“200”, Aptitude Test Questions and Answers for Supplies Officer Grade II – MDA & LGA.
ABSTRACT
This collection of 200 multiple-choice
questions is designed to help candidates prepare effectively for the Public
Service Recruitment Secretariat (PSRS) aptitude test for the position of
Supplies Officer Grade II (Afisa Ugavi Daraja la II) in Tanzania. The questions
reflect the real structure and difficulty of PSRS exams, combining procurement
and supplies knowledge with logical reasoning, basic calculations, ICT skills,
and language comprehension. Emphasis has been placed on realistic scenarios,
closely related answer choices, and deliberate wording traps to sharpen
critical thinking and decision-making under pressure. Each question is
supported with a clear and practical explanation to deepen understanding,
making this resource not only a test preparation tool but also a learning guide
for mastering key concepts in procurement and supply management.
Prepared by: Supplies Officer
Compiled by Johnson Yesaya Mgelwa.
0628729934.
Date: March 15, 2026
Dear applicants,
This collection of questions and answers
has been carefully prepared to help all of you to understand the key areas
tested during the interview. The goal is to provide a useful, and practical
study guide so you can all perform confidently and fairly in the selection
process. I wish you the best of luck, and may this resource support you in
achieving success!
Warm regards,
Johnson Yesaya Mgelwa
For Personal Use by Applicants Preparing
for MDA and LGA Supplies Officer II aptitude test at Public Service Recruitment
Service.
ALL
QUESTIONS ARE COMPILED TOGETHER.
QUESTION 1
A Supplies Officer prepares a Schedule of
Requirements (SOR) without consulting user departments. What is the MOST likely
consequence?
A. Reduced procurement lead time and improved efficiency
B. Procurement aligned with available budget ceilings only
C. Mismatch between supplied goods and actual user needs
D. Automatic compliance with PPRA regulations
Answer: C
Rationale:
Failure to involve user departments leads to inaccurate demand estimation,
resulting in procurement of goods that may not meet actual operational needs.
This creates inefficiencies such as overstocking or stockouts and contradicts
procurement planning principles under Tanzanian regulations, which emphasize
user involvement for accurate requirement specification.
QUESTION 2
In inventory management, which situation
BEST justifies the use of a reorder level system?
A. When demand is constant and supply is instantaneous
B. When lead time is uncertain and stockouts must be avoided
C. When goods are procured only once per financial year
D. When storage costs are negligible and unlimited
Answer: B
Rationale:
Reorder level systems are designed to trigger replenishment before stock
reaches critical levels, especially when lead times are uncertain. This ensures
continuity of operations and prevents stockouts, which is crucial in public
service delivery where delays can disrupt essential services.
QUESTION 3
A storekeeper records received goods
without inspecting them physically. This practice primarily violates which
principle?
A. Verification and acceptance procedures
B. Accountability in financial reporting
C. Transparency in procurement
D. Budget control mechanisms
Answer: A
Rationale:
Physical inspection ensures that goods received match specifications, quantity,
and quality as per procurement documents. Skipping this step compromises
acceptance procedures and may result in accepting defective or incorrect items,
leading to losses and non-compliance with procurement standards.
QUESTION 4
Which of the following BEST describes
“Location Index Design” in warehouse management?
A. Assigning procurement codes to suppliers
B. Allocating budgets for warehouse expansion
C. Preparing financial valuation of stored items
D. Structuring systematic storage identification within a warehouse
Answer: D
Rationale:
Location index design refers to organizing storage spaces using identifiable
codes or systems (e.g., bin locations) to ensure easy retrieval, tracking, and
storage efficiency. It improves warehouse operations by minimizing search time
and reducing errors.
QUESTION 5
A procurement officer notices that two
bid documents contain identical errors and formatting. What is the MOST
reasonable suspicion?
A. Competitive pricing strategy
B. Compliance with standard templates
C. Possible collusion between bidders
D. Efficient document preparation
Answer: C
Rationale:
Identical errors and formatting across bids suggest coordination between
bidders, which is a form of collusion. This undermines fair competition and
violates procurement principles under the Public Procurement Act, requiring
investigation.
QUESTION 6
Which Excel function is MOST appropriate
for determining the total value of items in stock?
A. COUNT
B. AVERAGE
C. IF
D. SUM
Answer: D
Rationale:
The SUM function is used to add numerical values, making it ideal for
calculating total inventory value by summing individual item values. Other
functions serve different purposes such as counting or conditional logic.
