Document No. (6) for the year 1997

Procedures of government warehouses inventory

 

When forming any committee to conduct supplies inventory and control it in the warehouses, the procedure shall be as follows:

1-      Every member in the supplies inventory committee is requested to inform the supervisors of his department about the inventory commencement date in writing, and get the approval of the concerned reference on that in writing.

2-      The committee meets with all its members, with the senior officer of the Supplies administration to  take the  required  information about the warehouses number and locations to  enable the committee to prepare its plan.

3-      The concerned department in which the inventory is to be conducted, shall allocate an attendance register for the members of inventory committee, through which it controls the attendance, and reports any members absence or attendance failure to the department from which the members have been commissioned.

4-      The committee is to keep a special agenda for its members in which it records its members’ attendance date and hour on daily basis, as well as the functions they accomplished on that day, and the hour in which each member departs, and to have all members signed on the same page of the agenda.

5-      The committee shall inspect the warehouses and the types of supplies it is assigned to conduct the inventory and control thereon, and prepare an inventory plan in which it determines sites priority, and the types of supplies the inventory on which is to be conducted according to specific phases, as well as prepare a time table for the inventory operations, and each member is to provide his department with a copy of the plan.

6-      Assuring the application of the employees guarantee regulations concerning the warehouses.

7-      The committee is to suspend supplies receiving and issuing operations in the supplies warehouse in which the inventory is taking place, except for the urgent cases which have to be conducted according to the under secretary’s approval and committee’s knowledge.

8-      Inventory is to start with the fast moving supplies.

9-      When it is necessary to receive or issue supplies during the inventory period, the committee should be informed there about.

10-    The committee is to initiate its functions with the presence of the employee who has the supplies custody, and if this is not possible the under secretary shall form a committee from the concerned department to act on his behalf.

11-    The committee assures keeping a duly supplies registers, and that the class cards are coded and balanced on each type of supplies.

12-    The committee is to verify the supplies registers, and match the  actual balances with the books  and  the  class  cards  balances.

13-    The committee is to verify that the internal control unit has audited the entries and discharges vouchers with the supplies registers and class cards.

14-    The committee is to assure that the supplies are classified and arranged in the warehouse in a manner suitable to supplies type and nature.

15-    The committee is to assure that the warehouse  and storage areas are clean from inside and outside.

16-    The committee is to assure that the warehouse public safety, security and protection facilities are available.

17-    The committee is to confine the excess and stagnant supplies, as well as the damaged supplies in separate lists for each similar group, and indicate their type, quantity and state, as well as entry date in registers.

18-    The committee is to assure that all warehouse procedures are been conducted according to the warehouse instructions No.(5) for the year 1994, and that all instructions contents are applied.

19-    The committee is to assure that the provisions of the effective supplies Act and the approved instructions and guidelines have been observed.

20-    The committee is to submit at the end of each week a memorandum to the concerned reference in the department which formed the committee, and each member is to provide  his  department with a copy thereof, including an outline of the functions accomplished during that week, and the extent of its members attendance according to the agenda of the committee members attendance.

21-    The committee is to prepare an initial report about the accomplished inventory in each warehouse, and provide the party that formed the committee, the department in the warehouses of which the inventory has been conducted and Audit Bureau with copies therefrom.

22-    The committee is to prepare its final detailed report about the warehouses status and the supplies the inventory on which has  been  conducted, supported with statements about the inventory results, and indicate whether they are identical or not and the performance deviations, or the lack of application of any provision or procedure required by the effective supplies Act and instructions, together with its comments and recommendations it deems necessary, provided  that the implementation schedule for each warehouse should be attached with the report.

23-    The committee is to submit its report to the party which formed it, and a copy to each department represented in the committee.

24-    work is to be conducted according to the provisions of the supplies Act No. (32) for the year 1993, and the warehouse instructions No (5) for the year 1994 and any other instructions and rules related to the subject matter.