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Standard Operating Procedures

(SOP) for Warehouse Distributions


with 3MDG grants
Version 3.0 December 2014
Page 1 of 19
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG GRANTS

1. CONTENTS

Table of Contents
1. CONTENTS 2X

2. INTRODUCTION 3X

3. WAREHOUSE DISTRIBUTIONS 5X

PHASE 1: REQUISITION TO THE FM 6X


PHASE 2: PREPARING ISSUE VOUCHERS 10X

PHASE 3: RECEPTION OF THE COMMODITIES 14X

4. ANNEXES 16X

ANNEX 1. GRAPHICAL REPRESENTATION WAREHOUSE SOP 16X

ANNEX 2. SAMPLE - ISSUE VOUCHER 17X


ANNEX 3. SAMPLE - WAYBILL 18X
Page 2 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG GRANTS

2. INTRODUCTION

The Three Diseases Fund has ended mid-2013 and its donors committed to continued support
for health needs in Myanmar through a second phase (2012- 2016) of funding, the Three
Millennium Development Goal Fund (3MDG fund). The fund expands its scope beyond the
three diseases to cover maternal, newborn and child care and long term sustainability. The three
main components of the 3MDG fund are:

COMPONENT 1: Maternal, newborn and child care (MNCH). Increased availability and accessibility
of essential services.

COMPONENT 2: HIV, TB and Malaria (ATM). Support for specific interventions for populations and
areas not supported by the Global Fund

COMPONENT 3: Health systems strengthening (HSS)

THIS SOP IS SPECIFICALLY RELATED TO ACTIVITIES UNDER 3MDG COMPONENT 1: MATERNAL, NEWBORN
AND CHILD HEALTHCARE (MNCH) AND COMPONENT 2:

The detailed programme description is outlined in 3MDG fund Description of Action. UNOPS has
been selected as the Fund Manager (FM) for the 3MDG Fund Board. All grant recipients, the
Fund’s Partners, are responsible for ensuring that procurement with funding from the 3MDG
Fund is undertaken according to the Fund’s policies and principles.

The 3MDG has different modalities for supplying its Partners. One modality is through the pre-
positioning of stocks in-country for immediate release of supplies when requested, this allows of
uninterruptable supply of commodities. This modality is only used for two specific areas:

Under MNCH component the supply of commodities to voluntary health workers; Axillary
Midwifes (AMW) and Community Health Workers (CHW).

Under the ATM component for the Malaria Artemisinin Resistance Containment (MARC) project
the malaria commodities.

This prepositioning of supplies is only feasible when the range of commodities to be pre-
positioned is limited which is the case for the above to indicated areas. If the range is too wide
or the quantities of required supplies are too low; pre-positioning brings a high risks with
perishable commodities and should be avoided.

Therefore for the remainder of the activities, tuberculosis and HIV, another modality is used
which is basically procurement on demand. In this case no stocks are pre-positioned but
procurement actions are initiated when requisitions are submitted to the Fund Manager. Of
course this process will require substantially more time before the supplies will be available in

Page 3 of 19
Version 2.0 Dec 2014
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
An overarching SOP has been
country. To speed developed SOP for Procurement
up this process as with 3MDG Grants describing
much as possible how procurement and supply
the FM used Long under 3MDG grants is arranged.
Term Agreements This overarching SOP is
(LTA) as these supplemented with other SOP in
speed up the specific areas which require more
transactional part detailed explanations then are
of the available in the above mentioned
procurement overarching SOP. See below a list
process. of the currently available SOPs
and guidelines from the 3MDG:
I
 
 SOP for Procurement
with 3MDG Grants;
SOP for Donations of
 3MDG supplies;X

 SOP for the Arrival of


and it describes P abovem d by the
The the following in entione 3MDG.
overarc detail: d SOP
hing and can This manual
SOP on How Partners only be contains links
procure are expected to fully to other
ment request their underst documents,
contains supplies from ood if such as forms
the the 3MDG; the and resource
general abovem documents. To
regulati The regulations entione ensure these
ons and and procedures d SOP links continue
procedu regarding the has to work the
res for procurement been document
Partners process; read. should be
on The SOP copied with the
obtainin How the FMO describe relevant
g cross-charges s only folders, named:
supplies Partners; the “Forms” and
from procedu “Resources”.
the What reporting res
FMO. It is required from related Links in this
providesthe Partners; to document are
links to distribu underlined in
all How the FM tions blue and
requiredmonitors the from the preceded by
forms supply chains warehou the following
and from Partners. ses icons:
tools operate
Therefore


