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:

Developing plans to ensure food and fodder supplies are available, as well as maintaining a strategic stock of both.
Preparing and following up on tenders and practices, along with directly making agreements regarding the provision of food and fodder materials.
Following up the supply of food and feed materials required for all tenders for which supply contracts have been concluded, whether they are newly signed or under consideration.
Conducting studies to maintain the strategic stock of food and feed materials in coordination with other sections.
Receiving samples submitted by the bidders and sending them for laboratory analysis to ensure that they comply with the conditions and specifications.
Preparing technical and financial reports for the department’s tenders and following up on their awarding.
Consulting 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.
Entering quantities that are consistent with technical specifications into the procurement program.
Providing and purchasing aid and relief materials provided by the State of Qatar to sibling and friendly countries.
Preparing payment books for the incoming payments after calculating the delay fines, if applicable.

Issuing delivery permits according to which food and fodder supplies are dispersed from the warehouse, as per the amounts available in the warehouse of each type.
Issuing ration cards and updating them periodically.
Monitoring the compliance of subsidized commodity retailers with their obligations and taking the necessary legal actions and measures.
Receiving ration beneficiaries’ calls, and processing citizens’ complaints and special inquiries regarding the disbursement of food and fodder supplies.
Processing requests to open new retail outlets and looking into the extent to which they conform to the conditions and specifications defined by the department.
Issuing licenses to operate and manage State-supported bakeries and monitoring the mechanism of granting flour distribution permissions.
Issuing a replacement for lost receipts.
Issuing receipts for transactions made through the ministerial account.
Following up on balances electronically.
Auditing and reviewing receipts.
Comparing electronic records with receipt vouchers.
Following up and recording the incoming amounts of each item.
Preparing monthly statements that include the balances of the disbursed food and fodder supplies.
Preparing monthly statements on subsidies of food and feed materials.

Daily monitoring the stock levels as well as incoming and outgoing movements at all warehouses.
Supervising storage methods and maximising storage capacity.
Consulting with the concerned storage authorities in terms of following up on the daily incoming movement and control, as well as ensuring storage safety.
Conducting stock sampling and analysis in cooperation with the relevant authorities.
Issuing final receipts and inspection vouchers for all delivered shipments.
Collecting materials confiscated by customs, verifying their validity and adding them to the stock balance.
Processing complaints pertaining to stored materials.
Following up on the remaining food and fodder supplies in the department’s warehouses.
Monitoring weight differences in materials supplied in tenders.