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What are the functions of procurement department in public organisation?

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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 August 20, 2018 at 09:12

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What are the functions of procurement department in public organisation?

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