Procurement Policy and Procedures Training Course

Duration 10 days 19 modules · 65 contact hours
Level Intermediate Certificate on completion
Who attends Procurement Officers, Procurement Managers and others
Fee from USD 2,200 KSh 190,000 for Kenyan organisations
Where 52 cities + online See dates by city
Next start 16 Nov 2026 Course code SD-P-126

Before you join: Participants should have practical exposure to purchasing, supplier engagement, purchase requisitions, contracts, project delivery or budget approval.

Dates & prices

Two start dates a month in every city, and live online on weekdays or weekends. Fees are per participant; classroom fees include tuition, materials, lunch and refreshments, and the certificate.

Suggest a date or city

Showing the next six months. Later dates, other cities and private deliveries for your team are available on request.

Course overview

Procurement policies and procedures determine how an organisation converts business requirements into fair, controlled and value-for-money supplier commitments. Weak or outdated rules create inconsistent buying decisions, unmanaged conflicts of interest, contract leakage, delayed approvals and poor audit outcomes. The challenge is not simply writing a policy: it is designing a workable control system that staff can follow under routine, urgent and high-value purchasing conditions.

This course develops the practical capability to design, apply and improve procurement policies, procedures and controls. Participants examine policy hierarchy, delegated authority, sourcing thresholds, competition rules, specifications, tender documentation, evaluation governance, contract award, supplier management, records retention and exceptions. They use methods including RACI, spend segmentation, total cost of ownership, weighted scoring models, risk registers, three-way match controls and supplier performance scorecards. Public-sector and private-sector cases address regulated purchasing, donor-funded procurement, capital projects, professional services and critical operational supplies.

Delivered over 10 days in the classroom in 50+ cities or live online, the course combines instructor briefings, case analysis, group decision work, tender simulations and structured application planning. Each training day runs from 08:30 to 16:30 and provides approximately 6.5 contact hours. Participants progressively build a procurement policy and procedures pack for their own organisation or a realistic case organisation, then test it against sourcing, approval, contract and audit scenarios. They receive a certificate of completion.

The course suits procurement professionals and operational managers who already work with suppliers, purchase requests, contracts or approval processes and now need stronger control design and policy implementation skills.

What you will be able to do

  • Design a procurement policy hierarchy with clear scope, ownership and review controls
  • Apply delegated authority matrices and sourcing thresholds to purchasing decisions
  • Prepare category sourcing plans using spend analysis, market research and risk assessment
  • Draft specifications, solicitation documents and evaluation criteria that support fair competition
  • Use weighted scoring models and evaluation governance to document supplier selection decisions
  • Build contract administration procedures covering change control, performance and close-out
  • Establish procurement records, exception approvals and audit trails for control assurance
  • Produce and present a complete procurement policy and procedures pack

Benefits of attending

For you

  • Write procurement rules that staff can apply consistently
  • Defend supplier selection decisions with documented evaluation evidence
  • Identify control gaps before they become audit findings
  • Manage policy exceptions without weakening approval discipline
  • Lead procurement procedure reviews with credible recommendations

For your organisation

  • Fewer unauthorised purchases and retrospective approval requests
  • Clearer competition, evaluation and award documentation
  • Reduced supplier disputes caused by weak specifications and contract handovers
  • Stronger audit trails for regulated, donor-funded and high-value procurement
  • More consistent purchasing decisions across departments and locations

Course modules

19 modules over 10 days

Participants can structure a procurement policy suite with clear authority, scope and document controls.

  • Policy hierarchy linking board mandates, delegation schedules, procedures and work instructions
  • Mandatory versus guidance clauses distinguished through approval, control and audit consequences
  • Procurement policy scope mapped across goods, services, works and consultancy engagements
  • Policy ownership, review cycles, exception authority and controlled document versioning
  • RACI matrix assigns accountable owners for each procurement control point
  • Plain-language policy drafting using defined terms, thresholds and cross-references

Participants can establish decision rights, approval limits and segregation of duties for procurement activity.

