MID-P Goes Digital: A New Era in Procurement of Goods and services
MID-P, a local organization dedicated to empowering communities through inclusive
development, faced critical gaps in its internal systems, particularly in procurement. From the
inception, the absence of a dedicated Procurement Officer led to delays in procurement at MID-P.
As the organization expanded its footprint, it became clear that a more reliable and transparent
system was needed to meet growing operational demands.
In 2024, the Sustainability Model Programme (SMP), implemented by MID-P through the Danish
Refugee Council (DRC) with funding from DANIDA, initiated a transformative journey to
digitalize and strengthen MID-P procurement system. A Syncserv consultancy firm was contracted
to support the setup and rollout of an Enterprise Resource Planning (ERP) system tailored to the
procurement component. At the time, MID-P had no dedicated procurement focal person, which
posed a challenge to implementation and coordination. To address this, the organization recruited
a procurement intern in January 2025, who was actively involved in supporting the ERP system
rollout. Recognizing the intern’s contribution and the importance of having a dedicated
procurement lead, MID-P formally absorbed the intern as a staff member in March 2025.
Alongside the ERP rollout, two days physical training sessions were held for programme, finance,
and procurement staff. The training equipped them to navigate the system, submitting requests,
tracking approvals, generating procurement records, and managing supplier information. This built
ownership and ensured a smooth transition from paper-based workflows to digital processes.
“Before the ERP, tracking procurement requests was time-consuming. Now, approvals are just a
click away, and the whole process is transparent,” Samira Mohamed, Procurement Officer, MID-P
“As a program lead, I can now monitor requests, check approval status, and make timely decisions
without the back-and-forth paperwork. This system has made our work much faster and more
reliable. It is environmentally friendly.,” Jacob Waqo, Senior Programme Officer, MID-P
“From a management perspective, this system has improved oversight and accountability. I can
now track procurement status at a glance, generate real-time reports, and ensure compliance
across departments. It’s a game-changer for our operations,” shared Salad Godana, Finance and Administration Manager, MID-P
Since going live in April 2025, the ERP system has brought improvements to procurement
operations at MID-P. Processes are now faster, with real-time tracking of requests and approvals,
and improved transparency through digital records. Coordination between departments has
strengthened, and paperwork has reduced. A major highlight was the successful development and
presentation of MID-P’s first Quarterly Procurement Plan to the Board of Directors in March 2025.
The Board’s formal adoption of the plan marked a new era of structured, forward-looking
procurement planning within the organization. Additionally, early system users, including finance
and external partners, flagged concerns about document readability due to small font size, an issue
which was promptly resolved, demonstrating MID-P’s commitment to responsiveness and
continuous improvement.
Building on this momentum, MID-P plans to expand the ERP system to cover Human Resources
and Finance, ensuring that core administrative functions are also digitized and streamlined. Future
enhancements will also include embedding Travel Authority (TA) requests and Activity Terms of
Reference (ToRs) within the ERP to eliminate the need for manual document preparation and
uploads. These developments are expected to further reduce inefficiencies, enhance accountability,
and provide a fully integrated system that supports both compliance and operational excellence
across the organization.
The ERP journey at MID-P has reshaped the way the organization handles procurement. The
onboarding of a Procurement Officer, the successful rollout of a quarterly procurement plan, and
the system’s responsiveness to feedback reflect a deeper shift toward professionalism,
accountability, and sustainability. With ERP integration set to expand into HR, finance, and
operational tools like TA and ToRs, MID-P is on a trajectory toward becoming a model for
effective local organizational systems.
Photo taken during the refresher training in April 2025 before full roll-out of the Organization on
the ERP System
