Aliyiinza

Procurement

With your generous donation, we can purchase a wide range of school supplies including books, pencils, pens, backpacks, uniforms, Mathematical Sets, Sanitary Towels (girls), undergarments and shoes. We ensure that the supplies are of high quality and suitable for the respective grade levels.

Finalized Needs List

Step 1

The Aliyiinza team meets before procurement and Finalizes the Needs List.

Step 2

Reviewing the number of students per grade (K–7) and gender to determine supply quantities.

Step 3

Double-checking any special requests from partner schools (e.g., chalk, manila paper and other teaching aids).

Step 4

Reviewing the Budget: The team confirms the available funds and allocates budget per item category (books, pens, uniforms, shoes, backpacks, hygiene kits and others).

Step 5

Vendor Coordination: The Aliyiinza team contacts their trusted suppliers for bulk pricing and usually negotiates discounts and confirms delivery timelines or pickup arrangements.

Step 6

Team Roles Assignment: The team’s project manager assigns roles to Purchaser, Finance Tracker, Quality Checker, and Logistics Lead.

Procurement Day Activities

Early Start

The team begins the day early to avoid market congestion and allow time for unexpected delays.

Procurement Tracking

We use a procurement checklist to tick off each item as purchased and keep receipts organized and labeled for financial reporting.

Quality Check at Point of Purchase

The team inspects items for defects (e.g., torn books, faulty zippers on bags, missing pages and verifies the sizes for uniforms and shoes.

Bulk Packaging Coordination

The team where possible, requests that suppliers package items in bulk per school or for easier distribution later.

Transportation & Storage

The Aliyiinza team arranges and secures transportation from vendors to the storage location in preparation for distribution day. It ensures the storage location is dry, safe, and organized for easy counting before distribution.