  • Delegated authority matrix separates requisition, approval, evaluation, award and payment roles
  • Segregation of duties controls prevent self-approval and unmanaged supplier influence
  • Approval thresholds calibrated by value, risk, category and contractual commitment
  • Procurement steering committees define escalation routes for strategic sourcing decisions
  • Three Lines Model assigns management, oversight and assurance responsibilities
  • Authority changes controlled through documented appointments, limits and succession arrangements

Participants can convert business demand into controlled, complete and approved purchase requirements.

  • Purchase requisition fields capture business need, budget, specification and delivery requirements
  • Demand aggregation identifies repeat purchases suitable for framework or catalogue arrangements
  • Make-or-buy analysis tests internal capability against external supply alternatives
  • Budget availability checks occur before supplier engagement and commitment creation
  • Emergency procurement criteria distinguish genuine urgency from poor planning
  • Requisition approval workflow documents need, funding, authority and procurement route

Participants can prepare risk-based procurement plans from spend, demand and contract data.

  • Spend cube analysis classifies expenditure by supplier, category and business unit
  • Pareto analysis identifies high-value suppliers and concentrated purchasing patterns
  • Kraljic portfolio positions categories by profit impact and supply risk
  • Annual procurement plan sequences sourcing actions, owners, budgets and milestones
  • Procurement lead-time estimates include specification, competition, evaluation and approval stages
  • Pipeline reviews reconcile planned procurements with changing operational demand

Participants can select sourcing approaches based on market conditions, risk and organisational requirements.

  • Supply market analysis examines capacity, competition, entry barriers and cost drivers
  • Porter's Five Forces assesses supplier power and competitive sourcing conditions
  • Sourcing strategies compare open tender, restricted tender, quotation and direct award
  • Total cost of ownership captures acquisition, operating, maintenance and disposal costs
  • Supplier prequalification criteria test capability, capacity, financial standing and compliance
  • Market engagement protocols protect equal treatment before formal solicitation

Participants can produce clear specifications and statements of work that support fair supplier competition.

  • Output specifications define required results, acceptance criteria and service levels
  • Statement of work separates deliverables, milestones, dependencies, assumptions and exclusions
  • Technical specifications avoid brand bias unless justified by compatibility requirements
  • Quality standards translate user requirements into measurable supplier obligations
  • Specification review confirms stakeholder agreement before solicitation release
  • Changeable requirements identified early through assumptions logs and governance gates

Participants can prepare solicitation packs that give suppliers consistent instructions and decision criteria.

  • Invitation to tender structure defines instructions, scope, criteria and conditions
  • Request for quotation procedures suit low-risk, standardised and clearly specified purchases
  • Bidder communication protocol records clarifications, amendments and distribution controls
  • Submission deadlines, opening procedures and late-bid rules protect equal treatment
  • Mandatory requirements distinguish eligibility conditions from scored evaluation criteria
  • Tender timetable aligns supplier response periods with procurement complexity and risk

Participants can conduct documented supplier evaluations using defensible criteria, scoring and moderation procedures.

  • Weighted scoring model links evaluation criteria to published procurement priorities
  • Evaluator briefing addresses confidentiality, conflicts, scoring evidence and consensus rules
  • Compliance screening confirms mandatory submissions before detailed technical evaluation
  • Consensus moderation records score changes, rationale and unresolved evaluator differences
  • Price evaluation methods compare lump-sum, unit-rate and whole-life cost bids
  • Evaluation report documents recommendation, approvals, standstill requirements and award rationale

Participants can embed ethical safeguards and supplier due diligence into procurement procedures.

  • Conflict-of-interest declarations required before evaluation, negotiation and award participation
  • Gifts and hospitality rules distinguish permitted tokens from improper influence
  • Supplier due diligence checks ownership, sanctions, adverse media and legal status
  • Anti-bribery controls address facilitation payments, intermediaries and suspicious conduct
  • Whistleblowing procedures protect reporting, investigation and non-retaliation arrangements
  • Ethical sourcing clauses address labour conditions, human rights and environmental obligations

Participants can control contract award, approval and handover from supplier selection to mobilisation.

  • Award approvals confirm evaluation evidence, authority limits and funding availability
  • Letter of intent use controlled to prevent unintended contractual commitments
  • Contract terms allocate obligations, liabilities, remedies and dispute resolution routes
  • Contract award notice records supplier, value, term and decision authority
  • Mobilisation checklist transfers requirements, risks, contacts and milestones to contract managers
  • Purchase orders align approved requisitions, contract terms and financial coding

Participants can establish procedures for administering supplier obligations, changes, payments and close-out.

