JezK

Edit File: 1590916263.M91903P2009109.mocha3025.mochahost.com,S=40681,W=41638:2,S

Envelope-to: ahmad@jack.ngo,
 hadi@jack.ngo,
 haseeb.shirzada@jack.ngo,
 nooromari@jack.ngo
Delivery-date: Sun, 31 May 2020 05:11:03 -0400
From: <dr.tokhi@jack.ngo>
To: "'Mohammadi, Mohammad Hashim'" <mohammadhashim.mohammadi@savethechildren.org>,
	<rm1twinning@acbar.org>
Cc: <ahmad@jack.ngo>,
	"'Ateed, Seddiqullah'" <Seddiqullah.Ateed@savethechildren.org>,
	<haseeb.shirzada@jack.ngo>,
	<hadi@jack.ngo>,
	<takal@jack.af>,
	<nooromari@jack.ngo>
References: <AM5PR03MB2866E175164C701193A351F494B50@AM5PR03MB2866.eurprd03.prod.outlook.com> <28283e25-cf3d-41ec-bd0b-4d66a28cc62f@email.android.com> <VI1PR03MB2877F660C00A3D82E9532728948D0@VI1PR03MB2877.eurprd03.prod.outlook.com>
In-Reply-To: <VI1PR03MB2877F660C00A3D82E9532728948D0@VI1PR03MB2877.eurprd03.prod.outlook.com>
Subject: RE: stock/Warehouse management policy
Date: Sun, 31 May 2020 13:40:43 +0430
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Thank you very much for your feedback, it will be consider accordingly.

Best Regards,

=20

Best Regards,

Dr. Nasir Ahmad =E2=80=9CTokhi=E2=80=9D MD, MPH

Malaria Project Manager / P4P and Reporting Focal Point        =20

Just for Afghan Capacity and Knowledge       =D8=A8=D9=84=D9=86=D8=AF =
=D8=A8=D8=B1=D8=AF=D9=86 =D8=B3=D8=B7=D8=AD =D8=AF=D8=A7=D9=86=D8=B4 =
=D9=88 =D8=AA=D9=88=D8=A7=D9=86=D9=85=D9=86=D8=AF=DB=8C =
=D8=A7=D9=81=D8=BA=D8=A7=D9=86=D9=87=D8=A7 (=D8=AC=DA=A9) =20

Address: First Street of Karta-e-Chahar

Behind AWCC Main Office, House # 08

Ph: +93 705546907 , 799612015=20

Email: <mailto:dr.tokhi@jack.ngo> dr.tokhi@jack.ngo =20

Website:www.jack.ngo=20

=20

From: Mohammadi, Mohammad Hashim =
[mailto:mohammadhashim.mohammadi@savethechildren.org]=20
Sent: Sunday, May 31, 2020 1:27 PM
To: Dr.Nasir Ahmad tokhi <dr.tokhi@jack.ngo>; rm1twinning@acbar.org
Cc: ahmad@jack.ngo; Ateed, Seddiqullah =
<Seddiqullah.Ateed@savethechildren.org>; haseeb.shirzada@jack.ngo; =
hadi@jack.ngo; takal@jack.af; nooromari@jack.ngo
Subject: RE: stock/Warehouse management policy

=20

Dear Tokhi Sahib,

=20

We have reviewed your organization Stock/Warehouse Policy and come up =
with the below feedback:=20

=20

Here are our feedback from the shared document:

=20

1.       I did not find Procurement section in the document, I assume =
Procurement has its own separate policy document. I also found some of =
its content related to Admin and Safety and Security, which are not for =
us to comment.

