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Procurement and supplies

The Unit is responsible for procurement, storage and distribution of goods, works and services for the efficient functioning of the entire Ministry.

The Unit performs the following specific functions:

  • Provide technical advice on matters of procurement to the controlling officer in order to ensure compliance to set standards
  • Develop and implement the Ministry’s procurement plan in order to facilitate efficient procurement of goods and services
  • Provide secretarial services to the procurement committee in order to facilitate awarding of contracts
  • Prepare bidding and contract documents in order to facilitate invitation of bids and proposals.
  • Maintain procurement records in order to enhance accountability
  • Prepare procurement and supplies reports to facilitate decision making and enhance accountability
  • Coordinate decentralized procurement sub-committees/units in order to ensure compliance
  • Supervise/monitor contracts management in order to ensure compliance to contractual obligation

The PSU has the following Sub-units:

  • Purchasing Sub-unit
  • Storage and Distribution Sub-unit

Purchasing sub-unit

The Sub-unit is responsible for the procurement of goods works and services.

The Sub-unit performs the following specific functions:

  • Provide secretarial services to the Ministry Procurement Committee in order to facilitate awards of contracts
  • Undertake procurement functions in conformity with the Public Procurement Act in order to ensure value for money
  • Provide technical advice to the controlling officer through the interpretation of the Public Procurement Act in order to enhance compliance to the Act
  • Coordinate the management of decentralized procurement committees/units in order to enhance service delivery at lower levels
  • Facilitate the provision of goods, works and services in order to make them readily available and facilitate achievement the objectives of the Ministry
  • Maintain comprehensive procurement records in order to enhance accountability
  • Develop and implement the Ministry’s procurement plan in order to facilitate efficient procurements.
  • Prepare solicitation documents in order to facilitate invitations of bids/ proposals
  • Prepare procurement reports in order to enhance accountability
  • Undertake contracts management in order to ensure compliance to contractual obligations

Storage and distribution sub-unit

This Sub-unit is responsible for the storage and distribution of goods in order to ensure efficient last mile delivery.

The Sub-unit performs the following specific functions:

  • Receive and inspect purchased goods, works and services in order to implement compliance to specifications and quantity obligations and  ensure value for money
  • Distribute last mile delivery of the purchased goods, works and services in order that they reach the point of usage on schedule
  • Maintain accurate stores records in order to enhance accountability
  • Conduct classification of stocks in order to enhance efficiency in identification, location, custody and retrieval of stocks
  • Implement stock control system to ensure steady availability of goods and services
  • Identify obsolete stocks and equipment in order to facilitate disposal
  • Issue out stocks in order to facilitate usage by the user
  • Implement procurement records archiving system in order to facilitate procurement reviews and audits.
  • Prepare stores returns in order to enhance accountability
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