PROCUREMENT
Question 1 of 60.
What should be done if the quantity of goods received is less than what was ordered?
All goods must be shipped back to the supplier
Pay for only the items received after the contract has been adjusted
Ensure subcontractors are compensated for completed work
Ensure goods/service are approved by a logistics coordinator
Mark for follow up
Question 2 of 60.
In a Request for Proposal (RFP), where would you find information related to tasks, activities,
responsibilities, and deliverables?
Scope of Works (SOW)
Technical specifications
Note to File
Declaration of Impartiality
Mark for follow up
Question 3 of 60.
Which of the following examples illustrates competitive procurement?
A rental company offers a procurement officer two sizes of tents to rent
A rental company provides two procurement officers with different pricing for the same style of tent
A rental company provides a procurement officer different pricing for two styles of tents
A procurement officer obtains price quotes for renting tents from three rental companies
Mark for follow up
Question 4 of 60.
Which situation represents a conflict of interest?
Vehicle manager monitoring fuel usage and purchasing fuel
Payroll manager approves employee cheques/checks and the Chief Executive Officer signs them
Third-party auditor conducting monthly reviews of purchasing contracts
Procurement officer and a potential supplier serving on the same nonprofit board
Mark for follow up
Question 5 of 60.
At which stage does an organization officially take ownership of ordered goods?
Receipt
Inspection
Acceptance
Rejection
Mark for follow up
Question 6 of 60.
Which action will help an organization ensure a more transparent procurement process?
Establishing a feedback and complaints mechanism for staff, suppliers, and the community.
Establishing procedures that ensure no one is prevented from obtaining their supplies
Defining clear expectations for its distribution staff
Conducting audits of policies and procedures to ensure they meet applicable laws
Mark for follow up
Question 7 of 60.
Which action by a staff member increases the potential for fraud?
Assigning computer permissions to team members only
Making expensive purchases beyond what they can afford with their income level.
Obtaining a bid from company owned by the government
Hiring a third-party to audit payment transactions
Mark for follow up
Question 8 of 60.
What factor is used to determine the best procurement method?
Estimated supplier delivery time
Where the item will be utilized
Estimated and market value of the item
Warehousing requirements for the item
Mark for follow up
Question 9 of 60.
Bidders agree to pay 10% of the estimated contract amount for failing to enter into the contract.
Where in a contract would you find this specification?
Penalty clause
Bid guarantee
Change order
Code of Ethics
Mark for follow up
Question 10 of 60.
Which responsibility is associated with the role of budget holder?
Submitting an invoice for payment
Requesting the purchase of a specific item
Obtaining bids from approved suppliers
Verifying a purchase request is permitted
Mark for follow up
Question 11 of 60.
What is the purpose of a Note to File (NTF)?
Provide the scope of work a supplier must perform
Explain unintentional deviation from the organizational procurement process
List the technical specifications of needed items
Identify lots that may be grouped to reduce individual purchases
Mark for follow up
Question 12 of 60.
Which preventative control involves removing an employee's old department permissions and
authorities after they transfer into a new department?
Spot checking and auditing
Segregation of duties
Limiting access
Checks and balances
Mark for follow up
Question 13 of 60.
What type of contract is mostly likely used to buy three desktop computers and a printer?
Supply
Purchase Order
Framework/Preferred Supplier Agreement
Rental/Leasing
Mark for follow up
Question 14 of 60.
How should an organization’s procurement manager respond to a request for purchasing prescribed
pharmaceutical items?
Request management have a special place to store such pharmaceutical items
Explain that the request is denied as the item may lead to corruption activities
Ask the requestor to check if such procurement may need special donor/organizational approval
Mark for follow up
Question 15 of 60.
In general, for high value procurement the selection committees are assigned the responsibility of
selecting the supplier/service providers. However, there are instances when committee members
may not have the entire knowledge to make the supplier selection. What action should the
committee take?
Just make the selection decision using their current knowledge
Consult a technical expert to provide support for making the selection
Identify one supplier to explain technical details on all bids
Cancel the procurement and advise the program to procure something less complicated
Mark for follow up
Question 16 of 60.
Who is responsible to provide all details required about an item that needs to be purchased?
Finance Office
Originator (Requestor)
Procurement Officer
Supplier
Mark for follow up
Question 17 of 60.
Which responsibility is associated with the role of procurement officer?
Checking compliance with donor funding requirements
Submitting an invoice for payment
Obtaining bids from potential suppliers
Requesting the purchase of a specific item
Mark for follow up
Question 18 of 60.
Which document provides potential suppliers with information on your organization’s bidding
process?
Supporting Document Matrix (SDM)
Request for Quotations (RFQ)
Purchase Request Form (PR)
Action Priority Matrix (APM)
Mark for follow up
Question 19 of 60.
A humanitarian organization contracted a local automotive repair shop to perform maintenance on
its cars for the duration of their stay. This is an example of which type of contract?