2.       Suggest to make the document into better chronological order. =
The current one seems like in random order. For example on the Stock =
Management section, it starts with stock inspection instead of with =
detail practice on how to do good stock management. Ideally staff should =
be guided first on how to do things before knowing what they will be =
checked against during stock inspection.=20

3.       The document has covered many of basic policies, especially =
under Warehousing and Transport, however I found several times the =
document wrote about expectation, but not detailing what to do to meet =
the expectation. Ideally the policy document should detail on how to do =
things, it should serve as reference document in case staff has =
technical questions.=20

a.	From page 5: =E2=80=9CThe stock keeper must ensure that the humidity, =
heat etc. in the room is appropriate for the stock items=E2=80=9D. --> =
no guidance in the document that says what is the appropriate =
temperature range for the stock items, what equipment are needed to =
maintain it, etc.
b.	From page 10: =E2=80=9CThe logistic department is sole responsible to =
follow up the fuel, maintenance and other running costs of the vehicles =
and prepare vehicle analysis report and report it to the finance =
department for the cost calculation=E2=80=9D. --> no clear guidance in =
the document on how to do it: how often is the maintenance should be =
carried out, how the fuel management should be done, etc.

4.       From page 5: =E2=80=9CAll the goods purchased through an =
agreement with the supplier shall be checked and verified by the same =
quotation committee to make sure the quantity and quality of purchased =
goods=E2=80=9D. --> while the Partner certainly has the full right to =
make its own policy, I still would like to ask if this is necessary for =
several reasons:

a.	Will the whole committee members have time to check all items for =
every purchase? This seems a bit inefficient.
b.	Involving procurement committee after purchasing process can have the =
risk of conflict of interest as this will lead to inexistence of task =
segregation. Ideally, in an organization there should be a clear task =
segregation, including between purchasing and receiving. Those who make =
decision in purchasing should not take part in receiving. Receiving task =
can be delegated to warehouse staff and technical staff from requesting =
team.

From Page 6: =E2=80=9CJACK Employees who needs any goods shall fills out =
the Requisition Form and gets the approval of his or her line manager =
and submit it to logistic department, the logistic in charge should =
check whether the requested item is available in stock, if so then the =
goods must be released from the stock, the logistic or his/her designee =
should prepare the stock release order and after approvals the good can =
be released from the stock. If not available then it has to be =
purchased=E2=80=9D. --> This could create confusion in tracking expenses =
under the grant if it is not carefully managed. The above can only be =
applied if the scenario is the requester and the goods in the warehouse =
belongs to the same project. If they are from different projects, as =
mentioned, it could create confusion as all warehouse stock should be =
recorded and released for specific grant or project. If other project =
wants to use the stock, it should be on loan basis (subject to approval =
from stock owner =E2=80=93 not approval from Logistics because Logistics =
is custodian) and must be replenish

=20

Best Regards

Hashim=20

Mohammad Hashim Mohammadi | Save the Children | Partnership Manager=20

Telephone: + 93(0)728972230

<http://www.savethechildren.org.uk/> www.afghaistan.savethechildren.org =
 =20

Email: mohammadhashim.mohammadi@savethechildren.org =
<mailto:mohammadhashim.mohammadi@savethechildren.org>=20

=20

From: Dr.Nasir Ahmad tokhi <dr.tokhi@jack.ngo <mailto:dr.tokhi@jack.ngo> =
>=20
Sent: Tuesday, May 26, 2020 11:27 AM
To: Mohammadi, Mohammad Hashim =
<mohammadhashim.mohammadi@savethechildren.org =
<mailto:mohammadhashim.mohammadi@savethechildren.org> >; =
rm1twinning@acbar.org <mailto:rm1twinning@acbar.org>=20
Cc: ahmad@jack.ngo <mailto:ahmad@jack.ngo> ; Ateed, Seddiqullah =
<Seddiqullah.Ateed@savethechildren.org =
<mailto:Seddiqullah.Ateed@savethechildren.org> >; =
haseeb.shirzada@jack.ngo <mailto:haseeb.shirzada@jack.ngo> ; =
hadi@jack.ngo <mailto:hadi@jack.ngo> ; takal@jack.af =
<mailto:takal@jack.af> ; nooromari@jack.ngo <mailto:nooromari@jack.ngo>=20
Subject: stock/Warehouse management policy

=20

Dear Dr.Sahib Maqsoodi and Mohammadi Sahib,

Greeting and EID mubarak,

Please kindly find attached file of stock/Warehouse management in JACK =
Logistics general Policy for your kindly review and if you have any =
comment please let me know.

