Procurement, Stock and Inventory Management in NGOs – NGO Financial Management Policy

Get Specific Grants relevant to your Country & Areas of Work. Learn how

continued (click here to know more)

As NGOs receive funding, implement projects and expand their offices, they will be required to make purchases of goods and services. Ideally, it is better to draw up a plan for making such purchases and also outline it in the financial management policy.

75% Discount on Premium Membership (Ad)
For a limited time only, this discount offer gives you exclusive access to all the Premium Standard features for NGO grant success. Join Today.

12. Procurement, Stock & Inventory

12.1 Purchasing

The purchasing function involves:

Searching for the fastest way to write proposals? (Ad)
We have an extensive database of sample proposals from successful grantee organizations from around the world offering project ideas, proposal writing techniques and planned strategies. Join Premium to view Sample Proposals

a) Identification of needs, for goods and services,

b) Identification of costs to cover the needs for those goods and services,

c) Identifying the suppliers, procuring estimates (at least three)

Are you overwhelmed with too much grant information? (Ad)
Join Premium and view relevant grants and resources on a clean, ad-free and user-friendly Member Dashboard to organize and plan your successful fundraising. Learn more

d) Negotiating favorable trading terms with them,

e) Placing an order.

f) Receiving the goods and/or services and paying for them

Getting late information about new grants? (Ad)
The Early Grant Information feature for Premium Members ensures that you receive grant announcements much ahead of others so that you can have enough time to research and apply. Join Premium to get early information

g) Preparation of accounting and archiving expenditures.

12.2 Identifying the Supplier

The purchasing function involves:

How to write Proposals? How to raise funds? How to research donors? (Ad)
Premium Members can download our rich library of downloadable Ebooks covering topics on how to write funding applications, how to identify new donors, how to contact potential funders. Join Premium to download

a) Credibility   of   the   supplier   in   terms   of   being   able   to   supply   the requirements and in time

b) Cost effectiveness of the goods supplied

c) Quality of goods supplied

Receiving funding alerts that are not relevant to your work? (Ad)
With our Premium Standard Membership, you can select to receive only those funding alerts that you want to see. No more junk but real information you can use. Join Premium to choose the type of grant information you want

d) Supplier should meet all necessary formalities in connection with its status as per the rules and regulations of the Government.

e) Supplier must be able to supply all the good in the requisition/or of the specification prescribed in the purchase order

f) Must be local, reliable and known

g) Must be able to supply large quantities if necessary

h) Past performance

i) Availability of supplier

Are you an international NGO interested to learn about grants in multiple countries? (Ad)
We have an exclusive Grants Map where you can view the number of open grants available in real-time for different countries. Click on the country of your interest and learn about ongoing funding opportunities. Join Premium

j) Reputation of supplier”


  1. Avatar Ahmad Shaheer Anil says

    Very Useful stuff.