Procurement and Supply Chain Management

The Unit undertakes the following:

• Determines the most effective sourcing strategies based on Ministry’s needs.
• Identifies potential suppliers and develops relationships to ensure a stable supply chain
• Evaluates and selects suppliers based on criteria defined in tender/invitation document.
• Negotiates contracts, terms, and conditions with suppliers
• Receives instructions from entity head and commence development of the Annual Procurement Plan in accordance with the instructions issued by the Public Procurement Authority and the Ministry of Finance
• Ensures that proposed procurement is within the approved procurement plan, and that budgeted funds are available prior to commencement of procurement proceedings;
• Ensures that funds are properly committed prior to issue of any contract or purchase order;
• Co-coordinates the preparation of specifications, terms of reference, bills of quantities, drawings, short-lists or advertisements, and prequalification, tender or request for quotation documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee prior to issue.
• Identifies and assess potential risks associated with specific procurement, supply chain and the procurement process.
• Develops strategies to mitigate risks, such as supply chain disruptions or changes in market conditions.
• Ensures compliance with regulations and industry standards to minimize legal and regulatory risks.

The Unit undertakes the following:

• Oversees the execution and implementation of contracts.
• Ensures that all parties involved are aware of and fulfil their contractual obligations.
• Tracks key milestones, deadlines, and deliverables outlined in the contract
• Identifies potential risks associated with contracts and implement strategies to mitigate them.
• Monitors changes in external factors that may impact contract performance.
• Establishes contingency plans to address unforeseen circumstances
• Ensures that contracts comply with legal and regulatory requirements.
• Monitors ongoing compliance with contractual terms and conditions.
• Develops and implements processes to address any breaches or deviations from the contract.
• Evaluates the need for contract renewals or terminations.
• Initiates contract renewal negotiations or manage the termination process in accordance with contract terms
• Establishes and monitor key performance indicators (KPIs) outlined in the contract.
• Evaluates the performance of parties involved in the contract against agreed-upon metrics.
• Provides feedback and implement corrective actions as necessary
• Facilitates resolution of disputes that may arise during the contract lifecycle.
• Collaborates with legal teams or external mediators to address conflicts.
• Documents and communicates resolutions to all relevant stakeholders

The unit is responsible for the following functions:

• Monitors and controls inventory levels to ensure optimal stock levels.
• Implements inventory tracking systems to accurately record the movement of goods.
• Conducts regular audits and cycle counts to reconcile physical inventory with recorded levels.
• Implements order picking, packing, and shipping processes to streamline fulfilment operations
• Optimizes warehouse layout and storage systems for efficient space utilization.
• Implements safety and security measures to protect goods and personnel.
• Manages the receipt, storage, and retrieval of products within the warehouse
• Receives procured items on time.
• Generates Stores Receipts Advice (SRA).
• Collates data for stock replenishment
• Updates stock records.
• Leads in stock taking
• Supervises record keeping on the disposal of assets
• Identifies obsolete and disposable items in stores.
• Conducts the disposal of obsolete items in stores.
• Collects data for updating records on the disposal of assets
• Checks all goods delivered to stores physically against contract details.
• Distributes stores on authorized request
• Implements strategies to reduce lead times and improve overall distribution efficiency
• Implements quality control processes to ensure that products meet established standards and technical requirements.
• Conducts inspections of incoming and outgoing goods to identify and address quality issues.
• Collaborates with suppliers to improve the quality of incoming materials and products meet the required specifications
• Coordinates the transportation of goods from suppliers to the warehouse and from the warehouse to customers.
• Clears goods or consignments at the port on behalf of the Ministry