Best Regards,

Dr. Nasir Ahmad =E2=80=9CTokhi=E2=80=9D MD, MPH

Malaria Project Manager / P4P and Reporting Focal Point        =20

Address: First Street of Karta-e-Chahar

Behind AWCC Main Office, House # 08

Ph: +93 705546907 , 799612015=20

Email: <mailto:dr.tokhi@jack.ngo> dr.tokhi@jack.ngo =20

Website:www.jack.ngo=20

=20

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<html xmlns:v=3D"urn:schemas-microsoft-com:vml" =
xmlns:o=3D"urn:schemas-microsoft-com:office:office" =
xmlns:w=3D"urn:schemas-microsoft-com:office:word" =
xmlns:m=3D"http://schemas.microsoft.com/office/2004/12/omml" =
xmlns=3D"http://www.w3.org/TR/REC-html40"><head><meta =
http-equiv=3DContent-Type content=3D"text/html; charset=3Dutf-8"><meta =
name=3DGenerator content=3D"Microsoft Word 15 (filtered medium)"><style></style></head><body lang=3DEN-US link=3Dblue =
vlink=3Dpurple><div class=3DWordSection1>Thank you very much for your feedback, it will =
be consider accordingly.<o:p></o:p>Best =
Regards,<o:p></o:p><o:p>&nbsp;</o:p><div>Best =
Regards,<o:p></o:p><img width=3D73 =
height=3D57 id=3D"Picture_x0020_1" =
src=3D"cid:image002.jpg@01D63751.142BC5E0" =
alt=3D"cid:16c56cc57a44ce8e91"><o:p></o:p>&nbsp;Dr. Nasir Ahmad =E2=80=9CTokhi=E2=80=9D =
MD, MPH<o:p></o:p>Malaria Project Manager / P4P and =
Reporting Focal Point&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</sp=
an><o:p></o:p>Just for Afghan Capacity and =
Knowledge&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
&nbsp;=D8=A8=D9=84=D9=86=D8=AF =D8=A8=D8=B1=D8=AF=D9=86 =
=D8=B3=D8=B7=D8=AD =D8=AF=D8=A7=D9=86=D8=B4 =D9=88 =
=D8=AA=D9=88=D8=A7=D9=86=D9=85=D9=86=D8=AF=DB=8C =
=D8=A7=D9=81=D8=BA=D8=A7=D9=86=D9=87=D8=A7 (=D8=AC=DA=A9)&nbsp; =
<o:p></o:p>Address: First Street of =
Karta-e-Chahar<o:p></o:p>Behind AWCC Main Office, House # =
08<o:p></o:p>Ph: +93 705546907 , 799612015 <o:p></o:p>Email: <a =
href=3D"mailto:dr.tokhi@jack.ngo">dr.tokhi@jack.ngo</a>&nbsp; <o:p></o:p>Website:www.jack.ngo <o:p></o:p></div><o:p>&nbsp;</o:p><div><div =
style=3D'border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in =
0in 0in'>From: Mohammadi, Mohammad Hashim =
[mailto:mohammadhashim.mohammadi@savethechildren.org] Sent: =
Sunday, May 31, 2020 1:27 PM To: Dr.Nasir Ahmad tokhi =
&lt;dr.tokhi@jack.ngo&gt;; rm1twinning@acbar.org Cc: =
ahmad@jack.ngo; Ateed, Seddiqullah =
&lt;Seddiqullah.Ateed@savethechildren.org&gt;; haseeb.shirzada@jack.ngo; =
hadi@jack.ngo; takal@jack.af; nooromari@jack.ngo Subject: RE: =
stock/Warehouse management policy<o:p></o:p></div></div><o:p>&nbsp;</o:p>Dear Tokhi =
Sahib,<o:p></o:p><o:p>&nbsp;</o:p>We have reviewed your organization Stock/Warehouse =
Policy and come up with the below feedback: <o:p></o:p><o:p>&nbsp;</o:p>Here are our =
feedback from the shared document:<o:p></o:p><o:p>&nbsp;</o:p><![if !supportLists]>1.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
<![endif]>I did not find =
Procurement section in the document, I assume Procurement has its own =
separate policy document. I also found some of its content related to =
Admin and Safety and Security, which are not for us to =
comment.<o:p></o:p><![if !supportLists]>2.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
<![endif]>Suggest to make the =
document into better chronological order. The current one seems like in =
random order. For example on the Stock Management section, it starts =
