Admighty Foundation is a nonprofit organisation committed to social development, education, environmental sustainability, biodiversity conservation, animal welfare, community health, disaster relief and other public-interest initiatives. Effective procurement is essential to ensure that the financial and material resources entrusted to the Foundation are used responsibly and efficiently.
The Procurement Procedure establishes a systematic process for acquiring goods, services, equipment, materials, professional support and other resources required for the Foundation’s programmes and operations. It translates the principles of transparency, accountability, value for money, fairness and ethical conduct into practical procurement steps.
This procedure applies to authorised purchases made for projects, programmes, field activities, events, administrative operations and other legitimate organisational purposes. It should be read together with the Foundation’s Purchase Policy, financial procedures, delegation of authority and applicable donor or contractual requirements.
What Is the Procurement Procedure?
The Procurement Procedure is the process through which Admighty Foundation identifies a requirement, obtains and evaluates supplier information, selects an appropriate vendor, obtains approval, places an order, receives and verifies the goods or services, processes payment and maintains appropriate records.
The procedure is designed to ensure that procurement decisions are based on genuine organisational requirements rather than personal preference. It also creates an appropriate audit trail so that purchases can be reviewed and understood by authorised management, auditors, donors and other relevant stakeholders.
Step 1: Identification of Requirement
Every procurement process begins with identification of a genuine organisational requirement. The concerned programme team, department, project manager or authorised employee should determine what goods or services are required and why they are necessary.
The requirement should be clearly described, including specifications, quantity, expected quality, intended use, delivery location and required timeline where relevant. Before initiating a new purchase, the responsible person should consider whether the required item is already available within the Foundation or can be obtained through existing resources.
This initial assessment helps prevent unnecessary purchases and supports efficient use of nonprofit resources.
Step 2: Budget Verification
Before procurement proceeds, the responsible authority should verify that adequate funds are available within the approved organisational or project budget.
The proposed expenditure should be consistent with the intended purpose of the relevant budget allocation. Where expenditure is funded through a grant, CSR contribution, restricted donation or project-specific funding, any applicable funding conditions should also be considered.
Procurement should not normally proceed without appropriate budget availability and required financial approval.
Step 3: Procurement Planning
For significant, recurring or planned requirements, procurement should be scheduled in advance wherever practical. Procurement planning can help the Foundation obtain competitive pricing, avoid unnecessary emergency purchases and coordinate delivery with programme timelines.
The procurement plan may consider estimated quantities, expected costs, supplier availability, delivery schedules, technical requirements and project deadlines.
Emergency requirements may follow an expedited procedure where delay could adversely affect beneficiaries, animals, communities, programme activities or emergency response operations.
Step 4: Identifying Potential Suppliers
The Foundation may identify suitable suppliers through established vendor records, market research, referrals, public information, professional networks or other legitimate sources.
Suppliers should be evaluated according to factors relevant to the procurement, including product or service quality, technical capability, price, reliability, experience, delivery capacity, warranty, after-sales support and compliance with applicable requirements.
Where appropriate, the Foundation may seek quotations from multiple suppliers to promote competitive procurement and informed decision-making.
Step 5: Requesting Quotations or Proposals
Depending on the value and nature of the procurement, the Foundation may request written quotations, proposals or other commercial offers from suitable suppliers.
The request should provide sufficient information for suppliers to submit comparable offers. Where relevant, it may specify the required product, quantity, technical specifications, quality standards, delivery requirements, warranty conditions and payment terms.
For professional or specialised services, the Foundation may request a proposal describing methodology, qualifications, experience, deliverables, timelines and fees.
Step 6: Evaluation of Quotations
Received quotations or proposals should be reviewed objectively. The evaluation should consider both financial and non-financial factors.
Price is an important consideration, but it should not automatically determine the final selection. Quality, technical suitability, delivery capability, reliability, warranty, service standards and overall value for money may also be considered.
Where the selected supplier is not the lowest-cost bidder, the reason for the decision should be appropriately documented, particularly for material or high-value procurement.
Step 7: Supplier Selection and Approval
Following evaluation, the responsible officer or procurement authority should recommend the supplier that provides the most appropriate overall value and meets the Foundation’s requirements.
The recommendation should be submitted to the designated approving authority according to the Foundation’s internal delegation of authority. Higher-value or strategically important purchases may require additional management or governing-level approval.
No employee, volunteer or representative should commit the Foundation to a financial obligation without appropriate authority.
Step 8: Conflict of Interest Check
Individuals involved in procurement should disclose any actual, potential or perceived conflict of interest.
