Procurement information and communication portal for Action in Africa

Abstract

The research employed a convergent mixed-methods approach, integrating quantitative analysis of procurement records and staff questionnaires (n = 23) with qualitative insights from stakeholder interviews (n = 15) and thematic document reviews. While the document review was primarily qualitative, selected documents were counted and categorised to support triangulation and enhance the robustness of the findings. Key findings reveal systemic inefficiencies in the current procurement system, including requisition processing delays averaging 7–10 working days, 70% of staff requiring in-person follow-ups to track request status, and budget overspending risks in 60% of departments due to poor real-time visibility. A moderate positive correlation (r = 0.62, p < 0.05) was found between ICT literacy and procurement efficiency. The proposed Procurement Information and Communication Portal solution addresses these gaps through automated approval workflows designed to reduce processing time, it has an opportunity for a centralised dashboard for real-time budget tracking, digital audit trails to enhance accountability, and a supplier management portal to streamline vendor communication. The proposed solution offers practical value by streamlining procurement processes, enhancing accountability, and providing a scalable framework suitable for nonprofit organisations operating in resource-constrained environments. The study bridges the gap between procurement theory and practice, offering actionable insights for organisations seeking digital transformation while maintaining rigorous compliance and accountability standards. Implementation recommendations emphasise phased training to support users’ onboarding, policy reforms that align with the transparency standards of the Organisation for Economic Co-operation and Development (OECD), and robust cybersecurity measures to safeguard sensitive procurement data.