couldbeextremely costly,iscurrently beingexamined bytheOfficeforprojects Execution inordertodeviseanagreedsystemthatwillserveboththepurpose of theprojects andalsobeconsistent withUNDPpolicies andprocedures. 39.Werecommended theintroduction ofa"direct provisioning system" asameans toexpedite andsimplify theprovision ofproprietary spareparts. Undersucha system, invitations tobidwouldbesentasusualtopotential manufacturers or suppliers butthecontract wouldbeawarded tothevendoroffering thelargest percentage discount onthemanufacturer's price-list forspareparts. Onthebasis of"blanket orders" thusplaced, fieldoffices maythenorderitemsdirectly from thevendorwhenneedsarise. -22- t.lebasisof ,matemix in internal !rof !r, lesin :om of Jency )rmation ~rs• ~mentcould mtin various ;applied rucksin Lybythe ~eissued Execution ;actually ised tionfrom artoavoid a operations Projects urposeof sameans [sucha [ersor argest nthebasis ctlyfrom40.TheAdministration willconsider oursuggestion. Procurement ofsupplies forUNDPheadquarters 41.Wenotedthatafterinformal consultations asupplier wasselected toprovide UNDPheadquarters withcommonofficesupplies onaregular basis. Theselection of thesupplier wasjustified bythefactthatthefirmconcerned wasabletokeep sufficient stockonhandandtodeliver smallquantities ofsupplies directly to thevarious requesting offices. Thesetwoconditions werestipulated togenerate savings inspaceandstaffresources forUNDP. 42.Ourauditdisclosed nevertheless thatalthough theindividual requisitions rarelyexceedafewhundred dollars, theiraccumulation onyear-basis mayreach substantial amounts (e.g.approximately $73,000 forthefirstsixmonthsof1984). 43.Inthisconnection, wepointed outthatsuchacontractor selection procedure doesnotcomplywithUNDPfinancial rules113.5to113.10, inpar.ticu1ar asregards submission ofthecasetotheContracts Committee, competitive bidding by advertising, comparative analysis ofquotations received andcontracting bymeans offormalwritten agreements. 44.TheAdministration, whilemaintaining thatthearrangements wereclearly made inthebestinterest ofUNDP,explained thattheprnb1em mayhavebeenduetothe factthatcertain aspect~ offinancial rules113.5to113.10couldhavebeenbetter defined. Inthisrespect, wenotedthattheissuehasnowbeenclearly defined in thenewrulesthatbecameeffective 1January 1985. Expendable andnon-expendable property Headquarters andlocalProperty SurveyBoards 45.Rev1ewing theactivities oftheheadquarters Property SurveyBoard, wenoticed thatasrecommended inourmanagement letterof6January 1981,theBoardnow indicates thedegreeofliability, ifany,devolving onanyofficial forproperty shortages ordamages. Thisenforcement ofUNDPfinancial rule114.32 (e)enables theAdministration todetermine theassessment tobemadeagdinststaffmembers for lossesordamages. 46.Onthismatter, ourauditdisclosed ·that,duetoprocedural constraints, decisions onfinancial assessment ofstaffmighttakeaconsiderable time,which couldleadincertain casestotheirrecoverabi1ity ofamounts due. 47.Wenotedalsothatinsomecasesthesurcharge assessed against astaffmember ismadepayable byinstalments, which,inprinciple, require financial follow-up in addition tocustodial measures. Onthismatter, wefoundthattherecovery process couldbeimproved, inparticular byproviding allnecessary information onthecase induetimetotheappropriate implementing unitsandbyrequesting alsothatthe Division ofPersonnel shouldnotifyseparation fromservice andotherrelevant information systematically totheProperty SurveyBoards. Finally, weadvised that an"accounts receivable" besetupforeachassessment caseinordertoassistthe AssetControl Unitinitsfollow-up actions. -23-lebasisof ,matemix in internal !rof !r, lesin :om of Jency )rmation ~rs• ~mentcould mtin various ;applied rucksin Lybythe ~eissued Execution ;actually ised tionfrom artoavoid a operations Projects urposeof sameans [sucha [ersor argest nthebasis
**Analysis**
The text appears to be related to the management and administration of UNDP (United Nations Development Programme) projects and operations. It discusses procurement procedures, financial rules, and property management, which suggests a focus on administrative and organizational aspects rather than specific development or humanitarian activities. The text also mentions the use of technology (e.g., direct provisioning system) and the need for efficient processes, which hints at a focus on organizational efficiency and effectiveness.

**Category**
Administration, Industry