2.1 Critical steps for response


  • Assess staffing needs for the procurement unit and increase capacity to meet emergency demands.
  • Enact simplified emergency procurement procedures as noted in the CI Harmonization Procurement policy to speed up procurement processes.
  • Comply with all donor requirements and obtain any necessary waivers.
  • Identify detailed specifications for required goods/services and any applicable donor restrictions from the programme and operational assessment, and prepare a procurement plan.
  • Conduct a market survey for relief items.
  • Identify sources for needed supplies from local, national and international markets.
  • Document and Implement streamlined vendor selection and screening processes.
  • Manage contracts that ensure CARE’s accountabilities and liabilities are adequately covered.
  • Ensure importations and customs handling are managed appropriately with consideration of duty or tax liabilities, and approval requirements for restricted items.
  • Ensure in coordination with logistics appropriate inspection and documentation of goods received.
  • Maintain clear documentation of all steps in the procurement process with the correct forms and file for audit purposes.
  • Always ensure good communication, collaboration and coordination between procurement, programme, logistics and administration units.
  • Regularly prepare and circulate a procurement status report to help team members plan programme activities based on the expected delivery of programme supplies.

In a non-presence situation, ensure procurement is adequately represented on the assessment team, staff is trained, and policies and systems are put in place as soon as possible.