Links
to a
related
sample
, form
or
templa
te
Links
to a
resour
ce
docum
ent

Links
to a
websit
e with
relevan
t
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ation
Page 4 of 19
Version 2.0 Dec 2014
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG GRANTS

3. WAREHOUSE DISTRIBUTIONS

The procedure for requesting supplies from the warehouse is no different as requesting
commodities which have to be purchased. Partners are to use the Standard Drugs List to
provide their requisition to the Fund Manager.

The Fund Manager has pre-positioned supplies for AMW and CHW, besides a specific range of
malaria related commodities. Forecasting requirements for new projects is complicated and
usually turn out to be inaccurate. The Fund Manager has pre-positioned supplies based on an
estimated consumption of 6 months based on population figures under the currently contracted
Partners. When new Partners will be contracted the stock levels will be increased. The Fund
Manager decided to only pre-position 6 months’ worth of estimated consumption to reduce the
changes of stocks expiring before they can be utilised. In the future when there will be more
reliable data available with regards to actual consumption rates, the stocks levels will be
adjusted to more realistic levels.

For a graphical overview of the process for issuing commodities from 3MDG warehouses, please
see 4.X
Page 5 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG GRANTS

Phase 1: REQUISITION TO THE FM

Phase 1:
Step 1:
Step 2:
Step 3:

Finalise the

Submission of
Ensuring

Requisition to

requirements

the
availability of

the FM

with the

requirements
funds

Partner

Phase 2:
Step 1:
Step 2:
Step 3:
Step 4:

Checking
Updating the

Preparing

Partner
Issuance of

stocks levels

Financial

issue

acknowledges
Issue Voucher

versus

Utilisation

vouchers

expenditure
and Waybill

Requisition

Reports

Phase 3:
Step 1:
Step 2:
Step 3:

Updating the

Reception of

Informing the
Checking the

Financial

the

FM about the

consignment

Utilisation

commodities

reception

Reports

The Memorandum of Agreement (MoA) includes a procurement plan for the contract duration.
This plan will not automatically be activated; the partner will have to submit a requisition to
the FM to purchase the items included the procurement plan. If the requisition differs
substantially from the procurement plan, Partners are expected to obtain approval from the
Program Team in the 3MDG prior to issuing the requisition. A substantial difference is for
example changing commodities for other commodities; a small change would constitute revised
quantities of any item compared to the procurement plan. Partners may submit requisitions at
any time, but to prevent inefficient operations some limitations are necessary:

Only one requisition can be submitted every nine months, to avoid multiple small orders which
could otherwise be combined into one larger purchase order;

Requisitions should include all requirements for a period of 1 year;

Requisitions requiring purchase activities (hence concerning commodities which are not pre-
positioned) have to be submitted at least 12 months prior to the end of a Memorandum of
Agreement, to prevent stock arriving towards the end of contracts.
Requested commodities are handed over to Partners through several modalities:

Commodities purchased “on demand” by the FM will have to be cleared through customs by the
Partners themselves. There are some exceptions for example if the arriving consignment
contains supplies for more than one Partner, in that case the FM will clear the consignment.

Pre-positioned stocks, for Malaria and MNCH will be issued from the 3MDG warehouses. Hence
Partners are expected to pick up their ordered commodities from the two warehouses operated
by the 3MDG.

Page 6 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
following information:

Any commodities A detailed description of the


purchased to be goods sought (brand names
used in should not be used!);
government
health facilities Confirmation of availability of
will be distributedfunds;
to the township
level by the Quantity to be procured;
3MDG.
Required delivery date;
This phase has
three steps: Estimated price;

Step 1 : Any additional information (for


Submission of the example the indication of specific
requirements; brands because of
standardisation (see Chapter
Step 2 : Ensuring Error! Reference source not
the availability of found., preferred method of
funds; shipment, etc.).

