Oxfam Products for Retail Sale Suppliers information

All suppliers are required to complete steps 1 - 7 prior to the placement of a purchase order.  Suppliers with spend over 25K must complete step 8 and suppliers of wood or paper products must complete step 9. We expect all suppliers to be open and transparent about their supply chain. If you have any difficulties with any of the steps please contact Oxfam Quality Assurance and Ethical team 01869 355 145 or KJennings@oxfam.org.uk

List of requirements for Oxfam suppliers

  1. Read Oxfam’s Ethical Purchasing Policy.
    Oxfam Ethical Purchasing Policy

  2. Complete and return a soft and signed hard copy of the New Supplier Form for accounts payable.
    Oxfam New Supplier Form (36kb pdf)

  3. Sign Oxfam Activities Ltd Agreement for the Supply and Purchase of Goods (T&Cs). Please note there are 2 versions available, one for bespoke items and one for off the shelf items.
    Agreement For The Supply And Purchase Of Bespoke Goods (107kb word doc)

    Agreement For The Supply And Purchase Of Goods (104kb word doc)

  4. Complete and return a soft copy of the Oxfam's Trading Supplier Questionnaire - Ethics. 
    Download Oxfam's Trading Supplier Questionnaire (68kb word doc)

  5. Complete and return a soft copy of the Homeworkers questionnaire as applicable.
    Questions for a Supplier about Homeworkers (123kb word doc)

  6. Complete and return a soft copy of the Oxfam Product approval questionnaire for each product type required for product safety and legal compliance.
    Product Approval Questionnaire (261kb word doc)

  7. Join Sedex

    Find out more about SedexSedex is an on-line ethical database for manufacturing sites. It’s purpose is to enable ethical assessments of suppliers whilst reducing duplication of audits and questionnaires. Supplier members have the option to make their data available to any Sedex retail member they supply.  Sedex retail members will work with the information the supplier has on the system, thereby reducing the number of assessments your manufacturing sites undergo.

    The final point of manufacture must join Sedex (cost £28/year - price in 2009) and complete Sedex Supplier questionnaire and upload any audits that are less than one year old and give Oxfam full access to the information by creating a link to "Oxfam products for retail sale". The site is available in English, Spanish, Arabic, Mandarin and French.

     

    Suppliers with whom Oxfam will be spending over £25K p.a. at the final point of manufacture are required to undertake an ethical audit prior to the purchase order being placed, unless otherwise agreed with the Quality & Ethical Manager.

  8. Suppliers where spend will be between £25-100K will be expected to commission a Sedex SMETA Audit and undertake the resulting agreed corrective action plan within the agreed timeframe. There is more information available on the methodology.

    Guide to audit costs

    If the Sedex – SMETA audit is conducted by SGS, the cost associated will be based on a daily rate. The number of days is dependent on the size of the factory as outlined in the table.

    Audit Days No. of Workers
    (excl. Managers)
    1 1-70
    2 71-500
    3 501-1000
    4 1001-2000
    TBC >2000

    SGS cost per day UK £525, Europe €730, E. Europe €350. Oxfam GB works with nominated auditors for countries in Asia. Please contact Oxfam for more information.

    Suppliers where we will spend over £100K p.a. we would expect the audit to be conducted by an NGO auditor, as specified by Oxfam. The cost associated with this type of audit will be higher than those detailed above. Actual costs can only be advised on a case-by-case basis.

    Suppliers of paper and wooden products

  9. Find out more about the WWF UK Forest and Trade NetworkProvide required information about the wood source.  Preference is for post consumer recycled paper or FSC marked products. As a minimum products must be proven to be from a legal source of wood / paper. Suppliers are required to report the annual tonnage used.

    For any certified products supplied to Oxfam, suppliers must provide the chain of custody number for the product used on the invoice. For all other products, suppliers must provide the country of origin, tree species and appropriate paperwork in line with WWF World Forest and Trade Network (WFTN) guidelines and as agreed with Quality & Ethical Manager.

These steps are a condition of business with Oxfam. We reserve the right not to work with any supplier who is unwilling / unable to comply.

Related links

Related links