  • Contract management plan assigns governance meetings, reporting and escalation responsibilities
  • Service level agreements define measures, targets, remedies and reporting frequency
  • Change control procedure assesses scope, price, time, risk and approval impacts
  • Acceptance procedures verify deliverables against specifications before payment authorisation
  • Three-way match reconciles purchase order, goods receipt and supplier invoice
  • Contract close-out confirms final deliverables, liabilities, records and lessons learned

Participants can measure supplier performance and manage corrective action using agreed contractual evidence.

  • Supplier scorecards combine quality, delivery, cost, service and compliance measures
  • Key performance indicators distinguish leading measures from lagging performance results
  • Performance review meetings document evidence, actions, owners and due dates
  • Corrective action plans address root causes, recovery milestones and escalation triggers
  • Supplier development plans target capability gaps affecting critical supply continuity
  • Performance data informs renewal, extension, re-tender and exit decisions

Participants can identify, assess and treat procurement risks throughout the sourcing and contract lifecycle.

  • Procurement risk register captures likelihood, impact, owner, treatment and review date
  • Supply disruption scenarios test alternatives, inventory buffers and contingency suppliers
  • Single-source dependency assessed through spend concentration and substitutability analysis
  • Risk-based due diligence varies depth according to supplier and category exposure
  • Business continuity clauses require incident notification, recovery plans and testing
  • Residual risk acceptance requires documented authority and time-bound review

Participants can specify workflow, data and access controls for procure-to-pay processes.

  • Procure-to-pay workflow links requisition, approval, order, receipt, invoice and payment
  • Supplier master data controls prevent duplicate vendors and unauthorised bank changes
  • System approval routing applies authority limits, substitutes and escalation rules
  • Catalogue controls guide users toward contracted items and approved suppliers
  • User access reviews remove obsolete permissions and conflicting system roles
  • Exception reports identify split orders, off-contract spend and approval breaches

Participants can define procurement records, retention rules and evidence requirements for audit review.

  • Procurement file index organises approvals, solicitation, evaluation, award and contract records
  • Retention schedule differentiates commercial, tax, legal and donor documentation requirements
  • Audit trail requirements connect decisions to evidence, authority and timestamps
  • Document access controls protect confidential bids and commercially sensitive information
  • Internal audit testing samples transactions against policy requirements and control evidence
  • Management action plans assign remediation owners, deadlines and verification criteria

Participants can manage procurement exceptions without losing transparency, evidence or approval discipline.

  • Waiver request template records justification, alternatives, risk and approving authority
  • Direct award justification tests exclusivity, urgency, compatibility and failed competition
  • Emergency procurement log records immediate action, authority and retrospective review
  • Split-purchase detection identifies transactions designed to avoid approval thresholds
  • Exception register supports trend analysis, corrective action and policy revision
  • Post-award review validates exception outcomes, pricing reasonableness and supplier performance

Participants can adapt procedures for public accountability, donor conditions and cross-border supplier engagement.

  • UNCITRAL Model Law principles support transparency, competition and procedural fairness
  • Donor procurement conditions incorporated into planning, solicitation and reporting controls
  • Bid protest procedures preserve records, timelines and independent review routes
  • International Incoterms 2020 allocate delivery, risk, transport and customs responsibilities
  • Foreign supplier due diligence addresses sanctions, tax registration and payment controls
  • Framework agreements govern call-offs, ceiling values, competition and supplier rotation

Participants can plan policy rollout, user adoption, compliance monitoring and periodic improvement.

  • Implementation plan sequences approval, publication, communication, training and system configuration
  • Procedure maps translate policy requirements into user actions and decision points
  • Compliance dashboard tracks competition rates, cycle times, exceptions and off-contract spend
  • Control self-assessments identify implementation gaps before formal audit reviews
  • Policy review triggers include regulatory change, audit findings and recurring exceptions
  • ISO 20400 principles inform sustainable procurement policy and supplier requirements

Participants can build, review and present a complete procurement policy and procedures pack for a defined organisation.

