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Procurement Manual

Index

2.4.2 Responsibilities of Officers

Senior officers in a Procuring Entity have responsibility to:

  • Provide instructions and guidance to staff, especially where they may be exposed to opportunities for accusations of fraud or corruption; 
  • Encourage staff to follow ethical principles and practices and create an environment where transparency and openness are the standard; 
  • Ensure that all staff comply with instructions and guidelines, including the maintenance of documented records; 
  • Set appropriate levels of financial delegation, and ensure a proper separation and rotation of duties.

Junior officers in a Procuring Entity have responsibility to: 

  • Follow management instructions and procedural guidelines; 
  • Be alert to and report any indications of unethical behaviour; 
  • Seek guidance from a manager or auditor on any concerns that may arise. 

2.4.3 Responsibilities of the Private Sector

The Private Sector is not exempt from responsibility to act ethically and transparently in procurement proceedings with the Government of Sierra Leone. This message is to be reinforced by requiring bidders to sign a formal 

declaration before participating in any procurement process: 

“I hereby certify that I and all officers of the Company which I represent will  uphold the highest ethical standards in doing business with the Government of Sierra Leone. We will not attempt to bribe government officials with money or other goods or services; we will not request favourable treatment and we will not seek information about competitors or other information regarding the procurement process. I understand that if I, or other officers of the Company which I represent are found to have breached this commitment, that sanctions will be made against the Company, including being debarred from doing business with the Government of Sierra Leone for a period of 5 years.”

2.5 SANCTIONS FOR NON-COMPLIANCE WITH ETHICAL STANDARDS

Due to the special and additional public trust placed on procurement professionals as custodians of public funds, a special and additional level of rules, compliance, obligations and sanctions governing the activities of all officials engaged in any way in public procurement regardless of their rank or function will be applied.

Adherence to the provisions of the Act and Regulations by Public Officials is obligatory and failure to do so will be considered an offence subject to sanctions. The level of sanctions will be published separately and will be graduated depending on the offence. Any official suspected of non-adherence to the rules and regulations will be suspended and his or her benefits, including salary, withheld pending investigation. Officials found misappropriating government funds, regardless of the value, will be summarily dismissed. Other offences involving non-adherence to the rules and regulations, including negligence and irresponsibility will result in sanctions as specified in the revised Civil Service Code. 

Any bidder, supplier, contractor or consultant who attempts to influence a procurement process, or the administration of a contract by any unfair method, will be subject to sanctions. This may include debarment of the company from Government contracts for a period of five years, in addition to any remedies that may be sought in a court of law.

2.6 INTERNAL AND INDEPENDENT MONITORING

Each Procuring Entity shall ensure that regular internal monitoring of procurement activity is undertaken in accordance with the principles and provisions of the Law, and the Manual, to ensure the overall effectiveness of procurement.

Regular monitoring of procurement in a Procuring Entity will continue to be undertaken by Auditor General and the Ministry of Finance, but this Manual also introduces a formal system of routine reporting on procurement to the NPPA. The NPPA will assess issues of professional efficiency and effectiveness in procurement, may call for detailed assessments or explanations on individual procurements, and will issue reports of findings in consultation with the Auditor General.

2.6.1 Reporting and Actioning of Report Recommendations

All reports arising from such monitoring activities shall be communicated to the Head of the Procuring Entity for appropriate action. Additionally, independent monitoring and external audit reports may be communicated to donors or other funding agencies where the report covers contracts and/or projects funded by them. 

On receipt of a monitoring report, the Procuring Entity shall take appropriate action to:

  • remedy any adverse findings, weaknesses or anomalies identified in the report; 
  • implement any recommendations for improvement; 
  • impose the specified sanctions on individual Public Officials.

Procurement Manual (Download Full Version) | 629 KB 


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