PROCUREMENT POLICY
Ubora Foundation Africa is committed to conducting its procurement activities transparently, fairly, and ethically. This Procurement Policy is designed to ensure the responsible and efficient use of the organization's resources while promoting competition, integrity, and accountability in the procurement process. The purpose of this Procurement Policy is to provide guidelines for acquiring goods, services, and works required for the effective and efficient operation of Ubora Foundation Africa while upholding the principles of fairness, transparency, and value for money.
All procurement activities shall comply with relevant laws and regulations in Uganda, as well as with international best practices and donor requirements.
2. Procurement Principles
a. Fair and Open Competition: Foster fair and open competition to achieve the best value
for money.
b. Transparency: Conduct all procurement activities transparently, providing clear
information to all stakeholders.
c. Accountability: Maintain accountability in procurement, ensuring that decisions are
documented and justifiable.
d. Ethical Conduct: Uphold the highest standards of ethical conduct, avoiding conflicts of
interest and promoting integrity throughout the procurement process.
a. Planning: Develop a comprehensive procurement plan that aligns with the
organization's goals and budget.
b. Documentation: Maintain thorough documentation of all procurement activities,
including specifications, evaluations, and contract agreements.
c. Approval Process: Establish a clear approval process for procurement activities,
ensuring appropriate authorization at each stage.
d. Vendor Selection: Use competitive procurement methods whenever possible and select
vendors based on their capacity, reliability, and ability to provide value for money.
Actively promote the inclusion of small and minority-owned businesses in the procurement process, fostering diversity and economic empowerment.
5. Conflict of Interest
a. Disclosure: All individuals involved in the procurement process must disclose any
actual or potential conflicts of interest.
b. Recusal: Individuals with a conflict of interest shall recuse themselves from the
decision-making process related to the procurement activity.
Conduct periodic reviews of the procurement process to identify areas for improvement, efficiency, and compliance with this policy.
7. Contract Management
a. Contract Compliance: Ensure that all contracts are executed and managed following
the terms and conditions outlined in the procurement documents.
b. Performance Monitoring: Monitor vendor performance and take appropriate action in
cases of non-compliance or substandard performance.
Provide training and capacity-building opportunities for staff involved in the procurement process to enhance their knowledge and skills.
9. Policy ReviewRegularly review and, if necessary, update this Procurement Policy to ensure its effectiveness and relevance to the organization's needs.
Conclusion
Ubora Foundation Africa is committed to conducting procurement activities that promote efficiency, transparency, and fairness. By adhering to this Procurement Policy, we contribute to the responsible and ethical use of resources to achieve our mission of promoting health equity in Uganda.