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Public Procurement Roles and Responsibilities

Presenter: Allan Cunningham

What is Procurement Administration?


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.

The Administrator Role


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

Administrators Knowledge & Skills:


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 works 4. Drafter of procedures, meeting notes and minutes 5. 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:


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 Canada The 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; and 9. Acknowledges that subscribing to this code imposes a shared obligation with other Professional Administrators to maintain these standards.

Questions?