with stock inspection instead of with detail practice on how to do good =
stock management. Ideally staff should be guided first on how to do =
things before knowing what they will be checked against during stock =
inspection. <o:p></o:p><![if !supportLists]>3.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
<![endif]>The document has covered =
many of basic policies, especially under Warehousing and Transport, =
however I found several times the document wrote about expectation, but =
not detailing what to do to meet the expectation. Ideally the policy =
document should detail on how to do things, it should serve as reference =
document in case staff has technical questions. <o:p></o:p><ol =
style=3D'margin-top:0in' start=3D1 type=3Da><li class=3DMsoNormal =
style=3D'mso-list:l4 level1 lfo6'>From page 5: =E2=80=9CThe stock keeper =
must ensure that the humidity, heat etc. in the room is appropriate for =
the stock items=E2=80=9D. =C3=A0 no guidance in the =
document that says what is the appropriate temperature range for the =
stock items, what equipment are needed to maintain it, =
etc.<o:p></o:p></li><li class=3DMsoNormal style=3D'mso-list:l4 level1 =
lfo6'>From page 10: =E2=80=9CThe logistic department is sole responsible =
to follow up the fuel, maintenance and other running costs of the =
vehicles and prepare vehicle analysis report and report it to the =
finance department for the cost calculation=E2=80=9D. =C3=A0 no clear guidance in the =
document on how to do it: how often is the maintenance should be carried =
out, how the fuel management should be done, etc.<o:p></o:p></li></ol><![if !supportLists]>4.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
<![endif]>From page 5: =E2=80=9CAll =
the goods purchased through an agreement with the supplier shall be =
checked and verified by the same quotation committee to make sure the =
quantity and quality of purchased goods=E2=80=9D. =C3=A0 while the Partner =
certainly has the full right to make its own policy, I still would like =
to ask if this is necessary for several reasons:<o:p></o:p><ol =
style=3D'margin-top:0in' start=3D1 type=3Da><li class=3DMsoNormal =
style=3D'mso-list:l0 level1 lfo10'>Will the whole committee members have =
time to check all items for every purchase? This seems a bit =
inefficient.<o:p></o:p></li><li class=3DMsoNormal style=3D'mso-list:l0 =
level1 lfo10'>Involving procurement committee after purchasing process =
can have the risk of conflict of interest as this will lead to =
inexistence of task segregation. Ideally, in an organization there =
should be a clear task segregation, including between purchasing and =
receiving. Those who make decision in purchasing should not take part in =
receiving. Receiving task can be delegated to warehouse staff and =
technical staff from requesting team.<o:p></o:p></li></ol>From Page 6: =E2=80=9CJACK Employees who needs any =
goods shall fills out the Requisition Form and gets the approval of his =
or her line manager and submit it to logistic department, the logistic =
in charge should check whether the requested item is available in stock, =
if so then the goods must be released from the stock, the logistic or =
his/her designee should prepare the stock release order and after =
approvals the good can be released from the stock. If not available then =
it has to be purchased=E2=80=9D. =C3=A0 This could create =
