Purchasing Policy

Purchasing Policy for Hemm Bookshop

This policy outlines the principles and procedures governing the procurement of goods and services at Hemm Bookshop. It ensures purchases are made ethically, transparently, and in a manner that delivers value for money, supports local suppliers, and complies with Kenya’s Public Procurement and Asset Disposal Act 

2. Scope

This policy applies to all employees involved in purchasing decisions, including inventory managers, finance officers, and procurement staff. It covers:

• Books and educational materials
• Stationery and office supplies
• IT and digital resources
• Marketing and promotional items
• Professional services

3. Guiding Principles

Purchasing at Hemm Bookshop shall be:

• Transparent: All procurement activities must be documented and traceable.
• Competitive: Where applicable, multiple quotations must be obtained.
• Ethical: Avoid conflicts of interest and gifts from suppliers.
• Inclusive: Preference may be given to suppliers led by youth, women, or persons with disabilities.
• Compliant: Adhere to Kenya’s procurement laws and internal controls 
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4. Roles and Responsibilities

• Procurement Officer: Oversees vendor selection, quotation analysis, and contract management.
• Department Heads: Initiate purchase requests and ensure budget alignment.
• Finance Department: Verifies payment terms and ensures financial compliance.
• Managing Director: Approves high-value purchases and signs contracts.

5. Purchasing Process

1. Purchase Request
   Initiated via a standardized Purchase Request Form (PRF) detailing item, quantity, purpose, and budget.

2. Quotation Collection
   At least three quotations must be obtained for purchases above KES 50,000 unless sole sourcing is justified.

3. Evaluation & Selection
   Based on price, quality, delivery time, and supplier reputation.

4. Purchase Order (PO)
   Issued to the selected supplier. It becomes a binding agreement upon acceptance.

5. Delivery & Inspection
   Goods/services must be inspected upon delivery to ensure compliance with specifications.

6. Payment
   Made upon satisfactory delivery and submission of valid invoice and delivery note.

6. Vendor Management

• All vendors must be registered and vetted.
• Preferred suppliers may be pre-qualified annually.
• Vendors must comply with Hemm Bookshop’s ethical standards and data protection policies.

7. Conflict of Interest

Employees must disclose any personal relationships with suppliers. Accepting gifts, favors, or incentives from vendors is strictly prohibited.

8. Record Keeping

All procurement records, including PRFs, quotations, POs, invoices, and delivery notes, must be retained for a minimum of 5 years.

9. Review and Amendments

This policy shall be reviewed annually or as needed to reflect changes in law, business strategy, or operational needs.