QUESTION 7
A Supplies Officer delays issuing goods
despite approved requisitions. This primarily affects:
A. Supplier evaluation process
B. Internal service delivery efficiency
C. External audit compliance
D. Procurement planning cycle
Answer: B
Rationale:
Delays in issuing goods disrupt internal operations and service delivery, as
departments depend on timely supply of materials to function effectively. This
reflects inefficiency in distribution rather than procurement planning or
auditing.
QUESTION 8
Which document is ESSENTIAL when
receiving goods into a government store?
A. Delivery Note and Goods Received Note
B. Local Purchase Order only
C. Payment Voucher only
D. Tender Evaluation Report
Answer: A
Rationale:
The Delivery Note confirms dispatch from the supplier, while the Goods Received
Note (GRN) confirms receipt and inspection. Both are critical for
accountability, record-keeping, and verification of goods received.
QUESTION 9
A store shows frequent stock
discrepancies during audits. What is the MOST likely cause?
A. Accurate bin card updates
B. Strict inventory control systems
C. Poor record-keeping and monitoring
D. Regular stocktaking exercises
Answer: C
Rationale:
Frequent discrepancies indicate weaknesses in record-keeping, such as failure
to update bin cards or inventory systems accurately. Effective controls would
reduce such inconsistencies.
QUESTION 10
Which of the following BEST ensures
transparency in procurement?
A. Limiting supplier participation
B. Using selective tendering only
C. Negotiating with a single supplier
D. Open and competitive bidding processes
Answer: D
Rationale:
Open and competitive bidding promotes fairness, equal opportunity, and
transparency, which are key principles under PPRA. It minimizes corruption and
ensures value for money.
QUESTION 11
A user department frequently changes its
requirements after procurement has already started. What is the MOST
appropriate control measure?
A. Ignore changes once procurement begins
B. Allow unlimited changes for flexibility
C. Enforce requirement finalization before procurement initiation
D. Adjust specifications after contract award
Answer: C
Rationale:
Frequent changes disrupt procurement processes, leading to delays, cost
variations, and possible contract disputes. A strong control measure is to
ensure that all requirements are clearly defined and finalized before
procurement begins. This aligns with procurement planning principles and
ensures stability, fairness, and efficiency in the process.
QUESTION 12
In Word processing, which shortcut is
used to paste copied text?
A. Ctrl + X
B. Ctrl + V
C. Ctrl + C
D. Ctrl + Z
Answer: B
Rationale:
Ctrl + V pastes copied or cut content. This is a fundamental ICT skill expected
in administrative and procurement roles.
QUESTION 13
A contract is awarded to the lowest
bidder despite failing technical requirements. This violates:
A. Cost-saving principles
B. Budget approval processes
C. Supplier registration rules
D. Technical compliance criteria
Answer: D
Rationale:
Procurement decisions must consider both technical and financial evaluations.
Awarding a contract to a technically non-compliant bidder violates procurement
regulations and risks poor performance.
QUESTION 14
Which inventory valuation method assumes
oldest stock is used first?
A. LIFO
B. Weighted Average
C. FIFO
D. Standard Cost
Answer: C
Rationale:
FIFO (First-In, First-Out) assumes that the earliest acquired items are issued
first, which is particularly relevant for perishable goods and reflects
realistic inventory flow.
QUESTION 15
A warehouse officer stores heavy items on
top shelves. This creates a risk related to:
A. Financial misstatement
B. Safety and handling hazards
C. Procurement delay
D. Supplier non-compliance
Answer: B
Rationale:
Improper storage of heavy items increases the risk of accidents and injuries.
Warehouse management must prioritize safety and proper handling procedures.
QUESTION 16
Which of the following BEST defines “lead
time”?
A. Time between order placement and delivery
B. Time taken to prepare procurement plans
C. Time required to evaluate bids
D. Time spent issuing goods to users
Answer:
A
Rationale:
Lead time refers to the duration from placing an order to receiving goods. It
is crucial in determining reorder levels and avoiding stockouts.
QUESTION 17
A procurement officer splits orders to
avoid approval thresholds. This practice is:
A. Efficient procurement strategy
B. Acceptable under urgency
C. A budgeting technique
D. A violation of procurement regulations
Answer: D
Rationale:
Splitting procurement to bypass approval limits is unethical and illegal under
PPRA, as it undermines transparency and accountability.
QUESTION 18
Which of the following is MOST relevant
when designing a warehouse layout?
A. Supplier location
B. Frequency of item movement
C. Budget allocation
D. Procurement method
Answer: B
Rationale:
Items with high movement frequency should be placed in easily accessible areas
to improve efficiency and reduce handling time.
QUESTION 19
If demand increases while supply remains
constant, what is the MOST likely effect?
