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Procurement
Question 1 of 60.
1. 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
Question 2 of 60.
2. 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
Question 3 of 60.
3. 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
Question 4 of 60.
4. Which action will help an organization ensure a more transparent
procurement process?
Establishing a feedback and complaints mechanism for staff, sppliers, 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
Question 5 of 60.
5. 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
Question 6 of 60.
6. 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
Question 7 of 60.
7. At which stage does an organization officially take ownership of ordered
goods?
Receipt
Inspection
Acceptance
Rejection
Question 8 of 60.
8. 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
Question 9 of 60.
9. Which of the following situations will require a consultant contract?
Training sessions conducted by a security expert
Obtaining office space for a 12-month period
Purchasing a dozen portable water pumps
Purchasing fuel from a local supplier for company trucks
Question 10 of 60.
10. What should be done with rejected items that a supplier cannot pick-up
immediately?
Ship the items back that day
Leave the items where they are
Place the items in a separate area
Question 11 of 60.
11.
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
Question 12 of 60.
12.
A warehouse manager submits a purchase request for spare tires for
a forklift. What role is this in the procurement process?
Originator
Budget holder
Finance manager
Operations manager
Question 13 of 60.
13.
What is a performance bond?
Payment made by an organization to cover a supplier's up-front expenses
Payment made in installments for goods/services provided at various stages
Refundable payment/guarantee made by a supplier as a promise of
quality/completion
Financial sanction for failing to carry out the terms of a contract
Question 14 of 60.
14.
The time it took for authorized personnel to approve a purchase
request and then to sign the contract with the supplier was 30 days. This is
an example of which type of time?
Lead Time
Time to Award
Supplier Delivery Time
Question 15 of 60.
15.
Which document provides potential suppliers with information onyour
organization's bidding process?
Supporting Document Matrix (SDM)
Request for Quotations (RFQ)
Purchase Request Form (PR)
Action Priority Matrix (APM)
Question 16 of 60.
16.
Who is responsible to provide all details required about an item that
needs to be purchased?
Finance Office
Originator (Requestor)
Procurement Officer
Supplier
Question 17 of 60.
17.
Which documentation serves as evidence supporting the proposed
quality of a supplier's bid?
Compare the catalog photos of pumps to photos of the installed pumps
Compare the catalog item numbers of the pumps to be installed
Signed and dated purchase orders for the water pumps
Signed and dated minutes from a meeting discussing the proposed bids
Question 18 of 60.
18.
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
Question 19 of 60.
19.
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
Question 20 of 60.
20.
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

Question 21 of 60.
21.
What is the purpose of procurement thresholds?
Establish a series of organizational detective controls
Establish the acquisition method for differently priced goods
Establish a series of organizational preventative controls
Establish the maximum amount an organization can spend on certain goods
Question 22 of 60.
How often
is it recommended to review available suppliers for Framework/Preferred Master
Supplier
Agreements to ensure cost effectiveness?

Every month

Every 6 months

Every 1 years

Every 5 years
Question 23 of 60.
Which role in the procurement process is responsible
for ensuring that local purchases are in
compliance with country tax laws?

Budget holder

Finance manager

Operations manager

Procurement manager
Question 24 of 60.
A supplier agrees to reimburse the organization 10% of the total contract cost for
any
deliverable date
exceeded by one week. Where in a contract would you find this specification?

Bid guarantee

Change order

Code of Ethics

Penalty clause
Question 25 of 60.
In general, who is responsible for coordinating contracts?

Community member

Procurement Officer

Warehouse Officer

Donor
Question 9 of 60.
Where should a person list the amount, type, and condition of items delivered by
a supplier?

Note to File (NTF)

Goods Received Note (GRN)

Service Completion Report (SRN)

Scope of Works (SOW)
Q
uestion 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
Question 11
of 60.
Which situation represents a detective measurement/control?

Ensuring the amounts on a purchase request, purchase order, and invoice are
the same

Implement a two
person system for determining a list of approved suppliers

Require computer passwords to
be stronger and changed quarterly

Establish a policy that states procurement staff cannot be related to suppliers
Question 13 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
Question 14 of 60.
Which evidence supports th
e 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

Photog
raphs of the unopened delivery boxes
Question 15 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
Question 16 of 60.
Why is it imp
ortant to publicly announce the tender?

Demonstrate transparency and attract more competitive potential bidders

Inform communities about ongoing procurement activities

Encourage suppliers to read newspapers and access the internet
Question 17 of 60.
Investigating the quantity and quality of what the local wood suppliers have in
stock is an example of
which part of the procurement process?

Verifying the suitability of suppliers providing goods

Verifying the cost and availability of required goods

Estim
ating the lead time of potential suppliers

Determining the resources needed to manage the purchase
Question 18 of 60.
What is the minimum number of quotes or proposals required in Open Tender?

8

5

3

1
Question 20 of 60.
A purchase request lists the follo
wing required item: 2 Off
the
road (OTR), all
season radial tires / size
17.5R25. This is an example of what?

Evaluation criteria

Payment terms

Scope of Works (SOW)

Technical specification
Question 22 of 60.
The educational program team has decided to
build a two
story school building. What is the most
suitable way of communicating to procurement what is needed from a supplier?

Provide verbal instruction to procurement team on the construction of school
building

Provide few photos of a similar building
and ask procurement to find a contractor

Provide procurement team, scope of work, approved bill of quantity and drawings
of the
building

Request procurement team to take part in building construction course.
Question 23 of 60.
Where in a contract would y
ou stipulate that in the event of a war, all vehicle rental service will be
immediately suspended?

Claims

Product/technical specifications

Terms of payment

Termination
Warehousing
Question 26 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
Question 27 of 60.
Which one of the following can be a constraint for ware
housing 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
Question 28 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
Question 29 of 60.
What is the primary pu
rpose 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
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 bi
ns, and regularly checked
Question 31 of 60.
What is the guideline for the proper rotation of stock?

Last in, first out

First in, last out

First in, first out
Question 32 of 60.
What should be the minimum and ideal space between different groups or
stacks of materials?

0.5m

1m

2m

2.5m
Question 33 of 60.
What is the maximum height of the stacking items or boxes?

2.5m

3m

4m

4.5m
Question 34 of 60.
What is the priority when disposing of stock?

Amount of stock in the warehouse

Status of the stock (dama
ged, spoiled, etc.)

Requirements from donor organizations

Country of Origin of the stock
Question 35 of 60.
Which statement indicates ideal stock management within a warehouse?

Excess stock must be available for urgent program need

Sufficient stock is
available to cover lead
time in replacement orders and prevent stock
out

Replacement orders should only be placed when the current stock is depleted

Blame procurement officer when a stock
out situation occurs.
Question 36 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
Question 37 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
Question 38 of 60.