THE SERVICES OF THE PROCUREMENT DEPARTMENT
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  • Maintain and update annually standing lists of registered tenderers required by the university of Nairobi 
  • Prepare, publish and distribute procurement and disposal opportunities including invitations to tender, pre-qualification documents and invitations for expressions of interest;
  • Co-ordinate the receiving and opening of tender documents;
  • Maintain and safeguard procurement and disposal documents and records in accordance with Public Procurement law and Regulations
  • Submit, shortlists and lists of pre-qualified tenderers to  the tender committee or procurement committee for approval
  • Issue procurement and disposal documents to candidates in accordance with the procurement Act and procurement Regulations
  • Propose the membership of evaluation committee to the Vice-Chancellor for approval;
  • Co-ordinate the evaluation of tenders, quotations and proposals;
  • Recommend a negotiating team for appointment by the Vice -Chancellor where negotiations are allowed by the Procurement Act and Regulations and participate in such negotiations;
  • Prepare and publish notices of award and notices of tender acceptance;
  • Prepare contract documents, in line with the award decision;
  • Prepare and issue rejection and debriefing letters;
  • Prepare contract variations and modifications to documents;
  • Maintain and archive documents and records of the procurement and disposal activities for the required period;
  • Provide information, as required, for any petition or investigation to debar a tenderer or contractor or any investigation under review procedures;
  • Implement the decisions of the procurement, tender and disposal committees, including co-coordinating all activities of these committees;
  • Act as a secretariat to the tender, procurement and disposal committees;
  • Liaise with the public procurement oversight Authority and other bodies on matters relating to procurement and disposal;
  • Prepare and submit to the public procurement oversight Authority reports required under the public procurement law ,  Regulations and guidelines of the Authority;
  • Monitor contract management by user departments to ensure implementation of contracts in accordance with the terms and conditions of the contracts;
  • Report any significant departures from the terms and conditions of the contract to the head of the Vice chancellor;
  • Recommend the delegation of a procurement or disposal function to another procuring entity by the Vice-Chancellor whenever a need arises;
  • Prepare consolidated procurement and disposal plans;
  • Advise the University on aggregation of procurement to promote economies of scale;
  • Co-ordinate 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 award committee;
  • Conduct periodic and annual stock taking;
  • Certify the invoices and payment vouchers to suppliers;
  • Approve extension of the tender validity period;
  • Verify that the available stock levels warrant initiating a procurement process;
  • Carrying out any other functions or duties as may be provided under the Act or these Regulations and any other functions that might be stipulated by the Authority.

 

 

Procurement Manager.