and Logistic Services
30 As a general rule, Global Procurement and Logistic Unit (GPL) is involved in the procurement of goods only upon the request of headquarters, regional or other offices. In some cases, GPL may, upon request, also procure services related to the goods in question, such as maintenance or support services or after-sales support. For goods and related services to be procured by GPL, the requisitioner should compile a costed list of requirements by issuing a procurement requisition.
40 The procurement requisition should be cleared electronically (through the GSM) by the work plan approver(s) recommending the goods (including any related services, where relevant).
50 When raising the procurement requisition and/or purchase order with supplier specified, the following must be observed:
- Contracts should be denominated in the currency of the payee (supplier) bank account.
- Any exceptions must be pre-agreed with GSC AP.
- Apart from such pre agreed exceptions, invoice payments with a currency mismatch with payee/ supplier bank account will be rejected for payment by GSC Accounts Payable.
60 Regional offices issuing procurement requisitions against headquarters PTAEOs should have on record documented clearance from the PTAEO holder(s).
Procurement by regional and other WHO offices
70 When necessary and practicable, Global Procurement and Logistic Unit (GPL) may request a regional office to procure goods (together with any related services, if relevant) on its behalf for another regional office or requisitioner. The request is made by issuing a procurement requisition, which Coordinator, GPL can assign to another regional office taking his/her authority to do so from the procurement requisition submitted to GPL.
80 If goods (including any related services, where relevant) are to be procured locally under either a blanket or a specific delegation of authority, a procurement requisition need not be sent to GPL. When requesting units require the advice of GPL concerning local procurement, they should request such advice by memorandum or facsimile or electronic request giving full details of the proposed acquisition including equipment specifications, price and delivery terms. If local procurement is to be made by someone other than a staff member of the regional office, e.g. by the WHO representative or a project manager, a procurement requisition specifying the items required and funds available, should be used both to request and encumber the funds for the purchase. The relevant procurement requisition should be routed through the regional office so that the funds can be encumbered.
Procurement requisitions
90 Procurement requisitions:
- give GPL (or other unit or office to which they are addressed) authority to buy and ship goods and to purchase related services, where relevant;
- describe or otherwise identify the goods and services required in sufficient detail to make procurement possible;
- provide the work plan approver with a cost estimate for purposes of funds control;
- give the full address to which goods are to be sent; and
- reflect a decision by the authorizing official that the sum specified on the authorization should be expended on the goods or services described.
100 To amend requirements for one or more items included in an electronic procurement requisition, which has already been submitted and approved, e.g. by changing the quantity or an essential specification, an amendment to the procurement request must be issued and sent under cover of a written communication to Procurement Services (Coordinator, GPL or Regional Supply Officer). This amendment should bear the purchase order reference number. In its communication to GPL, the procuring unit should include a confirmation of the availability of additional funds if the desired amendment is expected to result in increased expenses. Any additional items required after submission of an approved requisition must be included in a new procurement requisition.
110 When computing the estimated cost of the supplies and equipment, an amount for packing, freight and insurance (PFI) should be added. This amount is based on a percentage of the cost of the supplies and equipment and is automatically calculated by the GSM procurement module at a rate of 10%.
The amount encumbered is indicated on the procurement requisition.
Specifications
120 In addition to the procurement of goods (including any related services, where relevant), Contracting and Procurement Services assists in the drawing up of adequate specifications by, for example:
- examining specifications, suitability etc. at the request of technical units;
- completing specifications or advising on requirements at the time of preparing
plans of operation or of submitting purchase requisitions.
130 Information is obtained from available sources or is based on experience gained from previous procurement, or on the technical knowledge of the procurement officers.
140 A general specification or procurement description to be used in competitive procurement should clearly and accurately describe the technical requirements or desired performance characteristics of the goods and related services to be procured, including the procedure by which it will be determined that such requirements or characteristics are met; it should not specify a product having features which are peculiar to the product of one manufacturer, producer, distributor or provider, unless it has been determined that those particular features are essential to the Organization's requirements and that the products of other companies lacking those features would not meet the minimum requirements for the item.
150 To avoid delay with orders from regional offices, Contracting and Procurement Services is authorized to procure items which in its opinion conform to the indications given in the procurement requisition. Appropriate organizational units at headquarters are, if necessary, asked to approve such proposed substitutions. If no technical unit is qualified or available to give an opinion, GPL seeks advice elsewhere. If the item is an important one, or if it is not possible to interpret what is required, clarification is sought from the regional office, or directly from the initiator of the procurement requisition for the item, with a copy to the regional office.
160 When a procurement requisition names a specific manufacturer for any article, GPL is authorized, if price or currency considerations make it desirable, to obtain a substitute article from another manufacturer without consulting the initiator of the procurement requisition, unless adequate justification has been provided in the procurement requisition explaining why that specific manufacturer is the only one acceptable.
