In all work carried out by Diakonia transparency, good governance, anti-corruption, environmental protection, non discrimination and respect for Human Rights are core values. Our procurement guidelines help us when bying goods or services.

In most countries where we and our partners work, the buying of goods and services is regulated in general law in order to ensure transparency and just processes, but also cost efficiency.

Transparency and efficiency

Procurements are carried out transparently, efficiently, in accordance to general law, in a commercial way with competition and in accordance with Diakonia’s policy and goals, independently of the items value.

Our procurement guildelines also involves documenting the procedures so that controls and audits can take place.

Also applies to partner organisations

Diakonia’s procurement guidelines are used by all Diakonia offices. They also apply to partners when they procure with grants from Diakonia. However, partners may use their own procedures and rules if considered meeting Diakonia standards.

Partners must document the procurement processes so they can be followed up in reports and audits

Diakonia assists partner organisations regarding procurement guidelines. This can be done by developing own guidelines, or helping partners to apply Diakonia’s.

Back donors and audit

Diakonia’s back-donors have the right to follow up and audit procurements that have been made with their funding.

A protection against unethical or corrupt actions

Diakonia's procurement guidelines are tools that give guidance when buying goods or services. The guidelines also serve as a form of “protection” or insurance against unethical or corrupt actions when negotiating or buying things from different suppliers.

Four categories

Proceedings and rules differ according to the value of the item being bought, and are defined according to the value range (threshold values). Diakonia has identified four categories of thresholds as well as the proceedings that follow each threshold.

Diakonia regulations meet Swedish procurement law, and are defined to a value up to purchases for 2 million Swedish crowns (SEK). If procuring for higher values, or with funds not originating from a Swedish back-donor, you are advised to consult a specialist on procurements.

Documentation

All purchases shall be documented. The type of documentation and the comprehensiveness depends on the amount, and the requirements increase with the value of a purchase.

The need for the purchase of goods and/or services should always be motivated, as well as why a specific provider has been used.

Clear technical specifications or terms of reference

Well defined and clear technical specifications or terms of reference are necessary. When defining these needs, Diakonia always make sure that human rights and Diakonia’s environmental guidelines are taken into consideration. 

Also, the commercial conditions must be thought through and documented all through the process.

Archives

Diakonia's rules for archiving directs how the documentation is to be archived. Documentation of each procurement process shall be kept at the office where the procurements have taken place, either a Diakonia country office, a regional office or at the head office.