THE SERVICES OF THE PROCUREMENT DEPARTMENT

- 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.