A. Decrease in stock levels
B. Increase in surplus stock
C. No change in inventory
D. Immediate procurement compliance
Answer: A
Rationale:
Higher demand without increased supply leads to faster depletion of inventory,
resulting in reduced stock levels and potential stockouts.
QUESTION 20
Which document authorizes payment after
goods are received and verified?
A. Delivery Note
B. Local Purchase Order
C. Payment Voucher
D. Goods Received Note
Answer: C
Rationale:
A Payment Voucher authorizes the release of funds after confirming that goods
have been received and meet required specifications.
QUESTION 21
A supplier delivers goods of lower
quality than specified. What is the FIRST action?
A. Accept and use the goods
B. Store and ignore defects
C. Pay and report later
D. Reject and document the discrepancy
Answer: D
Rationale:
Non-compliant goods must be rejected and documented immediately to ensure
accountability and protect public resources.
QUESTION 22
Which Excel feature helps summarize large
datasets quickly?
A. Merge Cells
B. Pivot Table
C. Font Size
D. Page Layout
Answer: B
Rationale:
Pivot Tables allow efficient summarization and analysis of large datasets,
which is useful in inventory and procurement reporting.
QUESTION 23
A storekeeper maintains accurate records,
but stock losses still occur regularly. What is the MOST likely cause?
A. Incorrect valuation methods
B. Excessive documentation
C. Poor procurement planning
D. Weak physical security controls
Answer: D
Rationale:
Accurate records alone do not prevent losses if physical controls such as
security, supervision, and restricted access are weak. This question tests the
distinction between administrative control (records) and physical control
(security). Effective inventory management requires both to function properly.
QUESTION 24
Which procurement method is MOST suitable
for urgent requirements?
A. Open tendering
B. Restricted tendering
C. Single-source procurement
D. Framework agreement
Answer: C
Rationale:
Single-source procurement is allowed under specific urgent conditions where
time constraints do not permit competitive processes, provided justification is
documented.
QUESTION 25
A Supplies Officer prepares reports
without verifying data accuracy. This primarily affects:
A. Decision-making reliability
B. Supplier competition
C. Procurement timelines
D. Warehouse design
Answer: A
Rationale:
Accurate data is critical for informed decision-making. Errors in reports can
lead to poor planning, misallocation of resources, and inefficiencies.
QUESTION 26
A requisition is approved but lacks
budget confirmation. What is the MOST appropriate action?
A. Proceed with procurement to avoid delay
B. Cancel the requisition immediately
C. Confirm budget availability before proceeding
D. Issue goods directly from store
Answer: C
Rationale:
Procurement must be supported by confirmed budget availability to ensure
compliance with financial regulations. Proceeding without budget confirmation
risks unauthorized expenditure and audit queries, making verification a
necessary first step.
QUESTION 27
A storekeeper issues goods without
updating bin cards but updates records later. What risk does this create?
A. Overvaluation of assets
B. Temporary loss of inventory visibility
C. Increased procurement efficiency
D. Compliance with audit requirements
Answer: B
Rationale:
Failure to update bin cards immediately leads to a temporary mismatch between
physical stock and recorded data, reducing real-time inventory visibility and
increasing the risk of errors or stockouts.
QUESTION 28
Which factor MOST influences the
determination of Economic Order Quantity (EOQ)?
A. Supplier location and transport mode
B. Warehouse size and design
C. Number of staff in procurement unit
D. Ordering cost and holding cost balance
Answer: D
Rationale:
EOQ is calculated by balancing ordering costs and holding (carrying) costs to
minimize total inventory cost. It does not directly depend on staffing or
warehouse design.
QUESTION 29
A procurement plan is approved, but
actual purchases consistently deviate from it without justification. What is
the MOST serious implication?
A. Increased procurement flexibility
B. Weak procurement control and planning discipline
C. Improved responsiveness to needs
D. Reduced administrative burden
Answer: B
Rationale:
Frequent unjustified deviations from an approved procurement plan indicate weak
control systems and poor planning discipline. While some flexibility is
necessary, consistent divergence without proper documentation undermines
accountability, budgeting accuracy, and compliance with procurement
regulations. This question shifts focus from “not updating” to “not
adhering”, which is a different and more advanced trap.
QUESTION 30
Which of the following BEST describes
“value for money” in procurement?
A. Selecting the cheapest supplier available
B. Purchasing goods in bulk only
C. Achieving optimal balance of cost, quality, and time
D. Minimizing procurement procedures
Answer: C
Value for money is not simply the lowest price; it involves obtaining the best combination of quality, cost, and timeliness to meet organizational needs effectively.
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