Purchasing Policy

Policy Statement

An-Najah National University is committed to maintaining the highest standards of integrity, transparency, and sustainability in its procurement practices. This policy governs all purchasing activities within the university, ensuring that they are conducted ethically, efficiently, and in alignment with the institution's strategic goals. The university prioritizes responsible stewardship of resources, adherence to legal and regulatory requirements, and the promotion of sustainability throughout the procurement process. All purchases made on behalf of the university must comply with this policy to support the university’s mission of excellence in education, research, and community engagement.

Purpose

The purpose of this policy is to:

1. Ensure that all sourcing, procurement, and supply chain activities are conducted in an ethical, efficient, and accountable manner.
2. Guarantee that public funds are managed prudently, with procurement processes demonstrating open, fair, and transparent methodologies.
3. Support the university’s strategic goals, including its commitment to sustainability, by integrating social, environmental, and economic considerations into the procurement process.

Scope

This policy applies to all goods and services procured by An-Najah National University, including outsourced suppliers, supply chains, service providers, equipment suppliers, stationery providers, and building contractors. It encompasses all stages of procurement, from initial sourcing to final disposal of surplus assets.

Principles

Procurement at An-Najah National University is guided by the following principles:

1. Fairness, Transparency, and Accountability:
   • All procurement activities will be conducted in a manner that ensures open competition, transparency, and accountability, fostering trust and integrity in the procurement process.
2. Legal Compliance:
   • The university will comply with all applicable legal obligations, trade agreements, funding agency requirements, and internal policies and regulations to ensure lawful and responsible procurement practices.
3. Sustainability and Resource Optimization:
   • Procurement will prioritize the best value for money while adhering to sustainable stewardship practices. Life cycle assessments and triple bottom line considerations will guide decisions, recognizing the financial, social, and environmental impacts of purchases. The university will seek to reduce its carbon footprint and environmental impact through responsible purchasing.
4. Ethical Standards and Conflict of Interest:
   • All procurement activities will be conducted ethically, adhering to professional public procurement practices. Conflicts of interest will be actively avoided, and any potential conflicts will be managed transparently.
5. Innovation and Continuous Improvement:
   • The university will embrace innovation in procurement practices, continuously seeking to improve processes, adopt new technologies, and implement best practices to enhance efficiency and effectiveness.
6. Diversity and Inclusion:
   • The university is committed to promoting diversity and inclusion in its procurement processes by encouraging the participation of small, minority-owned, and locally based businesses.

Responsibilities

1. Director of Purchasing Services:
   • The Director is responsible for administering this policy and developing practices, processes, and procedures that align with effective procurement operations. This includes ensuring compliance with public procurement principles and the strategic objectives of the university.
2. Purchasing Services:
   • Purchasing Services will collaborate with departments and units to understand their needs, specifications, and strategic priorities. They will facilitate the procurement of goods and services, ensuring alignment with the university’s sustainability goals and regulatory requirements.
   • They are also responsible for the disposal of surplus assets through reallocation, direct sale, auction, trade, donation, recycling, or landfill disposal, following best practices and sustainability principles.
3. University Faculty and Staff:
   • All faculty and staff members are responsible for ensuring their purchases comply with relevant legislation, statutory regulations, and internal university standards. This includes adhering to established procurement procedures and ensuring that purchases contribute to the university's broader sustainability and ethical goals.
4. E-Commerce and Low-Value Purchases:
   • Purchasing Services may issue commercial cards or utilize other e-commerce platforms to facilitate the acquisition of low-value goods, ensuring these mechanisms are used responsibly and in accordance with the university’s financial policies.
5. Restricted Goods and Services:
   • Certain goods and services that require additional review and technical approval will be subject to this policy. These restricted items must comply with internal university standards and undergo a competitive procurement process, with final approval from the relevant department.

Review and Monitoring

The Purchasing Policy will be reviewed periodically to ensure it remains aligned with the university’s strategic objectives, legal requirements, and best practices in procurement. Continuous monitoring will be conducted to assess the effectiveness of procurement activities and identify areas for improvement.

Effective Date: October 12, 2016

Review Date: Jun 20, 2024