Ms. Violet Mideva
Ag. Senior Procurement Officer
Message from the Ag. Senior Procurement Officer
The procurement department is an integral part of Laikipia University, playing a strategic role in the institution’s annual budget implementation. The procurement department is critical to the institution in obtaining quality goods, works, and services at competitive prices while ensuring that the University secures the best deals and also cultivates lasting relationships with suppliers, maintains open communication about changes in material needs, and plans for seasonal demands. As a public institution, the department ensures that value for money is realized when goods, works, and services are competitively procured efficiently, effectively, and economically.
Procurement encompasses all the steps involved in acquiring goods, works, and services from prospective external suppliers. These include; identifying needs, setting terms, selecting vendors, negotiating and purchasing, delivering, and even post-purchase assessment.
The Procurement function is carried out in strict adherence to the Public Procurement and Asset Disposal Act. 2015, and the Public Procurement and Asset Disposal Regulations, 2020 which guides the operations as envisaged in Article 227 of the Constitution.
Functions of the Department
Maintain and update annually standing lists of registered tenderers required by the Institution;
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;
Co-ordinate the evaluation of tenders, quotations, and proposals;
Monitor contract management by internal stakeholders to ensure that contracts are implemented in line with the terms and conditions of the contracts;
Co-ordinate internal monitoring and evaluation of the supply chain function;
Act as secretariat to various procurement committees;
Managing the procurement processes and supply base: The procurement team oversees the entire procurement process and ensures that all requisitions and requests are met. They also work with the organization’s supply base to ensure coordination and efficiency.
Developing strong relationships with internal stakeholders: The procurement department works closely with other departments within the organization to build strong relationships and provide information and support, satisfying the needs of the internal stakeholders (the staff).
Supporting the institution’s goals through effective strategies: The procurement team supports the institution by monitoring supply markets and trends, identifying critical materials, and developing effective procurement strategies to increase competitiveness.
Strategic sourcing: Procurement performs a market analysis to identify potential sources of supply and support the institution’s needs.
Risk mitigation: The department works to identify and mitigate supply chain risks to ensure the success of the institution.
Supplier relationship management: Procurement manages relationships with suppliers as key service providers to ensure coordination and effective workflow.
Contract development: The team develops and establishes contracts with supplier organizations to meet the buyer organization’s requirements and needs.
Category management: The team undertakes the task of categorizing items for efficiency and effectiveness.
Negotiation: The procurement department negotiates on behalf of the institution to ensure mutually beneficial outcomes that meet the institution’s requirements.
Stores Inventory Management: The department ensures that the Institution's operations are optimized by maintaining the required stock at a minimum level.
Disposal of idle and obsolete assets. The department ensures that the Institution's obsolete and idle assets are disposed of at the right time to avoid high maintenance cost.