Procurement Unit

There shall be a Procurement Unit with the responsibility of superintending procurement activities in the University.

Head of Procurement Unit

The Head of Procurement Unit shall be responsible for undertaking and coordinating all detailed procurement activities within the University.

Responsibilities of the Head of Procurement Unit

The Head of Procurement Unit shall perform the following functions:

1. Receiving procurement requests from originating officers, checking that the proposed procurement is within the approved procurement plan, and that budgeted funds are available prior to commencement of procurement proceedings

2. Co-ordinating the preparation of specifications, terms of reference, short-lists or advertisements, and pre-qualification, tender or request for quotation documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee prior to issue

3. Arranging the publication of advertisements and notices of contract award

4. Co-ordinating the process of opening of tenders and quotations and ensuring the preparation of formal records of tender or quotation opening in accordance with Section 56 of Public Procurement Act 2003, Act 663

5. Preparing submissions for approval of award by the appropriate authority in accordance with the threshold values established in schedule 3 of the Public Procurement Act 2003, Act 663

6. Maintaining and updating the database of suppliers

7. Negotiating with consultants where necessary or other tenders where expressly permitted in the Procurement Act 2003, Act 663 or Regulations

8. Preparing notification of awards and contracts

9. Preparing Contract Documents and Purchase Order, in line with award decision

10. Maintaining procurement records in accordance with Section 28 of Public Procurement Act and the Regulations

11. Planning and coordinating the activities of the Procurement Unit

12. Managing the development and implementation of the procurement plan

13. Provides inputs for the preparation of the annual budget

14. Liaising with service providers and development partners in order to undertake procurement activities

15. Keeping a list of registered suppliers to facilitate the work of the Unit and Procurement Advisory Committee (PAC). This list must be updated regularly

16. The Head of Procurement shall also advise the Committee on the following:

    1. Reliability of suppliers based on past dealings with them

    2. Ability of suppliers to provide credit to the University where necessary

    3. Ability of suppliers to give warranty for at least one year where applicable.