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Outline the functions of a Procuring Unit or procurement department in public organization.

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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
Submit shortlisted and lists of pre-qualified tenders to the procurement committee or tendering committee for approval.
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 and notices of tender acceptance.
Prepare contract documents in line with award decision
Prepare and issue rejection and debriefing letters
Prepare contract variations and modifications to documents.
To maintain, recommend a negotiating team for appointment by accounting offices where negotiations are allowed and participate in such negotiations.
Maintain, achieve 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 decision of the procurement, tenders and disposal committee including co- coordinating all activities of these committees.
To act as a secretariat to the tender, procurement and disposal committee.
Liaise with authority and other bodies on matters relation to procurement and disposal
Monitor contract management by the user departments to ensure implementation of contracts in accordance to terms and conditions of the contract.
Report any significant departures from the terms and conditions of the contract to the head of the procurement entity.
Prepare consolidated procurement and plans
Advice procuring entity on aggregation of procurement to promote economies of scale.
Coordinate internal monitoring and evaluation of the supply chain function
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
Approve the extension of the tenders validity period

Judiesiz answered the question on July 16, 2018 at 21:24

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