confusion in tracking expenses under the grant if it is not carefully =
managed. The above can only be applied if the scenario is the requester =
and the goods in the warehouse belongs to the same project. If they are =
from different projects, as mentioned, it could create confusion as all =
warehouse stock should be recorded and released for specific grant or =
project. If other project wants to use the stock, it should be on loan =
basis (subject to approval from stock owner =E2=80=93 not approval from =
Logistics because Logistics is custodian) and must be =
replenish<o:p></o:p><o:p>&nbsp;</o:p><o:p>&nbsp;</o:p><o:p>&nbsp;</o:p>Best =
Regards<o:p></o:p>Hashim =
<o:p></o:p>Mohammad Hashim Mohammadi | =
Save =
the Children | Partnership Manager =
<o:p></o:p>Telephone: + =
93(0)728972230<o:p></o:p><a =
href=3D"http://www.savethechildren.org.uk/">www.afghaistan.savethechildren.org</a>&nbs=
p;&nbsp; <o:p></o:p>Email: <a =
href=3D"mailto:mohammadhashim.mohammadi@savethechildren.org">mohammadhash=
im.mohammadi@savethechildren.org</a><o:p></o:p><o:p>&nbsp;</o:p>From: =
Dr.Nasir Ahmad tokhi &lt;<a =
href=3D"mailto:dr.tokhi@jack.ngo">dr.tokhi@jack.ngo</a>&gt; =
 Sent: Tuesday, May 26, 2020 11:27 AM To: Mohammadi, =
Mohammad Hashim &lt;<a =
href=3D"mailto:mohammadhashim.mohammadi@savethechildren.org">mohammadhash=
im.mohammadi@savethechildren.org</a>&gt;; <a =
href=3D"mailto:rm1twinning@acbar.org">rm1twinning@acbar.org</a> Cc:=
 <a href=3D"mailto:ahmad@jack.ngo">ahmad@jack.ngo</a>; Ateed, =
Seddiqullah &lt;<a =
href=3D"mailto:Seddiqullah.Ateed@savethechildren.org">Seddiqullah.Ateed@s=
avethechildren.org</a>&gt;; <a =
href=3D"mailto:haseeb.shirzada@jack.ngo">haseeb.shirzada@jack.ngo</a>; =
<a href=3D"mailto:hadi@jack.ngo">hadi@jack.ngo</a>; <a =
href=3D"mailto:takal@jack.af">takal@jack.af</a>; <a =
href=3D"mailto:nooromari@jack.ngo">nooromari@jack.ngo</a> Subject:<=
/b> stock/Warehouse management policy<o:p></o:p><o:p>&nbsp;</o:p><div><div><div><blockquote =
style=3D'border:none;border-left:solid #CCCCCC 1.0pt;padding:0in 0in 0in =
6.0pt;margin-left:4.8pt;margin-top:5.0pt;margin-right:0in;margin-bottom:5=
.0pt'><div><div>Dear Dr.Sahib Maqsoodi and Mohammadi =
Sahib,<o:p></o:p>Greeting and EID =
mubarak,<o:p></o:p>Please kindly find attached file of =
stock/Warehouse management in JACK Logistics general Policy for your =
kindly review and if you have any comment please let me =
know.<o:p></o:p>Best Regards,<o:p></o:p>&nbsp;Dr. Nasir Ahmad =E2=80=9CTokhi=E2=80=9D =
MD, MPH<o:p></o:p>Malaria Project Manager / P4P and =
Reporting Focal Point&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;</sp=
an><o:p></o:p>Just for Afghan Capacity and =
Knowledge&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; =
&nbsp;=D8=A8=D9=84=D9=86=D8=AF =D8=A8=D8=B1=D8=AF=D9=86 =
=D8=B3=D8=B7=D8=AD =D8=AF=D8=A7=D9=86=D8=B4 =D9=88 =
=D8=AA=D9=88=D8=A7=D9=86=D9=85=D9=86=D8=AF=DB=8C =
=D8=A7=D9=81=D8=BA=D8=A7=D9=86=D9=87=D8=A7 (=D8=AC=DA=A9)&nbsp; =
<o:p></o:p>Address: First Street of =
Karta-e-Chahar<o:p></o:p>Behind AWCC Main Office, House # =
08<o:p></o:p>Ph: +93 705546907 , 799612015 =
<o:p></o:p>Email: <a =
href=3D"mailto:dr.tokhi@jack.ngo">dr.tokhi@jack.ngo</a>&nbsp; <o:p></o:p>Website:www.jack.ngo =
<o:p></o:p>&nbsp;<o:p></o:p></div></div></blockquot=
e></div><o:p>&nbsp;</o:p></div></div></div></body></html>
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