Procurement Department

A Procurement unit shall be responsible for the acquisition of goods, works and services for the University, provision of guidance, overseeing the procurement function, and monitoring the procurement activity to ensure compliance with the provisions of the Public Procurement Act of 2021, Public Procurement Regulations and Public Procurement Manual. Its functions include;

1. Manage procurement activities and act as a procurement coordinator of the University
2. Prepare, consolidate procurement and plans;
3. Prepare, publish and distribute procurement opportunities including invitations to Tender, pre-qualification documents and invitations for expression of Interests.
4. Prepare a tender document.
5. Coordinate the receiving and opening of the tender documents
6. Coordinate the evaluation of tenders, quotations, and proposals
7. Prepare and issue rejections and debriefing letters
8. Implement the decisions of the Accounting Officer
9. To maintain, recommend a negotiation team for appointment by the Accounting Officer where negotiations are allowed and participate in such negotiations.
10. Maintain a list of suppliers
11. Maintain and update annually the standing lists of registered tenders required by the University.
12. Prepare a contract document;
13. Issue an approved contract document;
14. Administer and manage a contract once placed;
15. Arrange for the payment of a contractor;
16. Keep and maintain any record of procurement activities,
17. Coordinate internal monitoring and evaluation of the supply chain function
18. Carry out periodic market surveys to inform the placing of orders or adjudication by the Procurement Oversight Unit
19. Advice procuring entity on aggregation of procurement to promote economies of scale
20. Prepare a monthly report for an Accounting Officer.
21. Coordinate a project and liaise with a user department on any other aspect of its procurement;
22. To conduct periodic and annual stock taking
23. To certify the invoices and payment vouchers to suppliers
24. Undertake any other procurement function as may be delegated by an Accounting Officer.

A procurement unit shall execute its functions independently while adhering to the guidelines established in the Public Procurement Act of 2021.