Step 3 : Finalising The Fund Manager has


the requirements developed a Standard Drugs List
with the partner. (SDL), to assist the process of
budgeting and issuing
Step 1 : requisitions to the FM. This list is
SUBMISSION OF not 100% complete and is
THE regularly updated, but it should
REQUIREMENTS contain approximately 90% of
the items which Partners will
To achieve request. The SDL contains
economies of estimated prices, weight and
scale, the FM will volume to assist Partners in
try to synchronise preparing their requisition. The
orders for estimated prices in the SDL
multiple Partners. exclude freight charges as these
This might cannot be determined in
require advance as it depends on the
adjustments in distance to transport and
time and whether the transport is by air of
frequency of sea. The SDL does allow including
orders from an estimation of the freight
Partners, charges in the final amount
especially for through entering a percentage of
those requiring the total value of the requisition.
small quantities. To be able to use the SDL list, the
Partners are requested to allow
As a minimum, a Macros to run in their Microsoft
requisition should Excel settings. Instructions how
include the to achieve this are included
when the SDL is the Library webpage of 3MDG
download from website.X
- Standard
 FORM - Standard F Drugs Order
Drugs Order ListX O List (for older
R Excel
 M versions)X
P age 7 of 19
Version 2.0 Dec 2014
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
restricted to those directly
The SDL allows related to the partner’s activities
Partners to filter as agreed in the MoA with the
so that only those 3MDG Fund. E.g. a TB program
items related to will under normal circumstances
specific activities not be allowed to order malaria
agreed upon in commodities as these are outside
the MoA the scope of the agreed
between the activities.
Partner and
3MDG Fund are The SDL has two sheets which
visible. Selection the Partner is required to
of items is complete:
s
• • O

N
• Contact Information
the actual s re mmodities in the
The commodities are qu Excel sheet Non-
contact indicated which est Standard Items.
informati are requested. ed When ordering
on sheet Quantities whequipment
should indicated should ich especially care
provide always be related ar should be given to
the FM to the indicted e correct
with the unit in the “Unit” no specifications. FM
different column directly t cannot take
contact after the list responsibility for
persons requested ed purchased
for areas quantities. in equipment
as Partners should th according to the
logistics, take care to order e provided
financial, quantities which SD specifications but
etc. Also are in-line with L, is not what the
the the pack size as th Partner wanted.
available indicated in the e Further guidance
budget column “Packing” Pa on developing
should be (SUD). For rtn specifications for
indicated example to order ers goods is provided
as well as 1,500 tablets of is through the
the an item which is re
expected delivered in a qu UNOPS Guideline
delivery pack size of 1,000 est Specifications for
date and tablets will not be ed Goods, see below:
the possible and the to
delivery SDL will not ad
location. accept such d
The sheet entries. th IMPORTANT: THE
named es FM CANNOT TAKE
Order List Although it should e RESPONSIBILITY
PURCHASED
FOR

is where not be possible as co EQUIPMENT


utmost care, as
ACCORDINGerrors in this part
TO THE
SPECIFICATI
of the process
ONS may delay the
PROVIDED delivery, or result
BUT IS NOT in discrepancies
WHAT THE
between the
original
PARTNERS
requirements
WANTED.

UNOPS - Page 8 of 19
Guideline
-
Specifica
tions for
Goods X

After
completi
on of the
SDL, the
original
Excel file
should be
submitte
d to the
FM as an
electronic
copy.
Incomple
te
requisitio
ns will be
returned
to the
Partner
with the
request
to
complete
all entries
the
requisitio
n.