  • Policy scope, principles, governance and delegated authority assembled into coherent documentation
  • Procedure flows cover requisition, sourcing, evaluation, award, contract and close-out
  • Templates include procurement plans, waiver forms, evaluation sheets and scorecards
  • Control design tested against urgent purchases, conflicts, bid challenges and audit queries
  • Peer review identifies unclear responsibilities, missing evidence and disproportionate controls
  • Implementation roadmap presents ownership, milestones, communications, metrics and review arrangements

Exercises and examples are adapted to each cohort's sectors and roles.

What you take back to work

  1. Procurement policy hierarchy template
  2. Delegated authority and RACI matrix
  3. Annual procurement planning template
  4. Tender evaluation scoring model
  5. Contract administration checklist
  6. Procurement policy and procedures pack

Who should attend

  • Procurement Officers — need consistent rules for sourcing, evaluation and award decisions
  • Procurement Managers — need to strengthen governance, delegation and policy implementation
  • Supply Chain Managers — need purchasing controls aligned with operational supply requirements
  • Contract Managers — need clearer handovers, change controls and supplier performance procedures
  • Finance and Internal Audit Staff — need to assess procurement approvals, records and compliance evidence
  • Programme and Project Managers — need to procure goods and services within approved controls

Skills and tools covered

Procurement policy designSourcing governanceTender evaluationContract administrationSupplier performance managementProcurement risk control

Tools and standards

RACI matrix, Kraljic Portfolio Matrix, UNCITRAL Model Law on Public Procurement, ISO 20400

How the course runs

Training methodology

Short instructor briefings introduce policy structures, governance methods and control points before participants apply them to realistic procurement cases. Group work examines requisitions, tender packs, evaluation records, approval exceptions and supplier performance data. Simulations test decisions under urgent buying, conflict-of-interest and bid challenge scenarios. Participants use structured templates to develop sections of a policy and procedures pack throughout the course. Facilitated peer review tests whether each control is clear, proportionate, usable and supported by evidence.

Requirements and prerequisites

Participants should have practical exposure to purchasing, supplier engagement, purchase requisitions, contracts, project delivery or budget approval. They should be familiar with common procurement terms such as purchase order, quotation, tender, supplier and contract. Experience of writing policies is helpful but not required. The course does not require prior legal training, accounting qualifications, advanced spreadsheet skills or specialist public procurement certification. Participants will gain most value if they can refer to a current procurement policy, approval matrix or recurring purchasing problem from their workplace.

A typical training day

08:30 – 10:30First session
10:30 – 10:45Refreshment break
10:45 – 12:30Second session
12:30 – 13:30Lunch and networking
13:30 – 15:00Third session
15:00 – 15:15Refreshment break
15:15 – 16:30Workshop and daily review

Live online deliveries follow the same structure in East Africa Time, with shorter screen blocks and longer breaks.

What the fee includes

  • Instruction by a practitioner facilitator
  • Full course workbook and materials
  • Exercise files, templates and case studies
  • Refreshments and lunch on classroom deliveries
  • Certificate of completion
  • Post-course application plan

Frequently asked questions

You should have practical exposure to purchasing, suppliers, contracts, requisitions or budget approvals. Prior policy-writing experience and formal procurement qualifications are not required.

Bring a current procurement policy, delegated authority schedule, procedure, tender template or recurring control problem if you can. These materials help you apply the course tools to real workplace conditions, subject to your organisation's confidentiality rules.

It is designed for procurement, supply chain and contract professionals with operational experience. Finance, internal audit, project and programme managers also benefit where they approve, review or rely on procurement decisions.

General procurement courses often focus on sourcing stages and supplier negotiations. This course concentrates on the rules, procedures, approvals, records and controls that make those activities consistent and auditable.

Participants build policy clauses, workflow maps, approval matrices, evaluation tools and control checklists during the course. These can be adapted for a policy review, audit action plan, new procurement system or contract management process.

The first week establishes policy architecture, planning, sourcing, solicitation, evaluation and award controls. The second week develops contract, supplier, risk, systems, records, exception and implementation procedures before the final capstone presentation.

Questions about this course?

Ask about dates, fees, group bookings or running it for your team. Our training team replies by email.

Ask on WhatsApp info@skillsetdevelopment.com

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