PROCUREMENT INTERVIEW QUESTIONS & ANSWERS

If you are looking out for procurement jobs, want to know how to proceed for the job
process? Then here you are at wisdom jobs which is the right place for your job hunt.
Procurement officer plays a vital role in business organization as he is responsible for
management, administration and supervision of the company’s services like purchase of
supplies, equipment and materials. You find various positions in this procurement jobs
as procurement clerks, procurement analyst, procurement specialist, procurement
manager, procurement director etc. Numerous leading companies are looking for vacant
positions who are very efficient and handling procurement jobs. So, be ready to prepare
for the interview by looking into procurement job interview questions and
answers given at our site.

Procurement Interview Questions And Answers

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1. Question 1. What Is The Objective Of Unicef Procurement Services?

Answer :
The objective of Procurement Services is to offer UNICEF's knowledge,
purchasing capacity and logistics expertise to development partners, so that
they can use their own financial resources and donor funds to procure life-
saving essential supplies for children. Procurement Services is an integrated
component of UNICEF’s country programmes of cooperation and has become
an important entry point for UNICEF in helping countries to strengthen their
national capacity in planning for supply needs, selection of supplies and
equipment and their effective delivery and distribution. Procurement Services
is designed as a transitional mechanism for Governments until national public
and private supply systems can effectively perform their role.
2. Question 2. Why Does Unicef Offer Procurement Services?
Answer :
UNICEF is dedicated to protecting children’s and women’s rights through
helping them meet their basic needs and expanding their opportunities.
Making essential supplies available, accessible and affordable is core to this
commitment. Procurement Services enables UNICEF to support Governments,
NGOs, UN Agencies and other development partners in fulfilling children’s
right to survival and development and the achievement of the Millennium
Development Goals.  The primary purpose is to ensure that Governments and
other development partners can access UNICEF’s supply networks, experience
and expertise to procure strategic, essential commodities for children.

Recruitment Interview Questions

3. Question 3. What Services Are Offered Via The Procurement Services
Mechanism?
Answer :
 Procurement Services can assist in the procurement of strategic essential
commodities aimed at reducing under-five mortality, including vaccines, safe
injection materials, essential medicines, medical and diagnostic supplies, bed
nets, micronutrients, therapeutic food, equipment and supplies to ensure safe
drinking water.  In addition, Procurement Services covers products required
for children’s education as well as other supplies, equipment and services that
are in line with UNICEF’s mandate. 
Supply related services including warehousing, in-country logistics and other
operational support are provided with the aim of developing capacity in
national procurement and supply systems or to assist in emergency
situations.
4. Question 4. Where Can I Find Details About The Commodities Available
Under Procurement Services?
Answer :
The UNICEF Supply Catalogue contains specifications for over 2,000
commodities that respond to the needs of children and their families. The
Catalogue is designed to help partners identify the most appropriate supplies
for the programmes, and assist in supply planning, delivery and monitoring.
5. Question 5. Does Unicef Make A Profit From Procurement Services?
Answer :
No, UNICEF does not make a profit from Procurement Services.

HR Interview Questions
6. Question 6. How Are The Funds Transferred By A Procurement Services
Partner Recorded And Managed By Unicef?
Answer :
With the exception of Handling Fees, UNICEF does not take title to funds paid
to UNICEF by Procurement Services partners. In general, funds transferred by
Procurement Services partners are treated as trust funds by UNICEF and are
to be used exclusively to implement the Procurement Services arrangement
entered into with the partner.
7. Question 7. How Does Unicef Ship Supplies?
Answer :
We deliver supplies “Cost and Insurance Paid” (CIP - Inco terms 2010) to the
port of entry designated in the Cost Estimate. UNICEF nominated freight
forwarders deliver the goods to the port of entry designated by the partner.  If
you request supplies to be shipped by air, the port of entry is usually the
nearest major international airport.  For sea shipments, the port of entry is
usually the nearest major international seaport in the country where the
 project is implemented.  The seaport of entry for land-locked countries varies
on a case-by-case basis.  In general, air shipments will carry a higher delivery
cost than ground or sea shipments.