Setting
the
requirem
ents
should be
done
with the
Version 2.0 Dec 2014
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
explicit authorisation from the
and the delivery. Partner. The FM will report on
It is important to any obligations and/or expenses
include an made by the FM on the budget
estimation of the of the Partner. When submitting
total costs, since a requisition, the Partner is
this will expected to enter the availability
determine the of funds on the requisition.
method of
solicitation. Prior to commencing any the
procurement action, Partners will
be asked to confirm that
IMPORTANT: available resources are sufficient
REQUIREMENTS for the procurement. The
SHOULD INCLUDE
amount shall be indicated by the
ONLY GENERIC NAMES
AND NO SPECIFIC
Partner in the SDL form on the
BRAND NAMES OR “Contact Information” sheet. The
OTHER UNNECESSARY Fund Manager will verify that the
RESTRICTIONS SHOULD
funds are still available under the
BE
established Memorandum of
REQUESTED, UNLESS
Agreement.
THIS CANNOT BE
AVOIDED. Step 3 : FINALIZING THE
REQUIREMENTS WITH THE PARTNER

Step 2 : ENSURING With the knowledge that there is


THE AVAILABILITY sufficient funding available, the
OF FUNDS requisition will be evaluated by
the Fund Manager and checked
The FM can only against the following:
purchase on
behalf of Partners Correctly specified needs,
if sufficient funds without over-specification or
remain in the under-specification;
procurement
budget of the Have realistic delivery dates been
Partner. Despite indicated. (For warehouse
the fact that the distributions usually 1 -2 weeks
procurement and for commodities to be
budget is not purchased 6 months);
disbursed to the
Partner and Descriptions of commodities are
physically sufficiently detailed;
remains with the
FM, it still Whether the commodities are in-
remains under line with the funded activities;
the responsibility
of the Partner in In case of pharmaceuticals,
question. The FM adherence to the national
will not utilise (treatment) guidelines;
funds from this
budget without The presence of brand names
when entering require import licences and can
commodities delay deliveries;
which non-
standard; The (revised) Standard Drugs
Order List will be returned to the
The presence of partner for final confirmation of
restricted the requirements.
pharmaceuticals
such as narcotic
or psychotropic
drugs, as these
Page 9 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG GRANTS

Phase 2: PREPARING ISSUE VOUCHERS

Phase 1:
Step 1:
Step 2:
Step 3:

Finalise the

Submission of
Ensuring

Requisition to

requirements

the
availability of

the FM

with the

requirements
funds

Partner

Phase 2:
Step 1:
Step 2:
Step 3:
Step 4:

Checking
Updating the

Preparing

Partner
Issuance of

stocks levels

Financial

issue

acknowledges
Issue Voucher

versus

Utilisation

vouchers

expenditure
and Waybill

Requisition

Reports

Phase 3:
Step 1:
Step 2:
Step 3:

Updating the

Reception of

Informing the
Checking the

Financial

the

FM about the

consignment

Utilisation

commodities

reception

Reports

The Fund Manager will register all requisitions from the Partners in the Requisitions System
which tracks Requisitions versus Distributions. This way the Fund Manager can track whether all
Requisitions have been fulfilled or not. This will also allow for proper and accurate quantification
of requirements in the future.

This phase contains 3 steps:

Step 1 : Checking stocks levels versus Requisition;

Step 2 : Partner acknowledges expenditure;

Step 3 : Creation of Issue Voucher and Waybill;

Step 4 : Updating the Financial Utilisation Report.

Step 1 : CHECKING STOCKS LEVELS VERSUS REQUISITION;


When Partners request commodities from the Fund Manager they should base the requisitions
on one year consumption. This does not however mean that Partners will receive immediately 1
year worth of consumption as there is only 6 months ‘worth of consumption in-country
available. During the initial phase, the Fund Manager will provide only 3 to 4 months’ worth of
commodities and monitor the consumption rates of the Partners and when the needed stocks
will be replenished in the warehouse. When and if found that supplies are consumed faster or
lower as expected the prepositioned stocks levels will be adjusted accordingly. With the
requisition having been made for a period of one year the Fund Manager can see outstanding
requirements and therefore will be better able to ensure uninterruptable supply to all Partners.

The Fund Manager will track all requirements and ensure all requirements as listed in the
Requisition will in due time be distributed to the Partner. If Partners are running low on stock
level of certain items, they should contact the Fund Manager immediately.

