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:
- Procurement Section
- Sales and Distribution Section
- Accounting Section
- Stock Management Section
1. The Procurement Section is responsible for:
- Developing plans to ensure the availability of food and fodder supplies and maintaining strategic stocks of each.
- Tendering and signing agreements to ensure the availability of food and fodder supplies.
- Ensuring food and fodder provision contracts are in place for all existing and new tenders.
- Conducting studies to maintain strategic stocks of food and fodder.
- Collecting and analysing samples provided by bidders to ensure they are compliant with the relevant regulations.
- Developing technical and financial reports relating to departmental tender submissions and their awarding processes.
- Liaising 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 in the Ministry.
- Updating the procurement program with quantities that are consistent with technical specifications.
- Purchasing aid and relief supplies donated by the State of Qatar to friendly countries.
2. The Sales and Distribution Section is responsible for:
- Issuing delivery permissions used for food and fodder suppliers.
- Issuing subsidy cards and upgrading them regularly.
- Monitoring the legal compliance of entities that deal with subsidised food supplies.
- Processing queries and complaints related to subsidy cards, food and fodder supplies.
- Processing requests to open new retail outlets and researching the extent of their legal compliance.
- Issuing licenses related to operating and running State-supported bakeries and flour distribution permissions.
- Issuing replacements for missing receipts.
- Issuing receipts for transactions paid through the ministerial account.
3. The Accounting Section is responsible for:
- Preparing payment requests and settlement statements.
- Monitoring the accounts electronically.
- Monitoring deposits in monthly bank statements.
- Auditing and checking receipts.
- Comparing computer records with receipts.
- Tracking quantities of incoming items.
- Preparing monthly statements showcasing the balance of materials for the food and fodder suppliers.
- Preparing monthly statements of subsidised food and fodder supplies.
- Preparing letters related to invoices, including late payment fines.
4. The Stock Management Section is responsible for:
- Daily monitoring of stock levels as well as incoming and outgoing movements at all warehouses.
- Supervising storage methods and maximising storage capacity.
- Liaising with storage facilities regarding incoming deliveries and ensuring the availability of high quality storage.
- Supervising stock sampling and analysis.
- Issuing final receipts for all delivered shipments.
- Collecting materials confiscated by customs, verifying their validity, and adding them to the stock balance.
- Receiving and resolving complaints related to stored materials.
- Monitoring remaining food and fodder supplies in departmental warehouses.
- Monitoring weight differences found in the tender-provided materials.