Quiz 6

Question 1 of 8

The GIZ office receives an invoice for a consulting contract that the officer responsible for the commission has entered into. The officer informs the GIZ office by phone that the service was performed to her utmost satisfaction and requests that the cheque be issued. The office staff member asks the officer responsible for the commission to retroactively submit confirmation of the performance of contractual obligation and then makes the payment once she has done this.

Is this the correct procedure?

No, financial processing of the contract is carried out where it was entered into.
Yes, the GIZ office is always responsible for settlement of accounts.
No, the officer responsible for the commission should issue the cheque herself, as she also confirmed performance of the contractual obligations.

Question 2 of 8

On 25 January 2018, an office staff member finds in his inbox an invoice from “Just in Time Cooperation” with a due date for payment of 15 January 2018. He cannot see when the invoice arrived in the office. He then views the corresponding contract file and establishes that the contract term ended on 31 December and that the officer responsible for the commission has already confirmed performance of contractual obligations.

How can this be avoided in future?

All incoming invoices are stamped as received and the receipt date noted. This information is entered in the invoice receipt book.
The staff member responsible for distributing post in the office writes an email when allocating letters so that everyone knows when they have received post and when it arrived.
Post is only distributed to staff members in person once they arrive in the office.

Question 3 of 8

What information must be entered in the invoice receipt book?

Reference (contract number)
The place where the invoice is issued
Invoice amount
Date on which the invoice is received in the office
Name of the officer responsible for the commission
Contact person
Name of the invoicing party
Contact person at the invoicing party
Invoice date

Question 4 of 8

In the GIZ office, the responsible office staff member receives a final invoice for a consulting contract which includes preparation of a study. She establishes that the invoice contains amounts that comply with the contract and arranges for payment.

Was payment correct?

Yes, the contractor is entitled to payment of the amounts owed, after all.
Yes, the amounts were in line with the contractual provisions.
No, the officer responsible for the commission must first confirm performance of the contractual obligations.

Question 5 of 8

The responsible staff member in the GIZ office receives an invoice from a consulting firm which contains an amount that is higher than the contract value. When queried, the firm states that it needed more days than anticipated to carry out additional services. This was agreed in a phone call with the officer responsible for the commission.

What scope for action does the staff member have?

He notifies the officer responsible for the commission that the difference cannot be paid because this does not conform to the contract.
He transfers payment for the invoice. The firm described why the invoiced amount was higher.
Following written confirmation by the officer responsible for the commission, the payment can be made and a note of the reasons for the difference between the contract value and the invoice amount made in the contract file.

Question 6 of 8

Manta CONSULT has been contracted to conduct a study on literacy in Southern Province. The firm submitted this study following the end of the contract term, along with its final invoice. The officer responsible for the commission is not satisfied with the result as key basic data outlined in the contract have not been taken into account and he believes that the reported findings are inaccurate as a result. Manta CONSULT is pressing for final payment to be made.

How should you proceed? (Multiple replies possible)

A deadline for revising the study is set. The amount can be paid if the revised study takes account of the basic data.
The study submitted is not of the required quality. The invoiced amount is therefore not paid.
The invoice should be paid as Manta CONSULT has prepared a study.
A deadline for revising the study is set. If the basic data specified are still not included in the revised study, the final payment is reduced accordingly.

Question 7 of 8

From February to the end of March, one of Manta CONSULT’s experts is contracted to assist teachers in Southern Province in drafting teaching materials and to provide four weeks? advisory support for lessons. In the middle of March, i.e. two weeks before the contract is due to draw to a close, one of the teachers informs the project that the Manta CONSULT expert still hasn’t arrived. An office staff member contacts Manta CONSULT and discovers that the expert has been hospitalised and can only commence work at the end of March.

What can you do? (multiple responses possible)

You can extend the contract.
You can terminate the contract.
You can extend the contract and replace the expert.

Question 8 of 8

Please file the following documents in the correct order once the final invoice has been received.

Sort elements

Request from project for a service
Contract award documentation
Prequalification (text published, bid opening record, assessment)
Tender documents
Bid opening record
Technical and price bid from bidder(s)
Bid assessment
Negotiation documents – where negotiations took place
Contract placement decision with approval of officer responsible for the commission
Signed original contract, including annexes
Contract supplements, where applicable
Correspondence
For each invoice, confirmation by the off. resp. for the commission of performance of contractual obligations
Copies of advance payments and invoices

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Local contracts for services

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