Page 10 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
Fund Manager.
Alternatively, if
Partners after If not all supplies are available
some months from stock, the
find that the Acknowledgement Form will only
stock quantities contain the items available in
which have been stock as the prices for those
requested will items are known. The price for
clearly exceed items which still needs to be
the required purchased is not yet known and
quantities; they therefore cannot be indicated. As
should soon as the outstanding items of
immediately a Requisition have arrived, the
contact the FM to Partner will be notified, provided
readjust the with an Acknowledgement Form
quantities in the with the outstanding items.
Requisition.
By signing and returning the
Step 2 : PARTNER original Acknowledgement Form
ACKNOWLEDGES the partner agrees to use their
EXPENDITURE procurement budget to cover the
expenditure for the commodities
Before the 3MDG with the prices as listed on the
can handover any Acknowledgement Form.
goods, the Therefore the Acknowledgement
Partner needs to Form should be signed by a
authorise the person from the Partners
expenditure from organisation who is authorised to
their commit funds on behalf of the
procurement organisation. After receipt of the
budget. To original signed
achieve this, the Acknowledgement Form, the
Fund Manager Fund Manager will process the
sends the Partner Acknowledgement Form and
a so-called generate the necessary
Acknowledgemen documents for the Partner to
t Form. The retrieve the commodities from
Acknowledgemen the 3MDG warehouses.
t Form lists all or
part of the items
from the original IMPORTANT: PARTNERS SHOULD KEEP
requisition. The TRACK OF THE ACKNOWLEDGEMENT
Partner is FORMS THEY SIGN AND RETURN FOR THE
expected to FOLLOWING REASONS:
thoroughly check
the list. Any AUDITORS MIGHT WANT TO SEE THESE
inconsistencies in DOCUMENTS IN THE FUTURE;
relation to the
original PARTNERS SHOULD USE THE
Requisition ACKNOWLEDGEMENT FORMS TO TRACK
should be WHETHER ALL
mentioned to the
ACKNOWLEDGED
ITEMS HAVE BEEN
DELIVERED BY THE
Step 3 : ISSUANCE OF THE ISSUE
FUND MANAGER;
VOUCHER AND WAYBILL
THE
ACKNOWLEDGEMENT In some rare cases the FM might
transport the commodities to the
FORMS ALLOW
PARTNERS TO CHECK Partners’ field site, but in by far
the most cases the Partner is
IF THE COSTS THE
expected to pick the
FUND MANAGER
CHARGES AFTER consignment up at the
DELIVERY ARE IN-LINE warehouses from the FM. To be
WITH THE COSTS AS able to get the consignment
INDICATED IN THE released from the warehouse(s)
ACKNOWLEDGEMENT Partners will require two
FORMS. documents:

Page 11 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
documents will have the
following final destinations:
Issue Voucher
This document • Issue Voucher : 1 Original and
allows the
3 copies (yellow, green and pink);
warehouse to
release the goods  White page (Original)
assuming it was  returns to the FM
signed by the
right persons. See Yellow page (1st copy)  for the
Annex 2 for a Receiver (in this case the
sample. X Partner)

Waybill a shipping Green page (2nd copy) 


document which Central Health Authorities for
identifies the distributions to the
consignor,
consignee, origin, national programs, else extra
destination, and copy;
provides a
description of the
 Pink page (3rd copy)
goods. See Annex
3 for a sample. X  remains with the
Warehouse Manager.
Partners will be
informed when Waybill: 1 Original and 3 copies
the Issue (yellow, green and pink).
Vouchers and
Waybills are  White page (Original)
available for pick  returns to the FM
up at the 3MDG
office. Partners Yellow page (1st copy)  for the
are required to Receiver (in this case the
pick up these Partner)
documents and
submit these to Green page (2nd copy)  for the
the warehouses Transporter
operated by the
3MDG to get the rd
Pink page (3 copy)  remains
goods released.
with the Warehouse Manager.
Partners will be
provided with A couple of important issues to
two sets of 4 remember:
documents at the
3MDG office. Issue Voucher:
These are to be
handed-over to The receiver is to sign at
the warehouse “Receiver”;
manager to
release the The Warehouse Manager is to
requested sign at “Issuing Warehouse
supplies. These Manager or Storekeeper”;
All dates should The receiver is to sign at
be entered “Receiver”;
correctly!
The Warehouse Manager is to
The white copy is sign at “Warehouse Manager”;
to be returned to
the Procurement In case a transport company is
Unit in 3MDG used, they are required to sign
after completion the waybill only!
of the
distribution.

