LETTER OF INSTRUCTION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85-00988R000400020012-4
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 4
• Document Creation Date: November 17, 2016
• Document Release Date: June 29, 2000
• Sequence Number: 12
• Content Type: REGULATION

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STATINTL
3TATINTL
Supply Division, Small Purchases Branch
Position No. GS-11 (Proposed) Procurement Officer
1. The purpose of this memorandum is to provide you, the in-
cumbent of the above position, with a clear understanding of your Branch,
the responsibilities of your .position and what is expected of you.
2. The Small Purchases Branch
is responsible for the procurement, shipment and/or delivery of low-cost,
3TATINTL
25X1A
common items which are handled under an imprest fund or procured on a
Property Procurement Allotment/Property Requisitioning Authority and
Financial Property Accountability systems.
3. As primary Procurement Officer of the Branch, you are expected
to have a thorough knowledge of the scope, the responsibilities and
authorities (as expressed in and the procedures for
accomplishing the mission of the Branch. Specifically, you will be re-
sponsible for assisting me in:
a. Reviewing and evaluating requirements to ensure that they
fall within the scope and authorities of the Branch, assigning them
to designated Branch personnel and providing the guidance required
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STATINTL
to be certain that procurement is accomplished properly and
within monetary limitations and authorized time frames.
b. Limiting purchases to items having a unit cost of $200
or less with a further limitation of $2500 per line item or order
to single vendor. Exceptions must be approved by the Chief,
_ and the basic request so annotated. Procurement normally will
be restricted to the Washington Metropolitan Area except when the
urgency or the nature of-the requirement justifies procurement
elsewhere. Procurements outside the area will not be initiated
without approval of the Branch Chief.
c. As the alternate custodian of the Branch imprest fund, you
are expected to know how to control and administer funds (upwards of
$40,000), disburse funds for authorized procurements, advance funds
to authorized persons in accordance with authority from the Office
of Finance, certify for the receipt of materiel and services, make
payment for parcel post charges in connection with the shipment of
material obtain receipts for payment of materiel and services to
support accountings and prepare and submit periodic accountings to
the Office of Finance. Accountings must identify each expenditure
as to the customer DCN and FAN.
STATINTL.
STATINTL
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e. Interpretation of GSA Schedule (Account 291.080) as
you may be required to verify and certify that transactions appear-
ing on the schedule are correct and that the supplies and/or
services have been received.
f. Converting vendor's sales slip, invoice, etc., into a
receipt and shipping instrument by affixing and completing the
"NON-FPA" stamp, citing the customer's DCN and FAN and other data.
g. The requirements for the various methods of packing and
shipping material and related documentation.
4. In accomplishing the responsibilities of your assignment, you
are expected not only to develop and maintain rapport with commercial
vendors and representatives of other Government agencies with whom we do
business or carry on liaison, but to establish a close working relation-
ship with other Branch personnel to ensure that everyone is continuously
informed of all aspects of the operation to provide a team effort in
accomplishing our tasks. Good management principles are to be exercised
at all times; using good judgment and common sense. Workloads will be
continuously reviewed and managed and unusual conditions brought to the
attention of the Branch Chief. As you can see, you are expected to pro-
vide a considerable amount of professional guidance and know-how to other
Branch personnel.
5. Suggestions for change, constant review of procedures, generation
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of ideas for improvement of our operation as well as initiative
in problem solving is expected of you. Where conditions exist which
require correction, I desire to be made aware of them.
6. You must acquire a reasonable knowledge of all of the administra-
tive and managerial aspects of the Branch as you will be the Acting
Branch Chief during my absence.
7. Please consult with me at any time concerning any problem
areas for which you need assi$tance or which you feel should be brought
to my attention. I will discuss your performance with you periodically
and your fitness report will reflect the quality of your performance of
those functions and duties expresed in this Letter of Instruction.
STATINTL
CHIEF, SMALL PURCHASES BRANCH/CD
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Dat
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