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.

 

Sections:

The Supplies Department has four divisions:

  1. Procurement Section
  2. Sales and Distribution Section
  3. Accounting Section
  4. 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.  ​