Waybill: Page 12 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
As soon as the Issue Voucher and
All dates should Waybill documents have been
be entered picked up by the Partner, the
correctly! Procurement Unit will obligate
the related costs of the
The white copy is commodities in the Financial
to be returned to Utilisation Report. This obligating
the Procurement of funds is important as else the
Unit in 3MDG available procurement budget
after completion cannot be determined and there
of the would be a possibility to
distribution. overshoot the procurement
budget. For additional details on
Step 4 : UPDATING the Financial Utilisation Report
OF THE FINANCIAL see the SOP on Procurement and
UTILISATION the Guidelines on the Financial
REPORT Utilisation Report provided
below.
 G elines
 u Financial
SOP for Procurement i Utilisation
with 3MDG Grants; d ReportX

Pag
e
13
of
19

Version 2.0 Dec2014


SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG GRANTS

Phase 3: RECEPTION OF THE COMMODITIES

Phase 1:
Step 1:
Step 2:
Step 3:

Finalise the

Submission of
Ensuring

Requisition to

requirements

the
availability of

the FM

with the

requirements
funds

Partner

Phase 2:
Step 1:
Step 2:
Step 3:
Step 4:

Checking
Updating the

Preparing

Partner
Issuance of

stocks levels

Financial

issue

acknowledges
Issue Voucher

versus

Utilisation

vouchers

expenditure
and Waybill

Requisition

Reports

Phase 3:
Step 1:
Step 2:
Step 3:

Updating the

Reception of

Informing the
Checking the

Financial

the

FM about the

consignment

Utilisation

commodities

reception

Reports

The Fund Manager operates two warehouses, one for temperature/light-sensitive commodities
such as pharmaceuticals and diagnostic test kits. A second warehouse is used for the storage of
bulk items which do not require environmental conditioning. Unless the FM transports the
consignment to the field site of the Partner, the consignment will be made available at one or
both warehouses for the Partner. After repacking of the commodities Partners will be informed
whether they can pick up their consignment from one or both warehouses. Issue vouchers and
Waybills will be provided by the Fund Manager which allows Partners to pick up their
commodities.

Addresses of 3MDG warehouses:


MATKHAYAR MIN HLAING THA YAR
THAR GYI MG PYO TOWNSHIP,
STREET,
THE BULK WAREHOUSE: YANGON, MYANMAR
INDUSTRIAL ZONE -
NO.99, WH (H), II, PHONE: 09-7315
3881
KAYUKYAYDWIN, PHONE: 09-420 206
THE AIR-CONDITIONED WAREHOUSE: 971 / 09-420 247
MAYANGONE 506
NO.C/87, KAYTUMADI STREET, TOWNSHIP,

WARD NO. 5, >


YANGON, MYANMAR
consignme about the Utilisation Report;
nt; reception;
The final phase consists of three
steps, depending on the nature of Step 2 : Step 3 :
the consignment: Informing Updating
the Fund the
Step 1 : Checking the Manager Financial Page 14 of 19
Version 2.0 Dec 2014
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS
company. In case items have
Step 1 : CHECKING been damaged or shortages
THE CONSIGNMENT Partners are to:

Either Partners Refuse the


will pick-up their consignment/warehouse
commodities at distribution if not already
the warehouse accepted;
or, in some cases,
commodities Take photos of the condition of
might be the consignment for future
delivered. At the evidence;
time Partners
take possession Inform the Fund Manager as
of the soon as possible.
commodities they
are required to Upon completion of the
check whether all verification, Partners should sign
is complete. If the Issue Voucher and Waybill
commodities are confirming reception of the
picked up at one goods.
of the
warehouses, Step 2 : INFORMING THE FUND
Partners are MANAGER ABOUT THE RECEPTION
required to check
the completeness The FM will need to be informed
and absence of that the distribution has been
damage on the completed satisfactory. Or in case
consignment. the consignment was not
Same when the accepted by the Partner, the
goods are reason for not accepting the
delivered by a consignment should be provided.
transport The FM is informed about a
company to closed transaction upon receiving
Partner, the the signed white originals with
Partner is signatures from the Partner,
expected to Warehouse Manager and, if
thoroughly check applicable, the transport
if all is in order. company.

