v      Staffing and Location:

·   The UPMU should have an executive board including the coordinators of all the main projects under implementation and chaired by the chairman of the board.

·    The UPMU should have qualified staff for procurement, financial and information technology.

·   The UPMU should have a permanent place up to the capacity of its work.

v      Operational Manual:

·   The UPMU is requested to have an operation manual to emphasize its:

o        Vision, mission and objectives.

o        Organizational structure.

o        The projects under implementation.

o        The procurement procedures.

o        Financial forms.

v      Procurement Plan:

·   Each sub-project should present to the UPMU-Director a plan for its procurement and financial balance over the expected period of the project,

·   Procurement plan (for all projects) for at least one year ahead should be announced before the start of the fiscal or academic year.

·   The disbursement plan corresponding to the procurement plan should be attached for the purpose of preparing the financial requirements.

v      Independency In Decision Making:

·   The UPMU Management/Board needs to demonstrate adequate managerial and financial monitoring procedures and/or independence in monitoring sub-projects in accordance with their intended targets and outputs to ensure sustainability and effectiveness of its role within the university higher education system.

v      Documentation Process:

·   The UPMU must have in place an easily system to access documents for the procurement procedures and financial records.

·   One folder per purchase order must contain all the records starting from Request For Quotation (RFQ), announcement, etc., including Bid Evaluation Report (BER).

v      Reporting:

·   The UPMU Management/Board is requested to issue quarterly progress reports to the university top management and all concerned stakeholders for all sub-projects addressing all technical and administrative (procurement and financial) aspects.

·   An annual self-evaluation report to be published based on a well established self-evaluation process

v      Training:

·   The UPMU staff needs to have qualifying training for procurement and financial issues.

·   New generation staff to be prepared and trained for UPMU vacancies.

v      Data Base:

·   The UPMU should maintain a database for all sub-projects including its objectives and the PI contact details.  Also, the suppliers contact details and activities are essential to be kept in a record for facilitating the procurement process.

v      Other Activities:

·   The UPMU is requested to demonstrate its capacity to implement projects funded by other donors in accordance to their respective procedures and guidelines.

·   The UPMU is requested to demonstrate its capacity to fund-raise to support the university developmental/reform activities

v      Auditing:

·   The UPMU should have a certified financial audit report for every fiscal year prepared by an independent auditor other than the university auditing team.