Department of Supply and Strategic Inventory
The Supplies Department is responsible for:
- Developing plans to ensure food and fodder supplies and distribution channels are available as well as maintaining a strategic stock of both.
- Prepare tenders and follow up on them to ensure food and fodder supplies are available.
- Provision of required food and fodder supplies.
- Procurement of aid and relief supplies donated by the State of Qatar to friendly countries.
- Storing food and fodder stocks as well as aid and relief supplies in regulated storage facilities.
- Issuing licenses related to the operation of State-supported bakeries and flour distribution permissions.
- Allotting the required quantities of food and fodder supplies to distribution centers.
- Monitoring the legal compliance of entities who deal with subsidised food supplies.
The Supplies Department has four divisions:
- The Procurement Section
- The Sales and Distribution Section
- The Stock Management Section
- The Procurement Section is responsible for:
- Developing plans to ensure food and fodder supplies are available, as well as maintaining a strategic stock of both.
- Preparing and following up on tenders and practices, along with directly making agreements regarding the provision of food and fodder materials.
- Following up the supply of food and feed materials required for all tenders for which supply contracts have been concluded, whether they are newly signed or under consideration.
- Conducting studies to maintain the strategic stock of food and feed materials in coordination with other sections.
- Receiving samples submitted by the bidders and sending them for laboratory analysis to ensure that they comply with the conditions and specifications.
- Preparing technical and financial reports for the department’s tenders and following up on their awarding.
- Consulting with relevant ministerial entities and banks to provide suppliers with letters of credit.
- Collaborating with the Sales and Distribution Section to collect and analyse retail samples, ensuring consistency with contractual and technical specifications.
- Maintaining a database for all suppliers and fodder tenders.
- Entering quantities that are consistent with technical specifications into the procurement program.
- Providing and purchasing aid and relief materials provided by the State of Qatar to sibling and friendly countries.
- Preparing payment books for the incoming payments after calculating the delay fines, if applicable.
- The Sales and Distribution Section is responsible for:
- Issuing delivery permits according to which food and fodder supplies are dispersed from the warehouse, as per the amounts available in the warehouse of each type.
- Issuing ration cards and updating them periodically.
- Monitoring the compliance of subsidized commodity retailers with their obligations and taking the necessary legal actions and measures.
- Receiving ration beneficiaries’ calls, and processing citizens’ complaints and special inquiries regarding the disbursement of food and fodder supplies.
- Processing requests to open new retail outlets and looking into the extent to which they conform to the conditions and specifications defined by the department.
- Issuing licenses to operate and manage State-supported bakeries and monitoring the mechanism of granting flour distribution permissions.
- Issuing a replacement for lost receipts.
- Issuing receipts for transactions made through the ministerial account.
- Following up on balances electronically.
- Auditing and reviewing receipts.
- Comparing electronic records with receipt vouchers.
- Following up and recording the incoming amounts of each item.
- Preparing monthly statements that include the balances of the disbursed food and fodder supplies.
- Preparing monthly statements on subsidies of food and feed materials.
- The Stock Management Section is responsible for:
- Daily monitoring the stock levels as well as incoming and outgoing movements at all warehouses.
- Supervising storage methods and maximising storage capacity.
- Consulting with the concerned storage authorities in terms of following up on the daily incoming movement and control, as well as ensuring storage safety.
- Conducting stock sampling and analysis in cooperation with the relevant authorities.
- Issuing final receipts and inspection vouchers for all delivered shipments.
- Collecting materials confiscated by customs, verifying their validity and adding them to the stock balance.
- Processing complaints pertaining to stored materials.
- Following up on the remaining food and fodder supplies in the department’s warehouses.
- Monitoring weight differences in materials supplied in tenders.