WENRECO roles and resphshhonsibilities.pptx

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1. ROLES & RESPONSIBILITIES

2. THE PROCUREMENT STRUCTURE The Procurement Structure at WENRECO consists of : The Approving Authority (AA) – GM The Procurement Committee (PC) The Evaluation Committees (ECs) – Adhoc Procurement Unit (PU) Users Units (UUs)

3. Approving Authority (AA) Roles of AA: Overall responsibly for execution of the procurement processes Establishment of the Procurement Committee (PC) Establish the Procurement Unit & Staff it appropriately Communicate a ward decisions and contract providers Investigate any complaints by providers Contract management

4. The Procurement Committee (PC) Composition of the PC: A minimum of 5 members appointed by AA With a chairperson & other 4 members Any 3 members form quorum to transact business The PC members should be at least permanent senior staff of WENRECO with knowledge & experience in different fields

5. The Procurement Committee (PC) Roles of PC: Approving the Annual Procurement Plan Approving the list of pre-qualified providers The approving the procurement method, shortlist of providers, invitation notice, bidding documents and contract documents (beginning of procurement) Approving the evaluation report

6. The Procurement Unit (PU) Staffing & Reporting of the PU: Appropriately staffed to manage the workload in the Unit !!! The PU shall not report or be resident in the Finance function Roles of PU: Recommend and advise appropriate procurement procedures Implementing decisions of the PC Preparing bidding documents and bid notices Issue, receive & open bid documents as per best practice Coordinate procurement activities with all functions @ WENRECO maintain & Update the providers list of WENRECO

7. The Evaluation Committees (ECs) ECs are ad-hoc in nature ( formed for each procurement >5m ) Have a minimum of 3 persons Membership nominated by the PU & approved by the PC Evaluate bids as per evaluation methodology & criteria stated in the bidding document Selection based on technical capability required for the procurement Shall include a member of the PU& User department/Unit A member of PC shall not be a member of EC

8. User Departments/Units Research financial requirements of the procurement be requisition Initiate procurement requisitions Develop technical specifications for the procurement Participate in evaluation of bids when appointed Report any divergence form terms & conditions during contract implementation - Contract management Make contract management reports to inform payment of suppliers