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.