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