Responsibilities & Working of Purchase Committee

Purchase Committee

A Purchase Committee is a group of designated staff established for independent review and evaluation of purchasing documentation whose main role is to recommend the most appropriate supplier or service provider based on price, quality, stock availability, references etc.

How to Perform Quotation Evaluation?

All information pertaining to quotations must be treated as highly confidential and must not under any circumstances be disclosed to other bidders. Prior to evaluating quotations, the evaluation criteria should be agreed ie, price, minimum delivery timeframe, acceptable payment terms etc.


What is the Procuedure for Request for Quotation?

A Request for Quotation Procedure can be defined as a process whereby a minimum of 3 written quotations are collected from relevant suppliers. If the supplies requested are between Rs 15,000 to Rs 99,999 then open quotes are acceptable. However of the supplies requested are between 100,000 to 999,000 in that case only sealed quotes would be acceptable.

What is a Single Quotation?

What is Single Quotation

A Single Quotation procedure can be defined as a process whereby one written quotation is collected which is deemed competitive for the material or service being procured. Quotations must always be received in writing either on suppliers headed paper or on organizational Request for Quotation (RFQ) form. An RFQ form should be used in circumstances when suppliers cannot or are unwilling to provide written quotations.

What to Consider BEFORE making Procurement Plan

Procurement Considerations

Prior to the development of the procurement plan, there are a number of questions which need to be asked, some of which are as follows;

Grant Application Guidelines

Foundation For the Future Grant Application Guidelines

1. General information about the Grants Program

The overarching goal of the Foundation for the Future is to support democratic reforms and empower citizens by strengthening the capacity of local civil society organizations (CSOs) throughout the Broader Middle East and North Africa (BMENA)1. The Grants Program is one of the tools and mechanisms that the Foundation can offer for civil society to engage in the promotion of democratic transformation, respect and protection of human rights and achievement of the rule of law. Generally, proposals should promote the development of effective mechanisms for citizens’ participation by strengthening and engaging civil society with a focus on one of the following programmatic priority areas:


How to prepare Questionnaire for KAP Study | M&E

KAP Questionnaire

To perform a KAP Study first of all write a concept note for the study. This will set a path for the study. Tips on how to write a concept note are discussed in detail in another article but the following headings should be used as a format for a concept note for a KAP Study:


What to Monitor? How to Set Monitoring Priorities?

The best way to select monitoring priorities is to think about the uses for the information. Determining in advance how the information will be used would allow the M&E staff to avoid gathering data that, although interesting, has no particular function. To help identify priorities, the M&E function asks the user group to consider how the monitoring data collected will be used. Some potential uses for the monitoring data include:


How to Conduct a Project Evaluation (10 Steps)

Clearly define the objectives of the evaluation, including what aspects of the project will be assessed and what specific questions the evaluation aims to answer. For example, the evaluation objectives could be to assess the project's effectiveness in achieving its goals, the efficiency of resource utilization, and the sustainability of project outcomes.


Reporting Matrix - Sample Format

Verbal presentation, backed up by summarized document, using appropriate tables, charts, visuals and audio –visuals. This is particularly important if the organization or project is contemplating a major change that will impact on beneficiaries.


List of Useful Indicators Used in Monitoring & Evaluation Studies

A list of indicators that can be used in projects in social, economic, political and educational sectors.


Types of Monitoring Reports

There are various types of monitoring reports that can be prepared depending on the purpose, scope, and audience. Here are some common types of monitoring reports:

Progress Monitoring Report:

This report tracks the progress of a project, program, or initiative over a specific period. It assesses the completion of tasks, milestones achieved, and overall progress towards the desired goals and objectives.

Qualities and Characteristics of Good Reports

A lot of reports are written daily. Some of them are intended to document the progress of some activities, feasibility reports, investigation reports, some of the reports are for monitoring purposes, some are evaluation reports but it is clear that all the reports have some objective and purpose behind it. That objective and purpose can only be achieved if a report has the following qualities and characteristics:

What does a Project Monitoring Plan Contains?

Project Monitoring Plan

This section requires the names of the persons/departments who need the collected information and will use it. It can be a person like Project Manager, M&E Manager, HR Manager etc or even a department like Finance Department, HR Department, Admin Section etc. Every information collected has some application and use. Before collecting information it must be known what the collected data will be used for? Write clearly the purpose so that during collection of data the data colletor has the whole context and knows about the intended use of the information.

Qualities and Characteristics of Evaluation

Every evaluation practice should be conducted ethically and the evaluators must recognise the participants’ entitlement to privacy. Evaluators should ensure that data is kept securely and that no publication will directly or indirectly lead to a breach of agreed confidentiality or anonymity. Evaluators shall respect people’s right to provide information in confidence and make participants aware of the scope and limits of confidentiality.


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