PURPOSE

2.1. Establishment of Procurement Governance The purpose of the procurement policy is to establish procedures for the FODEO for procurement of all goods and services and ensure that all goods and services procured are obtained in cost-effective prices, at the required specifications and quality and are delivered in time. This will be achieved through the following process;

1. Procuring quality goods and services from reliable and well-established Suppliers
2. Effective negotiations with the suppliers to obtain quantity discounts;
3. Locating, evaluating, and developing economical and supply sources for the group through an elaborate vendor prequalification;
4. Continuous investigations on new suppliers and market prices trend goods and services the FODEO continuously requires;
5. Procuring prudently by placing emphasis on competition and selection of vendors whose offers confirms to the terms and conditions as well as the technical requirements and specifications stated on purchase requisitions;
6. Management of stock inventory to provide best service to users;
7. Minimizing the value of stock held to avoid tying funds unnecessarily;
8. Providing timely information to user department and the management on procurement status.

Introduction

Safeguarding is the responsibility that FODEO has to ensure that their employees and volunteers, partners, vendors, operations and programs do no harm to children, young people or vulnerable adults1 (together referred to as ‘vulnerable people’ under this policy); that they do not expose them to the risk of discrimination, neglect, harm and abuse; and that any concerns the FODEO has about the safety of vulnerable people within the communities in which they work, are dealt with and reported to the appropriate authorities. It is also the responsibility that the FODEO has for protecting its employees and volunteers when they are vulnerable, for example, when ill or at risk of harm or abuse.

Child protection is a central part of but not separate to safeguarding. It is the process of protecting individual children identified as either suffering or at risk of significant harm as a result of abuse or programs of work. It also includes measures and structures designed to prevent and respond to abuse. Over recent years, there has been increasing recognition of the way in which children, young people and vulnerable adults can be at risk of discrimination, neglect, abuse and exploitation by those who are in positions of trust and power over them, including through international development activities.

As a consequence, there has been a significant increase in the efforts made by FODEO to ensure that no harm results from the contact their employees, volunteers and other representatives have with their target populations or communities. Through their work, FODEO employees, employees of partner organizations and volunteers may engage with young people and vulnerable adults either directly or indirectly.

FODEO recognizes it has an obligation to put in place all reasonable safeguarding measures to ensure, as far as possible, the safety and protection of children, young people and vulnerable adults, including those with whom we work and those in the communities where FODEO work is undertaken.

Policy Statement:

A change in Executive Director (ED) is inevitable for all organizations and can be a very challenging time, involving both risk and opportunity. A FODEO succession policy for the Executive Director position is a routine risk management and sustainability planning tool.

Therefore, FODEO shall be prepared for permanent change in Executive Director – either planned or unplanned – to ensure the stability and accountability of the organization until such time as new leadership is identified. The Board of Directors shall be responsible for implementing this policy and its related procedures and for annually reviewing and updating the policy as needed.

This policy and its related procedures are intended to serve the best interests of the organization and its mission. To that end, the Board of FODEO is adopting this succession policy for the purpose of establishing principles, role clarity, and procedures to support positive leadership transitions that foster good endings and beginnings with departing and arriving leaders and build organizational capacity when a planned or unplanned Executive Director change occurs.

This document establishes policies and procedures for staff, associates and board members traveling on behalf of FODEO referred to as “travelers” in this policy. Questions regarding the travel policy not addressed in this document should be addressed to the Director, Finance and Administration.

The following policies apply to all travel undertaken on behalf of FODEO. Any deviations or required exceptions from the policies in this manual must be presented to the Global Director, Finance and Administration.