FUNCTIONS OF PROCUREMENT SECTION
- Procure goods, services and works for user departments.
- Prepare consolidated procurement plan and ensure its adherence
- Receive goods and maintain inventory controls
- Maintain and update annually standing lists of registered tenders required by the procuring entity and liaise with the authorities in respect with authority’s register of
suppliers and procuring agents. - Prepare, publish and distribute procurement and disposal opportunities including, invitations to tender, pre-qualifications documents and invitations for expressions of interests.
- Co-ordinate the receiving and opening of tender documents.
- Maintain and safeguard procurement and disposal documents and records
- Publish/Issue procurement and disposal documents to candidates,
- Propose the membership of the evaluation committee to accounting officer for approval.
- Coordinate the evaluation of tenders, quotations and proposals.
- Prepare and publish notices of award or acceptance letters.
- Prepare contract documents in line with award decisions
- Prepare and issue rejection and debriefing letters
- Prepare contract variations and modifications to documents.
- To maintain, recommend a negotiating team for appointment by accounting officers where negotiations are allowed and participate in such negotiations.
- Maintain, archive document and records of the procurement and disposal activities for the required period of time (the usually 6 years).
- Provide information as required for any petition or investigation under the review procedures.
- Implement the recommendation of the evaluation, negotiation and disposal committees including co- coordinating all activities of these committees.
- To act as a secretariat to the tender opening, evaluation, disposal committee and project implementation teams.
- Liaise with PPRA and other bodies on matters relation to public procurement procurement and disposal of assets.
- Monitor contract management by the user departments to ensure implementation of contracts in accordance to terms and conditions of the contract.
- Advice procuring entity on aggregation of procurement to promote economies of scale.
- Coordinate internal monitoring and evaluation of the supply chain function
- Ensure compliance to PPAD Act. 2015, subsequent regulations including presidential directives i.e. reporting to PPRA and publishing of tenders in our PP portal.
- Carry out periodic market surveys to inform the placing of orders or adjudication by the relevant a ward committee.
- To conduct periodic and annual stock taking
- To certify the invoices and payment vouchers to suppliers