Responsibility/Action

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Head of Admin Function at HO and District Manager at District Office

Receives requisition having specifications of requisitioned items, quantity and the last purchase price for procurement from the Stores Function. Arranges for the purchase of items from the market.

Executive Admin
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Contacts suppliers and obtains quotations from them. Forwards the quotations to the Head of Admin Function or District Manager as the case may be.

Head of Admin Function at HO and District Manager at District Office
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Compares current prices with the previous purchase price and if the prices have not fluctuated then selects the supplier and places order and communicates the decision to the competent authority for information.

In case where the current prices have changed from the previous purchase price, prepares a report and forwards it to the competent authority alongwith the quotations for selecting the supplier.
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Receives the name of the selected supplier, prepares the Purchase Order, gets it signed by the competent authority and arranges for the purchase of requisitioned items.

Executive Admin

In case where prior approval from concerned department is needed, forwards sample of the item to the Head of Admin Function or District Manager as the case may be, for approval.

Head of Admin Function at HO and District Manager at District Office
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Checks the sample and arranges for obtaining the approval from the head of requisitioning department prior to the procurement.

Executive Admin

Purchases the requisitioned items from the supplier and forwards them alongwith the Delivery Challan to the Stores Function.

Receives signed copy of the delivery challan from the Stores Function as an acknowledgement of receipt of items.
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Receives invoice from the supplier, forwards it alongwith the signed delivery challan to the Head of Admin Function or District Manager for approval.

Head of Admin Function at HO and District Manager at District Office

Sign the delivery challan and the invoice and forwards the documents to the Finance & Accounts Function for payment.
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Receives a cheque from the Accounts Function, delivers it to the supplier and obtains acknowledgement on the office memo

SPECIMEN REPORTS/DOCUMENTS

1.  Purchase Requisition Admin – 23
2.  Stock Register Admin – 24
3.  Purchase Order Admin – 25
4.  Delivery Note Admin – 25A
 Register  Statement/Report  Document
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