Services · Scale-Up

Emergency Procurement Procedures

PRM04

Develops emergency procurement procedures covering expedited sourcing, minimum documentation, emergency thresholds and accountability safeguards. Provides detailed guidance on post-facto approvals, including who can grant them, required justifications, supporting evidence, timelines for ratification and escalation where approvals are not secured.

What changes

Faster procurement response during emergencies while maintaining minimum transparency, documentation and control, with a robust post-facto approval trail.

What you get

Emergency procurement procedure PRM011
Emergency procurement and post-facto approval form PRM012
Pre-qualified emergency supplier list PRM013
Emergency procurement register and ratification tracker PRM014

What has to come first

PRM01Procurement Policy and Governance Manual Module Recommended

Procurement policy and governance manual this sits within
FPE01Emergency Finance Activation and Minimum Controls Procedure Recommended

Emergency finance activation, which this aligns with
NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Needs assessment identifies emergency-readiness gaps

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns the post-facto approval trail
HNS procurement and emergency response staff	Act under the procedure
HNS Secretary General and emergency approvers	Grant and ratify approvals
HNS Board / Audit & Risk Committee	Oversight of emergency spend
HNS internal audit function	Reviews emergency procurement, where it exists
GFDC delivery team	Drafts and advises

How it is measured

Indicator	Target	Evidence
Emergency procurement procedure approved and issued	Approved within 6 weeks of kick-off	Approval record; issued procedure
Emergency purchases with minimum documentation captured	100% of emergency purchases	Emergency procurement register
Emergency purchases ratified within the post-facto timeline	100% within the set timeline	Ratification tracker
Staff trained and a simulation completed	Before the procedure is relied on	Training record; simulation note

Tools

4 of 4 ready to download.

PRM011 Emergency procurement procedure Template DOCX
PRM012 Emergency procurement and post-facto approval form Template DOCX
PRM013 Pre-qualified emergency supplier list Template DOCX
PRM014 Emergency procurement register and ratification tracker Template XLSX

Standards

COSO Internal Control - Integrated Framework
Humanitarian emergency procurement practice and donor emergency rules

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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