• Co-ordinate and prepare procurement plans and
  • Receive and review approved procurement requests to ascertain that
  • the proposed procurement is within the approved procurement plan
  • Budgeted funds are available for the specified procurement activity.

To ensure that funds are committed before the execution of a contract.

Co-ordinate the preparation of the following documentation.

Specification requirements.

Terms of reference.

Bills of quantities.




pre-qualification documents and

any other documents required for the tendering process

co-ordinate the process of opening of a tender

prepare formal records of tender opening

participate in evaluation activity of the panel

Co-ordinate the preparation of evaluation reports

Prepare submissions for approval of award by the appropriate authority in accordance with the threshold set out in the

Second and Third Schedules to the Act

Maintain and update the database of suppliers, contractors and consultants

Participate in negotiations with consultants or other tenders where expressly permitted in the Act or these Regulations

Prepare notification of awards and contracts

Arrange for the publication of notices of contract awards

Prepare and issue tender rejection and tenderer debriefing letters

Prepare contract variations and notifications

Assist with the inspection and acceptance of goods, works and services and where necessary, using the member of the user department to conduct a technical inspection and

Maintain records of the procurement process

The procurement unit shall, in the performance of the functions of the procurement unit, liaise with

The originating officer, or

The end-user department that initiated the procurement to ensure that initiated the procurement to ensure that the procurement meets the requirement of the tender  


The unit provides strategic direction for the achievement of the overall objective of the procurement function in the Service. The unit plans and coordinates activities related to procurement, manages the development and implementation of the procurement plan, provides inputs for the preparation of the annual budget and liaises with service providers and other stakeholders to undertake procurement activities. It is also the responsibility of the Unit to ensure that the procurement activities are in harmony with the Public Procurement Act, 2003 (Act 663), supervise stores management and assets disposal as well as the Preparation and submission of Annual and Periodic Reports to the Public Procurement Authority