Supplies and Materials Section
Last updated
Last updated
This service is provided by UNDCO. The UN Development Coordination Office (UNDCO) is the secretariat of the UNSDG, bringing together the UN development system to promote change and innovation to deliver results together on sustainable development.
This guidance provides detailed instructions on filling out the Supplies and Materials Form, with practical examples for each item category. It ensures the form is filled out accurately, aligned with operational requirements and workplans.
Step 1 of 3: Add a supply or material
Step 2 of 3: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
Item
Select the item from the drop-down list (e.g., stationery, toner/cartridges, or other supplies).
Choose the most relevant item category. For “Other,” specify the type of material (e.g., IT spare parts, medical supplies, public information supplies).
-Stationery: "Office stationery budgeted per person"
-Toner/Cartridges: "Printer toner cartridges"
-Other: "IT spare parts for computer maintenance" "Medical supplies for first-aid kits" "Public information pamphlets"
Additional Notes
Provide any relevant details or justifications for the item.
Mention specific requirements like frequency, or targeted use.
-Stationery: "Stationery for 10 staff members, replenished monthly."
-Toner: "Five units of toner for office printers."
-IT Spare Parts: "Replacement hard drives for aging laptops."
Cost per Unit (USD)
Enter the estimated or agreed cost per unit.
Obtain multiple quotes from vendors to ensure competitive pricing.
-Stationery: "$5 per person per month"
-Toner: "$50 per cartridge"
-IT Spare Parts: "$120 per hard drive"
Number of Units
Input the number of units required.
Ensure the quantity matches the office's needs for the selected period.
-Stationery: "120 units (10 staff x 12 months)"
-Toner: "5 cartridges"
-IT Spare Parts: "5 hard drives"
Total Cost (USD)
Calculates the cost per unit times the number of units.
Verify the total aligns with the request. Double-check calculations for errors.
-Stationery: "$600"
-Toner: "$250"
-IT Spare Parts: "$600"
Supplies and materials cover following items
Digital Imaging and Mapping
Services for digital imaging, mapping, and data processing.
Library and Reference Books
Includes library book sets and reference books
Medical Supplies
Includes medical supplies for healthcare or emergency response.
Packaging Materials
Packaging materials used for various logistics purposes.
Petroleum, Oil, and Lubricants
Includes petrol, oil, and lubricants for infrastructure (i.e. generators) and for vehicles
Public Information Supplies
Supplies for public information and communication initiatives.
Sanitary and Cleaning Supplies
Supplies for sanitation, cleaning, and hygiene purposes.
Spare Parts (IT and Communication)
Spare parts for IT, communication equipment, and networks.
Stationery and Office Supplies
Stationary, office supplies, and consumables for daily operations.
Uniforms and Gear
Uniforms, badges, and gear used by personnel.
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