All commodities If the goods were picked up at


from the FM are the warehouse, the Partner will
insured until be responsible to return the
handed-over to white original documents to the
the Partners. To FM to close the transaction. In
be able for the case the commodities were
FM to claim delivered by a transport
damages it is company selected and paid for
essential to by the FM, the transport
respond as fast as company will return the white
possible to the originals to the FM.
insurance
Step 3 : UPDATING Utilisation Report to reflect that
THE FINANCIAL the Partners has taken
UTILISATION possession of the commodities.
REPORT This is done by moving the
obligated expenditure from the
The final step for Obligated Funds table to the
the FM is to Executed Payments table in the
update the Financial Utilisation Report. For
Financial additional details see the links
below.
 G elines
 u Financial
SOP for Procurement i Utilisation
with 3MDG Grants; d ReportX
Page 15 of 19
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SOP FOR WAREHOUSE DISTRIBUTIONS UNDER 3MDG GRANTS

4. ANNEXES

Annex 1. GRAPHICAL REPRESENTATION WAREHOUSE SOP


Figure 1 : SOP 3MDG warehouse distributions

Standard Operating Procedures 3MDG warehouse distributions

RESPONSIBLE
Activities in the warehouse

UNOPS / 3MDG
3MDG

Reception at
Inspection at
Inventory and
Picking
Repackaging if
warehouse
Distribution to implementing partners of UNOPS -

Activities in the

recipient

Create Copy Waybill

Signed RiR &

waybill &
Check and

Draft Issue

warehouse

Stock Cards
waybill &

Signed

Completed

Signed

Complete
RiR
Issue

Copy Packing
list

waybill &

Copy Invoice

packing list for

File monthly

Voucher and
filing

store reports
Page 16 of 19
SOP FOR WAREHOUSE DISTRIBUTIONS UNDER 3MDG
GRANTS

Annex 2.
To be completed by
SAMPLE - ISSUE
VOUCHER
UNOPS, distribution would
Figure 2: Sample of an
Issue Voucher
be the standard selection.
To be completed by UNOPS

This form is to be used


when commodities are to
be issued.

destination will be a Partner.

To be completed by the
Contractor based on current
stock and First Expiry Fist

To be completed by the
Warehouse Manager.

To be completed
by UNOPS,
according to the
Requisition.

To be completed
by UNOPS. The
authorizing officer
normally will be the
UNOPS Logistical
r Partn g
e er) in items.
case
To be completed by
of
the Consignee either
dama
IPs or
ged or
missin
NMCP. Date of
Pag 19
e 17
of
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG
GRANTS

Annex 3. SAMPLE
This form is to be used when
- WAYBILL commodities are to be transported.

Figure 3: Sample of a To be completed by UNOPS. Issuing


Waybill office will normally be 3MDG
UNOPS. Origin will be U
the name of the N
D
warehouse. e
To be completed
by
T
o

To be completed
by the
Warehouse
Manager. The
transporter will
vary depending
on IPs and
3MDG selection

To be
completed by
UNOPS.
Issuing
Authority will
be 3MDG.

To be
completed by
UNOPS
based on the
Issue
Vouchers
contents.
damaged or
missing items.

To be
completed
by the
Warehous
e
Manager.

To be
completed
by
warehous
e Manager
or
Transporte
r in case
there is
more than
one
transport

company
involved.

To be
completed
by the
Consignee
(the
Partner).
Date of
receipt
should be

entered.

To be
completed
by the

Consignee
(the
Partner) in
case of
Page 18
of 19
Version 2.0 D 2
0
SOP FOR WAREHOUSE DISTRIBUTIONS WITH 3MDG GRANTS
Fund Management Office - UNOPS No. 12(O), Pyithu
Lane, 7 Mile

Mayangone Township, Yangon, Myanmar +95 1 657


278, 657 280-7, 657 703-4 www.3mdg.org

Page 19 of 19
Version 2.0 Dec 2014