The NFI and hygiene-kit procurement guide argues for inspecting twice: samples before the bulk purchase is approved, and the delivered goods before they are accepted. This page is the form for both. It does not set a specification of its own. There is no single standard kit that suits every programme; the inspector checks the goods against the specification your organisation approved (often based on the ES/NFI Cluster's standard kit guidance (opens in a new tab)) and against the sample you sealed.
Before you inspect
The approved specification
Each item's weight, dimensions, material, count per pack, labelling language and minimum shelf life on delivery, with the tolerance allowed.
The approved sample
Sealed, labelled and signed when it was approved, and kept apart from the delivery so the goods can be held against it.
The order and the supplier's papers
The purchase order or contract with quantities and packing, the supplier's packing list and its delivery note or waybill.
The sampling plan
How many cartons and kits will be opened, and what number of defects rejects the lot. Many buyers use an acceptance sampling standard such as ISO 2859-1; whichever you use, write it into the contract so the supplier knows it before delivery, and leave time for it in the schedule, as the procurement planning guide advises.
What the inspector checks
Quantity
Cartons counted against the packing list, then kits or units counted in the cartons opened.
Specification, item by item
Each component measured or read against the specification, and compared with the approved sample. For a kit, the composition checked in full in every kit opened.
Condition
Damage, water, contamination, smell and pests, inside the carton as well as outside it.
Packaging and marking
Carton marking, labels in the language agreed, the kit list inside, and seals intact.
Shelf life
Manufacture and expiry dates on soap, sanitary items and anything else that expires, and the shelf life remaining against the minimum the specification sets.
Deviations
Every difference recorded with its quantity, then a decision: accept, reject or accept with a concession, by the person authorised to make it.
Inspection record
Inspection record: NFIs and hygiene kits
One record per lot inspected. Completed by the inspector, signed by both sides.
The lot
Inspection number
Type of inspectionSample approval, before delivery, or acceptance on receipt
Purchase order or contract
Supplier
Item or kit
Quantity ordered and quantity presented
Place and date
Documents checked
- Approved specification, version and date
- Approved sample, sealed and labelled
- Supplier's packing list and delivery note or waybill
- Sampling plan from the contract
Sample drawn
Cartons openedHow many, and how they were chosen
Kits or units checked
Item by item
| Item, as in the specification | Required | Found | Units checked | Conforming | Notes |
|---|---|---|---|---|---|
Condition, packaging and shelf life
| Check | Conforms | Does not conform | Notes |
|---|---|---|---|
| Cartons undamaged, dry and clean | |||
| Contents free of damage, contamination and pests | |||
| Carton marking and labels as agreed | |||
| Kit list inside each kit | |||
| Seals intact | |||
| Expiry dates recorded | |||
| Shelf life remaining meets the minimum |
Deviations
| No. | Deviation | Quantity affected | Decision: accept, reject, concession | Decided by |
|---|---|---|---|---|
Result
- Accepted
- Accepted with the concessions recorded above
- Rejected: goods set apart, labelled and returned
Quantity accepted
Goods received note numberRaised for the quantity accepted only
Signatures
| Name | Signature | Date | |
|---|---|---|---|
| Inspector | |||
| Supplier's representative | |||
| Receiving storekeeper | |||
| Approved by |
After the inspection
Rejected goods are set apart and labelled so they cannot be dispatched by mistake, and the supplier is told in writing, with the record attached. The goods received note is raised only for the quantity accepted, so the stock records start from what was actually taken in. Accepted stock with an expiry date is then issued first-expired, first-out; the Logistics Cluster's storage guidelines (opens in a new tab) suggest flagging anything within three months of expiry to the programme team. Keep the record with the purchase file: it is the evidence that the goods paid for were the goods specified.
Where Zhikal fits
In its NFI and hygiene-kit and procurement work, Zhikal reviews samples against the specification before purchase and inspects goods before they are accepted or dispatched, with a record of each inspection in the client's file. The proof-of-delivery templates carry the same consignment on from the warehouse.
Sources
- Technical Guidelines: Standard NFI Kit (opens in a new tab)
Afghanistan ES/NFI Cluster (2017)
- Standard Winterization Package (opens in a new tab)
Afghanistan ES/NFI Cluster (2017)
- Physical Storage Guidelines (opens in a new tab)
Logistics Cluster, Logistics Operational Guide. Expiry tracking, first-expired-first-out and handling damaged items once stock is in store.
External sources are cited for the facts they report and were checked when this guide was last updated. Citing them implies no relationship with, or endorsement by, their publishers.