2.5.1 Appointment of the Procurement Team
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The procurement process can often be complex with a number of different roles and responsibilities involved in the procurement chain. For every procurement exercise, a Procurement Team needs to be appointed, with an identified project owner, which is responsible for the implementation of the procurement exercise. The procurement team involves all the personnel engaged in the procurement process including the Evaluation Committees.
The co-ordinator of the Procurement Team - referred to as the Procurement Manager - carries the overall responsibility for the procurement process. This includes completing the procurement planning as well as the implementation of the procurement exercise in relation to:
Contracting authorities should ensure that the procurement manager appointed to a project is able to undertake the following roles and responsibilities.
Table 2-5: Tasks of the Procurement Manager
Project Initiation/ The procurement manager should be assigned as early as possible in the life cycle of the project in order to establish management responsibility as well as to begin the development of the procurement requirements based on the stipulations in the project document.
The Procurement Team is responsible for carrying out the different activities in the procurement process. Experts with different profiles may assist the Procurement Manager with planning and implementation the procurement exercise, and they may also assist with obtaining necessary commitments within the Contracting Authority. All stakeholders should interact with the Procurement Team to ensure that requirements are properly understood and implemented. The Procurement Team could consist of state employees, consultants and others contributing to the procurement exercise.
Public Procurement, as project implementation in general, is team work, with particular regard to cooperation and coordination. Thus, good experience has widely been made with the use of interdisciplinary teams that initiate, plan, execute, control, and close the various components of procurement. In general, there are organisational, financial, technical, legal issues, as well as communication/ public relation, and IT/ EDP matters, that are to be covered by the procurement team members. Usually, procurement experts do not work exclusively for one procurement exercise, but several different projects and procurement activities at the same time. In any case, the team members shall have clearly defined tasks and responsibilities, taking into account changing requirements when the project is progressing through its lifecycle.
The following definitions are used for the different procurement team members.
Contracting authorities are required to implement the procurement process involving each of the team members in the following roles and responsibilities.
Table 2-6: Roles and Responsibilities in the Procurement Process
Note 1 : Issuance of Compliance Certificate
In general, there are organisational, financial, technical, legal issues, as well as communication/ public relation, and IT/ EDP matters, that are to be covered by the procurement officers. Usually, procurement officers do not work exclusively for one procurement exercise, but serve different projects and procurement activities at the same time. An example of the most relevant areas within the procurement process is to be found in the Responsibility Matrix below.
Table 2-7: Responsibility Matrix for Procurement Officers
As can be seen by this table, any project has the potential for interdependencies and overlapping responsibilities. The procurement officers responsible for finance and funding, for example, will rely on the costs expected for elaborating technical specifications (Team Member 2) as well as for publications/ tender announcements (Team Member 4), and others. Teams may be formally or informally organised, and individual team members may be active or inactive. In some cases, procurement officers could also be appointed for several different tasks at one time, e.g. the Legal Officer, being responsible for the public relations as well as legal issues. This depends on the complexity and requirements of the project e. g. the scope of work and the level of expertise required. In any case, the procurement officers shall have clearly defined tasks and responsibilities, taking into account changing requirements when the project is progressing through its lifecycle.
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