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APPENDIX IX

ECCB PROCUREMENT PROCEDURES 2004

FOR AGENCY OFFICES

(Minor Revisions – December 2008)

The annual budget, approved by the Board of Directors, is the basis for incurring expenditure

during any financial year. The authority to incur approved budgeted expenditure for any

financial year lapses at 31 March, the financial year-end.

(A)

BUDGETED ITEMS

Following are the procedures for procurement of budgeted items:

Requisitioning

i) When an item that is approved in the budget for the current financial year is required, the Agency Office completes a requisition form (copy attached) 2 . It is important that the

account number under which the item was budgeted is included.

Under normal

circumstances, the Resident Representative should sign the requisition. In the event that

the Resident Representative will be out of office for an entire day, the Administrative

Professional’s signature will be accepted.

ii) The Requisition is forwarded to the Accounting Department by fax where a designated

officer in the Budget and Payments Unit checks that the item was approved in the budget.

The designated officer approves the requisition indicating that the details have been

checked and the item was budgeted.

iii) The Agency Office Administrative Professional and Resident Representative are

informed by e-mail when the requisition is approved.

2 Pre-numbered Purchase Requisition books with perforated pages will be supplied to each Agency Office.

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