Supply
Purchase Order
Framework/Preferred Master Supplier Agreement
Rental/Leasing
Mark for follow up
Question 20 of 60.
Which action by a supplier represents a violation of compliance requirements?
Having an office sales meeting with a procurement manager
Providing a procurement manager with a bid before its due date
Asking a procurement manager about his family
Taking a procurement manager and his family to dinner
Mark for follow up
Question 21 of 60.
Which evidence supports the satisfactory procurement of a specific medication to treat bacterial
infections?
Catalog listing the assorted items available for purchase
Copies of an approved purchase order and delivery invoice
Signed and dated purchase order for the medication
Photographs of the unopened delivery boxes
Mark for follow up
Question 22 of 60.
What is the minimum number of voting individuals that can comprise a procurement committee?
2 staff from two different departments
3 staff from two different departments
3 staff from one department
5 staff from two different departments
Mark for follow up
Question 23 of 60.
Which procurement method does NOT require a purchase request form (PR)?
Direct Purchase
Competitive Bidding
Open Tender (Local)
Open Tender (International)
Mark for follow up
Question 24 of 60.
A supplier estimates it will take a minimum of 60 days from the time the contract is signed to fill the
order. This is an example of which type of time?
Lead Time
Time to Award
Supplier Delivery Time
Mark for follow up
Question 25 of 60.
What documents are examined for three-way matching?
Purchase order / Receiving report / Goods Received Note (GRN)
Purchase order / Scope of Works (SOW) / Goods Received Note (GRN)
Supplier’s invoice / Purchase order / Service Completion Report (SRN)
Supplier’s invoice / Purchase order / Goods Received Note (GRN)
Mark for follow up
WAREHOUSING
Question 26 of 60.
What is the primary purpose of a Goods Received Note (GRN)?
Validate the arrival of an organization’s purchase order
Record the information of stock issuances
Confirm the arrival of purchased materials
Facilitate supplier payment on stock purchased
Mark for follow up
Question 27 of 60.
Which one of the following can be a constraint for warehousing and storage in fragile/conflict
sensitive areas?
Damage through flood
Sanitary conditions are not available
Seizure of inventory by armed groups
Good access to the facility
Mark for follow up
Question 28 of 60.
What are the four key work activities in warehouse operation?
Purchasing, storage, issuing, distribution
Goods receipt, storage, picking, dispatch
Manufacturing, purchasing, delivery, receipt
Assembling, repacking, issuing, storage
Mark for follow up
Question 29 of 60.
What is the key step in an inventory check?
Compare the items received to the records on Goods Received Note
Compare the physically available stock to the stock records maintained
Verify the damaged and loss items recorded
Verify the accuracy of all warehouse records
Mark for follow up
Question 30 of 60.
What are the three most important criteria for warehousing?
Goods are protected, kept clean and on shelves
Goods are protected, kept in separate bins, and out of direct light
Goods are documented, protected, and accessible
Goods are documented, kept in separate bins, and regularly checked
Mark for follow up
Question 31 of 60.
Which of the following actions will best prevent insect/rodent infestation within a warehouse?
Removing garbage on a regular basis
Having spare bags and boxes available
Recycling items when possible
Allowing only certain food and drinks inside
Mark for follow up
Question 32 of 60.
What is doughnut stacking?
Stacking goods to a dangerously high level
Stacking goods with a hole in the middle
Stacking goods in a circular pattern
Stacking goods of diverse types on top of each other
Mark for follow up
Question 33 of 60.
What is the priority when disposing of stock?
Amount of stock in the warehouse
Status of the stock (damaged, spoiled, etc.)
Requirements from donor organizations
Country of Origin of the stock
Mark for follow up
Question 34 of 60.
To effectively store and turn-over warehouse materials, which type of inventory should be cleared
first?
Damaged
Largest
Newest
Oldest
Mark for follow up
Question 35 of 60.
What should be the minimum and ideal space between different groups or stacks of materials?
0.5m
1m
2m
2.5m
Mark for follow up
Question 36 of 60.
What is recorded on a Stock Card?
Name of the stock item’s manufacturer
Information of stock issuances from the warehouse
Movement and balance of individual stock items in the warehouse
Amount of stock available in the warehouse
Mark for follow up
Question 37 of 60.
What specific storage information may be obtained on an item’s container or box?
Whether items must be placed on shelves or pallets
The distance items must be from the facility’s ceiling
Maximum space required between it and different items
Maximum number of items that can be stacked
Mark for follow up
Question 38 of 60.
What words should be written on the Goods Received Note prepared for items being sent back to
the warehouse from field locations, projects sites, or beneficiaries?
Reusable Goods
Restocked Goods
Recovered Goods
Returned Goods
Mark for follow up
Question 39 of 60.
What percentage of space in a warehouse should be allotted for the storage of material?
