Challenges in the Receiving and Inspection of Supplies & Equipment in an International Organization in West Africa

Abstract

The warehouse operation has enabled physical inspection activities, including receiving and inspection of materials and equipment. It has been found that there are certain challenges faced by inspectors during the receiving and inspection of materials. The warehouse custodian has performed the physical inspection, but not all cross-checking activities are accurate. Therefore, receiving and inspection are crucial to the delivery process, and distinct approaches must be implemented to deal with internal and external clients, including international and local suppliers. To effectively deal with these challenges, a process for entry document processing must be established. This process should include harmonizing the purchase order's terms and supporting it with the delivery note, packing list, invoice, bill of lading, and airway/waybill provided by the supplier. This will ensure that the material's quantity, quality, and specifications are accurately documented. A total of 14 responses were collected among managers and supervisors of receiving and inspection unit through interviews and survey questionnaires in the seven geographical locations of Mali, West Africa. The independent variables, namely (PI) physical inspection, (HOV) handover, and (DOC) documentation, significantly impact the dependent variable.