Procurement Integrity & Fair Competition Policy
Rules for transparent sourcing, fair vendor treatment, value-for-money decisions and defensible procurement records.
View all policies↗What this policy is designed to do.
To ensure sourcing decisions are objective, documented and able to withstand client, donor and audit review while still allowing practical procurement in time-sensitive operating environments.
Who it applies to: All personnel who request, source, evaluate, approve, receive or pay for goods and services.
The standards we expect in practice.
These principles guide decisions, conduct and day-to-day execution across the relevant parts of our business.
Use genuine competition whenever it is practical and appropriate to the value and risk of the purchase.
Where thresholds or client rules require multiple quotations, document the quotations and evaluation basis.
Treat suppliers consistently and protect confidential bid information.
Document sole-source or emergency exceptions with a clear business justification.
Consider total value, quality, compliance, delivery capability and lifecycle support—not price alone.
Controls that turn policy into evidence.
Controls are scaled to the nature, value and risk of the activity rather than treated as a one-size-fits-all checklist.
Documented requisition, sourcing, evaluation, approval and purchase-order records.
Conflict-of-interest declarations for sensitive evaluations.
Supplier due diligence and performance monitoring.
Segregation of procurement, receipt and payment responsibilities where practicable.
Audit-ready records for material procurement actions.
Clear ownership matters.
Requesting teams define genuine operational requirements without unfairly restricting competition.
Procurement manages sourcing, evaluation records and supplier communication.
Approvers confirm the commercial and compliance basis before commitment.
Receiving personnel verify delivery independently from sourcing decisions where possible.
Policies that work together.
Governance controls overlap by design. These related policies provide additional context for this topic.