Hr Coordinator Interview Questions

8. Question 8. How Long Will It Take To Receive The Order?
Answer :
The lead time on orders is calculated from the time of acceptance of the Cost
Estimate and deposit of funds for the supplies, and it depends on factors such
as the availability of the commodity, the quantities requested, the general
market situation, etc.  Generally, it takes a minimum of 6 weeks after the
deposit of funds for the goods to be delivered.
9. Question 9. How Are Suppliers Selected?
Answer :
UNICEF suppliers are carefully chosen through a competitive bidding process,
which starts with a pre-qualification stage, on the basis of quality
systems/organization, adherence to ethical standards, capacity and financial
soundness. UNICEF continuously evaluates its suppliers.  Samples of their
products are approved before contracts are awarded, and quality checks can
also be made before goods are shipped or received.  All supplies entering the
UNICEF Copenhagen warehouse are carefully inspected according to
international standards.
10. Question 10. I Would Like Special Markings On My Supplies. Is This
Possible?
Answer :
Yes.  Please inform us if you have any special requirements, when you request
the Cost Estimate, and before the deposit of funds as this can influence the
pricing information.
11. Question 11. What Steps Does A Partner Need To Take To Order
Through Procurement Services?
Answer :
o Check to see if you are eligible to order through procurement
services (Procurement Services are only available to governments,
non-governmental organizations, United Nations agencies,
international financial institutions, philanthropic organizations and
universities)
o Register as a Partner (only applicable for non-governmental
organizations).
o Select supplies through the Supply Catalogue.
 o Complete a request for Cost Estimate from using UNICEF Supply
Catalogue
o Submit the request to the UNICEF Country Office and/or directly to
UNICEF Supply Division Procurement Services Centre.
o A Cost Estimate for the supplies and services you require is
prepared and sent to you with a letter of offer.  The letter outlines the
advance payment procedure.
o A signed Memorandum of Understanding (MOU) must be received
prior to any procurement activity.  If you do not have a valid
agreement we will inform you accordingly and guide on the process
to establish one.
o Upon receipt of your advance payment and a signed MOU,
procurement activities commence.   An order confirmation is sent to
you.
o A final statement of accounts is sent to you along with a customer
survey form, for you to complete and return.
Any remaining contingency buffer and /or balances can be reprogrammed or
returned.
12. Question 12. In What Languages Are Standard Mous Available?
Answer :
Standard MOU templates are available in English, French, Spanish, Arabic and
Russian.

Recruitment Interview Questions

13. Question 13. What Is The Difference Between Standard And Non-
standard Mous And Who Must Approve And Sign A Mou?
Answer :
A standard MOU has a fixed, pre-determined text which has been approved by
the Director of Supply Division (SD) and cannot be changed in areas other than
designated entry fields. Standard MOUs are signed between the partner and
UNICEF Representatives in Country Offices, or in instances where there is no
Country Office presence, with SD Director.
A non-standard MOU is an MOU in which text or format other than the
designated entry fields has been changed and is prepared in order to meet
specific requests or needs of the customer which are not addressed in the
standard MOU. Non-standard MOUs are approved by the SD Director on a
case-by-case basis, and are signed between the partner and UNICEF
Representatives in Country Offices, or in instances where there is no Country
Office presence, with SD Director. UNICEF Representatives in Country Offices
 may sign a non-standard MOU only upon prior written delegation of signing
authority by the SD Director.
14. Question 14. What’s The Process For Signing A Standard Mou?
Answer :
o Make sure the correct template is being used (Government, NGO
or UN) and replace all the grey-shaded fields with the correct
information.
o Print two hard copies and sign/date both, then submits both
original signed copies to the UNICEF Country Office Representative
for counter signature (or to Procurement Services if there is no
UNICEF Country Programme). A fully signed copy will be returned to
the partner for their records.
o Please note that any changes to the standard MOU template
require clearance from the Director of Supply Division prior to
signature.
15. Question 15. When Can The Partner Expect A Statement Of Account?
Answer :
UNICEF issues the Statement of Account within 30 days after the last charge
has been received and processed by UNICEF (for supplies, freight and
insurance). On average, this takes 3-4 months after the delivery of the final
shipment of supplies at the Port of Destination.
16. Question 16. I Have A Family Member Who Is A Supplier To The
University. What Should I Do?
Answer :
You need to declare this on the personal interest form and must ensure that
the University is notified of this whenever any business dealings may be
impacted by this relationship.
17. Question 17. A Supplier Has Phoned For A Discussion On A Tender,
What Should I Do?
Answer :
Ask the supplier to put their queries in writing to the Procurement Service
(contact details will be included within the tender document). This will then be
reviewed and if necessary a response will be provided to all suppliers.
18. Question 18. Why Must All Suppliers Is Given The Same Information?
Answer :
This is to ensure openness and transparency, and to ensure that no supplier is
given an unfair advantage over another.