100%
70%
50%
30%
Mark for follow up
Question 40 of 60.
What is the function of a warehouse daily register?
Record the staff working in the warehouse
Record all activities within the warehouse
Record vehicle movement to and from the warehouse
Record the inventory stored in a warehouse for audit purposes
Mark for follow up
FLEET MANAGEMENT
Question 41 of 60.
Which fuel storage practice will mitigate vehicle damage?
Using specifically designed tanks
Shading tanks/barrels from direct sunlight
Displaying proper safety signage
Keeping petrol and diesel labeled and separated
Mark for follow up
Question 42 of 60.
Which of the following vehicle conditions is necessary for emergency preparedness?
Keeping vehicles locked in all situations
Recording all journeys in the vehicle log
Parking vehicles so they face the direction of travel
Assigning a specific driver to each vehicle
Mark for follow up
Question 43 of 60.
Which of the following vehicle scenarios indicate the potential for fraud and corruption?
Driver receiving several excessive speed violations
Fuel station receipt and vehicle log showing same amount
Driver discovered to have an expired license
Log showing disproportionate mileage
Mark for follow up
Question 44 of 60.
Which of the following is a responsibility of a vehicle manager?
Replacing damaged or worn out parts
Providing basic first-aid training
Arranging repairs for damaged vehicles
Purchasing vehicles for the organization's fleet
Mark for follow up
Question 45 of 60.
Which of the following travel scenarios could potentially create a safety and security issue?
Carrying a car jack in the trunk of your vehicle
Leaving a backpack on the passenger side seat of your vehicle
Using a cell phone to report an accident involving your vehicle
Placing copies of vehicle documents in the glove box
Mark for follow up
Question 46 of 60.
Which of the following should be procured at the same time a vehicle is purchased?
Spare parts
Insurance
Area maps
Fuel
Mark for follow up
Question 47 of 60.
Which of the following items is NOT necessary to keep in a vehicle?
Spare tire
First aid kit
Blank incident reports
Vehicle rental request
Mark for follow up
Question 48 of 60.
How can you reconcile your records and costs of fuel use against vehicle mileage?
Compare fuel vouchers to the vehicle schedule
Check the vehicle monthly reports
Compare vehicle log sheets to fuel station receipts
Maintain an up to date vehicle planner
Mark for follow up
Question 49 of 60.
Which of the following is an indicator of vehicle maintenance/repair corruption?
Replacement of parts according to the maintenance schedule
Need for repairs discovered during routine service
The same maintenance/repairs keep occurring regularly
Several insurance claims due to fleet accidents
Mark for follow up
Question 50 of 60.
Which of the following activities is NOT essential to do during a daily vehicle inspection?
Clean the exterior
Verify the oil level
Test the horn
Check tire pressure
Mark for follow up
ASSET MANAGEMENT
Question 51 of 60.
What is the purpose of an asset tag?
Inform staff that all items are tracked
Identify items needing repair and/or maintenance
Identify and link items to documentation records
Notify transporters that items should not be removed in transit
Mark for follow up
Question 52 of 60.
What are the three key elements you need to consider when developing the definition of asset for
your organization?
Non-consumable, acquisition cost, and useful life
Manufacturing year, current market value, and duration of program
List of accessories, size, and value of the item
Mark for follow up
Question 53 of 60.
What is the purpose of having an asset register?
Ensure proper recording and tracking
Complete the purchase process
Make payments to suppliers
Record general ledger entries
Mark for follow up
Question 54 of 60.
What is a donor asset?
An asset stored at donor’s office for safety/security
An asset purchased using organizational funds
An asset the organization is accountable to the donor for disposing
An asset given to beneficiaries by the local authority
Mark for follow up
Question 55 of 60.
While performing a random asset verification, an asset controller discovers that a staff member does
not possess the item he was issued. What action should the asset controller should take?
Dispose of the asset from the register
Contact the police
Inform the organization’s management
Purchase a replacement
Mark for follow up
Question 56 of 60.
Which document would identify the individuals issuing, receiving, and transporting organizationally
owned laptop computers?
Asset Tag
Asset Register
Asset Movement Form
Asset Disposal Form
Mark for follow up
Question 57 of 60.
Who should be responsible for the issuance of an asset?
Finance Officer
Designated/authorized person
Procurement Officer
Office Assistant
Mark for follow up
Question 58 of 60.
Which department within an organization should be notified when preparing to dispose of an asset?
Finance Department
Human Resources Department
Information Technology Department
Maintenance Department
Mark for follow up
Question 59 of 60.
What type of asset is a computer purchased with private funds?
Donor asset
Organizational asset
Information technology asset
Mark for follow up
Question 60 of 60.
What are the key responsibilities of asset management?
Purchasing, donating, and selling
Registering, issuing, tracking, reporting, and disposing
Assembling, maintaining, and auctioning
Installing, repairing, and dismantling
Mark for follow up
