Introduction to PP Roles

Public Procurement Roles and Responsibilities

Presenter: Allan Cunningham

Procurement Administration involves :

The establishment function in carrying out of regulations for the effective use of persons, equipment, resources and systems to enable the control of required actions or results.

This provides governance which is the act of governing, sway or control of a system.

What is Procurement Administration?

The administrator has the responsibility for ethical stewardship of government programs, portfolios and projects.

Ethical: consistent with agreed principles of correct moral conduct

A steward: a person who acts as the surrogate of another or others, especially by managing property, financial affairs, an estate

The Administrator Role

1. Strategic planning 2. Drafter of project, procurement plans, and Cabinet

Notes 3. Conducts market study for the availability of providers

of goods, services and works4. Drafter of procedures, meeting notes and minutes5. Advises on the selection of contract types and

procurement methodology for goods, services, works, results and supply requirements

6. Manages the acquisition of lands, supplies, goods, services, works and results

Administrators’ Knowledge & Skills:

7. Drafter of tender notices for goods, works and services

8. Prepares pre-qualification , expression of interest and letters of invitation documentation and public notices

9. Drafter of bulletins, addendum, and general corresponds with tenderers

10. Developer of tender documentation for tender processes in accordance with government, state enterprises and bank loan standard procedures where applicable

Administrators’ Knowledge & Skills:

11. Develops and reviews specifications, may chairs and be a membership of committees for the governance of program, portfolios, and projects activities

12. Conducts actions such as site visits to define tender requirements

13. Participates in and witnesses the tender invitation and opening closing process

13. Analyses tender submissions for compliance with tender requests

14. Prepare of letters of awards of contracts and letters arising from tenders, suppliers, consultants and statutory bodies

Administrators’ Knowledge & Skills:

Administrators’ Knowledge & Skills:

15. Prepares letters of awards of contracts and letters arising from tenders, suppliers, consultants and statutory bodies

16. Prepares conditions of contracts, seeks legal advice where and when necessary

17. Collates contract documentation for action by state bodies as is necessary

18. Manages the delivery process of goods, services, and results as defined in the agreement, memorandum of understanding and contract

Administrators’ Knowledge & Skills:

19. Prepares reports on programs, portfolios and project delivery and related matters

20. Acts confidentially, impartially, and fair in all matters

The Professional Administrators Code of Ethics

Code of Ethics as prescribed in ICSA CanadaThe Professional Administrator:1. Is honest and impartial, loyal to associates,

employer, client, subordinates and the public, and is respectful of the personal dignity of all;

2. Applies knowledge and skill to maintain high standards of professional integrity in responsible actions;

3. Promotes competence and accountability in the interest of professionalism and the public interest;

The Professional Administrators Code of Ethics

The Professional Administrator:4. Remains consistently supportive of innovative ideas

and open communication;5. Promotes the principle of recognition for those

whose performance make a worthwhile contribution;

6. Supports the principle of fair and impartial judgment;

7. Exhibits leadership in continuous learning;

The Professional Administrators Code of Ethics

The Professional Administrator:8. Treats every individual with courtesy, respect and

dignity; and9. Acknowledges that subscribing to this code imposes

a shared obligation with other Professional Administrators to maintain these standards.

Questions?