Don’t buy irresponsibly

11 Responsible sourcing

Procurement contributes to our competitiveness and profitability. Our procurement approach supports our business activities by implementing a set of standardized processes, tools, rules and governance. By purchasing responsibly we can build reliable, long-term business relations with suppliers and contractors, and use company resources/money in the most efficient way.

Three key things

1

Don’t contact suppliers directly – Procurement will do this

2

Not following the procurement processes or using the tools available can result in financial, operational and reputational risks for us

3

Don’t give or receive any gifts, bribes or other illegal payments, to or from suppliers and contractors

Do the right thing

We want to be seen as fair and professional, so we work to the highest standard of business ethics and procurement practices. We expect our suppliers and contractors to meet the same high standards. Not following the processes or using the tools available can result in financial, operational and reputational risks for us.

In particular:

  • We select suppliers according to fair, pre-defined criteria as part of a transparent and competitive bidding process, with supplier qualification, including sustainability requirements as specified in our Supplier Code of Conduct and other documents
  • Our Procurement department is responsible for all purchases and supply contract negotiations including the signing of agreements with suppliers
  • Purchases require a written Purchase Order (PO) before the delivery of any goods or services – we don’t pay any invoices without a PO
  • Always use our purchasing systems to make a purchase requisition
  • Don’t contact a supplier directly – if you need help, contact your local Procurement department
  • Never share confidential information such as purchase prices, procurement projects or contract conditions – internally or externally
  • Report any actual or potential conflicts of interest
  • Carry out approvals for Purchase Orders, contracts, goods/service receipt and invoices carefully and in a timely manner – flag any mistakes or discrepancies
  • Don’t give or receive any gifts, bribes or other illegal payments, to or from suppliers and contractors
  • When in doubt, ask your manager, the Legal Department or the Ethics and Compliance Office.

In practice

Who can sign supplier contracts?

Supplier agreements shall always be put in writing. They are then signed or co-signed by an authorized person in Procurement, after proper business approval by internal stakeholders. Agreements always need to be signed and entered into the procurement system before purchases can be made.

Who selects new suppliers?

We keep a clear separation between the defining of our needs and the selection of suppliers. You’re responsible for contacting Procurement in good time when you have a purchasing need. Procurement is responsible for evaluating and selecting suppliers (in collaboration with you). Our procurement approach helps us to buy the best quality at a competitive price, and ensure the goods or services meet our business and sustainability needs.

If I need to buy services or products, can I send a request for proposal to potential suppliers?

No, you shouldn’t contact potential suppliers yourself. Instead, create a Purchase Requisition in our purchasing system. Procurement will then contact you for more information if needed or contact potential suppliers directly.

Where do I find information about the purchasing process and tools?

You can find information about the purchasing process and tools on our intranet. If you’re unsure about anything, just speak with your local Procurement Team.

Find out more

For more information, see our Procurement Policy, Supplier Code of Conduct and other procurement related guidelines. You can also speak with your local Procurement team.

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