A conflict may arise where a supplier has a personal, family, financial or professional relationship with a person participating in the procurement decision. Where a material conflict exists, the individual may be required to withdraw from the relevant evaluation or approval process.
This safeguard helps protect procurement decisions from undue influence and supports organisational integrity.
Step 9: Purchase Order or Written Confirmation
Once the procurement has been approved, the Foundation may issue a purchase order, work order, service agreement or other written confirmation depending on the nature of the transaction.
The document should, where appropriate, identify the supplier, description of goods or services, quantity, agreed price, applicable taxes, delivery requirements, specifications, warranty, payment terms and other relevant conditions.
For professional services or longer-term engagements, a formal written agreement may be appropriate.
Step 10: Receipt and Inspection
Goods and services should be received and verified by an authorised person. The receiving process should confirm that the quantity, specifications, quality and condition correspond with the approved order.
For services, the responsible person should confirm that agreed deliverables, milestones or outputs have been satisfactorily completed.
Any shortage, damage, defect or material deviation should be documented and communicated to the supplier. Payment should be processed only after appropriate verification, subject to the agreed contractual terms.
Step 11: Invoice and Payment
Supplier invoices should be checked against the approved purchase documentation and evidence of receipt or completion.
The relevant documentation may include the purchase request, quotation, approval, purchase order, invoice, delivery note, service completion confirmation and other supporting records.
Payments should be made through authorised financial channels and approved according to the Foundation’s financial controls. Cash transactions, where permitted, should be subject to appropriate limits and documentation.
Step 12: Record Keeping
Complete procurement records should be maintained for appropriate organisational, accounting, audit, donor and regulatory purposes.
Records may include procurement requests, quotations, comparative evaluations, approvals, purchase orders, contracts, invoices, delivery records, inspection documents and payment confirmations.
Records should be stored securely and retained according to the Foundation’s record-management practices and applicable legal or contractual requirements.
Emergency Procurement
Admighty Foundation may use an expedited procurement process when immediate action is required for disaster relief, animal rescue, humanitarian assistance, urgent community support, health-related activities or other emergency situations.
Emergency procurement should remain reasonable, necessary and properly documented. Where competitive quotations cannot reasonably be obtained because of the urgency, the circumstances and justification should be recorded.
As soon as practical after the emergency, the procurement should undergo appropriate review to ensure accountability and compliance with the Foundation’s financial controls.
Sustainable and Ethical Procurement
Where practical, procurement decisions should consider environmental and social responsibility. The Foundation may consider durable, reusable, recyclable, resource-efficient and environmentally responsible products where they meet programme and operational requirements.
The Foundation also expects suppliers to conduct business ethically and lawfully. Bribery, fraudulent quotations, kickbacks, undisclosed benefits, procurement manipulation and other unethical practices are inconsistent with the Foundation’s standards.
Procurement Monitoring and Review
Admighty Foundation may periodically review procurement activities to assess compliance, efficiency, supplier performance and value for money.
Management may review procurement records, expenditure patterns, supplier performance and adherence to approval procedures. Identified weaknesses should be addressed through corrective measures, improved controls, staff guidance or revisions to procurement practices.
Periodic review also enables the Foundation to identify opportunities for cost savings and operational improvement without compromising programme quality.
Accountability and Responsibility
Everyone involved in procurement has a responsibility to protect the Foundation’s resources. Programme teams are responsible for clearly identifying requirements. Procurement or authorised personnel are responsible for obtaining and evaluating supplier information. Approving authorities are responsible for ensuring that expenditure is justified and properly authorised. Finance personnel are responsible for appropriate financial verification, recording and payment controls.
No procurement process should be influenced by personal benefit, favouritism or undisclosed relationships.
Our Commitment to Responsible Procurement
Admighty Foundation considers procurement an important component of nonprofit governance. Every purchase involves resources that are ultimately intended to support the Foundation’s mission and public-interest objectives.
Our Procurement Procedure seeks to ensure that goods and services are obtained through a fair, transparent, documented and responsible process. By planning requirements, evaluating suppliers, maintaining approvals, verifying deliveries and preserving appropriate records, we aim to strengthen financial discipline and maximise the impact of available resources.
The Foundation will periodically review this procedure to reflect organisational needs, programme experience, donor requirements, technological developments and applicable laws. Where a donor agreement, grant condition, contract or applicable legal requirement establishes a stricter procurement standard, the relevant requirement will be followed to the extent applicable.
Through responsible procurement, Admighty Foundation seeks to ensure that organisational resources are converted into effective programmes, reliable services and meaningful outcomes for communities, animals and the environment.
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