HR Interview Questions
19. Question 19. What Information Is Deemed To Be Confidential?
Answer :
The Procurement Service will review this in conjunction with the supplier and
guidance in relation to the Freedom of Information Act.
20. Question 20. A Supplier Has Offered To Take Me Out For Lunch, What
Should I Do?
Answer :
If the supplier is contracted to the University and the lunch is of low value (i.e.
a sandwich lunch) this is fine to accept. However, if the supplier is currently in
a tender process, under no circumstance should lunch be accepted. For a
lunch where the value is over £30, the gifts and hospitality form should be
completed and sent to the Procurement Service.
21. Question 21. I Have Been Offered A Gift By A Supplier, What Should I
Do?
Answer :
This should be notified to the approver and where the value is over £30 the
gifts and hospitality form should be completed and sent to the Procurement
Service. The gift should then be raffled within the Department with the
proceeds being donated to charity.
22. Question 22. What Is Value For Money?
Answer :
Value for money is a detailed and complex evaluation that takes place to
review the value that the University will derive from a purchase, whether that is
additional value in terms of additional warranty, additional functionality,
energy consumption, whole life costs, total cost of ownership or the price that
will be paid.
23. Question 23. My Purchase Is From Grant Funding. Do The University’s
Procedures Still Apply?
Answer :
Regardless of the source of funding, the money is classed as public money, so
University procedures and legislation will apply.
24. Question 24. How Is Spend Analysis Conducted?
Answer :
Spend information is taken from all financial systems, Oracle, acquire and
Barclaycard spend. This is then reviewed to look at off-contract spend, and
these are then categorised into short-term (contract needed within 12 months,
perhaps where there is a legal requirement or there is likely to be an increase
in spend); medium-term (contract needed within 24 months) and long-term
 (contract needed, but not urgent as there are other contracts available that
can be used).

Hr Coordinator Interview Questions

25. Question 25. Who Conducts The Market Research?
Answer :
Market research will be led by the Procurement Service, but stakeholders
often have a very good understanding of the market available and can provide
information that will assist in this review.
26. Question 26. Can Stakeholders Influence Sourcing Strategies?
Answer :
Yes, stakeholders will be included in the planning process to ensure that their
needs are met and to capture any specialist knowledge they have.
27. Question 27. I Need To Write My First Specification And I Don’t Know
Where To Start.
Answer :
The tender process will be discussed with you as soon as you have
highlighted the requirement to the Procurement Service. As part of this
process, the specification and requirements will be discussed. Sample
specifications can be provided to assist, and the Procurement Service also
offer training in how to write specifications.
28. Question 28. How Will I Know What To Include In The Specification?
Answer :
The tender process will be discussed with you as soon as you have
highlighted the requirement to the Procurement Service. As part of this
process, the specification and requirements will be discussed, and it will be
agreed with you the kind of information you need to include within your
specification. Sample specifications can be provided to assist, and the
Procurement Service also offer training in how to write specifications.
29. Question 29. I Need To Buy Some Equipment That Fits In With Other
Equipment. Can I Specify That?
Answer :
Only where there is a specific need to link in to other equipment for
compatibility reasons cans a brand be specified. If there is no issue with
compatibility, a particular brand cannot be specified. The Procurement Service
will be able to provide advice.
30. Question 30. What Happens If I Realise I Have Missed Something From
The Specification After The Tender Document Has Been Issued But Before
The Tender Documents Have Been Received From Suppliers?
 Answer :
This needs to be discussed with the Procurement Service who will be able to
advice on the best course of action. It may be necessary to re-issue the tender,
or in the case of an EU tender, re-advertise.
31. Question 31. What Happens If I Realise I Have Missed Something From
The Specification After The Tender Documents Have Been Received From
Suppliers?
Answer :
This needs to be discussed with the Procurement Service who will be able to
advice on the best course of action. It may be necessary to re-issue the tender,
or in the case of an EU tender, re-advertise.
32. Question 32. Why Do Evaluation Criteria Need To Be Agreed In
Advance?
Answer :
In EU tenders, there is a legal requirement that selection and award criteria are
notified to suppliers in the notice and documentation, so they understand the
importance that we have placed on each section. In non-EU tenders, it is still
good practice to do this.
33. Question 33. Can We Negotiate To Bring The Suppliers Price Down?
Answer :
Negotiation or bartering on price is not ethical, however there are techniques
that can be adopted to influence a change in a proposal, for example value
engineering. This must be done by trained Procurement Service staff. If price
is very important, it may be possible to carry out an eAuction. This must be
decided in advance of the tender.
34. Question 34. What Happens If I Do Not Want To Award The Contract Or
Tender To The Supplier Ranked In First Position?
Answer :
The reason for agreeing the evaluation criteria in advance is to ensure that the
correct weightings have been given to those areas of most importance.
Through the detailed evaluation undertaken, the supplier ranked in first
position should therefore be the correct supplier, and an award will be made.
35. Question 35. Can I Be Involved In Contract Management?
Answer :
Stakeholders can and will be involved in contract management and review
meetings, where appropriate.
36. Question 36. What Is A Contract Management Log?
Answer :
 A contract management log is a shared document between the University and
the supplier that is used to capture all activities relating to the contract.
Whether it is improvements, records of meetings or issues, the contract
management log will help develop the current contract and also form the
basis for future contracts.
37. Question 37. I Am Having Problems With A Supplier. What Do I Need To
Do?
Answer :
Please contact the Procurement Service to discuss. There are several options
available, each of them will be discussed with you, but could include a formal
letter to the supplier detailing issues, formal meeting with agenda to discuss
issues, or, in extreme cases, notification to the supplier of breach of contract.
The Procurement Service will be in the best position to provide advice.
38. Question 38. I Am Responsible For Requisitioning On Behalf Of A
Department That Uses Acquire. How Long Will It Take For My Requisition To
Be Dealt With?
Answer :
This will depend on the complexity of the requirement, but all requisitions will
be reviewed, though not necessarily auctioned, within 3 working days, as it will
depend upon the level of purchase required.
39. Question 39. Why Does Financial Approval Take Place After The
Sourcing In Acquire But Before On The Paper Based System?
Answer :
This is because the actual cost is being approved in the electronic system
acquiring. It is therefore important to ensure your approver is happy for you to
place the requisition, to save them rejecting it after the sourcing has taken
place.
40. Question 40. I Have Already Obtained Quotes. What Should I Do With
Them?
Answer :
Unless you work in the Faculty of Science and the value is less than £10,000, it
is the Procurement Service’s responsibility to obtain quotations. Please attach
what you have to the requisition, but for future requests, please ensure that a
specification is provided so that the Procurement Service can source
quotations.
41. Question 41. How Do I Raise A Capital Equipment Requisition In
Acquire?
Answer :
Please ensure that you select the field for capital on the requisition screen.
42. Question 42. What Else Do I Need To Do If I Am Buying Research
Equipment?
Answer :
Where equipment is being purchased for research purposes, the research
form must be attached to all requisitions, otherwise it will be rejected.
43. Question 43. Why Do I Need To Complete A Grn?
Answer :
Failure to complete a GRN will result in invoices being unable to be matched
and paid which could put us in breach of contract with our suppliers.
44. Question 44. I Know The Supplier I Want, How Do I Identify This To The
Procurement Service?
Answer :
Unless the supplier is legitimate single source, there should be no stipulation
in advance of a tender of who the stakeholder or approver wishes to use. A full
tender exercise will be completed that will determine the supplier best placed
to fulfill the requirement.
45. Question 45. How Do I Get A Supplier Added To Oracle For Tendering?
Answer :
Please review the supplier process.
46. Question 46. There Is Only One Supplier Able To Carry Out This Work.
Why Do You Still Need To Do A Tender?
Answer :
Even though there may only be one supplier capable of fulfilling the need, their
suitability to work for the University still needs to be assessed.
47. Question 47. Why Can I Not Give My Card To Somebody Else To Use On
My Behalf?
Answer :
This is classed as fraud and must not be done under any circumstance. It is
the cardholder’s responsibility to use the card in accordance with the training
and policy.
48. Question 48. I Have A Need To Buy Items Totaling £1,200. Can I Not
Raise This As 2 Card Transactions?
Answer :
Transactions cannot be disaggregated, and this may result in one of the
transactions being declined by Barclaycard. It may also result in your card
being cancelled for mis-use.
49. Question 49. I Have A Need To Buy Items Totaling £1,200. Can I Have
My Card Limit Raised For This Transaction?
Answer :
 Transaction limits for all cards were raised in 2012. Purchases over £1,000
need to be requisitioned and raised formally unless the cardholder works in
the Faculty of Science in which case single transaction limits may be
increased on receipt of the Purchasing card limit request form.
50. Question 50. I Am A Grade 4 Administrator In A Department. Can I Have
A Card?
Answer :
There is no stipulation on grade to be able to hold a purchasing card; it is up to
the approver to determine who needs cards in their department or college.
51. Question 51. I Am Out In The Field And Am Unable To Seek Approval
From My Approver, What Do I Do?
Answer :
If possible, contact the approver by telephone or email asking for approval and
complete the purchase card authorization form as soon as you are able.
52. Question 52. A Supplier Has Not Sent Me A Receipt For A Transaction.
What Do I Do?
Answer :
You must ask for a receipt when the purchase is made. If a receipt has not
been issued, chase the supplier and ask for an invoice to support the
purchase.
53. Question 53. I Have An Urgent Requirement, What Do I Need To Do?
Answer :
If this is a genuine emergency, the in hours and out of hours emergency
procedures will apply. However, this process cannot be used for failure to
plan.
54. Question 54. As Durham University Obtains Funding From Sources
Other Than The Public Sector, Are We Still Classed As A Public Body?
Answer :
The issue of whether a University remains a contracting authority for the
purposes of EU procurement law depends on the precise source of funding
and this would need to be reviewed by an independent legal expert to
determine.
55. Question 55. Are There Any Advantages To Still Being Classed As A
Public Body?
Answer :
The advantages that we receive by complying with EU legislation are:
o Free advertising of requirements and therefore being alerted to
other suppliers that may not have been known about otherwise.
o Compliance with the competition act.
 o Assurance that a robust and fair process has been followed.
56. Question 56. Why Does It Take So Long To Do An Eu Tender?
Answer :
There are timescales stipulated within the legislation that relate to the time
the supplier has to review and submit documents. These timescales are
deemed to be reasonable. The remainder of the time is linked to the process
that the University undertakes in order to ensure a fair process and correct
award. This would be undertaken regardless of whether it was an EU tender or
not.
57. Question 57. I Am Not Sure Of The Exact Spending For My Requirement,
But It Is Likely To Be Close To £170k. Does This Need To Be An Eu Tender?
Answer :
As the limit is so close to the threshold set in the legislation, it would be
appropriate to treat this as an EU tender. Failure to do so may result in the
tender having to be aborted if costs escalated over the EU threshold.
58. Question 58. Who Decides Which Eu Process Will Be Undertaken?
Answer :
The Procurement Service will make recommendations on the process,
whether that will be a one stage or two stages, but the stakeholder is able to
provide their own thoughts on this as part of the planning phase.
59. Question 59. Who Decides If We Do Our Own Tender Or Use A Consortia
Agreement?
Answer :
It is a requirement, as identified in the Diamond Report, for University’s to use
collaborative agreements for 30% of their non pay spends. This is measured
on an annual basis through statistical returns. The Procurement Service will
always review any agreements that are available to use, and will discuss with
the stakeholder if this is suitable for their needs. If they are, a mini competition
will be undertaken that complies with the terms set in the framework
agreement. This can substantially reduce timescales. If the agreement is not
suitable, or does not closely match our requirements, we will have to do our
own tender.
60. Question 60. I Have Items That I Wish To Remove From My College Or
Department. What Do I Need To Do?
Answer :
You will need to complete the appropriate Sold Note or Gifts of Second Hand
Goods and Materials form in compliance with the appropriate procedure.
61. Question 61. Does It Not Cost More To Buy Something Sustainable?
Answer :
 We have proven through proactive contract management and engagement
with suppliers that sustainable procurement does not need to cost more, and
can often cost less.
62. Question 62. Why Do We Need To Address Social Issues Within
Tenders?
Answer :
The Public Services (Social Value) Act 2012 stipulates that public authorities
need to have reviewed the social value of the service prior to tendering it.
Failure to consider this may result in a legal challenge.